TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:September 12, 2023
SUBJECT: Polybutylene Service Line and Valve Replacement Projects (CI 5646 and CI 5648)
RECOMMENDATION:
1. Authorize staff to advertise the Polybutylene Service Line Replacement (CI 5646) and Valve Replacement (CI 5648) Projects for construction bids.
2. Find that the projects are Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time and costs required to advertise for bid are included in the Adopted FY 2023-24 Water Fund Budget. $950,000 is included in the Adopted FY 2023-24 Water Fund Capital Budget for CI 5646 and $800,000 for CI 5648. The estimated cost for both projects is $1,785,000. Additional appropriation may be required at the time of construction award depending on the actual bid amount.
BACKGROUND:
The City provides water service to over 17,000 customers (38 percent of the City).
The City’s existing water distribution system includes 11 turnouts from Calleguas Municipal Water District (CMWD), 16 pump stations, 16 reservoirs, and approximately 232 miles of transmission and distribution pipelines.
Water service laterals made of polybutylene materials (polyline) were installed in the 1970s and need to be replaced. Polyline has a history of cracking and leaking as it ages. Through a phased program, more than 5,000 laterals constructed with this material citywide will be replaced with copper service laterals. Previous phases
Poly Service Line and Valve Replacement Projects (CI 5646 and CI 5648) September 12, 2023
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7 of the project have already replaced approximately 1,757 service laterals, and 156 additional service laterals will be replaced as part of the current project.
Replacement of laterals is completed using trenchless techniques to minimize excavation on City streets.
The project will also include the replacement of 56 water valves. Water valves allow staff to redirect water flow and isolate water mains to perform maintenance and repairs. These valves are over 35 years old, have exceeded their service life, and in some cases, cannot be fully opened and closed. Replacing these valves will improve the operation of the water system.
DISCUSSION/ANALYSIS:
This project will improve the overall water system reliability and service to residents by replacing aging infrastructure in the Northwood Parkway tract (Attachment #1).
The project will replace 56 valves and 156 polyline service laterals which include the installation of bronze service saddles, corporation stops, angle meter stops, and cathodic protection anodes. Bidding both projects together will achieve economy of scale and lower overall costs.
The project plans and specifications were completed in-house and are available for review upon request to the Public Works Department by e-mail at [email protected] or by phone at (805) 449-2400. Staff is recommending that the projects be advertised for bid.
Once bids are received, staff will seek City Council’s approval to award the construction contract. The estimated construction costs are as follows:
Polybutylene Service Line Replacements (CI 5646) $ 898,500 Valve Replacement (CI 5648) $ 721,500
Construction Contingency $ 160,000 City Furnished Materials/Supplies $ 5,000
Total Estimated Cost $ 1,785,000
The project timeline is as follows:
Bid Opening October 2023
Award of Construction Contract November 2023
Start of Construction December 2023
Project Completion Fall 2024
Poly Service Line and Valve Replacement Projects (CI 5646 and CI 5648) September 12, 2023
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7 The existing polybutylene service line and valve replacement program is categorically exempt from CEQA per Section 15301 (repair/maintenance of an existing facility).
Community Outreach: A public outreach plan has been established, with a focus on residents located adjacent to the project as well as the general public. Project website updates will be utilized to inform the public and receive feedback. Additionally, prior to the start of the construction, construction notices will be mailed to all property owners in the project area and intermediate special notices will be delivered to individual properties impacted by specific issues.
These projects meet 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.
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: Roner DelCastillo, Associate Engineer
Attachments:
Attachment #1 – Vicinity and Location Maps
DPW: 850-20\ev\\Council\2023\091223\CI 5646 CI5648\Polybutylene and Valve Replacements staff report.docx