TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:June 24, 2025
SUBJECT: Hill Canyon Treatment Plant Electrical Classification and Compliance Upgrades (CI 5622)
RECOMMENDATION:
1. Approve Third Amendment to Professional Services Agreement Contract No. 13406-2023 with P2S, Inc. (Long Beach, CA) for preparation of construction-ready plans and specifications for the Hill Canyon Treatment Plant (HCTP) Electrical Classification and Compliance Upgrades Project (CI 5622), in the amount of $29,950, for a revised amount not to exceed $239,031, with a term ending December 31, 2025.
2. Authorize expense in the amount of $29,950 from A/C #624-8250-682-8300 (Wastewater Fund – Capital Improvements, CI 5622).
3. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $2,550,000 is included in the Adopted FY 2024-25 Wastewater Capital Fund Budget and $450,000 in carryover budget for a total budget of $3,000,000 for CI 5622. Additional funding for construction costs may be requested at the time of construction contract award depending on bids received.
BACKGROUND:
The City’s HCTP provides tertiary-level wastewater treatment for the community of Thousand Oaks. Typical electrical systems at the HCTP include motor control centers, switchboards, electrical panels, motors for pumps, motorized equipment, electrical generators, etc.
HCTP Electrical Classification and Compliance Upgrades (CI 5622) June 24, 2025
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The City’s 2020 HCTP Master Plan determined that an assessment and evaluation of the electrical and mechanical ventilation systems was needed to fully comply with the National Fire Protection Association (NFPA) Standards 820 and 70E regulations related to fire and electrical protection. Standard 820 pertains to fire protection in wastewater treatment and collection facilities, while Standard 70E pertains to electrical protection in the workplace. Certain areas of the plant, by their nature, pose potential electrical hazards, including the anaerobic digesters, the headworks, and the two standby diesel generators.
Staff previously solicited a formal Request for Proposals/Qualifications (RFP/Q) for the overall design and engineering services for the project, starting with the preliminary design/design phase services under the HCTP Electrical Classification and Compliance Study Project (MI 2625), to be followed by the final design and construction phase under CI 5622 (Electrical Classification and Compliance Upgrades).
A Professional Services Agreement with P2S Engineering, Inc. (P2S) in the amount of $66,081 was executed under City Manager authority on September 12, 2023, for the MI 2625 Electrical Classification and Compliance Study. The study included a comprehensive assessment of the HCTP systems (electrical, mechanical) and development of an assessment report (PDR) outlining the recommendations from the analysis for the City to be compliant with NFPA 820 and 70E. The First Amendment to the Agreement in the amount of $8,000 for a new total not-to-exceed of $74,081 was processed under City Manager authority in April 2024, to include power system modeling.
P2S completed the electrical and mechanical system study and PDR under MI 2625 in 2024. On December 3, 2024, City Council awarded the Second Amendment to P2S’s contract in the amount of $135,000 for a total not-to-exceed of $209,081 for final design and engineering of the project under CI 5622 to cover all the deficiencies and improvements that were identified during the PDR process.
DISCUSSION/ANALYSIS:
During their final design efforts in 2025, P2S recommended modifying the existing Cogeneration Building (Attachment #1) to incorporate a one-hour-rated room enclosure on the existing mezzanine, adding an exhaust fan, and relocating panels to accommodate the new enclosure, ensuring the City achieves NFPA safety compliance. Staff recommends approval of the Third Amendment to the P2S Agreement in the amount of $29,950 for a total not-to-exceed of $239,031 to include the additional recommended design work (Attachment #2).
HCTP Electrical Classification and Compliance Upgrades (CI 5622) June 24, 2025
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ESTIMATED PROJECT COST SUMMARY
Study and Condition Assessment (previous) MI 2625 $ 66,081 First Amendment (previous) MI 2625 $ 8,000
Total Cost of PDR for MI 2625 $ 74,081
Final Design – Second Amendment (previous) CI 5622 $ 135,000 Extra Services (previous) CI 5622 $ 13,500
Third Amendment (this action) CI 5622 $ 29,950
City Furnished Materials/Supplies (future) CI 5622 $ 5,000 Construction (future) CI 5622 $ 2,816,550
Total Estimated Project Cost for CI 5622 $ 3,000,000 The tentative schedule for completion of the project is as follows:
PROJECT TIMELINE
Final Design and Engineering Winter 2025 – Summer 2025
Bid and Award Fall 2025
Construction Winter 2026 – Fall 2026
This action is not a project as defined under the CEQA because this action will not result in a direct or foreseeable indirect physical change in the environment [14 CCR 15060(c)].
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 2024-25 CIP Program Budget).
Priority Two – Necessary, but not essential, and there could be consequences if deferred.
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 HCTP Electrical Classification and Compliance Upgrades (CI 5622) June 24, 2025
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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: Paul Weinstein, Associate Analyst
Attachments:
Attachment #1 – Vicinity and Location Maps
Attachment #2 – Third Amendment to Contract No. 13406-2023 with P2S DPW: 850-20\ev\Council\2025\062425\CI 5622\HCTP Electrical Classification and Compliance Upgrades staff report.docx