City Council
REGULAR MEETING
Tuesday, September 27, 2022, 6:00 PM
Andrew P. Fox City Council Chambers
Public advisory: Face masks are recommended.
You may view the City Council meeting broadcast live on TV (Frontier Channel 3, Spectrum Channel 10), and YouTube (CTO Meetings).
If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.
The Brown Act prohibits a person from having to register to attend a City Council meeting. The Zoom app requires registration if you would like to attend via video/teleconference. If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.
If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 4492151 within 48 hours of the meeting.
Bob Engler , Mayor
Ed Jones , Mayor Pro Tem
Claudia Billde la Peña , Councilmember
Al Adam, Councilmember
Kevin McNamee, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Gary Rogers, Deputy City Manager Kelvin Parker, Community Development Director Jaime Boscarino, Finance Dir./City Treasurer Cynthia M. Rodriguez, City Clerk Clifford G. Finley, Public Works Director Jonathan Serret, Cultural Affairs Director Tim Giles, Human Resources Director Jennifer Patterson, Library Services Director Alexandra South, Strategic Communications/Public Affairs Dir.
Jim Friedl, General Manager, CRPD Jeremy Paris, Police Chief Jeff Shea, Fire Chief
MISSION STATEMENT:
Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:
AGENDA AVAILABILITY: The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at www.toaks.org. Televised City Council Meetings are rebroadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10).
PUBLIC INPUT: To provide your comments to the City Councilmembers please submit comments via the online Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online Speaker Form (you will be asked to provide an email address and telephone number). If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open at 5:30 p.m. All Ventura County Health requirements will be followed, which may include limited capacity, social distancing, and wearing face masks. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at [email protected] or call (805) 4492151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law.
Communications will NOT be edited for redactions and will be printed/posted as submitted.
SPANISH INTERPRETATION: If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 4492151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.
INTERPRETACIÓN AL ESPAÑOL : Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 4492151 o por correo electrónico a [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.
CONSENT CALENDAR: Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.
There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.
SUPPLEMENTAL INFORMATION: Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets. Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting. Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.
JUDICIAL REVIEW: Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 14.05.
1. CALL TO ORDER:
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL:
4. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:
5. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:
A. Las Virgenes Municipal Water District Pure Water Project – Environmental Impact Report Public Review
6. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011066/067)
7. CONSENT CALENDAR:
A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:
Ratify September 14, 2022, and September 21, 2022; approve September 28, 2022, and October 5, 2022, subject to review and ratification B. Minutes of City Council meeting of September 13, 2022 RECOMMENDATION:
Approve
C. Environmental Consulting Services for Los Robles Cancer Treatment Center Project RECOMMENDATION:
1. Approve Task Order No. 3 (OnCall Contract No. 125202020) with Dudek Consulting of Santa Barbara, CA, to complete environmental documents for the Los Robles Cancer Treatment Center Project at 400 East Rolling Oaks Drive, with a base cost of $103,760 and additional services of $21,240 for a total nottoexceed amount of $125,000.
2. Approve budget appropriation and authorize expenditure in an amount notto exceed $125,000 from A/C #00142104474000 (Charges for Services Planning Fees/Permit) to A/C #00142106415947 (Contracted Services, Reimbursable).
D. Land Division Map for Lakes Residential Development (LD 202170435) RESOLUTION AUTHORIZING APPROVAL OF PARCEL MAP LD 2170435 – 2200 E. THOUSAND OAKS BOULEVARD (T.O. LAKES, LLC)
RECOMMENDATION:
1. Adopt resolution authorizing the approval of Final Parcel Map No. LD 202170435 by designated City staff for future recordation (T.O. Lakes, LLC).
2. Authorize the City Engineer to approve and City Clerk to sign the Parcel Map and Access Easement Covenant when they are in a complete and acceptable form, and to process other necessary and pertinent documents and drawings.
3. Authorize City Engineer to approve, and the Mayor and City Manager to sign the Owner’s Statement on the Parcel Map, Access Easement Covenant, and other related documents on behalf of the City when they are in a complete and acceptable form.
4. Authorize City Clerk and other necessary City staff to sign an Abandonment Certificate for unnecessary public utilities easement previously reserved for public benefit and identified on the cover sheet of Parcel Map LD 202170435 which will enable the public utilities easement to be abandoned upon recordation of the Parcel Map.
E. Zero Emission Bus Plan Consulting Services Task Order RECOMMENDATION:
Approve Task Order No. 2 with Stantec Consulting Services, Inc, (Los Angeles, CA) on Contract No. 125002020 for a nottoexceed amount of $102,836, to prepare a State of California required Zero Emission Bus Transition Plan.
F. Termination of Contract – Industrial Strength Advertising and Design RECOMMENDATION:
Approve termination of Professional Services Agreement, Contract No. 128492021 with Industrial Strength Advertising and Design with 30 days’ notice in accordance with the terms of the contract and authorize City Manager to execute Termination Letter.
G. Rancho Conejo Biotech Area Sidewalk Project Engineering Services CI 5664 RECOMMENDATION:
1. Approve Professional Services Agreement with MNS Engineers, Inc., (Thousand Oaks, CA) in an amount nottoexceed $315,866 for engineering and design of the Rancho Conejo Biotech Area Sidewalk Project (CI 5664), plus extra services of $31,634, for a total amount nottoexceed of $347,500, with a term ending June 30, 2024, with optional extensions to June 30, 2027.
2. Authorize acceptance of Federal COVID Relief and Recovery Supplemental Appropriation Act Grant from Federal Highway Administration, in the amount of $1,592,969 for the construction phase of the Rancho Conejo Biotech Area Sidewalk Project (CI 5664).
3. Approve budget appropriation in the amount of $1,592,969 from A/C #1830000 4389900 (Federal Grant/Other) to A/C #18353106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
4. Approve budget appropriation in the amount of $1,600,000 from A/C #0010000 3111000 (General Fund, Fund Balance) to A/C #00153106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
5. Authorize expenditure in the amount of $352,500 ($315,866 Agreement, plus extra services of $31,634, and $5,000 City Furnished Materials and Supplies) from A/C #00153106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
H. Fiscal Years 202324 & 202425 Budget Calendar
RECOMMENDATION:
Approve budget calendar establishing study sessions and public hearing dates for Fiscal Year (FY) 202324 & FY 202425 Operating Budget, Capital Improvement Program Budget, and User Fees.
I. Approval of Final Tract Map No. 5946
RESOLUTION APPROVING TRACT MAP 5946 (HYDAM HOMES, LLC) LOCATED AT 2080 EAST HILLCREST DRIVE
RECOMMENDATION:
1. Adopt resolution approving Tract Map No. 5946 for recordation (Hydam Homes, LLC).
2. Authorize City Clerk and City Engineer to sign the Tract Map and Abandonment Certificate when they are in a complete and acceptable form, and to process other necessary and pertinent documents and drawings.
8. PUBLIC HEARINGS: None
9. STUDY SESSIONS: None
10. DEPARTMENT REPORTS:
A. Mobile Home Rent Stabilization Ordinance (Continued from September 13, 2022) RECOMMENDATION:
1. Receive information regarding the history of mobile home rent control regulations in the City of Thousand Oaks.
2. Provide direction as appropriate.
11. COMMITTEE/COMISSION/BOARD REPORTS:
12. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None
13. COUNCIL ISSUES/RECOMMENDATIONS:
A. Ad Hoc Homelessness Committee Update
RESOLUTION DECLARING A PORTION OF THE PROPERTY LOCATED AT 1205 LAWRENCE DRIVE AS EXEMPT SURPLUS LAND PURSUANT TO THE
SURPLUS LAND ACT
RECOMMENDATION:
1 Authorize staff to issue a Request for Proposals (RFP) for construction and operation of a navigation center (emergency shelter) at 1205 Lawrence Drive.
2. Adopt resolution declaring the property located at 1205 Lawrence Drive (APN 6670080105) as Exempt Surplus Land pursuant to the Surplus Lands Act; and authorize City Manager to take action(s) necessary to effectuate the purposes of the resolution.
3. Authorize Mayor to sign letter to County of Ventura requesting financial assistance to support capital and operating costs associated with the navigation center.
B. Update on League of California Cities Annual Conference, September 79, 2022 (Engler/McNamee)
RECOMMENDATION:
Receive report.
14. CITY MANAGER:
A. Announcements and upcoming issues
15. CLOSED SESSION:
A. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: City of Thousand Oaks vs. CHPCE Thousand Oaks LLC; Case No.: 56202200569299CUBCVTA; Pursuant to Government Code Section 54956.9(a).
16. PUBLIC NOTICES: None
17. ADJOURNMENT:
Adjourn to Regular Meeting October 11, 2022
Agenda Post Date/Time: Sep 22, 2022, 5:00P.M.
CCD:61040\h:\common\agenda\2022\092722.docx
City Council
REGULAR MEETING
Tuesday, September 27, 2022, 6:00 PM
Andrew P. Fox City Council Chambers
Public advisory: Face masks are recommended.
You may view the City Council meeting broadcast live on TV (Frontier Channel 3, Spectrum Channel 10), and YouTube (CTO Meetings).
If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.
The Brown Act prohibits a person from having to register to attend a City Council meeting. The Zoom app requires registration if you would like to attend via video/teleconference. If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.
If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 4492151 within 48 hours of the meeting.
Bob Engler , Mayor
Ed Jones , Mayor Pro Tem
Claudia Billde la Peña , Councilmember
Al Adam, Councilmember
Kevin McNamee, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Gary Rogers, Deputy City Manager Kelvin Parker, Community Development Director Jaime Boscarino, Finance Dir./City Treasurer Cynthia M. Rodriguez, City Clerk Clifford G. Finley, Public Works Director Jonathan Serret, Cultural Affairs Director Tim Giles, Human Resources Director Jennifer Patterson, Library Services Director Alexandra South, Strategic Communications/Public Affairs Dir.
Jim Friedl, General Manager, CRPD Jeremy Paris, Police Chief Jeff Shea, Fire Chief
MISSION STATEMENT:
Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:
AGENDA AVAILABILITY: The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at www.toaks.org. Televised City Council Meetings are rebroadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10).
PUBLIC INPUT: To provide your comments to the City Councilmembers please submit comments via the online Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online Speaker Form (you will be asked to provide an email address and telephone number). If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open at 5:30 p.m. All Ventura County Health requirements will be followed, which may include limited capacity, social distancing, and wearing face masks. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at [email protected] or call (805) 4492151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law.
Communications will NOT be edited for redactions and will be printed/posted as submitted.
SPANISH INTERPRETATION: If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 4492151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.
INTERPRETACIÓN AL ESPAÑOL : Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 4492151 o por correo electrónico a [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.
CONSENT CALENDAR: Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.
There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.
SUPPLEMENTAL INFORMATION: Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets. Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting. Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.
JUDICIAL REVIEW: Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 14.05.
1. CALL TO ORDER:
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL:
4. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:
5. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:
A. Las Virgenes Municipal Water District Pure Water Project – Environmental Impact Report Public Review
6. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011066/067)
7. CONSENT CALENDAR:
A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:
Ratify September 14, 2022, and September 21, 2022; approve September 28, 2022, and October 5, 2022, subject to review and ratification B. Minutes of City Council meeting of September 13, 2022 RECOMMENDATION:
Approve
C. Environmental Consulting Services for Los Robles Cancer Treatment Center Project RECOMMENDATION:
1. Approve Task Order No. 3 (OnCall Contract No. 125202020) with Dudek Consulting of Santa Barbara, CA, to complete environmental documents for the Los Robles Cancer Treatment Center Project at 400 East Rolling Oaks Drive, with a base cost of $103,760 and additional services of $21,240 for a total nottoexceed amount of $125,000.
2. Approve budget appropriation and authorize expenditure in an amount notto exceed $125,000 from A/C #00142104474000 (Charges for Services Planning Fees/Permit) to A/C #00142106415947 (Contracted Services, Reimbursable).
D. Land Division Map for Lakes Residential Development (LD 202170435) RESOLUTION AUTHORIZING APPROVAL OF PARCEL MAP LD 2170435 – 2200 E. THOUSAND OAKS BOULEVARD (T.O. LAKES, LLC)
RECOMMENDATION:
1. Adopt resolution authorizing the approval of Final Parcel Map No. LD 202170435 by designated City staff for future recordation (T.O. Lakes, LLC).
2. Authorize the City Engineer to approve and City Clerk to sign the Parcel Map and Access Easement Covenant when they are in a complete and acceptable form, and to process other necessary and pertinent documents and drawings.
3. Authorize City Engineer to approve, and the Mayor and City Manager to sign the Owner’s Statement on the Parcel Map, Access Easement Covenant, and other related documents on behalf of the City when they are in a complete and acceptable form.
4. Authorize City Clerk and other necessary City staff to sign an Abandonment Certificate for unnecessary public utilities easement previously reserved for public benefit and identified on the cover sheet of Parcel Map LD 202170435 which will enable the public utilities easement to be abandoned upon recordation of the Parcel Map.
E. Zero Emission Bus Plan Consulting Services Task Order RECOMMENDATION:
Approve Task Order No. 2 with Stantec Consulting Services, Inc, (Los Angeles, CA) on Contract No. 125002020 for a nottoexceed amount of $102,836, to prepare a State of California required Zero Emission Bus Transition Plan.
F. Termination of Contract – Industrial Strength Advertising and Design RECOMMENDATION:
Approve termination of Professional Services Agreement, Contract No. 128492021 with Industrial Strength Advertising and Design with 30 days’ notice in accordance with the terms of the contract and authorize City Manager to execute Termination Letter.
G. Rancho Conejo Biotech Area Sidewalk Project Engineering Services CI 5664 RECOMMENDATION:
1. Approve Professional Services Agreement with MNS Engineers, Inc., (Thousand Oaks, CA) in an amount nottoexceed $315,866 for engineering and design of the Rancho Conejo Biotech Area Sidewalk Project (CI 5664), plus extra services of $31,634, for a total amount nottoexceed of $347,500, with a term ending June 30, 2024, with optional extensions to June 30, 2027.
2. Authorize acceptance of Federal COVID Relief and Recovery Supplemental Appropriation Act Grant from Federal Highway Administration, in the amount of $1,592,969 for the construction phase of the Rancho Conejo Biotech Area Sidewalk Project (CI 5664).
3. Approve budget appropriation in the amount of $1,592,969 from A/C #1830000 4389900 (Federal Grant/Other) to A/C #18353106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
4. Approve budget appropriation in the amount of $1,600,000 from A/C #0010000 3111000 (General Fund, Fund Balance) to A/C #00153106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
5. Authorize expenditure in the amount of $352,500 ($315,866 Agreement, plus extra services of $31,634, and $5,000 City Furnished Materials and Supplies) from A/C #00153106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
H. Fiscal Years 202324 & 202425 Budget Calendar
RECOMMENDATION:
Approve budget calendar establishing study sessions and public hearing dates for Fiscal Year (FY) 202324 & FY 202425 Operating Budget, Capital Improvement Program Budget, and User Fees.
I. Approval of Final Tract Map No. 5946
RESOLUTION APPROVING TRACT MAP 5946 (HYDAM HOMES, LLC) LOCATED AT 2080 EAST HILLCREST DRIVE
RECOMMENDATION:
1. Adopt resolution approving Tract Map No. 5946 for recordation (Hydam Homes, LLC).
2. Authorize City Clerk and City Engineer to sign the Tract Map and Abandonment Certificate when they are in a complete and acceptable form, and to process other necessary and pertinent documents and drawings.
8. PUBLIC HEARINGS: None
9. STUDY SESSIONS: None
10. DEPARTMENT REPORTS:
A. Mobile Home Rent Stabilization Ordinance (Continued from September 13, 2022) RECOMMENDATION:
1. Receive information regarding the history of mobile home rent control regulations in the City of Thousand Oaks.
2. Provide direction as appropriate.
11. COMMITTEE/COMISSION/BOARD REPORTS:
12. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None
13. COUNCIL ISSUES/RECOMMENDATIONS:
A. Ad Hoc Homelessness Committee Update
RESOLUTION DECLARING A PORTION OF THE PROPERTY LOCATED AT 1205 LAWRENCE DRIVE AS EXEMPT SURPLUS LAND PURSUANT TO THE
SURPLUS LAND ACT
RECOMMENDATION:
1 Authorize staff to issue a Request for Proposals (RFP) for construction and operation of a navigation center (emergency shelter) at 1205 Lawrence Drive.
2. Adopt resolution declaring the property located at 1205 Lawrence Drive (APN 6670080105) as Exempt Surplus Land pursuant to the Surplus Lands Act; and authorize City Manager to take action(s) necessary to effectuate the purposes of the resolution.
3. Authorize Mayor to sign letter to County of Ventura requesting financial assistance to support capital and operating costs associated with the navigation center.
B. Update on League of California Cities Annual Conference, September 79, 2022 (Engler/McNamee)
RECOMMENDATION:
Receive report.
14. CITY MANAGER:
A. Announcements and upcoming issues
15. CLOSED SESSION:
A. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: City of Thousand Oaks vs. CHPCE Thousand Oaks LLC; Case No.: 56202200569299CUBCVTA; Pursuant to Government Code Section 54956.9(a).
16. PUBLIC NOTICES: None
17. ADJOURNMENT:
Adjourn to Regular Meeting October 11, 2022
Agenda Post Date/Time: Sep 22, 2022, 5:00P.M.
CCD:61040\h:\common\agenda\2022\092722.docx
City Council
REGULAR MEETING
Tuesday, September 27, 2022, 6:00 PM
Andrew P. Fox City Council Chambers
Public advisory: Face masks are recommended.
You may view the City Council meeting broadcast live on TV (Frontier Channel 3, Spectrum Channel 10), and YouTube (CTO Meetings).
If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.
The Brown Act prohibits a person from having to register to attend a City Council meeting. The Zoom app requires registration if you would like to attend via video/teleconference. If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.
If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 4492151 within 48 hours of the meeting.
Bob Engler , Mayor
Ed Jones , Mayor Pro Tem
Claudia Billde la Peña , Councilmember
Al Adam, Councilmember
Kevin McNamee, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Gary Rogers, Deputy City Manager Kelvin Parker, Community Development Director Jaime Boscarino, Finance Dir./City Treasurer Cynthia M. Rodriguez, City Clerk Clifford G. Finley, Public Works Director Jonathan Serret, Cultural Affairs Director Tim Giles, Human Resources Director Jennifer Patterson, Library Services Director Alexandra South, Strategic Communications/Public Affairs Dir.
Jim Friedl, General Manager, CRPD Jeremy Paris, Police Chief Jeff Shea, Fire Chief
MISSION STATEMENT:
Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:
AGENDA AVAILABILITY: The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at www.toaks.org. Televised City Council Meetings are rebroadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10).
PUBLIC INPUT: To provide your comments to the City Councilmembers please submit comments via the online Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online Speaker Form (you will be asked to provide an email address and telephone number). If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open at 5:30 p.m. All Ventura County Health requirements will be followed, which may include limited capacity, social distancing, and wearing face masks. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at [email protected] or call (805) 4492151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law.
Communications will NOT be edited for redactions and will be printed/posted as submitted.
SPANISH INTERPRETATION: If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 4492151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.
INTERPRETACIÓN AL ESPAÑOL : Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 4492151 o por correo electrónico a [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.
CONSENT CALENDAR: Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.
There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.
SUPPLEMENTAL INFORMATION: Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets. Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting. Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.
JUDICIAL REVIEW: Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 14.05.
1. CALL TO ORDER:
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL:
4. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:
5. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:
A. Las Virgenes Municipal Water District Pure Water Project – Environmental Impact Report Public Review
6. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011066/067)
7. CONSENT CALENDAR:
A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:
Ratify September 14, 2022, and September 21, 2022; approve September 28, 2022, and October 5, 2022, subject to review and ratification B. Minutes of City Council meeting of September 13, 2022 RECOMMENDATION:
Approve
C. Environmental Consulting Services for Los Robles Cancer Treatment Center Project RECOMMENDATION:
1. Approve Task Order No. 3 (OnCall Contract No. 125202020) with Dudek Consulting of Santa Barbara, CA, to complete environmental documents for the Los Robles Cancer Treatment Center Project at 400 East Rolling Oaks Drive, with a base cost of $103,760 and additional services of $21,240 for a total nottoexceed amount of $125,000.
2. Approve budget appropriation and authorize expenditure in an amount notto exceed $125,000 from A/C #00142104474000 (Charges for Services Planning Fees/Permit) to A/C #00142106415947 (Contracted Services, Reimbursable).
D. Land Division Map for Lakes Residential Development (LD 202170435) RESOLUTION AUTHORIZING APPROVAL OF PARCEL MAP LD 2170435 – 2200 E. THOUSAND OAKS BOULEVARD (T.O. LAKES, LLC)
RECOMMENDATION:
1. Adopt resolution authorizing the approval of Final Parcel Map No. LD 202170435 by designated City staff for future recordation (T.O. Lakes, LLC).
2. Authorize the City Engineer to approve and City Clerk to sign the Parcel Map and Access Easement Covenant when they are in a complete and acceptable form, and to process other necessary and pertinent documents and drawings.
3. Authorize City Engineer to approve, and the Mayor and City Manager to sign the Owner’s Statement on the Parcel Map, Access Easement Covenant, and other related documents on behalf of the City when they are in a complete and acceptable form.
4. Authorize City Clerk and other necessary City staff to sign an Abandonment Certificate for unnecessary public utilities easement previously reserved for public benefit and identified on the cover sheet of Parcel Map LD 202170435 which will enable the public utilities easement to be abandoned upon recordation of the Parcel Map.
E. Zero Emission Bus Plan Consulting Services Task Order RECOMMENDATION:
Approve Task Order No. 2 with Stantec Consulting Services, Inc, (Los Angeles, CA) on Contract No. 125002020 for a nottoexceed amount of $102,836, to prepare a State of California required Zero Emission Bus Transition Plan.
F. Termination of Contract – Industrial Strength Advertising and Design RECOMMENDATION:
Approve termination of Professional Services Agreement, Contract No. 128492021 with Industrial Strength Advertising and Design with 30 days’ notice in accordance with the terms of the contract and authorize City Manager to execute Termination Letter.
G. Rancho Conejo Biotech Area Sidewalk Project Engineering Services CI 5664 RECOMMENDATION:
1. Approve Professional Services Agreement with MNS Engineers, Inc., (Thousand Oaks, CA) in an amount nottoexceed $315,866 for engineering and design of the Rancho Conejo Biotech Area Sidewalk Project (CI 5664), plus extra services of $31,634, for a total amount nottoexceed of $347,500, with a term ending June 30, 2024, with optional extensions to June 30, 2027.
2. Authorize acceptance of Federal COVID Relief and Recovery Supplemental Appropriation Act Grant from Federal Highway Administration, in the amount of $1,592,969 for the construction phase of the Rancho Conejo Biotech Area Sidewalk Project (CI 5664).
3. Approve budget appropriation in the amount of $1,592,969 from A/C #1830000 4389900 (Federal Grant/Other) to A/C #18353106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
4. Approve budget appropriation in the amount of $1,600,000 from A/C #0010000 3111000 (General Fund, Fund Balance) to A/C #00153106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
5. Authorize expenditure in the amount of $352,500 ($315,866 Agreement, plus extra services of $31,634, and $5,000 City Furnished Materials and Supplies) from A/C #00153106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
H. Fiscal Years 202324 & 202425 Budget Calendar
RECOMMENDATION:
Approve budget calendar establishing study sessions and public hearing dates for Fiscal Year (FY) 202324 & FY 202425 Operating Budget, Capital Improvement Program Budget, and User Fees.
I. Approval of Final Tract Map No. 5946
RESOLUTION APPROVING TRACT MAP 5946 (HYDAM HOMES, LLC) LOCATED AT 2080 EAST HILLCREST DRIVE
RECOMMENDATION:
1. Adopt resolution approving Tract Map No. 5946 for recordation (Hydam Homes, LLC).
2. Authorize City Clerk and City Engineer to sign the Tract Map and Abandonment Certificate when they are in a complete and acceptable form, and to process other necessary and pertinent documents and drawings.
8. PUBLIC HEARINGS: None
9. STUDY SESSIONS: None
10. DEPARTMENT REPORTS:
A. Mobile Home Rent Stabilization Ordinance (Continued from September 13, 2022) RECOMMENDATION:
1. Receive information regarding the history of mobile home rent control regulations in the City of Thousand Oaks.
2. Provide direction as appropriate.
11. COMMITTEE/COMISSION/BOARD REPORTS:
12. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None
13. COUNCIL ISSUES/RECOMMENDATIONS:
A. Ad Hoc Homelessness Committee Update
RESOLUTION DECLARING A PORTION OF THE PROPERTY LOCATED AT 1205 LAWRENCE DRIVE AS EXEMPT SURPLUS LAND PURSUANT TO THE
SURPLUS LAND ACT
RECOMMENDATION:
1 Authorize staff to issue a Request for Proposals (RFP) for construction and operation of a navigation center (emergency shelter) at 1205 Lawrence Drive.
2. Adopt resolution declaring the property located at 1205 Lawrence Drive (APN 6670080105) as Exempt Surplus Land pursuant to the Surplus Lands Act; and authorize City Manager to take action(s) necessary to effectuate the purposes of the resolution.
3. Authorize Mayor to sign letter to County of Ventura requesting financial assistance to support capital and operating costs associated with the navigation center.
B. Update on League of California Cities Annual Conference, September 79, 2022 (Engler/McNamee)
RECOMMENDATION:
Receive report.
14. CITY MANAGER:
A. Announcements and upcoming issues
15. CLOSED SESSION:
A. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: City of Thousand Oaks vs. CHPCE Thousand Oaks LLC; Case No.: 56202200569299CUBCVTA; Pursuant to Government Code Section 54956.9(a).
16. PUBLIC NOTICES: None
17. ADJOURNMENT:
Adjourn to Regular Meeting October 11, 2022
Agenda Post Date/Time: Sep 22, 2022, 5:00P.M.
CCD:61040\h:\common\agenda\2022\092722.docx
City Council
REGULAR MEETING
Tuesday, September 27, 2022, 6:00 PM
Andrew P. Fox City Council Chambers
Public advisory: Face masks are recommended.
You may view the City Council meeting broadcast live on TV (Frontier Channel 3, Spectrum Channel 10), and YouTube (CTO Meetings).
If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.
The Brown Act prohibits a person from having to register to attend a City Council meeting. The Zoom app requires registration if you would like to attend via video/teleconference. If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.
If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 4492151 within 48 hours of the meeting.
Bob Engler , Mayor
Ed Jones , Mayor Pro Tem
Claudia Billde la Peña , Councilmember
Al Adam, Councilmember
Kevin McNamee, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Gary Rogers, Deputy City Manager Kelvin Parker, Community Development Director Jaime Boscarino, Finance Dir./City Treasurer Cynthia M. Rodriguez, City Clerk Clifford G. Finley, Public Works Director Jonathan Serret, Cultural Affairs Director Tim Giles, Human Resources Director Jennifer Patterson, Library Services Director Alexandra South, Strategic Communications/Public Affairs Dir.
Jim Friedl, General Manager, CRPD Jeremy Paris, Police Chief Jeff Shea, Fire Chief
MISSION STATEMENT:
Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:
AGENDA AVAILABILITY: The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at www.toaks.org. Televised City Council Meetings are rebroadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10).
PUBLIC INPUT: To provide your comments to the City Councilmembers please submit comments via the online Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online Speaker Form (you will be asked to provide an email address and telephone number). If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open at 5:30 p.m. All Ventura County Health requirements will be followed, which may include limited capacity, social distancing, and wearing face masks. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at [email protected] or call (805) 4492151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law.
Communications will NOT be edited for redactions and will be printed/posted as submitted.
SPANISH INTERPRETATION: If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 4492151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.
INTERPRETACIÓN AL ESPAÑOL : Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 4492151 o por correo electrónico a [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.
CONSENT CALENDAR: Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.
There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.
SUPPLEMENTAL INFORMATION: Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets. Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting. Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.
JUDICIAL REVIEW: Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 14.05.
