TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:January 16, 2024
SUBJECT: Purchase of Large Equipment and Vehicles
RECOMMENDATION:
1. Approve “piggyback” purchase of one Ford F-450 Contractor Body Truck and one Ford F-550 Work Crew/Crane Truck from Rush Truck Center (Whittier, CA) through BuyBoard Contract #723-23 for replacement of assets #5610-308 and #8030-241 for a total cost of $271,588.55.
2. Approve “piggyback” purchase of one CAT Generator through Sourcewell Contract #092222-CAT and one CAT Forklift through Sourcewell Contract #062320-CAT from Quinn Power Systems (Oxnard, CA) for replacement of assets #5310-003, #8030-236, #8220-223 and #5650-127 for a total cost of $176,711.20.
3. Approve “piggyback” purchase of one Ford E-450 Camera Van from Haaker Equipment Co. (La Verne, CA) through Sourcewell Contract #120721-EVS for replacement of asset #8220-235 for a cost of $467,165.40.
4. Approve “piggyback” purchase of one GapVax Vac Truck from Plumbers Depot Inc. (Hawthorne, CA) through Sourcewell Contract #101221-GPV for replacement of asset #8220-236 for a cost of $729,872.42.
5. Approve “piggyback” purchase of one Ford T-150 Transit Cargo Van from National Auto Fleet Group (Watsonville, CA) through Sourcewell Contract #091521-NAF for replacement of asset #1210-163 for a cost of $57,359.62.
6. Authorize fixed asset replacement transfer in the total amount of $74,778 in FY 2023-24 from the following accounts: $32,519 from A/C #731-5310-631-8900 (General Fixed Asset Replacement Fund - Use of Fixed Asset Replacement) to A/C #619-9930-686-8900 (Water Fixed Asset Replacement Fund - Use of Fixed Asset Replacement); $16,259 from A/C #629-8220-686-8900 (Wastewater Fixed Asset Replacement Fund - Use of Fixed Asset Replacement) to A/C #619-9930- 686-8900 (Water Fund Use of Fixed Asset Replacement); and $26,000 from A/C #629-5650-686-8900 (Wastewater Fixed Asset Replacement Fund - Use of Fixed
Purchase of Large Equipment and Vehicles
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8 Asset Replacement) to A/C #731-0000-484-0000 (General Fixed Asset Replacement Fund – Reimbursements).
7. Authorize budget transfer in the amount of $725,000 from FY 2024-25 A/C #621- 8220-685-8400 (Wastewater Equipment Over $5,000) partially offset by the transfer in the amount of $411,007 from A/C #621-8220-685-8900 (Wastewater Fund Use of Fixed Asset Replacement); to FY 2023-24 as follows: $725,000 to A/C #621-8220-685-8400 (Wastewater Equipment Over $5,000) partially offset by the transfer in the amount of $411,007 to A/C #621-8220-685-8900 (Wastewater Fund Use of Fixed Asset Replacement).
8. Authorize budget appropriation in the amount of $212,000 in FY 2023-24 from A/C #621-000-311-1000 (Wastewater Fund - Fund Balance) to A/C #621-8220- 685-8400 (Wastewater Equipment Over $5,000).
9. Authorize expenditure in the total amount of $1,702,697.19 from the following accounts: $89,180.51 from A/C #001-5610-631-8400 (Street Equipment Over $5,000) partially offset in the amount of $40,630 by A/C #001-5610-631-8900 (General Fund Use of Fixed Asset Replacement); $307,439.19 from A/C #611- 8030-685-8400 (Water Equipment Over $5,000) partially offset in the amount of $118,834 by A/C #611-8030-685-8900 (Water Fund Use of Fixed Asset Replacement); $1,197,037.82 from A/C #621-8220-685-8400 (Wastewater Equipment Over $5,000) partially offset in the amount of $688,516 by A/C #621- 8220-685-8900 (Wastewater Fund Use of Fixed Asset Replacement); $51,680.05 from A/C #001-5650-631-8400 (MSC Admin Equipment Over $5,000) fully offset by A/C #001-5650-631-8900 (General Fund Use of Fixed Asset Replacement); and $57,359.62 from A/C #167-1210-647-8400 (TOTV/Cable Equipment over $5,000).
10. Find that this action is not a project as defined under the California Environmental Quality Act.
FINANCIAL IMPACT:
$937,000 Increase to Adopted FY 2023-24 Wastewater Fund Budget and $725,000 Decrease to Adopted FY 2024-25 Wastewater Fund Budget. $937,000 increase to the Adopted FY 2023-24 Wastewater Fund Budget will be partially offset by the transfer of $725,000 from Adopted FY 2024-25 Wastewater Fund Budget to Adopted FY 2023-24 Wastewater Fund Budget to facilitate the advanced purchase of one combination vacuum and jetting truck for the Wastewater Division. This action will result in a $725,000 decrease to the Adopted FY 2024-25 Wastewater Fund Budget. $212,000 is requested to supplement the available budget for the increased cost of Wastewater purchases. The remaining purchase in the amount of $765,697.19 is included in the Adopted FY 2023-24 Purchase of Large Equipment and Vehicles
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8 General Fund, Water Fund, Wastewater Fund and Cable Television Fund Budgets.
The total purchase of $1,702,697.19 will be partially offset in the amount of $899,660 in fixed asset replacement funds.
BACKGROUND:
The Public Works Department provides regular maintenance and repairs to the City’s infrastructure and requires certain essential equipment to conduct these services. This equipment is necessary for various types of operations and repairs, including routine or emergency maintenance of water or wastewater lines, streets, sidewalks, and City-maintained landscape. Thousand Oaks Television (TOTV) utilizes a transit van to haul the necessary equipment to document newsworthy events and operations throughout the City.
