TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:September 24, 2024
SUBJECT: Square Maintenance Hole Replacements (CI 5757) RECOMMENDATION:
1. Authorize staff to advertise for construction bids for the Square Maintenance Hole replacements project (CI 5757).
2. Approve budget transfer in the amount of $20,935 in FY 2023-24 from A/C #624- 8250-682-5500 (Wastewater Fund – Construction, MI 2645) to A/C #624-8250- 682-8300 (Wastewater Fund – Capital Improvements, CI 5757) and $200,000 in FY 2024-25 from A/C #624-8250-682-5500 (Wastewater Fund – Construction, MI 2645) to A/C #624-8250-682-8300 (Wastewater Fund – Capital Improvements, CI 5757).
3. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time and costs required to advertise for bids. $20,935 in carryover is available from the FY 2023-24 Adopted Wastewater Fund budget and $200,000 is included in the Adopted FY 2024-25 Wastewater Fund Capital Budget for MI 2645. The $220,935 available budget for CI 5757 will be transferred from MI 2645. Additional funding for construction costs may be requested at the time of construction contract award.
BACKGROUND:
The City’s wastewater collection system consists of 415 miles of separate sanitary sewer pipelines across the City and conveys wastewater flow from residences and businesses to the City’s Hill Canyon Treatment Plant (HCTP) for treatment. The overall collection system also includes around 8,500 maintenance holes that provide access to the pipelines, some of which were installed as early as 1958. In 1965, the City assumed control of the collection system and the treatment plant
Square Maintenance Hole Replacements (CI 5757)
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from the Conejo Valley Sanitation District. Parts of the unincorporated Lynn Ranch community were initially under the County of Ventura's jurisdiction, and the collection system in that area was built to the County’s standards before ultimately being absorbed into the City’s Wastewater Collection System.
The majority of the wastewater collection system in Lynn Ranch is located within paved streets, which are public right-of-way of the County. However, there are some maintenance holes and pipelines situated within driveways and City easements. Three of the four locations associated with this project are within easements on private property (Attachment #1).
The Lynn Ranch system includes what is referred to as square maintenance holes in certain areas. These are rectangular concrete vaults stacked on top of the collection pipeline, which is embedded in a concrete base. The vault maintenance hole sits on top of the concrete base. City staff have been systematically removing these maintenance holes and installing standard, round, precast concrete maintenance structures that better comply with City standards and provide safer and improved access for maintenance. The existing square maintenance holes are also aging and will benefit from being replaced as part of this project.
DISCUSSION/ANALYSIS:
The work to be performed under this project includes replacing the existing non- standard, rectangular-shaped maintenance holes (vaults) with current round maintenance hole structures, lids and frames, and the associated excavation, backfill and compaction, sewer bypassing, pavement/surface replacement, traffic control, and compliance with regulatory permits required.
The tentative schedule for completion of the project is as follows:
Bidding October 2024
Award of Construction Contract November 2024 Start of Construction Winter 2025
Construction Completion Spring/Summer 2025
The estimated project cost is as follows:
Design and Engineering (previous) $ 30,000 Design Services During Construction (future) $ 12,000 Construction + Contingency Estimate (future) $ 188,000 Total Estimated Project Cost $ 230,000 $20,935 carryover is available from FY 2023-24 and $200,000 is included in the Adopted FY 2024-25 Wastewater Fund Budget for construction. The overall project cost (including contingencies, design and engineering support services during Square Maintenance Hole Replacements (CI 5757)
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construction/testing, and project management) is estimated at $230,000.
The project 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. Staff recommends that this project be advertised for bid. Once bids are received, staff will make a recommendation at a future City Council meeting for the award of the construction contract.
This project is categorically exempt from CEQA per Section 15302 (replacement/reconstruction of an existing facility).
Community Outreach: The project is located in the Lynn Ranch area on Calle Yucca, Calle Salto, and Camino Cristobal in the public right-of-way and within easements on private property. Wastewater collection staff have contacted the private property owners, and the affected residents have been informed of the project. The affected residents will be notified well before the construction work begins, as well as the County of Ventura, including the need for temporary sewer bypass during construction. The construction project will also be publicly advertised on the City’s website.
This project meets City Council’s Top Ten Priorities #7, “Public Works + Infrastructure Investments.”
CIP PROJECT PRIORITY (as outlined in FY 2023-24 and 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 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
Documents Provided Under Separate Cover:
#1 – Project Plans and Specifications
DPW: 850-20\\ev\Council\092424\CI 5757\Square Maintenance Holes Replacements staff report.docx