TO:Andrew P. Powers, City Manager
FROM:Ingrid Hardy, Assistant City Manager
DATE:September 9, 2025
SUBJECT: 2025 Summer Recess Activity Summary
RECOMMENDATION:
1. Receive and file report.
2. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time to prepare staff report is included in the Adopted FY 2025-26 General Fund Budget. The Adopted FY 2025- 26 and FY 2026-27 General Fund, Wastewater Fund, and Theatre Fund Budgets include funding for the actions taken during the summer recess.
BACKGROUND:
City Council observes an annual summer recess as noted on the adopted City Council calendar. This year, the summer recess spanned 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 to consider and, where appropriate, approve certain actions needed for the ongoing operation of the City within existing budgetary appropriations when the City Council is in recess. These actions vary and may include agreements, agreement extensions, and contracts.
On July 8, 2025, City Council adopted Resolution No. 2025-023, delegating approval authority to the City Manager to approve certain actions during the 2025 summer recess.
2025 Summer Recess Activity Summary
September 9, 2025
DISCUSSION/ANALYSIS:
Five items (A through E) were listed in the July 8, 2025, staff report as potentially requiring action over the summer recess. Pursuant to Resolution No. 2025-023, the following actions were taken during the summer recess:
A. Underground storage tank and fuel station maintenance at the Municipal Service Center: Executed Amendment to Contract No. 13265- 2023 with Associated Consulting Civil & Environmental Services, Inc. (Los Angeles, CA) in the amount of $25,000 on July 21, 2025, for a new not-to- exceed amount of $100,000. Budget is included in the General Fund for this item.
C. Boiler and Heat Loop Services Agreement with ACCO Engineered Systems: Staff received two proposals from the Boiler and Heat Loop Services formal Request for Proposals/Qualifications. ACCO Engineered Systems (Newbury Park, CA) was selected from this effort. The City entered a four-year Agreement (Contract No. 14045-2025) with a not-to-exceed amount of $90,000 on August 8, 2025. Budget is included in the Wastewater Fund for this item.
D. Extend ParkHub Agreement: Executed two-year time extension Amendment to Contract No. 12880-2021 with ParkHub, Inc. (Dallas, TX) in the amount of $44,428 on July 24, 2025, for a new not-to-exceed amount of $112,740. Budget is included in the Theatre Fund for this item.
E. Janitorial Services at City Facilities: Staff received eight proposals from the Janitorial Services at City Facilities formal Request for Proposals/Qualifications. Executive Facilities Services, Inc. (Moorpark, CA) was selected from this effort. The City entered into a three-year agreement (with two optional one-year time extensions) (Contract No. 14063-2025) with a not-to-exceed amount of $4,750,000 on August 21, 2025. Budget is included in the General Fund and Theatre Fund for this item.
The following item (item B), as shown below, was listed for possible approval during the summer recess, but was not submitted to the City Manager during that period.
B. EV Charger Purchases: The agreement to purchase Electric Vehicle (EV) chargers for the Municipal Service Center was not executed over the summer recess period due to a change in the EV charger selection that occurred after the July 8 City Council approval. The change was due to selecting a more appropriate charger for the City’s needs. Staff are working with the vendor (EvGateway, Irvine, CA) to identify a suitable EV Charger and will bring the item forward to City Council at a later date. 2025 Summer Recess Activity Summary
September 9, 2025
No action is required related to this report. Staff are providing this update for informational purposes and recommend City Council receive and file the report.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
B. Provide municipal government leadership which is open and responsive to residents, and is characterized by ethical behavior, stability, promoting public trust, transparency, confidence in the future, and cooperative interaction among civic leaders, residents, business representatives, and staff, while recognizing and respecting legitimate differences of opinion on critical issues facing the City.
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: Ryan Roman, Assistant to the City Manager
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