TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:February 27, 2024
SUBJECT: Hill Canyon Treatment Plant Metal Awning Replacements (CI5742)
RECOMMENDATION:
1. Reject all bids received on January 10, 2024.
2. Authorize staff to re-advertise for new construction bids for the Hill Canyon Treatment Plant (HCTP) Metal Awning Replacement Project (CI 5742).
3. Find that the project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15311.
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time and costs required to advertise for bids are included in the Adopted FY 2023-24 Wastewater Fund Capital Budget. The total project cost is estimated to be $750,000. $260,000 is currently included under CI 5742. Additional funding for construction costs will be requested at the time of construction contract award.
BACKGROUND:
The City’s HCTP treats wastewater from the community of Thousand Oaks. Constructed in the 1960s with major improvements over the following decades, HCTP provides tertiary-level treatment. To comply with environmental permit regulations, certain chemicals are necessary to treat the wastewater properly and effectively. Due to the volume of required chemicals, it is more economical and efficient to buy in bulk and store them on-site at HCTP. There are three chemical storage areas located near the South Headworks (Attachment #1).
Two are covered by metal canopies which were constructed in 1999 as part of the HCTP Phase I Expansion Project. The canopies are needed to shield the tanks and equipment from the elements which extends their service.
HCTP Metal Awning Replacements (CI 5742)
February 27, 2024
9 1
2 The previously constructed canopies have surpassed their intended service life and are exhibiting rust and deterioration. Additionally, two newly added storage tank areas lack proper canopies over the tanks, which leaves them vulnerable to the elements. It is necessary to install two additional canopies over these areas to provide adequate protection. Work area lighting will also be installed under the new canopies.
DISCUSSION/ANALYSIS:
The Notice Inviting Bids was publicly advertised in the Thousand Oaks Acorn newspaper and posted on the City’s procurement portal on October 27, 2023, per the Public Contract Code Section 22037 and Thousand Oaks Municipal Code (TOMC) 3-10.306. One bid was received on January 10, 2024, as follows:
The only construction bid (low bid) submitted was from GSE Construction Company, Inc. for $989,821. There were 1,920 vendor contacts that were notified about the bid through the City’s procurement portal, 598 project views, and 29 downloaded the bid documents. It is unknown why no other contractors submitted a bid. The bid price of the only bidder was significantly higher in cost than the project budget ($260,000). As a result of the high bid and the lack of multiple responsive construction bids, staff is recommending that all bids be rejected per TOMC 3-10-307.
Staff recommends that the project plans and specifications be re-advertised for bidding. Minor design and construction alternatives have been made which may result in project cost savings. Staff will engage in extra marketing during the bidding phase to encourage increased bidder participation.
The revised tentative schedule for the project is as follows:
Redesign and bid + award Spring 2024
Award of construction contract Summer 2024
Start construction Late Summer 2024
Construction completion Early 2025
This project is categorically exempt from CEQA per Section 15311 (minor structures adjacent to existing facilities).
This project meets City Council’s Top Ten Priorities #6, “Public Works + Infrastructure Investments”.
Contractor’s Name, City Bid Amount
1. GSE Construction Company, Inc. (Livermore, CA) $989,821 HCTP Metal Awning Replacements (CI 5742)
February 27, 2024
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2 Community Outreach: This project will be limited to work at the HCTP and is not expected to impact any neighboring residences. The work will be at the east end of the plant and will have a limited impact on plant operations. Construction- related impacts to hiking trail users will be minimal.
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: Paul Weinstein, Associate Analyst
Attachments:
Attachment #1 – Vicinity and Location Maps
DPW: 850-20\pw\ev\Council\2024\022724\CI 5742\ HCTP Metal Awning Replacements staff report.docx