The URL can be used to link to this page

Home My WebLink About144-26 RESOLUTION Page 1 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 144-26 File Number: 2026-1788 A RESOLUTION TO APPROVE THE PURCHASE OF ONE FORD F150 HYBRID FROM OLATHE FORD LINCOLN IN THE AMOUNT OF $53,593.06, PURSUANT TO A SOURCEWELL COOPERATIVE PURCHASING CONTRACT, PLUS ANY APPLICABLE SURCHARGES, FREIGHT CHARGES, AND DELIVERY FEES UP TO 10% OF THE ORIGINAL PURCHASE PRICE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the purchase of one Ford F-150 Hybrid from Olathe Ford Lincoln in the amount of $53,593.06, pursuant to a Sourcewell cooperative purchasing contract, plus any applicable surcharges, freight charges, and delivery fees up to 10% of the original purchase price. PASSED and APPROVED on June 16, 2026 Approved: _______________________________ Molly Rawn, Mayor Attest: _______________________________ Kara Paxton, City Clerk Treasurer Docusign Envelope ID: 37324E2B-84DA-8EF6-838D-EC29D8403816 Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov CITY COUNCIL MEMO 2026-1788 MEETING OF JUNE 16, 2026 TO: Mayor Rawn and City Council THROUGH: Terry Gulley, Asst Public Works Director - Ops FROM: Ross Jackson, Fleet Operations Superintendent SUBJECT: Water Sewer Department work truck replacement through Olathe Ford Sales Inc. - DBA Olathe Ford Lincoln RECOMMENDATION: A RESOLUTION TO APPROVE THE PURCHASE OF ONE FORD F150 HYBRID IN THE AMOUNT OF $53,593.06 FROM OLATHE FORD LINCOLN PURSUANT TO A SOURCEWELL COOPERATIVE PURCHASING CONTRACT (081325-OLA) PLUS ANY APPLICABLE SURCHARGES, FREIGHT CHARGES AND DELIVERY FEES UP TO 10% OF THE ORIGINAL PURCHASE PRICE. BACKGROUND: Asset 2183 (WSEW_F074), a 2015 Ford F-250, has surpassed its expected service life and is recommended for replacement. DISCUSSION: This 2015 Ford F-250 currently has approximately 109,000 odometer miles and over 13,000 engine hours. Using the industry standard idle equivalency of one engine hour equaling approximately 33 driven miles, the engine hours alone equate to roughly 429,000 equivalent miles, resulting in an estimated total operational wear exceeding 538,000 miles. This elevated wear is primarily due to extended drive cycles and frequent on-call use within the Water and Sewer Division. The unit has experienced ongoing intermittent electrical and CAN communication network issues that have persisted. Due to the vehicle’s age, utilization, and increasing reliability concerns, Fleet Operations recommends replacement and right-sizing of the asset to a smaller, more fuel-efficient 1/2-ton hybrid work truck. Hybrid platforms are particularly beneficial for this application because they significantly reduce engine idle time and associated power train wear, helping extend service life while reducing fuel and maintenance costs in high idle municipal operations. Industry fleet management best practices recognize an optimal replacement window where maintenance costs remain manageable, reliability is acceptable, and total life cycle cost is minimized. Once a vehicle reaches the