To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
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APPROVE THE PURCHASE OF THREE 2025 VEHICLES FROM OLATHE FORD SALES INC. FOR USE BY THE POLICE DEPARTMENT, INVESTIGATIONS DIVISION, FOR A TOTAL COST OF $158,886
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EXECUTIVE SUMMARY
Recommended is the purchase of three vehicles for use by the Police Department, Investigations Division, that will replace vehicles at the end of their scheduled life cycle. The vehicles were approved as part of the budget adoption process. Competitive pricing for the vehicles was 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 Unit #688, which is recommended for purchase at this time. Also recommended for replacement are Unit #620 and Unit #622, which were approved for replacement as part of the FY 2023-24 budget adoption process through the approval of Decision Package #39 -Vehicle Replacement Purchases. No suitable vehicles were available for purchase during FY 23-24 due to supply chain issues, so the purchases were deferred to FY 24-25.
At this time, staff recommends the purchase of one Chrysler Pacifica (Unit #688 Quote - $58,465), one Ford F-150 (Unit #620 Quote - $55,574), and one Hyundai Santa Fe (Unit #622 - Quote - $44,848) to replace the current vehicles for a total cost of $158,886.43. These units meet the operational needs of the Police Department, Investigations Division. The initial funding set aside for the purchase of these vehicles is $140,865. There is sufficient funding available in the current Public Works Department, Fleet Division, Vehicle Replacement Operating Budget to cover the overage of $18,022.
If approved by the City Council, the vehicles will be ordered and are anticipated to be delivered to the City in the next one-to-two months.
The vehicles recommended for purchase have been selected through the City’s regular purchasing procedures. The procedures contain a number of competitive purchasing options including the use of a Piggyback Bid, which utilizes 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, an agency has immediate access to legitimately solicited contracts, guaranteed pricing, and delivery options without expending staff resources on the preparation of its own request for bids. Pricing is often attractive because of the purchasing power of these cooperatives. If approved, the recommended vehicles in this report would be acquired via Sourcewell master vehicle contract #032824.
COORDINATION
The Public Works Department coordinated this report with the Financial Services and Police Departments.
FISCAL IMPACT
Funding for the purchase of the three vehicles, at a total cost of $158,886.43, is available in the Public Works Department’s Fleet Operating Budget. No additional appropriation is required to complete the purchase.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Quote Unit #688 Chrysler Pacifica from Olathe Ford Sales Inc.
• Quote Unit #620 F-150 from Olathe Ford Sales Inc.
• Quote Unit #622 Hyundai Santa Fe from Olathe Ford Sales Inc.