TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:June 24, 2025
SUBJECT: Purchase of Vehicles
RECOMMENDATION:
1. Approve “piggyback” purchase of one Super Shot Asphalt Melter from Crafco, Inc. (Chandler, AZ) through Sourcewell Contract No. 080521-CFC for the replacement of asset #5610-337 for a total cost of $78,152.79.
2. Approve “piggyback” purchase of one new Ford F-350 Service Truck for the Fleet Services Division from National Auto Fleet Group (Watsonville, CA) through Sourcewell Contract No. 091521-NAF for a total cost of $66,110.96.
3. Approve “piggyback” purchase of one Ford F-550 Truck from Rush Truck Center (Whittier, CA) through BuyBoard Contract No. 724-23 for replacement of asset #8030-246 for a total cost of $119,044.82.
4. Approve purchase of one electric vehicle (EV) Terminal Tractor from Orange EV LLC (Kansas City, KS) through a competitive bid process for the replacement of asset #8250-407 for a total cost of $297,663.58.
5. Approve “piggyback” purchase of one CAT EV Forklift from Quinn Company (Oxnard, CA) through Sourcewell Contract No. 062320-CAT for the replacement of asset #8430-004 for a total cost of $79,986.15.
6. Authorize budget appropriation in the amount of $142,450 in FY 2024-25 as follows: $117,450 from A/C #621-0000-311-1000 (Wastewater Fund - Fund Balance) to A/C #621-8250-685-8400 (Wastewater Equipment Over $5,000) and $25,000 from A/C #631-0000-311-1000 (Solid Waste Fund - Fund Balance) to A/C #631-8430-685-8400 (Solid Waste Equipment Over $5,000).
7. Authorize expenditure/expense in the amount of $640,958.30 as follows:
$78,152.79 from A/C #001-5610-631-8400 (General Fund - Street Equipment Over $5,000) partially offset in the amount of $48,372 by A/C #001-5610-631-8900
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(General Fund - Street Fixed Asset Replacement); $66,110.96 from A/C #001- 5640-631-8400 (General Fund - Fleet Equipment Over $5,000); $119,044.82 from A/C #611-8030-685-8400 (Water Equipment Over $5,000) partially offset in the amount of $47,564 by A/C #611-8030-685-8900 (Water Fixed Asset Replacement); $297,663.58 from A/C #621-8250-685-8400 (Wastewater Equipment Over $5,000) partially offset in the amount of $22,731 by A/C #621- 8250-685-8900 (Wastewater Fixed Asset Replacement) and $79,986.15 from A/C #631-8430-685-8400 (Solid Waste Equipment Over $5,000) partially offset in the amount of $14,500 by A/C #631-8430-685-8900 (Solid Waste Fixed Asset Replacement).
8. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
$117,450 Increase to Adopted FY 2024-25 Wastewater Fund Budget and $25,000 Increase to Adopted FY 2024-25 Solid Waste Fund Budget. $117,450 increase to the Adopted FY 2024-25 Wastewater Fund Budget is requested to supplement available budget for the increased cost of Hill Canyon Treatment Plant’s purchase of one EV Terminal Tractor. $25,000 increase to the Adopted FY 2024-25 Solid Waste Fund is requested to supplement available budget for the increased cost of Household Hazardous Waste’s CAT EV Forklift. The remaining purchase in the amount of $498,508.30 is included in the Adopted FY 2024-25 General Fund, Wastewater Fund, Water Fund and Solid Waste Fund Budgets.
This overall purchase is partially offset in the amount of $48,372 in fixed asset replacement funds in the General Fund, $47,564 in fixed asset placement funds in the Water Fund, $22,731 in fixed asset replacement funds in the Wastewater Fund and $14,500 in fixed asset replacement funds in the Solid Waste Fund.
BACKGROUND:
Regular maintenance and repairs to the City’s various 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, City-owned buildings, and household hazardous waste recycling.
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 Purchase of Vehicles
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(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 needed to provide City services and are recommended for replacement or inclusion.
