To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
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APPROVE THE PURCHASE OF TEN 2025 FORD INTERCEPTORS FROM OLATHE FORD FOR USE BY THE POLICE DEPARTMENT FOR A TOTAL COST OF $913,149
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EXECUTIVE SUMMARY
Staff is seeking authorization from the City Council to purchase ten vehicles for the Police Department’s Patrol Division, five of which are assigned to Canine Officers. The new vehicles were approved as part of the FY 2024-25 Fiscal Year Budget and will replace existing units that are at the end of their service life. Competitive pricing has been secured through the City’s regular purchasing procedures.
BACKGROUND
In June 2024, the City Council approved Decision Package #26 - Vehicle Replacement Purchases, which set aside $1,394,280 for the replacement of 21 City vehicles and equipment in the FY 2024-25 Budget, including the five Police Patrol and five Canine units recommended for purchase at this time.
The vehicles and equipment list approved for replacement as part of the FY 2024-25 Budget is as follows:
It is anticipated that the ten vehicles, following purchase, would be delivered in June/July 2025. Manufacturing timelines for the Model Year 2025 are anticipated to be normalized to pre-COVID levels and cancellation of orders experienced since FY 2020-21 is not expected. However, there are still significant bottlenecks with the after-market upfits and the Units.
The vehicles recommended for purchase would be acquired through the City’s regular purchasing procedures. The procedures contain a number of competitive purchasing options including the use of a “Piggyback” Bid which is a procedure of procuring goods or services by utilizing another public entity's recent Request for Proposal or Bid, or the Sourcewell Cooperative Purchasing Program. Cooperative purchasing programs provide valuable benefits to state and local governments by attaching to national or regional cooperatives that provide immediate access to guaranteed pricing and delivery options without expending staff resources to conduct a competitive procurement independently. The purchasing power of these cooperatives allows the City to secure pricing that is often far below the typical rates. If approved, the ten vehicles would be acquired utilizing Contract MACPP 2020 Model Year Metro Bid - IFB: 49-19 Contract #62-23-4, which is available to the City as a member of the California Chapter of the National Institute of Government Procurement.
The per vehicle cost, including full outfitting to equip the Patrol vehicles is $86,072 and $96,557 per K9 Unit, for a total expenditure of $913,149. Given the rising costs of vehicles, and specifically the outfitting costs being experienced across the sector, this quote is slightly higher than originally anticipated. The funding appropriated in Decision Package #26 for these vehicles ($893,011.80) is $20,137 short of the total cost of the Units. However, there is sufficient funding available in the Public Works Department, Fleet Division, Vehicle Replacement Operating Budget to cover the slight overage.
COORDINATION
The Public Works Department coordinated this report with the Police Department and Financial Services Department.
FISCAL IMPACT
Funding for the $913,149.12 vehicle purchase is available in the FY 2024-25 Public Works Department, Fleet Division Budget, via Decision Package #26, and through annual operating funds.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Quote - Olathe Ford 5 Patrol Units
• Quote - Olathe Ford 5 K9 Units
• Clay County Invitation for Bid No 49-19
• Clay County Renewal Agreement - MACPP 62-23-4
• Decision Package #26 FY 2024-25