1. CALL TO ORDER:
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL:
4. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:
5. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:
A. Las Virgenes Municipal Water District Pure Water Project – Environmental Impact Report Public Review
6. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011066/067)
7. CONSENT CALENDAR:
A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:
Ratify September 14, 2022, and September 21, 2022; approve September 28, 2022, and October 5, 2022, subject to review and ratification B. Minutes of City Council meeting of September 13, 2022 RECOMMENDATION:
Approve
C. Environmental Consulting Services for Los Robles Cancer Treatment Center Project RECOMMENDATION:
1. Approve Task Order No. 3 (OnCall Contract No. 125202020) with Dudek Consulting of Santa Barbara, CA, to complete environmental documents for the Los Robles Cancer Treatment Center Project at 400 East Rolling Oaks Drive, with a base cost of $103,760 and additional services of $21,240 for a total nottoexceed amount of $125,000.
2. Approve budget appropriation and authorize expenditure in an amount notto exceed $125,000 from A/C #00142104474000 (Charges for Services Planning Fees/Permit) to A/C #00142106415947 (Contracted Services, Reimbursable).
D. Land Division Map for Lakes Residential Development (LD 202170435) RESOLUTION AUTHORIZING APPROVAL OF PARCEL MAP LD 2170435 – 2200 E. THOUSAND OAKS BOULEVARD (T.O. LAKES, LLC)
RECOMMENDATION:
1. Adopt resolution authorizing the approval of Final Parcel Map No. LD 202170435 by designated City staff for future recordation (T.O. Lakes, LLC).
2. Authorize the City Engineer to approve and City Clerk to sign the Parcel Map and Access Easement Covenant when they are in a complete and acceptable form, and to process other necessary and pertinent documents and drawings.
3. Authorize City Engineer to approve, and the Mayor and City Manager to sign the Owner’s Statement on the Parcel Map, Access Easement Covenant, and other related documents on behalf of the City when they are in a complete and acceptable form.
4. Authorize City Clerk and other necessary City staff to sign an Abandonment Certificate for unnecessary public utilities easement previously reserved for public benefit and identified on the cover sheet of Parcel Map LD 202170435 which will enable the public utilities easement to be abandoned upon recordation of the Parcel Map.
E. Zero Emission Bus Plan Consulting Services Task Order RECOMMENDATION:
Approve Task Order No. 2 with Stantec Consulting Services, Inc, (Los Angeles, CA) on Contract No. 125002020 for a nottoexceed amount of $102,836, to prepare a State of California required Zero Emission Bus Transition Plan.
F. Termination of Contract – Industrial Strength Advertising and Design RECOMMENDATION:
Approve termination of Professional Services Agreement, Contract No. 128492021 with Industrial Strength Advertising and Design with 30 days’ notice in accordance with the terms of the contract and authorize City Manager to execute Termination Letter.
G. Rancho Conejo Biotech Area Sidewalk Project Engineering Services CI 5664 RECOMMENDATION:
1. Approve Professional Services Agreement with MNS Engineers, Inc., (Thousand Oaks, CA) in an amount nottoexceed $315,866 for engineering and design of the Rancho Conejo Biotech Area Sidewalk Project (CI 5664), plus extra services of $31,634, for a total amount nottoexceed of $347,500, with a term ending June 30, 2024, with optional extensions to June 30, 2027.
2. Authorize acceptance of Federal COVID Relief and Recovery Supplemental Appropriation Act Grant from Federal Highway Administration, in the amount of $1,592,969 for the construction phase of the Rancho Conejo Biotech Area Sidewalk Project (CI 5664).
3. Approve budget appropriation in the amount of $1,592,969 from A/C #1830000 4389900 (Federal Grant/Other) to A/C #18353106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
4. Approve budget appropriation in the amount of $1,600,000 from A/C #0010000 3111000 (General Fund, Fund Balance) to A/C #00153106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
5. Authorize expenditure in the amount of $352,500 ($315,866 Agreement, plus extra services of $31,634, and $5,000 City Furnished Materials and Supplies) from A/C #00153106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
H. Fiscal Years 202324 & 202425 Budget Calendar
RECOMMENDATION:
Approve budget calendar establishing study sessions and public hearing dates for Fiscal Year (FY) 202324 & FY 202425 Operating Budget, Capital Improvement Program Budget, and User Fees.
I. Approval of Final Tract Map No. 5946
RESOLUTION APPROVING TRACT MAP 5946 (HYDAM HOMES, LLC) LOCATED AT 2080 EAST HILLCREST DRIVE
RECOMMENDATION:
1. Adopt resolution approving Tract Map No. 5946 for recordation (Hydam Homes, LLC).
2. Authorize City Clerk and City Engineer to sign the Tract Map and Abandonment Certificate when they are in a complete and acceptable form, and to process other necessary and pertinent documents and drawings.
8. PUBLIC HEARINGS: None
9. STUDY SESSIONS: None
10. DEPARTMENT REPORTS:
A. Mobile Home Rent Stabilization Ordinance (Continued from September 13, 2022) RECOMMENDATION:
1. Receive information regarding the history of mobile home rent control regulations in the City of Thousand Oaks.
2. Provide direction as appropriate.
11. COMMITTEE/COMISSION/BOARD REPORTS:
12. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None
13. COUNCIL ISSUES/RECOMMENDATIONS:
A. Ad Hoc Homelessness Committee Update
RESOLUTION DECLARING A PORTION OF THE PROPERTY LOCATED AT 1205 LAWRENCE DRIVE AS EXEMPT SURPLUS LAND PURSUANT TO THE
SURPLUS LAND ACT
RECOMMENDATION:
1 Authorize staff to issue a Request for Proposals (RFP) for construction and operation of a navigation center (emergency shelter) at 1205 Lawrence Drive.
2. Adopt resolution declaring the property located at 1205 Lawrence Drive (APN 6670080105) as Exempt Surplus Land pursuant to the Surplus Lands Act; and authorize City Manager to take action(s) necessary to effectuate the purposes of the resolution.
3. Authorize Mayor to sign letter to County of Ventura requesting financial assistance to support capital and operating costs associated with the navigation center.
B. Update on League of California Cities Annual Conference, September 79, 2022 (Engler/McNamee)
RECOMMENDATION:
Receive report.
14. CITY MANAGER:
A. Announcements and upcoming issues
15. CLOSED SESSION:
A. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: City of Thousand Oaks vs. CHPCE Thousand Oaks LLC; Case No.: 56202200569299CUBCVTA; Pursuant to Government Code Section 54956.9(a).
16. PUBLIC NOTICES: None
17. ADJOURNMENT:
Adjourn to Regular Meeting October 11, 2022
Agenda Post Date/Time: Sep 22, 2022, 5:00P.M.
CCD:61040\h:\common\agenda\2022\092722.docx
City Council
REGULAR MEETING
Tuesday, September 27, 2022, 6:00 PM
Andrew P. Fox City Council Chambers
Public advisory: Face masks are recommended.
You may view the City Council meeting broadcast live on TV (Frontier Channel 3, Spectrum Channel 10), and YouTube (CTO Meetings).
If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.
The Brown Act prohibits a person from having to register to attend a City Council meeting. The Zoom app requires registration if you would like to attend via video/teleconference. If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.
If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 4492151 within 48 hours of the meeting.
Bob Engler , Mayor
Ed Jones , Mayor Pro Tem
Claudia Billde la Peña , Councilmember
Al Adam, Councilmember
Kevin McNamee, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Gary Rogers, Deputy City Manager Kelvin Parker, Community Development Director Jaime Boscarino, Finance Dir./City Treasurer Cynthia M. Rodriguez, City Clerk Clifford G. Finley, Public Works Director Jonathan Serret, Cultural Affairs Director Tim Giles, Human Resources Director Jennifer Patterson, Library Services Director Alexandra South, Strategic Communications/Public Affairs Dir.
Jim Friedl, General Manager, CRPD Jeremy Paris, Police Chief Jeff Shea, Fire Chief
MISSION STATEMENT:
Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:
AGENDA AVAILABILITY: The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at www.toaks.org. Televised City Council Meetings are rebroadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10).
PUBLIC INPUT: To provide your comments to the City Councilmembers please submit comments via the online Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online Speaker Form (you will be asked to provide an email address and telephone number). If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open at 5:30 p.m. All Ventura County Health requirements will be followed, which may include limited capacity, social distancing, and wearing face masks. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at [email protected] or call (805) 4492151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law.
Communications will NOT be edited for redactions and will be printed/posted as submitted.
SPANISH INTERPRETATION: If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 4492151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.
INTERPRETACIÓN AL ESPAÑOL : Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 4492151 o por correo electrónico a [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.
CONSENT CALENDAR: Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.
There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.
SUPPLEMENTAL INFORMATION: Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets. Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting. Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.
JUDICIAL REVIEW: Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 14.05.
1. CALL TO ORDER:
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL:
4. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:
5. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:
A. Las Virgenes Municipal Water District Pure Water Project – Environmental Impact Report Public Review
6. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011066/067)
7. CONSENT CALENDAR:
A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:
Ratify September 14, 2022, and September 21, 2022; approve September 28, 2022, and October 5, 2022, subject to review and ratification B. Minutes of City Council meeting of September 13, 2022 RECOMMENDATION:
Approve
C. Environmental Consulting Services for Los Robles Cancer Treatment Center Project RECOMMENDATION:
1. Approve Task Order No. 3 (OnCall Contract No. 125202020) with Dudek Consulting of Santa Barbara, CA, to complete environmental documents for the Los Robles Cancer Treatment Center Project at 400 East Rolling Oaks Drive, with a base cost of $103,760 and additional services of $21,240 for a total nottoexceed amount of $125,000.
2. Approve budget appropriation and authorize expenditure in an amount notto exceed $125,000 from A/C #00142104474000 (Charges for Services Planning Fees/Permit) to A/C #00142106415947 (Contracted Services, Reimbursable).
D. Land Division Map for Lakes Residential Development (LD 202170435) RESOLUTION AUTHORIZING APPROVAL OF PARCEL MAP LD 2170435 – 2200 E. THOUSAND OAKS BOULEVARD (T.O. LAKES, LLC)
RECOMMENDATION:
1. Adopt resolution authorizing the approval of Final Parcel Map No. LD 202170435 by designated City staff for future recordation (T.O. Lakes, LLC).
2. Authorize the City Engineer to approve and City Clerk to sign the Parcel Map and Access Easement Covenant when they are in a complete and acceptable form, and to process other necessary and pertinent documents and drawings.
3. Authorize City Engineer to approve, and the Mayor and City Manager to sign the Owner’s Statement on the Parcel Map, Access Easement Covenant, and other related documents on behalf of the City when they are in a complete and acceptable form.
4. Authorize City Clerk and other necessary City staff to sign an Abandonment Certificate for unnecessary public utilities easement previously reserved for public benefit and identified on the cover sheet of Parcel Map LD 202170435 which will enable the public utilities easement to be abandoned upon recordation of the Parcel Map.
E. Zero Emission Bus Plan Consulting Services Task Order RECOMMENDATION:
Approve Task Order No. 2 with Stantec Consulting Services, Inc, (Los Angeles, CA) on Contract No. 125002020 for a nottoexceed amount of $102,836, to prepare a State of California required Zero Emission Bus Transition Plan.
F. Termination of Contract – Industrial Strength Advertising and Design RECOMMENDATION:
Approve termination of Professional Services Agreement, Contract No. 128492021 with Industrial Strength Advertising and Design with 30 days’ notice in accordance with the terms of the contract and authorize City Manager to execute Termination Letter.
G. Rancho Conejo Biotech Area Sidewalk Project Engineering Services CI 5664 RECOMMENDATION:
1. Approve Professional Services Agreement with MNS Engineers, Inc., (Thousand Oaks, CA) in an amount nottoexceed $315,866 for engineering and design of the Rancho Conejo Biotech Area Sidewalk Project (CI 5664), plus extra services of $31,634, for a total amount nottoexceed of $347,500, with a term ending June 30, 2024, with optional extensions to June 30, 2027.
2. Authorize acceptance of Federal COVID Relief and Recovery Supplemental Appropriation Act Grant from Federal Highway Administration, in the amount of $1,592,969 for the construction phase of the Rancho Conejo Biotech Area Sidewalk Project (CI 5664).
3. Approve budget appropriation in the amount of $1,592,969 from A/C #1830000 4389900 (Federal Grant/Other) to A/C #18353106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
4. Approve budget appropriation in the amount of $1,600,000 from A/C #0010000 3111000 (General Fund, Fund Balance) to A/C #00153106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
5. Authorize expenditure in the amount of $352,500 ($315,866 Agreement, plus extra services of $31,634, and $5,000 City Furnished Materials and Supplies) from A/C #00153106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
H. Fiscal Years 202324 & 202425 Budget Calendar
RECOMMENDATION:
Approve budget calendar establishing study sessions and public hearing dates for Fiscal Year (FY) 202324 & FY 202425 Operating Budget, Capital Improvement Program Budget, and User Fees.
I. Approval of Final Tract Map No. 5946
RESOLUTION APPROVING TRACT MAP 5946 (HYDAM HOMES, LLC) LOCATED AT 2080 EAST HILLCREST DRIVE
RECOMMENDATION:
1. Adopt resolution approving Tract Map No. 5946 for recordation (Hydam Homes, LLC).
2. Authorize City Clerk and City Engineer to sign the Tract Map and Abandonment Certificate when they are in a complete and acceptable form, and to process other necessary and pertinent documents and drawings.
8. PUBLIC HEARINGS: None
9. STUDY SESSIONS: None
10. DEPARTMENT REPORTS:
A. Mobile Home Rent Stabilization Ordinance (Continued from September 13, 2022) RECOMMENDATION:
1. Receive information regarding the history of mobile home rent control regulations in the City of Thousand Oaks.
2. Provide direction as appropriate.
11. COMMITTEE/COMISSION/BOARD REPORTS:
12. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None
13. COUNCIL ISSUES/RECOMMENDATIONS:
A. Ad Hoc Homelessness Committee Update
RESOLUTION DECLARING A PORTION OF THE PROPERTY LOCATED AT 1205 LAWRENCE DRIVE AS EXEMPT SURPLUS LAND PURSUANT TO THE
SURPLUS LAND ACT
RECOMMENDATION:
1 Authorize staff to issue a Request for Proposals (RFP) for construction and operation of a navigation center (emergency shelter) at 1205 Lawrence Drive.
2. Adopt resolution declaring the property located at 1205 Lawrence Drive (APN 6670080105) as Exempt Surplus Land pursuant to the Surplus Lands Act; and authorize City Manager to take action(s) necessary to effectuate the purposes of the resolution.
3. Authorize Mayor to sign letter to County of Ventura requesting financial assistance to support capital and operating costs associated with the navigation center.
B. Update on League of California Cities Annual Conference, September 79, 2022 (Engler/McNamee)
RECOMMENDATION:
Receive report.
14. CITY MANAGER:
A. Announcements and upcoming issues
15. CLOSED SESSION:
A. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: City of Thousand Oaks vs. CHPCE Thousand Oaks LLC; Case No.: 56202200569299CUBCVTA; Pursuant to Government Code Section 54956.9(a).
16. PUBLIC NOTICES: None
17. ADJOURNMENT:
Adjourn to Regular Meeting October 11, 2022
Agenda Post Date/Time: Sep 22, 2022, 5:00P.M.
CCD:61040\h:\common\agenda\2022\092722.docx
City Council
REGULAR MEETING
Tuesday, September 27, 2022, 6:00 PM
Andrew P. Fox City Council Chambers
Public advisory: Face masks are recommended.
You may view the City Council meeting broadcast live on TV (Frontier Channel 3, Spectrum Channel 10), and YouTube (CTO Meetings).
If you would like to submit a written comment, please complete the online Comment Form. Please see Public Input section below for more information.
The Brown Act prohibits a person from having to register to attend a City Council meeting. The Zoom app requires registration if you would like to attend via video/teleconference. If you do not wish to register to attend the City Council meeting via Zoom, City Council chambers is open and accessible to the public.
If you would like to speak on an agenda item REMOTELY (NOT in person), please complete the online Speaker Form. Please see Public Input section below for more information.
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in the City Council meeting, please contact the City Clerk Department (805) 4492151 within 48 hours of the meeting.
Bob Engler , Mayor
Ed Jones , Mayor Pro Tem
Claudia Billde la Peña , Councilmember
Al Adam, Councilmember
Kevin McNamee, Councilmember
Executive Team
Andrew P. Powers, City Manager Tracy M. Noonan, City Attorney Ingrid Hardy, Assistant City Manager Gary Rogers, Deputy City Manager Kelvin Parker, Community Development Director Jaime Boscarino, Finance Dir./City Treasurer Cynthia M. Rodriguez, City Clerk Clifford G. Finley, Public Works Director Jonathan Serret, Cultural Affairs Director Tim Giles, Human Resources Director Jennifer Patterson, Library Services Director Alexandra South, Strategic Communications/Public Affairs Dir.
Jim Friedl, General Manager, CRPD Jeremy Paris, Police Chief Jeff Shea, Fire Chief
MISSION STATEMENT:
Extraordinary Service to the Citizens We Serve is Our Purpose The following is provided to assist with public participation:
AGENDA AVAILABILITY: The City Council Agenda is posted at the entry to the Civic Arts Plaza/City Hall, 2100 E. Thousand Oaks Boulevard, Thousand Oaks [main posting location pursuant to the Brown Act, G.C. 54954.2(a)]. Agenda packet and “Live and Archived” meetings and minutes are available on the City’s website at www.toaks.org. Televised City Council Meetings are rebroadcast Thursday and Sunday (following meeting) at 10:00 a.m. and 6:00 p.m. on TV (Frontier Channel 3, Spectrum Channel 10).
PUBLIC INPUT: To provide your comments to the City Councilmembers please submit comments via the online Comment Form. Written comment cards will also be available for submission at the meeting. If you would like to speak REMOTELY (NOT in person) on an agenda item during the meeting, please complete the online Speaker Form (you will be asked to provide an email address and telephone number). If you would like to speak IN PERSON, speaker cards will be available at the meeting and MUST be submitted in person. Doors open at 5:30 p.m. All Ventura County Health requirements will be followed, which may include limited capacity, social distancing, and wearing face masks. Persons addressing the City Council are requested to state their name and community of residence for the record. If you need further assistance, please email the City Clerk Department at [email protected] or call (805) 4492151. Please be advised that communications directed to the City Council are public records and are subject to disclosure pursuant to the California Public Records Act and Brown Act unless exempt from disclosure under the applicable law.
Communications will NOT be edited for redactions and will be printed/posted as submitted.
SPANISH INTERPRETATION: If you need interpretation of your communications to the City Council from Spanish into English, please contact the City Clerk Department at (805) 4492151 or by email at [email protected] . Notification of at least 48 hours will usually enable the City to make arrangements.
INTERPRETACIÓN AL ESPAÑOL : Si necesita una interpretación del español al inglés para sus comunicaciones al Consejo de la Ciudad, comuníquese con el Departmento del Secretario Municipal al (805) 4492151 o por correo electrónico a [email protected] . Por favor, avísenos con al menos 48 horas de anticipación para que la ciudad pueda hacer los arreglos necesarios.
CONSENT CALENDAR: Matters listed on Consent Calendar that do not require significant reporting and/or discussion for decision or considered to be routine, will be approved by one motion as recommended.
There will be no separate discussion unless Councilmember or staff member requests separate discussion prior to approval.
SUPPLEMENTAL INFORMATION: Any agenda related information received and distributed to the City Council after the Agenda Packet is produced is included in Supplemental Packets. Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting. Both the Thursday and Tuesday Supplemental Packets are available for public review on the City’s website.
JUDICIAL REVIEW: Any legal action by an applicant seeking to obtain a judicial review of the City Council’s decision on a Hearing or issue listed on this Agenda may be subject to the 90day filing period, of and governed by, Code of Civil Procedure Section 1094.6. Also refer to TOMC Section 14.05.
1. CALL TO ORDER:
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL:
4. REQUESTS FOR CONTINUANCE OF ANY PUBLIC HEARING OR AGENDA ITEM:
5. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:
A. Las Virgenes Municipal Water District Pure Water Project – Environmental Impact Report Public Review
6. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011066/067)
7. CONSENT CALENDAR:
A. General, Utilities, Golf Course, and Theatres Demands RECOMMENDATION:
Ratify September 14, 2022, and September 21, 2022; approve September 28, 2022, and October 5, 2022, subject to review and ratification B. Minutes of City Council meeting of September 13, 2022 RECOMMENDATION:
Approve
C. Environmental Consulting Services for Los Robles Cancer Treatment Center Project RECOMMENDATION:
1. Approve Task Order No. 3 (OnCall Contract No. 125202020) with Dudek Consulting of Santa Barbara, CA, to complete environmental documents for the Los Robles Cancer Treatment Center Project at 400 East Rolling Oaks Drive, with a base cost of $103,760 and additional services of $21,240 for a total nottoexceed amount of $125,000.
2. Approve budget appropriation and authorize expenditure in an amount notto exceed $125,000 from A/C #00142104474000 (Charges for Services Planning Fees/Permit) to A/C #00142106415947 (Contracted Services, Reimbursable).
D. Land Division Map for Lakes Residential Development (LD 202170435) RESOLUTION AUTHORIZING APPROVAL OF PARCEL MAP LD 2170435 – 2200 E. THOUSAND OAKS BOULEVARD (T.O. LAKES, LLC)
RECOMMENDATION:
1. Adopt resolution authorizing the approval of Final Parcel Map No. LD 202170435 by designated City staff for future recordation (T.O. Lakes, LLC).
2. Authorize the City Engineer to approve and City Clerk to sign the Parcel Map and Access Easement Covenant when they are in a complete and acceptable form, and to process other necessary and pertinent documents and drawings.
3. Authorize City Engineer to approve, and the Mayor and City Manager to sign the Owner’s Statement on the Parcel Map, Access Easement Covenant, and other related documents on behalf of the City when they are in a complete and acceptable form.
4. Authorize City Clerk and other necessary City staff to sign an Abandonment Certificate for unnecessary public utilities easement previously reserved for public benefit and identified on the cover sheet of Parcel Map LD 202170435 which will enable the public utilities easement to be abandoned upon recordation of the Parcel Map.
E. Zero Emission Bus Plan Consulting Services Task Order RECOMMENDATION:
Approve Task Order No. 2 with Stantec Consulting Services, Inc, (Los Angeles, CA) on Contract No. 125002020 for a nottoexceed amount of $102,836, to prepare a State of California required Zero Emission Bus Transition Plan.
F. Termination of Contract – Industrial Strength Advertising and Design RECOMMENDATION:
Approve termination of Professional Services Agreement, Contract No. 128492021 with Industrial Strength Advertising and Design with 30 days’ notice in accordance with the terms of the contract and authorize City Manager to execute Termination Letter.
G. Rancho Conejo Biotech Area Sidewalk Project Engineering Services CI 5664 RECOMMENDATION:
1. Approve Professional Services Agreement with MNS Engineers, Inc., (Thousand Oaks, CA) in an amount nottoexceed $315,866 for engineering and design of the Rancho Conejo Biotech Area Sidewalk Project (CI 5664), plus extra services of $31,634, for a total amount nottoexceed of $347,500, with a term ending June 30, 2024, with optional extensions to June 30, 2027.
2. Authorize acceptance of Federal COVID Relief and Recovery Supplemental Appropriation Act Grant from Federal Highway Administration, in the amount of $1,592,969 for the construction phase of the Rancho Conejo Biotech Area Sidewalk Project (CI 5664).
3. Approve budget appropriation in the amount of $1,592,969 from A/C #1830000 4389900 (Federal Grant/Other) to A/C #18353106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
4. Approve budget appropriation in the amount of $1,600,000 from A/C #0010000 3111000 (General Fund, Fund Balance) to A/C #00153106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
5. Authorize expenditure in the amount of $352,500 ($315,866 Agreement, plus extra services of $31,634, and $5,000 City Furnished Materials and Supplies) from A/C #00153106318300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
H. Fiscal Years 202324 & 202425 Budget Calendar
RECOMMENDATION:
Approve budget calendar establishing study sessions and public hearing dates for Fiscal Year (FY) 202324 & FY 202425 Operating Budget, Capital Improvement Program Budget, and User Fees.
I. Approval of Final Tract Map No. 5946
RESOLUTION APPROVING TRACT MAP 5946 (HYDAM HOMES, LLC) LOCATED AT 2080 EAST HILLCREST DRIVE
RECOMMENDATION:
1. Adopt resolution approving Tract Map No. 5946 for recordation (Hydam Homes, LLC).
2. Authorize City Clerk and City Engineer to sign the Tract Map and Abandonment Certificate when they are in a complete and acceptable form, and to process other necessary and pertinent documents and drawings.
8. PUBLIC HEARINGS: None
9. STUDY SESSIONS: None
10. DEPARTMENT REPORTS:
A. Mobile Home Rent Stabilization Ordinance (Continued from September 13, 2022) RECOMMENDATION:
1. Receive information regarding the history of mobile home rent control regulations in the City of Thousand Oaks.
2. Provide direction as appropriate.
11. COMMITTEE/COMISSION/BOARD REPORTS:
12. CITY COUNCIL AS SUCCESSOR AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None
13. COUNCIL ISSUES/RECOMMENDATIONS:
A. Ad Hoc Homelessness Committee Update
RESOLUTION DECLARING A PORTION OF THE PROPERTY LOCATED AT 1205 LAWRENCE DRIVE AS EXEMPT SURPLUS LAND PURSUANT TO THE
SURPLUS LAND ACT
RECOMMENDATION:
1 Authorize staff to issue a Request for Proposals (RFP) for construction and operation of a navigation center (emergency shelter) at 1205 Lawrence Drive.
2. Adopt resolution declaring the property located at 1205 Lawrence Drive (APN 6670080105) as Exempt Surplus Land pursuant to the Surplus Lands Act; and authorize City Manager to take action(s) necessary to effectuate the purposes of the resolution.
3. Authorize Mayor to sign letter to County of Ventura requesting financial assistance to support capital and operating costs associated with the navigation center.
B. Update on League of California Cities Annual Conference, September 79, 2022 (Engler/McNamee)
RECOMMENDATION:
Receive report.
14. CITY MANAGER:
A. Announcements and upcoming issues
15. CLOSED SESSION:
A. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: City of Thousand Oaks vs. CHPCE Thousand Oaks LLC; Case No.: 56202200569299CUBCVTA; Pursuant to Government Code Section 54956.9(a).
16. PUBLIC NOTICES: None
17. ADJOURNMENT:
Adjourn to Regular Meeting October 11, 2022
Agenda Post Date/Time: Sep 22, 2022, 5:00P.M.
CCD:61040\h:\common\agenda\2022\092722.docx
DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California September 13, 2022
1. CALL TO ORDER:
Mayor Bob Engler called the meeting to order at 6:00 p.m. in C ouncil Chambers, 2100 Thousand Oaks Boulevard, Thousand Oaks, California.
2. PLEDGE OF ALLEGIANCE: Mayor Engler led the pledge of allegiance.
3. ROLL CALL:
Present: Councilmembers Bill-de la Peña, Adam, McNamee, Jones, and Mayor Engler present in chambers.
Also present: City Manager Andrew P. Po wers, City Attorney Tracy M. Noonan, Assistant City Manager Ingrid Hardy, Deputy City M anager Gary Rogers, Deputy City Clerk Laura Maguire, Finance Dire ctor Jaime Boscarino, Community Development Director Kelvin Parker, Pub lic Works Director Cliff Finley, Cultural Affairs Director Jonathan Serret, Human Resources Director Ti m Giles, Library Services Director Jennifer Patterson, St rategic Communications/Public Affairs Director Alexandra South, Police Chief Jeremy Paris, Fire Chief Jeff Shea, Interim Planning Division Manager Iain Holt, Community Development Analyst Lynn Oshita, Assistant City Attorney Patrick Hehir, Assistant to the City Manager Melissa Hurtado, Deputy Library Services Direc tor Darren Jeffrey, Deputy Community Development Director John Dugan, Senior Planner Scott Kolwitz, Community Services Analyst Sarah Mailes, COSCA Ad ministrator Brian St ark, Information Technology Supervisor Atanas Beltchev, Purchasing Supervisor Grace Ng, Cable Operations Supervisor Carl Jarecky, Senior Video Specialist Richard Swingler, Assistant Analysts Sandra Delgado and Christy Glaubke, and Sr.