As part of the replacement evaluation process, staff examines vehicles and equipment 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 state emission rules and regulations. Once the vehicles are confirmed to meet the mechanical criteria for replacement and/or adherence to state emission rules and regulations, staff also evaluates the continued business need for the vehicles.
Per current California Air Resources Board (CARB) regulations, all diesel-fueled buses and trucks weighing over 14,000 pounds with engines manufactured in 2009 or earlier must be replaced or repowered with clean diesel-fueled models in order to avoid DMV registration denial and penalties. In addition, as of January 1, 2024, the Advanced Clean Fleets (ACF) Regulation took effect which set CARB rules and standards in place to promote the adoption of clean and zero-emission vehicles (ZEV) in the state. The ACF includes the following:
· Between 2024 and 2026, half of medium- and heavy-duty vehicles weighing 8,500 pounds or more being acquired by state or local governments must be ZEV each calendar year, although some exemptions will apply. A final list of exemptions is currently pending, CARB is required to publish this list by January 1, 2025. · In 2027, that mandate increases to 100 percent of new purchases in these vehicle categories, although some exemptions apply.
· By 2035 all new cars and passenger trucks sold in California will be required to be ZEV.
Local governments are not required to remove existing internal combustion engine (ICE) vehicles manufactured after 2009. Rather, the ACF Regulation focuses on the purchase of new vehicles. All vehicles being purchased through this City Council action are ICE vehicles. As CARB provides specific information on exemptions, those applicable to the ACF regulation will be met with an equal Purchase of Large Equipment and Vehicles
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8 number of future ZEV purchases to be brought to City Council.
Staff confirms that the vehicles are still needed to provide City services, both internally and externally. Based on this evaluation process, the assets listed below are recommended for replacement.
Department/
Division Asset Year Existing
Make/Model
Current
Hours/Miles
Replacement
Make/Model
DPW /
Streets 5610-308 2003 Ford F-550 81,163 Miles Ford F-450 Contractor Body
*DPW /
Water
5310-003
8030-236
8220-223
2002 Kohler
275REZV 117 Hours 110Kw Cat
Generator
DPW / Water 8030-241 2008 Ford F-450 89,096 Miles Ford F-550 Work Crew/Crane
DPW /
Wastewater 8220-235 2011 Ford E-450 69,071 Miles Ford E-450 Camera Van
DPW /
Wastewater 8220-236 2012 International
2100-Plus 75,846 Miles GapVax
Vac Truc
**CMO /
TOTV 1210-163 2012 Ford Trans
Connect Van 8,930 Miles Ford T-150 Transit
Cargo Van
DPW /
Admin 5650-127 1998 Caterpillar
GP25-LP 3,985 Hours Cat GP30N5
Forklift
*At the time of purchase, the fixed asset replacement for this generator was split between General, Water and Wastewater Funds.
**While the mileage is low for asset #1210-163, it is being replaced because the size of the existing van does not meet the operational needs of TOTV. The existing van is a minivan that does not have the capacity to transport the quantity and type of equipment needed for filming and events at remote locations. This includes equipment such as cameras, lighting, microphones, speakers, cords, drone equipment and more. The replacement van will be a full-sized van capable of transporting the necessary equipment to off-site locations.
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 Purchase of Large Equipment and Vehicles
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8 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.
Make/Model Purchase
Price
Cooperative
Agreement
Discount
Cooperative
Agreement No.
Agreement
Exp. Date
Ford F-450
Contractor Body $ 89,180.51 $ 3,600.00 723-23
BuyBoard 11/30/2024
110Kw Cat
Generator $ 125,031.15 $ 15,494.13 092222-CAT
Sourcewell 11/22/2026
Ford F-550
Work Crew/Crane $ 182,408.04 $ 3,600.00 723-23
BuyBoard 11/30/2024
Ford E-450
Camera Van $ 467,165.40 $ 17,633.20 120721-EVS
Sourcewell 1/17/2026
GapVax
Vac Truck $ 729,872.42 $ 10,853.59 101221-GPV
Sourcewell 11/29/2025
Ford T-150 Transit
Cargo Van $ 57,359.62 $ 721.00 091521-NAF
Sourcewell 11/08/2025
Cat GP30N5
Forklift $ 51,680.05 $ 15,596.00 062320-CAT
Sourcewell 8/27/2024
Total $ 1,702,697.19 $ 67,497.92
Under the Sourcewell and BuyBoard cooperative contracts, the City will purchase seven pieces of equipment in the amount of $1,702,697.19, receiving a combined discount of $67,497.92 from the published list prices (Attachments #1-7).
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.”
GapVax Purchase
Asset #8220-236 is a combination vacuum and jetting truck (vac truck) that is integral to the operations of the Wastewater Division. Over the last year, this asset has experienced many mechanical issues leaving it consistently inoperable. Staff is requesting the transfer of budget from FY 2024-25 to FY 2023-24 in the amount of $725,000 to advance the acquisition of a new vac truck. The advanced purchase will expedite the delivery schedule to address the needs of the division.
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8 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.
PREPARED BY: Donald Covarrubias, Fleet Services Supervisor Attachments:
Attachment #1 – Rush Truck Center Quote #1
Attachment #2 – Rush Truck Center Quote #2
Attachment #3 – Quinn Power Systems Quote #1
Attachment #4 – Quinn Power Systems Quote #2
Attachment #5 – Haaker Equipment Co. Quote
Attachment #6 – Plumbers Depot Inc. Quote
Attachment #7 – National Auto Fleet Group Quote
DPW: 370-35\cp\ev\Council\2024\011624\Purchase of Large Equipment and Vehicles staff report.docx