TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:June 24, 2025
SUBJECT: Program Management Support for Water and Wastewater Capital Improvement Projects
RECOMMENDATION:
1. Approve First Amendment to Professional Services Agreement Contract No. 13281-2023 with Phoenix Civil Engineering, Inc. (Santa Paula, CA) for Water and Wastewater Capital Improvement Projects Management Support for Capital Improvement Projects in the amount of $780,000, for a revised not-to-exceed amount of $1,680,000, and one-year extension of term to June 30, 2027.
2. Authorize expense in the amount of $780,000 in various Water and Wastewater Funds capital accounts as program management services are rendered.
3. Find that this action is not a project defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time required to prepare the amendment and staff report, and $780,000 is included in the Adopted FYs 2025- 27 Water and Wastewater Fund Capital Budgets.
BACKGROUND:
The City provides water and wastewater services to Thousand Oaks residents and businesses. The City’s wastewater service area covers nearly 38,000 customers, representing more than 100,000 residents via 415 miles of wastewater pipelines and 8,300 maintenance holes in the City's wastewater system. The wastewater is conveyed to and treated at the Hill Canyon Treatment Plant (HCTP), which has a
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14 million-gallon-per-day capacity, advanced tertiary wastewater treatment plant. In addition, the City’s water system serves approximately 17,000 customer accounts with a population of over 50,000. The City’s Public Works Department manages and operates the water storage and distribution facilities consisting of 11 Calleguas turnouts, four hydropneumatic pump stations, 16 pump stations, 16 reservoirs, and two booster stations.
The City’s large water distribution and wastewater collection and treatment systems require ongoing maintenance and rehabilitation projects that necessitate significant engineering support. Projects range in size from simple engineering solutions that can be handled in-house, to large and complex projects that require the solicitation of professional service consultants for design and/or construction.
On June 20, 2023, following a competitive Request for Proposals/Qualifications (RFP/Q) process, City Council awarded a Professional Services Agreement (Contract No. 13281-2023) to Phoenix Civil Engineering, Inc. (Phoenix) for Water and Wastewater Capital Improvement Project Management Support Services, in the amount of $900,000 through June of 2026, to assist in advancing the backlog of water and wastewater capital and maintenance improvement projects across the City and at the HCTP. Phoenix was selected based on their extensive regional experience and expertise with both water and wastewater facility design, engineering, construction, maintenance, and program management.
Phoenix has been providing a high level of professional project management support during the term of the agreement in assisting staff with completing several water and wastewater projects through the design and construction phase, which include a total of nine major projects completed and 11 additional projects in progress. Phoenix has also performed project management, design, and engineering support services on multiple smaller projects. Major projects that have been completed or are currently in progress include, but are not limited to, the following:
SAMPLE OF MAJOR PROJECTS COMPLETED:
•Unit Y2 Interceptor Improvements (CI 5328)
•Fats, Oils, and Grease Stations Upgrades (CI 5441)
•Digester Backup Boiler Upgrade (CI 5615)
•HCTP SCADA Upgrades (CI 5632)
•HCTP Misc Repairs FY 2023-25 (MI 2612) / Digester Roof Caulking Project (MI 2612)
•HCTP Metal Awning Replacement (CI 5742)
•Wendy Drive Sewer Main Replacement (CI 5744)
•Collections Square Maintenance Hole Upgrades (MI 2645) •HCTP Square Manhole Project (CI 5758)
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MAJOR PROJECTS IN PROGRESS:
•Wilder Reservoir Improvements (CI 5294)
•HCTP Bioreactors Electrical Upgrades (CI 5440)
•HCTP Facility Stormwater Diversion (CI 5427)
•Unit W Improvements (CI 5445)
•Cogeneration Facility Upgrade (CI 5613)
•Electrical Classification and Compliance Upgrades (CI 5622) •Biosolids Conveying and Storage Improvements (CI 5683) •HCTP Slope Stabilization Project (CI 5736)
•Collections Master Plan Update (MI 2589)
•HCTP Tertiary Filters Rehabilitation (MI 2590)
•HCTP Electrical Classification & Compliance (MI 2625)
ADDITIONAL PROJECTS IN ADOPTED FY 2025-26 & FY 2026-27 CIP BUDGET:
•Freeway Reservoir Access Road Improvements (CI 5280)
•Grissom Reservoir Number 1 and 2 Improvements (CI 5402) •Freeway Reservoir Improvements (CI 5448)
•Pipeline Upgrades Near Calleguas Turnouts Phase I (CI 5493) •Pipeline Upgrades Near Pederson Pump Station Phase II (CI 5494) •Unit W Pipe and Maintenance Hole Lining Project Phase II (CI 5641) •Collections Square Maintenance Hole Upgrades Phase II (CI 5786) •Hill Canyon Creek Restoration Project (CI 5822)
•Unit W and Y Creek Crossing Improvements Project (CI 5823) •Hill Canyon Treatment Plant GIS Implementation (MI 2650) DISCUSSION/ANALYSIS:
As noted above, Phoenix is currently overseeing the update of the Wastewater Collection System Master Plan (MI 2589). This update aims to reassess the Wastewater Collection System and address future maintenance needs and infrastructure improvements. The plan will help staff prioritize capital improvement projects to ensure the collection system operates efficiently and complies with all regulations. In addition, the 10 new projects added to the CIP budget will be added to the scope of the Project Management agreement.
Due to the high volume and complexity of the ongoing and upcoming Capital Improvement Program (CIP) projects across the City and at the HCTP, it is recommended to extend the Agreement for the Program Manager's services at this time rather than wait for the end of the first term. This extension will secure Phoenix’s services through the end of the newly added projects and help ensure the effective delivery of both current and future projects. Phoenix will continue to be responsible for providing project management and engineering support services to complete specific capital projects assigned by City staff.
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Staff recommends the First Amendment to the Professional Services Agreement with Phoenix (Attachment #1) to increase the contract amount by $780,000 for additional Water and Wastewater Project Management Support services that are needed for FY 2025-26 as well as through the end of the additional one-year extension through FY 2026-27, which will coincide with the full term of the recently adopted two-year Capital Improvement Program Budget.
Many of the projects are currently in progress, with an additional 10 newly assigned projects approved by City Council as part of the FY 2025-26 and FY 2026-27 CIP Budget listed in the First Amendment. No additional budget appropriation is requested as sufficient funding exists in the FY 2025-26 and FY 2026-27 Water and Wastewater Fund Capital Budgets.
This action meets City Council’s Top Ten Priorities #7, “Public Works + Infrastructure Investments” across the community.
CIP PROJECT PRIORITY: The projects include capital improvement initiatives from the Adopted FY 2025-26 and FY 2026-27 Capital Improvement Program Budget.
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.
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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: Paul Weinstein, Associate Analyst
Attachments:
Attachment #1 – First Amendment to Professional Services Agreement with Phoenix
DPW: 850-20\ev\Council\2025\062425\Amendment to PM Support for W and WW Impv Project staff report.docx