TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:November 19, 2024
SUBJECT: Wilder Reservoir Improvements (CI 5294)
RECOMMENDATION:
1. Approve First Amendment to Professional Services Agreement No. 13580-2024 with HDR Engineering, Inc. (Ventura, CA) (HDR) for additional design services for Wilder Reservoir Improvements Project (CI 5294), in the amount of $65,091, for a revised not-to-exceed amount of $313,711, plus $6,500 for extra services, and extend the term of the agreement to December 31, 2025.
2. Authorize expense in the amount of $71,591 ($65,091 for the First Amendment, plus extra services of $6,500) from A/C #613-8050-682-8300 (Water Fund – Capital Improvements, CI 5294).
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. $340,300 in carryover budget is available from FY 2024-25 Water Capital Fund for the Wilder Reservoir Improvements (CI 5294). $1,900,000 is included in the Adopted FY 2024-25 Water Capital Fund Budget for a total project budget of $2,240,300 for CI 5294. Additional funding for construction costs may be requested at the time of construction contract award, depending on bids received.
BACKGROUND:
The City's water system serves over 17,000 customers and a population of approximately 50,000. The City receives treated imported water from the Calleguas Municipal Water District and distributes water to roughly 36 percent of
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the City via 16 water storage reservoirs constructed between 1961 and 2002, with a total storage capacity of over 35 million gallons. Thirteen of the reservoirs are above-ground steel reservoirs, and three are partially buried concrete reservoirs.
One of the City’s reservoirs is Wilder Reservoir, located on Wilder Street (Attachment #1) in the eastern segment of the City's system, with a capacity of 980,000 gallons. The reservoir was built in 1964 and has a height of 24 feet and a diameter of 84 feet. Over the years, the Wilder Reservoir has received some improvements, but it now requires complete rehabilitation to continue to operate effectively.
The City’s 2018 Citywide Reservoir Seismic Evaluation/Structural Report included a priority list of seismic and structural rehabilitation needed at each reservoir to maintain high operational and safety standards. Upgrades have been completed at the Lang Ranch and Tara Reservoirs, and work at La Granada Reservoir is in process this year. Wilder Reservoir is the next reservoir on the rehabilitation priority list to be completed.
On November 17, 2023, the City issued a formal Request for Proposals/Qualifications (RFP/Q) for the rehabilitation of the Wilder Reservoir system, the development of a Preliminary Design Report (PDR) outlining the recommendations from the site visit and analysis, and a set of ready-for- construction plans and specifications for the rehabilitation work. After a review of the proposals by a team of Public Works staff, HDR, a professional engineering firm, was selected as the most qualified consultant to meet the City’s needs to complete this project. City Council awarded a contract for the original scope of work on March 19, 2024.
DISCUSSION/ANALYSIS:
HDR has completed the PDR, which included recommended upgrades to the tank, altitude valve vault replacements, surrounding access road improvements, and a temporary tank during construction. After the initial review of the PDR, staff requested that HDR also include a standby engine generator for the facility, fire hardening upgrades to the existing pump station building to be consistent with other City projects underway at various other pump station locations and include installation of a temporary above grade pressure reducing station valve to augment the temporary tank storage during construction.
The requested additions are encompassed in the First Amendment scope of work. Staff recommends City Council approve the First Amendment (Attachment #2) with HDR in the amount of $65,091, plus $6,500 for extra services.
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The preliminary project schedule is as follows:
Design Spring 2024 – Spring 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 (previous) $ 273,480 Additional design services (this action) $ 71,591 Construction + Support + Contingency (future) $ 2,154,929 Total $ 2,500,000
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)].
Staff anticipates that the final design and engineering work will be completed in Spring 2025, at which point the final permits, construction plans, and specifications will be finalized. It is anticipated that the construction phase of the project will be able to begin during Summer 2025 and be completed by the end of Summer 2026. Staff will return at a future City Council meeting to request authorization to solicit construction bids.
Community Outreach: Although the project is not anticipated to negatively impact adjacent residents, City staff will contact residents surrounding the reservoir site and work with them closely prior to construction.
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.
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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.
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 13580-2024 with HDR DPW: 850-20\ev\Council\2024\111924\CI5294\Wilder Reservoir Amendment staff report.docx