Camarillo City Council
AGENDA REPORT
Date: May 14, 2025
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mitchell Cameron, Director of Administrative Services/Chief Innovation Officer
Subject: Award Vehicle/Equipment Purchase for Specification AS-2024-8
BACKGROUND
Staff annually reviews and updates the City’s vehicle replacement schedule, evaluating factors such as vehicle age, mileage, maintenance history, and expected service life.
Vehicles may be retained beyond the scheduled replacement year if found to be in good working condition. Replacement units are selected based on operational needs, cost- effectiveness, and fuel efficiency, while also considering manufacturer availability.
The vehicle replacement program prioritizes the acquisition of zero-emission or the most environmentally friendly models available, consistent with applicable state regulatory requirements.
DISCUSSION
The adopted Fiscal Year 2024/25 Budget includes funding for new and replacement vehicle and equipment purchases. As of this report, 19 vehicles have been procured and placed into service, with four more in progress.
During the October 2024 Council authorization, staff requested approval for a majority of the year’s replacement vehicles. However, several remaining units were not included in the initial request due to uncertainty about the ability to receive, equip, and deploy all planned vehicles within the fiscal year.
Since that time, procurement and deployment have proceeded more efficiently than expected, allowing staff to advance the remaining vehicle and equipment needs identified in the replacement plan. To complete the current year’s replacement plan, staff recommends proceeding with the purchase of the following: three pieces of equipment for the Water Department, including a Caterpillar excavator, a 16-foot dump
Award Vehicle/Equipment Purchases for AS-2024-8
May 14, 2025
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trailer, and a message board; and for the Camarillo Sanitary District (CSD), one cab and chassis, one Vactor vacuum, and one Jet Rodder. Quotes were obtained from dealers, resulting in a total estimated cost of $536,981.90. To account for potential price fluctuations and necessary outfitting, staff also recommends approving a contingency amount of $125,000. The total requested not-to-exceed amount is $661,981.90.
Unit # Dept. Vehicle/Equipment Type Estimated
Cost
New Water Caterpillar Excavator $69,725.42
New Water 16’ Dump Trailer 15,750.14
New Water Message Board 23,095.14
2351 CSD Vactor Vacuum/Jet Rodder 296,449.51
2351 CSD Cab & Chassis 131,961.69
Total Vehicle/Equipment Cost $536.981.90
Contingency 125,000.00
Total Not-to-Exceed
Authorization
$661,981.90
FISCAL IMPACT
Funds for the three Water equipment purchases are included in the FY 2024/25 Vehicles & Equipment Fund, Capital Purchases Account No. 540-5540-455.91-31 in the amount of $108,584.56.
Funds for the CSD cab & chassis are included in the FY 2024/25 Vehicles & Equipment Fund, Capital Purchase Account No. 540-5540-455.91-33 in the amount of $131,961.69.
Funds for the CSD Vactor Vacuum/Jet Rodder are included in the FY 2024/25 Sanitary District Capital Purchases Equipment Account No. 871-8410-484.91-31 in the amount of $296,449.51.
An additional appropriation of $125,000 in Account No. 540-5540-455.36-11 from available Vehicles & Equipment Fund fund balance is required.
CEQA DETERMINATIONS
City staff has determined, in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines, that purchasing vehicles is not subject to CEQA review because it can be seen with certainty that there is no possibility that purchasing vehicles may have a significant effect on the environment.
Award Vehicle/Equipment Purchases for AS-2024-8
May 14, 2025
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RECOMMENDATION
1. Find purchasing vehicles exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline 15061(b)(3); and
2. Authorize the purchase of vehicles and equipment in the amount of $536,981.90 and authorize a contingency in the amount of $125,000 for a total not to exceed amount of $661,981.60; and
3. Authorize an appropriation of $125,000 in Account No. 540-5540-455.36-11 from available Vehicles & Equipment Fund Balance; and
4. Authorize the City Manager to execute future amendments or documents up to the not to exceed amount.
ATTACHMENTS
1. Quotes – Water Equipment
2. Quote – Vacuum – Jet Rodder
3. Photo – Water Excavator
4. Photo – Vacuum – Jet Rodder
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL