TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:January 14, 2025
SUBJECT: Improvements at Pederson (CI 5534) and Willow Lane (CI 5757) Pump Stations
RECOMMENDATION:
1. Approve the project design, specification, and Addendum No. 1 for Improvements at Pederson (CI 5534) and Willow Lane (CI 5757) Pump Stations Projects.
2. Award construction contract to J.R. Filanc Construction Company, Inc. (Escondido, CA), in the amount of $1,517,000, plus a contingency of $151,700 for construction of the Improvements at Pederson (CI 5534) and Willow Lane (CI 5757) Pump Stations Projects.
3. Approve Professional Services Agreement with AECOM Technical Services, Inc. (AECOM) of Westlake Village, CA, for construction support services for the Improvements at Pederson (CI 5534) and Willow Lane (CI 5757) Pump Stations Projects in the amount of $224,000, plus $22,400 for extra services, with a term of the agreement to December 31, 2025.
4. Authorize budget appropriation in the amount of $141,135 from A/C #613-0000- 341-9900 (Water Capital Fund – Net Position) to A/C #613-8030-682-8300 (CI 5534, Improvements at Pederson Pump Station).
5. Authorize budget appropriation in the amount of $858,665 from A/C #613-0000- 341-9900 (Water Capital Fund – Net Position) to A/C #613-8030-682-8300 (CI 5757, Improvements at Willow Lane Pump Station).
6. Authorize expense in the amount of $1,920,100 ($1,517,000 construction contract, $151,700 construction contingency, $224,000 consultant agreement, $22,400 in extra services, and $5,000 for City furnished materials and supplies) as follows: $1,061,435 ($847,000 construction contract; $84,700 construction contingency; $116,035 consultant agreement, $11,200 in extra services, and
Improvements at Pederson (CI 5534) and Willow Lane (CI 5757) Pump Stations January 14, 2025
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$2,500 for City furnished materials and supplies) from A/C #613-8030-682-8300 (CI 5534 Improvements at Pederson Pump Station) and $858,665 ($670,000 construction contract; $67,000 construction contingency; $107,965 consultant agreement, $11,200 in extra services, and $2,500 for City furnished materials and supplies) from A/C #613-8030-682-8300 (CI 5757 Improvements at Willow Lane Pump Station).
7. Delegate authority to the City Engineer to approve changes to the project's design, specifications, and working details on work directives and change orders up to the project-approved contingency amount.
8. Find that the project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
$999,800 Increase to Adopted FY 2024-25 Water Capital Fund Budget. $920,306 in carryover budget is available in the Adopted FY 2024-25 Water Capital Fund Budget for CI 5534. CI 5757 Improvements at Willow Lane Pump Station Project was created in order to account for the improvements at Willow Lane Pump Station separately from Pederson Pump Station, therefore the project does not currently have budget. An additional budget appropriation in the amount of $141,135 for Improvements at Pederson Road Pump Station Project (CI 5534) and an appropriation in the amount of $858,665 for the Improvements at Willow Lane Pump Station Project (CI 5757) are required to the Adopted FY 2024-25 Water Capital Fund Budget.
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. Most of the City’s facilities have been in service for over 50 years and are in need of upgrades to meet current operational conditions and community expectations. 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.
On June 20, 2023, City Council awarded a Professional Services Agreement (under CI 5520) in the amount of $399,055 to AECOM for feasibility study, design, Improvements at Pederson (CI 5534) and Willow Lane (CI 5757) Pump Stations January 14, 2025
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and preparation of the contract documents for required improvements at citywide reservoir and pump station sites. Subsequently, Amendments Nos. 1 and 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 (Attachment #1).
Over the past 10 years, water conservation within the City has increased, resulting in reduced water use by our residents. Lower water consumption has caused challenges in maintaining sufficient water disinfection within our reservoirs. For the past three years, two City-owned chemical disinfection trailers have been in continuous use at the Pederson and Willow Lane Reservoir sites to boost and maintain sufficient water disinfection levels. The trailers have been effective, but the installation of permanent disinfection-boosting systems at the Reservoir and Pump Station sites will ensure consistent water quality for City residents and businesses in the future. Installing permanent disinfection systems at Pederson and Willow Lane will also enhance operational efficiency by allowing the mobile trailers to serve other locations within the distribution system. These improvements are critical for maintaining disinfection residuals during periods of low water use throughout our service area, and guaranteeing reliable service during emergencies, including wildfire events.
