Camarillo City Council
AGENDA REPORT
Date: July 9, 2025
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mitchell Cameron, Director of Administrative Services/Chief Innovation Officer
Subject: Annual Fleet and Equipment Purchase Authorization Staff annually reviews and updates the City's vehicle replacement schedule, considering factors such as vehicle life expectancy, age, mileage, and maintenance costs. Vehicles may be retained beyond their scheduled replacement year if they remain in good working condition. Replacement vehicles are chosen based on fuel efficiency, cost-effectiveness, and operational needs while balancing manufacturer availability and delivery timelines.
The City is actively pursuing fleet electrification goals as affirmed in the adopted Sustainability Master Plan, prioritizing the replacement of gasoline-engine vehicles with zero-emission vehicles where feasible. The City is also committed to continuing its compliance with California's Advanced Clean Fleet regulations.
In evaluating recent procurement outcomes, staff has determined that a flexible purchasing strategy—incorporating direct negotiations with qualified, local dealerships offers improved value compared to exclusive reliance on cooperative contracts. This method enables both market-responsive pricing and accelerated delivery ensuring continuity of operations. The Council’s October 23, 2024, action authorizing staff to purchase from local dealers successfully demonstrated these benefits.
Last fiscal year, the City acquired 24 vehicles and pieces of equipment as part of a strategic effort to catch up on delayed fleet replacements caused by previous supply chain and procurement challenges. The 19 vehicles and equipment included in this report represent the final phase of that catch-up work. With these purchases, the City is expected to reach a stable fleet replacement rhythm going forward, allowing for a more predictable and balanced procurement schedule in future years.
DISCUSSION
Vehicle & Equipment Purchasing Plan
With the adoption of the Fiscal Year 2025/26 Budget, the City Council approved funds for the purchase of new and/or replacement vehicles and equipment. Included in the budget
Authorize Vehicle and Equipment Purchasing Plan
July 9, 2025
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are 2 pieces of equipment and 17 vehicles, 8 of which are zero-emission. The average age of the vehicles being replaced is 16 years.
Staff will negotiate with local, regional, or national dealerships to purchase this fiscal year’s budgeted replacement vehicles listed below for $1,764,000 and a 10% contingency in the amount of $176,400 based on manufacturers price increases experienced with other vehicle purchases in the past several months for a total expenditure of $1,940,400.
Unit
#
Dept. Vehicle
Estimated
Cost
4095 WRP F-150 Lightning EV Pickup $85,000
New WRP F-150 Lightning EV Pickup 80,000
New WRP F-150 Lightning EV Pickup 85,000
New WRP F-150 Lightning EV Pickup 80,000
4021 A.S. F-450 DRW Utility Truck 86,000
New A.S. Fuel Trailer 35,500
New A.S. F-150 Lightning EV Pickup 80,000
New CMO E-Transit Van 132,000
3060 Streets 1-Ton with Liftgate 66,000
3064 Streets Dura Start Dump Truck 273,000
3069 Streets F-150 Lightning EV Pickup 85,000
3073 Streets I-Ton Flatbed 98,500
3075 Streets F-350 Utility Truck 86,000
3360 Streets Compact Track Loader 180,000
5503 Police Mini Pickup Truck 47,000
5504 Police Mini Pickup Truck 43,000
5506 Police Motorcycle 47,000
1017 Water 1-Ton Utility 95,000
New Water F-150 Lightning EV Pickup 80,000 Subtotal $1,764,000
Contingency 176,400
Total Authorization $1,940,400
Funding Opportunities
The City is seeking up to $250,000 in direct funding available to Clean Power Alliance (CPA) member agencies as part of its Energized Communities: Pathways to Electrification program. The City Manager executed an Electric Fleet Participation Agreement which includes scope for full funding of the Ford E-Transit van to be used by the Community Relations division as a mobile outreach unit at community events and as a high-visibility demonstration of the City’s commitment to clean transportation and sustainability. The remaining funds will be applied toward the cost differential for seven additional zero-emission Ford F-150 Lightnings included in the above list. The funds are reimbursement based, with no City match required.
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The City is also monitoring opportunities for funding through the Department of Energy’s Clean Vehicle Credit program. Credits up to $7,500 per zero-emission vehicle may be available to support sustainable fleet transitions.
FISCAL IMPACT
Funds for description of expenditure are included in the FY 2025/26 Vehicle & Equipment Fund budget in the amount of $1,831,000. However, an additional appropriation of $109,400 in Account No. 540-5540-455.91-33 from available Vehicle & Equipment 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.
RECOMMENDATION
1. Find purchasing vehicles exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline 15061(b)(3).
2. Approve the purchasing plan for vehicles and equipment in the amount of $1,764,000 and authorize contingency in the amount of $176,400 for a total not to exceed amount of $1,940,400; and
3. Authorize an appropriation of $109,400 in Account No. 540-5540-455.91-33 from available Vehicle & Equipment Fund Balance; and
4. Authorize the City Manager to execute future amendments or documents up to the not to exceed amount.
ATTACHMENTS
None
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None