TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:July 11, 2023
SUBJECT: Interceptor Capital Improvement Program Unit W (CI 5445) RECOMMENDATION:
1. Approve Sixth Amendment to Professional Services Agreement Contract No. 12186-2019 with AECOM Technical Services, Inc. of Los Angeles, CA, for Condition Assessment and Preliminary Design Phase Services on the Unit W Capital Improvement Program Project in the amount of $31,000, for a revised not- to-exceed amount of $297,749.
2. Authorize expenditure in the amount of $31,000 from A/C #624-8250-682-8300 (CI 5445, Wastewater Interceptor Capital Improvement Project Unit W).
3. California Environmental Quality Act: A Mitigated Negative Declaration was approved for this project by City Council on February 22, 2022.
FINANCIAL IMPACT:
No Additional Funding Requested. $1,700,000 is included in the Adopted FY 2023-24 Wastewater Capital Fund Budget (CI 5445), with a total available project budget of $3,316,982. The estimated total project cost is $3,374,000. Additional budget will be requested at project award if necessary.
BACKGROUND:
The Hill Canyon Treatment Plant (HCTP) is located at 9600 Santa Rosa Road and provides tertiary-level wastewater treatment for the community. As part of the overall wastewater collection and treatment system, large-diameter wastewater interceptor pipelines were installed to transport the wastewater from the community and deliver it to the HCTP. The Unit W Wastewater Interceptor is a gravity collection pipeline that originates near the Oaks Mall and transports a large volume of wastewater along the Arroyo Conejo Creek to the HCTP (Attachment #1). The pipeline was installed in the 1960s and improvements have been made over the decades. In the lower portion of the interceptor, the original 1960s Unit
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3 W pipeline consisted of a 30-inch diameter pressurized pipeline with two major wastewater access structures (Structure W-1 and Structure W/F). The structures enable the wastewater interceptors to be accessed by staff.
The necessary rehabilitation work for the Unit W Project includes installing a temporary wastewater bypass pipeline to HCTP headworks so closed-circuit television (CCTV) work can be performed on the inside of the wastewater pipelines and installing new access holes. This CCTV work will be completed on one pipeline at a time. In addition, three of the existing isolation valves are non- functional due to mechanical failure. Replacement of these valves can be challenging from a permitting and feasibility standpoint, so they are included as part of this project. The valves are buried in the canyon and therefore must be excavated to be replaced. The phase 1 condition assessment of the project is the first phase of a potential two-phase project. The work performed as part of this phase will determine the need for additional rehabilitation or repairs on this section of Unit W. Once this project is completed and the internal pipeline CCTV information work is obtained, staff will determine the need for a second phase of this project, which is a separate future capital project under CI 5681.
On August 27, 2019, AECOM Technical Services, Inc. (AECOM), a professional engineering firm, was selected through a competitive Request for Proposals (RFP) process to prepare an asset assessment of a portion of the Unit W Pipeline Project. In May 2020, the agreement was modified with a first amendment which extended the contract date. A second amendment to the agreement was approved by City Council on January 26, 2021, to add $178,500 for design services. The third amendment to the agreement was approved in October 2021 to extend the agreement to June 30, 2022. A fourth amendment to the agreement was approved in June 2022 to add $13,249 for additional design services. A fifth amendment to the agreement was approved in May 2023 to extend the agreement to December 31, 2024.
On January 24, 2023, City Council authorized staff to advertise the project for construction bids. Bids were opened on March 1, 2023, however; because of the high construction bids, at the April 4, 2023 City Council meeting, staff recommended that all bids be rejected.
DISCUSSION/ANALYSIS:
Before re-bidding the project, staff will work with AECOM, to explore design and construction alternatives that may result in cost savings for the project. Once the design and construction value engineering evaluation has been completed, project plans and specifications will be modified accordingly, and the project will be re- advertised for bidding. In the meantime, staff is procuring the three long lead plug Interceptor CIP Unit W (CI 5445)
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3 valves that are necessary for the project, so that they are delivered in time for the construction of the project in 2024.
The Sixth Amendment to the agreement with AECOM, in the amount of $31,000 includes value engineering tasks to help potentially reduce the overall construction costs for the project (Attachment #2). This work will allow the project plans and specifications to be re-bid at a future City Council meeting later this year.
The revised tentative schedule for the project is as follows:
Value engineering Summer 2023
Re-bidding Fall 2023
Award of construction contract Winter 2024
Start construction Spring 2024
Construction completion End of 2024
As part of the design efforts on the project, the Consultant prepared the Mitigated Negative Declaration in accordance with the California Environmental Quality Act (CEQA) guidelines. City Council adopted the Mitigated Negative Declaration and Mitigation Monitoring Program for the project on February 22, 2022.
Community Outreach: This project will be limited to work at HCTP and in the canyon adjacent to Unit W pipelines and is not expected to impact any neighboring residences. The work will be at the south end of the HCTP and will have a limited impact on plant operations. Construction-related impacts to hiking trail users will be minimal.
This project meets City Council’s Top Ten Priorities #6: “Public Works + Infrastructure Investments across the community”.
CIP PROJECT PRIORITY (as outlined in FY 2023-24 and FY 2024-25 CIP Program Budget)
Priority Two – Necessary, but not essential, and there could be consequences if deferred.
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3 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: Nader Heydari, PE, Deputy Public Works Director Attachments:
Attachment #1 – Vicinity and Location maps
Attachment #2 – Sixth Amendment to Agreement with AECOM DPW: 850-20\nh\etm\Council\2023\071123\CI 5445 Unit W staff report.docx