TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:March 25, 2025
SUBJECT: Purchase of Two Electric Vans for Dial-A-Ride Program (CI 5719)
RECOMMENDATION:
1. Approve a “piggyback” purchase agreement with the California Association for Coordinated Transportation/Morongo Basin Transit Authority (CALACT/MBTA) and award a contract to A-Z Bus Sales, Inc. (Colton, CA), for the purchase of two Ford E-Transit 350 Cargo Electric Vans (Class Z-1) for the replacement of assets #5550-020 and #5550-024 with a total cost of $417,022.82, as part of Electric Vehicle Dial-A-Ride Vans Project (CI 5719).
2. Authorize expense in FY 2024-25 in the amount of $417,022.82 from A/C #651- 5550-685-8400 (Transportation Fund – Capital Improvements, CI 5719).
3. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $1,073,398 is available in the Adopted FY 2024-25 Transportation Fund Budget for CI 5719. Staff has secured over $8.4 million in 5310 formula grant funding authorized by the Federal Transportation Administration (FTA) under the Enhanced Mobility of Seniors and People with Disabilities Program (49 U.S.C. Chapter 53, Section 5310) for this project.
BACKGROUND:
The Thousand Oaks Transit (TOT) program was established in 1981. TOT provides approximately 200,000 passenger trips to residents and businesses across Thousand Oaks and beyond, with an overall service area of 138 square miles and a population of over 420,000 residents. TOT offers fixed routes, Senior Dial-A-Ride (DAR), and Americans with Disabilities Act (ADA) paratransit services.
Purchase of Two Electric Vans for DAR Program (CI 5719) March 25, 2025
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In addition, TOT is under contract to provide the following services:
1. A free local shuttle service (Kanan Shuttle) for the County of Ventura
2. DAR, ADA Services, and vehicle maintenance services to the City of Moorpark
3. DAR services to the City of Westlake Village
4. General DAR and special event bus services to the City of Agoura Hills
5. DAR and ADA services to the County of Ventura
6. Inter-city DAR and ADA service to the East County Transit Alliance (ECTA) The California Air Resources Board (CARB) has mandated that small transit agencies (such as TOT) must start purchasing electric transit vehicles by 2026 and that all public transit agencies must have 100 percent zero-emission vehicles (ZEVs) by 2040. City Council approved TOT’s Zero-Emission Bus Rollout Plan (ZEB) on July 18, 2023 (Resolution No. 2023-046). The ZEB rollout plan complies with all requirements set forth by CARB and calls for the transition to electric vehicles as they become available.
Two of the City’s DAR vans have exceeded FTA’s estimated useful life and are due for replacement because of age (2019 models) and anticipated mileage upon delivery of the proposed replacement vans (90,000 for #5550-020 and 91,000 for #5550-024). The acquisition strategy for replacement vehicles aligns with the City's Transit Asset Management Plan (TAM), which is submitted annually to the FTA.
The plan outlines replacement criteria and emphasizes transitioning to renewable or electric vehicles for DAR vans as they become available.
On August 27, 2024, City Council approved the first phase of the TAM by authorizing the purchase of two replacement DAR vans that were due for replacement because of age and mileage. The recommendation to replace two additional vehicles is in line with the second phase of purchases for the DAR program.
Staff has secured over $8.4 million in FTA 5310 formula grant funding for the transition to electric vehicles for the TOT fleet. FTA's Enhanced Mobility of Seniors and People with Disabilities Program (49 U.S.C. Chapter 53, Section 5310) authorizes using these federal resources for transit activities involving capital investments in buses and vans, wheelchair lifts and harnesses, and other equipment. The proposed electric vans will be purchased using these funds.
DISCUSSION/ANALYSIS:
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 Purchase of Two Electric Vans for DAR Program (CI 5719) March 25, 2025
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federal government agency. The vans requested will be purchased using a state- approved cooperative purchase agreement administered by CALACT/MBTA (Attachment #1). The City routinely makes purchases using this cooperative agreement with satisfactory results. The cooperative purchasing contract from CALACT/MBTA was solicited through a Request for Proposal/Qualifications (RFP/Q) process and awarded based on a variety of factors including the ability to meet the specification requirements, warranty terms, logistical support, and other factors including costs.
Staff recommends the purchase of two additional electric vans as they best support TOT’s ongoing operational needs for transit services. The two replacement vans will be similar in style and size to the electric vans that were ordered on August 27, 2024, and will comply with all federal regulations for DAR operations.
The two proposed electric vans have a wheelchair lift and an additional battery to extend the battery range up to 175 miles. They can accommodate either four ambulatory passengers without a wheelchair or two passengers who may require a mobility device. These vans also have a step-in feature that allows disabled passengers to board from the side of the vehicle alongside other passengers.
This electric vehicle purchase will help the City comply with the state’s ZEV requirements and it aligns with the City's 2023 ZEB Plan to increase the number of low-emission and ZEVs in the transit fleet. Since transportation accounts for over 60 percent of the Citywide greenhouse gas emissions, transitioning to electric vehicles is also a critical component of the City's Climate and Environmental Action Plan. Electric vehicles not only reduce carbon emissions but also have positive health benefits by decreasing air pollution and noise.
Staff recommends the purchase of these two vehicles in the amount of $417,022.82 or $208,511.41 each (Attachment #2). Delivery of the vehicles is expected between six and nine months after a confirmed purchase order. Upon delivery, the DAR program will have a total of four electric vans in its fleet.
This purchase meets City Council’s Top Ten Priorities #6, “Environmental Sustainability” and #7, “Public Works + Infrastructure Investments.” CIP PROJECT PRIORITY (as outlined in FY 2023-24 and FY 2024-25 CIP Program Budget)
Priority Two – Necessary, but not essential, and there could be consequences if deferred.
Purchase of Two Electric Vans for DAR Program (CI 5719) March 25, 2025
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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 $500 (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 $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (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 $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
The Levine Act disclosure form for A-Z Bus Sales, Inc. has been completed (Attachment #3).
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
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: Paul Weinstein, Associate Analyst
Attachments:
Attachment #1 – CALACT Letter of Assignment 20-01-1171
Attachment #2 – Quote from A-Z Bus Sales, Inc.
Attachment #3 – Levine Act Disclosure Form for A-Z Bus Sales, Inc.
DPW: 940-10\ev\Council\2025\032525\Purchase of Two Electric Vans for DAR Program staff report.docx