TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:March 26, 2024
SUBJECT: La Granada Reservoir Improvements (CI 5292)
RECOMMENDATION:
1. Approve the project design, specifications, and Addendum No. 1 for the construction of the La Granada Reservoir Improvements Project (CI 5292).
2. Award construction contract for the La Granada Reservoir Improvements Project (CI 5292) to Spiess Construction Co., Inc. (Orcutt, CA), in the amount of $2,495,110 plus a contingency of $250,000.
3. Approve Fourth Amendment to Professional Services Agreement Contract No. 12610-2020 with Harper & Associates Engineering, Inc., (Corona, CA), for engineering support services during the construction of La Granada Reservoir Improvements Project (CI 5292) in the amount of $137,950, for a revised not-to- exceed amount of $202,725, plus $7,000 for extra services, and extend the term of the agreement to June 30, 2025.
4. Approve budget appropriation in the amount of $59,835 from A/C #613-0000- 341-9900 (Water Capital Fund, Net Position) to A/C #613-8030-682-8300 (CI 5292, La Granada Reservoir Improvements Project).
5. Authorize expense in the amount of $2,895,060 ($2,495,110 construction contract; $250,000 construction contingency; $5,000 for City furnished materials and supplies; $137,950 Fourth Amendment for construction phase support services; and $7,000 for extra services) from A/C #613-8030-682-8300 (CI 5292, La Granada Reservoir Improvements Project).
6. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project on work directives and change orders up to the project approved contingency value.
7. Find that the Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
La Granada Reservoir Improvements (CI 5292)
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2 FINANCIAL IMPACT:
$59,835 Increase to Adopted FY 2023-24 Water Capital Fund Budget. $59,835 increase to Adopted FY 2023-24 Water Capital Fund Budget is requested for the La Granada Reservoir Improvements Project (CI 5292). $1,450,000 is included in the Adopted FY 2023-24 Water Fund Capital Budget with an additional budget carryover of $1,399,985 for a total budget of $2,849,985. The total project cost is estimated at $2,959,835.
BACKGROUND:
The City’s water system serves over 17,000 customers and a population of approximately 50,000. The City receives treated 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 capacity of 35 million gallons. Thirteen of the reservoirs are above-ground steel reservoirs, and three are partially buried concrete reservoirs.
The 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. The rehabilitation work has been completed at the Lang Ranch and Tara Reservoirs. The La Granada Reservoir (Attachment #1) which was constructed in 1989, is the next reservoir on the rehabilitation priority list to be completed.
On November 10, 2020, the City awarded a design contract to Harper & Associates Engineering, Inc (HAE) to design the recommended improvements at the La Granada Reservoir. The improvements included the removal and replacement of the interior and exterior coating of the reservoir and other miscellaneous operational and safety improvements including the roof vent, overflow piping, access ladder, and connection of the reservoir to the suction line of the newly constructed pump station at this reservoir site.
On July 6, 2021, City Council authorized staff to advertise the project for bids. However, the posting of construction bids was postponed due to COVID- related material supply chain issues and delays in the completion of the new La Granada Pump Station.
La Granada Reservoir Improvements (CI 5292)
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2 DISCUSSION/ANALYSIS:
Construction Contract
City Council re-authorized bidding of the project on July 11, 2023. The Notice Inviting Bids was published in the Thousand Oaks Acorn newspaper on January 19, 2024, and was made available to all vendors on the City’s procurement website per Public Contract Code Section 22037 and Thousand Oaks Municipal Code 3-
10.306.306. On February 21, 2024, a total of five construction bids received for the project were publicly opened with the following result:
Bidder Bid
1. Spiess Construction Co., Inc. (Orcutt, CA) $2,495,110.00
2. Paso Robles Tank (Hemet, CA) $2,569,627.51
3. Environmental Construction Inc. (Woodland Hills, CA) $3,341,486.00
4. Advanced Industrial Services (Los Alamitos, CA) $3,362,400.00
5. AMP United (Chula Vista, CA) $3,750,006.52
The apparent low bid was from Spiess Construction Co., Inc. (Spiess), for $2,495,110, which is approximately four percent lower than the engineer’s estimate of $2,600,000. The bid package submitted by Spiess has been reviewed and found to be in order and the bid protest period has elapsed with no formal protest received. Spiess has satisfactorily completed similar projects for the City, and their references were verified. Staff recommends the award of the construction contract to Spiess.
Engineering Support Services During Construction
HAE engineering support services are needed during the construction phase of the project. The three previous amendments to HAE’s agreement provided for no cost time extensions of the contract. The engineering support services during construction are covered by the proposed Fourth Amendment and include reviewing and responding to contractor’s requests for information, reviewing material submittals, revising plans, assisting the City staff in preparing cost estimates of the contract changes, and preparing record drawings upon final completion of construction. Additionally, under the Fourth Amendment, HAE will provide inspection and testing services during the reservoir’s exterior painting and interior coating application by the contractor. Staff recommends approval of the Fourth Amendment to Contract No. 12610-2020 with HAE in the amount of $137,950, for a revised not-to-exceed amount of $202,725, plus $7,000 for extra services, and term extension to June 30, 2025 (Attachment #2).
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2 The estimated project costs are as follows:
Project Design (previously approved) $ 64,775 Construction Contract (this action) $2,495,110 Construction Contract Contingency (this action) $ 250,000 City Furnished Material and Supplies (this action) $ 5,000 Fourth Amendment to Professional Services
Agreement (this action) $ 137,950
Extra Services (this action) $ 7,000 Total Project Cost $2,959,835
Anticipated Project Schedule
Start of Construction May 2024
Project Completion/Closeout December 2024
This project is categorically exempt from CEQA per Section 15301 (repair/maintenance of an existing facility).
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.
Community Outreach: Although the project is not anticipated to impact adjacent residences, City staff will contact residents surrounding the reservoir, notifying them of project repairs before and during construction. A dedicated project website has been created, www.toaks.co/LaGranadaReservoir where updated project information will continue to be provided throughout the design and construction phases of the project
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 Two – Necessary, but not essential, and there could be consequences if deferred.
La Granada Reservoir Improvements (CI 5292)
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2 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: Elaine Camia, Associate Engineer
Attachments:
Attachment #1 – Vicinity and Location Maps
Attachment #2 – Fourth Amendment to HAE Agreement No. 12610-2020 Documents Provided Under Separate Cover:
#1 – Project Plans, Specifications, and Addendum No. 1
DPW: 850-20\ev\Council\2024\032624\CI5292\La Granada Reservoir Improvements staff report.docx