TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:September 12, 2023
SUBJECT: Purchase of Large Equipment and Vehicles
RECOMMENDATION:
1. Approve “piggyback” purchase of three Vermeer BC-1500 Chippers from RDO Equipment (Oxnard, CA) through Sourcewell Contract #031721-VRM for replacement of assets #5630-251, #5630-252, and #5630-253 for a total cost of $291,455.13.
2. Approve “piggyback” purchase of one Toro Dingo Tractor with Attachments from Pacific Equipment (Oxnard, CA) through Sourcewell Contract #031121-TTC for replacement of asset #5630-222 for a total cost of $66,312.68.
3. Approve “piggyback” purchase of one Felling FT-10CL Compact Utility Trailer from Pacific Equipment (Oxnard, CA) through Sourcewell Contract #092922-FTS for replacement of asset #5630-220 for a total cost of $18,164.28.
4. Approve “piggyback” purchase of two Trailking TKT40LP Trailers from Coastline Equipment (Oxnard, CA) through Sourcewell Contract #092922-TKI for replacement of assets #5610-279 and #5610-280 for a total cost of $110,851.62.
5. Approve “piggyback” purchase of three CAT Generators from Quinn Power Systems (Oxnard, CA) through Sourcewell Contract #092222-CAT for replacement of assets #8030-221, #8030-235, and one new generator for a total cost of $639,494.70.
6. Approve “piggyback” purchase of one John Deere 524P Loader from Coastline Equipment (Oxnard, CA) through Sourcewell Contract #011723-JDC for replacement of asset #8250-466 for a total cost of $237,113.51.
7. Approve “piggyback” purchase of one GapVax MC1510-3S4S Combination Jet/Vac Truck from Plumber’s Depot (Hawthorne, CA) through Sourcewell Contract #101221-GPV for replacement of asset #8250-506 for a total cost of $729,241.82.
Purchase of Large Equipment and Vehicles
September 12, 2023
7 9
9 8. Approve “piggyback” purchase of one Bobcat TL723 Telehandler from Bobcat of Ventura (Ventura, CA) through Sourcewell Contract #040319-CEC for replacement of asset #8250-430 for a total cost of $120,132.66.
9. Approve “piggyback” purchase of five Ford F-250 Utility Trucks from Rush Truck Center (Whittier, CA) through BuyBoard Contract #601-19 for replacement of assets #5630-241, #5610-325, #5610-326, #3570-104, and #3570-145 for a total cost of $314,723.20
10. Authorize expenditure in the amount of $2,527,489.60 from the following accounts: $438,876.73 from A/C #001-5630-632-8400 (Landscape Equipment Over $5,000) partially offset in the amount of $213,572 by A/C #001-5630-632- 8900 (Landscape Fixed Asset Replacement); $236,740.90 from A/C #001-5610- 631-8400 (Street Equipment Over $5,000) fully offset by A/C #001-5610-631-8900 (Street Fixed Asset Replacement); $639,494.70 from A/C #611-8030-685-8400 (Water Equipment Over $5,000) partially offset in the amount of $113,120 by A/C #611-8030-685-8900 (Water Fixed Asset Replacement); $1,086,487.99 from A/C #621-8250-685-8400 (Wastewater Equipment Over $5,000) partially offset in the amount of $209,514 by A/C #621-8250-685-8900 (Wastewater Fixed Asset Replacement), and $125,889.28 from A/C #001-3570-612-8400 (Facility Equipment Over $5,000) fully offset by A/C #001-3570-612-8900 (Facility Fixed Asset Replacement).
11. Find that this action is not a project as defined under the California Environmental Quality Act.
FINANCIAL IMPACT:
No Additional Funding Requested. The total equipment purchase in the amount of $2,527,489.60 is included in the Adopted FY 2023-24 General Fund, Water Fund and Wastewater Fund Budgets. This purchase will be partially offset in the amount of $898,836 in fixed asset replacement funds. A detailed expenditure and account breakdown is included (Attachment #1).
BACKGROUND:
The Public Works Department and Facilities Division of the Finance Department provide regular maintenance and repairs to the City’s infrastructure and require certain essential equipment to conduct these services and vehicles to transport staff. This equipment is necessary for various types of operations and repairs, including routine or emergency maintenance of water or wastewater lines and treatment processes, streets, sidewalks, City-maintained landscape, and City- owned buildings.
Purchase of Large Equipment and Vehicles
September 12, 2023
7 9
9 As part of the replacement evaluation process, staff examines vehicles and equipment of this type after 10 years of service or 100,000 miles, considering hours or miles of use, mechanical condition, continued safe operation, functionality requirements, and adherence to California off-road diesel emission standards set by the California Air Resources Board (CARB). The current CARB regulations pertaining to most diesel-fueled buses and trucks that weigh over 14,000 pounds and requires that engines manufactured in 2009 or earlier must be replaced or repowered to remain in compliance and avoid DMV registration denial.
Once the vehicles are confirmed to meet the mechanical criteria for replacement, staff also evaluates the continued business need for the vehicles. Staff confirms that the vehicles are still needed to provide the City services, both internally and externally. Based on this evaluation process, the assets listed below are due for replacement.
