TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:August 27, 2024
SUBJECT: Hill Canyon Treatment Plant Tertiary Filter Rehabilitation Project (MI 2590)
RECOMMENDATION:
1. Approve First Amendment to Professional Services Agreement No.13412-2023 with HDR Engineering, Inc. (HDR), (Los Angeles, CA) for additional design and engineering services on the Hill Canyon Treatment Plant (HCTP) Tertiary Filter Rehabilitation Project (MI 2590) in the amount of $462,970 for a revised not-to- exceed amount of $823,760 and extend the term of the agreement to December 31, 2025.
2. Authorize expense in the amount of $509,170 ($462,970 for the First Amendment, plus extra services of $46,200) from A/C #624-8250-682-5500 (MI 2590, HCTP Tertiary Filter Rehabilitation Project).
3. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $3,200,000 is included in the Adopted FY 2024-25 Wastewater Capital Fund Budget and an estimated $257,684 will be carried over from FY 2023-24 to FY 2024-25 for a total project budget of $3,457,684. The total estimated cost of the project is $4,660,960. Additional appropriation may be requested at the time of construction contract award depending on bids received.
HCTP Tertiary Filter Rehabilitation Project (MI 2590)
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BACKGROUND:
The City’s HCTP treats wastewater from the community of Thousand Oaks. There are a total of ten tertiary filters, which are a critical component of the treatment process that helps improve water quality before it’s released into the environment.
Tertiary filtration removes contaminants that secondary treatment was unable to remove, such as: bacteria, viruses, nutrients like nitrogen and phosphorus, suspended solids, and organic materials. Six filters were included when the plant was constructed in 1977, and four more were added during an upgrade in 2003.
The filter building is a two-story, reinforced concrete structure with the filters located on the second level and the piping, mechanical, and electrical equipment located on the lower level (Attachment #1). Over time, filters need to have their media replaced, and an analysis of media performance is required to determine the best course of action. In addition, the filter building has developed severe cracking in the concrete which has led to spalling of the concrete in areas and leaks in the lower levels. Furthermore, during rain events, certain electrical conduits and panels are flooded with rainwater causing them to leak.
On June 2, 2023, the City issued a Request for Proposals/Qualifications (RFP/Q) for the assessment of the tertiary filter systems, the development of a Preliminary Design Report (PDR) outlining the recommendations from the analysis, and a set of ready-for-construction plans and specifications for the rehabilitation work. After a review of the proposals by a team of Public Works staff, HDR, a professional engineering firm, was selected as the most qualified consultant to complete the project. City Council awarded a contract for the Preliminary Design scope of work (Phase 1) on September 12, 2023. The original RFP/Q encompassed all phases of the project, but only Phase 1 was included in the original contract.
HDR completed the PDR, which included a thorough evaluation of the filter configuration, internal equipment, concrete structure, and electrical systems. The report made numerous recommendations for repairs, reconfiguration, and improvements to the filters, electrical, mechanical, and structural components of the tertiary filter building systems. The recommendations from the report serve as the basis for the design phase (Phase 2).
DISCUSSION/ANALYSIS:
Staff developed a detailed scope of work for the design phase of the project based on the recommendations from the PDR. HDR has been responsive and effective in Phase 1 of the project and is qualified to complete the design work. Staff recommends City Council approve the First Amendment (Attachment #2) with HDR in the amount of $462,970 to add the design and bid services (Phase 2) into the existing agreement.
HCTP Tertiary Filter Rehabilitation Project (MI 2590)
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A summary of the estimated project cost is shown below.
ESTIMATED PROJECT COST SUMMARY
Preliminary Design Report (previously authorized) $ 396,790 Final Design and Engineering (this action)
Final Design Additional Services (this action)
$ 462,970
$ 46,200
City Furnished Materials/Supplies (future) $ 5,000 Engineering Support During Construction (future) $ 250,000 Construction Phase inc. Contingency (future) $ 3,500,000 Total Estimated Project Cost $ 4,660,960
This action is not a project as defined under CEQA because this action will not result in a direct or foreseeable indirect physical change in the environment [14 CCR 15060(c)].
Staff anticipates that the final design and engineering work will be completed in Spring 2025, at which point the final permits, construction plans, and specifications will be finalized. It is anticipated that the construction phase of the project will be able to begin in the Summer/Fall of 2025 and be completed by the end of 2026. Staff will return at a future City Council meeting to request the authorization to solicit construction bids.
Community Outreach: This project will be limited to work at HCTP and is not expected to impact any neighboring residences.
This project meets City Council’s Top Ten Priorities #6 and #7, “Environmental Sustainability” and “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.
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $250 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if HCTP Tertiary Filter Rehabilitation Project (MI 2590)
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applicable (2) return the portion of the contribution that exceeds $250 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $250 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $250 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially interested participant is prohibited from contributing more than $250 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
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: Paul Weinstein, Associate Analyst
Attachments:
Attachment #1 – Vicinity and Location Maps
Attachment #2 – First Amendment to Agreement 13412-2023 with HDR Engineering, Inc.
DPW: 850-20\nh\ev\Council\2024\082724\MI 2590\HCTP Tertiary Filter Rehab Amendment staff report.docx