TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:May 21, 2024
SUBJECT: Westlake Boulevard (CI 5590) and Erbes Road (CI 5655) Flood Mitigation Projects
RECOMMENDATION:
1. Authorize staff to advertise the Westlake Boulevard (CI 5590) and Erbes Road (CI 5655) Flood Mitigation Projects for construction bids.
2. Find that the projects are Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15304.
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time and costs required to advertise for bid are included in the Adopted FY 2023-24 General Fund Budget.
For the Westlake Boulevard Flood Damage Mitigation Project (CI 5590) $80,000 is included in the Adopted FY 2023-24 General Fund Capital Budget with an additional General Fund budget carryover of $384,526, and $1,057,500 is included in the Adopted FY 2023-24 Grant Fund Capital Budget with an additional Grant Fund budget carryover of $96,539 for a total available budget of $1,618,565.
For the Erbes Road Flood Damage Mitigation Project (CI 5655) $75,000 is included in the Adopted FY 2023-24 General Fund Budget with an additional General Fund budget carryover of $202,928, and $534,750 is included in the Adopted FY 2023-24 Grant Fund Budget with an additional Grant Fund budget carryover of $608,785 for a total available budget of $1,421,463.
Total estimated costs for the Westlake Boulevard Flood Mitigation and Erbes Road Flood Mitigation Projects are $1,367,716 and $1,020,100, respectively. Additional funding for construction will be requested at the time of construction contract award depending on bids received.
Westlake Blvd. (CI 5590) and Erbes Rd. (CI 5655) Flood Mitigation Projects May 21, 2024
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7 BACKGROUND:
During the 2018 Hill and Woolsey fires, areas along Westlake Boulevard from Valley Spring Drive to Kanan Road (Attachment #1) and Erbes Road from Marview Drive to El Monte Drive (Attachment #2) were burned. Due to the succession of rain events following the fires, these locations were inundated with stormwater, debris, and sediment which eroded from the hillside and spilled onto the roadways.
These key arterial roadways became impassable and required extensive debris removal.
In 2019, the City submitted Hazard Mitigation Grant Program (HMGP) applications to the California Governor's Office of Emergency Services (Cal-OES) for the Westlake Boulevard Flood Mitigation Project (CI 5590) and Erbes Road Flood Mitigation Project (CI 5655). The concept for the projects consisted of retaining walls, a sediment basin, and drainage inlets, to help prevent erosion, debris, and mud from blocking the roadways in the future. The City was awarded $1,170,000 in HMGP funding for the Westlake Boulevard Project and $647,250 HMGP funding for the Erbes Road Project. These grants each require a match of 25 percent in City funds.
In January 2023, City Council approved a Professional Services Agreement with NextGen Engineering, Inc. (NextGen) of Tucson, Arizona for the design and engineering for both projects in the amount of $170,616 for Westlake Boulevard plus $17,100 for Extra Services, and $138,240 for Erbes Road plus $13,860 for Extra Services. In January 2024, the City Manager, using the previously-approved Extra Services budget, approved an amendment in the amount of $16,923 for Westlake Boulevard Project and $13,542 for the Erbes Road Project for additional design and engineering services associated with the retaining walls, and storm drain inlets. NextGen completed the plans, specifications, and cost estimate in early May 2024.
DISCUSSION/ANALYSIS:
The proposed improvements will provide future protection of the roadways from hillside runoff and debris by controlling and diverting excess stormwater runoff. On Westlake Boulevard, which is adjacent to Conejo Open Space Conservation Agency (COSCA) open space, protection of the road will be accomplished by constructing a new v-ditch gutter and sediment wall to convey water to a proposed catch basin, which will connect to an existing storm drain system. Two new sediment basins will also be installed in series and tiered, to capture runoff to improve water quality (Attachment #3). The sediment basins, walls, and v-ditch gutter will be located on COSCA property, staff is working on obtaining a Westlake Blvd. (CI 5590) and Erbes Rd. (CI 5655) Flood Mitigation Projects May 21, 2024
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7 permanent easement to allow the City to construct and maintain the facilities.
On Erbes Road, protection of the roadway will be done with v-ditch gutters and sediment walls to convey runoff into the existing catch basins. The walls will capture sediment and prevent debris from entering the roadway (Attachment #4).
The projects’ 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.
The tentative schedule for completion of the projects is as follows:
Advertise for Bids May to July 2024
Award of Construction Contract August 2024
Start of Construction Fall 2024
Project Completion Summer 2025
The engineer’s estimate for the Westlake Boulevard (CI 5590) project is as follows:
Fund 001 Fund 183 Total
Design/Engineering
(previously approved)
$ 42,654 $127,962 $ 170,616
Design First Amendment
(previously approved)
$ 16,923 $0 $ 16,923
Remaining Extra Services
(previously approved)
$ 177 $0 $ 177
City Furnished
(previously approved)
$ 5,000 $0 $ 5,000
Estimated Construction
(future action)
$293,750 $881,250 $1,175,000
Total Cost $358,504 $1,009,212 $1,367,716
The engineer’s estimate for the Erbes Road (CI 5655) project is as follows:
Fund 001 Fund 183 Total
Design/Engineering
(previously approved)
$ 34,560 $103,680 $ 138,240
Design First Amendment
(previously approved)
$ 13,542 $0 $ 13,542
Remaining Extra Services
(previously approved)
$ 318 $0 $ 318
City Furnished
(previously approved)
$ 5,000 $0 $ 5,000
Estimated Construction $319,430 $543,570 $ 863,000
Westlake Blvd. (CI 5590) and Erbes Rd. (CI 5655) Flood Mitigation Projects May 21, 2024
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7 (future action)
Total Cost $372,850 $647,250 $1,020,100
Staff recommends the project be advertised for bid. Once bids are received, staff will make a recommendation at a future City Council meeting for City Council to award the construction contract.
Community Outreach:
Staff has developed and implemented a public outreach plan for the project.
Dedicated project websites have been created where updated project information will continue to be provided throughout the construction phase of the project to inform the public and receive feedback. Those websites are:
www.toaks.co/erbesfloodmitigation and www.toaks.co/wlfloodmitigation.
The projects are categorically exempt from CEQA per Section 15304 (Minor alterations to land).
These projects meet City Council’s Top Ten Priorities #3, “Public Safety” 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: Clark Stanphill, Engineering Assistant
Attachments:
Attachment #1 – Westlake Boulevard Vicinity and Location Maps Attachment #2 – Erbes Road Vicinity and Location Maps
Attachment #3 – Westlake Boulevard Concept Plan
Westlake Blvd. (CI 5590) and Erbes Rd. (CI 5655) Flood Mitigation Projects May 21, 2024
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7 Attachment #4 – Erbes Road Flood Concept Plan
DPW: 850-20\ev\Council\2024\052124\ CI5590 CI5655\Westlake Blvd Erbes Rd Flood Mitigation Projects staff report.docx