DPW Division Asset Year Existing
Make/Model
Current
Miles/Hours
Replacement/
Addition
Streets 5610-337 2010 Sealmaster
Asphalt Melter 1,698 Hours Crafco Super
Shot Melter
Fleet 5640-New* Ford F-350
Water 8030-246 2012 GMC 3500 HD 90,792 Miles Ford F-550 Hill Canyon
Treatment Plant 8250-407 1994 International 268,683
Miles
EV Terminal
Tractor
Household
Hazardous Waste 8430-004 2001 CAT Forklift 2,759 Hours Quinn CAT EV Forklift
*Adding a new fleet service vehicle will improve efficiency by enabling faster and safer responses to roadside service and equipment repairs at numerous facility locations citywide, while supporting mobile maintenance across City facilities.
Currently, staff must frequently borrow and equip temporary vehicles to address simultaneous fleet service needs. A second, fully equipped vehicle will streamline operations, improve service and boost overall reliability and safety.
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:
Thus far in calendar year 2025, City Council has approved the purchase of two vehicles subject to the ACF regulation, both of which were purchased as ZEVs.
Three vehicles proposed under this staff report, the Ford F-350, Ford F-550, and EV Terminal Tractor, also fall under the ACF regulation due to their gross vehicle weight rating of 8,500 pounds or more. The Ford F-350 and Ford F-550 are being purchased with internal combustion engines because ZEVs with the required configurations are not readily available.
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While the remaining proposed equipment purchases are not subject to the ACF regulation, the Quinn CAT Forklift will be purchased as a ZEV, and the Crafco Super Shot Melter fully complies with applicable CARB regulations in its class. As a result, the City remains in full compliance with the ACF ZEV Purchase Schedule for calendar year 2025.
A Notice Inviting Bids, under Specification #2024/2025-18 for one 2025 EV Terminal Tractor (or equal), was publicly advertised on April 4, 2025. On April 23, 2025, the following bids were received:
Vendor Bid Amount
Orange EV LLC (Kansas City, KS) $297,663.58
Southwest Toyota Lift (Anaheim, CA) $330,527.03
Technology International, Inc. (Lake Mary, FL) $418,600.00 Based on the bid results, Orange EV LLC provided the lowest responsive bid (Attachment #1) and staff has verified that the bid complies with the specifications contained in the bid document.
The remaining vehicles and equipment will be purchased utilizing cooperative agreements. 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 BuyBoard and Sourcewell, national cooperative purchasing organizations that specialize in public sector procurement. These partnerships streamline the purchasing process and ensure compliance with competitive bidding requirements. All contracts available through BuyBoard and 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
Crafco Super Shot Melter $ 78,152.79 080521-CFC Sourcewell 10/11/2025 Ford F-350 $ 66,110.96 091521-NAF Sourcewell 11/08/2025 Ford F-550 $ 119,044.82 724-23 BuyBoard 11/30/2025
Quinn CAT EV Forklift $ 79,986.15 062320-CAT Sourcewell 08/27/2025 Total $ 343,294.72
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Under the BuyBoard and Sourcewell cooperative contracts, the City will purchase two vehicles and two pieces of equipment (Attachment Nos. 2-5) for a total of $343,294.72. The combined total for all bid and cooperative purchases under this report is $640,958.30.
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, 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.”
This action meets City Council’s Top Ten Priorities #7, “Public Works + Infrastructure Investments.”
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 with their quotes in Attachment Nos. 1-5.
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.
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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 – Orange EV LLC Bid and Levine Act Disclosure Attachment #2 – Crafco, Inc. Quote and Levine Act Disclosure Attachment #3 – National Auto Fleet Group Quote and Levine Act Disclosure
Attachment #4 – Rush Truck Center Quote and Levine Act Disclosure Attachment #5 – Quinn Company Quote and Levine Act Disclosure DPW: 370-35\ev\Council\2025\062425\Purchase of Vehicles staff report.docx