TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:July 8, 2025
SUBJECT: Purchase of Vehicles
RECOMMENDATION:
1. Approve “piggyback” purchase of two GapVax Vac Trucks from Plumbers Depot Inc. (Hawthorne, CA) through Sourcewell Contract No. 101221-GPV for replacement of assets #5660-009 and #8220-241 for a cost of $1,842,700.22.
2. Authorize budget appropriation in the amount of $95,202 in FY 2025-26 as follows: $26,351 from A/C #001-0000-311-1000 (General Fund - Fund Balance) to A/C #001-5660-631-8400 (Stormwater Equipment Over $10,000) and $68,851 from A/C #621-0000-341-9900 (Wastewater Fund, Net Position) to A/C #621- 8220-685-8400 (Wastewater Equipment Over $10,000).
3. Authorize expenditure/expense in the amount of $1,842,700.22 as follows:
$921,350.11 from A/C #001-5660-631-8400 (General Fund - Stormwater Equipment Over $10,000) partially offset in the amount of $411,159 by A/C #001- 5660-631-8900 (General Fund - Stormwater Fixed Asset Replacement) and $921,350.11 from A/C #621-8220-685-8400 (Wastewater Equipment Over $10,000) partially offset in the amount of $435,663 by A/C #621-8220-685-8900 (Wastewater 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:
$26,351 Increase to Adopted FY 2025-26 General Fund Budget and $68,851 Increase to Adopted FY 2025-26 Wastewater Fund Budget. $26,351 increase to the Adopted FY 2025-26 General Fund Budget is requested to supplement available budget for the cost of the purchase of one GapVax Vac Truck. $68,851
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increase to the Adopted FY 2025-26 Wastewater Fund is requested to supplement available budget for the cost of the purchase of one GapVax Vac Truck. $895,000 is included in the Adopted FY 2025-26 General Fund Budget and $852,500 is included in the Adopted FY 2025-26 Wastewater Fund Budget. These purchases are partially offset in the amount of $411,159 in fixed asset replacement funds in the General Fund and $435,663 in fixed asset replacement funds in the Wastewater 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, and City-owned buildings.
A combination hydro and vacuum truck, or vac truck, is a specialized vehicle equipped with powerful pumps and large tanks used to clean pipelines with high- pressure water as well as suction to transport liquids, sludges, slurries, and materials like dirt and debris. Public Works Streets and Wastewater Division crews rely on vac trucks for essential maintenance tasks. Street crews use them to clean storm drains, catch basins, and culverts to prevent blockages and reduce the risk of flooding. Wastewater crews use vac trucks to clean sewer lines, remove accumulated waste, and maintain proper system flow, helping to prevent backups and ensure reliable service.
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 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.
DPW
Division Asset Year Existing
Make/Model
Current Miles /
Engine Hours Replacement
Stormwater 5660-009* 2013 International
Vactor 32,072 / 5,441 GapVax Vac Truck
Wastewater 8220-241 2013 Freightliner
Vac-Con 70,840 / 11,584 GapVax Vac Truck
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*While asset #5660-009 has relatively low mileage, this is because it primarily drives to job sites where it operates for extended periods, making engine hours a key indicator of usage. Despite the low mileage, the engine has seen significant use, and the vehicle is recommended for replacement due to frequent and costly repairs, lifetime maintenance costs exceeding $220,000, and extended downtime that has impacted operational efficiency.
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 five vehicles subject to the ACF regulation. Three were purchased as ZEVs and two were purchased with internal combustion engines (ICEs). The two vac trucks proposed as part of staff’s recommendation also fall under the ACF regulation due to their gross vehicle weight rating of 8,500 pounds or more. They are being purchased with ICEs because ZEVs with the required configurations are not available. Planned ZEV purchases later this year will ensure the City remains fully compliant with the ACF ZEV Purchase Schedule for calendar year 2025. Adhering to this schedule not only meets state ZEV requirements but also advances a key goal in the City’s Climate and Environmental Action Plan, increasing the number of low- and no-emission fleet vehicles where feasible.
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.
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Make/Model Purchase Price Cooperative Agreement Agreement Exp. Date
GapVax Vac Truck $ 921,350.11 101221-GPV Sourcewell 11/29/2025 GapVax Vac Truck $ 921,350.11 101221-GPV Sourcewell 11/29/2025 Total $ 1,842,700.22
Under the Sourcewell cooperative contract, the City will purchase two vac trucks (Attachment #1) for a total of $1,842,700.22. Once the new vac trucks 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 #9, “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 form is included with the quote in Attachment #1.
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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.
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 – Plumbers Depot Inc. Quote and Levine Act Disclosure DPW: 370-35\ev\Council\2025\070825\Purchase of Vehicles staff report.docx