Recording Secretary Dominga Zambrano.
4. REQUESTS FOR CONTINUANCE OF AN Y PUBLIC HEARING OR AGENDA ITEM: None
5. SPECIAL PRESENTATIONS AND ANNOUNCEMENTS:
A. Thousand Oaks Library 40th Anniversary
Mayor Engler introduced Library Direc tor Patterson to announce the Library’s 40th anniversary events.
B. Friends of the Thousand Oaks Library 60th Anniversary
Mayor Engler introduced Friends of the Library Community Outreach President Rossanna Guerra and Friends of the Library member Sue Soy and presented proclamation celebrating 60 years of service.
Item No.7B
DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 2 September 13, 2022
6. PUBLIC COMMENTS: To be heard before 6:45 p.m. If additional speakers for public comments remain at 6:45 p.m., remainder of speakers may be called at the end of the meeting. (Resolution Nos. 2011-066/067) : None
7. CONSENT CALENDAR:
A. General, Utilities, Golf Course, and Theatres Demands
RECOMMENDATION:
Ratify August 31, 2022, and September 6, 2022; approve September 14, 2022, and September 21, 2022, subject to review and ratification
Motion by Councilmember Adam to approve staff’s recommendation.
Passed 5-0 by the following vote:
Ayes – Bill-de la Peña, Adam, McNamee, Jones, Engler
Noes – None
B. Minutes of City Council meeting of August 30, 2022
RECOMMENDATION:
Approve
Motion by Councilmember Adam to approve staff’s recommendation.
Passed 5-0 by the following vote:
Ayes – Bill-de la Peña, Adam, McNamee, Jones, Engler
Noes – None
C. Alex Fiore Thousand Oaks Teen Center and Goebel Adult Community Center Capital Improvements (CI 4091)
RECOMMENDATION:
1. Approve First Amendment to Grant Agreement No. 12666- 2021 with Conejo Recreation and Parks District (CRPD) to increase grant $150,000 for a total of $3,150,000.
2. Approve budget appropriation and expenditure in the amount of $150,000 from A/C #001-0000-311-1000 (General Fund - Fund Balance) to A/C #001-3573-677- 5920 (CI 4091, Grants and Donations).
Motion by Councilmember Adam to approve staff’s recommendation.
Passed 5-0 by the following vote:
Ayes – Bill-de la Peña, Adam, McNamee, Jones, Engler
Noes – None
Item No.7B
DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 3 September 13, 2022
7. CONSENT CALENDAR: (Continued)
D. 2023 City Council Meeting Schedule
RESOLUTION SETTING CITY COUNCIL MEETING SCHEDULE FOR
CALENDAR YEAR 2023
RES. NO. 2022-046
RECOMMENDATION:
Adopt resolution establishing City Counc il meeting schedule for calendar year 2023.
Motion by Councilmember McNamee to approve staff’s recommendation.
Passed 5-0 by the following vote:
Ayes – Bill-de la Peña, Adam, McNamee, Jones, Engler
Noes – None
E. 2022 Pavement Overlay and Resurfacing Program (CI 5538) and Slurry Program (MI 2558)
RECOMMENDATION:
1. Approve Change Order No. 1 to Contract No. 12992-2022 with Petrochem Materials Innovation, LLC, of Carlsbad, CA, for the 2022 Pavement Slurry Program (MI 2558), in the amount of $393,228 for a new not-to-exceed amount of $2,685,948, plus additional contingency of $6,772.
2. Approve Reimbursement Agreement in the amount of $29, 425 from California American Water District ($26,750 contract, plus $2,675 contingency) for the 2022 Pavement Overlay Program (CI 5538).
3. Approve additional budget appropriation and expenditure in the amount of $400,000 from A/C #135-0000-3 11-1000 (Gas Tax Fund, F und Balance) to A/C #135-5310-631-5500 (MI 2558, 2022 Pavement Slurry Program).
4. Approve budget appropriation and expenditu re in the amount of $29,425 from A/C #539-0000-484-9900 (CI 5538, Reimbursements Other) to A/C #539-5310- 631-8300 (CI 5538, Improvements Other than Buildings).
5. Delegate authority to the City Engineer and City Manager to approve changes to the design, plans, specif ications, and working details of the project on work directives and change orders up to the project contingency value.
Motion by Mayor Pro Tem Jones to approve staff’s recommendation.
Passed 4-0 by the following vote:
Ayes – Bill-de la Peña, Adam, Jones, Engler
Noes – None
Recused (Conflict of Interest) – McNamee
Item No.7B
DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 4 September 13, 2022
7. CONSENT CALENDAR: (Continued)
F. E-Procurement Software and Services Agreement
RECOMMENDATION:
1. Approve agreement and a waiver of process for e-procurement software services with OpenGov, Inc., of San Jo se, CA for solicitation development and supplier engagement, evaluation and award software and services in amount not- to-exceed $200,213.40 for a five-year per iod beginning September 13, 2022, through September 12, 2027, with an additional optional one-year renewal.
2. Approve additional budget appropriation and expenditure in the amount of $44,031 as follows: $29,046 from A/C #001-0000-311-1000 (General Fund, Fund Balance) to A/C #001-3510- 612-31-22 (General Fund, Software Licenses) and $14,985 from A/C #001-0000-311- 1000 (General Fund, Fund Balance) to A/C #001-3510-612-56-99 (General Fund, Professional Services).
Motion by Councilmember Adam to approve staff’s recommendation.
Passed 5-0 by the following vote:
Ayes – Bill-de la Peña, Adam, McNamee, Jones, Engler
Noes – None
G. Conejo Summit Project Environmental Impact Report Consultant
RECOMMENDATION:
1. Approve a professional services agreement with Environmental Science Associates, Inc., (ESA) of Camarillo, CA for the preparation of an Environmental Impact Report (EIR) for the Conejo Summi t Project with an agreement term beginning September 14, 2022 through June 30, 2024 with a base cost of $117,950 and additional services of $22,050 fo r a total not-to-exceed amount of $140,000.
2. Authorize staff to waive formal Req uest for Proposal/Qualifications (RFP/Q) process for the preparation of an EI R for a proposed industrial development located at 1691, 1711, 1721, and 2000 Ra ncho Conejo Boulevard and 2751 Conejo Center Drive and approve the agreement with ESA pursuant to Thousand Oaks Municipal Code (TOMC) Section 3-10.501.
3. Authorize City Manager to execute professional services agreement subject to approval by the City Attorney once all terms have been negotiated.
4. Authorize budget appropriation and ex penditure in an amount not-to-exceed $140,000 from A/C #001-4210- 447-4000 (Charges for Services – Planning Fees/Permit) to A/C #001-4210-641-5947 (Contracted Services, Reimbursable).
Motion by Councilmember Adam to approve staff’s recommendation.
Passed 5-0 by the following vote:
Ayes – Bill-de la Peña, Adam, McNamee, Jones, Engler
Noes – None
Item No.7B
DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 5 September 13, 2022
7. CONSENT CALENDAR: (Continued)
H. On-Call Task Order for Lang Ranch and Woodridge Open Space
RECOMMENDATION:
Approve an On-Call Task Order fo r Contract No. 12373-2020 with MNS Engineering, Westlake Village, Californ ia, in the amount of $120,420 for an assessment of, and a long-term maintenance and management plan for, unpaved roads located on the Lang Ranch and Woodridge Open Space areas.
Motion by Councilmember Adam to approve staff’s recommendation.
Passed 5-0 by the following vote:
Ayes – Bill-de la Peña, Adam, McNamee, Jones, Engler
Noes – None
I. On-Call Task Order for Biological Monitoring Services
RECOMMENDATION:
Approve an On-Call Task Order for existing City Contract #12474-2020 with Envicom Corporation, based in Thousan d Oaks, in the am ount of $113,570 for biological monitoring services associated wi th the Arroyo Conejo Invasive Plant Removal Project.
Motion by Councilmember Adam to approve staff’s recommendation.
Passed 5-0 by the following vote:
Ayes – Bill-de la Peña, Adam, McNamee, Jones, Engler
Noes – None
J. General Plan Update – Professional Services Agreement Amendment (MI 2592)
RECOMMENDATION:
1. Approve Third Amendment to Professional Services Agreement with Raimi + Associates (R+A), Los Angeles, CA (Contract No. 12045-2019) adding $168,024 plus additional services of $80,000, revising the not-to-exceed total to $1,891,754 and extend the term of the agreement to December 31, 2023.
2. Approve budget appropriation and expenditure in the amount of $248,024 from A/C #001-0000-311-1000 (General Fund – Fund Balance) to A/C #001-4010-641- 5699 (Project MI 2592, Contracted Services).
Motion by Councilmember Adam to approve staff’s recommendation.
Passed 5-0 by the following vote:
Ayes – Bill-de la Peña, Adam, McNamee, Jones, Engler
Noes – None
Item No.7B
DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 6 September 13, 2022
8. PUBLIC HEARINGS:
A. CDBG Program Year 2021-22 Consolidated Annual Performance and Evaluation Report
RECOMMENDATION:
Approve Program Year (PY) 2021-22 Co nsolidated Annual Performance and Evaluation Report (CAPER) for submittal to the U.S. Department of Housing and Urban Development (HUD).
Hearing, advertised as required by law, opened to consider item. Presented by Community Development Analyst Oshi ta. Community Development Director Parker and Interim Planning Division Manager Holt available for questions.
Speaker/Written Statement: None.
Deputy City Clerk Maguire closed the public hearing.
Motion by Councilmember Bill-de la Peña to approve staff’s recommendation.
Passed 5-0 by the following vote:
Ayes – Bill-de la Peña, Adam, McNamee, Jones, Engler
Noes – None
9. STUDY SESSIONS: None
10. DEPARTMENT REPORTS:
A. Mobile Home Rent Stabilization Ordinance
RECOMMENDATION:
1. Receive information regarding the hist ory of mobile home rent control regulations in the City of Thousand Oaks.
2. Provide direction as appropriate.
Presented by Community Development Director Parker and Assistant City Attorney Hehir. City Attorney N oonan, Deputy City Manager Rogers, City Manager Powers, and Finance Director Boscarino responded to questions.
Speakers: Louann Christie, Thousand Oa ks; Karen Haskin, Thousand Oaks; Gerry Barnett, Camarillo (submitted document); George Ro senthal, Newbury Park; Lin Young, Newbury Park; Kapaka Senko, Thousand Oaks (submitted document); George Senko, Thousand Oa ks (submitted document); Patricia Hostmyer, Thousand Oaks; Jimmy Wash ington, Newbury Park; Bruce Udelf, Newbury Park; Miller Vargas, Newbury Park; Jeff Schwartz, Thousand Oaks.
Written Statements: Nancy Tamarin, T housand Oaks; Barbara Smith, Thousand Oaks.
Item No.7B
DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 7 September 13, 2022
10. DEPARTMENT REPORTS: (Continued)
Motion by Mayor Pro Tem Jones to direct staff to contact each of the park owners to ask them to agree to lower this year’s rate to five percent and to continue this item to the September 27, 2022, City Council meeting.
Passed 5-0 by the following vote:
Ayes – Bill-de la Peña, Adam, McNamee, Jones, Engler
Noes – None
11. COMMITTEE/COMISSION/BOARD REPORTS: None
12. CITY COUNCIL AS SUCCESSO R AGENCY TO THOUSAND OAKS REDEVELOPMENT AGENCY REPORTS: None
13. COUNCIL ISSUES/RECOMMENDATIONS: None
14. CITY MANAGER:
A. Announcements and upcoming issues
City Manager Powers provided an update on the September 27, 2022, City Council meeting.
15. CLOSED SESSION:
A. CONFERENCE WITH LEGAL COUNSEL – Existing Litigation: Ian Share vs. City of Thousand Oaks ; Case No.: 56-2022-00564027-CU-OE-VTA; Pursuant to Government Code Section 54956.9(a).
B. CONFERENCE WITH LEGAL COUN SEL – Existing Litigation: Sharon Bloom- Chernoff vs. City of Thousand Oaks ; Case No. 56-2021-00554933-CU-PO- VTA. Pursuant to Government Code Section 54956.9(a).
City Attorney Noonan announced Closed Session he ld at 8:47 p.m. and indicated no announcement anticipated.
16. PUBLIC NOTICES: Items listed under Public Notices are a matter of public record only.
These items do not require City Council action.
A. Public Notice – Approval of Parcel Map LD 17-70254; Location: 1012 Calle Almendro; Developer: Itzhak Dechner; 0.74 Acre 2-Lot Subdivision for Residential Purposes
Item No.7B
DRAFT MINUTES OF THE CITY COUNCIL
Thousand Oaks, California 8 September 13, 2022
17. ADJOURNMENT:
City Council adjourned at 9:11 p.m. to Regular Meeting on September 27, 2022.
______________________________
Bob Engler, Mayor
City of Thousand Oaks City Council
Attest:
______________________________
Cynthia M. Rodriguez, City Clerk
City of Thousand Oaks City Council
AGENDA POSTED: September 8, 2022
MINUTES APPROVED: September 27, 2022
The presence of electronic signature certifies that the foregoing is a true and correct copy as approved by the City of Thousand Oaks City Council on the date cited above.
CCD:610-60\lm\h:\common\minutes\2022\20220913.docx
Item No.7B
TO:Andrew P. Powers, City Manager
FROM:Kelvin Parker, Community Development Director
DATE:September 27, 2022
SUBJECT: Environmental Consulting Services for Los Robles Cancer Treatment Center Project
RECOMMENDATION:
1. Approve Task Order No. 3 (On-Call Contract No. 12520-2020) with Dudek Consulting of Santa Barbara, CA, to complete environmental documents for the Los Robles Cancer Treatment Center Project at 400 East Rolling Oaks Drive, with a base cost of $103,760 and additional services of $21,240 for a total not-to- exceed amount of $125,000.
2. Approve budget appropriation and authorize expenditure in an amount not-to- exceed $125,000 from A/C #001-4210-447-4000 (Charges for Services - Planning Fees/Permit) to A/C #001-4210-641-5947 (Contracted Services, Reimbursable).
FINANCIAL IMPACT:
$125,000 Increase to Adopted FY 2022-23 General Fund Budget, Fully Offset by Applicant Fee Revenue. $125,000 increase to the Adopted FY 2022-23 General Fund Budget is required for the preparation of an Environmental Impact Report (EIR) and will be reimbursed by the applicant at the completion of the project. Other costs are limited to staff time to prepare the report, assist in the preparation of the EIR, and are also offset by application fees paid by the applicant.
BACKGROUND:
Hospital Corporation of America (Applicant) submitted a request for a pre- application review (PAR 2021-70985) on October 22, 2021, for a preliminary assessment of a proposed medical facility at 400 East Rolling Oaks Drive, which was reviewed by all relevant agencies, City departments, and representatives to provide development comments. The proposed project requires changing the Land Use Element category designations from Very Low-Density Residential to Commercial at the project site. Pursuant to the state Housing Crisis Act, changing a property’s Land Use Element category from a residential type (which prescribes a certain amount of residential development potential) to a non-residential type Item No.7C
Environmental Consulting Services
September 27, 2022
3 6
3 (one not allowing residential development) must be accompanied by concurrent changes restoring that residential development potential elsewhere in the jurisdiction, ensuring no net loss in total residential development capacity. To comply with the Housing Crisis Act requirements, the applicant is also requesting to change the Land Use Element category designation of a parcel at 355 West Janss Road, located at the northeast corner of the intersection of Janss and Lynn Roads, from Institutional to Low-Density Residential.
On June 9, 2022, the applicant submitted a General Plan Land Use Element Amendment (LU 2022-70587) to change the Land Use Element category designations from Very Low Density Residential to Commercial at 400 East Rolling Oaks Drive and from Institutional to Low-Density Residential at 355 West Janss Road. At the July 5, 2022, City Council meeting, City Council adopted a resolution to initiate the General Plan Amendment.
Following City Council initiation and formal submittal of all required applications on July 21, 2022, staff began preparation of an Informal Request for Proposals (Informal RFP) to be sent to the City’s on-call consultants for California Environmental Quality Act (CEQA) consulting services. The environmental review expected includes the preparation of an EIR for the project. The project includes the construction of a new approximately 58,000 square foot, 40-foot-tall, two-story (split level) outpatient cancer treatment facility, including surface parking, grading, hardscape, and landscape. The project will likely entail encroachment into the protected zone of various oak and landmark trees on a 4.75-acre site at 400 East Rolling Oaks Drive. The project also requires a Land Use Element category designation change from Institutional to Low-Density Residential of a parcel at 355 West Janss Road.
On June 23, 2020, City Council approved on-call professional services agreements with firms for various services to provide the City with as-needed environmental consulting services up to $125,000 per task order and not-to-exceed $500,000 annually. Task orders between $75,000 and $125,000 must be authorized by City Council.
On July 26, 2022, the City solicited proposals from 11 pre-qualified environmental consultants from the City’s on-call consultant list. The City received three competitive proposals and the proposal review process was initiated. After a thorough evaluation of all proposals, Community Development Department staff selected Dudek Consulting (Dudek) as the most qualified for the CEQA consulting project based on their prior experience with the City and similar projects, availability, timelines, and proposed scope of work and schedule. Dudek has previously served as an environmental consultant who prepared several environmental documents implemented by the City and has provided consulting services for other public agencies. The City has been satisfied Item No.7C
Environmental Consulting Services
September 27, 2022
3 6
3 with Dudek's services and deliverables on previous projects.
Dudek’s proposed budget is $103,760 and based on recent experience with environmental reviews of this type, staff are recommending an extra services amount of $21,240, bringing the total to a not-to-exceed amount of $125,000. The extra services amount provides flexibility and efficiency, should the need for additional funds arise.
DISCUSSION/ANALYSIS:
Dudek’s specialized skills are needed to prepare and manage the EIR for the limited purpose and duration of the entitlement processing phase for the proposed mixed-use project. To successfully complete the environmental section/phase of the project in a timely and efficient manner, specialized project management for the environmental phase of the project, from Dudek, is required.
Task Order No. 3 (Attachment #1) is requested for Dudek to prepare the required environmental documents and complete the CEQA analysis. The scope of work includes preparation of technical studies and peer review of submitted materials; preparation of an EIR; response to comments; project management; representation at public hearings, and extra services to timely address any unforeseen issues and not unnecessarily delay the project’s consideration by the Planning Commission. The applicant is to augment the deposit fee they have paid so the City will fully recover its costs from the applicant’s deposit fund.
Based on the status of the project, the final tasks of the EIR process are anticipated for completion by the end of March 2023. City Council approval of Task Order No. 3 with Dudek in the not-to-exceed amount of $125,000 is recommended.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
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: Justine Kendall, Associate Planner
Attachment:
Attachment #1 – Task Order #3 to Contract No. 12520-2020 cdd:410-40\jk\H:\COMMON\Administration & Special Projects\Contracts-POs-Task Orders\Dudek-Los Robles Cancer Treatment Center\City Council Materials
Item No.7C
TASK ORDER NO. 3 Page 1 of 1
Consultant/Contractor: On Call Agreement Amount: $ 500,000.00 Agreement No.: Prev. Approved Task Orders: $ 43,731.00
Agreement Date: This Task Order: $ 125,000.00
Agreement Expiration Date: On Call Agreement Balance: $ 331,269.00 1st Renewal Date: City Council Approval Date: 9/13/2022 2nd Renewal Date: DIR Registration Number: 1000007200
3rd Renewal Date: Registration Expiration Date: 6/30/2025 City Business License Number: 22-39584
Account No.
Project Name:
SCOPE OF WORK FOR THIS TASK ORDER:
NOT-TO-EXCEED FEE AMOUNT FOR THIS TASK ORDER: $ 125,000.00 TIME FOR COMPLETION OF ALL SERVICES UNDER THIS TASK ORDER:
Recommended By: Date:
Approved By: Date:
Approved As To Form: Date:
Accepted By: Date:
Dudek Consulting
Approved By: Date:
Approved By: Date:
Rev. 2/11/2020
Kelvin Parker, Community Development Director
City of Thousand Oaks
Justine Kendall, Associate Planner
001-4210-641-5947
City of Thousand Oaks
ON CALL AGREEMENT
TASK ORDER
SEE ATTACHED
Joe Monaco, President/CEO
DUDEK CONSULTING
City of Thousand Oaks
12520-2020
7/1/2020
6/30/2023
LOS ROBLES CANCER TREATMENT CENTER AT 400 E ROLLING OAKS DRIVE Completion by:* June 30, 2023
*If the term of the Master On-Call Agreement from which this Task Order was issued expires prior to the completion of this work, the terms and conditions of the Agreement, including all rights and obligations, shall remain in effect and bind the parties until the work is completed.
City of Thousand Oaks
Stephen Kearns, Planning Division Manager
Andrew P. Powers, City Manager
City of Thousand Oaks
Noel Doran, Assistant City Attorney
Item No.7C
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EXHIBIT “A” – SCOPE OF WORK
BACKGROUND
CEQA documents are needed for a project proposed by the Applicant, Hospital Corporation of America, through the Los Robles Health System, to develop a cancer treatment center to serve the City of Thousand Oaks and surrounding region.
PROJECT DESCRIPTION
The proposed project entails the following:
1) Change the Land Use Element category designation from Very Low Density Residential to Commercial and Zoning Designation from RE-1-AC to C-O at a 4.75- acre site located at 400 East Rolling Oaks Drive (Assessor Parcel Numbers [APNs]: 681-0-180-275 and 681-0180-265) and, in order to comply with the Housing Crisis Act, concurrently change the Land Use Element category designation from Institutional to Low Density Residential and Zoning Designation from Institutional to RPD at a 2.145-acre site located at 355 West Janss Road (APN: 522-0-270-135); and
2) Demolish the remaining development on the previously developed site; construct a new 58,000 sf, 40-foot-tall, two-story (split level) outpatient medical treatment facility; and associated hardscape, landscape, and grading at 400 East Rolling Oaks.
The proposed project includes the following entitlements:
• Development Permit for the construction of the medical facility, including grading; • Zone Change to change the zoning designation at 400 East Rolling Oaks Drive R-E- 1AC to C-O, and the designation at 355 W Janss Road from P-L (Public, Quasi-public and Institutional Lands and Facilities) to RPD-4.5U (Residential Planned Development, maximum 4.5 dwelling units to the acre);
• Parcel Map Waiver to merge APNs 681-0-180-275 and 681-0180-265 into one lot; and
• Protected Tree Permit to remove landmark and oak trees and encroach into the protected zones of landmark and oak trees.
SCOPE OF SERVICES
For the project detailed above, Contractor to provide determination of appropriate CEQA document based on the findings of the Initial Study (Task 1).
Task 1 – Kick-off Meeting - $940
Contactor will organize and conduct a Kick-off meeting to share work plan, deliverables, and associated timelines.
Item No.7C
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Task 2 - Assessment of Project Description and Preparation of Technical Reports - $62,990
Contactor will audit and coordinate on the Project Description; review background information, including the project applications, site plans and all relevant materials in coordination with City staff; peer review technical reports, and any other relevant documents and studies that have been prepared; and prepare and prepare the following technical reports:
Air Quality Impact Analysis with Construction and Operational Health Risk Assessments
Energy Use Analysis
Geology and Soils Assessment
Greenhouse Gas Impact Analysis
Hazards and Hazardous Materials Review
Noise and Vibration Assessment
The contents and objective of each report is described below, under Task 6. To the maximum extent feasible, existing technical studies will be used and impacts will be quantified and compared to quantitative significance thresholds. Technical studies provided to the City by the project applicant include a Biological Resources Assessment, Protected Tree Report, Geotechnical Evaluation, and Preliminary Drainage Report.
Task 3 – Notice of Preparation - $1,160
Contractor will prepare a Notice of Preparation (NOP) that is consistent with the procedural and substantive provisions of CEQA Guidelines Section 15082 to initiate the environmental review process and to solicit comments from agencies, organizations, and interested individuals. Contactor will prepare an Initial Study utilizing the City’s preferred format, which is the CEQA Guidelines Appendix G checklist or NOP only, in the event the Initial Study is waived by request of the City. The Initial Study or NOP only will be provided by Contractor to the City for review in PDF and/or Word format.
In the preparation of an EIR, the environmental documents only need to address potentially significant impacts. Therefore, an Initial Study (IS) may be used as part of the notice of preparation (NOP) process to narrow down the scope of the EIR to focus on pertinent issues of concern.
Task 4 – Transmittal of Notice of Preparation – $1,840
Contractor will address any revisions to the NOP requested by City staff, reproduce and distribute the documents for public review to organizations and individuals on a mailing list provided by the City, and prepare appropriate transmittal letters. Contractor will also prepare the notice of completion for State Clearinghouse involvement.
Task 5 - Scoping Meeting - $2,480
Item No.7C
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Contractor will participate with City staff in a scoping meeting held for the proposed project. Contractor will prepare a PowerPoint presentation for review by City staff and present and/or participate in an advisory capacity during the scoping meeting and respond to questions. The Scoping Meeting will be a virtual meeting Task 6 – Administrative Draft EIR – $9,780
Contractor will prepare an internal review (Administrative) Draft EIR and will submit an electronic copy of the Administrative Draft EIR for City review in PDF and/or Word format.
The Final EIR (if so determined) will be submitted both electronically and in hard copy (three (3) sets of the EIR and technical reports) for review by the public at City counter.
An electronic copy of any document referenced in the appropriate environmental document shall also be provided.
Contractor will prepare the Public Review Draft EIR following a final round of comments on the public review draft version described in Task 7. The City will be responsible for preparing and mailing all notices, including a newspaper notice, and publishing the NOI in a local newspaper with the Contractor provided electronic (PDF) copy of the Public Review Draft EIR for posting on the City’s website.
The EIR will address each issue on the CEQA checklist as listed below:
• Aesthetics, Light, and Glare. Long-term visual impacts (i.e., visual character and views from adjacent areas) resulting from the project will be reviewed based on a visual survey of the site and surrounding district. The analysis will also consider light and glare impacts from streetlights, vehicle headlights, and building lights. The project applicant will provide elevations, simulations, and other visual tools to illustrate the project.
• Agriculture and Forestry Resources. The Initial Study will confirm there would be no effect on farmland or forestland and the project would not convert such lands to another use.
• Air Quality. Project generated operational, traffic, and construction emissions will be quantified using the California Emissions Estimator Model (CalEEMod) and compared to Ventura County Air Pollution Control District (APCD) thresholds of significance.
Project consistency with the regional air quality management plan, impacts to sensitive receptors, and odors will also be evaluated. The air quality analysis will also evaluate the potential health risk to nearby sensitive receptors (including single family residences) associated with project construction and operation through a health risk assessment using a dispersion model included, as part of Task 2. • Biological Resources. Contractor understands the applicant is to submit a Biological Resources Assessment with Jurisdictional Delineation which will be peer reviewed by the contractor, as well as a Protected Tree Report to the City, which will be peer reviewed by an International Society of Arboriculture Certified Arborist (arborist) consultant under separate contract with the City. The impact analysis, included under Task 2, will provide a discussion of the existing conditions, regulatory environment, Item No.7C
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thresholds of significance that were used for the evaluation, the impact analysis (both project and cumulative), any recommended mitigation measures, and the level of significance after mitigation.
