TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:May 13, 2025
SUBJECT: Arboles (CI 5747), Sunset No. 1 (CI 5749), Sunset No. 2 (CI 5750), and Sunset No. 3 (CI 5751) Pump Station Improvement Projects RECOMMENDATION:
1. Approve the project design, specification, and Addenda Nos. 1 and 2 for Arboles (CI 5747), Sunset No. 1 (CI 5749), Sunset No. 2 (CI 5750), and Sunset No. 3 (CI 5751) Pump Station Improvement Projects.
2. Award construction contract to Pacific Hydrotech Corporation (Perris, CA) in the amount of $1,056,670, plus a contingency of $105,667 for construction of the Arboles (CI 5747), Sunset No. 1 (CI 5749), Sunset No. 2 (CI 5750), and Sunset No. 3 (CI 5751) Pump Station Improvement Projects.
3. Approve Professional Services Agreement with AECOM Technical Services, Inc. (AECOM) (Westlake Village, CA), for construction support services for the Arboles (CI 5747), Sunset No. 1 (CI 5749), Sunset No. 2 (CI 5750), and Sunset No. 3 (CI 5751) Pump Station Improvement Projects in the amount of $175,000, plus $17,500 for extra services, with the term of the agreement through June 30, 2026.
4. Authorize budget appropriation and expense in the amount of $1,364,837 ($1,056,670 construction contract, $105,667 construction contingency; $175,000 consultant agreement, and $17,500 in extra services; and $10,000 for City furnished materials and supplies) as follows:
•$175,530 ($126,800 construction contract; $12,680 construction contingency; $30,500 consultant agreement, $3,050 in extra services, and $2,500 for City furnished materials and supplies) from A/C #613-0000-341- 9900 (Water Capital Fund Net Position) to A/C #613-8030-682-8300 (Water Capital Fund Improvements CI 5747 Improvements at Arboles Pump Station);
•$195,517 ($144,970 construction contract; $14,497 construction contingency; $30,500 consultant agreement, $3,050 in extra services, and $2,500 for City furnished materials and supplies) from A/C #613-0000-341-
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9900 (Water Capital Fund Net Position) to A/C #613-8030-682-8300 (Water Capital Fund Improvements CI 5749 Improvements at Sunset No.1 Pump Station);
•$406,640 ($320,400 construction contract; $32,040 construction contingency; $47,000 consultant agreement, $4,700 in extra services, and $2,500 for City furnished materials and supplies) from A/C #613-0000-341- 9900 (Water Capital Fund Net Position) to A/C #613-8030-682-8300 (Water Capital Fund Improvements CI 5750 Improvements at Sunset No. 2 Pump Station); and
•$587,150 ($464,500 construction contract; $46,450 construction contingency; $67,000 consultant agreement, $6,700 in extra services, and $2,500 for City furnished materials and supplies) from A/C #613-0000-341- 9900 (Water Capital Fund Net Position) to A/C #613-8030-682-8300 (Water Capital Fund Improvements CI 5751 Improvements at Sunset No. 3 Pump Station).
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 amounts.
6. 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:
$1,364,837 Increase to Adopted FY 2024-25 Water Capital Fund Budget. A $1,364,837 increase to the Adopted FY 2024-25 Water Capital Fund Budget is requested [$175,530 for the Improvements at Arboles Pump Station Project (CI 5747), $195,517 for the Improvements at Sunset No. 1 Pump Station Project (CI 5749), $406,640 for the Improvements at Sunset No. 2 Pump Station Project (CI 5750), and $587,150 for the Improvements at Sunset No. 3 Pump Station Project (CI 5751)] to proceed with the projects. The capital improvement projects were originally part of CI5520 and are now separated by pump station site into individual projects..
BACKGROUND:
The City’s Public Works Department is responsible for managing the City's water storage and distribution infrastructure, which includes 11 Calleguas Municipal Water District (Calleguas) turnouts (connections to the Calleguas supply), four hydropneumatic pump stations, 16 pump stations, 16 reservoirs, and two booster stations. Many of these facilities have been in operation for over 50 years and Pump Station Improvement Projects
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require upgrades to meet current operational standards and address community expectations. Essential improvements are needed to enhance wildfire resilience, improve site drainage, prevent accidental tank overflows, safeguard pump and electrical equipment, secure enclosures, and add emergency generators and disinfection boosting stations.
In March of 2023, a formal Request for Proposals/Qualifications (RFP/Q) was issued for providing engineering design, preparation of the contract documents, and engineering support services during the bid process and the construction phase of the improvements at all applicable citywide reservoir and pump station sites. Subsequently, on June 20, 2023, City Council awarded a Professional Services Agreement (under CI 5520) for $399,055 to AECOM for the design and bid phase of the improvements at all citywide reservoir and pump station sites, with the construction phase support services to be awarded to AECOM at the time of construction contract award. Amendments Nos. 1 and 2, increasing AECOM’s total contract amount to $538,464, were subsequently approved for additional design and bid phase services, including the addition of emergency generators and disinfection boosting stations at several pump station sites. Upon completion of the design phase for the citywide reservoir and pump station sites, individual projects were created for the construction phase. The construction of improvements at Arboles (CI 5747), Sunset No. 1 (CI 5749), Sunset No. 2 (CI 5750), and Sunset No. 3 (CI 5751) Pump Stations are grouped under one construction contract with a separate bid schedule for each site.
