To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
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APPROVE THE PURCHASE OF A 2026 CHEVROLET SILVERADO 1500 VEHICLE FROM OLATHE FORD SALES INC. FOR USE BY THE FIRE DEPARTMENT, FOR A TOTAL COST OF $70,017
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EXECUTIVE SUMMARY
Recommended is the purchase of a Chevy truck to advance the replacement of Unit #102, a Dodge Charger used by the Fire Department as an administration vehicle. Unit #102 was scheduled for replacement in FY 2026-27 but no longer meets the needs of the Department. The proposed new vehicle would be assigned to the Fire Admin Chief and used as an all-hazard, multi-purpose, 911 response vehicle. In order to cover the cost of the advanced purchase, staff proposes consolidating the savings of three vehicles, unit #102 and two fire prevention units (#129 and #130) that no longer require replacement due to a reorganization of the Department’s Fire Inspection program. As part of the Mid-year Internal Service Fund update, the fiscal allocations for the three units will be combined into one account reducing the total number of vehicles assigned to the Department’s replacement inventory by two. Competitive pricing for the truck was secured through the City’s regular purchasing procedures.
BACKGROUND
Every year, the City Council considers a Decision Package to fund vehicle replacement purchases, which sets aside funds to replace City vehicles and equipment that have reached the end of their lifecycles. On occasion, staff recommends advanced replacement of a vehicle or equipment due to irreparable damages, persistent maintenance issues, or changes in operational needs.
At this time, staff recommends the advanced purchase of one Chevrolet Silverado (Unit #102) to replace the current vehicle which was originally scheduled for replacement in FY 2026-27. The proposed vehicle would replace Unit #102, an administration vehicle, with all-hazard, 911 response capabilities intended for use by the Fire Department Admin Chief.
Currently, there is $33,487 set aside for the replacement of Unit #102 in the Vehicle Replacement Fund (VRF). The Fire Department has conducted an analysis of its current fleet and determined that administrative Units #129 and #130 no longer require replacement. Therefore, staff proposes using the funds saved on these units, totaling $104,114, to cover the replacement of Unit #102 while also removing Units #129 and #130 from the Vehicle Replacement Schedule. The proposed savings are listed below, followed by a table showing the Fire Department fleet vehicles currently included in the Vehicle Replacement Schedule:
• Unit #102 Dodge Charger - Current replacement savings in VRF $33,487
• Unit #129 2018 Ford Fusion - Current replacement savings in VRF $33,847
• Unit #130 2018 Ford Fusion - Current replacement savings in VRF $36,780
Specific funding was not appropriated for the purchase of Unit #102 in the FY 2025-26 Adopted Budget. Funds appropriated for other planned FY 2025-26 vehicle purchases that have not yet been procured (see table below) will be used to cover the purchase costs. At Mid-year, staff will make adjustments to the Vehicle Replacement Fund ($104,114 associated with Units #102, #129 and #130 and an additional $897 for a total of $105,011, which represents the total cost to purchase the truck and upfit the vehicle) and appropriate the necessary funding for this purchase into the Public Works Department, Fleet Division, Vehicle Replacement Operating Budget. The table below shows the procurement status of units approved for purchase in the FY 2025-26 Approved Budget.
If approved by the City Council, the vehicle will be ordered with delivery expected in the next one-to-two months. In order to upfit the unit for the enhanced operational use, the Fire Department proposes using 911 Vehicle for upfitting at a cost of $34,994. The Fire Department received three informal bids from qualified vendors for the upfit and 911 Vehicle was the lowest bid. The procurement for the upfit will follow normal processes, when the truck has been delivered, using the City’s regular purchasing procedures. Upfit at 911 Vehicle is anticipated to take an additional two-to-three months.
Competitive pricing for the unit was secured through the City’s regular purchasing procedures. The procedures contain a number of competitive purchasing options including the use of a “Piggyback Bid,” which enables the City to procure goods or services by utilizing another public entity's recent Request for Proposal or Bid, or cooperative purchasing programs. Cooperative purchasing programs provide valuable benefits to state and local governments. By attaching to national or regional cooperatives, the City has immediate access to legitimately solicited contracts that guarantee pricing and delivery options without expending staff resources on the preparation of its own competitive proposal. Pricing is often better than what the City could obtain independently due to the increased purchasing power of these cooperatives. If approved, the recommended vehicle would be acquired via Sourcewell Cooperative Purchasing Program Master Vehicle Contract #032824.
COORDINATION
The Public Works Department coordinated this report with the Financial Services and Fire Department.
FISCAL IMPACT
The cost of the new truck is $70,017. The cost of vehicle upfitting is $34,994. Funding for the advanced vehicle purchase is available in the Public Works Department, Fleet Division Vehicle Replacement Operating Budget. At Mid-year, staff will make adjustments to the Vehicle Replacement Fund (using the $104,114 of savings associated with Units #102, #129 and #130 and an additional $897 from Fund Balance) to account for the $105,011 total cost of the truck purchase and upfitting.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Quote - Unit #102 Chevrolet Silverado from Olathe Ford Sales Inc.