TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:May 13, 2025
SUBJECT: Purchase of Vehicles
RECOMMENDATION:
1. Approve “piggyback” purchase of one Ford E-350 Electric Transit Cargo Van, two Ford Maverick Hybrid Compact Trucks, and two Ford Escape Hybrid SUVs from National Auto Fleet Group (Watsonville, CA) through Sourcewell Contract No. 091521-NAF for the replacement of assets #3570-121, #6610-424, #6610-425, #6610-429 and #6610-431 for a total cost of $203,491.95.
2. Approve “piggyback” purchase of one Ford E-350 Electric Bucket Van from Rush Truck Center (Whittier, CA) through Sourcewell Contract No. 032824-RTG for replacement of asset #5660-006 for a total cost of $148,777.90.
3. Authorize expenditure/expense in the amount of $352,269.85 as follows:
$57,983.23 from A/C #001-3570-612-8400 (General Fund - Facility Equipment Over $5,000) partially offset in the amount of $21,443 by A/C #001-3570-612-8900 (General Fund - Facility Fixed Asset Replacement); $148,777.90 from A/C #001- 5610-631-8400 (General Fund - Street Equipment Over $5,000) fully offset by A/C #001-5610-631-8900 (General Fund - Street Fixed Asset Replacement) and $145,508.72 from A/C #001-6610-621-8400 (General Fund - Law Enforcement Equipment Over $5,000) fully offset by A/C #001-6610-621-8900 (General Fund – Law Enforcement Fixed Asset Replacement).
4. 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. $352,269.85 is included in the Adopted FY 2024-25 General Fund Budget for the purchase of vehicles. This purchase is
Purchase of Vehicles
May 13, 2025
1 2
6 3
partially offset in the amount of $315,729.62in fixed asset replacement in the General Fund.
BACKGROUND:
Regular maintenance and repairs to the City’s infrastructure and facilities require specialized vehicles and equipment. These resources are essential for a wide range of operations, including routine and emergency maintenance of water and wastewater systems, streets, sidewalks, landscaped areas, and City-owned buildings. In addition, certain vehicles support business and law enforcement operations, ensuring the efficient delivery of services throughout the community.
As part of the replacement evaluation process, staff examine 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 evaluate 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.
Dept / Division Asset Year Existing
Make/Model
Current
Miles
Replace
With
FIN / Facilities 3570-121 2006 Ford E-150 Van 111,029 Ford E-350 EV Transit Van
DPW / Streets 5660-006* 2008 Sterling/Elgin
Street Sweeper 35,990 Ford E-350 EV
Bucket Van
TOPD / Volunteers
In Policing 6610-424 2013 Ford Taurus
Interceptor 57,259 Ford Maverick
Hybrid
TOPD / Volunteers
In Policing 6610-425 2013 Ford Taurus
Interceptor 61,901 Ford Maverick
Hybrid
TOPD / Volunteers
In Policing 6610-429 2014 Hyundai Sonata
Hybrid 86,853 Ford Escape
Hybrid
TOPD / Volunteers
In Policing 6610-431 2014 Ford Explorer
Interceptor 112,060 Ford Escape
Hybrid
*Asset #5660-006, a street sweeper, was retired and surplussed in 2024 due to operational changes. The associated budget and fixed asset replacement funds were transferred to reporting level 5610 for the purchase of an electric van equipped with a bucket lift. This van will be used to repair and replace overhead street signage, reducing reliance on contracted services and enabling faster, more efficient operations.
Purchase of Vehicles
May 13, 2025
1 2
6 3
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 pounds) be ZEVs, unless exempted by configuration.
DISCUSSION/ANALYSIS:
Of the 6 vehicles proposed for purchase, 2 fall under the ACF regulation due to their gross vehicle weight rating of 8,500 pounds or more. Both of these vehicles will be purchased as ZEVs. As a result, the City remains in full compliance with the ACF ZEV Purchase Schedule for the 2025 calendar 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, a national cooperative purchasing organization that specializes in public sector procurement.
This partnership streamlines the purchasing process and ensures compliance with competitive bidding requirements. All contracts available through Sourcewell are competitively solicited and publicly awarded by a government agency acting as the lead agency. By leveraging these cooperative agreements, the City benefits from the collective buying power of multiple agencies nationwide. This aggregate purchasing volume typically results in lower pricing than the City could achieve on its own. The table below provides details on each purchase and the associated cooperative contract.
Make/Model Purchase
Price
Cooperative
Agreement
Agreement
Exp. Date
Ford E-350 EV Transit Van $ 57,983.23 091521-NAF Sourcewell 11/8/2025 Ford E-350 EV Bucket Van $ 148,777.90 032824-RTG Sourcewell 7/9/2028 Ford Maverick Hybrid $ 31,653.93 091521-NAF Sourcewell 11/8/2025 Ford Maverick Hybrid $ 31,653.93 091521-NAF Sourcewell 11/8/2025 Ford Escape Hybrid $ 41,100.43 091521-NAF Sourcewell 11/8/2025 Ford Escape Hybrid $ 41,100.43 091521-NAF Sourcewell 11/8/2025 Total $ 352,269.85
Under the Sourcewell cooperative contracts, the City will purchase 6 vehicles (Attachments Nos. 1 and 2) in the amount of $352,269.85. Once the new 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, Purchase of Vehicles
May 13, 2025
1 2
6 3
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 $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 completed Levine Act forms for each vendor are included in Attachments #1 and #2 respectively.
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 – National Auto Fleet Group Quotes and Levine Act Disclosure
Attachment #2 – Rush Truck Center Quote and Levine Act Disclosure DPW: 370-35\ev\Council\2025\051325\Purchase of Vehicles staff report.docx