TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:July 11, 2023
SUBJECT: Conejo Canyons Bridge at Hill Canyon Treatment Plant (CI 5527) RECOMMENDATION:
1. Approve Sixth Amendment to Professional Services Agreement No. 11855- 2018 with Stantec Consulting Services, Inc., Santa Barbara, CA, in the amount of $37,853 for additional design and engineering services related to Conejo Canyons Bridge at Hill Canyon Treatment Plant (CI 5527) for a new not-to-exceed total amount of $396,460 and extending the term of the Agreement to June 30, 2024.
2. Approve expenditure in the amount of $37,853 from A/C #001-4410-671-8300 (CI 5527, Conejo Canyons Bridge at HCTP).
3. Find that this action is not a project as defined under the California Environmental Quality Act.
FINANCIAL IMPACT:
No Additional Funding Requested. $3,411,000 is included in the Adopted FY 2023-25 Capital Improvement Budget (CI 5527). The total estimated project cost of $3,248,220 is partially offset by a $30,000 donation from Conejo Open Space Foundation (COSF), and $654,000 contribution from Conejo Recreation and Park District (CRPD). Additionally, the Conejo Open Space Conservation Agency (COSCA) is pursuing a grant funding opportunity of up to $200,000 that could further offset the City’s General Fund contribution.
BACKGROUND:
COSCA and the City are working in collaboration to construct a bridge across the Arroyo Conejo Creek southwest of Hill Canyon Road in the Conejo Canyons Open Space area (Attachment #1). The purpose of this bridge is to provide trail and vehicular access across the Arroyo Conejo Creek. Installation of a bridge will allow trail users, including pedestrians, bicyclists, and equestrians, to have a defined route between Santa Rosa Equestrian Park and Wildwood Canyon. The bridge will also provide emergency vehicular access out of Hill Canyon for wildfire purposes,
Conejo Canyons Bridge at HCTP (CI 5527)
July 11, 2023
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7 as well as a new direct and safe crossing for Public Works vehicles between the City’s Municipal Service Center (MSC) and Hill Canyon Treatment Plant (HCTP).
On September 25, 2018, City Council approved a Professional Services Agreement with Stantec Consulting Services, Inc. (Stantec) in the amount of $124,792 for the design and engineering of the project. There have been several amendments to the Stantec agreement as follows:
•First Amendment (May 2019) in the amount of $9,900 to provide for preparation of an Oak Tree Report;
•Second and Third Amendments (December 2019 and 2020) each to extend the term of the agreement for one year to allow time for completion of the environmental document and to obtain permits from the California Department of Fish and Wildlife (CDFW);
•Fourth Amendment (February 2022) in the amount of $77,742 to provide for incorporating the latest updates in building codes and requirements of the project’s Mitigated Negative Declaration (MND) into the project design and contract documents. The Amendment also extended the agreement term through December 31, 2023; and
•Fifth Amendment (July 2022) in the amount of $146,173 to provide for engineering support, specialty inspection, and testing services during the construction phase of the project.
On March 14, 2022, the project’s MND was approved by the Planning Commission.
Consultant and staff incorporated all required mitigation measures into the project’s plans and specifications.
On July 5, 2022, City Council awarded the construction contract to Beador Construction Company, Inc. in the amount of $2,155,300, plus a contingency of $215,500. The start of construction has been postponed until September 2023 to accommodate CDFW’s prohibition on construction during bird nesting season and supply chain/procurement issues.
DISCUSSION/ANALYSIS:
Additional professional services by Stantec are required to prepare construction documents for habitat restoration and post-construction mitigation, per CDFW permit requirements. The Sixth Amendment to Professional Services Agreement with Stantec will provide for the design of planting and irrigation systems, preparation of contract documents, and engineering support during the bid for the construction of the habitat restoration following the completion of the bridge construction.
Conejo Canyons Bridge at HCTP (CI 5527)
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7 Staff recommends approval of the Sixth Amendment to Professional Services Agreement No. 11855-2018 with Stantec (Attachment #2) in the amount of $37,853 for a new not-to-exceed total amount of $396,460 and extending the term of the Agreement to June 30, 2024.
The estimated total project cost is as follows:
Design/Environmental phase (Approved) $ 275,649
City Furnished Materials (Approved) $ 10,000
Construction Phase Support Services/Testing (Approved) $ 146,173 Construction (Approved) $ 2,155,300
Construction Contingency (Approved) $ 215,500
Construction Environmental Services (Approved) $ 122,745 Landscape Restoration Design – 6th Amendment (This Action) $ 37,853 Landscape Restoration (Future) $ 250,000
County Permitting & Inspection (Future) $ 35,000
Total $ 3,248,220
The estimated project completion timeline is as follows:
Start Site Construction September 2023
Complete Bridge Construction January 2024
Habitat Restoration Spring 2024
Construction Completion Summer 2024
This action is not a project as defined under the California Environmental Quality Act because this action will not result in a direct or foreseeable indirect physical change in the environment [14 CCR 15060(c)].
Community Outreach: The project’s MND was published for public review in November 2021 and was presented to Planning Commission on March 14, 2022.
A dedicated project website has been created: www.toaks.co/ccbridge where updated project information will be provided throughout the construction phase.
Staff will also coordinate with CRPD and COSCA related to any potential trail impacts during the construction of the bridge and the access road.
This project meets City Council’s Top Ten Priorities #6 to “Public Works + Infrastructure Investments across the community”.
CIP PROJECT PRIORITY (as outlined in FY 2023-24 & FY 2024-25 CIP Program Budget): Priority Two – Necessary, but not essential, and there could be consequences if deferred
Conejo Canyons Bridge at HCTP (CI 5527)
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7 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.
E. Complete ring of open space around the City; Protect and preserve ridgelines, natural habitat, and designated open space areas.
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.
H. Participate in public-private and multi-jurisdictional opportunities to ensure residents have access to high levels of parks, recreation, education and leisure programs and services.
PREPARED BY: Saeed Zolfaghari, Associate Engineer
Attachments:
Attachment #1 – Vicinity and Location maps
Attachment #2 – Sixth Amendment to Stantec Agreement
DPW: 850-20\etm\H:\Council\2023\071123\CI 5527 Conejo Canyons Bridge at HCTP staff report.docx