DISCUSSION/ANALYSIS:
The proposed improvements at the Arboles, Sunset No. 1, Sunset No. 2, and Sunset No. 3 Pump Stations (Attachment #1) aim to improve the operational efficiency and reliability and strengthen the resilience of these key infrastructure sites against wildfire risks. Specifically, the upgrades at Arboles and Sunset No. 1 Pump Stations include the removal of surge tanks, installation of air release valves, and roof enhancements designed to fire-harden the stations, significantly improving protection against wildfire hazards. Sunset No. 2 and Sunset No. 3 Pump Stations’ roof enhancements will be implemented to further reinforce fire resilience. Additionally, canopies will be added to protect the electric motors from environmental damage, which will help extend their operational lifespan and reduce the frequency of repairs. Drainage improvements at Sunset No. 3 will address existing deficiencies, enhancing the stability of slopes adjacent to the sites and preventing future erosion and water damage. These improvements are critical to ensuring the long-term functionality and resilience of the City's water distribution infrastructure, particularly in the face of increasing wildfire risks and other emergencies.
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AECOM successfully completed the design and preparation of the plans and specifications and provided bidding phase services for the Improvements at Arboles (CI 5747), Sunset No. 1 (CI 5749), Sunset No. 2 (CI 5750), and Sunset No. 3 (CI 5751) Pump Stations. While construction support services are typically added via a contract amendment, in order to maintain separate accounts for individual CI numbers, staff is recommending executing a new Professional Services Agreement with AECOM (Attachment #2) in the amount of $175,000, plus $17,500 for extra services, for construction support services in connection with the four pump station improvements projects under CI 5747, CI 5749, CI 5750, and CI 5751.
City Council authorized the bid advertisement for the four pump station improvements projects on February 25, 2025. The Notice Inviting Bids was published on February 28, 2025, in the Thousand Oaks Acorn newspaper and posted on the City’s procurement website. Bids were publicly opened on April 2, 2025, with three bids received as follows:
Bidder Bid
1 Pacific Hydrotech Corporation (Perris, CA) $ 1,056,670
2. J.R. Filanc Construction Company, Inc. (Escondido, CA) $ 1,111,960
3. Metro Builders & Engr’s Group. Ltd. (Newport Beach, CA) $ 1,866,000 The lowest bid from Pacific Hydrotech Corporation (Perris, CA), in the amount of $1,056,670, is lower than the engineer’s estimate of $1,637,000. 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 $1,056,670 to Pacific Hydrotech Corporation.
Improvements at Arboles Pump Station (CI 5747):
Construction Contract (this action) $ 126,800*
Contingency (this action) $ 12,680
Consultant Support Services (this action) $ 30,500
Consultant Extra Services (this action) $ 3,050
City Furnished Material and Supplies (this action) $ 2,500 $ 175,530
Improvements at Sunset No. 1 Pump Station (CI 5749):
Construction Contract (this action) $ 144,970*
Contingency (this action) $ 14,497
Consultant Support Services (this action) $ 30,500
Consultant Extra Services (this action) $ 3,050
City Furnished Material and Supplies (this action) $ 2,500 $ 195,517
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Improvements at Sunset No. 2 Pump Station (CI 5750):
Construction Contract (this action) $ 320,400*
Contingency (this action) $ 32,040
Consultant Support Services (this action) $ 47,000
Consultant Extra Services (this action) $ 4,700
City Furnished Material and Supplies (this action) $ 2,500 $ 406,640
Improvements at Sunset No. 3 Pump Station (CI 5751):
Construction Contract (this action) $ 464,500*
Contingency (this action) $ 46,450
Consultant Support Services (this action) $ 67,000
Consultant Extra Services (this action) $ 6,700
City Furnished Material and Supplies (this action) $ 2,500 $ 587,150
GRAND TOTAL $1,364,837
* The construction contract being awarded at $1,056,670 is for the four pump stations: CI 5747 (at $126,800), CI 5749 (at $144,970), CI 5750 (at $320,400), and CI 5751 (at $464,500).
The tentative schedule for completion of the project is as follows:
Start of Construction June 2025
Project Completion December 2025
The Improvements at Arboles, Sunset No. 1, Sunset No. 2, and Sunset No. 3 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.
These projects meet City Council’s Top Ten Priorities #7, “Public Works + Infrastructure Investments across the community.”
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 intermittent special notices will be delivered to individual properties impacted by specific issues.
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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. The completed Levine Act form is included in the Agreement (Attachment #2).
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
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 with AECOM Documents Provided Under Separate Cover:
#1 – Project Plans, Specifications and Addendum No. 1 and 2 DPW: 850-20\ev\Council\2025\051325\CI 5747 CI5749 CI 5750 CI 5751\Improvements at Pump Stations staff report.docx