TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:October 7, 2025
SUBJECT: Fuel Station Inspection and Maintenance Contract RECOMMENDATION:
1. Award General Service Agreement to Associated Consulting Civil & Environmental Services, Inc., (Los Angeles, CA), for fuel island maintenance, effective October 1, 2025, through September 30, 2030, for a total not-to-exceed amount of $168,300. This amount includes $93,300 in fixed costs and $75,000 in reserve allocated for unanticipated work and repairs, as needed.
2. Authorize budget appropriation in the amount of $3,500 in FY 2025-26 and $5,075 in FY 2026-27 from A/C #001-0000-311-1000 (General Fund - Fund Balance) to A/C #001-5640-631-5651 (Contracted Services (Private) / Gas Pumps Monitoring).
3. Authorize expenditure/expense in the amount of $45,500 in FY 2025-26 as follows: $15,500 from A/C #001-5640-631-5651 (Contracted Services (Private) /Gas Pumps Monitoring) for scheduled inspections and testing and $30,000 from various accounts for unanticipated work and repairs.
4. Authorize expenditure/expense in the amount of $47,075 in FY 2026-27 as follows: $17,075 from A/C #001-5640-631-5651 (Contracted Services (Private) /Gas Pumps Monitoring) for scheduled inspections and testing and $30,000 from various accounts for unanticipated work and repairs.
5. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
Fuel Station Inspection and Maintenance Contract
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$3,500 Increase to Adopted FY 2025-26 General Fund Budget and $5,075 Increase to Adopted FY 2026-27 General Fund Budget. $3,500 increase to Adopted FY 2025-26 General Fund Budget and $5,075 increase to Adopted FY 2026-27 General Fund Budget is requested for fixed contract costs. Budget is included in the Adopted FY 2025-26 and FY 2026-27 Operating Budget to cover unanticipated work and repairs on an as-needed basis. The remaining funds for the term of the agreement will be requested as part of future biennial budget processes.
BACKGROUND:
The City owns and operates two fueling facilities: an underground storage tank (UST) system at the Municipal Service Center located at 1993 Rancho Conejo Boulevard, and an aboveground storage tank (AST) system at the Hill Canyon Treatment Plant located at 9600 Santa Rosa Road.
Ventura County Environmental Health, as the local Certified Unified Program Agency (CUPA), administers the City’s fuel storage system permits and regulatory compliance for the UST system under the State Water Resources Control Board’s UST program and the AST system under the Aboveground Petroleum Storage Act (APSA). The AST system is also subject to federal Spill Prevention, Control and Countermeasure (SPCC) requirements under the United States Environmental Protection Agency, as well as oversight by the Ventura County Air Pollution Control District.
Both systems require ongoing inspections, testing, and maintenance to ensure compliance with applicable regulations and to support the safe and reliable operation of the City’s fueling infrastructure. To meet the obligations of these permits, the City contracts with a licensed service provider that serves as the City’s Fuel Storage Tank Designated Operator and employs State-certified UST Service Technicians as well as properly certified AST specialists authorized to perform regulatory inspections, testing, and related services.
DISCUSSION/ANALYSIS:
Staff published a formal Request for Proposals/Qualifications (RFP/Q) for Fuel Station Maintenance on May 23, 2025, in the Thousand Oaks Acorn newspaper and on the City’s procurement website. In accordance with Government Code Section 4526 and Thousand Oaks Municipal Code Section 3-10.401, unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services should only be awarded to firms or persons who have demonstrated an adequate level of experience, competence, training, credentials, resources, staffing, and other professional qualifications Fuel Station Inspection and Maintenance Contract
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necessary to perform the services solicited. The award of an RFP/Q is based upon a variety of factors that demonstrate best value to the City for the solicited scope of work or service. The cost of the service may be considered as one of those factors; however, the lowest cost is not the sole factor in deciding who will be awarded the contract.
From this effort, the following companies submitted proposals:
Company City, State
1. Associated Consulting Civil & Environmental
Services, Inc. (ACCES) Bakersfield, CA
2. IDECO, Inc. Orange, CA
The evaluation committee, consisting of representatives from the Public Works Department’s Fleet, Landscape, and Administration Divisions, reviewed the proposals and rated them based on the evaluation criteria outlined in the RFP/Q.
After a detailed review process, staff determined that ACCES’s proposal demonstrated the necessary resources, qualifications, and relevant experience, while also offering the best overall value. For these reasons, the evaluation committee recommends awarding the agreement to ACCES (Attachment #1).
The proposed agreement with ACCES will ensure the City’s compliance with all UST and AST program requirements. Services include monthly site inspections; mandated UST testing, such as monitoring system certification, secondary containment, spill containment, SB 989 compliance; and AST inspections consistent with federal Spill Prevention, Control, and Countermeasure SPCC regulations.
In addition to these routine tasks, ACCES will perform as-needed repairs and maintenance of fueling system components, coordinate inspections, and maintain all required licenses and certifications. This includes contractor licenses, State Water Resource Control Board UST certifications, equipment-specific credentials, and SPCC qualifications as applicable. All work will be performed in compliance with environmental protection standards, including National Pollutant Discharge Elimination System permit conditions and stormwater best management practices.
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 Fuel Station Inspection and Maintenance Contract
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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 for ACCES is included in Attachment #1.
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 – ACCES Agreement
DPW: 241-20\ev\Council\2025\100725\Fuel Station Inspection and Maintenance Contract staff report.docx