TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:February 14, 2023
SUBJECT: Meadows Reservoir Emergency Repairs (CI 5663)
RECOMMENDATION:
1. Approve Change Order No. 4 to Contract No. 12990-2022 with Spiess Construction Company, Inc., on a Time and Material basis, to perform final site restoration in connection with Meadows Reservoir Emergency Repairs Project (CI 5663) in the amount not to exceed $58,965, for a new not-to-exceed amount of $2,458,965.
2. Approve budget appropriation in the amount of $58,965 from A/C #613-0000- 341-9900 (Water Capital Fund – Net Position) to A/C #613-8030-682-5500 (CI 5663, Meadows Reservoir Emergency Repairs).
3. Authorize expenditure in the amount of $58,965 from A/C #613-8030-682-5500 (CI 5663, Meadows Reservoir Emergency Repairs).
4. Approve the project design, plans, and specifications for the construction of the Meadows Reservoir Project (CI 5663).
5. Find that the Project is Categorically Exempt from the California Environmental Quality Act pursuant to 14 CCR 15301.
FINANCIAL IMPACT:
$58,965 Increase to FY 2022-23 Water Capital Fund Budget. $58,965 increase to Adopted FY 2022-23 Water Capital Fund Budget. Total project costs are estimated at $2,796,785.
BACKGROUND:
The City’s water system serves approximately 17,000 customer accounts, and a population of over 50,000. The City receives treated water from the Calleguas
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6 Municipal Water District and distributes to approximately 36 percent of the City.
The water system includes 16 storage reservoirs, constructed between 1961 and 2002, with a total capacity of over 35 million gallons. Thirteen of the reservoirs are above-ground steel reservoirs, and three are partially buried concrete reservoirs.
Meadows Reservoir (Meadows) is one of the City’s three partially buried concrete reservoirs. It was built in 1972 and has a capacity to hold 4.5 million gallons of water. The reservoir is located at 1683 Shadow Oaks Place (Attachment #1) and has a history of performing well during routine inspections.
On November 15, 2021, staff discovered leakage from Meadows that led to a preliminary site investigation by City staff and an on-call engineering consultant, HDR, Inc. (HDR). After the reservoir was fully drained, fresh cracks were observed in the concrete floor, on the base of one column, and in the main girder supporting the concrete roof. On December 9, 2021, HDR was directed to conduct a structural analysis of the reservoir and deploy elevation monitoring points to detect any structural movement. Based on the review of structural analysis, the original design plans, and the structural damages observed in the reservoir, HDR recommended removing a portion of the roof before conducting any further physical investigation inside the reservoir.
On February 8, 2022, City Council determined that the condition of the reservoir required emergency repair due to the need to restore reservoir service in advance of the wildfire season. Pursuant to Thousand Oaks Municipal Code Section 3-
10.308, City Council directed staff to proceed with procuring a contract with Spiess Construction Company, Inc. in the amount of $400,000, plus a contingency of $100,000, to remove a portion of the reservoir’s roof to fully assess Meadow’s structural integrity and determine the available repair options. Spiess was selected because of their experience with constructing and repairing buried concrete reservoirs. The contract was approved on a time and material basis.
On April 26, 2022, City Council approved Change Order No. 1 to Contract No. 12990-2022 with Spiess on a time and material basis, in the amount of $1,700,000, plus an additional contingency of $200,000. Approval of Change Order No. 1 resulted in a new total not-to-exceed amount of $2,100,000, and a total approved project contingency of $300,000 to perform the repairs needed to return the reservoir to service. The scope of the repairs included construction of a grade beam to stabilize the subgrade, construction of a bearing wall below overstressed portions of the girder, leak repairs and lining of the reservoir floor, testing for leakage, and reinstallation of the roof panels.
Change Order Nos. 2 and 3 in the total amount of $300,000, equal to contract’s contingency amount, were executed by the City Manager in December 2022 and January 2023 to cover the cost for additional work including installation of two new Meadows Reservoir Emergency Repairs CI 5663
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6 reservoir access ladders, application of a sealer on the roof joints, drainage improvements around exterior of the reservoir, and additional labor and equipment rental during filling and cleaning of the reservoir.
DISCUSSION/ANALYSIS:
The emergency repairs have been completed, and the reservoir is back in service as of December 16, 2022. Change Order No. 4 (Attachment #2) is the final change order and is required to provide for additional work in connection with sealing of the roof joints, additional drainage, and grading improvements around the exterior of the reservoir and along the access path, cleaning and restoring the site, hydroseeding the impacted areas, and additional trucking for removal of all the trash and debris.
ESTIMATED PROJECT COST SUMMARY
Original Contract with HDR (Initial Investigation) $ 140,000 Original Contract with Spiess (Roof Panel Removal) $ 400,000 City Furnished Supplies and Materials $ 10,000
Amendment No.1 to HDR Contract $ 142,820
Change Order No. 1 to Spiess Contract $ 1,700,000
Change Orders No.2 and No. 3 to Spiess Contract (Using
Approved Contingencies)
$ 300,000
Approved Extra Services (HDR) $ 45,000
Change Order No.4 to Spiess Contract (This Action) $ 58,965 TOTAL $ 2,796,785
This project is categorically exempt from the California Environmental Quality Act per section 15301 (repair/maintenance of an existing facility).
Community Outreach: City staff has contacted residents surrounding the reservoir site, notifying them of the project prior to construction. Staff has also been in contact with the local media to provide information on the project scope, purpose, and schedule.
This project meets City Council’s Top Ten Priorities #9, “Public Works Infrastructure Investments”.
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6 COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal(s):
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.
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: Ayda Forouzan, Senior Engineer
Attachments:
Attachment #1 – Vicinity & Location Map
Attachment #2 – Change Order No. 4 with Spiess Construction Company (Contract No. 12990-2022)
DPW:850-20\ev\Council\2023\02142023\CI 5663\Meadows Reservoir Emergency Repairs staff report.docx