TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:January 16, 2024
SUBJECT: Permanent Disinfection Boosting System Installation (CI 5534) RECOMMENDATION:
1. Approve Second Amendment to Professional Services Agreement No. 13279- 2023 with AECOM Technical Services, Inc. (AECOM) of Westlake Village, CA, to provide additional professional engineering services for Permanent Disinfection Boosting System Installation (CI 5534) in the amount of $79,693, for a revised not- to-exceed contract amount of $538,646.
2. Waive formal Request for Proposals (RFP) process for Permanent Disinfection Boosting System Installation (CI 5534) and approve agreement with AECOM pursuant to Thousand Oaks Municipal Code (TOMC) Section 3-10.501.
3. Authorize expense of $79,693 from A/C #613-8030-682-8300 (CI 5534, Permanent Disinfection Boosting System Installation).
4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).
FINANCIAL IMPACT:
No Additional Funding Requested. $1,000,000 is included in the Adopted FY 2023-24 Water Capital Fund Budget. Total project cost is estimated at $960,000.
BACKGROUND:
The Public Works Department manages the City’s water storage and distribution facilities consisting of 11 Calleguas turnouts, 16 pump stations, 16 reservoirs, and two booster stations. Many of these sites need certain improvements to address wildfire resiliency, site drainage, accidental tank overflow containment, pump and electrical equipment enclosures, security fencing, and the addition of emergency
Permanent Disinfection Boosting System Installation (CI 5534) January 16, 2024
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3 generators. These improvements are necessary to maintain these crucial infrastructure components and ensure proper protection of neighboring slopes from erosion and damage.
Following a formal Request for Proposals/Qualifications (RFP/Q), on June 20, 2023, City Council awarded a Professional Services Agreement in the amount of $399,055 to AECOM for the design, preparation of construction contract documents, and support services during the bid process for site improvements at 10 reservoirs and 12 pump station facilities as part of CI 5520.
On September 26, 2023, City Council approved the First Amendment to the AECOM agreement to provide additional professional engineering services for Ventu Pump Station Electrical Improvement and Upgrades (CI 5739). The proposed improvements on that project will include the replacement of the existing switchboard, new variable frequency drive (VFD), upgrade to the motor control center (MCC) and instrument panel, and replacement of the pump valves, to take place in parallel with CI 5520 site improvements project.
DISCUSSION/ANALYSIS:
In December 2023, Kennedy/Jenks Consultants Inc. (K/J) concluded a comprehensive Citywide Water Storage Optimization Study. Addressing water quality concerns within the City's water distribution network, the study identified Pederson and Willow Lane Reservoirs as high priority sites for installation of a permanent disinfection boosting system. Currently, the City owns two portable disinfection-boosting trailers which have mainly been used for the past three years at the Pederson and Willow Reservoirs. Permanent disinfection-boosting systems are needed at these two sites to ensure the ongoing maintenance of water disinfection process to provide the highest level of water quality to City residents and businesses. Installing permanent boosting stations at Pederson and Willow will also allow the two existing trailer units to be rotated at other reservoir locations within the distribution system. The rotating trailers will provide water operations staff greater flexibility and assist with maintaining the safety and quality of the drinking water within the City’s distribution system.
The professional engineering services for design and preparation of the construction documents for the permanent disinfection boosting systems were not originally included in AECOM’s scope of work for the Citywide CI 5520 Site Improvements at Reservoirs and Pump Stations, as there is a separate project for Permanent Disinfection Boosting System Installation under CI 5534, and the K/J study had not yet been finalized. The selection of AECOM is based on the benefits of having a single design consultant create one set of construction documents incorporating installation of the boosting stations. This will improve both projects’ constructability, minimize schedule impacts, and reduce overall construction costs.
Additionally, the proposed permanent boosting stations will require seamless Permanent Disinfection Boosting System Installation (CI 5534) January 16, 2024
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3 integration into the water Supervisory Control and Data Acquisition (SCADA) system and the pump stations’ operation. AECOM recently completed the overhaul of the citywide water SCADA system and is intimately familiar with the SCADA and pump station operation at these two locations. Under TOMC Section 3-10.501, City Council may waive the City’s purchasing procedures when justified. Staff recommends that City Council waive the purchasing formal RFP procedure to add the Permanent Disinfection Boosting System Installation (CI 5334) to the current agreement #13279-2023.
AECOM has demonstrated the expertise, competence, credentials, and resources, required for the specialized complex nature of the proposed permanent disinfection boosting system design at Pederson and Willow Reservoirs. The booster stations will be installed inside the pump station building at the two reservoir sites. Both pump stations will be receiving fire hardening improvements under CI 5520 that include stripping and reconstruction of the roofing material. Installing the disinfection boosting skids for CI 5534 through the roof structure would be best done at the same time as the roofing improvements under CI 5520.
The Second Amendment to AECOM’s agreement will provide for the engineering design and bid support services and will help incorporate the Permanent Disinfection Boosting System Installation into the contract documents. This will enable a comprehensive set of construction bid documents to be developed and coordinated across all the various scopes of work for each site.
Staff recommends City Council approve the Second Amendment to Contract No. 13279-2023 with AECOM (Attachment #1) in the amount of $79,693, increasing the total not-to-exceed amount to $538,646.
CHEMICAL BOOSTING SYSTEM ESTIMATED COST SUMMARY (CI 5534) Engineering Second Amendment (this action) $ 79,693
Engineering Construction Support (future) $ 60,000
Construction Contract (future) $820,307
Total $960,000
PROJECT TIMELINE
Complete Design
Bid & Award Process
Spring 2024
Summer 2024
Begin Construction Fall 2024
Project Completion Fall 2025
Community Outreach: The design phase of this project is not expected to adversely impact any neighboring residences. Public outreach will be performed during subsequent phases of the project, before and during construction activities.
This action is not a project as defined under the CEQA because this action will not Permanent Disinfection Boosting System Installation (CI 5534) January 16, 2024
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3 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, “Public Works + Infrastructure Investments”.
CIP PROJECT PRIORITY (as outlined in FY 2023-24 and FY 2024-25 CIP Program Budget).
Priority One – Essential projects which address health and safety, legal, and regulatory requirements.
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 – Second Amendment to AECOM Agreement
DPW:850-20\ev\Council\2023\01262024\CI 5534\ Permanent Disinfection Boosting System staff report.docx