TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:May 13, 2025
SUBJECT: 2025 Citywide Concrete Replacement and Sidewalk Repair Program (MI 2609)
RECOMMENDATION:
1. Approve project design, plans, and specifications, and Addendum No. 1 for the construction of the 2025 Citywide Concrete Replacement and Sidewalk Repair Program (MI 2609).
2. Award construction contract to FS Contractors, Inc. (Sylmar, CA) in the amount of $704,645, plus a contingency of $70,000.
3. Approve budget appropriation in the amount of $371,645 from A/C #133-0000- 311-1000 (Gasoline Tax 2106 Fund Balance) to A/C #133-5310-631-5500 (MI 2609).
4. Authorize expense in the amount of $779,645 ($704,645 construction contract; $70,000 construction contingency; $5,000 for City furnished materials and supplies) from A/C #133-5310-631-5500 (MI 2609 Concrete Replacement and Sidewalk Repair Program).
5. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project on work directives and change orders up to the project-approved contingency amount.
6. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
LEVINE ACT ITEM: No
2025 Citywide Concrete Replacement and Sidewalk Repair Program MI 2609 May 13, 2025
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FINANCIAL IMPACT:
$371,645 increase to Adopted FY 2024-25 Gasoline Tax 2106 Fund Budget. A $371,645 increase to Adopted FY 2024-25 Gasoline Tax 2106 Fund Budget is requested. $450,500 is available in the Adopted FY 2024-25 Gasoline Tax 2106 Budget for MI 2609.
BACKGROUND:
The Public Works Department maintains 600 miles of sidewalks, curbs, and gutters along 380 miles of public streets citywide. Sidewalks, curbs, and gutters can be damaged by a number of things, including mature tree roots or poor subgrade conditions. Repair or replacement of concrete sidewalks, curbs, and gutters provides for functional pedestrian travel and improves accessibility as well as street drainage. To minimize ongoing future damage to sidewalks from trees, root barriers are installed at the base of each tree when concrete repairs are completed.
To improve the efficiency of this project, the City has been divided into eight sub- quadrants, with sidewalk repair inspections performed in one sub-quadrant of the City at a time (Attachment #1). Staff utilizes a three-point grading system that rates the severity of defects and records the needs for asphalt, sidewalk, curb, and gutter repair and/or replacement. Priority is given to the areas with higher pedestrian traffic, schools, public facilities, and connecting walkways.
The City completed the high-priority repair work in Quadrant 2 through the previous repair project in 2023. The 2025 Citywide Concrete Replacement and Sidewalk Repair Program will cover portions of the high-priority repair work needed in Quadrants 1 and 4, including high pedestrian traffic areas near Wildwood Elementary School, Waterby Street, and Westlake High School (Attachment #2), which will be performed during the school summer recess. This project will also cover the replacement of deteriorated sidewalk segments along Thousand Oaks Boulevard from Moorpark Road to Via Merida (Attachment #3).
This year’s project is expected to repair approximately 16,000 square feet of concrete sidewalk, 12 driveway approaches, and 840 linear feet of curb and gutter.
The project will provide residents with improved functionality and access to the two schools, community parks, and segments of Thousand Oaks Boulevard.
DISCUSSION/ANALYSIS:
City Council authorized advertising the project for construction bids on February 25, 2025. The Notice Inviting Bids was published in the Acorn on March 14, 2025, and was posted on the City’s OpenGov procurement site. Eight bids were received 2025 Citywide Concrete Replacement and Sidewalk Repair Program MI 2609 May 13, 2025
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on April 16, 2025, and seven bids were publicly opened as follows (one of the bidders did not include a bid bond, therefore the bid could not be opened):
Bidder Bid
1. Estate Design and Construction, Inc. (Los Angeles, CA) $ 682,880.00
2. Dash Construction Company, Inc. (Woodland Hills, CA) $ 697,690.00
3. FS Contractors, Inc. (Sylmar, CA) $ 704,645.00
4. Bedrock Group (La Canada, CA) $ 789,270.00
5. Blackpointe Group Construction & Management (Moorpark, CA)
$1,051,576.83
6. Toro Enterprises, Inc (Oxnard, CA) $1,082,177.00
7. Ardalan Construction Company, Inc. (Thousand Oaks, CA) $1,384,765.00 The two lowest bidders were deemed non-responsive by City staff due to failure to properly complete Bid Form No. 6 in the bid package to meet the project requirement. The form requires all bidders to list at least three projects with similar scope and complexity in the last five years. Estate Design and Construction, Inc., and Dash Construction Company, Inc. failed to provide information and documentation showing previous similar projects completed by their firms.
The bid package submitted by the third lowest bidder, FS Contractors, Inc., in the amount of $704,645 has been reviewed and found to be in order. The bid is lower than the engineer’s estimate of $720,000. FS Contractors, Inc., has satisfactorily completed similar projects for the City in the past. The bid protest period has elapsed with no formal protests received. Staff recommends the award of the construction contract to the lowest responsive bidder, FS Contractors, Inc., for the bid amount of $704,645.
The project design, specifications, and Addendum No. 1 are available for review by request to the Public Works Department at [email protected] or (805) 449-2400.
The estimated project cost is as follows:
Survey Monument Preservation (previously approved on-call) $ 49,500 Inspection and Testing (future on-call) $ 27,500
Consulting Extra Services (budget for future on-call amendments) $ 15,000 Construction Contract (this action) $ 704,645 Construction Contingency (this action) $ 70,000 City Furnished Material and Supplies (this action) $ 5,000 $ 871,645
2025 Citywide Concrete Replacement and Sidewalk Repair Program MI 2609 May 13, 2025
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The estimated project timeline is as follows:
Start of Construction June 2025
Project Completion / Closeout Fall 2025
The project is categorically exempt from CEQA per section 15301 (repair/maintenance of an existing facility).
Community Outreach: Staff has established a public outreach plan for this project, with a particular focus on residents located adjacent to the project, as well as the general public. Various communication tools and strategies, including direct mailers to residents, press releases, website updates at https://toaks.gov/sidewalks, and social media posts will continue to be utilized to inform the public.
This project meets 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.
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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: Chandani Gunasekara, Engineering Associate Attachments:
Attachment #1 – Sidewalk Maintenance Sub-Quadrants
Attachment #2 – Locations of Improvements in Quadrants 1 and 4 – Area 1,2, and 3
Attachment #3 – Locations of Improvements in Quadrants 1 and 4 – Area 4 DPW: 850-20\ev\Council\051325\MI 2609\2025 Sidewalk and Concrete Replacement Program staff report.docx