• Cultural Resources. Contractor will request a California Historical Resources Information System records search of the project sites as well as a 0.5-mile radius around the project site from the South-Central Coastal Information Center (SCCIC) located at California State University, Fullerton. The primary purpose of the records search is to identify any previously recorded cultural resources known to exist within or near the project site. In addition to the archaeological inventory records and reports, an examination will be made of historic maps, the National Register of Historic Places, California Register of Historical Resources, the California Historical Resources Inventory, and the listing of California Historical Landmarks. The records search will also reveal the nature and extent of any cultural resources work previously conducted within the project site and adjacent vicinity. The City assumes SCCIC will conduct this records search with a maximum direct expense of $800. Due to the COVID-19 pandemic, the SCCIC has suspended in-house records search appointments and may be experiencing delays and turnaround times may be affected. In addition to the SCCIC records search, Contractor will request an EDR package which includes historical aerial photographs, city directories and Sanborn Fire Insurance maps of the project footprint; this will be conducted with a maximum direct expense of $350. The results of this analysis will be included directly in the environmental document, no separate report will be provided.
• Paleontological Resources Assessment. Contractor will conduct a paleontological resources analysis to identify the geologic units, which may be impacted by project development, determine the paleontological sensitivity of geologic unit(s) within the project site, assess potential for impacts to paleontological resources from development of the proposed project, and recommend mitigation measures to avoid or mitigate impacts to scientifically significant paleontological resources. The paleontological resource study will consist of a fossil locality record search, review of existing geologic maps, and a review of primary literature regarding fossiliferous geologic units within the project vicinity and region. The direct expenses for the locality search will not exceed $500 and no field survey will be required. The results of this analysis will be included directly in the environmental document, no separate report will be provided.
• Energy. This analysis, included under Task 2, will quantify energy use based on CalEEMod results and standard demand factors. Energy use will be compared to local or state energy use inventories to determine whether the project would use energy in a wasteful manner.
• Geology and Soils. Based on readily available sources (such as the City’s Safety Element and any site-specific geotechnical analysis prepare for the project), this analysis included, as part of Task 2, will identify existing regional and site-specific geology and soils constraints (such as liquefaction, compressible soils, and subsidence). As necessary, the analysis will identify erosion control criteria and Item No.7C
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grading requirements to achieve consistency with the City’s geologic and grading standards and policies. This section will also include a summary of the findings from the paleontological resources assessment to be prepared under Task 3, Cultural Resources Analysis.
• Greenhouse Gas Emissions. The GHG analysis will quantitatively assess project GHG emissions using CalEEMod. The impact analysis, included under Task 2, will reflect Appendix G of the State CEQA Guidelines using a simple emission-based threshold.
The discussion will also include a qualitative discussion of the project’s potential to conflict with applicable plans and measures.
• Health Risk Assessment
As part of the Air Quality Analysis conducted under Task 2, a health risk assessment (HRA) will be prepared to analyze the potential health risks associated with exposure of nearby sensitive receptors to diesel particulate matter, a toxic air contaminant, from heavy duty truck trips for any off-site sources not screened out by the preliminary air quality analysis detailed previously. Readily available data, such as Caltrans truck traffic data for highways may be used in the analysis. The dispersion of toxic air contaminants to the project site will be determined using Hotspots Analysis and Reporting Program Version 2 (HARP 2) software developed by the California Air Resources Board and the most recent version of the United States Environmental Protection Agency’s air dispersion model, the AMS/EPA Regulatory Model (AERMOD). Chronic and carcinogenic health risk calculations will be based on the Office of Environmental Health Hazard Assessment’s 2015 Risk Assessment Guidelines. If health risk exceeds APCD threshold levels, Rincon will recommend feasible mitigation measures. The methodology and results of the HRA will be summarized in the air quality section of the EIR.
• Hazards and Hazardous Materials. Hazard conditions will be examined under Task 2, based upon readily available data from agency databases, field observations, and any available technical studies (such as an applicant-prepared Phase I Environmental Site Assessment). If potentially significant impacts are identified, a mitigation program will be developed, and any needed soil contamination studies have been conducted. • Hydrology and Water Quality. Existing hydrology/drainage data for the project area will be reviewed to identify any existing localized flooding or drainage problems. The review will consider changes in absorption rates, drainage patterns, storm drain improvements, and downstream effects. The potential for the project to violate water quality standards or waste discharge requirements will also be analyzed. National Pollutant Discharge Elimination System and associated local requirements will be referenced and incorporated as appropriate.
• Land Use and Planning. This discussion will analyze the relationship of the proposed project and associated entitlements to applicable planning policies and ordinances, including the City’s General Plan and Municipal Code. The project’s potential to divide an established community will also be analyzed, as well as potential compatibility conflicts with adjacent uses.
Item No.7C
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• Mineral Resources. This discussion will note there would be no effect upon mineral resources.
• Noise. Potential noise and vibration impacts associated with project construction and operation will be analyzed. Four short-term noise measurements will be conducted to characterize ambient noise conditions. Manual traffic counts of vehicles along the adjacent street segment will also be completed during the sound level measurements to calibrate the traffic noise model for use in characterizing the ambient community noise equivalent level. A 24-hour SPL measurement may be conducted at one of these four locations, or at another additional location, as needed based on the consultant’s discretion. Temporary construction noise and vibration will be estimated based on standard noise and vibration emission rates for construction equipment and the distance to sensitive receivers (e.g., residences and historic structures). Long- term noise due to on-site operations and traffic increases will be evaluated based on the ambient noise measurements and data from the transportation study. Impacts will be identified based on applicable City noise criteria and vibration criteria recommended by the Federal Highway Administration’s Traffic Noise Model (TNM) version 2.5. A technical appendix will be prepared with the noise measurement data logs and modeling input and results for construction, operational, and traffic noise, as part of Task 2.
• Population/Housing. The analysis will compare population and housing growth associated with the project to local and regional growth forecasts and will document the fact the project would not result in residential displacement. • Public Services. The project’s effects related to the provision of services, including fire, law enforcement, educational, and recreational services, will be evaluated. Data sources will include readily available documents, such as the City’s General Plan, and contact with affected agencies. The analysis will focus on the project’s potential to create the need for new or expanded facilities, the construction of which may have significant environmental effects.
• Recreation. The analysis will address direct impacts to local recreation facilities and indirect impacts associated with the deterioration of parks due to increased demand for recreational facilities. The focus will be potential environmental impacts related to the construction of new facilities and the possible physical deterioration of existing facilities.
• Transportation/Traffic. The transportation/traffic analysis will consider impacts to the local and regional circulation system, alternative transportation modes, and traffic hazards. The analysis will also include a discussion of the project’s impact related to VMT and will rely on the VMT analysis to be prepared by the City’s Public Works Department.
• Tribal Cultural Resources. The Contractor will prepare letters and conduct Native American outreach in accordance with AB 52 and SB 18. Based on responses, the City will follow-up with consultation or other communication as needed. This section Item No.7C
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will summarize the City’s AB 52 and SB 18 consultation efforts and the results of the cultural resources records search conducted for the project’s Cultural Resources Analysis.
• Utilities and Service Systems. Impacts to existing infrastructure, including water, wastewater, solid waste, and electricity/natural gas facilities will be evaluated. Water and energy demand and wastewater and solid waste generation will be quantified using standard rates for proposed uses and compared to current and future system capacity.
• Wildfire. This analysis will consider potential impacts related to wildfire. State wildfire maps will be reviewed and referenced as appropriate.
• Mandatory Findings of Significance. This section will address cumulative effects, impacts to biological or cultural resources, and impacts to human beings.
Task 7 – Preparation of the Public Review Draft - $8,130 Contractor will work with County staff to secure a mailing list and prepare the Notice of Availability (NOA), appropriate transmittal letters, and the Notice of Completion (for State Clearinghouse involvement) as well as post the NOA with the County Clerk. Contractor will distribute the documents to the approved mailing list in both hardcopy and CD format, as directed by City staff, and provide electronic versions suitable for posting to the City’s website.
Task 8 – Preparation of the Administrative Final EIR and MMRP and Final EIR and MMRP - $9,910
Contractor will prepare Responses to Comments (RTCs). All comments and Responses to Comments (RTCs) will be summarized in a table and prepare the administrative draft EIR.
If mitigation measures are included in the EIR, Contractor will also prepare a Mitigation Monitoring and Reporting Program (MMRP), which will be a table listing all mitigation measures and indicating what monitoring actions are required, the department(s) responsible for monitoring, and when monitoring is to occur.
Following the review of the Administrative Draft Final EIR by City staff, Contractor will incorporate any revisions and address comments as requested by the City. We will submit a Screencheck version of the Final EIR for final review, addressing any final revisions or comments.
Contractor will compile the Administrative Record for the City as the project progresses so that files may be turned over immediately upon project conclusion.
Contractor will also provide draft and final version of the findings of fact and statement of overriding considerations (if necessary).
Item No.7C
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Task 9 – Project Management & Public Hearings - $18,800 This includes project management duties, coordination, meetings, and conference calls, including internal Dudek meetings, City coordination meetings and public hearings. The cost estimate assumes a seven-month timetable. Contractor will attend two public hearing on the project and, if needed, will make a presentation summarizing the environmental review process and EIR conclusions.
Optional Tasks
Should Optional Tasks and or additional services be needed, Contractor will contact the City and a determination made for the appropriate course of action.
TASK BASED COST SUMMARY
Task Description Cost
1 Kick-off Meeting $940
2 Assessment of Project Description and Preparation
of Technical Reports
$62,990
3 Notice of Preparation $1,160
4 Transmittal of Notice of Preparation $1,840
5 Scoping Meeting $2,480
6 Administrative Draft EIR $9,780
7 Preparation of Public Review Draft EIR $8,130
8 Preparation of Final EIR and MMRP $9,910
9 Project Management & Public Hearings $18,800
Contingency (Requested by Staff) $21,240
TOTAL $125,000
Item No.7C
TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:September 27, 2022
SUBJECT: Land Division Map for Lakes Residential Development (LD 2021- 70435)
RECOMMENDATION:
1. Adopt resolution authorizing the approval of Final Parcel Map No. LD 2021- 70435 by designated City staff for future recordation (T.O. Lakes, LLC).
2. Authorize the City Engineer to approve and City Clerk to sign the Parcel Map and Access Easement Covenant when they are in a complete and acceptable form, and to process other necessary and pertinent documents and drawings.
3. Authorize City Engineer to approve, and the Mayor and City Manager to sign the Owner’s Statement on the Parcel Map, Access Easement Covenant, and other related documents on behalf of the City when they are in a complete and acceptable form.
4. Authorize City Clerk and other necessary City staff to sign an Abandonment Certificate for unnecessary public utilities easement previously reserved for public benefit and identified on the cover sheet of Parcel Map LD 2021-70435 which will enable the public utilities easement to be abandoned upon recordation of the Parcel Map.
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time required to prepare staff report is included in the Adopted FY 2022-23 General Fund Budget.
BACKGROUND:
On November 30, 2021, City Council approved DP 2021-70434 and LD 2021- 70435 via Resolution No. 2021-063 for a Land Division and the construction of up to a 165-unit apartment building and associated site improvements with T.O.
Lakes, LLC. The approved Land Division will divide the existing 7.50-acre parcel Item No.7D
Land Division Map for Lakes Residential Development (LD 2021-70435) September 27, 2022
3 8
1 to create two air parcels and one master parcel at the site of the Lakes Shopping Center at 2200 E. Thousand Oaks Boulevard (Attachments #1 and #2).
As part of the aforementioned approvals, the City entered into a Development Agreement with T.O. Lakes, LLC. The agreement affirms that the property may be sold to T.O. Lakes, LLC if certain conditions have been met. As part of the project plans, the Final Map needs to be created, however, pursuant to Article 3.3.1 of the Development Agreement, the Final Map may be approved but shall not be recorded prior to Developer’s exercise of the Purchase Option.
The existing property is encumbered with an easement reserved by the City recorded on April 24, 1974, for the purposes of public utilities, which includes water, sewer, stormwater, and cables used for the transportation of electric energy.
However, no utilities are located in the easement and the easement has not been used for the purposes of conveying public infrastructure.
DISCUSSION/ANALYSIS:
The location of the existing public utilities easement runs through the approved location of the approved apartment building. The residential development will not require any portion of the existing public utilities easement to provide any public utilities, and any future use of the easement is not anticipated. Therefore, to clear any unnecessary burdens on the property and properly remove the easement from the title, staff recommends abandonment of the public utilities easement at this time.
The Subdivision Map Act requires City Council authorization via resolution prior to abandonment or quitclaim of an easement reserved for public benefit (Attachment #3). After City Council authorization, City Clerk will sign the abandonment certificate located on the cover sheet of Parcel Map LD 2021-70435, which will enable the public utilities easement to be abandoned upon recordation of the map.
T.O. Lakes, LLC has submitted several Parcel Map revisions for review, and City staff is currently finalizing the final corrections needed to ensure technical accuracy before recordation. All requirements of the Thousand Oaks Municipal Code, Title 9, Chapter 3 (Subdivision Ordinance) have been complied with and the Tentative Map Conditions have been met. The map, after all final revisions, will comply with the provisions of the Subdivision Map Act and staff will ensure that the map will be technically correct. Staff is therefore recommending City Council authorize City Clerk to accept and sign and City Engineer to approve and sign the Parcel Map and Access Easement Covenant when they are in a complete and acceptable form, and to process other necessary and pertinent documents and drawings. As noted above, the Final Map shall not be recorded prior to Developer’s exercise of its option to purchase the property, which has yet to occur.
Item No.7D
Land Division Map for Lakes Residential Development (LD 2021-70435) September 27, 2022
3 8
1 COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
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.
J. Implement high quality revitalization projects within Thousand Oaks Boulevard and Newbury Road Areas; Develop a pedestrian-oriented, viable, and self- sustaining "Downtown;” and, continue to support production of long-term affordable housing.
PREPARED BY: Bradley Bussell, Sr. Civil Engineer
Attachments:
Attachment #1 – Vicinity Map
Attachment #2 – Location Map
Attachment #3 – Resolution Accepting Parcel Map LD 21-70435 DPW: 821-60\bb\ev\Council\2022\092722\LD 21-70435 Approve Final Map and Public Easement Abandonment staff report.docx Item No.7D
Erbes Rd
Westlake Blvd
Hampshire Rd
Agoura Rd
Moorpark Rd
Thousand Oaks Blvd
Janss Rd
Hillcrest Dr
Westlake Blvd
LD 2021-70435
TO Lakes LLC - Vicinity Map
0 2,000 4,0001,000
Feet
m
Site
L
City of Thousand Oaks
101
23 ATTACHMENT #1
DPW: 821-60\bb\ev\Council\2022\09272022\ Land Division Map for Lakes Residential Development LD 21-70435 Att 1.pdf Item No.7D
Los Feliz Dr
Chiquita Ln
Tho
usand
Oaks Blvd
Conejo School Rd
Dallas Dr
101 FREEWAY
The Lakes Dr
City of Thousand Oaks
0 300 600150
Feet
m
Subject
Property
LD 2021-70435
TO Lakes LLC - Location Map
ATTACHMENT #2
DPW: 821-60\bb\ev\Council\2022\09272022\ Land Division Map for Lakes Residential Development LD 21-70435 Att 2.pdf Item No.7D
ATTACHMENT #3
DPW: 821-60\bb\ev\Council\2022\09272022\ Land Division Map for Lakes Residential Development LD 21-70435 Att
3.docx
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF THOUSAND OAKS AUTHORIZING
APPROVAL OF PARCEL MAP LD 21-70435 - 2200 E.
THOUSAND OAKS BOULEVARD (T.O. LAKES, LLC)
WHEREAS, on November 30, 2021, the City Council of the City of Thousand Oaks conditionally approved LD 21-70435 with T.O. Lakes, LLC as part of Resolution 2021-063; and
WHEREAS, T.O. Lakes, LLC has submitted for approval Final Map LD 2021-70435; and
WHEREAS, City and T.O. Lakes, LLC entered into a Development Agreement that was recorded with the Ventura County Clerk-Recorder on March 30, 2022, and permits the City to approve a Final Map on the condition that said map shall not be recorded prior to T.O. Lakes, LLC’s exercise of its purchase option to obtain the subject property in fee; and
WHEREAS, the requirements of the City of Thousand Oaks Municipal Code, Title 9, Chapter 3 (Subdivision Ordinance) have been complied with and the Tentative Map Conditions have been met; and
WHEREAS, T.O. Lakes, LLC desires to split a single parcel into two air parcels and one master parcel in accordance with LD 21-70435 located at 2200 E.
Thousand Oaks Boulevard; and
WHEREAS, the existing property is encumbered with an easement reserved by the City of Thousand Oaks recorded on April 24, 1974, for the purposes of public utilities, which includes water, sewer, stormwater, and cables used for the transportation of electric energy; and
WHEREAS, there are no utilities located in the easement and the easement has not been used for the purposes of conveying public infrastructure; and WHEREAS, the Subdivision Map Act requires City Council authorization prior to abandonment or quitclaim of any easement reserved for public benefit.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Thousand Oaks:
1. Adopts resolution authorizing City Engineer to approve the completed Final Parcel Map No. LD 2021-70435 for recordation (T.O. Lakes, LLC); however, before recordation, T.O. Lakes, LLC must exercise its Purchase Option pursuant to Article 3.3.1(e) of the Development Agreement entered into Item No.7D
DPW: 821-60\bb\ev\Council\2022\09272022\ Land Division Map for Lakes Residential Development LD 21-70435 Att
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between the parties on March 23, 2022, and recorded with the Ventura County Clerk-Recorder on March 30, 2022.
2. Authorizes City Engineer to approve and City Clerk to sign the Parcel Map and Abandonment Certificate when it is in a complete and acceptable form, and to process other necessary and pertinent documents and drawings.
3. Authorizes Mayor and City Manager to sign the Owner’s Statement on the Parcel Map on behalf of the City.
4. Authorizes City Clerk and other necessary City staff to sign an Abandonment Certificate for a public utilities easement previously reserved for public benefit and identified on the cover sheet of Parcel Map LD 2021- 70435, which will enable the public utilities easement to be abandoned upon recordation of the map.
PASSED AND ADOPTED this 27th day of September 2022, by the following vote:
Ayes:
Noes:
Absent:
Bob Engler, Mayor
City of Thousand Oaks, California
ATTEST/CERTIFY:
Cynthia M. Rodriguez, City Clerk
Date Attested: _____________
APPROVED AS TO FORM:
Office of the City Attorney
Patrick J. Hehir, Chief Assistant City Attorney
Item No.7D
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APPROVED AS TO ADMINISTRATION:
Andrew P. Powers, City Manager
The presence of electronic signature certifies that the foregoing is a true and correct copy as approved by the City of Thousand Oaks City Council on the date cited above.
Item No.7D
TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:September 27, 2022
SUBJECT: Zero Emission Bus Plan Consulting Services Task Order RECOMMENDATION:
Approve Task Order No. 2 with Stantec Consulting Services, Inc, (Los Angeles, CA) on Contract No. 12500-2020 for a not-to-exceed amount of $102,836, to prepare a State of California required Zero Emission Bus Transition Plan.
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time to prepare staff report and $102,836 cost of Zero Emission Bus Transition Plan are included in the Adopted FY 2022-23 Transportation Fund Budget. Failure to comply with the State requirement may result in financial penalties and inability to apply for grant funds supporting investments in electric (EV) buses, vans, and infrastructure.
BACKGROUND:
Thousand Oaks Transit (TOT), established in 1981, provides fixed route bus service, Senior Dial-A-Ride (DAR), and Americans with Disabilities Act (ADA) paratransit services to the City’s residents and services under contract to five other area agencies.
As of June 30, 2023, all public transit agencies are required by the State of California and the California Air Resources Board to adopt a Zero Emission Bus (ZEB) Transition Plan (Plan). The Plan is intended to provide each agency a road map to identify financial challenges, infrastructure, facility, and training needs each agency must address in order to comply with State regulations that all transit agencies begin a transition to only zero emission buses beginning in 2030.
In addition to State requirements, many Federal grant funding opportunities also require similar requirements as a condition of applying for available funds. With the substantial amount of funding available to local agencies in the coming years to support EV bus acquisition, development of a Federally compliant Plan is an essential component of transit program funding.
Item No.7E
Zero Emission Bus Plan Consulting Services Task Order
September 27, 2022
3 8
2 DISCUSSION/ANALYSIS:
To prepare the Plan, in accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, staff solicited an informal Request for Proposals/Qualifications (RFP/Q) to existing on-call consulting firms.
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 necessary for more than a satisfactory performance of 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 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.
A total of three responses were received. Two firms responded with interest but could not meet the deadline for completion of the project (May 1, 2023). Only Stantec Consulting Services, Inc., (Stantec) submitted a completed proposal (Attachment #1) that met the requirements of the RFP/Q.
Stantec’s proposal cost of $102,836 is less than staff’s estimate of $120,000, and Stantec was also selected by the Ventura County Transportation Commission and the Gold Coast Transit District to complete their Plans. The cost is within the limits allowed for on-call consultant work with City Council approval (under $125,000) and is within the limits of Stantec’s existing on-call contract with the City. On-call Contract No.12500-2020 was approved on 9/27/20 and has a term from July 1, 2020, through June 30, 2023. The current amount available is $474,860 with a balance remaining of $372,074 after this scope of work is completed. Task Order #1 previously issued for $25,140 is unrelated.
Staff recommends the award of contract as described. It is estimated that over the course of the next five years, up to $8.0 million will be required to transition the City’s bus and dial-a-ride fleets to EV. The City will have to rely substantially on available State and Federal funding to complete this transition. Without a Plan in place, the City will be ineligible to apply for available funding.
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.
Item No.7E
Zero Emission Bus Plan Consulting Services Task Order
September 27, 2022
3 8
2 F. Provide and enhance essential infrastructure to ensure that the goals and polices of the Thousand Oaks General Plan are carried out and that City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Mike Houser, Transit Program Manager
Attachment:
Attachment #1 – Stantec Task Order #2
DPW: 940-10\mh\ev\Council\2021\092722\ZEB PlanTask Order Award staff report.docx Item No.7E
TASK ORDER NO. 2 Page 1 of 3
Consultant/Contractor: On Call Agreement Amount: $ 500,000.00 Agreement No.: Prev. Approved Task Orders: $ 25,140.00
Agreement Date: This Task Order: $ 102,836.00
Agreement Expiration Date: On Call Agreement Balance: $ 372,024.00 DIR Registration Number: City Council Approval Date: 9/27/2022 DIR Expiration Date: City Business License Number: 20-5622 CI Project or O & M Account No.
CI Project Name:
SCOPE OF WORK FOR THIS TASK ORDER:
NOT-TO-EXCEED FEE AMOUNT FOR THIS TASK ORDER: $ 102,836.00 TIME FOR COMPLETION OF ALL SERVICES UNDER THIS TASK ORDER:
Recommended By: Date:
Approved By: Date:
Approved By: Date:
Approved By: Date:
City of Thousand Oaks
Approved As To Form: Date:
City of Thousand Oaks
Accepted By: Date:
Approved By: Date:
Attested By: Date:
Bob Engler, Mayor
City of Thousand Oaks
Mike Houser, Transit Program Manager
ON CALL AGREEMENT
TASK ORDER
Prepare a California Air Resources and Federal Transit Administration compliant Zero Emission Bus Transition Plan Tracy Friedl, Assistant City Attorney
6/30/2023
Zero Emission Bus Transition Plan (Non CIP)
651-5540-682-5699 (50%) 651-5550-682-5699 (50%)
City of Thousand Oaks
Andrew P. Powers, City Manager
Stantec Consulting Services, Inc.
Derek Rapp
6/30/2023
Stantec Consulting Services, Inc.
1000008020
City of Thousand Oaks
12500-2020
7/1/2020
5/1/2023
*If the term of the Master On-Call Agreement from which this Task Order was issued expires prior to the completion of this work, the terms and conditions of the Agreement, including all rights and obligations, shall remain in effect and bind the parties until the work is completed.
City of Thousand Oaks
Clifford G. Finley, Public Works Director
City of Thousand Oaks
Cynthia M. Rodriguez, City Clerk
Nader Heydari, Public Works Deputy Director
DPW: XXX-XX/XX/Non-Council/Task Orders/Consultant or Contractor/TO #_.xls Rev. 4/12/22 ATTACHMENT #1
Item No.7E
ZERO EMISSION BUS TRANSITION PLAN
SCOPE OF WORK
Consultant shall provide all labor, materials, and expertise to produce a Zero Emission Transition Plan for the City of Thousand Oaks’ Transit Program’s conversion from CNG by 2040, as mandated by CARB and by Federal requirements to apply for 5339(b) and 5339(c) funds, including the Grants for Buses and Bus Facilities and Low or No Emission Program. Final Transition Plan shall include all required Transition plan components to be considered complete by CARB and Federal Department of Transportation. Plan shall be modifiable (a “living document”) so that plan can be updated as technology improves, and additional funding sources become available.
Transition Plan to include, but not be limited to the following:
Consultant shall consider the operational and financial impacts of conversion and examine the difference in the capital and operating costs of new battery-electric or hydrogen fuel cell bus technology versus the current compressed natural gas (CNG) transit fleet technology currently used by the City and MV Transportation. Transition plan shall recommend a ZEB mode (battery electric or hydrogen production).
Financial component of Plan shall discuss operating and capital revenues and expenditures and their impact on City budget. Transition Plan’s financial analysis shall consider lifetime/lifecycle costs, and eligibility, and time sensitivity of applications for grant revenues and vehicle purchases.
Plan shall describe the partnership of City and Thousand Oaks Transit with the electrical utility provider or alternative fuel provider. Plan shall discuss Capital and Operating cost impacts associated with new ZEB vehicles and infrastructure, the cost of rehabilitation or purchase of interim non-ZEB vehicles and infrastructure, labor, employee training, route modeling, fuel, and maintenance costs.
Capital vehicle and Infrastructure component s shall discuss existing and future requirements, include suggested vehicle makes and models, types of charging components or systems , purchase schedules, annual design , and construction schedules.
TASK BREAKDOWN
Task 1 - Project Management and Administration
David Verbich shall serve as Project Manager (PM) and shall be City’s main contact during the project. PM shall provide TOT with project updates, including details regarding completed deliverables, work in progress, proposed meetings, and required approvals .
PM shall ensure the draft and final ZEB plans meet Federal and State Zero Emission and Innovative Clean Transit Regulations.
Item No.7E
Task 2 - Existing Conditions & Market Scan
Consultant shall evaluate existing operational practices to establish baseline or existing conditions necessary for the ZEB plan.
Consultant shall review existing operational practices to establish a service level baseline for Consultant to develop status-quo cost projections, identify needed changes for ZEB transition, provide gap analysis, and establish parameters to evaluate the success of ZEB compared to current operations of TOT. A summary of those findings will be provided in the existing conditions report. Consultant shall:
1. Analyze existing routes to identify attributes such as lengths and topographical challenges.
2. Identify the fleet size required to meet pull-out as well as FTA-mandated spare ratios.
3. Analyze operational characteristics, including vehicle scheduling, blocking, revenue hours and miles, deadhead in addition to other non-revenue hours and miles, as well as by vehicle type to provide a granular view of TOT’s services.
4. Review changes to TOT’s routes, fueling practices, and fleet composition that are proposed or anticipated prior to ZEB conversion.
5. Identify disadvantaged communities as defined by CalEnviroScreen 4.0 (census tracts that are disproportionately burdened by, and vulnerable to, multiple sources of pollution).
6. Review applicable collective bargaining agreements to understand unique work rules that may impede ZEB transition.
7. Conduct a site visit to the maintenance yard at 1993 Rancho Conejo Blvd. to assess existing conditions. Representatives from Consultant’s relevant ZEB transition streams—operations, power, buildings, maintenance, fleet and fueling— will be in attendance (either in person or virtually). Consultant shall meet with City and ask questions, take pictures and gain understanding of the current facilities that the ZEB transition infrastructure plan will build upon.
8. Engage with TOT staff or subcontractors who have hands -on experience operating, maintaining, and fueling fixed-route, dial-a-ride, and paratransit fleets.
Task 3 - Modeling and Preferred Fleet Concept
Of special significance for this task is the need for a rigorous analysis of ZEB fleet fueling compared to existing bus routes, dispatch practices, and operations with the various range limitations of ZEB vehicles.
