TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:December 3, 2024
SUBJECT: Thousand Oaks Boulevard Landscape Improvements Phase 2 (CI 5653)
RECOMMENDATION:
1. Authorize staff to advertise the Thousand Oaks Boulevard Landscape Improvements Project Phase 2 (CI 5653) for construction bids.
2. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time and costs required to advertise for bids is included in the Adopted FY 2024-25 Landscape Fund. $2,049,000 is included in the Adopted FY 2024-25 Landscape Fund plus $303,789 in carryover budget for a total budget of $2,352,789. Additional funding for construction costs may be required at the time of construction contract award depending on bids received.
BACKGROUND:
In 2017, the City adopted the Forestry Master Plan (FMP), which included comprehensive citywide street tree and understory planting palettes focused on water conservation, sustainability, and community input. In 2019, the City constructed five demonstration sites to provide visual examples of the new plant palettes identified in the FMP and closely monitored the plants’ maintenance and establishment challenges in anticipation of citywide landscape improvement projects.
TOB Landscape Improvements Phase 2 (CI 5653)
December 3, 2024
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The proposed project will retrofit approximately 3,800 feet of landscaping in the center medians along Thousand Oaks Boulevard between Duesenberg Drive and the easterly City limit near Via Colinas (Attachment #1). The medians within the project limits currently contain mostly dead and dying ornamental turf, along with non-climate adaptive trees.
On April 9, 2024, City Council approved a Professional Services Agreement with D&D Engineering, Inc. of North Hollywood, CA in the amount of $295,715 for the design and engineering of the project, plus extra services of $29,175.
DISCUSSION/ANALYSIS:
The design is complete and the project is ready for bidding. The landscape design incorporates the recommendations outlined in the FMP as well as staff’s experience with the demonstration projects. The design includes new high- efficiency irrigation systems and California-friendly drought-resistant plant materials and trees. This project aligns with the City’s sustainability goals by incorporating low water use landscape infrastructure and plantings and includes the addition of 37 new oak trees in the medians on Thousand Oaks Boulevard.
The first phase of the project (Phase 1) involves the removal of 38 existing trees in the medians that are not climate-appropriate or are in poor health. This includes one oak tree that is in poor health. Phase 1 work is being completed in advance of the Landscape Improvements Project (Phase 2) to avoid impacts to birds during nesting season which starts in February. The tree removals will be completed under a separate contract in January 2025 through an informal bid and award process per the City’s purchasing guidelines as that portion of the work is under $200,000.
The tentative schedule for construction is as follows:
Tree Removals (Phase 1)
Landscaping Project Bid Opening (Phase 2)
January 2025
February 2025
Award of Construction Contract (Phase 2) March 2025
Start of Construction (Phase 2) April 2025
Project Completion (Phase 2) November 2025
TOB Landscape Improvements Phase 2 (CI 5653)
December 3, 2024
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The estimated costs of the project (for Phases 1 and 2) are as follows:
1. Electrical Pedestals for Irrigation (previously approved) $20,359
2. Engineering/Design (previously approved) $324,890
3. City Furnish Supplies and Services (previously approved) $5,000
4. Phase 1 (tree removal) Estimate (future action) $170,000
5. Phase 2 Construction Estimate (future action) $1,640,000
6. Phase 2 Construction Contingency (future action) $160,000
7. Engineering Construction Support Services (future action) $130,000 Total Estimated Project Cost $2,450,249
$2,400,000 in total budget was included in the Adopted FY 2023-25 Landscape Fund Budget. The total project cost (including contingencies) is estimated at $2,450,249. Additional appropriation at the time of construction award may be required depending on the actual bids received.
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 the project be advertised for bid. Once bids are received, staff will make a recommendation for award of the construction contract at a future City Council meeting.
Community Outreach: Staff has established a public outreach plan for the project, with a particular focus on the businesses/residents located adjacent to the project as well as the general public. A citywide public outreach meeting was also held on October 30, 2024, to educate the public about the project. Various communication tools and strategies, including press releases, website updates, and social media posts, will continue to be utilized to inform the public and receive feedback. A dedicated project website has been created:
www.toaks.gov/toblandscape where updated project information will continue to be provided throughout the construction phase of the project.
This project meets City Council’s Top Ten Priorities #6, “Environmental Sustainability,” and #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 Two – Necessary, but not essential, and there could be consequences if deferred.
TOB Landscape Improvements Phase 2 (CI 5653)
December 3, 2024
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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: Elaine Camia, Associate Engineer
Attachments:
Attachment #1 – Vicinity and Location Maps
DPW: 850-20\ev\Council\2024\120324\CI 5653\TOB Landscape Improvements Project Phase II staff report.docx