TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:May 9, 2023
SUBJECT: Woolsey Fire Landscape Restoration- La Granada Reservoir Site (MI 2593)
RECOMMENDATION:
1. Approve the project design and specifications, including Addenda Nos. 1, 2, 3, and 4 for construction of the Woolsey Fire Landscape Restoration – La Granada Reservoir Site (MI 2593).
2. Award construction contract to American Landscape, Inc. (Canoga Park, CA), in the amount of $748,911.10, plus a contingency of $75,000.
3. Authorize expenditure in the amount of $828,911.10 ($748,911.10 construction contract, $75,000 construction contingency, and $5,000 for City furnished materials and supplies) from A/C #613-8030-682-8300 (Water Capital Fund - MI 2593, Woolsey Fire Landscape Restoration).
4. Delegate authority to the City Engineer to approve changes to the design, specifications, and working details of the project on work directives and change orders up to the project approved contingency amount.
5. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
6. Adopt resolution designating authorized agents of the City to seek state and federal emergency and hazard mitigation funding assistance.
FINANCIAL IMPACT:
No Additional Funding Requested. $1,180,000 is included in the Adopted FY 2022-23 Water Capital Fund Budget (MI 2593). The total project cost is estimated at $896,000. Staff is working with the California Office of Emergency Services (CalOES) and the Federal Emergency Management Agency (FEMA) for reimbursement of qualifying repair/restoration costs under Presidential Declaration
Woolsey Fire Landscape Restoration- La Granada Reservoir Site (MI 2593) May 9, 2023
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7 Number FEMA-4407-DR-CA (November 2018 California Wildfires – Woolsey Fire). The total City match is expected to be 6.25 percent of the total project costs.
BACKGROUND:
In 1989, the La Granada Reservoir was constructed, which includes significant associated site work, engineered slopes, and landscaping (Attachment #1). In November 2018, the Woolsey Fire damaged the site’s landscaping and irrigation, which are key elements to protecting the engineered slopes. The City awarded a task order to Pacific Coast Land Design (PCLD) in October 2019 to provide design services for necessary irrigation and landscape repairs.
The landscape restoration work at the La Granada Reservoir site was delayed pending completion of the new pump station construction (CI 8082) at the same site from 2021-2022. The construction of the pump station project was protracted because of the COVID-19 supply chain shortages.
DISCUSSION/ANALYSIS:
After City Council’s authorization to advertise the Woolsey Fire Landscape Restoration project for construction bids, the Notice Inviting Bids was published in the Thousand Oaks Acorn on March 3, 2023, was posted on the City’s procurement website, and invitations were sent to all registered vendors and construction trade journals on the City’s purchasing vendor list. Four bids were received and publicly opened on April 19, 2023, as follows:
Bidder Bid
1. Venco Western, Inc. (Oxnard, CA) $ 428,855.02
2. American Landscape, Inc. (Canoga Park, CA) $ 748,911.10
3. Marina Landscape, Inc. (Orange, CA) $ 789,440.15
4. Habitat Restoration Sciences, Inc. (Vista, CA) $ 877,123.46 The lowest bid was from Venco Western, Inc. (Venco), in the amount of $428,855.02, which is about 48 percent lower than the engineer’s estimate of $830,000. With City’s permission, Venco withdrew their bid due to an error in the material quotes. The second lowest bid is from American Landscape, Inc. in the amount of $748,911.10, which is approximately 10 percent lower than the engineer’s estimate. The bid package submitted by American Landscape, Inc. has been reviewed and found to be in order, and the bid protest period has elapsed with no formal protests received. Staff recommends awarding the construction contract to American Landscape, Inc.
Woolsey Fire Landscape Restoration- La Granada Reservoir Site (MI 2593) May 9, 2023
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7 The estimated project costs are as follows:
Design (Encumbered) $ 33,800.00
Construction Support Services (Encumbered) $ 18,220.00 SWPPP/QSP Inspection (Encumbered) $ 15,140.00
Construction Contract (this action) $ 748,911.10
Construction Contract Contingency (this action) $ 75,000.00 City Furnished Material and Supplies (this action) $ 5,000.00 Total Estimated Project Cost $ 896,071.10
Staff has applied for and secured grants from both FEMA and CalOES. FEMA has approved a grant of 75 percent of the final restoration costs. CalOES has also approved a grant of 18.75 percent. The net out-of-pocket costs for the City on the project are expected to be 6.25 percent of the total project costs, to be covered by Water Capital Fund. Construction is anticipated to start in June 2023 and has an estimated completion by Fall 2023, followed by a 90-day landscape establishment period. The project design, specifications, and Addenda Nos. 1, 2, 3, and 4 are available for review upon request to the Public Works Department by e-mail at [email protected] or by phone at (805) 449-2400.
The La Granada Reservoir Landscape Restoration Project is categorically exempt from CEQA per Section 15301 (Repair/Maintenance of an Existing Facility).
As part of the State and Federal Emergency and Hazard Mitigation Funding Assistance Program, the City is eligible for reimbursement of qualifying repair/restoration costs. To process documents related to local and federally declared disasters, a resolution designating an updated list of authorized agents who can sign on behalf of the City (Attachment #2) and the City Clerk certification of the adopted resolution (Attachment #3) is required.
Community Outreach: Staff has established a public outreach plan for the project with particular focus on the residents located adjacent to the project and the public. Various communication tools and strategies, including community meetings (if needed), press releases, website updates, and social media posts will continue to be utilized to inform the public and receive feedback. The project manager will update the dedicated website for the La Granada Reservoir Site Landscape Restoration www.toaks.org/lagranada with project information.
This project meets City Council’s Top Ten Priorities #9, “Public Works Infrastructure Investments.”
Woolsey Fire Landscape Restoration- La Granada Reservoir Site (MI 2593) May 9, 2023
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7 CIP PROJECT PRIORITY (as outlined in FY 2021-22 and FY 2022-23 CIP Program Budget).
Priority Two – Necessary, but not essential, and there could be consequences if deferred.
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: Elaine Camia, Associate Engineer
Attachments:
Attachment #1 – Vicinity and Location Maps
Attachment #2 – Resolution
Attachment #3 – City Clerk Certification
Documents Provided Under Separate Cover:
#1 – Project Plans, Specifications, and Addenda Nos. 1 through 4 DPW: 850-20\ev\H:\Council\2023\050923\MI 2593\ Woolsey Fire Landscape Restoration staff report.docx