TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:November 19, 2024
SUBJECT: Purchase of Vehicles
RECOMMENDATION:
1. Approve “piggyback” purchase of three Ford F-350 Flatbed Body Trucks, two Ford F-550 Service Body Trucks, and one Ford F-250 Service Body Truck from Rush Truck Center (Whittier, CA) through BuyBoard Contract #724-23 for replacement of assets #5610-342, #5610-343, #5660-007, #5630-248, #5630-249 and #8030-247 for a total cost of $516,254.72.
2. Approve “piggyback” purchase of two Trailer King TKT40LP Trailers through Sourcewell Contract 092922-TKI and one John Deere Skid Steer through Sourcewell Contract 011723-JDC and from Coastline Equipment (Oxnard, CA) for replacement of assets #5610-291, #5610-322 and #5630-255 for a total cost of $168,820.37.
3. Authorize expenditure/expense in the amount of $685,075.09 as follows:
$259,959.52 from A/C #001-5610-631-8400 (General Fund - Street Equipment Over $5,000) partially offset in the amount of $132,320 from A/C #001-5610-631- 8900 (General Fund - Street Fixed Asset Replacement); $273,985.17 from A/C #001-5630-632-8400 (General Fund - Landscape Equipment Over $5,000) partially offset in the amount of $136,596 from A/C #001-5630-632-8900 (General Fund - Landscape Fixed Asset Replacement); $76,566.38 from A/C #001-5660- 631-8400 (General Fund - Storm Drain Equipment Over $5,000) partially offset in the amount of $36,092 from A/C #001-5660-631-8900 (General Fund - Storm Drain Fixed Asset Replacement); and $74,564.02 from A/C #611-8030-685-8400 (Water Equipment Over $5,000) partially offset in the amount of $34,112 by A/C #611-8030-685-8900 (Water Fixed Asset Replacement).
4. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
Purchase of Vehicles
November 19, 2024
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FINANCIAL IMPACT:
No Additional Funding Requested. $610,511.07 is included in the Adopted FY 2024-25 General Fund Budget and $74,564.02 is included in the Adopted FY 2024-25 Water Fund Budget for the purchase of vehicles and trailers. This purchase is partially offset in the amount of $305,008 in fixed asset replacement funds in the General Fund and $34,112 in fixed asset placement funds in the Water Fund.
BACKGROUND:
The Public Works Department provides regular maintenance and repairs to the City’s infrastructure and requires certain essential vehicles and equipment to conduct these services. These vehicles and related equipment are necessary for various types of operations and repairs, including routine or emergency maintenance of water or wastewater lines, streets, sidewalks, and City-maintained landscapes.
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, adherence to state emission rules, and the California Advanced Clean Fleets (ACF) Regulation requirements. Once the vehicles and/or equipment 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 assets.
Based on this evaluation process, staff confirmed that the assets listed below are still needed to provide City services and are recommended for replacement.
DPW
Division Asset Year Existing
Make/Model
Current
Miles / Hours
Replace
With
Streets 5610-342 2012 GMC 3500 79,994 Miles Ford F-350
Streets 5610-343 2012 Ford F-350 92,446 Miles Ford F-350 Streets 5610-291 2000 Trailer King N/A Trailer King
Streets 5610-322 2006 Trailer King N/A Trailer King
Landscape 5630-248* 2012 GMC 3500 59,253 Miles Ford F-550 Landscape 5630-249* 2012 GMC 3500 42,281 Miles Ford F-550 Landscape 5630-255 2013 John Deere
Skid Steer 1,281 Hours John Deere
Skid Steer
Storm Water 5660-007 2012 GMC 3500 73,059 Miles Ford F-350 Water 8030-247 2012 F-250 153,740 Miles Ford F-250
Purchase of Vehicles
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*Assets #5630-248 and #5630-249 models are being upgraded from a 3500 to an F-550 due to a change in operational needs. The F-550 offers a larger bed to accommodate planting materials and an enhanced rear payload to improve towing capacity to haul various pieces of equipment.
As of January 1, 2024, the ACF regulation established California Air Resources Board (CARB) rules and standards to promote the adoption of zero-emission vehicles (ZEVs) across the state. The City is currently following the ACF ZEV Purchase Schedule, which requires that 50 percent of acquired medium- and heavy-duty vehicles (over 8,500 lbs.) be ZEVs, unless exempted by configuration.
DISCUSSION/ANALYSIS:
Thus far in calendar year 2024, City Council approved the purchase of 12 vehicles subject to the ACF regulation. Of those vehicles, seven were purchased as ZEVs, and the remaining five were internal combustion engines (ICEs) currently exempt from the ZEV purchase requirements due to the unavailability of these vehicle configurations for purchase as EVs. The six ICE vehicles currently being proposed are regulated by the ACF rules based on their gross vehicle weight of 8,500 pounds or greater. However, they are also exempt from the ZEV purchase requirement due to their vehicle configuration. The proposed skid steer for purchase does not fall under the ACF regulation, however it fully complies with CARB's off-road diesel regulations. Consequently, the City will remain in full compliance with the ZEV Purchase Schedule this year.
Pursuant to Thousand Oaks Municipal Code 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. The public procurement services 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 following table details each purchase and corresponding cooperative contract information.
Purchase of Vehicles
November 19, 2024
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Make/Model Purchase Price
(Net of Discount)
Cooperative
Agreement
Discount
Cooperative
Agreement
Agreement
Exp. Date
Ford F-350
Flatbed Body $ 76,566.38 $ 7,953.00 724-23
BuyBoard 11/30/2025
Ford F-350
Flatbed Body $ 76,566.38 $ 7,953.00 724-23
BuyBoard 11/30/2025
Trailer King
TK40LP $ 48,690.90 $ 6,357.00 092922-TKI
Sourcewell 12/20/2026
Trailer King
TKT40LP Tilt* $ 58,135.86 $ 7,754.70 092922-TKI
Sourcewell 12/20/2026
Ford F-550
Service Body $ 105,995.78 $ 7,953.00 724-23
BuyBoard 11/30/2025
Ford F-550
Service Body $ 105,995.78 $ 7,953.00 724-23
BuyBoard 11/30/2025
John Deere
Skid Steer $ 61,993.61 $ 21,824.10 011723-JDC
Sourcewell 4/14/2027
Ford F-350
Flatbed Body $ 76,566.38 $ 7,953.00 724-23
BuyBoard 11/30/2025
Ford F-250
Service Body $ 74,564.02 $ 7,453.00 724-23
BuyBoard 11/30/2025
Total $ 685,075.09 $ 83,153.80
*The Tilt option facilitates loading and transfer of heavier equipment.
Under the Sourcewell and BuyBoard cooperative contracts, the City will purchase six vehicles (Attachment #1) and three pieces of equipment (Attachment #2) in the amount of $685,075.09, receiving a combined discount of $83,153.80 from the published list prices. 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.” LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $250 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $250 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
Purchase of Vehicles
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All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $250 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $250 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $250 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
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.
PREPARED BY: Donald Covarrubias, Fleet Services Supervisor Attachments:
Attachment #1 – Rush Truck Center Quotes and Levine Act Disclosure Attachment #2 – Coastline Equipment Quotes and Levine Act Disclosure DPW: 370-35\cp\ev\Council\2024\111924\Purchase of Vehicles staff report.docx