TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:January 14, 2025
SUBJECT: Improvements at Lone Oak (CI 5673), Erbes Road (CI 5738), and Ventu (CI 5739) Pump Stations
RECOMMENDATION:
1. Approve the project design, specification, and Addenda Nos. 1, 2, and 3 for the Improvements at Lone Oak (CI 5673), Erbes Road (CI 5738), and Ventu (CI 5739) Pump Stations Projects.
2. Approve Professional Services Agreement with AECOM Technical Services, Inc. (AECOM) of Westlake Village, CA, for construction support services for the Improvements at Lone Oak (CI 5673), Erbes Road (CI 5738), and Ventu (CI 5739) Pump Stations Projects in the amount of $360,000, plus $36,000 for extra services, with a term of the agreement to June 30, 2026.
3. Award construction contract to Pacific Hydrotech Corporation (Perris, CA), in the amount of $3,065,600, plus a contingency of $306,560, for construction of the Improvements at Lone Oak (CI 5673), Erbes Road (CI 5738), and Ventu (CI 5739) Pump Stations Projects.
4. Authorize expense in the amount of $3,775,660 ($3,065,600 construction contract, $306,560 construction contingency, $396,000 for construction support plus extra services, and $7,500 for City furnished materials and supplies) as follows: $1,407,772 ($1,152,500 construction contract, $115,250 construction contingency, $125,522 consultant agreement, $12,000 in extra services, and $2,500 for City furnished materials and supplies) from A/C #613-8030-682-8300 (CI 5673 Improvements at Lone Oak Pump Station); $1,258,930 ($1,015,600 construction contract, $101,560 construction contingency, $127,270 consultant agreement, $12,000 in extra services, and $2,500 for City furnished materials and supplies) from A/C #613-8030-682-8300 (CI 5738 Improvements at Erbes Pump Station); and $1,108,958 ($897,500 construction contract, $89,750 construction contingency, $107,208 consultant agreement, $12,000 in extra services, and $2,500 for City furnished materials and supplies) from A/C #613-8030-682-8300 (CI 5739 Improvements at Ventu Pump Station).
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5. 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.
6. Find that the projects are Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $2,199,342 is available in the Adopted FY 2024-25 Water Capital Fund Budget for CI 5673, $1,499,342 in carryover budget is available in the Adopted FY 2024-25 Water Capital Fund Budget for CI 5738, and $1,440,101 in carryover budget is available in the Adopted FY 2024-25 Water Capital Fund Budget for CI 5739. The estimated construction cost for the project is $3,775,660.
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. Many of these sites need certain improvements to better address wildfire resiliency, site drainage, accidental tank overflow containment, pump and electrical equipment enclosures, fencing to enhance site security, and the addition of emergency generators. These improvements are necessary to maintain these crucial infrastructure components and ensure proper protection of neighboring slopes from erosion and damage.
On June 20, 2023, City Council awarded a Professional Services Agreement in the amount of $399,055 under CI 5520 Improvements at Reservoirs and Pump Stations Sites to AECOM for feasibility study, design, and preparation of the contract documents. Subsequently, Amendment No. 1 in the amount of $59,898 on September 26, 2023, and Amendment No. 2 in the amount of $79,693 on January 1, 2024, were approved by City Council for additional design and bid phase services, increasing AECOM’s total contract amount to $538,646.
The proposed improvements include the following:
•Lone Oak Pump Station: Installation of a new emergency generator, replacement of the pump station roof with enhanced maintenance access, and fire-hardening measures to improve site resiliency against wildfires.
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•Erbes Road Pump Station: Installation of a canopy for surge tanks and pumps, roof replacement, fire-hardening measures, and a new emergency generator to ensure operational continuity during power outages. •Ventu Park Pump Station: Electrical system upgrades to enhance reliability, fire-hardening measures, and fencing improvements to enhance security.
The installation of generators at Lone Oak and Erbes Road Pump Stations provides power to critical pump station infrastructures during power outages and ensures water service availability during wildfire events and other emergencies.
The electrical upgrade at Ventu Pump Station will improve system reliability and bring the pump station up to the current standards (Attachment #1).
DISCUSSION/ANALYSIS:
AECOM has successfully completed the design and preparation of the plans and specifications and provided bidding phase services for Improvements at Lone Oak (CI 5673), Erbes Road (CI 5738), and Ventu (CI 5739) Pump Stations Projects.
Construction support services are typically added via a contract amendment, however, assigning costs to individual CI numbers ensures compliance with accounting capitalization standards and provides greater transparency in project accounting. Staff, therefore, recommends executing a new Professional Services Agreement with AECOM in the amount of $360,000, plus $36,000 in extra services (Attachment #2) for construction support services for the three pump station improvements under CI 5673, CI 5738, and CI 5739.
City Council authorized advertisement for bids for the pump station improvements project on July 2, 2024. The Notice Inviting Bids was published in the Thousand Oaks Acorn newspaper on September 20, 2024, and was posted on the City’s procurement website. City staff held mandatory pre-bid meetings on September 30, 2024, and October 10, 2024, which were attended by a total of 11 prospective bidders. According to OpenGov data, the bid packet was downloaded 79 times; however, ultimately, only two bids were submitted. The two bids received were publicly opened on October 30, 2024, as follows:
Bidder Bid
1. Pacific Hydrotech Corporation (Perris, CA) $ 3,065,600
2. Canyon Springs Enterprises (Temecula, CA) $ 4,624,000 The lowest bid was from Pacific Hydrotech Corporation (Perris, CA), in the amount of $3,065,600, which is lower than the engineer’s estimate of $5,015,000. The bid package by Pacific Hydrotech Corporation 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 Improvements at Lone Oak, Erbes Road, and Ventu Pump Stations January 14, 2025
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$3,065,600 to Pacific Hydrotech Corporation. The construction contingency being requested is slightly higher than the typical 10 percent value, due to the complexity of the projects.
The estimated project construction costs are as follows:
Improvements at Lone Oak Pump Station (CI 5673):
Construction Contract (this action) $ 1,152,500
Contingency (this action) $ 115,250
Consultant Support Services (this action) $ 125,522
Consultant Extra Services (this action) $ 12,000
City Furnished Material and Supplies (this action) $ 2,500 $ 1,407,772
Improvements at Erbes Road Pump Station (CI 5738):
Construction Contract (this action) $ 1,015,600
Contingency (this action) $ 101,560
Consultant Support Services (this action) $ 127,270
Consultant Extra Services (this action) $ 12,000
City Furnished Material and Supplies (this action) $ 2,500 $ 1,258,930
Improvements at Ventu Pump Station (CI 5739):
Construction Contract (this action) $ 897,500
Contingency (this action) $ 89,750
Consultant Support Services (this action) $ 107,208
Consultant Extra Services (this action) $ 12,000
City Furnished Material and Supplies (this action) $ 2,500 $ 1,108,958
GRAND TOTAL $ 3,775,660
The tentative schedule for completion of the project is as follows:
Start of Construction February 2025
Project Completion Summer 2026
The improvements at Lone Oak, Erbes Road, and Ventu 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.
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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.
These projects meet City Council’s Top Ten Priorities #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 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 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.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
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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
Documents Provided Under Separate Cover:
#1 – Project Plans, Specifications, and Addenda Nos. 1, 2 and 3 DPW: 850-20\ev\Council\2025\011425\CI 5673CI 5738CI 5739\ Improvements to Pump Stations staff report.docx