3.1 Route Modeling and Fleet Simulations
Consultant shall use data collected from Task 2 and service schedules, blocking, passenger loads, vehicle assignment, mileage , service area data, original equipment manufacturer v ehicle spec ifications and develop a route model, a bus performance model, and a fleet operations requirements model that will determine if TOT can feasibly operate ZEBs from the current service design plan and determine power and fuel requirements.
Item No.7E
3.2 Preferred Fleet Concept – Determining Technology Type(s) and Fleet Size Modeling results will provide an understanding of the power and fuel requirements for a ZEB-equivalent fleet and feasibility of each technology type for TOT.
Consultant shall use ZEBDecide to help solidify the decision regarding the composition of the proposed ZEB fleet, defining a preferred fleet concept that Consultant shall use to develop a rollout plan for the preferred technology, whether a single technology type, or multiple technologies. Consultant shall use ZEBDecide to derive a preferred fleet concept by first defining the feasible technologies for TOT’s service. This will set the parameters from which to develop two or three potential fleet composition scenarios to test and refine.
Consultant shall use a multiple criteria evaluation to outline the trade -offs to the fleet concepts and arrive at a preferred fleet mix. The criteria considered are qualitative and include considerations for:
a. Scheduling and planning
b. Operations and dispatching
c. Training and agency-wide adoption
d. Technology availability/OEMs/procurement
e. Service area-specific considerations
f. Total cost of ownership
g. Other considerations
h. Overall fit for TOT
This will help define the preferred fleet mix that will minimize overall costs as well as meet all operational goals. When the Preferred Fleet Concept exercise is complete, Consultant shall meet with TOT to discuss the proposed approach for optimizing the fleet composition and technology, and to define the parameters for Consultant’s development of the rollout and implementation plan.
3.2 Charging Profile and Infrastructure Power Modeling
If the selected solution are BEBs, Consultant shall combine the fleet’s energy demand with operat ional considerations —such as vehicle dispatching schedules —to estimate 1) the ideal number of chargers, 2) charger capacity, and ultimately, 3) the power demand.
Using the power requirements, as well as details form the service schedule, a charging profile shall be generated defining charging times and number of connected chargers to mitigate power demand during on-peak rate hours.
If the selected fleet includes FCEBs, Consultant shall combine the modeling results with the operational considerations to finalize the fueling station configurations, which includes 1) the number of needed dispensers, 2) required flow rate of compressors to ensure service for the entire fleet during the available refueling window, 3) size of hydrogen storage and station capa city, 4) required grid connection upgrades, and 5) footprint for the station. The final design of the station will be directly related to the available refueling window and the dispatch hours of the vehicles.
3.3 Rate Modeling and Fuel Cost
Combining the power and rate models Consultant shall provide predictive electricity costs and technical specifications for the upgrade of the grid connection to engage Item No.7E
discussions with Southern California Edison. Consultant shall forecast the electricity cost throughout 2040.
Task 4 - Needs and Opportunities Assessment and Financial Modeling
4.1 Needs and Opportunities
A. Analysis of electrical infrastructure needs
Consultant shall perform an Electrical Infrastructure Analysis including the following:
a. Forecasting the electrical charging needs based on the modeling while anticipating the growth or changes required when deploying an all -electric fleet. If hydrogen FCEBs are the final recommenda tion for the fleet, then the modeling will provide the power requirements to operate the refueling station as the necessary grid connection upgrade
b. Consideration of grid connection upgrades to the future infrastructure site c. Evaluation of the existing depot electrical and operations infrastructure to project necessary upgrades to support the new fleet and future electrical demand from all activities managed by TOT.
d. Coordination with the local electric utility to identify system capacities, when such capacity will be surpassed, and to confirm their ability to meet the projected energy demands.
e. Preparation of a comprehensive infrastructure plan through the fleet transition period that identifies the required infrastructure upgrades, both internal to the TOT facility and on SoCal Edison distribution system (e.g., on -site transformer and conduit needs), and provide a phasing plan that will result in an infrastructure that can fully support the evolving fleet.
f. Developing a preliminary architectural and engineering design of the on -site electrical infrastructure upgrades required to support the BEB fleet at the garage and at on -route charging locations. The design will include initial equipment and power distribution system sizing, layouts, and inform ord er of magnitude cost estimates.
B. Analysis of Yard Layout and Charger Location
Electric bus charging for buses at transit facilities will increase the complexity of the current circulation and parking situation at the City’s Municipal Service Center. ZEB’s will be purchased over time, which will require maintaining infrastructure for the current conventional buses, while constructing and using the recharging/refueling ZEB equipment. Maintenance and servicing of the ZEB charging infrastructure is different than that of CNG vehicles.
Consultant shall research and investigate alternative charging equipment and configurations, layouts, and the impacts on the operational flow of the Municipal Service Center during the ZEB transition and after full implementation. The deliverable shall be a site layout which will consider charger physical specifications (i.e., potential size), as well as proposed vehicle flow that also considers the new areas for the charger cabinets, charger dispensers, and any additional electrical infrastructure to operate the chargers.
Item No.7E
If hydrogen FCEBs are selected by City as the preferred fleet alternative, the fleet’s hydrogen demand shall then be combined with operational considerations — such as the time window for refueling buses and available footprint — to estimate 1) max capacity of the hyd rogen station in kg per day, 2) hydrogen - storage capacity, 3) number of dispensers, 4) power requirement of the station, and 5) overall equipment specifications (e.g., flow rate of dispensers, capacity of the compressors, etc.). The deliverable shall be the hydrogen station footprint, as well as a layout concept with a proposed vehicle flow that considers the new hydrogen refueling area.
C. Energy Storage and Renewable Energy
Consultant shall complete a thorough analysis which is required ensure the most optimal choices for the use of solar panels. Consultant shall analyze the role Battery Energy Storage Systems (BESS) could play in storing renewable energy, as TOT conventional energy pulled off the grid. A BESS may help TOT reduce its peak-load demand and also set up the agency for arbitrage opportunities, buying power when the cost is lower and selling it back to the grid at a higher price when the energy is not required for BEB operations or charging.
If determine d that BEB options are appropriate for TOT, Consultant shall analyze energy storage and solar opportunities. Specifically, Consultant shall evaluate local energy storage opportunities to reduce demand and energy charges. Items to be considered will include centralized depot batt ery storage and c harger-integrated storage.
Consultant shall provide an analysis of the technical and economic feasibility of using solar and/or energy storage technologies to provide energy for the TOT ZEB fleet, if required after the preferred fleet mix is selected by City. The analysis shall include the current cost of required capital infrastructure , the benefits of time -shifting utility purchases, and power generated by the solar array.
4.2 Cost Estimation and Financial Modeling
Consultant shall prepare an analysis of the costs of maintaining the current propulsion type until 2040 - a status quo (or base case) scenario - assuming fleet growth and service hours remain consistent. Status quo cost projections shall include the current cost of fleet operations including maintenance, fueling, bus replacement frequency and other relevant factors such as major midlife/overhaul costs. Next, Consultant shall apply a discount rate to future cash flows to ensure all costs are presented in 2022 dollars.
With the information and cost estimati on data from the Needs and Opportunities assessment, Consultant shall compile all the costs related to owning and operating a ZEB fleet (again, assuming service levels stay consistent), considering the transition period where a combination of ZEB and CNG vehicles will be in operation. This analysis will also be used to refine the implementation plan and all the requirements of the ICT plan, including most crucially, the quantity of each type of bus in each fiscal year. Variables to the plan are as follows:
Item No.7E
A. Vehicle Costs
Consultant shall derive capital ZEB costs based on their database of costs derived from prior plans developed for other agencies. Assumptions will include the California Department of General Services (DGS) quotes for ZEB for California age ncies and the database Consultant maintains of recent peer purchase prices.
B. CNG and Gasoline Fueling
Though CNG fueling will ultimately be phased out as the agency transitions to ZEB - compliant technologies, it will remain a critical element of TOT’s bus strategy up to the 2040 timeframe. Accordingly, the cost of CNG through the transition period will be an important metric and a basis of comparison versus the cost of the future ZEB -based ‘fuels’.
In order to determine these costs, Consultant shall examine the key variable constituent cost of CNG. These costs will be determined by studying TOT’s current and recent expenditures in these areas, as well as by Consultant researching anticipated trends and reviewing historical data of CNG fuel prices over the past five and ten years, respectively. Based on the information reviewed, Consultant shall make a best available projection on the price of CNG in the future to serve as a baseline for cost comparison. The projection method could be based on historical costs or based on existing Energy Information Administration (EIA) forecasts, or a combination of both.
All these fuel-cost elements will then be extrapolated and mapped over the course of the ZEB-transition timeframe as a basis for understanding the comparative delta to fuel costs associated with the ZEB-compliant alternatives.
C. Electricity and Hydrogen Fuel
The cornerstone for bus fleet energy demands shall be determined through detailed modeling of the individual bus routes as described previously. The models will include route length and topography, passenger loads, and critical weather-related accessory loads (heating and cooling).
These detailed models will be used to evaluate bus operation and charging requirements, or fuel capacity requirements for FCEBs, and will form the basis for evaluating the charging/fueling infrastructure that will be required as well as the timing and cost of the energy supplies.
To calculate the cost of electricity, C onsultant shall coordinate with SoCal Edison to define current and near -term electricity costs and tariff structures to develop a cost baseline for evaluating charging alternatives. Costs will also be estimated out for a 20- year lifecycle cost analysis of each ZEB option. Hydrogen costs will be based on market research of current costs and anticipated rates. This information will then be used to make reasonable projections for the cost of electricity (and hydrogen) over the next twenty years.
Consultant will compile data from agencies that operate BEB and FCEBs, as well as data from OEMs to get a wider picture of the fuel cost. Historical data from projects Item No.7E
across the country for the different bus technologies has already been collected and analyzed to create a cost library and these will supplement the cost projections.
D. BEB Charging Infrastructure
Consultant may consider the following capital cost factors for in yard charging:
a. Offsite utility distribution and primary feeder
b. Onsite transformer(s)
c. Utility service and metering
d. Associated civil-site upgrades
e. Onsite distribution, conduits, and wiring
f. Full-power charger and dispensers in yard – this is the critical element, as these quantities and power ratings will directly drive the overall power and energy needs g. Lower-power charger in maintenance bays – likely potable and able to be powered by existing arc- welding outlets where applicable
h. Support infrastructure for chargers and dispensers, including possible overhead gantries to support inverted pantograph dispensers
i. Robust IP and data pathways, as needed to support the critical communication and software layer
j. Considerations for phasing and associated inflation, since the buildout of the ZEB fleet will likely take more than 10 years to complete
k. Consideration to incorporate onsite energy storage where peak demand charges or utility capacity constraints may exist
l. Consideration of onsite power generation, which may be implemented as either conventional backup power and to comply with current codes and standards m. Consideration of, if possible, inter -agency sharing of infrastructure and costs for opportunity chargers. Given the standards -based interface for opportunity chargers (J3105 pantograph) and that all agencies in the region are under the ICT ZEB mandate, cooperative development may be appropriate.
E. Hydrogen Fueling Infrastructure
To the extent that the modeling and TOT and Consultant’s team’s evaluation calls for implementation of FCEB propulsion within the system, appropriate hydrogen fuel capital cost modeling will be developed on a per -facility basis as appropriate.
Hydrogen fuel can be derived and implemented in a range of modes. Accordingly, the infrastructure cost modeling shall be broken out based on technical approach, and will contain a combination of the following capital cost elements as applicable:
a. Offsite utility distribution and primary feeder.
b. Onsite transformer(s) or upgrades
c. Metering or upgrades
d. Onsite distribution, conduits, and wiring
e. Hydrogen fuel supply
f. Water electrolysis – includes requirements for very high input electrical energy g. Gaseous hydrogen via tube-trailer exchange
h. Liquefied hydrogen via tanker truck
i. High-pressure compression of gaseous hydrogen – 350 bar / 5000 PSI j. High-pressure pumping of liquefied hydrogen (also 350 bar) with heat exchanger to produce high-pressure gas
Item No.7E
k. High-pressure buffer storage
l. Gaseous H2 dispensing infrastructure
m. Considerations for phasing and associated inflation, since the build out of the ZEB fleet will likely take more than 10 years to complete
n. Consideration of onsite power generation, which may be implemented as conventional backup power
o. Addition of gaseous-detection and alarming systems at the maintenance buildings to account for hydrogen
p. Modifications to maintenance buildings air circulation system to account for use of hydrogen and to comply with current codes and standards. q. Consideration of, if possible, possible inter-agency sharing of hydrogen refueling infrastructure and costs. Given the standards -based interface for hydrogen refueling and current future plans of nearby agencies to transition to hydrogen, cooperative development may be appropriate.
F. Additional General Capital Costs
An additional factor that relates to facility cost and implementation of either of the ZEB- propulsion technologies is the phase out and decommissioning of the existing diesel infrastructure at TOT’s facilities.
Other facility modifications identified though the analysis tasks in this project, such as maintenance bay upgrades, yard layout changes, and methane/hydrogen related detection systems, may be required and shall be included in the recommendations and cost estimates.
All capital cost estimating shall be led by Consultant’s cost estimator. Additionally, the specific and ever-evolving technical details and specialty equipment costs for charging and hydrogen systems shall be coordinated by Consultant’s charging- and hydrogen- infrastructure specialists.
G. ZEB and Base Case Financial Report
After Consultant has evaluated capital, operations, refurbishment, and maintenance costs from a start -up and lifetime perspective for the recommended propulsion technology, they shal l finalize the ZEB scenario of the financial modeling, for comparison to the status quo (or base case) scenario. The modeling will demonstrate how forecasted costs, both Capital and Operations and Maintenance costs compare between the two scenarios, as this will give an indication of where incremental funding may be required, or where cost savings may materialize.
Findings shall be synthesized and communicated in discounted 2022 dollars to allow for a fair comparison between the scenarios. This step as it will act as the foundation for the ZEB Rollout Plan’s implementation.
Consultant shall evaluate the yearly total cash flow assuming a twenty -year lifecycle from ZEB implementation and will compare it to the CNG base case. This comparison of ZEB implementation against the “business as usual” scenario that will provide the most compelling quantitative analysis in support of the ZEB business case.
Item No.7E
4.3 ZEB Conversion Recommendations
Consultant shall compile and review prior outputs regarding the preferred fleet alternative, fleet needs, fueling needs, site plans, energy requirements, and cost estimates and budgets to develop strategic steps for a ZEB implementation plan. The conversion recommendations developed in this task will form the basis of the recommendations and implementation strategy for the final reports and deliverables in Task 5.
Consultant shall meet with City and discuss various phasing scenarios and address any challenges regarding the following:
a. Alignment with other ongoing planning efforts related to transit service b. Alignment with other construction or capital projects at the transit facility and/or related facilities
c. Ensuring that fueling/charging equipment is phased in a logical manner to minimize construction disruptions and reduce operational constraints d. Ensuring that fueling/charging equipment is phased in prior to vehicle procurements to support ZEBs
e. Refining ZEB procurement phasing/fleet replacement plan that leverages TOT’s fleet management plan and aligns with CARB’s ICT requirements
4.4 Procurement and Funding – CARB applicable funding incentives and other competitive funding sources
Although a complete list of funding incentives and sources will be established during the study, Consultant shall detail the process and potential financial return for seeking the following list of funding sources:
a. The Hybrid and Zero -Emission Truck and Bus Voucher Incentive Project (HVIP), where a voucher application process could offset the cost of a new ZEB vehicle by $120,000 - $175,000 USD.
b. H2 infrastructure, with up to $100,000 for equipment cost for each fuel cell voucher. c. EnergIIZE Commercial Vehicles infrastructure voucher program to support the infrastructure deployment.
d. The Low Carbon Fuel Standard, where agencies using fuel and f uel blend stocks with carbon intensity below the established threshold receive credit incentives, with additional incentives for electric/hydrogen powered charging stations. e. SCE’s Charge Ready Program
f. State Transit Assistance
g. Proposition 1B Transit Capital/Transit Security Funding h. Low-Carbon Transit Operations Program (LCTOP)
i. 5307/5309/5311 Funds
j. Opportunities for leasing vehicles and/or electric bus batteries, where some suppliers have leasing programs available.
k. FTA Low or No Emission Vehicle Program (Low-No)
l. FTA Bus & Bus Facilities
m. FTA Tribal Transit
n. NHTSA Autonomous Funds
o. USDOT BUILD (formerly TIGER)
p. DOT Autonomous Program
q. Beneficiary Mitigation Plans for Volkswagen Settlement Funding r. Community Air Protection Program (CAPP)
Item No.7E
s. Carl Moyer Funding
t. District DMV (AB923 & AB2766)
u. AB617 Protections thru New Select CAP Investments
v. Electric Program Investment Charge (EPIC)
w. Transit and Intercity Rail Program (TIRCP), which applies to both urban/intercity and BRT
TASK 5 – Draft and Final ZEB Implementation and Transition Plan
5.1 Draft Zero-Emission Bus Rollout and Facilities
Consultant shall prepare a cohesive and concise report that summarizes the work of all previously completed tasks (Tasks 2, 3 and 4). Consultant shall ensure all deliverables are being met and clearly stated throughout the entire report. Consultant shall work closely with TOT to develop presentations and summaries that can be utilized for presentations and meetings. Presentations will solicit feedback, respond to questions, and resolve critical issues.
Consultant shall support TOT in documenting conclusio ns and findings. The final report will include an executive summary and the main body of the report will be organized in a logical manner which includes all previously described tasks and deliverables, and also takes into consideration other findings, asse ssments, evaluations, conclusions, and strategies uncovered over the course of the project. A clear rationale for the recommended ZEB technology(s) will be provided, which will be supported by a compelling business case and a summary of associated operatin g and capital costs for the transition to this ZEB technology. A timeline of key activities to ensure compliance with the CARB ZEB regulation by 2040 will also be included. Report shall meet the requirements of CARB’s ICT Rule (13 CCR§2023.1(d)(1)) and shall be consistent with CARB’s Zero-Emission Bus Rollout Plan Guidance for Transit Agencies.
Plan shall have the following format:
a. Introduction, CARB requirement and project approach
b. Summary of existing conditions
c. Block-level modeling results
d. Preferred fleet composition concept
e. Fleet procurement strategies
f. Facility and infrastructure modifications
g. Service in disadvantaged communities
h. Workforce training
i. Potential funding sources and financing
j. Financial analysis/impact
k. Other transition items
l. Phasing and Implementation
Consultant shall also provide a ZE Fleet Transition Plan that is FTA -compliant so that TOT can use this plan as part of the application for funding like Low -No and Buses and Item No.7E
Bus Facilities Program. The Plan will leverage content developed throughout the Rollout Plan study.
The elements for the FTA plan shall include:
a. A long-term fleet management plan
b. Availability of current and future resources to meet costs for transition and implementation
c. Policy and legislative impacting relevant technologies d. Evaluation of existing and future facilities for alternative propulsion technologies e. Partnership with local utility or alternative fuel provider f. Workforce training and development plan
Consultant shall provide City Project Manager with a Draft Plan incorporating all of the above findings in an electronic format allowing for comment/feedback.
5.2 FINAL ZEB TRANSITION PLAN
City and TOT shall review draft plan and submit to Consultant a consolidated list or plan containing all comments and edits.
Consultant shall update the draft plan with comments received from City and TOT and provide a Final Report in electronic format.
Consultant shall also present and discuss the contents of the Final Report to TOT’s designated staff, to City Council , and to other municipal councils and oversight as necessary.
Consultant shall provide City with a Final Plan in PDF format incorporating comments and suggestions from Draft Plan and all elements required for the Plan to be deemed complete by CARB and the Federal Department of Transportation.
Final Transition Plan to be delivered no later than May 1, 2023.
Item No.7E
TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:September 27, 2022
SUBJECT: Termination of Contract – Industrial Strength Advertising and Design
RECOMMENDATION:
Approve termination of Professional Services Agreement, Contract No. 12849- 2021 with Industrial Strength Advertising and Design with 30 days’ notice in accordance with the terms of the contract and authorize City Manager to execute Termination Letter.
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time to prepare report is included in the Adopted FY 2022-23 Transportation Fund Budget. Estimated $80,000 in Transit Program cost savings in FY 2022-23 with additional savings in future fiscal years to be determined.
BACKGROUND:
Thousand Oaks Transit (TOT), established in 1981, provides fixed route bus service, Senior Dial-A-Ride (DAR), and Americans with Disabilities Act (ADA) paratransit services to residents of Thousand Oaks and services under contract to five other area agencies.
In April 2021, staff issued a Request for Proposal/Qualifications (RFP/Q) to provide continued marketing related services in support of TOT. TOT had previously relied on the use of on-call contracts on a project-by-project basis, but a more long-term solution to the program’s on-going marketing and social outreach needs was desirable.
Item No.7F
Termination of Contract – Industrial Strength Advertising and Design September 27, 2022
3 8
3 DISCUSSION/ANALYSIS:
Industrial Strength Advertising and Design was selected through a competitive process that included interviews with staff from Public Works and the City Manager’s Office. In August 2021, City Manager approved, under Summer Recess Authority, the award of a five-year contract, with a total not-to-exceed value of $500,000.
Industrial Strength has been providing services for the program for the past 13 months, however the arrangement has not proven as beneficial as expected. Staff feels the TOT marketing needs can be more effectively and timely fulfilled using internal staff and resources at this time, with an overall cost savings to the program.
Hourly staff currently assigned to the program have proven to be adept at meeting program needs for graphics work and social media content. In addition, Public Information staff in the City Manager’s Office and their contracted resources are also available to the program for special needs.
The recommended action will save the Transit Program an estimated $80,000 per year. These savings will be used to help offset other program costs.
Staff recommends City Council approve and authorize City Manager to execute the attached Termination Letter (Attachment #1).
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
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: Mike Houser, Transit Program Manager
Attachment:
Attachment #1 – Termination Letter
DPW: 940-10\mh\Council\2022\092722\Contract Termination Industrial Strength staff report.docx Item No.7F
ATTACHMENT #1
September 28, 2022
ALSO SENT VIA EMAIL TO:
[email protected]
Mr. Alex Couchman
Industrial Strength Advertising and Design
23564 Calabasas Road, Suite 105
Calabasas, CA 91302
RE: Agreement No. 12849-2021: Transit Marketing and Outreach Services Dear Mr. Couchman:
Pursuant to Section 12 of the above-named Agreement, please accept this letter as your official 30-day Notice of Termination for Transit and Marketing Outreach Services. Said termination shall be effective October 28, 2022. Please assemble any existing work in progress to close out the contract and provide us with a final invoice. If final copies of any completed work have not already been delivered, please do so prior to submission of your final billing.
If you have any questions, please feel free to contact Mike Houser, Transit Program Manager, at 805-449-2494.
Sincerely,
Andrew P. Powers
City Manager
c: City Clerk
DPW:940-10\mh\Transit\Marketing\RFP 2021\Industrial Strength Termination Letter.docx Item No.7F
TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:September 27, 2022
SUBJECT: Rancho Conejo Biotech Area Sidewalk Project Engineering Services - CI 5664
RECOMMENDATION:
1. Approve Professional Services Agreement with MNS Engineers, Inc., (Thousand Oaks, CA) in an amount not-to-exceed $315,866 for engineering and design of the Rancho Conejo Biotech Area Sidewalk Project (CI 5664), plus extra services of $31,634, for a total amount not-to-exceed of $347,500, with a term ending June 30, 2024, with optional extensions to June 30, 2027.
2. Authorize acceptance of Federal COVID Relief and Recovery Supplemental Appropriation Act Grant from Federal Highway Administration, in the amount of $1,592,969 for the construction phase of the Rancho Conejo Biotech Area Sidewalk Project (CI 5664).
3. Approve budget appropriation in the amount of $1,592,969 from A/C #183-0000- 438-9900 (Federal Grant/Other) to A/C #183-5310-631-8300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
4. Approve budget appropriation in the amount of $1,600,000 from A/C #001-0000- 311-1000 (General Fund, Fund Balance) to A/C #001-5310-631-8300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
5. Authorize expenditure in the amount of $352,500 ($315,866 Agreement, plus extra services of $31,634, and $5,000 City Furnished Materials and Supplies) from A/C #001-5310-631-8300 (CI 5664, Rancho Conejo Biotech Area Sidewalk Project).
FINANCIAL IMPACT:
$1,592,969 Increase to Adopted FY 2022-23 Grant Fund Budget, Fully Offset by Federal Highway Administration CRRSA Act Grant and $1,600,000 Increase to Adopted FY 2022-23 General Fund Budget. Minimal staff costs to prepare agreement and reports are included in the Adopted FY 2022-23 General Item No.7G
Rancho Conejo Biotech Area Sidewalk Project Engineering Services - CI 5664 September 27, 2022
3 8
4 Fund Budget. There are adequate capital reserves in the General Fund for this project. The total estimated cost of the project is $3,192,900.
BACKGROUND:
The Rancho Conejo Biotech Area, located in Newbury Park, north of Hillcrest Drive and along Rancho Conejo Boulevard and Lawrence Drive (Attachment #1), has several segments without existing pedestrian amenities, such as sidewalks and crosswalks, along the busy industrial and biotech zones.
The City plans to provide pedestrian facilities within the Rancho Conejo Biotech Area with the main project objective of installing some sections of missing segments of sidewalk in order to improve pedestrian safety within the project limits.
The improvements consist of sidewalk construction, reconstruction of driveways, curb ramp construction, and construction of retaining walls. The project also includes installation of a new pedestrian crossing on Rancho Conejo Boulevard at Corporate Center Drive, including enhanced crosswalk striping and Rectangular Rapid Flashing Beacons (RRFB).
The total project budget including design and construction phases is estimated at $3,192,900, which consists of $1,592,969 in federal funding from the COVID Relief and Recovery Supplemental Appropriation Act Grant (CRRSA) for the construction phase, with the balance of $1,600,000 to be funded by the City’s General Fund for both design and construction phases. The Ventura County Transportation Commission (VCTC) informed the City about the availability of CRRSA Act funding and requested the City to list a project for the funding in November 2021. Staff listed the Rancho Conejo Area Sidewalk project for the funding, which was added to the approved Federal Transportation Improvement Program (FTIP) listing on June 23, 2022. The project construction phase funding will need to be allocated by the California Transportation Commission (CTC) and then obligated by Federal Highway Admiration (FHWA) through Caltrans prior to the City bid advertisement for construction.
DISCUSSION/ANALYSIS:
The City requires professional design services from a professional engineering firm to complete the design, surveying, engineering, and traffic design for the project. In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, staff solicited a Request for Proposals/Qualifications (RFP/Q) for the Rancho Conejo Biotech Area Sidewalk Project. 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 Item No.7G
Rancho Conejo Biotech Area Sidewalk Project Engineering Services - CI 5664 September 27, 2022
3 8
4 qualifications necessary for more than a satisfactory performance of 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 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.
On July 8, 2022, the City published a RFP/Q for engineering consulting firms to provide the required professional services for the following phases of the project:
Phase I - Engineering Design and Bid Process, and Phase II - Construction Engineering Support, Inspection, and Material Testing.
The RFP/Q was sent out to over 800 vendors, a total of 37 vendors downloaded the RFP/Q document; however, in response to the published RFP/Q, the City received only one proposal which was from MNS Engineers, Inc., (MNS) – Thousand Oaks, CA. Staff evaluated the proposal for content, qualifications, creativity, project understanding, and quality. MNS was selected based on the following criteria:
1. Experience with this type of project
2. Key personnel experience with similar projects
3. Knowledge of project scope and level of effort
4. Overall qualifications and value
5. Familiarity with federal funding requirements
A detailed scope of work and consulting fees have been negotiated and finalized with MNS for services under Phase I (Design/Bid Process) of the project. Staff recommends City Council approve the Professional Services Agreement with MNS for Phase I services in the amount of $315,866 (Attachment #2). Upon successful completion of the Design Phase, staff will seek City Council’s authorization to amend MNS’s contract to provide professional consulting services in connection with Construction Phase of the project. The proposed Rancho Conejo Biotech Area Sidewalk Project was not originally included in the Adopted FYs 2021-23 Capital Improvement Program Budget.
