TO:City Council
FROM:Andrew P. Powers, City Manager
DATE:July 8, 2025
SUBJECT: City Manager Authority During Summer Recess
RECOMMENDATION:
1. Adopt resolution granting City Manager authority for designated actions during summer recess, July 9, 2025, through August 25, 2025.
2. Find that this action is not a project as defined in the California Environmental Quality Act.
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time to prepare the resolution granting City Manager authority for designated actions during summer recess is included in the Adopted FY 2025-26 General Fund Budget.
BACKGROUND:
City Council observes an annual summer recess as noted on the adopted City Council calendar. This year, the summer recess will span from July 9, 2025, through August 25, 2025. The City’s practice during lengthy breaks between City Council meetings is for City Council to grant the City Manager authority by resolution (Attachment #1) to consider and, where appropriate, approve certain actions needed for the ongoing operation of the City within existing budgetary appropriations. These actions may include agreements, agreement extensions, and contracts.
Typically, such actions would be placed on the Consent Calendar Agenda for consideration, and approvals would be consistent with City guidelines and practices.
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DISCUSSION/ANALYSIS:
The following actions may be needed for specific projects or programs:
A. Underground storage tank and fuel station maintenance at the Municipal Service Center (MSC).
Approve an additional expenditure in the not-to-exceed amount of $25,000 in FY 2025-26 from A/C #001-5640-631-4125 (Equipment Repairs & Maintenance / Gasoline Pumps) for underground storage tank and fuel service station maintenance at the MSC, by Associated Consulting Civil & Environmental Services, Inc. under Contract No. 13265-2023. The current contract has a not-to-exceed amount of $75,000 with a term through December 31, 2026; however, due to rising contract labor and material costs and unanticipated repairs resulting from the December 2023 lightning strike at the MSC, much of the available contract funds have been exhausted. An additional expenditure of up to $25,000 is required to complete urgent mandatory repairs needed to keep the fuel station operational. Once this work on Contract No. 13265-2023 is completed, staff will terminate the agreement, prepare a formal solicitation, and bring a new contract for award at the August 26, 2025, City Council meeting.
B. EV Charger Purchases
Authorize the City Manager to sign an agreement for up to $105,000 and authorize the expenditure/expense in various accounts to purchase and install 13 dual-port Electric Vehicle (EV) fleet level two chargers at the Municipal Service Center from EV Gateway under Contract No. 13199-2023 (CI 5710). EV Gateway was selected pursuant to a formal RFP process.
This purchase and installation are a part of CI 5710 and will be fully offset by the Clean Power Alliance (CPA) “Energized Communities” grant program to support the electrification of the City’s municipal fleet. The chargers will be used to charge City fleet vehicles in support of the City’s Climate and Environmental Action Plan measure TR2.7, with the goal of 100 percent of City fleet vehicle purchases to be electric by 2027.
C. Boiler and Heat Loop Services Agreement with ACCO Engineered Systems
Authorize the City Manager to sign a new, four-year general services agreement, ending December 31, 2028, with ACCO Engineered Systems (Newbury Park, CA) for a total amount not to exceed $90,000 and authorize expense in the amount of $13,345 in FY 2025-26, $14,250 in FY 2026-27, and $14,640 in labor and/or materials for extra services over the term of the contract, from A/C #621-8250-682-5699 (Wastewater Fund – Contracted Services) for Boiler and Heat Loop Maintenance and Testing Services at City Manager Authority During Summer Recess
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the Hill Canyon Treatment Plant. The contract includes quarterly and annual preventative maintenance, boiler emissions testing required by the Ventura County Air Pollution Control District permit, and emergency response services to ensure compliance and reliable operation.
D. Extend ParkHub Agreement
Authorize City Manager approval of a second amendment to Contract No. 12880-2021 with ParkHub (Dallas, TX), extending the term through July 31, 2027, and approve expense in an amount of $44,428, $22,214 in FY 2025- 26 and $22,214 in FY 2026-27, for a total amount not to exceed $112,740, from various theatre fund accounts. The Bank of America Performing Arts Center (BAPAC) has contracted with ABM Parking Services to provide parking services at BAPAC since 2011. As part of that agreement, ABM recommended ParkHub to supply the equipment used for electronic payment processing, including credit cards, Google/Apple Pay, and pre- paid parking tickets. ParkHub's current contract expires July 31, 2025. Staff have been satisfied with ParkHub’s services and recommend extending the contract.
E. Janitorial Services at City Facilities
The City contracts out a master janitorial services agreement for janitorial services at City facilities, totaling over 300,000 square feet. Utilizing a specialized vendor to provide janitorial services has proven to be the most cost-effective solution for maintaining clean work and office environments.
The contracted service provider is tasked with general cleaning, specialty cleaning (i.e., carpet extraction, floor waxing), and as-needed additional cleaning as requested. In addition to regularly scheduled work, hourly porters are used for janitorial services for special events at the Civic Arts Plaza Theatres.
The existing janitorial services contract is set to expire July 31, 2025. An RFP/Q was posted on June 20, 2025, and will close on July 18, 2025. From proposals received, the lowest, responsive, and responsible proposer will be selected following a complete and thorough evaluation of proposals.
Staff is requesting City Manager be given authority to sign a new three-year agreement (July 8, 2025, through June 30, 2028) with two, one-year options to extend (July 1, 2028, to June 30, 2030); and authorize budget expenditure and appropriation, as necessary, for an estimated cost of $5,000,000. Granting signing and budget expenditure authority during summer recess will allow continued janitorial services to the City’s facilities to maintain clean work and office environments for staff and the public.
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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: Katie Morris, Administrative Support Supervisor Attachments:
Attachment #1 – City Manager Authority Resolution
CMO:100-90/wl//H:Common/Council Items/2025/07 08 2025 /City Manager Authority During Summer Recess