TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:October 7, 2025
SUBJECT: Purchase of Vehicles
RECOMMENDATION:
1. Approve “piggyback” purchase of eight Chevrolet Equinox EV compact SUVs from Future Chevrolet (Sacramento, CA) through State Contract No. 1-25-23-01D for replacement of assets #4010-406, #4010-407, #4010-408, #4010-410, #4010- 412, #4010-411, #0520-013, and #5540-040 in the amount not to exceed of $296,031.84.
2. Approve “piggyback” purchase of one Freightliner Aerial Lift Truck from Altec Industries, Inc. (Sacramento, CA) through Sourcewell Contract No. 110421-ALT for replacement of asset #5630-258 in the amount not to exceed $264,682.82.
3. Approve “piggyback” purchase of one new Ford F-250 Service Truck from Rush Truck Center (Whittier, CA) through Buyboard Contract No. 724-23 in the amount not to exceed $74,137.16.
4. Authorize expenditure/expense in the amount of $634,851.82 as follows:
$185,019.90 from A/C #001-4010-641-8400 (General Fund – Planning Equipment Over $10,000) fully offset by A/C #001-4010-641-8900 (General Fund – Planning Fixed Asset Replacement); $264,682.82 from A/C #001-5630-632-8400 (General Fund – Landscape Equipment Over $10,000) partially offset in the amount of $205,421 from A/C #001-5630-632-8900 (General Fund – Landscape Fixed Asset Replacement); $74,007.96 from A/C #001-5640-631-8400 (General Fund – Fleet Equipment Over $10,000) partially offset in the amount of $54,678 from A/C #001- 5640-631-8900 (General Fund – Fleet Fixed Asset Replacement); $74,137.16 from A/C #611-8030-685-8400 (Water Equipment Over $10,000) and $37,003.98 from A/C #651-5540-685-8400 (Transportation Equipment Over $10,000).
5. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
Purchase of Vehicles
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FINANCIAL IMPACT:
No Additional Funding Requested. $307,426.68 is available in the Adopted FY 2025-26 General Fund Budget, $216,284 is available in carryover budget and is partially offset in the amount of $445,118.90 in fixed asset replacement funds. $74,137.16 is included in the Adopted FY 2025-26 Water Fund Budget. $37,003.98 of Transportation Development Act (TDA) grant funds is included in the Adopted FY 2025-26 Transportation Fund Budget.
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 operations, ensuring the efficient delivery of services throughout the community.
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 the assets listed below are needed to provide City services and are recommended for replacement or addition to the City’s fleet.
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 operations, ensuring the efficient delivery of services throughout the community.
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 Purchase of Vehicles
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rules and regulations, staff also evaluate the continued business need for the assets.
Based on this evaluation process, staff confirmed the assets listed on the next page are needed to provide City services and are recommended for replacement or addition to the City’s fleet.
Dept/
Division Asset Year Existing
Make/Model
Current
Miles
Replacement/
Addition
CDD/
Planning 4010-406 2005 Toyota Prius 70,193 Chevrolet
Equinox EV
CDD/
Planning 4010-407 2005 Toyota Prius 91,635 Chevrolet
Equinox EV
CDD/
Planning 4010-408 2005 Toyota Prius 65,612 Chevrolet
Equinox EV
CDD/
Planning 4010-410 2005 Toyota Prius 77,586 Chevrolet
Equinox EV
CDD/
Planning 4010-412 2005 Toyota Prius 66,517 Chevrolet
Equinox EV
DPW/
Landscape 5630-258 2014 International
Aerial Lift
Engine
64,658 mi
Equip 7,493 h
Freightliner
Aerial Lift
DPW/Fleet
Motor Pool 4010-411 2005 Toyota Prius 119,364 Chevrolet Equinox EV
HR to Fleet
Motor Pool 0520-013 2002 Ford Explorer 83,018 Chevrolet Equinox EV
DPW/Water 8030-New* Ford F-250
DPW/Transit 5540-040 2012 Ford Escape 56,287 Chevrolet
Equinox EV
*This service truck is essential to support the operational duties of the new Public Works Water Division’s Instrumental and Electrical Technician.
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 seven vehicles subject to the ACF regulation. Three were purchased as ZEVs and four with internal combustion engines (ICEs). Two of the ICE purchases were vacuum Purchase of Vehicles
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trucks that have purchase exemptions due to their configurations. The aerial lift truck and Ford F-250 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; however, because ZEVs with the required configuration are not currently available, the aerial lift truck is also exempt from the regulation due to its specialized configuration. Consequently, the City remains fully compliant with the ACF ZEV Purchase Schedule for calendar year 2025. The remaining proposed vehicle purchases are not subject to the ACF regulation because they are under 8,500 pounds and are being purchased as ZEVs. These efforts not only meet ACF ZEV requirements but also advance a key goal in the City’s Climate and Environmental Action Plan by 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 utilizes the California Statewide Contract for Fleet Vehicles and also partners with Sourcewell and Buyboard, 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 Sourcewell and Buyboard 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
Chevrolet Equinox EV $ 37,003.98 State 1-25-23-01D 2/17/2027 Chevrolet Equinox EV $ 37,003.98 State 1-25-23-01D 2/17/2027 Chevrolet Equinox EV $ 37,003.98 State 1-25-23-01D 2/17/2027 Chevrolet Equinox EV $ 37,003.98 State 1-25-23-01D 2/17/2027 Chevrolet Equinox EV $ 37,003.98 State 1-25-23-01D 2/17/2027 Freightliner Aerial Lift $ 264,682.82 Sourcewell 110421-ALT 12/27/2026 Chevrolet Equinox EV $ 37,003.98 State 1-25-23-01D 2/17/2027 Chevrolet Equinox EV $ 37,003.98 State 1-25-23-01D 2/17/2027 Ford F-250 $ 74,137.16 Buyboard 724-23 11/30/2025
Chevrolet Equinox EV $ 37,003.98 State 1-25-23-01D 2/17/2027 Total $ 634,851.82
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Under the State and cooperative agreements, the City will purchase 10 vehicles (Attachment Nos. 1-3) for a total of $634,851.82. 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 #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 forms are included with the quotes in Attachment Nos. 1-3.
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 Purchase of Vehicles
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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 – Future Chevrolet Quote and Levine Act Disclosure Attachment #2 – Altec Industries, Inc. Quote and Levine Act Disclosure Attachment #3 – Rush Truck Center Quote and Levine Act Disclosure DPW: 370-35\ev\Council\2025\100725\Purchase of Vehicles staff report.docx