DATE: March 11, 2026
TO: Honorable Mayor and City Councilmembers
FROM: Public Works Department
TITLE: APPROVAL OF FOUR PURCHASE ORDERS FOR THE PURCHASE AND UPFITTING OF A FULLY ELECTRIC VEHICLE FOR THE DEVELOPMENT SERVICES DEPARTMENT CODE ENFORCEMENT DIVISION
RECOMMENDATION
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Staff recommends that the City Council approve a purchase order for Olathe Ford, in the amount of $63,209, for a new 2026 Ford E-Transit High-Roof Electric Van for the Code Enforcement Division; a purchase order for California Truck Equipment Company (CTEC), in the amount of $39,648, for custom upfitting of the vehicle; a purchase order for HERO Products Group as a sole source vendor, in the amount of $11,194, for the purchase of paint mixing equipment for graffiti abatement; a purchase order for X-Rite, in the amount of $5,650 for paint spectrometer, software and printer to match paint colors; a contingency of $1,110 for any unanticipated cost increases; and authorize the Financial Services Director, or designee, to execute the purchases order upon receipt of all supporting documents.
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BACKGROUND AND ANALYSIS
Each budget cycle, vehicles that meet their planned service life in years and/or miles, are scheduled for replacement. Prior to purchasing a replacement vehicle, Fleet and the department using the vehicle(s) determine if the current vehicle type and usage need is the same, if there is a less expensive alternative, if there is a greener alternative, and if the current vehicle has any useful life to become a Fleet loaner vehicle.
The Development Services Department - Code Enforcement Division is retiring CE25, a 2008 Dodge Sprinter 3500 that is used for graffiti removal operations. This vehicle has reached the end of its useful life due to age, high mileage, and significant deterioration of both its body and mechanical components, including a failed transmission. To better support the department’s operational needs, it will be replaced with a 2026 Ford E-Transit Van. This fully electric van offers improved reliability, lower maintenance costs, and zero tailpipe emissions. Additionally, the E-Transit Van aligns with the California Air Resources Board (CARB) Advanced Clean Fleets (ACF) mandates and supports the City’s commitment to sustainability and clean transportation initiatives. To further reduce costs and minimize waste, existing components from CE25 including the workbench, cabinets, and sink assembly-will be removed, refurbished, and repurposed for installation in the new van.
The IT Department will review and ensure that all required software and hardware integrations for the new vehicle are compatible with existing City systems, including meeting all City standards for cybersecurity and compliance.
Quotes have been obtained for the new vehicle and the purchase meets the requirements of City Code Chapter 28A.
This vehicle is being purchased through Olathe Ford under a government co-op Sourcewell account to provide the best pricing and availability.
FISCAL IMPACT
The purchase order with Olathe Ford, in the amount of $63,209, CTEC, in the amount of $39,648, HERO Products Group, in the amount of $11,194, X-Rite, in the amount of $5,650, and a contingency, in the amount of $1,110, will be charged to the accounts listed in the table below.
|
Description |
Amount |
Account Number and Description |
Available Balance |
|
Olathe Ford |
$63,209 |
620609831.5705 Fleet Replacement |
$150,000 |
|
CTEC |
39,648 |
|
|
|
HERO Products Group |
11,194 |
|
|
|
X-Rite |
5,650 |
|
|
|
Contingency |
1,110 |
|
|
|
Total |
$120,811 |
|
|
The approximate monthly replacement and maintenance and operation costs are as follows $200 a month for M&O and $2,458 a month for Replacement, for a total annual cost of $31,896.
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
Purchases must be made according to the procedures set forth in Chapter 28A of the City Code.
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Prepared by: Casey Van Der Linden, Fleet Manager
Reviewed by: Hamid Bahadori, Public Works Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. Attachment A
3. Exhibit A - Olathe Ford Quote
4. Exhibit B - CTEC Quote
5. Exhibit C - HERO Quote
6. Exhibit D - X-Rite Quote
7. Sole Source Justification