DATE: November 5, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Public Works Department
TITLE: APPROVAL OF ONE ADDITION TO FLEET VEHICLE AND PURCHASE ORDERS FOR THE PURCHASE AND UPFITTING OF THREE VEHICLES FOR THE PARKS & RECREATION AND DEVELOPMENT SERVICES DEPARTMENTS
RECOMMENDATION
title
Staff recommends that the City Council approve one Addition to Fleet (ATF) vehicle for the Parks and Recreation Department; purchase order to Olathe Ford, in the amount of $122,337, for one addition to fleet vehicle and two replacement vehicles for the Building Division in the Development Services Department; approve a purchase order to LEHR, in the amount of $4,778, to upfit the vehicles; approve a purchase order to G&W Truck Accessories, in the amount of $7,472, for the purchase of two truck bed shells for the Ford Maverick vehicles; approve a $10,000 contingency for any changes to costs of procurement and or/upfitting; 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 planned for replacement. Prior to purchasing a replacement vehicle, Fleet and the department using the vehicle(s) determines if the current vehicle type and usage needs are the same, if there is a less expensive or a greener alternative, and if the current vehicle has any useful life to become a Fleet loaner vehicle. After meeting with City Fleet staff, vehicles from various departments were determined to need replacement.
The Parks & Recreation Department will retire R346, a 2012 Nissan Pathfinder, which is an X-Class vehicle that does not have any replacement funds collected. The vehicle has reached the end of its second service life due to age, condition, and maintenance costs. The Parks & Recreation Department is requesting an Addition to Fleet for a Ford Explorer to be used to move multiple staff members and equipment to programs and events for the department. Parks and Recreation has funds approved and available to use in their account. This vehicle will be upfitted with emergency amber lighting and decals.
The Building Division in the Development Services Department will retire two vehicles: B4 and B5, both are 2015 Ford Escapes and will be replaced with Ford Mavericks as the vehicles have reached the end of their service lives due to age, condition, and maintenance costs. The two vehicles will be upfitted with emergency lighting, decals and truck bed shells to keep tools and equipment secure while on the jobsite. Sufficient replacement funds will have been collected by the end of FY 2026-27.
All three vehicles are being purchased through Olathe Ford, with a government co-op Sourcewell account (032824-OLA) to provide the best pricing and availability.
Quotes have been obtained for the upfitting these vehicles and the purchases meet the requirements of City Code Chapter 28A.
FISCAL IMPACT
The purchase order with Olathe Ford in the amount of $122,337, LEHR in the amount of $4,778, G&W Truck Accessories in the amount of $11,208 will be charged to the accounts listed in the table below. A contingency of $10,000 will be needed to account for any changes to costs of procurement and/or upfitting.
|
Description |
Purchase Order Amount |
Account |
Available Balance |
|
Olathe Ford Ford Explorer Hybrid-Parks & Rec |
$51,867 |
935936101.5705 Special Events Parks & Rec |
$55,000 |
|
Lehr Ford Explorer Hybrid- Parks & Rec |
1,592 |
|
|
|
Total |
$53,459 |
|
|
|
Olathe Ford 2 Ford Maverick Hybrids- Building Division |
$70,470 |
620609831.5705 Fleet Replacement |
$81,128 |
|
Lehr 2 Ford Maverick Hybrids- Building Division |
3,186 |
|
|
|
G&W Truck Accessories 2 Ford Maverick Hybrids- Building Division |
7,472 |
|
|
|
Total |
$81,128 |
|
|
|
Contingency |
10,000 |
620609831.5705 |
|
|
Total |
$144,587 |
|
|
The approximate monthly replacement and maintenance and operation costs are as follows:
Parks & Recreation Administration Ford Explorer will collect $300 a month for Maintenance and Operation (M&O) and $645 a month for Replacement, for a total annual cost of $11,340.
For the Building Division’s two Ford Mavericks, $325 will be collected a month for M&O and $438 will be collected a month for Replacement, for a total annual cost of $9,156 per vehicle.
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. Quotes