TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:February 25, 2025
SUBJECT: Fire and Combustion Protection Systems Design Agreement (CI 5759) RECOMMENDATION:
1. Approve Professional Services Agreement with Jensen Hughes, Inc. (Anaheim, CA) for Fire and Combustion Protection Systems Design services for the Cogeneration Building at Hill Canyon Treatment Plant (HCTP) in a not-to-exceed amount of $117,425 ($106,750 design services, plus extra services of $10,675), with a term ending December 31, 2025.
2. Authorize expense in FY 2024-25 in the amount of $117,425 from A/C #624-5310-682- 8200 (Wastewater Fund – Buildings, CI 5759).
3. Authorize budget transfer in the amount of $117,425 from A/C #624-5310-682-8200 (Wastewater Fund – HCTP Fire Alarm System Upgrades CI 5582) to A/C #624-5310- 682-8200 (Wastewater Fund – HCTP Fire and Combustion System CI 5759).
4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
$117,425 Transfer in the Adopted FY 2024-25 Wastewater Fund Capital Budget from CI 5582 to CI 5759. $202,417 is available in the FY 2024-25 Wastewater Fund carryover budget for CI 5759. $117,425 is requested to be transferred between the existing CI 5582 HCTP Fire Alarm System Upgrades Project and the new CI 5759 HCTP Fire and Combustion System Project. Total project design cost is estimated at $117,425. This contract will provide construction design and cost as deliverables associated with this agreement. Currently, the preliminary construction estimate for the anticipated work is
Fire and Combustion Protection Systems Design Agreement (CI 5759) February 25, 2025
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$484,800 for a total estimated project cost of $602,225. The scope of work for the construction and installation will be requested in the FY 2025-26 budget cycle for the new CI 5759.
BACKGROUND:
On June 8, 2021, City Council approved a professional services agreement with Jensen Hughes, Inc., for Fire System Design services at various City facilities (CI 5483, CI 5574, CI 5582, CI 5584), with a not-to-exceed amount of $421,000. Under the agreement, Jensen Hughes designed fire alarm system upgrades to existing systems that were installed at least 15 years ago and that had been not upgraded since installation. The design included updating all aspects of the systems to comply with current fire codes as outlined by the National Fire Protection Association (NFPA).
The scope of work included upgrades for various buildings at HCTP, but did not include the Cogeneration Building. The Cogeneration Building was not operational when the project design plans were created for CI 5582, so it was not included. The professional services agreement expired June 30, 2024.
On June 6, 2023, City Council approved a construction contract with Cal Building Systems, Inc. (Yorba Linda, CA) in the amount of $1,163,980 with $175,000 in contingency. The construction follows the Jensen Hughes design plans and is currently in progress. Since the design did not include the Cogeneration Building, no construction was performed on those fire protection systems.
On September 12, 2023, a contract was awarded to P2S Engineering, LP, a systems design consultant, to conduct an Electrical Classification and Compliance Evaluation Report of HCTP. The final report was provided in May 2024. The report outlined various recommendations, including the design and installation of a combustion protection system for the Cogeneration Building to comply with fire code requirements per the latest NFPA 2024 code revisions.
DISCUSSION/ANALYSIS:
Installation of a fire alarm system and combustion protection system is necessary to bring the existing Cogeneration Building at HCTP to current NFPA 820 fire code requirements for fire protection in wastewater treatment and collection facilities, which create and utilize combustible gas byproducts as a secondary function. The purpose of NFPA 820 is to reduce or eliminate the effects of fire or explosion by maintaining structural integrity, controlling flame spread and smoke generation, preventing the release of toxic products of combustion, and maintaining the serviceability and operation of the facility.
On September 27, 2024, in accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, staff solicited a formal Request for Fire and Combustion Protection Systems Design Agreement (CI 5759) February 25, 2025
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Proposals/Qualifications (RFP/Q) for Fire and Protection System Design for the Cogeneration Building at HCTP for the design of a new system to comply with the latest NFPA 2024 code requirements. Unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services should only be awarded to firms or persons who have demonstrated an adequate level of experience, competence, training, credentials, resources, staffing, and other professional qualifications necessary for more than satisfactory performance of the services solicited.
The award of an RFP/Q is based on a variety of factors that demonstrate the best value to the agency for the solicited scope of service. The cost of service may be considered as one of those factors, however, the lowest cost is not the sole factor in deciding who will be awarded the contract.
A formal RFP/Q for professional services was publicly advertised on September 27, 2024, in the Thousand Oaks Acorn newspaper and on the City’s procurement website. A total of 22 firms downloaded the RFP/Q, and proposals were received on October 25, 2024, from the following two firms:
Company Location
1. Jensen Hughes, Inc. Anaheim, CA
2. P2S Engineering, LP Long Beach, CA
A team of Finance Department Facilities Division staff evaluated the proposals based on the following criteria:
•Project understanding and approach.
•Relevant experience (projects of similar size and scope). •Quality, clarity, responsiveness, and conformance with the terms of the RFP/Q. •Qualifications and availability of key persons working on the project. •Team (sub-consultants) qualifications.
•Reasonableness of schedule and estimated level of effort for each task.
After carefully reviewing and considering the firms’ qualifications, project team, and approach, Jensen Hughes was determined to best meet the City’s needs for this work based on the combination of criteria listed above. A detailed scope of work and fees have been negotiated and finalized with Jensen Hughes. Staff recommends approval of the Professional Services Agreement (Attachment #1) with Jensen Hughes in the amount of $106,750 and $10,675 for extra services for a total not-to-exceed amount of $117,425.
This project is exempt from any environmental impact review under CEQA. The work falls into Categorical Exemption: Article 19, Class 1 Existing Buildings, and involves no expansion of use to the existing buildings impacted.
CI 5759 is a new project that will be created in the current budget cycle.
Fire and Combustion Protection Systems Design Agreement (CI 5759) February 25, 2025
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CIP Project Priority (as outlined in FY 2023-25 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:
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: Joshua Koenig-Brown, Facilities Manager
Alexander Wallsten, Assistant Analyst
Attachments:
Attachment #1 – Jensen Hughes Professional Services Agreement Attachment #2 – Jensen Hughes Levine Act Form
FIN:201-10\aw\jkb\H:\COMMON\Council\2025\Facilities\012842025 Fire & Combustion Protection Systems Design Consultant Agreement Award.docx