TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:April 9, 2024
SUBJECT: Thousand Oaks Boulevard Landscape Improvements (CI 5653) RECOMMENDATION:
1. Approve Professional Services Agreement with D&D Engineering, Inc. (North Hollywood, CA) for engineering and design services of the Thousand Oaks Boulevard Landscape Improvements Project (CI 5653), in a not-to-exceed amount of $295,715, plus extra services of $29,175, with a term ending June 30, 2025.
2. Approve budget transfer in the amount of $51,000 from FY 2024-25 A/C #142- 5310-632-8300 (CI 5653, Thousand Oaks Boulevard Landscape Improvements Project) to FY 2023-24, A/C #142-5310-632-8300(CI 5653, Thousand Oaks Boulevard Landscape Improvements Project).
3. Authorize expenditure in the amount of $329,890 ($295,715 Agreement, plus extra services of $29,175, and $5,000 City Furnished Materials and Supplies) from A/C #142-5310-632-8300 (Thousand Oaks Boulevard Landscape Improvements, CI 5653).
4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).
FINANCIAL IMPACT:
No Additional Funding Requested. $2,400,000 is included in the Adopted FY 2023-25 Landscape Assessment District Fund Capital Budget. $300,000 was budgeted in FY 2023-24 and $2,100,000 in FY 2024-25. The $51,000 budget transfer from FY 2024-25 to FY 2023-24 will cover the $329,890 project design costs and previously approved City purchased equipment (~$20,000) in FY 2023-
24. The total estimated cost for the project is $2,280,250.
Thousand Oaks Boulevard Landscape Improvements CI 5653
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7 BACKGROUND:
In 2017, the City adopted the Forestry Master Plan (FMP), which included comprehensive street tree and understory planting palettes focused on water conservation, sustainability, and community input. In 2019, the City constructed five demonstration sites to provide visual examples of the new plant palettes identified in the FMP and closely monitored the plants’ maintenance and establishment challenges in anticipation of citywide landscape improvement projects.
The proposed project will retrofit approximately 3,800 feet of landscaping in the center medians along Thousand Oaks Boulevard between Duesenberg Drive and the easterly city limit near Via Colinas (Attachment #1). The landscape design will incorporate the recommendations outlined in the FMP and staff’s experience with the demonstration projects. The medians within the project limits currently contain mostly dead and dying ornamental turf, along with non-climate adaptive trees. The project will include new high-efficiency irrigation systems and California-friendly drought-resistant plant materials and trees.
DISCUSSION/ANALYSIS:
The services of a professional engineering firm with experience in roadway and landscape engineering are required to develop the plans and specifications for this project. 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) for the Thousand Oaks Boulevard Landscape Improvements Project (CI 5653). 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 a Professional Services Agreement is based upon a variety of factors that demonstrate the best value to the City 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.
On December 15, 2023, a formal RFP/Q was publicly advertised in the Thousand Oaks Acorn newspaper and on the City’s e-procurement website for the required professional consulting services on the Thousand Oaks Boulevard Landscape Improvements Project for design and bid support (Phase I) and Construction Engineering Support (Phase II).
Thousand Oaks Boulevard Landscape Improvements CI 5653
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7 On January 30, 2024, the City received five proposals as follows:
Name Location
1. D&D Engineering, Inc. North Hollywood, CA
2. Fuscoe Engineering Los Angeles, CA
3. Kimley-Horn Los Angeles, CA
4. MNS Engineers Thousand Oaks, CA
5. Origins Engineering Co. Westlake Village, CA
A team of Public Works staff evaluated the proposals based on the following criteria:
1. Project understanding and approach;
2. Quality, clarity, responsiveness, and conformance with the RFP/Q;
3. Key personnel experience with similar projects;
4. Experience with this type of project;
5. Creativity and innovation; and
6. Reasonableness of schedule and estimated level of effort dedicated to completing each task.
After careful review and consideration of the five proposals received, D&D Engineering, Inc. (D&D) was determined to best meet the evaluation criteria for this project. A detailed scope of work and consulting fees have been negotiated and finalized with D&D. Staff recommends City Council approve the Professional Services Agreement with D&D (Attachment #2) for the design and bid support services (Phase I). Upon successful completion of Phase I, staff will return to City Council for authorization to advertise the project for construction bids, and subsequently, authorization to award the construction contract and amend D&D’s agreement to provide professional services for Construction Engineering Support Services (Phase II).
PRELIMINARY PROJECT COST SUMMARY (Fund 142)
City Purchased Equipment (previously approved) $ 20,360 Design & Engineering (this action) $ 295,715 Design Extra Services (this action) $ 29,175 City Furnished (this action) $ 5,000
Construction Support (future action) $ 130,000 Construction Estimate (future action) $1,800,000
Total Costs $2,280,250
Thousand Oaks Boulevard Landscape Improvements CI 5653
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7 ANTICIPATED PROJECT TIMELINE
Design Spring 2024
Bid process and Award Winter 2025
Construction Spring - Fall 2025
Community Outreach: Staff will develop and implement a public outreach plan for the project, with a particular focus on the businesses located adjacent to the project including the Thousand Oaks Auto Mall, as well as the general public. A dedicated project website has been created at www.toaks.co/toblandscape, where updated project information and public outreach will continue to be provided throughout the design and construction phases of the project. Various communications tools and strategies, including community meetings (if needed), press releases, website updates, and social media posts will be utilized to inform the public and receive feedback.
This action is not a project as defined under the CEQA because this action will not result in a direct or foreseeable indirect physical change in the environment [14 CCR 15060(c)].
This project meets City Council’s Priorities #5, “Environmental Sustainability”, and #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.
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 – Professional Services Agreement with D&D Engineering, Inc.
DPW: 850-20\ev\Council\2024\040924\CI 5653\TOB Landscape Improvements staff report.docx