TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:February 11, 2025
SUBJECT: La Granada Reservoir Improvements (CI 5292)
RECOMMENDATION:
1. Approve Fifth Amendment to Professional Services Contract No. 12610-2020 with Harper & Associates Engineering, Inc. (HAE) (Corona, CA), for additional engineering support services during the construction of La Granada Reservoir Improvements Project (CI 5292) in the amount of $84,900, for a revised not-to- exceed amount of $287,625, and extend the term of the agreement to June 30, 2026.
2. Approve budget appropriation in the amount of $84,900 from A/C #613-0000- 341-9900 (Water Capital Fund, Net Position) to A/C #613-8030-682-8300 (CI 5292, La Granada Reservoir Improvements Project).
3. Authorize expenditure in the amount of $84,900 from A/C #613-8030-682-8300 (Water Capital Fund Budget, CI 5292).
4. 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:
$84,900 Increase to Adopted FY 2024-25 Water Capital Fund Budget. $259,576 in carryover budget is available in FY 2024-25 Water Capital Fund Budget for the La Granada Reservoir Improvements Project (CI 5292).
BACKGROUND:
The City’s water system serves over 17,000 customers and a population of approximately 50,000. The City receives treated water from the Calleguas Municipal Water District and distributes water to roughly 36 percent of the City via
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16 water storage reservoirs, constructed between 1961 and 2002, with a total capacity of 35 million gallons. Thirteen reservoirs are above-ground steel reservoirs, and three are partially buried concrete reservoirs.
The 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. Rehabilitation work has been completed at the Lang Ranch and Tara Reservoirs. The La Granada Reservoir (Attachment #1) constructed in 1989, is the next reservoir on the rehabilitation priority list to be completed. The improvements include the removal and replacement of the interior and exterior coating of the reservoir, roof vent, overflow piping, access ladder, and a new suction line between the pump station and the reservoir.
On November 10, 2020, City Council approved a Professional Services Agreement in the amount of $64,775 with HAE to design the improvements at La Granada Reservoir. HAE’s agreement has been amended four times. Amendments Nos. 1- 3 provided for no-cost time extensions of the contract due to pandemic-related supply chain delays and also the extended period for a separately awarded contract for the site’s landscape restoration project. On March 26, 2024, City Council approved Amendment No. 4 for engineering support services during construction in the amount of $137,950, increasing the agreement’s total not-to- exceed amount to $202,725.
On July 6, 2021, City Council authorized staff to advertise the project for bids. However, the posting of construction bids was postponed due to COVID- related material supply chain issues and to allow for the completion of the new La Granada Pump Station. On July 11, 2023, City Council re-authorized the advertising for bids. On March 26, 2024, City Council awarded the Construction Contract to the lowest responsive bidder, Spiess Construction Co.
DISCUSSION/ANALYSIS:
The reservoir rehabilitation work on La Granada began in May 2024 and is expected to be completed in March 2025. During construction, several unforeseen circumstances required additional material and welding crews to remove stitch welds and replace the reservoir’s center cone support with a new halo structure to better support the roof’s structural loads. This required HAE to provide additional engineering support and inspection to ensure the weld removals and the demolition/reconstruction of the reservoir’s center roof support were correctly constructed. HAE was able to rearrange its original work plan to accommodate the change in circumstances but is in need of including extra inspection hours and testing services now that the updated completion schedule has been received. The La Granada Reservoir Improvements (CI 5292)
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attached Fifth Amendment (Attachment #2) covers these additional engineering services and extends HAE’s contract to June 30, 2026, to cover the one-year warranty inspection that follows the completion of the improvements.
Staff recommends approval of the Fifth Amendment to Contract No. 12610-2020 with HAE in the amount of $84,900, for a revised not-to-exceed agreement amount of $287,625, and term extension to June 30, 2026.
The estimated project costs are as follows:
The completion of the project’s construction is tentatively scheduled for March of 2025.
This project is categorically exempt from CEQA per Section 15301 (repair/maintenance of an existing facility).
Community Outreach: City staff have been continuously reaching out to the residents surrounding the reservoir, notifying them of the project's progress during construction. A dedicated project website has been created, where updated project information is provided throughout the design and construction phases of the project.
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 Two – Necessary, but not essential, and there could be consequences if deferred.
Project Design (previously approved) $ 64,775
Construction Contract (previously approved) $ 2,495,110 Construction Contract Contingency (previously approved) $ 250,000 City Furnished Material and Supplies (previously approved) $ 5,000 Consultant Fourth Amendment (previously approved) $ 137,950 Consultant Extra Services (previously approved) $ 7,000 Consultant Fifth Amendment (this action) $ 84,900
Total Estimated Project Cost $ 3,044,735
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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 $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:
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
Attachment #2 – Fifth Amendment to HAE Contract No. 12610-2020 DPW: 850-20\ev\Council\2025\021125\CI5292\La Granada Reservoir Improvements staff report.docx