TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:July 11, 2023
SUBJECT: Bus and Car Wash Project (CI 5468)
RECOMMENDATION:
1. Approve Professional Services Agreement with Stantec Consulting Services, Inc., (Los Angeles, CA) in a not-to-exceed amount of $406,949 for engineering and design of the Bus and Car Wash Project (CI 5468), plus extra services of $40,000, with a term ending June 30, 2024.
2. Authorize expenditure in the amount of $451,949 ($406,949 Agreement, plus extra services of $40,000, and $5,000 City Furnished Materials and Supplies) from A/C #651-5550-682-8300 (CI 5468, Bus and Car Wash).
3. Find that this action is not a project as defined under the California Environmental Quality Act.
FINANCIAL IMPACT:
No Additional Funding Requested. $1,640,500 is included in the Adopted FY 2023-24 Capital Budget with an additional $127,500 in project carryover for a total budget of $1,768,000. The project is funded in part with $836,000 Federal 5307 funds and $342,500 earmarked Transportation Development Act (TDA). The total estimated cost of the project is $2,351,949. Any funding shortfall, at the time of construction contract award, will be provided by Federal 5307 and/or TDA funds.
No additional appropriation of City funds will be required.
BACKGROUND:
The City’s existing bus and car wash facility located at the Municipal Service Center (MSC) was constructed in 1993 and has reached the end of its useful life (Attachment #1). The current facility is now mechanically and technologically outdated, requires frequent repairs and maintenance, and is no longer as effective in thoroughly cleaning buses and other vehicles. Additionally, the existing
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8 configuration of the facility makes it difficult for larger vehicles to enter and exit the wash. When operating under ideal circumstances, the facility has the capacity of providing 800 to 1,000 washes per month, however; the existing wash is not being used at that level due to the issues referenced.
DISCUSSION/ANALYSIS:
The City is proposing to construct a new fully enclosed replacement bus and car wash facility that will include the latest technology and equipment and will be constructed at approximately the same location as the current facility, but with an updated design to meet the needs of larger vehicles. In addition, full water capture and solar power are included as part of the design elements.
In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, on April 14, 2023, the City publicly advertised a formal Request for Proposals/Qualifications (RFP/Q) for engineering professional services in connection with the Bus and Car Wash Project (CI 5468). The RFP/Q was published in the Thousand Oaks Acorn newspaper and on the City’s e- procurement website.
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 agency 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 May 16, 2023, the City received two proposals as follows:
1. Huitt Zollars (Thousand Oaks, CA)
2. Stantec Consulting Services, Inc. (Los Angeles, CA)
A team of Public Works engineering and operations staff evaluated the proposals based on the following criteria:
1. Project understanding and approach;
2. Relevant experience (projects of similar size and scope);
3. Quality, clarity, responsiveness, and conformance with terms of the RFP/Q;
4. Qualifications and availability of key persons working on the project; and Bus and Car Wash Project (CI 5468)
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8 5. Reasonableness of schedule and estimated level of effort dedicated to complete each task.
After careful review and consideration of both firms’ qualifications and project team/approach, the proposal from Stantec Consulting Services, Inc. (Stantec) was determined to best fit the City’s needs for this project. Detailed scope of work and consulting fees have been negotiated and finalized with Stantec. Staff recommends approval of the Professional Services Agreement with Stantec (Attachment #2).
PROJECT COST SUMMARY
Design (this action) $ 406,949
Design Extra Services (this action) $ 40,000
City Furnished Materials/Services(this action) $ 5,000 Total Design Cost
Construction Cost Estimate (Future)
Total Estimated Project Cost
$ 451,949
$1,900,000
$2,351,949
PROJECT SCHEDULE
Design Completion Winter 2024
Bid process & Award Spring 2024
Construction Completion Summer 2025
Staff will return to City Council for authorization to bid on the construction of the project in Winter 2024.
The project is funded in part with set aside Federal 5307 funds ($836,000) and earmarked TDA funds of up to $1,000,000. Construction of the proposed wash facility will not negatively impact transit operations funding and transit’s financial support for street and road maintenance funding.
Community Outreach: This project is limited to work at the MSC facility and does not impact neighboring residences. The new bus and car wash will replace an existing bus wash facility and will have limited impact to MSC operation.
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)].
This project meets City Council’s Top Ten Priorities #6 to “Invest in Public Works + Infrastructure Investments across the community”.
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8 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.
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: Saeed Zolfaghari, Associate Engineer
Attachments:
Attachment #1 – Vicinity Map and Location Maps
Attachment #2 – Professional Services Agreement with Stantec DPW: 850-20\etm\H:\Common\Council\2023\07/11/2023 CI 5468 Bus and Car Wash staff report.docx