TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:April 8, 2025
SUBJECT: Public Emergency Declaration – Unit A Wastewater Overflow Response and Repair
RECOMMENDATION:
1. Confirm Public Emergency Declaration by City Manager on March 18, 2025, pursuant to Thousand Oaks Municipal Code (TOMC) 3-10.308 (requires four-fifths vote).
2. Pursuant to Public Emergency Declaration, waive bid process set forth in TOMC 3-10.305.
3. Authorize City Manager to execute a General Services Agreement with Rain For Rent (Santa Paula, CA) in an amount not to exceed $27,575.
4. Authorize City Manager to approve Task Order with Sam Hill and Sons (Ventura, CA) in an amount not to exceed $44,498.
5. Authorize expense in an amount not to exceed $72,073 for FY 2024-25 from A/C #624-8250-682-5500 (MI 2611, Collection Repair FY 23-25).
6. Find that the Project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
No Additional Funding Requested. $72,073 is included in the Adopted FY 2024- 25 Wastewater Fund Capital Budget.
Emergency Declaration – Unit A Wastewater Overflow Response and Repair April 8, 2025
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BACKGROUND:
City staff maintain approximately 415 miles of sewer pipeline and 8,300 maintenance holes citywide. As part of the City’s overall wastewater collection and treatment system, large-diameter wastewater interceptor pipelines were installed to transport the wastewater from the community and deliver it to the Hill Canyon Treatment Plant (HCTP). The Unit A Wastewater Interceptor is a gravity collection pipeline serving some of the northwestern portion of the City. Unit A transports a significant volume of wastewater to the Unit Y Wastewater Interceptor which travels along the North Fork Arroyo Conejo Creek, ending at HCTP.
On March 15, 2025, Municipal Service Center (MSC) standby personnel received a report of a potential water line break on a hiking trail near Flaming Star Avenue.
Upon investigation, staff confirmed a sanitary sewer overflow from maintenance hole #A27 on the Unit A Interceptor located in a wastewater easement on Conejo Recreation and Park District (CRPD) property. Flow was traveling downhill on the hiking trail and into the North Fork Arroyo Conejo Creek. An aerial view of the affected area is provided in Attachment #1.
Standby staff initiated a response and mobilized additional resources. Regulatory agencies were notified per Waste Discharge Requirements (WDR) WQ 2022- 0103-DWQ, along with CRPD due to the affected creek and hiking trails, and Camrosa Water District due to their downstream creek diversion structure for non- potable re-use. In addition, Conejo Open Space Conservation Agency closed trail access and posted warning signs.
Staff made several attempts to clear the blockage but were unsuccessful. A specialty contractor, Rain For Rent, was contacted to set up a sewer bypass, ending the overflow. Rain for Rent was selected due to their unique capabilities and their availability and immediate response time. The total discharge was estimated at 250,000 gallons. Upon bypassing the affected area and accessing the maintenance hole, staff discovered a large fiberglass obstruction with additional debris behind it. While clearing the blockage, staff also identified a failed cured-in-place pipe liner upstream, posing a risk for further issues, and requiring additional remedial action.
On March 16, 2025, staff conducted a detailed pipeline inspection using a remotely-operated camera, confirming the adjacent downstream line as clear but revealing significant liner failure in the adjacent upstream section. While not the direct cause of the overflow, staff was concerned that the failed liner could cause additional restrictions in the pipeline and therefore required immediate attention prior to returning flow into the pipeline and removing the bypass. One of the City’s on-call contractors, Sam Hill and Sons, was contacted and dispatched due to their availability of staff and immediate response time. Sam Hill and Sons quickly Emergency Declaration – Unit A Wastewater Overflow Response and Repair April 8, 2025
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mobilized and initiated pipeline repairs, removing and replacing the affected sections. Due to the nature of the incident and the need to complete this work prior to removing the bypass, work proceeded under the emergency declaration.
Immediate action was necessary to stop the spill, repair the upstream section of pipeline, restore wastewater conveyance through the line and prevent further disruptions. Rain For Rent and Sam Hill and Sons were engaged under emergency purchasing guidelines to ensure a timely response.
DISCUSSION/ANALYSIS:
TOMC Section 3-10.308 provides the City Manager with the authority to declare a Public Emergency, subject to confirmation of City Council by a four-fifths vote at its next meeting. This allows normal public bidding procedures to be waived when emergency repairs or replacements are necessary to permit the continued conduct of City operation of services or to avoid danger to life or property. Due to nature of the incident and to minimize the health and safety risks and environmental impact of the overflow, the City Manager approved the emergency response efforts and declared a public emergency, signed on March 18, 2025 (Attachment #2).
Rain For Rent mobilized on March 15, 2025, with the appropriate pumps, temporary pipelines, and associated equipment to set up a bypass around the affected maintenance hole. They operated the bypass twenty-four hours a day for four days starting with the initial clearing of the blockage through the subsequent repair made to the upstream pipeline. Sam Hill and Sons mobilized when contacted on March 16, 2025, excavated the upstream pipeline, replaced approximately 40 feet of 18-inch pipe with PVC (polyvinyl chloride) pipeline, made repairs to the affected maintenance hole, and backfilled the excavation trench. Repairs were complete and both contractors demobilized on March 19, 2025.
The total cost of this repair was $72,073. Staff recommends City Council confirm the City Manager’s Public Emergency Declaration, waive the normal bid process, and authorize the City Manager to execute a contract with Rain For Rent for an amount not to exceed $27,575 and a task order with Sam Hill and Sons for an amount not to exceed $44,498.
This project is categorically exempt from CEQA per Section 15301 (repair/maintenance of an existing facility).
Emergency Declaration – Unit A Wastewater Overflow Response and Repair April 8, 2025
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COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
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: John Minkel, Deputy Public Works Director of Operations Attachments:
Attachment #1 – Aerial View
Attachment #2 – Public Emergency Declaration (March 18, 2025) DPW: 1030-20\ev\Council\2025\040825\Public Emergency Declaration Unit A WW Repair staff report.docx