TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:November 19, 2024
SUBJECT: Hill Canyon Treatment Plant Slope Stabilization Project (Cl 5736)
RECOMMENDATION:
1. Approve First Amendment to Professional Services Agreement No. 13764-2024 with Cotton, Shires and Associates, Inc. (Thousand Oaks, CA) (CSA) for additional design services for Hill Canyon Treatment Plant Slope Stabilization Project (CI 5736), in the amount of $10,500, for a revised contract not to exceed amount of $77,000, plus $1,050 for extra services.
2. Authorize expense in the amount of $11,550 ($10,500 agreement amendment, plus extra services of $1,050) from A/C #624-8250-682-8300 (Wastewater Capital Improvements, CI 5736).
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. $167,492 is in the Adopted FY 2024-25 Wastewater Fund Capital Budget for the Hill Canyon Treatment Plant Slope Stabilization Project. Additional funding for construction may be requested at the time of construction contract award depending on bids received.
BACKGROUND:
The City’s Hill Canyon Treatment Plant (HCTP) at 9600 Santa Rosa Road is located in a canyon in the northwest section of the City, between two creeks in a natural, unimproved environment. The treatment plant's original construction included an access road along the bottom of a cliff adjacent to the creek boundary. In FY 2022-23, the City constructed a new retaining wall along the eastern edge of the HCTP which required cutting of the existing slope.
HCTP Slope Stabilization Project (Cl 5736)
November 19, 2024
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In addition, there is a large rock overhang adjacent to the access road to HCTP. Over time, the rock façade has deposited material onto the access road.
Additional slope mediation/stabilization includes removing and grading loose soil material from the slope to reduce the potential of falling debris.
The project includes analyzing previously prepared geologic reports of the two areas in question (Attachment #1). The project scope also includes developing proposed long-term solutions for the slopes to protect the HCTP and the main access entrance road and preparing a preliminary design report (PDR). The PDR will outline the recommended options available to the City and provide estimates of probable construction costs to assist in the budgeting for the improvements. The required stabilization may include a hillside soil and debris retention system in areas with extensive loose soil and rock material. The project will help reduce maintenance costs from hillside soil and debris removal and improve overall safety.
A formal Request for Proposals/Qualifications (RFP/Q) for professional services was publicly advertised on June 7, 2024, in the Thousand Oaks Acorn newspaper and on the City’s procurement website. Proposals were received on July 31, 2024.
After careful review and consideration of the firms’ qualifications and project team/approach, CSA was determined to be the most qualified engineering firm to meet the City’s needs for this project.
The original agreement with CSA was for $66,500, with an additional $6,650 allocated for extra services, and was executed on September 16, 2024, within the City Manager’s signature authority. CSA has begun extensive background research including review of historical reports for HCTP.
DISCUSSION/ANALYSIS:
Staff wishes to expand the scope of work with CSA to include a slope area behind the HCTP Maintenance Building, which has previously experienced slope failures.
This additional area will be analyzed and incorporated into the PDR alongside the two other study areas. Expanding the project limits to cover the area behind the maintenance building will provide a more comprehensive evaluation of all of the slope areas currently impacting the plant. CSA’s tasks will generally remain the same as presented in our initial scope of work, but the staff hours required to complete those tasks will increase for a more comprehensive slope evaluation needed to complete the PDR.
Staff recommends City Council approve the First Amendment (Attachment #2) with CSA in the amount of $10,500 for a revised not-to-exceed contract amount of $77,000, as well as $1,050 in extra services.
HCTP Slope Stabilization Project (Cl 5736)
November 19, 2024
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The preliminary project schedule is as follows:
Preliminary Design Report Fall 2024 – Winter 2025 Bid Process and Award of Construction Contract Spring 2025 Construction Summer 2025 – Spring 2026
The estimated project cost is as follows:
Preliminary Design Report including extra services (previous) $ 73,150 Additional Design including extra services (this action) $ 11,550 Construction Phase including support and Contingency (future) $ 2,615,300 Total Estimated Project Cost $ 2,700,000
This action is not a project as defined under the CEQA because this action will not result in a direct or foreseeable indirect physical change in the environment [14 CCR 15060(c)].
Community Outreach: This project will be limited to work at the HCTP, including the access road, and is not expected to impact any neighboring residences.
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 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.
HCTP Slope Stabilization Project (Cl 5736)
November 19, 2024
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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 13764-2024 with CSA DPW: 850-20\ev\Council\2024\111924\CI 5736\HCTP Slope Stabilization Project staff report.docx