TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:November 14, 2023
SUBJECT: Polybutylene Service and Valve Replacements (CI 5646 & CI 5648)
RECOMMENDATION:
1. Approve the project design, specifications, and Addendum No. 1 for the construction of the Polybutylene Service and Valve Replacements Project (CI 5646 & CI 5648).
2. Award construction contract to J. Vega Engineering, Inc. (Camarillo, CA), in the amount of $1,555,500, plus a contingency of $155,600.
3. Approve budget appropriation in the amount of $75,000 from A/C #613-0000- 341-9900 (Water Capital Fund – Net Position) to A/C #613-8030-682-8300 (CI 5646, Polybutylene Service Replacement).
4. Authorize expenditure in the amount of $1,716,100 ($1,555,500 construction contract, $155,600 construction contingency, and $5,000 for City furnished materials and supplies) as follows: $985,920 ($893,950 construction contract; contingency of $89,470; and $2,500 for City furnished materials and supplies) from A/C #613-8030-682-8300 (CI 5646, Polybutylene Service Replacement) and $730,180 ($661,550 construction contract; contingency of $66,130; and $2,500 for City furnished materials and supplies) from A/C #613-8030-682-8300 (CI 5648, Valve Replacement).
5. Delegate authority to the City Engineer to approve changes to the project's design, specifications, and working details on work directives and change orders up to the project-approved contingency amount.
6. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15302.
Polybutylene Service and Valve Replacements (CI 5646 & CI 5648) November 14, 2023
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5 FINANCIAL IMPACT:
$75,000 Increase to FY 2023-24 Water Capital Fund Budget. A $75,000 increase to the Adopted FY 2023-24 Water Capital Fund Budget is requested for CI 5646. The project cost for CI 5646 is estimated at $1,024,635 and CI 5648 is estimated at $730,180, for a total estimated combined cost of $1,754,815.
BACKGROUND:
The City water system serves approximately 17,000 customers (38 percent of the City). Staff has identified the need to replace water service-line laterals installed in the 1970s constructed of polybutylene material. This material has a history of cracking, leaking, and overall unreliability. Through a phased program, over 5,000 polybutylene laterals citywide need to be replaced with copper service-line laterals.
Previous phases of the project have replaced approximately 1,757 service-line laterals. A total of 156 additional laterals will be replaced by the current project.
Replacement of laterals is done using trenchless techniques to minimize excavation in City streets.
Additionally, as part of this project, 56 existing water valves will also be replaced under CI 5648. These valves are over 35 years old, most cannot be opened and closed fully, and in some cases are not operable at all. Replacement of the valves allows the mainline shutdowns required for replacing the service lines.
The total summary of the project scope of work is 56 valves and 156 service line replacements in the residential neighborhoods of Northwood Parkway Tract (Attachment #1). Staff completed the project plans and specifications with in-house resources in Summer 2023.
The City acquired the Saddle, Corporation Stops, and Angle Meter Stop in advance due to the 30-week lead time required for brass material procurement.
These items will be provided to the contractor during construction to help accelerate the completion of the project.
DISCUSSION/ANALYSIS:
City Council authorized bidding of the project on September 12, 2023. The Notice Inviting Bids was published in the Thousand Oaks Acorn on September 15, 2023, and was posted on the City’s procurement website. Three bids were received and publicly opened on October 18, 2023, as follows:
Polybutylene Service and Valve Replacements (CI 5646 & CI 5648) November 14, 2023
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5 Bidder Bid
1. J. Vega Engineering, Inc. (Camarillo, CA) $ 1,555,500
2. Sam Hill & Sons, Inc. (Ventura, CA) $ 1,890,898
3. Blois Construction, Inc. (Oxnard, CA) $ 2,338,819 The lowest bid was from J. Vega Engineering, Inc (Vega), in the amount of $1,555,500, which is approximately four percent lower than the engineer’s estimate of $1,622,000. The bid package by Vega has been reviewed and found to be in order and the bid protest period has elapsed with no formal protests received. Staff recommends awarding the construction contract to Vega.
The estimated project costs are as follows:
Polybutylene Laterals (CI 5646):
City-Purchased Materials (completed) $ 38,715
Construction Contract (this action) $ 893,950
Contingency (this action) $ 89,470
City Furnished Material and Supplies (this action) $ 2,500 $1,024,635
Valve Replacement (CI 5648):
Construction Contract (this action) $ 661,550
Contingency (this action) $ 66,130
City Furnished Material and Supplies (this action) $ 2,500 $ 730,180
Total Project $1,754,815
Construction is anticipated to start in January 2024 and be completed by Summer 2024. The project design, specifications, and Addendum No. 1 are available for review upon request to the Public Works Department by e-mail at [email protected] or by phone at (805) 449-2400.
The Polybutylene Service and Valve Replacements Projects are categorically exempt from CEQA per Section 15302 (replacement/reconstruction of an existing facility).
Community Outreach: A public outreach plan for the project has been established, focusing on residents located adjacent to the project and 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.
Polybutylene Service and Valve Replacements (CI 5646 & CI 5648) November 14, 2023
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5 These projects meet City Council’s Top Ten Priorities #6, “Public Works + Infrastructure Investments”.
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
Attachment:
Attachment #1 – Vicinity and Location Maps
DPW:850-20\ev\Council\2023\111423\CI5646 CI5648\Polybutylene and Valve Replacements staff report.docx