DISCUSSION/ANALYSIS:
The proposed improvements include the installation of permanent disinfection- boosting systems at both sites to ensure consistent water quality and operational efficiency. At the Pederson Pump Station, additional improvements include widening the access gate and driveway to enhance operational access and implementing fire-hardening measures to protect the site against wildfire risks. At the Willow Lane Pump Station, roof enhancements are also included to address structural needs and ensure long-term reliability. CI 5757 for improvements at Willow Lane Pump Station Project was created in order to account for the improvements at Willow Lane Pump Station separately from Pederson Pump Station. Assigning costs to individual CI numbers ensures compliance with current capitalization protocols and provides greater transparency in project accounting.
AECOM successfully completed the design and preparation of the plans and specifications and provided bidding phase services for the Improvements at Pederson (CI 5534) and Willow Lane (CI 5757) Pump Stations Projects. While construction support services are typically added via a contract amendment, in order to keep separate accounts of costs for individual CI numbers, staff is recommending executing a new Professional Services Agreement to AECOM in the amount of $224,000 (Attachment #2) for construction support services for the two pump station improvements under CI 5534 and CI 5757.
City Council authorized the advertisement for bids for the pump station improvement project on October 8, 2024. The Notice Inviting Bids was published Improvements at Pederson (CI 5534) and Willow Lane (CI 5757) Pump Stations January 14, 2025
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on October 18, 2024, in the Thousand Oaks Acorn newspaper and posted on the City’s procurement website. Bids were publicly opened on November 20, 2024, with three bids received as follows:
Bidder Bid
1 J.R. Filanc Construction Company, Inc. (Escondido, CA) $ 1,517,000
2. Pacific Hydrotech Corporation (Perris, CA) $ 1,749,000
3. Canyon Springs Enterprises (Temecula, CA) $ 1,866,000 The lowest bid from J.R. Filanc Construction Company, Inc. (Escondido, CA), in the amount of $1,517,000, is lower than the engineer’s estimate of $2,200,000. The bid package by J.R. Filanc Construction Company, Inc. has been reviewed and found to be in order and the bid protest period has elapsed with no formal protests received. Staff recommends awarding the construction contract in the amount of $1,517,000 to J.R. Filanc Construction Company, Inc.
The estimated construction costs are as follows:
Improvements at Pederson Pump Station (CI 5534):
Construction Contract (this action) $ 847,000*
Contingency (this action) $ 84,700
Consultant Support Services (this action) $ 116,035
Consultant Extra Services (this action) $ 11,200
City Furnished Material and Supplies (this action) $ 2,500 $1,061,435
Improvements at Willow Lane Pump Station (CI 5757):
Construction Contract (this action) $ 670,000*
Contingency (this action) $ 67,000
Consultant Support Services (this action) $ 107,965
Consultant Extra Services (this action) $ 11,200
City Furnished Material and Supplies (this action) $ 2,500 $ 858,665
GRAND TOTAL $1,920,100
* The construction contract being awarded at $1,517,000 is for both CI 5534 (at $847,000) and CI 5757 (at $670,000).
The tentative schedule for completion of the project is as follows:
Improvements at Pederson (CI 5534) and Willow Lane (CI 5757) Pump Stations January 14, 2025
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Start of Construction February 2025
Project Completion Winter 2026
The improvements at Pederson and Willow Lane Pump Stations are categorically exempt from CEQA per Section 15301 (repair/maintenance of an existing facility).
The project design, plans, and specifications are available for review upon request to the Public Works Department by e-mail at [email protected] or by phone at (805) 449-2400.
These projects meet City Council’s Top Ten Priorities #7, “Public Works + Infrastructure Investments across the community.”
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.
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.
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 $500 (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 $500 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 $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (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- Improvements at Pederson (CI 5534) and Willow Lane (CI 5757) Pump Stations January 14, 2025
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interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
The Levine Act disclosure form for AECOM has been completed (Attachment #3).
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
Attachment #2 – Professional Services Agreement, AECOM
Attachment #3 – Levine Act Disclosure Form signed by AECOM Documents Provided Under Separate Cover:
#1 – Project Plans, Specifications and Addendum No. 1, 2 and 3 DPW: 850-20\ev\Council\2025\011425\CI 5534 CI5757\ Improvement at Pederson and Willow Lane Pump Stations staff report.docx