ESTIMATED PROJECT COST SUMMARY
Design (This Action) $ 315,866
Design Extra Services (This Action) $ 31,634
City Furnished Materials/Supplies (This Action) $ 5,000 Construction Estimate (Future Action) $ 2,840,400
Total Estimated Project Cost $ 3,192,900
Item No.7G
Rancho Conejo Biotech Area Sidewalk Project Engineering Services - CI 5664 September 27, 2022
3 8
4 PROJECT TIMELINE
Begin Design Fall 2022
Complete Design
Federal Fund Obligation
Bid & Award Process
Summer 2023
Fall 2023
Winter 2024
Begin Construction Spring 2024
Project Completion Spring 2025
Community Outreach: Staff will develop and implement a public outreach plan for the project, with particular focus on the businesses located adjacent to the project, as well as the general public. Various communications tools and strategies, including community meetings (if needed), press releases, websites update, and social media posts will be utilized to inform the public and receive feedback. A dedicated project website will be created where updated project information will continue to be provided throughout the construction phase of the project.
Based on the project timeline, staff will return to City Council for authorization to bid on the construction of the rehabilitation work in early 2024. This project meets City Council’s Top Ten Priorities #8, “Facilitate continued investment in the Thousand Oaks Biotech cluster” and #9, “Public Works Infrastructure Investments.”
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: Masoud Razavi, Engineering Associate
Attachments:
Attachment #1 – Vicinity and Location Map
Attachment #2 – Professional Services Agreement with MNS Engineers DPW: 850-20\ev\Council\2022\09272022\CI5664\Rancho Conejo Sidewalk Agreement-Biotech staff report.docx Item No.7G
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Item No.7G
ATTACHMENT #2
Project Name: Rancho Conejo
Biotech Area Sidewalk (CI 5664)
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF THOUSAND OAKS
AND
MNS ENGINEERS, INC.
THIS AGREEMENT is made and entered into this 27th day of September 2022, by and between CITY OF THOUSAND OAKS, a municipal corporation ("City"), and MNS ENGINEERS, INC. ("Consultant").
City and Consultant agree as follows:
1. RETENTION OF CONSULTANT
City hereby retains Consultant, and Consultant hereby accepts such engagement, to perform the services described in Section 2. Consultant warrants it has the qualifications, experience, and facilities to properly and timely perform said services.
2. DESCRIPTION OF SERVICES
The services to be performed by Consultant are as follows:
Professional services in conjunction with the design, surveying, geotechnical investigations, Plans, Specifications and Estimate (PS&E), and bid-phase services of Rancho Conejo Biotech Area Sidewalk project. Services and deliverables shall generally include meetings, technical memorandums, Plans and specifications, and as are more particularly set forth in the Scope of Work, attached as Exhibit “A,” which is incorporated herein by reference.
3. COMPENSATION AND PAYMENT
(a)Maximum and Rate. The total compensation payable to Consultant by City for the services under this Agreement SHALL NOT EXCEED the sum of $ 315,866 (herein "not to exceed amount"), and shall be earned as the work progresses on the following basis:
Hourly, at the hourly rates and with reimbursement to Consultant for those expenses set forth in Consultant's Schedule of Fees, attached as Exhibit "B" and incorporated herein. The rates and expenses set forth in that exhibit shall be binding upon Consultant until December 31, 2023 after which any change in the rates and expenses must be approved in writing by City's Project Manager (City is to be given 60 days’ notice of any rate increase request), provided the not to exceed amount is the total compensation due Consultant for all work described under this Agreement.
Item No.7G
DPW: 850-20\ev\Council\2022\09272022\CI5664\Rancho Conejo Sidewalk Agreement-Biotech Att2.docx
(b)Prevailing Wage. Consultant may be obligated to pay prevailing wages under the California Labor Code. Consultant agrees to indemnify, defend and hold City harmless from any claim that prevailing wages should have been paid, and shall be liable for the payment of the same and any penalties thereon. It is the responsibility of Consultant to be familiar with the California Labor Code as it relates to this Agreement, and failure or neglect of Consultant to understand the California Labor Code shall in no way relieve Consultant from any obligations. (c)Department of Industrial Relations Requirements. Consultant’s work may be subject to the payment of not less than prevailing wages under California Labor Code Sections 1720 and 1770 et seq. and subject to compliance monitoring and enforcement by the Department of Industrial Relations. No consultant or subcontractor may be awarded a contract for public work unless registered with the Department of Industrial Relations, pursuant to California Labor Code Section 1725.5. Consultant’s DIR registration number is 1000003564. (d)Payment. Consultant shall provide City with written verification of the actual compensation earned, in a form satisfactory to City's Project Manager.
Invoices shall be made no more frequently than on a monthly basis, and describe the work performed (including, if applicable, a list of hours worked by personnel classification). All payments shall be made within 30 days after City’s approval of the invoice.
(e)Extra Services. Additional work not reasonably encompassed by the Scope of Services described in Section 2 may be agreed upon only by execution of a written Amendment to this Agreement. No liability or right to compensation for extra services shall exist without such Amendment. Unless otherwise stated in the Amendment, applicable rates for extra services shall be at the rates set forth in Exhibit “B.”
4. CITY PROJECT MANAGER
The services to be performed by Consultant shall be accomplished under the general direction of, and coordinate with, City's "Project Manager", as that staff person is designated by City from time to time, and who presently is Sujin Beck.
5. TERM, PROGRESS AND COMPLETION
The term of this Agreement is from the date first written above to June 30, 2024, unless term of this Agreement is extended or the Agreement is terminated as provided for herein.
City Manager or his or her designee shall have the authority to extend the term of this Agreement in writing no more than 3 separate times, for a period of 1 year each. Extensions of time shall be memorialized by execution of a written amendment.
Item No.7G
DPW: 850-20\ev\Council\2022\09272022\CI5664\Rancho Conejo Sidewalk Agreement-Biotech Att2.docx
Consultant shall not commence work on the services to be performed under the Agreement until (i) Consultant furnishes proof of insurance as required by paragraph 9 below, and (ii) City’s Project Manager gives written authorization to proceed with the work. All services shall be completed within the term of this Agreement.”
6. OWNERSHIP OF DOCUMENTS
All drawings, designs, data, photographs, reports and other documentation (other than Consultant's drafts, notes and internal memorandum), including duplication of same prepared by Consultant in the performance of these services, are the property of City. City shall be entitled to immediate possession of the same upon completion of the work under this Agreement, or at any earlier or later time when requested by City. City agrees to hold Consultant harmless from all damages, claims, expenses, and losses arising out of any reuse of the plans, specifications, graphics, brochures, reports, and other documentation for purposes other than those described in this Agreement, unless written authorization of Consultant is first obtained.
7. PERSONAL SERVICES/NO ASSIGNMENT/SUBCONTRACTS
This Agreement is for professional services, which are personal to City.
Michael Ip, Principal Engineer is deemed to be especially experienced and is a key member of Consultant's firm, and shall be directly involved in performing, supervising or assisting in the performance of this work. This key person shall communicate with, and periodically report to, City on the progress of the work.
Should said individual be removed from assisting in this contracted work for any reason, City may terminate this Agreement.
This Agreement is not assignable by Consultant without City's prior written consent.
The following portions of the work described in this Agreement may be subcontracted out to other parties by Consultant: Geotechnical investigation (Yeh & Associates), and Environmental Documents (Padre Associates).
8. HOLD HARMLESS AND INDEMNITY
(a) Hold Harmless for Consultant's Damages. Consultant holds City, its elected officials, officers, agents, employees and volunteers, harmless from all of Consultant's claims, demands, lawsuits, judgments, damages, losses, injuries or liability to Consultant, to Consultant's employees, to Consultant’s contractors or subcontractors, or to the owners of Consultant's firm, which damages, losses, injuries or liability occur during the work or services required under this Agreement, or performance of any activity or work required under this Agreement.
Item No.7G
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(b) Defense and Indemnity of Third Party Claims/Liability. To the maximum extent allowed by law, Consultant shall indemnify, defend with legal counsel approved by City, and hold harmless City, its officers, officials, agents, employees and volunteers from and against all liability including, but not limited to, loss, damage, expense, cost (including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with Consultant’s negligence, recklessness or willful misconduct in the performance of work hereunder or its failure to comply with any of its obligations contained in the Agreement, except such loss or damage which is caused by the sole or active negligence or willful misconduct of City. Should conflict of interest principles preclude a single legal counsel from representing both City and Consultant, or should City otherwise find Consultant’s legal counsel unacceptable, then Consultant shall reimburse City its costs of defense, including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation. The Consultant shall promptly pay City any final judgment rendered against City (and its officers, officials, employees and volunteers) with respect to claims determined by a trier of fact to have been the result of Consultant’s negligent, reckless or wrongful performance. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.
Consultant’s obligations under this section apply regardless of whether or not such claim, charge, damage, demand, action, proceeding, loss, stop notice, cost, expense, judgment, civil fine or penalty, or liability was caused in part or contributed to by an Indemnitee. However, without affecting the rights of City under any provision of this Agreement, Consultant shall not be required to indemnify and hold harmless City for liability attributable to the active negligence of City, provided such active negligence is determined by agreement between the parties or by findings of a court of competent jurisdiction. In instances where City is shown to have been actively negligent and where City’s active negligence accounts for only a percentage of the liability involved, the obligation of the Consultant will be for that entire portion or percentage of liability not attributable to the active negligence of City.
(c) Nonwaiver. City does not waive, nor shall be deemed to have waived, any indemnity, defense or hold harmless rights under this section because of the acceptance by City, or the deposit with City, of any insurance certificates or policies described in Section 9.
9. MINIMUM SCOPE AND LIMIT OF INSURANCE
Without limiting Consultant's indemnification of City, and prior to commencement of Work, Consultant shall obtain, provide, and maintain at its own Item No.7G
DPW: 850-20\ev\Council\2022\09272022\CI5664\Rancho Conejo Sidewalk Agreement-Biotech Att2.docx
expense during the term of this Agreement, and any extension thereof, policies of insurance of the type and amounts described below and in a form that is satisfactory to City.
Coverage shall be at least as broad as:
(a).Commercial General Liability (CGL): Consultant shall, at Consultant's sole cost and expense and throughout the term of this Agreement, and any extensions thereof, carry General Liability insurance coverage at least as broad as Insurance Services form CG 00 01 in an amount not less than $2,000,000 per occurrence, $4,000,000 general aggregate for bodily injury, personal and advertising injury and property damage, including without limitation, blanket contractual liability.
(b).Automobile Liability: Consultant shall, at Consultant's sole cost and expense and throughout the term of this Agreement, and any extensions thereof, carry Automobile Liability insurance coverage at least as broad as Insurance Services form CA 00 01 or the exact equivalent covering bodily injury and property damage for all activities of Consultant arising out of or in connection with the work to be performed under this Agreement, including coverage of any owned, hired, non-owned, or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
(c).Worker’s Compensation: Consultant shall, at Consultant's sole cost and expense and throughout the term of this Agreement, and any extensions thereof, carry workers’ compensation statutory benefits as required by law with employer’s liability limits no less than $1,000,000 per accident for bodily injury or disease. Consultant shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its elected officials, officers, agents, employees and volunteers for all work performed by Consultant, its employees, agents and subcontractors.
(d).Professional Errors and Omissions Insurance: Consultant shall, at Consultant’s sole cost and expense throughout the term of this Agreement, and any extensions thereof, carry professional errors and omissions coverage of no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate, with tail coverage for an extended reporting period of three (3) years.
If Consultant maintains higher limits than the minimum shown above, City requires and shall be entitled to coverage for the higher limits maintained by Consultant.
Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.
Item No.7G
DPW: 850-20\ev\Council\2022\09272022\CI5664\Rancho Conejo Sidewalk Agreement-Biotech Att2.docx
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status
City, its elected officials, officers, agents, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of Consultant including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to Consultant’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10 10 01 and CG 20 37 10 01 if a later edition is used). The provision shall also apply to any excess liability policies. In addition, Consultant shall ensure that the automobile liability policy contains a provision covering City as an additional insured, and shall obtain an endorsement to that effect if it does not.
Excess Insurance
The limits of insurance required in this agreement may be satisfied by a combination of primary and umbrella or excess insurance. Umbrella or excess policies shall provide coverage at least as broad as specified for underlying coverages and covering those insured in the underlying policies. Coverage shall be “pay on behalf” with defense costs payable in addition to policy limits. There shall be no cross-liability exclusion of claims or suits by one insured against the other. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and no-contributory basis for the benefit of City as required in written contract or agreement before City’s own insurance or self-insurance shall be called upon to protect it as a named insured.
City’s Rights of Enforcement
In the event any policy of insurance required under this Agreement does not comply with these specifications or is cancelled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant, or City will withhold amounts sufficient to pay premium from Consultant’s payments. In the alternative, City may cancel this Agreement.
City’s Right to Revise Specifications
City reserves the right at any time during the term of the Agreement to change the amounts and types of insurance required by giving Consultant ninety (90) days Item No.7G
DPW: 850-20\ev\Council\2022\09272022\CI5664\Rancho Conejo Sidewalk Agreement-Biotech Att2.docx
advance written notice of such change. If such change results in substantial additional cost to Consultant, City and Consultant may renegotiate Consultant's compensation.
Primary and Non-Contributory Coverage
For any claims related to this Agreement, Consultant's insurance coverage shall be primary insurance as respects City, its elected officials, officers, agents, employees and volunteers. Any insurance or self-insurance maintained by City, its officers, officials, employees or volunteers shall be excess of Consultant's insurance and shall not contribute with it and shall be at least as broad as CG 20 01 04 13.
Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to City.
Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by City. City may require Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with a current A.M. Best’s rating of no less than A:VII, (unless otherwise acceptable to City).
Waiver of Subrogation
All insurance coverage maintained or procured pursuant to this Agreement shall be endorsed to waive subrogation against City, its elected officials, officers, agents, employees or volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications - to waive their right of recovery prior to a loss. Consultant hereby waives his own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subcontractors. Copies of these waivers shall be submitted to City prior to commencement of work.
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Claims Made Policies
If any of the required policies provided coverage on a claims-made basis:
(a). The Retroactive Date must be shown and must be before the date of the Agreement or the beginning of contract work.
(b). Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the work required under this Agreement.
(c). If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the Agreement effective date, Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of Agreement work.
Verification of Coverage
Consultant shall provide City with copies of certificates (on City certificate form or an Accord form as modified per City direction) for all policies, with the appropriate named additional insured coverage and an endorsement that they are not subject to cancellation without 30 days prior written notice to City. All certificates and endorsements are to be received and approved by City before work commences.
However, failure to obtain the required documents prior to the work beginning shall not waive Consultant's obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
Subcontractors
Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a form at least as broad as CG 20 38 04 13.
10. RELATION OF THE PARTIES
a.Consultant is and shall at all times remain as to the City a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Contractor shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, agents, or volunteers shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or Item No.7G
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any of its officers, employees or agents are in any manner officers, employees or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation or liability whatever against City, or bind City in any manner. b.No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder.
11. CORRECTIONS
In addition to the above indemnification obligations, Consultant shall correct, at its expense, all errors in the work that may be disclosed during City's review of Consultant's report or plans. Should Consultant fail to make such correction in a reasonably timely manner, such correction shall be made by City, and the cost thereof shall be charged to Consultant or withheld from any funds due to Consultant hereunder.
12. TERMINATION BY CITY
City may terminate without cause any or all of the services agreed to be performed under this Agreement upon 30 calendar days’ written notice. If termination is for cause, no advance notice need be given. In the event of termination, Consultant shall have the right and obligation to immediately assemble work in progress for the purpose of closing out the job. All compensation for actual work performed and charges outstanding at the time of termination shall be payable by City to Consultant within 30 days following submission of a final statement by Consultant unless termination is for cause. In such event, Consultant shall be compensated only to the extent required by law.
13. ACCEPTANCE OF FINAL PAYMENT CONSTITUTES RELEASE
The acceptance by Consultant of the final payment made under this Agreement shall operate as and be a release of City from all claims and liabilities for compensation to Consultant for anything done, furnished, or relating to Consultant's work or services. Acceptance of payment shall be any negotiation of City's check or the failure to make a written extra compensation claim within 10 calendar days of the receipt of that check. However, approval or payment by City shall not constitute, nor be deemed, a release of the responsibility and liability of Consultant, its employees, subcontractors, agents and consultants for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by City for any defect or error in the work prepared by Consultant, its employees, subcontractors, agents and consultants.
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14. AUDIT OF RECORDS
Consultant shall maintain, in accordance with generally accepted accounting principles, complete and accurate records of all activities and operations relating to this Agreement. Records, including but not limited to, timecards, employment records, work progress reports, reimbursements, invoices, project records, proprietary data and information, as well as licensed software and any electronic records shall be kept for a period of four years beyond the termination of this Agreement. Consultant agrees that City, or its authorized representative, shall have the right to examine, audit, excerpt, copy or transcribe any of the records pertaining to this Agreement at any time during normal business hours. Consultant shall reimburse City for all reasonable costs of the audit, including travel time and auditor costs, should such audit reveal an overcharge of five (5) percent or more. Any overcharge will be considered a breach of this Agreement and could be cause for termination. The obligations of this section shall be explicitly included in any subcontracts or other agreements entered into by Consultant with respect to this Agreement.
15. WAIVER; REMEDIES CUMULATIVE
Failure by a party to insist upon the strict performance of any of the provisions of this Agreement by the other party, irrespective of the length of time for which such failure continues, shall not constitute a waiver of such party's right to demand strict compliance by such other party in the future. No waiver by a party of a default or breach of the other party shall be effective or binding upon such party unless made in writing by such party, and no such waiver shall be implied from any omissions by a party to take any action with respect to such default or breach. No express written waiver of a specified default or breach shall affect any other default or breach, or cover any other period of time, other than any default or breach and/or period of time specified. All of the remedies permitted or available to a party under this Agreement, or at law or in equity, shall be cumulative and alternative, and invocation of any such right or remedy shall not constitute a waiver or election of remedies with respect to any other permitted or available right of remedy.
16. CONFLICT OF INTEREST
Consultant is unaware of any City employee or official that has a financial interest in Consultant's business. During the term of this Agreement and/or as a result of being awarded this Agreement, Consultant shall not offer, encourage or accept any financial interest in Consultant's business by any City employee or official.
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17. CONSTRUCTION OF LANGUAGE OF AGREEMENT
The provisions of this Agreement shall be construed as a whole according to its common meaning of purpose of providing a public benefit and not strictly for or against any party. It shall be construed consistent with the provisions hereof, in order to achieve the objectives and purposes of the parties. Wherever required by the context, the singular shall include the plural and vice versa, and the masculine gender shall include the feminine or neutral genders or vice versa.
18. MITIGATION OF DAMAGES
In all situations arising out of this Agreement, the parties shall attempt to avoid and minimize the damages resulting from the conduct of the other party.
19. GOVERNING LAW
This Agreement, and the rights and obligations of the parties, shall be governed and interpreted in accordance with the laws of the State of California.
Should litigation occur, venue shall be in Superior Court of Ventura County.
20. TAXPAYER IDENTIFICATION NUMBER
Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W-9, as most recently issued by the Internal Revenue Service.
21. NON-APPROPRIATION OF FUNDS
Payments due and payable to Consultant for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of City funds. In the event City has not appropriated sufficient funds for payment of Consultant’s services beyond the current fiscal year, this Agreement shall cover only those costs incurred up to the conclusion of the current fiscal year.
22. MODIFICATION/AMENDMENT OF AGREEMENT
Any amendment, modification, or variation of the terms or tasks of this Agreement shall be in writing and shall be effective only upon the mutual written approval of the City and Consultant.
23. USE OF THE TERM “CITY”
Reference to “City” in this Agreement includes the City Manager or any authorized representative acting on behalf of City.
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24. PERMITS AND LICENSES
Consultant, at its sole expense, shall obtain and maintain during the term of this Agreement all appropriate permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement.
25. CAPTIONS
The captions or headings in this Agreement are for convenience only and in no other way define, limit or describe the scope or intent of any provision or section of the Agreement.
26. AUTHORIZATION
Each party has expressly authorized the execution of this Agreement on its behalf and binds said party and its respective administrators, officers, directors, shareholders, divisions, subsidiaries, agents, employees, successors, assigns, principals, partners, joint venturers, insurance carriers and any others who may claim through it to this Agreement.
27. ENTIRE AGREEMENT BETWEEN PARTIES
Except for Consultant's proposals and submitted representations for obtaining this Agreement, this Agreement supersedes any other agreements, either oral or in writing, between the parties hereto with respect to the rendering of services and contains all of the covenants and agreements between the parties with respect to said services.
28. PARTIAL INVALIDITY
If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way.
29. FEDERAL REQUIREMENTS
Consultant acknowledges that federal funds are being used for this Agreement and that Consultant is required to comply with all material obligations required by federal or state law in reporting work completed with said funds, and certifies that Consultant and its subcontractors are eligible to participate in the Federally funded contract, pursuant to the “System for Award Management (SAM)” database, as maintained by the General Services Administration and required by 2 CFR, part 180.
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Consultant shall also comply with the federal Americans with Disability Act, Public Law 101-336, and observe the disability discrimination prohibitions of such laws in the performance of the work required under this Agreement.
30. NOTICES
Any notice required to be given hereunder shall be deemed to have been given by depositing said notice in the United States mail, postage prepaid, and addressed as follows:
TO CITY: Attention: Masoud Razavi
Public Works Department
City of Thousand Oaks
[email protected]
TO CONSULTANT: Michael IP, PE
MNS Engineers, Inc.
[email protected]
31. SIGNATURES
(a)Counterparts. This Agreement may be executed in two or more counterparts, each of which together shall be deemed an original, but all of which together shall constitute one and the same instrument.
(b)Scanned Signatures. In the event that any signature is delivered by facsimile transmission or submitted electronically as a scanned image (i.e. files with .pdf, .tiff or .jpeg extensions), such signature shall create a valid and binding obligation of the party executing (or on whose behalf such signature is executed) with the same force and effect as if such facsimile or scanned signature page were an original thereof.
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(c)Digital/Electronic Signatures. This Agreement may be executed through the use of digital or electronic signatures provided they meet the requirements of the Electronic Signatures in Global and National Commerce (ESIGN) Act and the California Uniform Electronic Transactions Act (UETA) and are produced using a City-approved method. The presence of an electronic signature on this document shall be construed as the parties’ consent to do business electronically.
In concurrence and witness whereof, this Agreement has been executed by the parties effective on the date and year first above written.
MNS ENGINEERS, INC.
Shawn Kowalewski, Vice President
Jim Salvito, President
CITY OF THOUSAND OAKS
Bob Engler, Mayor
ATTEST:
Cynthia M. Rodriguez, City Clerk
APPROVED AS TO ADMINISTRATION:
Andrew P. Powers, City Manager
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APPROVED BY DEPARTMENT HEAD:
Clifford G. Finley, Public Works Director
APPROVED AS TO FORM:
Office of the City Attorney
Tracy Friedl, Assistant City Attorney
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EXHIBIT A
RANCHO CONEJO BIOTECH AREA SIDEWALK CI 5664
SCOPE OF WORK
Phase 1 – Preliminary Design (Project Approval / Environmental Document) Task 1.01 – Work Plan and Schedule
CONSULTANT shall prepare a work plan and project schedule with milestones, major activities, and deliverables for City review.
Based on the City’s comments, CONSULTANT shall update the work plan and schedule.
Deliverables:
•Work Plan and Project Schedule
Task 1.02 – Kick-Off Meeting
CONSULTANT shall meet with City staff to discuss project scope and purpose, requirements, and details. With the City's assistance, CONSULTANT shall develop a Project Development Team (PDT) for the project so the key stakeholders can provide input and recommendations and be informed of the project developments and decisions.
Task 1.03 – Data Collection
CONSULTANT shall collect and review available record data from the City. Data includes State, County, City and other record/documents, existing street, storm drain, wet and dry utility plans, survey centerline and property monument data, topographic maps, and drainage and geotechnical reports.
Task 1.04 – Surveying
CONSULTANT shall perform field surveying and mapping in support of the roadway improvements.
CONSULTANT shall establish new control on a local basis of bearings and tie to the NAVD88 vertical datum based on local benchmarks. The limits of the survey mapping shall include a total of 4400’ of roadway extending 25’ beyond existing curb on the side of the proposed construction. The survey mapping shall include the following items: hardscape, ground/finished surface, structures, walls, fences, trees, signage, striping and any observable utilities.
CONSULTANT shall prepare a topographic/utility base map in AutoCAD at a scale of 1”=20’ with 1’ contour intervals. In addition, CONSULTANT shall retrace the centerline and right of way boundaries along the proposed improvements. The boundary retracement shall be based upon field monumentation and record map information.
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Deliverables:
•Topographic Mapping and R/W retracement
Task 1.05 – Geotechnical Investigation
CONSULTANT shall conduct geotechnical investigation in support of this project.
The scope of services will consist of the following tasks:
Subtask 1.05A - Initiation and Data Review
Consult with the City to initiate the project, collect and review background information from the City that may be pertinent to the geotechnical evaluation, request a base map showing the site topography, coordinate site access, and review the scope and schedule for geotechnical services. Prepare a geotechnical exploration plan for review with project team. Attend kick off meeting.
Subtask 1.05B - Permits, Utility Coordination, Health and Safety CONSULTANT shall submit the geotechnical exploration and traffic control plans to the City of Thousand Oaks with the application and obtain an encroachment permit for borings within the City right-of-way. City permit fees will be waived.
Prepare a health and safety plan for the field work, visit the site to mark the locations of the planned explorations, and notify Underground Services Alert (USA) to contact utility companies to review the locations and mark any buried utilities at the site, and coordinate the field exploration program and site access with the project team, City and subcontractors.
Subtask 1.05C - Subsurface Exploration Program
CONSULTANT shall perform a field exploration program consisting of drilling four (4) geotechnical borings to the depth of10 to 25 feet. CONSULTANT shall perform borings per following schedule:
Project Feature Approximate Location Boring1 Depth
Flashing beacon overhead
poles
Both sides of Rancho Conejo Blvd at
Corporate Center Dr
Two borings, 20 to 25 feet
Retaining wall Lawrence Dr, north of W. Hillcrest Dr One boring, 20 feet Retaining wall W. Hillcrest Dr, east Lawrence Dr One boring, 10 to 15 feet Note 1 - All borings shall be logged and sampled as geotechnical borings. At locations designated for field infiltration tests, the same bore hole shall be used.
Subtask 1.05D – Field Infiltration Testing
CONSULTANT shall perform a field exploration program consisting of drilling four (4) infiltration borings to depths of 5 and 10 feet per following schedule within the project limits:
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Project Feature Approximate Location Boring1 Depth
Retaining wall and
stormwater infiltration
Teller Rd, west of Lawrence Dr Two borings to 5 and
10 feet
Stormwater infiltration Hillcrest Dr, west of Lawrence
Dr
Two borings to 5 and
10 feet
Note 1 - All borings shall be logged and sampled as geotechnical borings. At locations designated for field infiltration tests, the same bore hole shall be used.
CONSULTANT shall perform testing in general accordance with the latest version of the Ventura County Technical Guidance Manual for field percolation testing. The existing pavement structural section will be measured where borings are in pavement. Traffic control shall be provided as needed during field infiltration testing.
Subtask 1.05E - Laboratory Testing
CONSULTANT shall perform laboratory tests consisting of tests for unit weight and moisture content, soil classification, expansion index, strength, compaction, or corrosivity of selected samples recovered from the borings. The actual types and numbers of tests shall be assigned based on the results of the drilling.
