TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:September 10, 2024
SUBJECT: Thousand Oaks Boulevard Wastewater Pipe and Maintenance Hole Lining Project (CI 5686)
RECOMMENDATION:
1. Approve the project design, plans, specifications, and Addendum No. 1 for the construction of the Thousand Oaks Boulevard (TOB) Wastewater Pipe and Maintenance Hole Lining Project (CI 5686).
2. Award construction contract to Southwest Pipeline and Trenchless Corp. (Southwest) (Torrance, CA) in the amount of $4,034,427, plus a contingency of $400,000.
3. Authorize expense in the amount of $4,439,427 ($4,034,427 construction contract; $400,000 construction contingency; and $5,000 City furnished materials and supplies) from A/C #624-8220-682-8300 (Wastewater Capital Improvements, CI 5686).
4. Delegate authority to the City Engineer to approve changes to the design, plans, specifications, and working details of the project on work directives and change orders up to the project contingency amount.
5. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
No Additional Funding Requested. $4,628,330 is available in carryover budget in FY 2024-25 Wastewater Capital Fund Budget for TOB Pipe and Maintenance Hole Lining Project (CI 5686). The estimated total project cost is $4,461,097.
TOB Wastewater Pipe and Maintenance Hole Lining Project (CI 5686) September 10, 2024
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BACKGROUND:
The City provides wastewater service to nearly 38,000 customers, representing more than 100,000 residents, and maintains 415 miles of wastewater pipelines and 8,300 maintenance holes in the City’s wastewater system. Wastewater pipelines and maintenance holes are video inspected on an ongoing basis to identify issues, including deteriorated conditions that warrant refurbishment.
One method for addressing aging conditions in the wastewater collection system is via lining technology. Since the start of the City’s Wastewater Lining Program in 2002, more than 26.5 miles of pipeline and over 700 maintenance holes have been rehabilitated using the lining method.
The TOB Wastewater Pipe and Maintenance Hole Lining Project involves lining approximately 14,300 linear feet (2.7 miles) of deteriorated wastewater pipelines and 56 maintenance holes along TOB between Moorpark Road and Duesenberg Drive (Attachment #1).
The project will improve the performance, integrity, and longevity of the City’s wastewater system, which will help avoid more expensive replacements in the future. The lining system consists of cleaning wastewater lines, cutting/removing tree roots, and lining the pipes with a Cured-in-Place Pipe (CIPP) System. The rehabilitation of the wastewater maintenance holes includes removing ladders to improve access safety, applying gunite/mortar, and installing polyurethane protective lining.
In October 2023, a Task Order for $21,670 was issued to Utility Systems Science & Software to perform wastewater flow monitoring at several maintenance holes at key locations within the project limits. This work has been completed and the selected contractor will use the flow data in their final layout of the temporary wastewater bypass system during construction.
On April 9, 2024, City Council authorized this project to be advertised for bids with the project limits along TOB from Moorpark Road to Duesenberg Drive. Major sections of TOB within the limits of this project are scheduled to receive resurfacing treatment as part of the 2026 Citywide Pavement Rehabilitation Program.
Therefore, it is critical for the wastewater lining work (and associated trenching for the flow bypass system) to be completed in advance of the paving project.
DISCUSSION/ANALYSIS:
The Notice Inviting Bids (NIB) was published in the Thousand Oaks Acorn newspaper on July 12, 2024, and was made available to all vendors on the City’s procurement website per Public Contract Code Section 22037 and Thousand Oaks TOB Wastewater Pipe and Maintenance Hole Lining Project (CI 5686) September 10, 2024
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Municipal Code 3-10.306. A total of 721 vendors were notified of the NIB, and 46 downloaded it. On August 14, 2024, two construction bids were received for the project and publicly opened as follows:
Bidder Bid
Southwest Pipeline & Trenchless Corp. (Torrance, CA) $4,034,427 Insituform technologies, LLC (Chesterfield, MO) $5,096,632 The apparent low bid was from Southwest in the amount of $4,034,427 which is lower than the engineer’s estimate of $5,700,000. The engineer's estimate was based on the costs of smaller past lining projects; however, this project has a greater economy of scale. In addition, the wastewater flow bypass system and traffic control are components of the project that are highly dependent on a contractor’s means and methods, and greatly impact the overall cost of the construction.
Southwest's bid package has been reviewed and found to be in order. The bid protest period has elapsed, and no formal protest has been received. Southwest has satisfactorily completed similar projects for the City and other municipalities, and their references were verified. Staff recommends the award of the construction contract to Southwest.
The tentative schedule for completion of the project is as follows:
Start of Construction October 2024
Project Completion Summer 2025
The project contract documents were prepared by in-house staff. The estimated costs for the project are as follows:
Wastewater Flow Monitoring (previously completed) $ 21,670 Construction (this action) $ 4,034,427
Construction Contingency (this action) ) $ 400,000 City Furnished Materials/Services (this action) $ 5,000 Total Estimated Project Cost $ 4,461,097
The project is categorically exempt from CEQA per section 15301 (repair/maintenance of an existing facility).
The project design, plans, and specifications are available for review by request to the Public Works Department by e-mail at [email protected] or by phone at (805) 449-2400.
TOB Wastewater Pipe and Maintenance Hole Lining Project (CI 5686) September 10, 2024
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Community Outreach:
Staff has developed and implemented a public outreach plan for the project. A dedicated project website has been created, www.toaks.co/tobwastewater, where updated project information will continue to be provided throughout the construction phase of the project to inform the public and receive feedback.
This project meets City Council’s Top Ten Priority #7, “Public Works and Infrastructure Investments.”
CIP PROJECT PRIORITY (as outlined in FY 2023-24 & FY 2024-25 CIP Program Budget)
Priority Two – Necessary, but not essential, and there could be consequences of 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: Gareth Madrid, Engineering Assistant
Attachments:
Attachment #1 – Vicinity and Location Maps
Documents Provided Under Separate Cover:
#1 – Project Plans, Specifications and Addenda No. 1
DPW: 850-20\Council\2024\091024\CI 5686\TOB Wastewater Lining Project Award staff report