TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:June 18, 2024
SUBJECT: Wendy Drive Sewer Main Replacement Project (CI 5744) RECOMMENDATION:
1. Approve the project design, specifications, and Addenda Nos. 1 and 2 for the construction of the Wendy Drive Sewer Main Replacement Project (CI 5744).
2. Award construction contract for Wendy Drive Sewer Main Replacement Project (CI 5744) to J&H Engineering General Contractors, Inc. (Camarillo, CA), in the amount of $192,500 plus a contingency of $19,250.
3. Approve budget transfer in the amount of $250,000 from A/C #624-8250-682- 5500 (Wastewater Collection Repair Project MI 2611) to A/C #624-8250-682-8300 (Wendy Drive Sewer Main Replacement Project CI 5744).
4. Authorize expenditure in the amount of $211,750 ($192,500 construction contract, $19,250 construction contract contingency) from A/C #624-8250-682- 8300 (Wendy Drive Sewer Main Replacement Project CI 5744).
5. 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 amount.
6. California Environmental Quality Act (CEQA): A categorical exemption from CEQA was approved for this project by City Council on January 16, 2024.
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
No Additional Funding Requested. $250,000 will be transferred from the Collections Repairs Project (MI 2611, Wastewater Fund Budget) to CI 5744 for FY 2023-24. The estimated total project cost is $250,000.
Wendy Drive Sewer Main Replacement Project (CI 5744)
June 18, 2024
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BACKGROUND:
The City’s wastewater collection system captures wastewater flow from residences and businesses and transports it to the City’s Hill Canyon Treatment Plant (HCTP). Collection system pipelines are installed when development occurs. Over time, the pipelines can 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 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 pipeline’s segment is located on Wendy Drive between Bella Drive and Old Conejo Road (Attachment #1).
Replacing aged or failing sewer pipelines in the collection system is critical to the system's operation and the prevention of SSOs. The sewer line replacement project includes removing and replacing approximately 225 linear feet of an existing 8-inch diameter sewer main. To reduce the risk of failure, it should be completed within the next 12 months. Due to the significant deterioration, relining is not an appropriate option.
DISCUSSION/ANALYSIS:
The project was advertised and bid on January 19, 2024. Six bids were received on February 21, 2024; however, the three lowest bidders failed to meet the specified traffic control licensure requirements. As such, City Council rejected the bids and re-authorized the project for bids on April 9, 2024. The updated Notice Inviting Bids was publicly advertised in the Thousand Oaks Acorn newspaper and posted on the City’s procurement website on April 12, 2024, per Public Contract Code Section 22037 and Thousand Oaks Municipal Code 3-10.306. Four bids were received, as follows:
Contractor’s Name Bid Amount
1. J&H Engineering General Contractors, Inc. (Camarillo, CA) $192,500
2. Sam Hill and Sons, Inc. (Ventura, CA) $316,429
3. Blois Construction, Inc. (Oxnard, CA) $454,893
4. Toro Enterprises, Inc. (Oxnard, CA) Non-responsive
Toro Enterprises, Inc. did not submit the required bid bond, either electronically or in hardcopy. As a result, their bid was not opened because it was considered non- responsive. The bid package submitted by J&H Engineering General Contractors, Wendy Drive Sewer Main Replacement Project (CI 5744)
June 18, 2024
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Inc. (J&H Engineering), has been reviewed and found to be in order. The bid protest period has elapsed, and no formal protests have been received. Staff recommends awarding the construction contract to J&H Engineering.
The construction phase is anticipated to start in August 2024 and be fully completed by Fall 2024. The project design, specifications, and Addenda Nos. 1 and 2 are available for review upon request by the Public Works Department by e- mail at [email protected] or by phone at (805) 449-2400.
The estimated project construction costs are as follows:
Design and Engineering Support Services and Permits $ 38,250 Construction Contract $ 192,500
Construction Contingency $ 19,250
Total Estimated Project Cost $ 250,000
$499,122.50 is currently available in the Adopted FY 2023-24 Wastewater Fund Budget for MI 2611- Collections Misc. Repairs FY 2023-25. The overall project cost for CI 5744 (including contingencies, engineering support services during construction, testing, and project management) for this project is estimated at $250,000. The $250,000 project budget is being requested to be transferred from MI 2611 into CI 5744.
This project is categorically exempt from CEQA per Section 15302 (replacement/reconstruction of an existing facility). The City Council previously adopted this finding at its 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 construction project area. The City's website will advertise the upcoming construction work, and vehicles that utilize Wendy Drive will receive advanced project notifications via changeable message board signs prior to the start of construction as well as continuous messaging during construction activities.
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.
Wendy Drive Sewer Main Replacement Project (CI 5744)
June 18, 2024
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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
DPW: 850-20\ev\Council\2024\061824\CI 5744\ Wendy Drive Sewer Main Replacement Project staff report.docx