TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:October 22, 2024
SUBJECT: Wastewater Collections System Master Plan Update (MI 2589) RECOMMENDATION:
1. Approve Professional Services Agreement with Kennedy/Jenks Consultants, Inc. (KJ), (Oxnard, CA) for preparation of the Wastewater Collections System Master Plan Update Project (MI 2589) in a not-to-exceed amount of $636,968, plus extra services of $63,900, with a term ending December 31, 2025.
2. Authorize expense in the amount of $700,868 ($636,968 agreement, plus extra services of $63,900) from A/C #624-8250-682-5500 (Wastewater Fund – Maintenance Improvements, MI 2589).
3. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $748,570 is available in carryover budget in the Adopted FY 2024-25 Wastewater Capital Fund Budget for MI 2589.
BACKGROUND:
The City’s wastewater collection system consists of 415 miles of separate sanitary sewer pipelines ranging in size from six to 48 inches in diameter. Most of the existing pipelines are comprised of vitrified clay or polyvinyl chloride (PVC), although sections of the collection system include reinforced concrete, asbestos cement, Techite, and ductile iron pipe. There are approximately 8,500 maintenance holes in the system.
The oldest pipelines in the collection system are from 1958. In 1965, the City took over the collection system and the Hill Canyon Treatment Plant from the Conejo
Wastewater Collections System Master Plan Update (MI 2589) October 22, 2024
1 1
2 9
Valley Sanitation District. The collection system is divided into 11 tributary areas called units, which have letter designations A, B, C, E, F, G, U, V, W, X, and Y. The major trunk wastewater pipelines serving these units are called interceptors. The interceptors represent 34.1 miles or nine percent of the collection system. With the exception of two wastewater lift stations, the entire collection system is operated under gravity conditions.
Government agencies utilize Master Plans as a best practice to safeguard and improve local infrastructure assets by identifying short-term and long-term improvements that are needed to continue to operate effectively and efficiently and establishing a roadmap for reinvestment through Capital Improvement Projects.
The existing City Wastewater Collection System Master Plan (2002 Master Plan) was adopted by City Council in 2002. Since then, the overall City wastewater collection system has received several improvements, and City land uses have changed. Previously-recommended capital improvement projects have been addressed and implemented. The City has continued to update its Sewer System Management Plan (SSMP) as required by the State and the schedules outlined by the Regional Water Quality Control Board. The City is due to update the existing SSMP, which will identify areas of concern/improvement.
This Master Plan Update project will include reviewing and analyzing existing record drawing/GIS and model information, reviewing the City’s new 2045 General Plan for anticipated development infill projects, conducting site visits, performing field flow monitoring activities, and updating the City’s wastewater flow model. The scope of work also includes attending coordination and progress meetings, incorporating current regulatory requirements related to wastewater collection system maintenance and operation, reviewing the current SSMP, identifying future capital improvement projects, and preparing the citywide Wastewater Collection System Master Plan Update.
DISCUSSION/ANALYSIS:
As part of the master planning process, it is important to consider future development and identify, study, and plan for its impacts on the wastewater collection system. On December 5, 2023, City Council adopted the 2045 General Plan Update. As a result, the City expects to see intensified infill development and redevelopment in various areas outlined in the adopted Land Use Map, particularly along 101 Corridor. The adopted General Plan will be reviewed for incorporation into the consultant team’s recommendations and findings.
In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, staff solicited a Request for Proposals/Qualifications (RFP/Q). Unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services should only be Wastewater Collections System Master Plan Update (MI 2589) October 22, 2024
1 1
2 9
awarded to firms or persons who have demonstrated an adequate level of experience, competence, training, credentials, resources, staffing, and other professional qualifications necessary for more than satisfactory performance of the services solicited. The award of an RFP/Q is based upon a variety of factors that demonstrate the best value to the agency for the solicited scope of service. The cost of the service may be considered as one of those factors; however, the lowest cost is not the sole factor in deciding who will be awarded the contract.
A formal RFP/Q for professional services was publicly advertised on June 14, 2024, in the Thousand Oaks Acorn newspaper and on the City’s procurement website. Proposals were received on August 5, 2024, from the following four consulting firms:
1. Carollo Engineers Los Angeles, CA
2. HDR Engineering, Inc. Ventura, CA
3. Kennedy/Jenks Consultants, Inc. Oxnard, CA
4. MKN & Associates Ventura, CA
A team of Public Works engineering and operations staff evaluated the proposals based on the following criteria:
•Project understanding and approach.
•Relevant experience (projects of similar size and scope). •Quality, clarity, responsiveness, and conformance with the terms of the RFP/Q.
•Qualifications and availability of key persons working on the project. •Team (sub-consultants) qualifications.
•Reasonableness of schedule and estimated level of effort dedicated to completing each task.
After carefully reviewing and considering the firms’ qualifications, project team, and approach, KJ was determined to be the most qualified to meet the City’s needs for this project. A detailed scope of work and fees have been negotiated and finalized with KJ. Staff recommends approval of the Professional Services Agreement (Attachment #1) with KJ.
The preliminary project schedule is as follows:
Wastewater Collections System Master Plan Update
Preparation
Fall 2024 - Fall 2025
Return to Council for Adoption Late 2025
Wastewater Collections System Master Plan Update (MI 2589) October 22, 2024
1 1
2 9
Community Outreach: This project is a study/planning document, and no outreach to residents is expected during this phase. Updates to City Council will be provided at key milestones in the report development.
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.
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 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.
Wastewater Collections System Master Plan Update (MI 2589) October 22, 2024
1 1
2 9
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 – Professional Services Agreement with Kennedy/Jenks Consultants, Inc.
DPW:850-20\ev\Council\2024\102224\MI 2589\Wastewater Collections Master Plan Update staff report.docx