Subtask 1.05F - Draft Geotechnical Report
CONSULTANT shall summarize the data collected, perform geotechnical analysis, and prepare a Geotechnical Report for the design of the project. A draft of the report shall be prepared and issued in portable document file (PDF) format for review by the City. The report will provide logs of the explorations, laboratory test results, and a map showing the locations of the explorations. The report shall provide a discussion of the following:
•Geologic setting
•Soil and groundwater conditions encountered
•Measured field infiltration rates and recommended correction factors •Potential for geologic hazards to impact the project
•Soil corrosion potential
•Recommended parameters for design of shallow foundations or retaining walls as needed for widening
•Construction considerations regarding:
•Excavation characteristics of the soil and rock encountered •Suitability of excavated onsite soil for reuse as compacted fill or structure backfill
•Temporary slopes, shoring, and/or dewatering
•Requirements for temporary cuts or shoring adjacent to existing roadways, structures, or property
•Suggested material specifications
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Subtask 1.05G - Final Geotechnical Report
CONSULTANT shall issue the final Geotechnical Report after incorporating comments and input from the design team. One PDF copy of the final report shall be submitted to the City.
Deliverables:
•Draft and Final Geotechnical Report
Task 1.06 – Tree Report
CONSULTANT shall prepare the tree report. An oak/protected tree survey shall be conducted under the direction of an ISA-certified arborist to identify oak trees and landmark trees protected under City ordinances. Data collected shall include species, photograph, trunk diameter at breast height, location relative to proposed improvements, health information and aesthetic rating. The tree report shall include a map of tree locations, tree photographs, tree data forms and recommendations to avoid or minimize impacts to protected trees.
Deliverables:
•Draft and Final Tree Report
Task 1.07 – 30% Design
CONSULTANT shall prepare conceptual plans at 1” = 20’ scale for the proposed sidewalk along with a detail construction estimate, for City staff to review and comment.
CONSULTANT shall contact Utility Owners and coordinate relocations if necessary for the proposed design. CONSULTANT shall keep the proposed design within existing City ROW.
Deliverables:
•30% Concept Plans and Construction Cost Estimate
Task 1.08 – Public Meeting Support
CONSULTANT shall prepare exhibits for public meetings (assume 2 meetings).
CONSULTANT shall allocate up to $1500 in reimbursables to mount the exhibits on boards.
Subtask 1.08A Strip Maps
CONSULTANT shall prepare strip maps of the four street segments with typical cross sections.
Subtask 1.08B 3D Renderings
CONSULTANT shall prepare sketch up 3D renderings of proposed sidewalks (up to 4).
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Deliverables:
•Strip Map and 3D Rendering Exhibits
Task 1.09 – Project Approval / Environmental Document
CONSULTANT shall prepare required documents to acquire a National Environmental Policy Act (NEPA) and CEQA environmental clearance.
Subtask 1.09A – Preliminary Environmental Study (PES)
CONSULTANT shall prepare a Preliminary Environmental Study (PES) form for review by the City and Caltrans to determine the number and scope of technical studies required for NEPA compliance. CONSULTANT shall prepare a draft and final PES form will be required.
Subtask 1.09B – Technical Studies
CONSULTANT shall perform up to three technical studies as required by Caltrans following completion of Task 1.
•Visual Resources VIA checklist with Technical Memorandum (loss of landscaping trees)
•Noise Technical Memorandum (construction noise)
•Natural Environment Study-Minimal Impact (loss of landscaping) These studies shall be prepared according to Caltrans guidelines and reviewed by the City for submittal to Caltrans. CONSULTANT’s fee shall include preparation of draft and final versions of these studies, including responding to any comments from the City and Caltrans. The scope of work for Subtask 1.09B shall be considered preliminary until the PES form is approved by Caltrans, as additional (or fewer) technical studies may be required.
Subtask 1.09C - Initial Environmental Review
Following review of all existing environmental documentation prepared for the project and completion of the 30 percent design plans for proposed improvements, CONSULTANT shall assess potential impacts using the Initial Study checklist provided in the State CEQA Guidelines and identify the appropriate environmental document. CONSULTANT shall submit the Initial Study checklist to the City for review. The CONSULTANT shall attend a project team meeting to discuss environmental issues and determine if the project qualifies for a categorical exemption from CEQA under Section 15301 (minor alteration of existing facilities) of the State CEQA Guidelines. If the project team agrees a categorical exemption is appropriate, CONSULTANT shall prepare a Notice of Exemption for signature by the City. In this case, Subtask 1.09D will not be required.
Subtask 1.09D - Initial Study/Mitigated Negative Declaration (IS/MND) This Task shall be implemented should the project team determine an IS/MND is required. An IS and MND shall be prepared according to the State CEQA Guidelines and shall be comprised of the following tasks:
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1.09D.1 Project Description. CONSULTANT shall prepare a project description based on design information (50 to 75% plans if available). A draft project description shall be submitted to the City review and approval. Upon receipt of comments, the project description shall be finalized. The final project description shall serve as the basis of all impact analysis. CONSULTANT shall assist the City in conducting tribal consultation notification, if requested.
1.09D.2 Internal Draft IS/MND. Based on the approved project description, CONSULTANT shall prepare an IS/MND for internal review. CONSULTANT shall submit an Internal Draft IS/MND to the City for review and comments.
1.09 D.3 Draft IS/MND. Upon receipt of all City comments on the Internal Draft IS/MND, CONSULTANT shall make any necessary changes and publish the Public Draft IS/MND. CONSULTANT shall be responsible for noticing and distribution of the IS/MND. The CITY will be responsible for uploading the Draft IS/MND to the State Clearinghouse website and newspaper publication of the public notice.
1.09 D.4 Incorporate Public Comments. At the close of the public comment period and following public hearings, CONSULTANT shall convene with the City staff to review written and verbal comments and strategize responses.
CONSULTANT shall prepare draft responses to all comment letters received during the comment period.
1.09D.5 Final IS/MND. Upon approval of the responses to comments, CONSULTANT shall incorporate any needed text revisions to the Public Draft IS/MND and prepare the Final IS/MND. In addition, CONSULTANT shall prepare a Mitigation Monitoring Plan for approval with the MND at the City Council hearing.
1.09D.6 Team Meetings and Public Hearings. CONSULTANT shall attend up to two team meetings with the City, and one public hearing.
Subtask 1.09E Bird Survey
CONSULTANT shall prepare a bird survey within City’s Right-of-Way (ROW) in accordance with NEPA, CEQA, and City requirements.
Deliverables:
•PES
•Technical Studies
•Initial Study Checklist
•IS/MND if needed
•Bird Survey
Phase II – Plans, Specification and Estimate (PS&E)
Task 2.01 – 65% Submittal & Easement Exhibits
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2.01A – Plans
CONSULTANT shall prepare 65% plans for City staff to review and comment.
The following sheets are anticipated:
•Title Sheet
•General Notes, Legend, Abbreviation, Sheet Index
•Typical Sections
•Demolition and Utility Disposition Plan @ 1” = 20’ scale •Street Plans @ 1” = 20’ scale
•Retaining Wall Plans @ 1” = 10’ scale
•Signing and Striping Plan @ 1” = 40’ scale
•Landscaping Plans @ 1” = 20’ scale
•Irrigation Plans @ 1” = 20’ scale
CONSULTANT shall provide for parkway landscaping and stormwater treatment improvements will be installed on Teller Road and Hillcrest Drive from Lawrence Drive to Mitchell Road.
2.01B Easement Exhibits
CONSULTANT shall prepare easement exhibits for the City to process Permit To Enter and Construct documents. (Up to Ten)
2.01C Draft Specifications
With the City's input, CONSULTANT shall assist in developing the bid documents.
The bid items will be developed and incorporated into the bid proposal as part of the City front-end documents. For 65% submittal, CONSULTANT shall prepare draft technical specifications.
2.01D Construction Cost Estimate
CONSULTANT shall prepare an estimate of construction costs using historical cost data including recent bid results, Caltrans cost data and other sources.
2.01E Constructability Review
CONSULTANT shall perform a constructability review by a senior construction engineer prior to submitting the Plans, Specification & Estimate (PS&E) to the City for review.
Deliverables:
•65% Draft PS&E
Task 2.02 – 95% Submittal
2.02A Review Meeting/Coordination
CONSULTANT shall attend a review meeting with the City staff to discuss the City and Caltrans’ comments. CONSULTANT shall prepare a response to comment matrix as part of the 95% submittal. CONSULTANT shall prepare the PS&E incorporating City comments.
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2.02B 95% Plans
CONSULTANT shall update the 65% plans and prepare the following sheets:
•Construction Details - Curb Ramps
•Construction Details – Driveway
•Construction Details – Misc.
•Stormwater Treatment Details
•Retaining Wall Details
•Pedestrian Overhead Flashing Beacon Plan
•Landscaping Details and Notes
•Irrigation Details and Notes
An overhead pedestrian flashing beacon shall be designed for the crossing at Corporate Center Drive/Rancho Conejo Boulevard. The facility shall require a controller cabinet and power connection.
2.02C - Specifications
CONSULTANT shall update the draft technical specifications, prepare bid proposal and coordinate front end documents.
2.02D – Construction Cost Estimate
CONSULTANT shall review the estimate of construction cost and update as appropriate.
Deliverables:
95% Submittal PS&E
Task 2.03 – Final Submittal
CONSULTANT shall prepare the final PS&E addressing the City’s comments.
CONSULTANT shall prepare final sealed unbound bid documents, the estimate of construction costs, and the bid schedule. CONSULTANT shall prepare a cover letter for the transmittal of plans, bid/specification manual, estimate and comment response, and deliver original documents to the City.
Deliverables:
•Final Sealed Plans and AutoCAD Files
•Final Bid Document/Technical Specifications in Microsoft Word •Final Estimate of Probable Construction Costs
Task 3.01 – Utility Notification and Coordination
CONSULTANT shall notify the utility providers (provided from underground service alert within the project limits) via letter of the impending project and request atlas sheets or record drawings of existing utilities and appurtenances within the project corridor.
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Letters shall be issued on City letterhead or by CONSULTANT as appropriate. One week following issuance of the request letters, CONSULTANT shall follow-up with telephone calls to verify that letters were received and to determine when utility atlas information will be provided. CONSULTANT shall map the existing utilities onto base line work and provide reduced-size plans to utility agencies requesting review for conflicts and incorrect mapping of utility atlas information.
CONSULTANT shall coordinate with the agencies to confirm design requirements and approval process. Project plans shall be reviewed to determine potential utility conflicts. For unavoidable utility conflicts, CONSULTANT shall prepare utility relocation notices and project plans highlighting the conflict. CONSULTANT shall work with the affected agency to show the proposed utility relocation on the improvement plans.
Any utility relocation design shall be performed by others. In addition, notices to Utility Owners shall be prepared and sent to relocate their facilities.
CONSULTANT shall prepare required documents for utility clearance issued by Caltrans.
Deliverables:
•Utility Letters
•Utility Matrix
•Caltrans Utility Clearance Form
Task 4.01 – Permits
CONSULTANT shall prepare a Storm Water Pollution Prevention Plan (SWPPP) including temporary water pollution control plans. The project’s construction will disturb more than one-acre of soil.
Task 5.01 – Bid Support Services
CONSULTANT shall provide design support services during the bidding phase.
CONSULTANT shall assist the City during this phase of the project to respond to all questions brought forth by the bidders (Requests for Information).
CONSULTANT shall prepare contract addenda if necessary, (up to 3 addenda), and an "Issue for Construction" plan set reflecting the addenda items.
CONSULTANT shall attend the pre-bid meeting and the bid opening.
Task 5.02 – Monument Preservation
CONSULTANT shall identify monuments of record within the project limits which require Pre/Post construction corner record preparation. CONSULTANT shall prepare and file 3 pre and 3 post construction corner records (6 Total) with the County of Ventura.
CONSULTANT shall set a minimum of 3 ties for replacing existing property corner monuments. CONSULTANT shall include the preparation of up to 6 corner records and shall include all costs and materials and shall not be limited to setting and/or Item No.7G
DPW: 850-20\ev\Council\2022\09272022\CI5664\Rancho Conejo Sidewalk Agreement-Biotech Att2.docx
replacing monuments, preparation, map checking, and filing fees with the County Surveyor’s Office for both pre and post construction phases.
Subtask 5.02A Pre-Construction Surveying Requirements
CONSULTANT shall perform this task prior to the commencement of construction activities.
5.02A – 1.1 Describe the type of survey instrument proposed for the surveying work.
5.02A – 1.2 Research and analyze existing recorded property corner and center monuments and their associated ties within the zone of the project and submit to the City a survey work plan and schedule for approval.
5.02A – 1.3 The preconstruction survey work will set a minimum of three (3) ties for each found existing recorded monument and categorize in the following scenarios:
5.02A – 1.3A Found existing recorded monument that has three (3) ties. – No new ties required.
5.02A – 1.3B Found existing recorded monument that has two (2) ties. – Set one (1) tie.
5.02A – 1.3C Found existing recorded monument that has one (1) tie. – Set two (2) ties
5.02A – 1.3D Found existing recorded monument that has no ties. 0 Set three (3) ties.
5.02A – 1.4 Provide the City with Pre-Construction Corner Record and sketch for each found monument and their associated ties with supporting documents.
5.02A – 1.5 Patch all holes caused by removing asphalt for preconstruction survey activities with cold patch material.
Subtask 5.02B Post-Construction Surveying Requirements
CONSULTANT shall perform this subtask after construction of the project is complete.
5.02B – 2.1 Describe the type of survey instrument proposed for the surveying work.
5.02B – 2.2 Re-establish the monuments and set centerline monuments within the Project as directed by the City.
5.02B – 2.3 Edit the field sketches, where needed, to identify the reestablished monument.
5.02B – 2.4 Provide the City with Post-Construction Corner Records and sketches for each set monument and their associated ties.
5.02B – 2.5 File the Post-Construction Corner Record for each set monument with the County Surveyor Office after City approval.
5.02B – 2.6 Provide the City with copies of all filed Corner Records.
Item No.7G
DPW: 850-20\ev\Council\2022\09272022\CI5664\Rancho Conejo Sidewalk Agreement-Biotech Att2.docx
EXHIBIT B
SCHEDULE OF FEES
Item No.7G
TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:September 27, 2022
SUBJECT: Fiscal Years 2023-24 & 2024-25 Budget Calendar RECOMMENDATION:
Approve budget calendar establishing study sessions and public hearing dates for Fiscal Year (FY) 2023-24 & FY 2024-25 Operating Budget, Capital Improvement Program Budget, and User Fees.
FINANCIAL IMPACT:
No Additional Funding Requested. The biennial budget process requires significant staff time and effort, which is included in the Adopted FY 2022-23 General Fund Budget. The budget calendar is the first step in completing the two- year budget process and ensuring critical milestones remain on schedule.
BACKGROUND:
On June 8, 2021, City Council adopted a balanced Operating and Capital Improvement Program (CIP) Budget for FY 2021-22 & FY 2022-23. The City uses a two-year budget process, which incorporates two fiscal years into one budget document. Each fiscal year runs from July 1 through June 30. The City is currently in the second year of this two-year budget. This budget calendar is the planning document for the FY 2023-24 & FY 2024-25 Budgets and User Fees.
DISCUSSION/ANALYSIS:
Budget Calendar
Documentation of a budget calendar assists departments in preparing for the next two-year Operating and CIP Budget processes. With this in mind, a “Fiscal Years 2023-24 & 2024-25 Budget Preparation Calendar” has been prepared for staff use. The detailed Budget Calendar (Attachment #1) will be distributed to staff (key contacts) participating in the citywide budget process (Attachment #2). Dates Item No.7H
Fiscal Years 2023-24 & 2024-25 Budget Calendar
September 27, 2022
related to each of these programs are included in the detailed Budget Calendar.
A condensed version of the recommended budget calendar related to City Council’s participation is as follows:
FY 2023-24 & FY 2024-25 Budget Preparation Calendar
Date Responsible Party Event
9/27/2022 City Council Approval of FY 2023-24 & FY 2024-25 Budget Preparation Calendar
Oct. 2022
thru Feb.
2023
Community Engagement
Team
Work and develop strategy for resident
education of City’s Budget Process
Jan. 2023 Finance Audit Committee FY 2021-22 Financial Audit Results 2/28/2023 City Council City Council User Fees (including Development Impact Fees) Study
Session
Mar. 2023 Finance Audit Committee Financial and Budget Update Mar./Apr.
2023
Capital Facilities
Committee
Review Proposed CIP Budget
4/3/2023 Planning Commission Planning Commission Review of Proposed CIP for General Plan
Consistency
4/4/2023 City Council City Council CIP Budget Study Session 4/25/2023 City Council City Council User Fees (including Development Impact Fees) Public
Hearing
5/9/2023 City Council City Council Operating Budget Study Session
5/23/2023 City Council City Council Goal Setting Meeting
June 2023
Finance Audit Comm./
Capital Facilities Comm.
FY 2023-24 & FY 2024-25 Final
Review of Operating Budget and CIP
Budget
6/6/2023 City Council Public Hearing: Adoption of Operating Budget and CIP Budget
6/20/2023 City Council Adopt Gann Limit (Consent Item)
7/1/2023
All Departments
Beginning of FY 2023-24 & Adopted
Budget and User Fees go into effect
The recommended action items are in-line with those included in past budget preparation calendars. The calendar is subject to change and is intended to be used as a general guideline.
Item No.7H
Fiscal Years 2023-24 & 2024-25 Budget Calendar
September 27, 2022
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
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: Brent Sakaida, Budget Officer
Ryan Roman, Assistant Analyst
Attachments:
Attachment #1 – Detailed Budget Calendar
Attachment #2 – Key Budget Contacts and User Fee Teams
FIN:330-10\BSS\H:\COMMON\Council\2022\Administration\092722 Budget Calendar Staff Report.docx Item No.7H
ATTACHMENT #1
Detailed Budget Calendar
FY 2023-24 & 2024-25 Budget Preparation Calendar
No. Date Responsible Party Event
1. Jan. 2022 thru
Jan. 2023
Finance staff Work with City staff to document City’s
Financial Strategic Plan
2. August 2022
thru June 2023
Finance staff Work with City staff to document and
improve Department / Divisions
Performance Measures
3. Sept. 2022 Finance Management Staff Meeting to discuss Budget Calendar and Budget Team Assignments
4. 9/27/2022 Finance & City Council ***Approval of FY 2023-24 & FY 2024-25 Budget Preparation Calendar***
5. Oct. 2022 thru
Jan. 2023
Community Engagement
Team
Develop and implement strategy for
resident education of City’s Budget
process
6. Oct. 2022. thru
Jan. 2023
Community Engagement
Team
Work on and implement Budget Tool on
City’s website. Prepare for Community
Pop-Up Events.
7. 10/3/2022 Accounting Send Budget Carryover request to Department Contacts
8. 10/10-13/2022 Accounting/Finance Dept. City External Financial Audit begins. (Rogers, Anderson, Malody & Scott,
LLP)
9. 10/10/2022 –
10/24/2022
Budget Core Team CIP Budget Preparation and Budget
Entry Manual updated
10. 10/17/2022 Budget Core Team Discussions with departments on CIP Philosophy for the 2-year budget.
(Selection and prioritization of upcoming
City projects).
11. 10/19/2022 DPW/CIP Budget Staff DPW / CIP Budget “Kick-Off” meeting
12. 10/20/2022 CIP Budget Staff CIP Budget “Kick-Off” meeting with other departments (Finance - Facilities,
Cultural Affairs, Library, Community
Development – Open Space)
13. 10/25 &
27/2022 and
11/1/2022
Finance & DPW Staff CIP Entry Budget Training.
Inform Project Managers to start
documentation of CIP Project requests
and images (in same format as last
budget).
14. 10/31/2022 Budget Carryover Team Budget Carryovers completed, memo prepared, approved, and posted
15. Nov. 2022 Budget Core Team Work with Facilities, Library, and Theatres on documentation of CIP
Project requests and images. Inform
Project Managers to start documentation
of CIP Project requests and images (in
same format as last budget).
16. 10/31 –
11/4/2022
User Fees Team User Fee information to Departments to
document changes in fees, service, etc.,
to update FY 2023 user fees
Item No.7H
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2 4
FY 2023-24 & 2024-25 Budget Preparation Calendar
No. Date Responsible Party Event
17. Nov. 2022 thru
Jan. 2023
Finance Budget Team and
all Departments
Discussion with applicable staff on
documenting Department Goals,
Objectives, Achievements, Performance
Measures, etc. Request updated
Department Organization Charts.
18. 11/8/2022 All Staff Election Day
19. 11/16/2022 Finance Budget Team and
all Departments
Submittals of Capital Improvement
Program (CIP) Requests and Images
due to Finance
20. 11/18/2022 Finance Budget Team and
all Departments
Operating Budget historical/budget
reports to Department key contacts to
review prior to Budget Kick-Off meeting
21. 11/21/2022 Budget Core Team Meet to discuss budget duties and budget preparation process
22. 11/21-24/2022 All Departments Review of Department and Development User Fees
23. 11/30/2022 Presentation by Budget Core
Team, Finance Budget
Team, and CMO
FY 2023-24 & FY 2024-25 Budget Kick-
Off Meeting with Department Heads and
Budget staff
24. 11/30/2022 –
12/23/2022
Budget Core Team Budget Entry opens. Departments enter preliminary M&O budgets.
25. 12/5 &
12/8/2022
Budget Core Team Computer data entry workshops
(Applicable budget entry staff).
26. 12/19/2022 –
12/22/2022
Budget Core Team Input, verify, and review all CIP projects are in the system.
27. 1/9/2023 User Fees Team Review of current user fees with staff.
28. 1/12/2023 User Fees Team Ensure all fees have been reviewed and ready for input into the user fee model
29. 12/22/2022 All Departments Operating Budget Initial Draft Entry Completed
30. 12/22/2022 All Departments CIP Budget to Finance Department for review
31. 12/23/2022 –
1/3/2023
Citywide Staff Holiday Closure
32. Jan. 2023 Finance Audit Committee ***FY 2021-22 Financial Audit Results***
33. Jan. thru Feb.
2023
Finance Staff Performance Measures updated in
Budget Software
34. 1/3/2023 User Fees Team Fee Notice to interested parties (BIA, COC, etc.). User Fees manual available
(including Developer Impact Fees)
(Depends on progress of Development
related User Fee Study)
35. 1/9/2023 All Departments Proposed Personnel Payroll Allocations forms and Re-class Requests due to
Department (due back to Finance and
HRD, 1/27/2023)
36. 1/9/2023 –
1/19/2023
Budget Core Team, Finance
Budget Team & All Dept.
Review of preliminary department
revenue and expenditure projections.
Item No.7H
FIN:330-10\BSS\C:\inetpub\wwwroot\multitenant\temp\Attachment 1 Detailed Budget Calendar.pdf 2 6
2 4
FY 2023-24 & 2024-25 Budget Preparation Calendar
No. Date Responsible Party Event
37. 1/16/2023 –
1/27/2023
Finance Budget Team Projections of Fund Balance/Net Position for Capital Improvement Program (CIP)
Funds. Revised CIP report back to
Project Managers for review (Fund
Balance Analysis).
38. 1/23/2023 –
2/10/2023
Budget Core Team, Finance
Budget Team & All Dept.
Operating Budget meetings with Finance
and each Department.
39. 2/2/2023 All Departments Submit Department Organization Charts to Finance.
40. 2/6/2023 –
2/16/2023
Budget Core Team,
Accountants
Revenue analysis completed for all
Funds.
41. 2/6/2023 –
2/24/2023
Budget Core Team Mid-Year Payroll Budget Analysis for FY 2022-23.
42. 2/6/2023 User Fees Team Draft of Proposed User Fees Manual (with Developer Impact Fees)
completed, forwarded to Print Shop.
43. 2/10/2023 All Departments Deadline for department FY 2023-24 & FY 2024-25 Budget Objectives and
Performance Measures input.
44. 2/20/2023 –
3/10/2023
Finance Budget Team Payroll Budget analysis for FY 2023-24 & FY 2024-25
45. 2/28/2023 City Council ***City Council User Fees (including Dev. Impact Fees) Study Session***
46. Mar. 2023 Finance Audit Committee ***FY 2022-23 Mid-Year Budget Update***
47. Mar./Apr. 2023 Capital Facilities
Committee
***Review Proposed CIP Budget***
48. 3/6/2023 –
3/16/2023
Finance Budget Team Operating and CIP Fund Balance
calculations and analysis prepared.
49. 3/6-3/10/2023 City Manager and
Department Heads
Review of CIP Budget document.
50. 4/3/2023 Planning Commission ***Planning Commission Review of Proposed CIP for General Plan
Consistency***
51. 4/11/2023 &
4/18/2023
City Clerk Department Notice of User Fees Public Hearing for publication in local newspaper 7 and 14
days prior to meeting.
52. 4/4/2023 City Council ***City Council CIP Budget Study Session***
53. 4/24/2023 Budget Core Team Operating & CIP Budget Documents Completed (all sections).
54. 4/24/2023 Budget Core Team Study Session Operating Budget to Print Shop.
55. 4/25/2023 City Council ***City Council User Fees (including Dev. Impact Fees) Public Hearing***
56. 5/1/2023 Budget Core Team Public Hearing CIP Budget to Print Shop.
57. 5/9/2023 City Council ***City Council Operating Budget Study Session***
58. 5/23/2023 City Council ***City Council Goal Setting Meeting*** Item No.7H
FIN:330-10\BSS\C:\inetpub\wwwroot\multitenant\temp\Attachment 1 Detailed Budget Calendar.pdf 2 6
2 4
FY 2023-24 & 2024-25 Budget Preparation Calendar
No. Date Responsible Party Event
59. 5/24/2023 City Clerk Department Notice of Operating and CIP Budget Public Hearing for publication in local
newspaper 14 days prior to meeting.
60. June 2023 Finance Audit Comm./
Capital Facilities Comm.
***FY 2023-24 & FY 2024-25 Final
Review of Operating Budget and CIP
Budget***
61. 6/6/2023 City Council ***Public Hearing: Adoption of Operating Budget and CIP Budget***
62. 6/20/2023 City Council Adopt Gann Limit (Consent Item)
63. 7/1/2023 All Departments Beginning of FY 2023-24 & Adopted User Fees go into effect.
64. 7/1/2023 –
9/8/2023
Budget Core Team Prepare and submit budgets to GFOA
and CSMFO for award programs.
Item No.7H
ATTACHMENT #2
FIN:330-10\BSS\C:\inetpub\wwwroot\multitenant\temp\Attachment 2 Key Budget Contacts and User Fee Teams.pdf Key Budget Contacts and User Fee Teams
Core Budget Team
Jaime Boscarino
Carrie Matson
Brent Sakaida
Ryan Roman
Julie Prince
Key “Budget” Department Contacts
CAO – Tracy Noonan, Melissa Popham
CCD – Laura Maguire
CMO – Andrew Powers, Ingrid Hardy, Melissa Hurtado
HRD – Tim Giles, Sharon Chen, Sheri Johnson
CDD – Kelvin Parker, John Dugan, Jesse De Anda, Michelle McMurtry FIN – Julie Prince, Christy Pafford
DPW – Cliff Finley, Nader Heydari, John Minkel, Julianna Sandoval CAD – Jonathan Serret, Marisa Hanke
LIB – Jennifer Patterson, Darren Jeffery, Tracey Stockton, Alina Savulescu POL – Jeremy Paris, Denise Holts
Finance Budget Team
Dept. Budget Review – Elisa Magaña, Caressa Gomez, David Brown, Blanca Gomez Payroll Budget – Elisa Magaña
Capital Project Budget – Blanca Gomez
Revenues – Tara Tosatto, Caressa Gomez
IT Support – Eddie Hughes, Jason Kwong
Performance Measures – Julie Prince
Budget Carryover Team
Capital Projects – Blanca Gomez
Maintenance & Operating and Grant Projects – Elisa Magaña, David Brown User Fees Team
Carrie Matson, Brent Sakaida, Ryan Roman, Caressa Gomez Staff Contacts/Contributors:
CDD – Kelvin Parker, Jesse De Anza, Geoff Ware, Dragos Teodorescu, Stephen Kearns
DPW – Cliff Finley, Nader Heydari, Mohammad Fatemi, Bradley Bussell CAD – Jonathan Serret, Marisa Hanke
POL – Jeremy Paris, Denise Holts
CCD – Laura Maguire
LIB – Jennifer Patterson, Darren Jeffery, Tracey Stockton, Alina Savulescu FIN – Elizabeth Perez, Christy Pafford, Elisa Magaña, Tara Tosatto Community Engagement Team
CMO – Ingrid Hardy, Melissa Hurtado, Alexandra South
FIN – Jaime Boscarino, Carrie Matson, Brent Sakaida, Ryan Roman, Julie Prince Item No.7H
TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:September 27, 2022
SUBJECT: Approval of Final Tract Map No. 5946
RECOMMENDATION:
1. Adopt resolution approving Tract Map No. 5946 for recordation (Hydam Homes, LLC).
2. Authorize City Clerk and City Engineer to sign the Tract Map and Abandonment Certificate when they are in a complete and acceptable form, and to process other necessary and pertinent documents and drawings.
