TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:October 8, 2024
SUBJECT: Improvements at Pederson Road (CI 5534) and Willow Lane (CI 5757) Pump Stations
RECOMMENDATION:
1. Authorize staff to advertise the Improvements at Pederson Road (CI 5534) and Willow Lane (CI 5757) Pump Stations Projects for construction bids.
2. Find that the projects are Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
No Additional Funding Requested. $930,311 in carryover budget is available in the FY 2024-25 Water Capital Fund for the Improvements at Pederson Road Pump Station Project (CI 5534). The Willow Lane Pump Station Project (CI 5757) is a new capital improvement project and not included in the current Adopted FY 2023- 25 Capital Improvements Program (CIP) budget. The construction cost is estimated at $1,539,650 for CI 5534, and $1,104,350 for CI 5757. Additional appropriation from Water Capital Fund Budget will be required at the time of construction award depending on the actual bids received.
BACKGROUND:
The City’s Public Works Department manages the City’s water storage and distribution facilities consisting of 11 Calleguas turnouts (connections to the Calleguas Municipal Water District supply), four hydropneumatic pump stations, 16 pump stations, 16 reservoirs, and two booster stations. Many of these sites need certain improvements to address enhanced wildfire resiliency, site drainage, accidental tank overflow containment, pump, and electrical equipment enclosures, fencing, and the addition of emergency generators and disinfection boosting stations.
Improvements at Pederson Road (CI 5534) & Willow Lane (CI 5757) Pump Stations October 8, 2024
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On June 20, 2023, City Council awarded a Professional Services Agreement, (under CI 5520) in the amount of $399,055 to AECOM Technical Services Inc. (AECOM) for feasibility study, design, and preparation of the contract documents for required improvements at citywide reservoir and pump station sites.
Subsequently, Amendments No. 1 and No. 2, increasing AECOM’s total contract amount to $538,464, were approved for additional design and bid phase services, including the proposed improvements at Pederson Road and Willow Lane Pump Stations.
In December 2023, Kennedy/Jenks Consultants Inc. (K/J) concluded a comprehensive citywide Water Storage Optimization Study, addressing water quality improvements within the City's water distribution network because of reduced demand and longer water age in the reservoirs after the 2022 drought.
The study identified Pederson Road and Willow Lane Reservoirs as high-priority sites for the installation of a permanent disinfection boosting system to assist with water quality.
The proposed improvements at these two pump stations (Attachment #1) will address the following scope of work:
•Pederson Road Pump Station (CI 5534)
oFire hardening at this site will include rebuilding the existing roofing structures to enhance protection against wildfires.
oInstallation of a permanent chemical boosting system.
oSite security enhancements by replacing the existing access gates and fencing.
oDriveway widening improvements.
•Willow Pump Station (CI 5757)
oFire Hardening will require rebuilding a portion of the existing pump station to implement a new roofing structure with fire-hardening measures to reduce wildfire risks
oInstallation of a permanent chemical boosting system.
DISCUSSION/ANALYSIS:
The installation of a permanent disinfection boosting system at Pederson Road and Willow Lane Reservoirs will ensure that water disinfection levels can be maintained in these reservoirs to provide the highest level of water quality to City residents and businesses. The City owns two disinfection-boosting trailers, which have been used consistently at the Pederson Road and Willow Reservoirs for the past three years. Installing permanent boosting systems at these two sites will allow the existing trailer units to be moved to other reservoir locations within the Improvements at Pederson Road (CI 5534) & Willow Lane (CI 5757) Pump Stations October 8, 2024
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distribution system that need boosting as well. The improvements at the pump stations will also help increase the resiliency of our water service during wildfire events and other emergencies.
The titles and scope of CI 5534 included in the Adopted FY 2023-2025 CIP Budget have been revised, and a new capital improvement project (CI 5757) has been created to more accurately cover the proposed improvements at each of the two pump station sites. The new CI will better serve to capture the full costs of the improvements at each location and allow for the improvements at each pump station to be properly accounted for and capitalized.
The project plans and specifications for Pederson Road and Willow Lane Pump Station sites have been completed and are 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 the projects be advertised for bid. Once bids are received, staff will seek City Council’s approval at a future City Council meeting to award the construction contract.
The estimated construction costs are as follows:
Pederson Road Pump Station (CI 5534) $ 1,278,600
Construction Contingency $ 127,800 Engineering Support Services During Construction $ 128,250 City Furnished Materials/Supplies $ 5,000
Total Estimated Construction Cost (CI 5534) $ 1,539,650 Willow Lane Pump Station (CI 5757) $ 915,600
Construction Contingency $ 91,500 Engineering Support Services During Construction $ 92,250 City Furnished Materials/Supplies $ 5,000
Total Estimated Construction Cost (CI 5757) $ 1,104,350 Total Estimated Construction Cost (both projects) $ 2,644,000 The total construction cost for Pederson Road Pump Station (CI 5534) is estimated at $1,539,650, with $930,311 available in FY 2024-25 carryover budget for the project in the Water Fund. The Willow Lane Pump Station (CI 5757), with a total construction cost estimated at $1,104,350, is a new water capital improvement project with no existing available budget. The total construction cost for both projects is estimated at $2,644,000. Additional appropriation at the time of construction award will be required depending on the actual bids received. There Improvements at Pederson Road (CI 5534) & Willow Lane (CI 5757) Pump Stations October 8, 2024
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are sufficient funds available in the Water Capital Fund Balance to cover the cost of the combined project.
The timeline is as follows for all projects:
Bid Opening November 2024
Start of Construction January 2025
Project Completion November 2025
The improvements at Pederson Road and Willow Lane Pump Stations are categorically exempt from CEQA per Section 15301 (repair/maintenance of an existing facility).
Community Outreach: A public outreach plan has been established, with a focus on residents located adjacent to the project as well as the general public. Project website updates will be utilized to inform the public and receive feedback. Additionally, before the start of the construction, construction notices will be mailed to all property owners in the project area and intermediate special notices will be delivered to individual properties impacted by specific issues.
This project meets City Council’s Top Ten Priorities #7, “Public Works + Infrastructure Investments across the community.”
CIP PROJECT PRIORITY (as outlined in FY 2023-24 and FY 2024-25 CIP Program Budget)
Priority One – Addresses Health & Safety, legal and regulatory requirements, or a top City Council Priority.
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: Roner DelCastillo, Associate Engineer
Attachments:
Attachment #1 – Vicinity and Location Maps
DPW:850-20/ev/Council/2024/100824/CI5534CI5757/Improvements at Pederson Willow Pump Stations staff report.docx