Faster 15-point replacement threshold, maintenance and downtime costs typically begin increasing faster than the savings gained from delaying replacement. BUDGET/STAFF IMPACT: This is a planned and budgeted FY26 replacement. Docusign Envelope ID: 37324E2B-84DA-8EF6-838D-EC29D8403816 Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov ATTACHMENTS: 3. Staff Review Form 2183 - 2332 WSEW_F074, 4. Olathe HYB F-150 Quote $53,593.06, 5. F150 Hybrid - Price Hold Through June Docusign Envelope ID: 37324E2B-84DA-8EF6-838D-EC29D8403816 Page 1 City of Fayetteville, Arkansas Legislation Text 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 File #: 2026-1788 A RESOLUTION TO APPROVE THE PURCHASE OF ONE FORD F150 HYBRID FROM OLATHE FORD LINCOLN IN THE AMOUNT OF $53,593.06, PURSUANT TO A SOURCEWELL COOPERATIVE PURCHASING CONTRACT, PLUS ANY APPLICABLE SURCHARGES, FREIGHT CHARGES, AND DELIVERY FEES UP TO 10% OF THE ORIGINAL PURCHASE PRICE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the purchase of one Ford F-150 Hybrid from Olathe Ford Lincoln in the amount of $53,593.06, pursuant to a Sourcewell cooperative purchasing contract, plus any applicable surcharges, freight charges, and delivery fees up to 10% of the original purchase price. Docusign Envelope ID: 37324E2B-84DA-8EF6-838D-EC29D8403816 City of Fayetteville Staff Review Form 2026-1788 Item ID 6/16/2026 City Council Meeting Date - Agenda Item Only N/A for Non-Agenda Item Ross Jackson 5/14/2026 FLEET OPERATIONS (770) Submitted By Submitted Date Division / Department Action Recommendation: A RESOLUTION TO APPROVE THE PURCHASE OF ONE FORD F150 HYBRID IN THE AMOUNT OF $53,593.06 FROM OLATHE FORD LINCOLN PURSUANT TO A SOURCEWELL COOPERATIVE PURCHASING CONTRACT (081325-OLA) PLUS ANY APPLICABLE SURCHARGES, FREIGHT CHARGES AND DELIVERY FEES UP TO 10% OF THE ORIGINAL PURCHASE PRICE. Budget Impact: 9700.770.1920-5802.00 SHOP Account Number Fund 97001.5400.720 Fleet Replacement- WS Project Number Project Title Budgeted Item?Yes Total Amended Budget $ 2,712,518.00 Expenses (Actual+Encum)$ 1,829,992.11 Available Budget $882,525.89 Does item have a direct cost?Yes Item Cost $53,593.06 Is a Budget Amendment attached?No Budget Amendment $- Remaining Budget $828,932.83 Purchase Order Number:Previous Ordinance or Resolution # Change Order Number:Approval Date: Original Contract Number: Comments: Docusign Envelope ID: 37324E2B-84DA-8EF6-838D-EC29D8403816 � I OLA.THE .�LEET Purchase Order/ Quote OLATHE FORD SALES INC SANDRA GONZALEZ GOVERNMENT MANAGER DIRECT -913-312-5371 Customer: I FAYETTEVILLE FIN-QCB89 SOURCEV\IELL -34143 Invoice Address: Date V.lld Until Conlract PO Leed lime 4/1/2026 5/1/26 SOURCEWELL-081325-OLA 12-15WEEKS Delivery Add1'888: Same Deecrtptlon -V.hlcle Pl'BYIBw 0918118 Line Total F150 4X4 SUPERCREWXL-157 157 INCHWHEELBASE TOTAL BASE VEHICLE OXFORD WHITE CLOTH 40/CONSOLE/40 MEDIUM DARK SLATE EQUIPMENT GROUP 104A .XL HYBRID SERIES .LED FOG LAMPS .17" SILVER PAINTED ALUMINUM .CHROME FRONT/REAR BUMPERS .PRIVACY GLASS W/REAR DEFROSTER .DUAL ZONE AUTO TEMP CONTROL .1!,.WAY POWER DRIVERS SEAT 3.5L POWERBOOST FULL HYBRID HYBRID ELEC 10--SPD AUTO TRN 265170R 17 BSWALL-TERRAIN 2026 FORD F150 4X4 SUPERCREWXL-157 -HYBRID 3.73 ELECTRONIC LOCK RR AXLE 7400# GVWR PACKAGE FORD FLEET SPECIAL A □JUSTMENT JOB#2 ORDER FRONT LICENSE PLATE BRACKET TOW/HAUL PACKAGE .INTEGRATE□ TRAILER BRAKE CONT FLOW THRU CONSOLE VINYL LID STANDARD FUEL TANK CONN PKG: 1 YR INCL WIFORD APP BEDLINER-TOUGHBED SPRAYIN"ACCY $50,242.00 BED COVER WITH GAS SHOCKS, FLOOR LINERS, SEAT COVERS $2,851.06 Speclal Notes and Instructions NSOIODO STATEMENT. CUST RESPONSIBLE FOR REGISTRATION, TAXES AND TITLING QUOTES ARE ONLY VALID UNTIL CURRENT MODEL YEAR ORDER BANK CLOSES. OLATHE FORD RESERVES THE RIGHT TO CHARGE CUSTOMER FOR FLOORPLAN IF UPFmlNG TAKES AN EXCESSIVE AMOUNT OF TINE. PAYMENTS FOR VEHICLES MUST BE MADE WITHIN :SO DAYS OF INVCICE OR OLATHE FORD RESERVES THE RIGHT TO CHARGE FLOORPLAN INTEREST FOR EACH DAY INVCICE IS OVERDUE FACTORY OPTION TOTAL MSRP -$57,490 -12.8% OFF Sub1Dlal less trade-in $53,093.06 1--------1 SalBS Tax $0.00 lire Tax O so.oo 1--------1 Extended Warranty $0.00 ,__ _____ _ Dropahip ,__ _____ so_._oo_. Delivery 1-----$_500_.oo -1 MSO / ODO $0.00 TotalPerUnlt1----$53--,5113-_-06-1 Quantity of Units POTotll $53,593.06 Abova ln1o""atlon la not an Invoice and ll'lly an eatlmata of aarvtcas/goada d88atbed abava. Quale 1ubject ta change. Signature Plea• c:annrrn your acceplanca al this quate by ligning this document, and reluming your PO. Print Nam9 --------------------------- Data If you have any questions conceming this quote, contact Sandra Gonzalez Thank you for your business! 1845 E SANTA FE, OLATHE, KS 66082 505--850--6504 • SGONZALEZ@OLATHEFLEET.COM 06/16/2026 Molly Rawn, Mayor Docusign Envelope ID: 37324E2B-84DA-8EF6-838D-EC29D8403816 Docusign Envelope ID: 37324E2B-84DA-8EF6-838D-EC29D8403816 Docusign Envelope ID: 37324E2B-84DA-8EF6-838D-EC29D8403816 1 Jackson, Ross From:Sandra Gonzalez <sgonzalez@olathefleet.com> Sent:Wednesday, May 20, 2026 1:03 PM To:Jackson, Ross Subject:Re: F150 Hybrid Quote CAUTION: This email originated from outside of the City of Fayetteville. Do not click links or open attachments unless you recognize the sender and know the content is safe. No problem at all! Sandra Gonzalez Government Sales Manager 1845 E Santa Fe Olathe, KS 66062 505-850-5504 - Cell thefleetqueen@olathefleet.com Book time to meet with me From: Jackson, Ross <rjackson@fayetteville-ar.gov> Sent: Wednesday, May 20, 2026 12:57 PM To: Sandra Gonzalez <sgonzalez@olathefleet.com> Subject: F150 Hybrid Quote Good afternoon Sandra, Could you let me know if pricing will stay good through the month of June on this please? Thank you, Ross Jackson Jr., CAFM Fleet Operations Superintendent Docusign Envelope ID: 37324E2B-84DA-8EF6-838D-EC29D8403816 2 Fleet Operations Public Works Department City of Fayetteville, Arkansas 479-444-3494 rjackson@fayetteville-ar.gov Caution: This email originated from outside the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Docusign Envelope ID: 37324E2B-84DA-8EF6-838D-EC29D8403816