TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:August 25, 2026
SUBJECT: On-Call Maintenance Service Agreements
RECOMMENDATION:
1. Approve On-Call Maintenance Services Agreements with 31 companies for three-year terms, each ending December 31, 2029, not to exceed $300,000 over the lifetime of the agreement, and not-to-exceed amounts of $75,000 for each individual task order.
2. Authorize City Manager, or designee, to execute On-Call Maintenance Services Agreements with qualified contractors and to execute related documents necessary for administration of the agreements, subject to approval as to form by the City Attorney.
3. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. Funding for as-needed work is included in the various Adopted FY 2026-27 Operating and Capital Fund Budgets. Additional funds for the remaining contract term will be requested during the upcoming biennial budget process. Services will be utilized on an as-needed basis, as budget allows, and are available to the Finance Department.
BACKGROUND:
The City utilizes contractors on a regular basis for a variety of projects. To ensure projects are completed in a timely and efficient manner, master on-call general service agreements with pre-qualified companies are sent to City Council for approval and executed in advance. These agreements and services are available on an as needed and
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emergency basis for use by the Public Works Department and the Finance Department, Facilities Division.
Through the on-call agreement process, staff utilize the services of contractors that are licensed for the category of work being performed, who perform various services on an as-needed basis. Approved companies are selected based on their expertise for one or more categories through a Request for Proposals/Qualifications (RFP/Q) process.
Specific projects are authorized through individual task orders in amounts up to $75,000 as governed by the California Public Contracts Code section 22032(a) and Thousand Oaks Municipal Code 3-10.108(g) for procurement of maintenance services.
A significant number of the On-Call Maintenance Services Agreements expired on June 30, 2026. In order to expand the number of service trades and incorporate additional scopes of work under the City’s on-call program, staff determined that it would be operationally advantageous to implement the new RFP/Q process prior to the expiration of the existing agreements rather than maintain multiple sets of on-call agreements concurrently.
DISCUSSION/ANALYSIS:
On February 13, 2026, the City issued a formal RFP/Q titled “On-Call Various Trades – Contractor Services at Various City-Owned Facilities,” through OpenGov and the City’s website. By the March 27, 2026, submission deadline, the City received 46 proposals.
Following a review by Facilities staff, 31 submissions met the selection criteria for on-call agreements to be drafted. As shown in Attachment #1, these 31 vendors are recommended for on-call agreements for their general expertise in the following 15 categories. Once established, these on-call trade categories may be expanded throughout the three-year agreement term to include additional qualified contractors, as needed.
Trade Abbreviation on Attachment #1
Mechanical MECH.
Electrical ELECT.
Plumbing PLUMB.
Low Voltage Cabling LV & CABLE
Locksmith LOCKS
Glass Tinting TINT
General Engineering Construction G.C.
Civil Concrete Underground CIVIL CONC.
Metal Fabrication & Welding MTL FAB & WELD
Painting PAINT
Environmental & Remediation Services ENVIRON/REMEDI
Roofing & Waterproofing ROOF & WP
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Signs SIGNS
Solar & Battery Energy Service Supply SOLAR & BESS
Door Components & Gates DOORS & GATES
Additional factors in selecting these companies included:
1. Possession of a valid Contractor’s License.
2. Successful completion of similar projects in Thousand Oaks or other local jurisdictions.
3. A minimum of three client references from similar projects performed within the last three years.
4. Adequate resources and personnel to complete multiple projects in a timely manner.
5. Work history free of negative reports.
On-call agreements will include the use of task orders issued for each project. Company selection for each task order will be decided as follows:
1. Rotational basis for task orders up to $10,000.
2. For task orders greater than $10,000 and up to $75,000 a minimum of three quotations will be obtained from the list of on-call companies, and the task order will be awarded to the lowest proposer. If fewer than three on-call contractors are available within a service category, staff will solicit quotes from additional qualified vendors in accordance with City purchasing requirements.
3. Services estimated over $75,000 are not eligible for award through task orders and will be selected through a separate RFP/Q process with a separate agreement subject to City Council approval.
No funds are set aside specifically for these on-call agreements. Authorized funds will be identified for each approved task order. Each agreement has a three-year term, and the proposed not-to-exceed amount over the lifetime of each agreement is $300,000.
Agreements include a provision that allows individual task order not-to-exceed amounts (currently $75,000) to be adjusted if the State increases these limits as authorized under Section 22020 of the Public Contract Code.
The on-call agreements with the selected companies guarantee available resources for timely and efficient maintenance and repairs of City infrastructure. City Manager execution and administration authority will facilitate the timely issuance of task orders and allow staff to respond promptly to operational and maintenance needs. Staff recommend approval of On-Call Maintenance Services Agreements with 31 companies for the term of three years.
On-Call Maintenance Services Agreements
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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 (Attachment #2). 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.
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:Joshua Koenig-Brown, Facilities Manager
Joshua Richards, Assistant Analyst
Attachments:
Attachment #1 – List of Trades by Contractor
Attachment #2 – Levine Act Forms
FIN:201-10\jr\H:\COMMON\Council\2026\Facilities\08252026CCMtg\08 25 26 On-Call Agreements Staff Report.docx