Department/
Division Asset Year Existing
Make/Model
Current
Hours/Miles
Replacement
Make/Model
PW / Landscape 5630-
251 2012 Vermeer
BC 1200XL 2563 Hours Vermeer
BC1500
PW / Landscape 5630-
252 2012 Vermeer
BC 1200XL 2279 Hours Vermeer
BC1500
PW / Landscape 5630-
253 2012 Vermeer
BC 1200XL 2233 Hours Vermeer
BC1500
PW / Landscape 5630-
222 2002 John Deere
1435 1684 Hours Toro Dingo
PW / Landscape 5630-
220 2002 John Deere
5520 1355 Hours Felling
FT-10CL
PW / Landscape 5630-
241 2003 Ford F-250 146,964
Miles Ford F-250
PW / Streets 5610-
279 1998 TrailKing
TKT32 N/A TrailKingTKT
40LP
PW / Streets 5610-
280 1998 TrailKing
TKT32 N/A TrailKingTKT
40LP
PW / Streets 5610-
325 2006 Chevrolet
2500 HD
104,205
Miles Ford F-250
PW / Streets 5610-
326 2006 Chevrolet
2500 HD 90,358 Miles Ford F-250
PW / Water 8030-
New New CAT XQ425
375Kw
PW / Water 8030-
221 1999 ONAN DGFC-
3377209 422 Hours CAT XQ230
200Kw
PW / Water 8030-
235 2005 Kohler
200RE0Z 212 Hours CAT XQ230
200Kw
PW /
Wastewater
8250-
466 2009 John Deere
JD524K 2518 Hours John Deere
524P
Purchase of Large Equipment and Vehicles
September 12, 2023
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9 PW /
Wastewater
8250-
506 2003 Sterling
2110J-4 82,765 Miles GAPVAC
PW /
Wastewater
8250-
430 2004 Bobcat V-623 4,932 Hours Bobcat TL723
FIN / Facilities 3570-
104 2002 Ford F-250 75,561 Miles Ford F-250
FIN / Facilities 3570-
145 2004 Ford F-250 56,200 Miles Ford F-250
DISCUSSION/ANALYSIS:
Pursuant to Thousand Oaks Municipal Code (TOMC) Section 3-10.203(b), the City may “piggyback” onto, or join an existing written purchase contract obtained through a competitive bidding process prepared and awarded by another local, state, or federal government agency. The City partners with Sourcewell and BuyBoard, which provide public sector procurement services nationwide which streamline the required purchasing process to assist local government agencies in obtaining compliant competitive bids on supplies and materials. All cooperative purchasing contracts from Sourcewell and BuyBoard were competitively solicited and publicly awarded by a government entity acting as the lead agency.
Piggybacking on a larger contract generally affords better pricing based on their aggregate purchasing volume. The table below details each purchase and corresponding cooperative contract information.
Replacement
Make/Model
Purchase
Price
Cooperative
Agreement
Discount
Cooperative
Agreement No.
Agreement
Exp. Date
Vermeer
BC1500 $97,151.71 $11,174.01 031721-VRM
Sourcewell 5/7/2025
Vermeer
BC1500 $97,151.71 $11,174.01 031721-VRM
Sourcewell 5/7/2025
Vermeer
BC1500 $97,151.71 $11,174.01 031721-VRM
Sourcewell 5/7/2025
Toro Dingo $66,312.68 $12,665.00 031121-TTC
Sourcewell 4/30/2025
Felling $18,164.28 $1,977.72 092922-FTS
Sourcewell 12/20/2026
Ford
F-250 $62,944.64 $8,008.00 601-19
BuyBoard 11/30/2023
TrailKing
TKT40LP $55,425.81 $7,392.60 092922 -TKI
Sourcewell 12/20/2026
TrailKing
TKT40LP $55,425.81 $7,392.60 092922 -TKI
Sourcewell 12/20/2026
Ford
F-250 $62,944.64 $8,008.00 092922 -TKI
Sourcewell 11/30/2023
Purchase of Large Equipment and Vehicles
September 12, 2023
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9 Ford
F-250 $62,944.64 $8,008.00 601-19
BuyBoard 11/30/2023
CAT XQ425
375Kw $277,684.34 $70,642.43 092222-CAT
Sourcewell 11/22/2026
CAT XQ230
200Kw $180,905.18 $43,791.52 092222-CAT
Sourcewell 11/22/2026
CAT XQ230
200Kw $180,905.18 $43,791.52 092222-CAT
Sourcewell 11/22/2026
John Deere
524P $237,113.51 $118,141.14 011723-JDC
Sourcewell 4/14/2027
GAPVAC $729,241.82 $9,376.97 101221-GPV
Sourcewell 11/29/2025
Bobcat TL723 $120,132.66 $32,247.20 092222-CAT
Sourcewell 5/31/2024
Ford
F-250 $62,944.64 $8,008.00 601-19
BuyBoard 11/30/2023
Ford
F-250 $62,944.64 $8,008.00 601-19
BuyBoard 11/30/2023
Total $2,527,489.60 $420,980.73
Under the Sourcewell and BuyBoard cooperative contracts, the City will purchase six (6) vehicles and twelve (12) pieces of equipment in the amount of $2,527,489.60, receiving a combined discount of $420,980.73 from the published list prices (Attachments #2-10).
Once the new equipment and vehicles are received, the existing assets will be listed for sale on the public auction website in accordance with the City’s Purchasing Manual, Chapter 8, Surplus Property, Section 1: “Any and all equipment purchased with public funds shall be accounted for and disposed of in the most profitable way for the government entity”.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
Purchase of Large Equipment and Vehicles
September 12, 2023
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9 PREPARED BY: Donald Covarrubias, Fleet Services Supervisor Attachments:
Attachment #1 – Expenditure and Account Breakdown
Attachment #2 – RDO Equipment Quote
Attachment #3 – Pacific Equipment Quote
Attachment #4 – Pacific Equipment Quote
Attachment #5 – Coastline Equipment Quote
Attachment #6 – Quinn Power Systems Quote
Attachment #7 – Coastline Equipment Quote
Attachment #8 – Plumbers Depot Quote
Attachment #9 – Bobcat of Ventura Quote
Attachment #10 – Rush Truck Center Quote
DPW: 370-35\cp\ev\Council\2023\091223\Purchase of Large Equipment and Vehicles staff report. docx