TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:March 19, 2024
SUBJECT: Wilder Reservoir Improvements Project (CI 5294) RECOMMENDATION:
1. Approve Professional Services Agreement with HDR Engineering, Inc. (Ventura, CA) for preparation of condition assessment, plans, and specifications for the rehabilitation of Wilder Reservoir Improvements Project (CI 5294), in an amount not to exceed $248,620, plus extra services of $24,860, with a term ending June 30, 2025.
2. Authorize expense in the amount of $273,480 ($248,620 agreement, plus extra services of $24,860) from A/C #613-8050-682-8300 (CI 5294 – Wilder Reservoir Improvements).
3. Find that this action is not a project as defined under the California Environmental Quality Act.
FINANCIAL IMPACT:
No Additional Funding Requested. $2,300,000 is included in the Adopted FY 2023-2025 Water Fund Capital Budget. The total estimated cost of the project is $2,500,000. Additional appropriations may be requested at the time of construction contract award depending on bids received.
BACKGROUND:
The City's water system serves over 17,000 customers and a population of approximately 50,000. The City receives treated imported water from the Calleguas Municipal Water District and distributes water to roughly 36 percent of the City via 16 water storage reservoirs constructed between 1961 and 2002, with a total storage capacity of over 35 million gallons. Thirteen of the reservoirs are above-ground steel reservoirs, and three are partially buried concrete reservoirs.
One of the City’s reservoirs is Wilder Reservoir, located on Wilder Street (Attachment #1) in the eastern segment of the City's system, with a capacity of
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8 approximately 980,000 gallons. The reservoir was built in 1964 and has a height of 24 feet and a diameter of 84 feet. Over the years, Wilder Reservoir has received some improvements, but it now requires complete rehabilitation to continue to operate effectively.
The City’s 2018 Citywide Reservoir Seismic Evaluation/Structural Report included a priority list of seismic and structural rehabilitation needed at each reservoir to maintain high operational and safety standards. Upgrades have been completed at the Lang Ranch and Tara Reservoirs, and work at La Granada Reservoir is in process this year. Wilder Reservoir is the next reservoir on the rehabilitation priority list to be completed.
This project will include upgrades to the tank, altitude valve vault, and the surrounding access road. The interior coating is deteriorating and no longer provides corrosion protection, while the exterior coating has reached the end of its useful life. Additionally, the tank will be retrofitted to meet seismic standards in order to minimize damage in the event of an earthquake. There are some limitations at the Wilder Reservoir site, such as its relatively small size for a tank of its capacity and being surrounded by residences on two sides. Therefore, careful planning and construction coordination are necessary to overcome these constraints.
DISCUSSION/ANALYSIS:
To design the identified improvements at the Wilder Reservoir, it is essential to retain the services of a professional engineering firm with experience in potable water tank rehabilitation, temporary tank storage planning, structural/seismic upgrades, and coating application. The engineering firm will review the existing tank and site, meet with staff from the Water Division to obtain their input on the needed improvements, and prepare construction-ready plans and specifications for the identified rehabilitation improvements.
In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, staff solicited a Request for Proposals/Qualifications (RFP/Q). Unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services should only be awarded to firms or persons who have demonstrated an adequate level of experience, competence, training, credentials, resources, staffing, and other professional qualifications necessary for more than satisfactory performance of the services solicited. The award of an RFP/Q is based upon a variety of factors that demonstrate the best value to the agency for the solicited scope of service. The cost of the service may be considered as one of those factors; however, the lowest cost is not the sole factor in deciding who will be awarded the contract.
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8 A formal RFP/Q for professional services was publicly advertised on November 17, 2023, in the Thousand Oaks Acorn newspaper and on the City’s procurement website. Proposals were received on January 16, 2024, from the following four (4) consulting firms:
1. HDR Engineering, Inc. Ventura, CA
2. AECOM Westlake Village, CA
3. MKN Ventura, CA
4. Harper & Associates Corona, CA
A team of Public Works engineering and operations staff evaluated the proposals based on the following criteria:
•Project understanding and approach.
•Relevant experience (projects of similar size and scope). •Quality, clarity, responsiveness, and conformance with the terms of the RFP/Q.
•Qualifications and availability of key persons working on the project. •Team (sub-consultants) qualifications.
•Reasonableness of schedule and estimated level of effort dedicated to completing each task.
After careful review and consideration of the firms’ qualifications and project team/approach, HDR Engineering, Inc. (HDR) was determined to be the most qualified to meet the City’s needs for this project. Detailed scope of work and consulting fees have been negotiated and finalized with HDR. Staff recommends approval of the Professional Services Agreement with HDR (Attachment #2).
The following are the estimated costs of the project:
1. Engineering (this action, including extra services) $ 273,480
2.Construction phase estimate, including support and
contingency (future action)
$2,226,520
Total estimated project cost $2,500,000
The preliminary project schedule is as follows:
1. Design Spring 2024 – Fall 2024
2. Bid Process and Award of Contract Winter/Spring 2025
3. Construction Summer 2025 – Spring 2026
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8 Community Outreach: Although the project is not anticipated to negatively impact adjacent residents, City staff will contact residents surrounding the reservoir site and work with them closely prior to construction.
This project meets City Council’s Top Ten Priorities #6, “Public Works + Infrastructure Investments”.
CIP PROJECT PRIORITY (as outlined in FY 2023-24 and 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 goal:
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
Attachment #2 – Professional Services Agreement with HDR Engineering, Inc.
DPW:850-20\af\etm\ev\Council\2024\03192024\CI 5294\Wilder Reservoir Improvements Project staff report.docx