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time required to prepare staff report is included in the Adopted FY 2022-23 General Fund Budget.
BACKGROUND:
On May 24, 2016, City Council approved VTTM 2014-70479 and RPD 2014-70478 via Resolution Nos. 2016-027 and 2016-029 for the subdivision of one lot into ten lots, construction of nine single-family detached dwelling units, and associated site improvements. The approved tract map will divide the existing 2.47-acre vacant parcel located at 2080 East Hillcrest Drive (Attachment #1) into nine single family residential lots and one lot reserved for a private road.
The existing property is encumbered with a slope easement reserved by the City, recorded December 31, 1991, as instrument 91-196429 and 91-196430 of official records. The slope easement was reserved to accommodate potential slopes from future widening of Hillcrest Drive.
Item No.7I
Approval of Final Tract Map No. 5946
September 27, 2022
3 8
6 DISCUSSION/ANALYSIS:
Hillcrest Drive is currently constructed at its ultimate width and therefore the slope easement is not required, and any future use of the easement is not anticipated.
As such, staff recommends abandonment of the slope easement.
The Subdivision Map Act requires City Council authorization via resolution prior to abandonment or quitclaim of an easement reserved for public benefit (Attachment #2). After City Council authorization, City Clerk will sign the abandonment certificate located on the cover sheet of Tract Map 5946, which will enable the slope easement to be abandoned upon recordation of the map. All requirements of the Thousand Oaks Municipal Code, Title 9, Chapter 3 (Subdivision Ordinance) have been complied with and the Tentative Map Conditions have been met. The map complies with the provisions of the Subdivision Map Act and the map is technically correct. Accordingly, the Final Map can now be approved for recordation.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
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: Bradley Bussell, Sr. Civil Engineer
Attachments:
Attachment #1 – Vicinity Map and Location Map
Attachment #2 – Resolution Accepting Tract Map No. 5946 DPW: 821-60\bb\ev\Council\2022\092722\Approve Final Tract Map No 5946 staff report.docx Item No.7I
ATTACHMENT# 1
Tract 5946 Exhibit
-L-------' Miles
0.4 VICINITY MAP
LOCATION MAP
DPW: 821-60\bb\ev\Council\2022\092722\Approve Final Tract Map No 5946 Att 1.pdf Item No.7I
ATTACHMENT #2
DPW: 821-60\bb\ev\Council\2022\092722\Approve Final Tract Map No 5946 Att 2.docx
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF THOUSAND OAKS APPROVING TRACT
MAP 5946 (HYDAM HOMES, LLC) LOCATED AT
2080 EAST HILLCREST DRIVE
WHEREAS, on May 24, 2016, the City Council of the City of Thousand Oaks approved VTTM 2014-70479 and RPD 2014-70478 with Hillcrest Signature Homes LLC as part of Resolution Number 2016-027 and 2016-029; and WHEREAS, Hydam Homes, LLC has submitted for approval Final Tract Map 5946; and
WHEREAS, the requirements of the City of Thousand Oaks Municipal Code, Title 9, Chapter 3 (Subdivision Ordinance) have been complied with and the Tentative Map Conditions have been met; and
WHEREAS, Hydam Homes, LLC desires to split a single parcel into nine residential lots and one lot for a private road located at 2080 East Hillcrest Drive; and
WHEREAS, the existing property is encumbered with an easement reserved by the City of Thousand Oaks recorded on December 31, 1991, for the purposes of slopes created by the widening of Hillcrest Drive; and WHEREAS, Hillcrest Drive has been widened to its ultimate width and there are no slopes associated with Hillcrest Drive within the easement; and WHEREAS, the Subdivision Map Act requires City Council authorization prior to abandonment or quitclaim of any easement reserved for public benefit.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Thousand Oaks:
1. Adopts resolution approving Final Tract Map 5946 recordation (Hydam Homes, LLC).
Item No.7I
DPW: 821-60\bb\ev\Council\2022\092722\Approve Final Tract Map No 5946 Att 2.docx
2 6
2 6
2. Authorizes City Clerk and City Engineer to sign the Tract Map and Abandonment Certificate when it is in a complete and acceptable form, and to process other necessary and pertinent documents and drawings.
PASSED AND ADOPTED this 27th day of September 2022, by the following vote:
Ayes:
Noes:
Absent:
Bob Engler, Mayor
City of Thousand Oaks, California
ATTEST/CERTIFY:
Cynthia M. Rodriguez, City Clerk
Date Attested: _____________
APPROVED AS TO FORM:
Office of the City Attorney
Tracy Friedl, Assistant City Attorney
APPROVED AS TO ADMINISTRATION:
Andrew P. Powers, City Manager
The presence of electronic signature certifies that the foregoing is a true and correct copy as approved by the City of Thousand Oaks City Council on the date cited above.
Item No.7I
TO:City Council
FROM:Bob Engler, Mayor
Claudia Bill-de la Peña, Councilmember
DATE:September 27, 2022
SUBJECT: Ad Hoc Homelessness Committee Update
RECOMMENDATION:
1 Authorize staff to issue a Request for Proposals (RFP) for construction and operation of a navigation center (emergency shelter) at 1205 Lawrence Drive.
2. Adopt resolution declaring the property located at 1205 Lawrence Drive (APN 6670080105) as Exempt Surplus Land pursuant to the Surplus Lands Act; and authorize City Manager to take action(s) necessary to effectuate the purposes of the resolution.
3. Authorize Mayor to sign letter to County of Ventura requesting financial assistance to support capital and operating costs associated with the navigation center.
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time in preparation of this report is included in the Adopted FY 2022-23 General Fund Budget. The Adopted FY 2021-23 CIP Budget includes $16.2 million in funding to address homelessness and affordable housing efforts (MI 2633). To date, $10.0 million was spent on the purchase of 384 N. Erbes Road for a future affordable housing development and $1.8 million was allocated towards the rehabilitation of the Quality Inn & Suites into permanent supportive housing for a total of $11.8 million. Any potential future costs will be presented for City Council consideration at a later date.
BACKGROUND:
In recent years, the combined efforts of the Ad Hoc Homelessness Committee, City staff, Thousand Oaks Police Department (TOPD), Ventura County Continuum of Care (CoC), local social service organizations, and other government agencies have helped to increase awareness, secure funding, respond to citizen complaints and calls for service, and increase communication amongst all agencies and Item No.13A
Ad Hoc Homelessness Committee Update
September 27, 2022
3 9
0 organizations addressing homelessness. Still, the City’s efforts to comprehensively serve its unhoused residents and respond to related community concerns remain challenged by an enduring need for emergency shelter (or more precisely, interim housing with housing navigation services) and more permanent supportive housing. Interim and permanent supportive housing are fundamental elements of an effective Homelessness Crisis Response System.
In March 2021, City Council reconfirmed its commitment to “identify and advance solutions for emergency sheltering and permanent supportive housing”, listing this initiative among its Top Ten Priorities for FY 2021-22.
Permanent Supportive Housing
In anticipation of the second round of Homekey Program funding, the City issued a Request for Qualifications (RFQ) on June 24, 2021. The RFQ solicited responses from developer/owner/operators to assist the City in identifying a potential location for acquisition and conversion of property into an emergency shelter and/or permanent supportive housing. On September 28, 2021, City Council concurred with the Ad Hoc Committee’s recommendation to address the City’s permanent supportive housing and emergency shelter needs. The City entered into an agreement with Shangri-La Industries, Los Angeles, CA (SLI) and Step Up on Second to undertake the acquisition and conversion of the Quality Inn & Suites, located at 12 Conejo Boulevard, for permanent supportive housing. A second action aimed to engage Many Mansions, Thousand Oaks, CA (and partners) to identify, acquire, and convert an additional property to provide additional permanent support housing with an emergency shelter component.
SLI proactively identified and entered into a purchase and sale agreement to acquire the former Quality Inn & Suites. SLI's expeditious progress enabled the City to apply for state Homekey Round 2 funding to support the project by the January 31, 2022 submission deadline. After a rigorous review process, the state awarded $26.7 million to support site acquisition, construction, and initial operational costs associated with the project.
Emergency Shelter/Interim Housing
Many Mansion’s efforts to identify a feasible existing building suitable for conversion into a permanent supportive housing/emergency shelter faced significant challenges relating to limited available real estate options, other impacts of high inflation, and unique location preferences. In June 2022, City Council reaffirmed its intention to continue working with Many Mansions “to identify additional homeless housing” as part of Council’s FY 2022-23 priority focused on addressing homelessness. However, after additional discussions, Many Mansions, the Ad Hoc Committee, and City staff mutually agreed that the City should begin exploring other options to meet the needs of its unhoused residents.
Item No.13A
Ad Hoc Homelessness Committee Update
September 27, 2022
3 9
0 The Ad Hoc Committee promptly requested City staff identify and evaluate other feasible options to establish an emergency shelter (or more precisely, interim housing facility with onsite housing navigation services) in the City and report back to the Ad Hoc Committee. An interdepartmental team of City staff examined options based on a wide range of factors, including financial investment required, estimated timeline to completion, location, ownership, and other short-term and long-term benefits and trade-offs to the City, its residents, and businesses.
Staff consulted with TOPD and Ventura County Chief Executive Office staff on siting a shelter. City and TOPD staff also visited modular home villages in the region as a part of its research. Staff presented its findings and recommendations to the Ad Hoc Committee on September 1, 2022.
DISCUSSION/ANALYSIS:
An Enduring Need for a Navigation Center for Our Unhoused Residents An emergency shelter is a type of interim housing. It is often conflated with a drop- in shelter where individuals in need of services may walk up to the facility, congregate outdoors, stand in line, and wait to receive services. The proposed service-enriched emergency shelter (more accurately described as a “navigation center”) will not operate using the drop-in shelter model. Instead, persons experiencing homelessness will be selected on a referral basis from local service providers, various County agencies, and/or by law enforcement.
Establishment of a navigation center within Thousand Oaks will serve the City in three important ways. First, the center will provide an immediate housing option for residents experiencing homelessness. Second, its onsite support and housing navigation services will assist each person in either preparing to return to stable traditional housing or transitioning into permanent supportive housing based on their unique individual circumstances and needs. Third, it will enhance the City’s enforcement capabilities to preserve public safety and environmental quality.
In recent years, the City – like many other communities in California – has experienced an upward trend in the number of unhoused residents and those at- risk of homelessness. TOPD currently estimates 250 homeless individuals residing in the City. In addition, research shows households that are housing cost-burdened are more likely to experience housing instability and homelessness, due to an inability to save for emergency situations. 1 U.S. Census Bureau data shows 1 California Legislative Analyst’s Office (LAO) (2019) California Housing and Homelessness Challenges in Context. Retrieved on September
13, 2022 from: https://lao.ca.gov/handouts/state_admin/2019/Housing-Homelessness-Challenges- 022119.pdf; Public Policy Institute of California (PPIC) (2019). California’s Future – Housing. Retrieved on September 13, 2022 from: https://www.ppic.org/wp-content/uploads/californias-future-housing-january- Item No.13A
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0 approximately 27 percent of renters in the City are severely housing cost- burdened, paying 50 percent or more of their income on housing (47 percent pay at least 35 percent). In addition, over 12 percent of homeowners pay 50 percent or more of their income on housing costs (29 percent pay at least 35 percent).
Cumulatively, the City’s severely housing cost-burdened residents alone occupy approximately 7,560 housing units in Thousand Oaks.2
Furthermore, public safety and environmental quality concerns relating to homeless encampments have increased in recent years. These concerns include unsafe and unhygienic living conditions, accumulation of refuse and human waste, fire risks, and criminal activity, among others.
The state has responded to the escalating prevalence of homelessness and its associated impacts with unprecedented funding commitments, including but not limited to the Homekey Program. Together with additional federal and county-level programs, cities continue to benefit from a momentary opportunity to leverage significant external resources to maximize impact within their respective jurisdictions.
Modular Homes as a Path Forward
Due to limited availability of existing buildings suitable for conversion into a navigation center and high real estate costs, the Ad Hoc Committee asked staff to broaden the scope of its research to include other options. The modular home village model emerged as a financially prudent, dignified, and flexible alternative to the existing building acquisition and conversion approach.
First, modular homes require less financial commitment. A remodel or tenant improvement to an existing building would require the cost of an outside consultant team to develop the bid documents for construction (~$50,000 – $100,000).
Traditional construction would also be anywhere from $200/s.f. - $500/s.f. depending on the existing building conditions, whereas modular units are ~$110/s.f.
2020.pdf; Glynn, Byrne, and Culhane, “Inflection Points in Community-Level Homeless Rates”. Ann. Appl.
Stat. 15(2): 1037-1053 (June 2021). DOI: 10.1214/20-AOAS1414. Retrieved on September 13, 2022 from: https://wp-tid.zillowstatic.com/3/Homelessness_InflectionPoints-27eb88.pdf 2 U.S Department of Housing and Urban Development Comprehensive Housing Affordability Strategy (CHAS) (2015-2019). Retrieved September
13, 2022 from: https://www.huduser.gov/portal/datasets/cp.html#2006-2019 ; and 2016-2020 American Community Survey (ACS) Five-Year Average Estimates, Housing Characteristics, U.S. Census Bureau.
Retrieved September 13, 2022 from: https://dof.ca.gov/reports/demographic-reports/american- community-survey/
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0 Second, the timeline for acquiring and constructing modular homes is shorter.
Traditional construction would require hiring an architecture and engineering team (3-4 months), design development (3-4 months), entitlements, permitting and bidding (6-8 months) plus actual construction (6-8 months) for a total of 18-24 months. The purchase of modular units could reduce that timeline by at least half.
Third, modular homes are transportable. They can be organized to reflect a site’s unique characteristics as well as reorganized and even moved to a new location.
This flexibility allows the City to adapt to future or unknown needs. For example, the City anticipates the adoption of the General Plan update in 2023. The updated General Plan provides a blueprint for how the City will develop over the next couple of decades with a goal to enhance overall quality of life for its residents. It addresses land use and other policies that can influence and impact human activity in the City. As the General Plan is implemented, the City may see a different site as optimal for the navigation center. The transportability of modular homes will enable the City to swiftly adapt to such opportunities.
City staff and TOPD utilized their visits to multiple modular home villages in the region to learn more about their experience with respect to development and operations. Various topics were discussed with operators, including on-site staffing, support services, transportation, food, site security, unit design, utilities, accessibility, calls for service, community outreach and engagement, among other issues. The additional information gathered during these site visits helped inform cost and timeline differentials for potential sites in Thousand Oaks.
Ad Hoc Committee’s Site Recommendation
Potential sites were examined based on a wide range of factors. Ultimately, other sites were not selected due to financial costs, long timelines to completion, and other challenges and trade-offs the Ad Hoc Committee did not find acceptable. For example, the next best sites would cost more and/or take longer to prepare than the 1205 Lawrence Drive location.
The Ad Hoc Committee recommends the City-owned parcel at 1205 Lawrence Drive to serve as the initial location for the City’s navigation center. The site will support 30 modular homes, administration office and onsite clinic units, laundry and shower facilities, furnishings, storage, and other necessary equipment.
City ownership provides key advantages such as an abbreviated construction timeline, streamlined entitlement process, and financial savings by not having to purchase or lease the site. City staff estimate the site could be developed within approximately 12-18 months.
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0 The location of the site also offers access to essential services often required to obtain homelessness funding support such as proximity to grocery and pharmacy (less than 1 mile) as well as transportation options (bus stop 0.5 miles). The site is also not visible from the freeway and there are no protected trees onsite.
Furthermore, the proposed use provides the City with an opportunity to improve a currently underutilized and blighted City-owned property.
Anticipated Costs and Funding Considerations
Preliminary total capital cost estimates for the proposed 30-unit modular home navigation center at 1205 Lawrence Drive are anticipated between $2.0 and $3.5 million. Civil and construction costs account for the largest portion (approximately $2.0-2.5 million) of this total amount and includes design and engineering, environmental review, grading, ADA accessibility upgrades, fire department requirements, utilities, lighting, hardscape and landscaping, security fencing and screening, and other site design features. The navigation center facilities make up the smaller portion (approximately $650,000-$750,000) of these total capital costs.
Annual operational costs are estimated at approximately $1.0 million (or $30,000- $35,000 per unit). Annual operating costs include 24-hour onsite security, case management and administrative staff, housing navigation services, and other direct assistance services (e.g., health and mental health services, and job training), costs relating to food, transportation, utilities, site maintenance and repairs, and insurance.
Various sources of funding may be available to support the navigation center’s operations, including competitive grant funding opportunities through the CoC and other state programs. The County of Ventura has been a steady and reliable partner providing financial and staff support to cities across the County working to address homelessness. As the City seeks to establish a navigation center in Thousand Oaks, a letter from the Mayor to the County requesting the County’s support is included as Attachment #1.
Surplus Lands Act
In response to the affordable housing crisis, the California Surplus Lands Act was amended to promote affordable housing development on unused or underutilized public land. The changes require City Council to declare property as “surplus land” or “exempt surplus land” before it may dispose of a property. Any lease over 5 years is considered a "disposition" by California Department of Housing and Community Development (HCD).
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0 In the case of the Lawrence Drive site, City Council's approval of tonight's recommendation would represent a declared intention to dispose of the property for the purpose of affordable housing in the form of a homeless navigation center, pursuant to an open competitive process. Disposition of the property pursuant to this process qualifies the property as “exempt surplus land.” The City must also send a written notice of availability for the purpose of developing low- and moderate-income housing to the following:
•Any local public entity, as defined in Section 50079 of the Health and Safety Code, within whose jurisdiction the surplus land is located; and •Housing sponsors, as defined by Section 50074 of the Health and Safety Code, that have notified the Department of Housing and Community Development of their interest in surplus land for the purpose of developing low- and moderate-income housing.
Adoption of the resolution (Attachment #2) is required to declare the Lawrence Drive site as “exempt surplus property” and move the Project to the next phase.
Next steps
Should City Council approve the Ad Hoc Committee’s recommendations, City staff would issue a Request for Proposals for a developer/operator shortly thereafter. In addition, staff will conduct educational outreach with an emphasis on adjacent businesses and residents. Finally, staff will return to the City Council on December 6, 2022, with a recommended developer/operator. Thereafter, City staff would work with the developer/operator on the design of the navigation center and would process any required permits and entitlements.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
A. Create a more equitable, accessible, safe, welcoming, and inclusive government and community regardless of race, color, ethnicity, religion, sex, physical or mental ability, sexual orientation, gender identity and expression, age, language, education, and/or socio-economic status.
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.
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0 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.
D. Maintain strong commitment to public safety (including Police, Fire, Emergency Medical Services, and Emergency Management) to ensure City remains one of the safest Cities in the United States with a population over 100,000.
PREPARED BY: Dusty Russell, Economic Development Analyst Attachments:
Attachment #1 – City Request for Navigation Center Support Attachment #2 –Lawrence Drive Project Exempt Surplus Determination Resolution
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Item No.13A
2100 Thousand Oaks Boulevard • Thousand Oaks, CA 91362
Phone 805/449.2121 • Fax 805/449.2125 • www.toaks.org
Bob Engler
Mayor
toaks.org
September 27, 2022
Dr. Sevet Johnson, County CEO
County of Ventura
800 S. Victoria Avenue
Ventura, CA 93009
RE: City of Thousand Oaks Navigation Center
Dear Dr. Johnson,
The City of Thousand Oaks has long had a cooperative partnership with the County of Ventura across a broad spectrum of issues. Most recently the City and County partnered to obtain $27 million in Project Homekey funding to provide 77 units of permanent supportive housing in the City; one of the most influential projects to address homelessness in the City and East Ventura County’s history. The County contributed an additional $6.6 million in funding towards this project. Although this was a critical step in addressing homelessness, there is much more to be accomplished and the City knows that our continued partnership is key to achieving even greater progress.
Thousand Oaks City Council prioritized a commitment to addressing affordable housing and homelessness with our FY 2022-23 City Council Priorities. To further show our commitment, $16 million in funding was budgeted to address affordable housing and homelessness. Although we have accomplished part of this priority with the success of Project Homekey and the City’s purchase of a parcel for an affordable housing project, spending $11.8 million thus far, we recognize the continued need for a Navigation Center in Thousand Oaks.
On behalf of the Thousand Oaks City Council, I am requesting the County of Ventura’s financial and planning support in the City’s goal of building and supporting the operation of a year-round Navigation Center in Thousand Oaks, and the only one in East Ventura County planned at this time. An interdisciplinary team of City staff, led by Assistant City Manager Ingrid Hardy, will actively participate with County staff to achieve this goal, as we value the expertise provided by County staff in this field.
Thank you kindly for your consideration.
Sincerely,
Bob Engler, Mayor
ATTACHMENT #1
Item No.13A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF THOUSAND OAKS DECLARING A
PORTION OF THE PROPERTY LOCATED AT 1205
LAWRENCE DRIVE AS EXEMPT SURPLUS LAND
PURSUANT TO THE SURPLUS LAND ACT
WHEREAS, the City of Thousand Oaks owns the unimproved property at 1205 Lawrence Drive (APN 6670080105) (“The Site”); and
WHEREAS, the City of Thousand Oaks intends to solicit proposals from affordable housing entities interested in developing and operating a navigation center for the homeless on a portion of The Site; and
WHEREAS, the Surplus Land Act (California Government Code Section 54220 et seq.) is intended to make a local agency’s surplus land available to other public entities or affordable housing sponsors for the creation of affordable housing; and
WHEREAS, the Surplus Land Act requires the City to declare property as “surplus land” or “exempt surplus land” before the City may dispose of the property to a potential affordable housing entity; and
WHEREAS, California Government Code Sections 54221(f)(1) identifies categories of property that constitute “exempt surplus land,” which need not be made available to other public entities and affordable housing sponsors prior to disposition; and
WHEREAS, California Government Code Sections 54221(f)(1)(F) provides that property transferred for affordable housing (as specified) pursuant to an open, competitive process is “exempt surplus land” under the Surplus Land Act; and WHEREAS, on September 27, 2022, the City Council directed The Site be offered to affordable housing entities (including those entities identified in subdivision (a) of California Government Code Section 54222) through an open, competitive process which specifically solicits proposals that comply with the affordability requirements of California Government Code Sections 54221(f)(1)(F); and
WHEREAS, the disposition of the Site in compliance with California Government Code Section 54221(f)(1)(F) constitutes the disposal of exempt ATTACHMENT #2
Item No.13A
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surplus land and, pursuant to California Government Code Section 54222.3, is not subject to the provisions of the Surplus Land Act.
NOW, THEREFORE, the City Council of the City of Thousand Oaks does resolve as follows:
Section 1. The Recitals set forth above are true and correct and are incorporated into this Resolution by this reference.
Section 2. The City Council of the City of Thousand Oaks hereby declares that the Site is exempt surplus land, contingent upon the Site being leased to an affordable housing entity in compliance with all the applicable requirements of California Government Code Sections 54221(f)(1)(F).
PASSED AND ADOPTED THIS 27 th day of September, 2022, by the following vote:
Ayes:
Noes:
Absent:
________________________________
Bob Engler, Mayor
City of Thousand Oaks, California
ATTEST/CERTIFY:
____________________________________
Cynthia M. Rodriguez, City Clerk
Date Attested:_____________________
APPROVED AS TO FORM:
Office of the City Attorney
___________________________________
Tracy M. Noonan, City Attorney
Item No.13A
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APPROVED AS TO ADMINISTRATION:
_____________________________________
Andrew P. Powers, City Manager
The presence of electronic signature certifies that the foregoing is a true and correct copy as approved by the City of Thousand Oaks City Council on the date cited above.
Item No.13A
TO:City Council
FROM:Bob Engler, Mayor and Kevin McNamee, Councilmember DATE:September 27, 2022
SUBJECT: Update on League of California Cities Annual Conference, September 7-9, 2022
RECOMMENDATION:
Receive report.
FINANCIAL IMPACT:
No Additional Funding Requested. Cost for City Council attendance and administrative tasks are included in the Adopted FY 2022-23 General Fund Budget.
BACKGROUND:
The League of California Cities (Cal Cities) is an association of California city officials who work together to enhance their knowledge and skills, exchange information, and combine resources so they may influence policy decisions that affect cities.
Founded in 1898 on the principles of local control and interagency cooperation, Cal Cities has grown from a handful of public officials to include the voluntary membership of 482 California cities. Today, Cal Cities and its member cities are working hard to strengthen the effectiveness of their advocacy efforts. Cal Cities mission statement reflects this commitment to “expand and protect local control for cities through education and advocacy to enhance the quality of life for all Californians.”
DISCUSSION/ANALYSIS:
The 2022 Cal Cities annual conference was a live event at the Long Beach Convention Center. The conference occurred on September 7-9, 2022. The annual conference provided training opportunities, workshops, and networking for Item No.13B
Update on League of California Cities Annual Conference, September 7-9, 2022 September 27, 2022
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7 local elected officials and staff. Mayor Bob Engler, Councilmember Kevin McNamee, and several staff members attended the conference.
General Session Presentations:
1. Opening General Session
Cal Cities President Cindy Silva – Mayor Pro Tem, City of Walnut Creek welcomed conference delegates and provided an overview of conference events. Long Beach Mayor Robert Garcia welcomed delegates to the second largest seaport community in the State.
Cal Cities CEO and Executive Director Carolyn Coleman presented the State of Cal Cities Annual Report: Although cities are still recovering from the pandemic, they are facing new challenges including a recession, inflation, and extreme heat.
Cities are also adapting to new state demands on housing, streets and roads, and organic waste recycling. Cal Cities is fiscally healthy. This year over 30 online learning sessions and a new speaker’s series were offered. The organization achieved its highest membership level of 479 cities. Cal Cities reviewed and advocated for 1,400 bills. This year, they launched an enterprise program called Cal Class for investment needs. Next year, the board of directors with the Housing Policy Committee will work to add a potential ballot measure to reform state housing law.
The Lifetime Achievement Award was presented to Cal Cities Past President Sadelia Sandler. She started her public service as a City of El Centro Councilmember 27 years ago. She continued on to serve as a member of the CA Commission on Aging, Cal Cities Board of Directors, National League of Cities Board of Directors, National Black Caucus, and U.S. Conference of Mayors.
2. Second General Session
Ali Sajjad Taj, Cal Cities First Vice President, welcomed delegates to the second day of the conference. He welcomed National League of Cities (NLC) President Vice Williams, Mayor of Union City, GA. President Williams reviewed the accomplishments of the NLC during the pandemic. NLC lobbied the White House and Congress. Their efforts resulted in $65 billion in American Rescue Plan funding with direct allocations to cities. NLC also worked with the White House to pass the historic Infrastructure Investment and Jobs Act to help cities repair and build their aging infrastructure. NLC is hosting a local infrastructure hub and a grant bootcamp to help small and medium sized cities compete for infrastructure grants. Lastly, he reminded delegates to attend the NLC’s 2022 City Summit Conference in November.
Item No.13B
Update on League of California Cities Annual Conference, September 7-9, 2022 September 27, 2022