TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:April 9, 2024
SUBJECT: Wendy Drive Sewer Main Replacement Project (CI 5744) RECOMMENDATION:
1. Reject all bids received on February 21, 2024.
2. Authorize staff to re-advertise the Wendy Drive Sewer Main Replacement Project (CI 5744) for new construction bids.
3. Find that the Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15302.
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time and costs required to advertise for bids is included in the Adopted FY 2023-24 General Fund and Wastewater Fund Budget. The estimated total project cost is $250,000. Funding will be transferred from the Collections Miscellaneous Repairs Project (MI 2611, Wastewater Fund Capital Budget) to CI 5744 for construction costs at the time of construction contract award depending on bids received.
BACKGROUND:
The City’s collection system captures wastewater flow from residences and businesses and transports it to the Hill Canyon Treatment Plant. Collection system pipelines are installed when development occurs. Over time, the pipelines exceed their useful design life and require re-lining or replacement. Staff routinely cleans and performs internal pipeline closed circuit television (CCTV) work to verify that the collection system pipelines are cleaned, and do not have unknown blockages or failed pipeline segments which could lead to a sanitary sewer overflow (SSO).
As part of the staff’s routine collections system work along Wendy Drive, a segment of the sewer pipeline was discovered to have significant deterioration requiring an expedited pipeline replacement. The segment of the pipeline is located on Wendy Drive between Bella Drive and Old Conejo Road (Attachment #1).
Wendy Drive Sewer Main Replacement Project (CI 5744)
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3 The replacement of aged or failing sewer pipelines in the collection system is critical to the operation of the system and the prevention of SSO’s. This sewer line replacement project includes the removal and replacement of approximately 225 linear feet of an existing 8-inch diameter sewer main and should be completed within the next 12 months to reduce the risk of failure. Due to the significant deterioration, re-lining is not an appropriate option.
DISCUSSION/ANALYSIS:
The Notice Inviting Bids was publicly advertised in the Thousand Oaks Acorn newspaper and posted on the City’s procurement website on January 19, 2024, per the Public Contract Code Section 22037 and Thousand Oaks Municipal Code (TOMC) 3-10.306. Six bids were received on February 21, 2024, as follows:
*Corrected bid amount (actual bid was $309,628.40)
The first three low bidders failed to include a C-31 traffic control subcontractor on their teams. As a result of the apparent confusion of the bid requirements and the remaining three bids being well over budget, staff recommends that all bids be rejected per TOMC 3-10-307, and the traffic control requirements be rewritten in the Contract Documents to be clearer.
Staff recommends that the project plans and specifications be re-advertised for bidding. Staff has refined the design, which should result in additional clarity for the project bidders. Staff will notify all current and potential bidders through the City’s procurement website that the project is being rebid.
The revised tentative schedule for the project is as follows:
Bid & Award April/May 2024
Award of construction contract June 2024
Start construction Summer 2024
Construction completion Fall 2024
The estimated project costs are as follows:
Contractor’s Name, City Bid Amount
1. GRBCON, Inc. (Baldwin Park, CA) $173,485.00
2. J&H Engineering (Camarillo, CA) $177,250.00
3. Toro Enterprises, Inc. (Oxnard, CA) $182,855.00
4. Sam Hill and Sons, Inc. (Ventura, CA) $305,000.00
5. Elite General Engineering, Inc. (Ventura, CA) $309,627.25*
6. Blois Construction, Inc. (Oxnard, CA) $454,893.00
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3 Design and Engineering Support Services $ 25,000 Construction Phase Estimate (future) $ 225,000
Total Estimated Project Cost $ 250,000
$499,122.50 is included in the Adopted FY 2023-24 Wastewater Fund Budget in MI 2611. The overall project cost (including contingencies, engineering support services during construction, testing, and project management) is estimated at $250,000. The project budget is currently in MI 2611 and will be transferred to CI 5744 once the cost is known at the time of the construction contract award.
The project plans and specifications are complete and available for review upon request to the Public Works Department by e-mail at [email protected] or by phone at (805) 449-2400. Once bids are received, staff will make a recommendation at a future City Council meeting for the award of the construction contract if the total contract exceeds $200,000, or via City Manager if the total is under $200,000, in accordance with Public Contract Code, Section 22032.
This project is categorically exempt from CEQA per Section 15302 (replacement/reconstruction of an existing facility). City Council previously adopted this finding at the January 16, 2024, meeting.
This project meets City Council’s Top Ten Priorities #6, “Public Works + Infrastructure Investments”.
Community Outreach: This project will affect traffic along Wendy Drive in the area of the construction project. Advanced notification of the upcoming construction work will be advertised on the City’s website as well as advanced project notification to the vehicles that utilize Wendy Drive. Changeable message board signs will be set up a couple of weeks ahead of the start of construction with a message about the upcoming construction work.
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:
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3 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
DPW: 850-20\ev\Council\2024\040924\CI 5744\ Wendy Drive Sewer Main Replacement Project staff report.docx