TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:November 14, 2023
SUBJECT: Conejo Canyons Bridge at Hill Canyon Treatment Plant Project (CI 5527)
RECOMMENDATION:
1. Authorize staff to advertise the Conejo Canyons Bridge at Hill Canyon Treatment Plant (HCTP) Project (CI 5527) for Habitat Restoration bids.
2. Accept a contribution in the amount of $200,000 from the Conejo Open Space Conservation Agency (COSCA) for the Conejo Canyons Bridge.
3. Approve budget appropriation and expenditure of funds in the amount of $200,000 from A/C# 001-4410-481-0000 (COSCA Contribution Revenue) to A/C# 001-4410-671-8300 (CI 5527, Conejo Canyons Bridge Project).
4. California Environmental Quality Act (CEQA): A Mitigated Negative Declaration (MND) was approved for this project by the Planning Commission on March 14, 2022.
FINANCIAL IMPACT:
$200,000 increase to FY 2023-24 General Fund Budget Fully Offset by COSCA Contribution. Minimal staff time and costs required to advertise for bids are included in the Adopted FY 2023-24 General Fund Budget. $200,000 increase to the General Fund Budget is fully offset by the $200,000 contribution from COSCA. $150,000 is available in the Adopted FY 2023-24 General Fund Capital Improvement Budget (CI 5527) with an additional $523,018 in project carryover which includes $215,500 contingency amount for the bridge construction contract, resulting in a total available budget of $507,500. There are sufficient funds for the Habitat Restoration Project, with an estimated cost of $250,000. The total estimated costs of $3,248,220 for the Bridge Project, including the Habitat Restoration work, is partially offset by a $30,000 donation from the Conejo Open Space Foundation (COSF), a $654,000 contribution from Conejo Recreation and Park District (CRPD), and $200,000 from COSCA.
Conejo Canyons Bridge at HCTP Project (CI 5527)
November 14, 2023
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3 BACKGROUND:
COSCA and the City are partnering to construct a bridge across the Arroyo Conejo Creek southwest of Hill Canyon Road in the Conejo Canyons Open Space area (Attachment #1). The bridge was identified in COSCA’s Conejo Canyons Management Plan as a high-priority project for improving public access and is a key component of the trail system in the Conejo Canyons Open Space. It connects existing trails on either side of the creek and is an important link between Conejo Canyons and Wildwood Park.
The purpose of the bridge is to provide trail and vehicular access across the Arroyo Conejo Creek, and allow trail users, 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, as well as a new direct and safe crossing for Public Works vehicles between the City’s Municipal Service Center (MSC) and HCTP. COSCA Park Rangers may also use the bridge for maintenance and open space management.
On December 12, 2017, the City accepted commitments from COSF in the amount of $30,000 and from CRPD in the amount of $654,000. This $684,000 total committed donation will be reimbursed to the City as the actual project expenses are incurred.
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 subsequent amendments to the Stantec agreement to include preparation of an oak tree report, completion of environmental documents and acquisition of permits from the California Department of Fish and Wildlife (CDFW), updates to the project plans to incorporate the project’s MND into the final design, construction phase support, inspection, testing services, and preparation design for post-construction habitat restoration as required by CDFW. Stantec completed the habitat restoration plans and specifications in October 2023.
On March 14, 2022, the project’s MND was approved by the Planning Commission, and the Consultant and staff incorporated all required mitigation measures into the project plans and specifications.
On July 5, 2022, City Council awarded a Construction Contract to Beador Construction Company, Inc. in the amount of $2,155,300, plus a contingency of $215,500 for construction of the project. The start of construction was postponed until September 2023 to accommodate CDFW’s prohibition on construction during Conejo Canyons Bridge at HCTP Project (CI 5527)
November 14, 2023
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3 bird nesting season and supply chain/procurement issues.
On September 14, 2022, COSCA Board authorized contribution of $200,000 for construction of the Conejo Canyons Bridge (CI 5527) increasing the total contributions to $884,000 of committed funds that will be reimbursed to the City as the actual project expenses are incurred, offsetting the City’s General Fund contributions.
DISCUSSION/ANALYSIS:
Construction of the bridge project started in September 2023, and the project is moving ahead on schedule for completion in early 2024. The CDFW permit requires a comprehensive post-construction habitat restoration phase of work to commence at the completion of the bridge construction.
The construction contract documents and engineering plans for the project’s post- construction habitat restoration phase have been completed in compliance with CDFW permit requirements 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 post-construction Habitat Restoration Project be advertised for bid. Once bids are received, staff will make a recommendation at a future City Council meeting for the award of the construction contract.
The tentative schedule for completion of the project is as follows:
Bid Phase Nov. - Dec. 2023
Award of Construction Contract January 2024
Start of Construction of Habitat Restoration February 2024 Construction Completion of Habitat Restoration Fall 2024
The estimated total Bridge Project costs are as follows:
Design/Construction Engineering Services (prev. approved) $ 396,460 Environmental Professional Services (prev. approved) $ 176,860 Engineering Extra Services (prev. approved) $ 9,100 City Furnished Materials (prev. approved) $ 10,000 Construction (prev. approved) $ 2,155,300
Construction Contingency (prev. approved) $ 215,500 Habitat Restoration Contract (future) $ 250,000
Regulatory Permitting & Inspection (future) $ 35,000 Total $ 3,248,220
Conejo Canyons Bridge at HCTP Project (CI 5527)
November 14, 2023
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3 Community Outreach: The project’s MND was published for public review in November 2021 and was approved by the 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 is coordinating with CRPD and COSCA related to any potential trail impacts during the construction of the bridge.
This project meets City Council’s Top Ten Priorities #6, “Public Works + Infrastructure Investments”.
CIP PROJECT PRIORITY (as outlined in 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 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
Attachment:
Attachment #1 – Vicinity and Location Maps
DPW:850-20\ev\Council\2023\111423\CI5527\Conejo Canyons Bridge at HCTP Restoration project staff report.docx