June 24, 2025
Public Works
DATE: June 24, 2025
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, Director of Public Works
Darin Fitzpatrick, Assistant Deputy Director of Public
Works – Operations & Maintenance
SUBJECT:
Purchase Two (2) Ford Transit Vans from Mind OC
FINANCIAL IMPACT: The Community Crisis Response Program adopted Fiscal Year 2024-25 budget has adequate funding for the purchase of two (2) Ford Transit Vans for a cost of
$125,000 (Account String: 01401113-400705).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
City staff is requesting approval from City Council a sole source purchase of two (2) Ford Transit Vans from Mind
OC. Purchasing these vans will enable the immediate
deployment of Community Crisis Response Program
(CCRP) field operations.
RECOMMENDED ACTION:
ADOPT a resolution and APPROVE a sole-source
purchase of two (2) Ford Transit Vans from Mind OC with a payment limit of $125,000, which includes a $20,000,
contingency for taxes, licensing fees, and transport –
Public Works Department (Darin Fitzpatrick 510-231-
3044/Daniel Chavarria 510-620-5478).
AGENDA
REPORT
June 24, 2025
DISCUSSION:
Public Works, Equipment Services Division, intends to purchase two (2) fully equipped and operational vans previously utilized for mobile crisis response services. These vehicles are fully customized and outfitted to meet the operational needs of the Community Crisis Response Program (CCRP).
Each van includes the following built-in components and features:
High-roof cargo van platform (equivalent to a Ford Transit or similar) Insulated interior paneling for temperature control and noise reduction Custom cabinetry and secure storage compartments for medical and outreach supplies
Interior seating and workstation configuration to allow staff to complete documentation, consultations, and transport individuals safely Built-in power inverters and auxiliary battery systems to support mobile equipment Interior/exterior lighting suitable for night operations and safety visibility Climate control systems independent from the vehicle’s engine to allow extended on-site use
Secure partitioning between driver and service compartments for safety and privacy
These vans will be used by CCRP field responders to conduct site visits, distribute supplies (e.g., water, food, hygiene kits), and provide safe transport to supportive service locations such as detox centers, shelters, and clinics.
Installation services are not required as the vehicles are already fully constructed and ready for deployment. The purchase will be coordinated directly with the current vehicle owner/vendor, who has maintained the units in operational condition.
Sole-Source Justification
The recommended vendor is the only viable source for this procurement due to the unique nature of the offering: two (2) fully built and operational mobile crisis response vans that were previously designed and utilized for a nearly identical purpose. No other vendor currently offers pre-built, ready-to-deploy vehicles that meet CCRP’s specific service and interior configuration requirements.
Several conditions justify the sole source designation (Attachment 1):
Technological Superiority & Fit-for-Purpose Design: The vans have already been professionally upfitted to serve in mobile crisis intervention and social outreach.
Their design and features meet both operational and safety needs specific to this use-case. Procuring similarly equipped new vehicles from an alternative vendor would require extensive lead time, design, and buildout—adding significant delay and additional costs.
Time-Sensitive Program Launch: CCRP is in the initial stages of implementation.
While two internal-use Ford Transit vans have been purchased, they are not yet built out for service. Purchasing these pre-configured vehicles enables CCRP to deploy
June 24, 2025
services immediately while maintaining momentum toward the City's strategic public safety goals.
Cost Avoidance and Efficiency: The purchase of used, outfitted vehicles provides a cost-effective alternative to new vehicle purchases and custom outfitting, which could take 6–12 months due to current supply chain delays and chassis backlogs industry-wide.
No Comparable Offering: Market research confirms no other known vendors currently offer used, ready-to-use mobile crisis vans for sale that meet these specifications. Procuring similar vehicles from scratch would involve significant design coordination, permitting, and fabrication time that would hinder service rollout.
The decision to move forward with this vendor is based on program alignment, readiness of the equipment, and the immediate benefit to public safety initiatives.
Competitive bidding is not practical or advantageous under these circumstances.
Fiscal Analysis:
The total cost for the purchase of two (2) used, fully outfitted mobile crisis response vans is approximately $105,000 (i.e., $52,500 per vehicle). These vehicles are already configured and operational, eliminating the need for additional upfitting or extended lead times.
In comparison, the estimated cost to purchase two (2) new high-roof cargo vans (e.g., Ford Transit or equivalent) and perform a complete upfit to meet CCRP’s operational needs would be approximately $166,000 (Table 1).
Table 1: Cost to Purchase Two (2) New High-Roof Cargo Vans Item Cost per Vehicle No. of Vehicles Total
Chassis $48,000 2 $96,000
Upfitting* $35,000 2 $70,000
Total Estimated $166,00
*Upfitting includes cabinets, electrical systems, climate control, lighting, etc.
Purchasing these used, pre-configured vans will result in an estimated cost savings of approximately $61,000 compared to the procurement of new vehicles. In addition to the fiscal benefits, this approach allows for expedited program implementation by avoiding the extended lead times typically associated with new vehicle builds. The immediate availability of these vans supports the City’s goal of ensuring the operational readiness of the CCRP in a timely and cost-effective manner.
The total requested amount of $125,000 includes contingency funding to cover the purchase price as well as ancillary costs such as taxes, licensing fees, transportation, and other potential unforeseen expenses associated with the acquisition. This procurement represents a fiscally responsible and strategic investment in the City’s community-based crisis response infrastructure.
June 24, 2025
City staff is recommending that the City Council adopt a resolution and approving a sole-source purchase of two (2) Ford Transit Vans from Mind OC with a payment limit of $125,000 (Attachment 2).
DOCUMENTS ATTACHED:
Attachment 1 - Approved Sole Source
Attachment 2 – Resolution