TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:September 9, 2025
SUBJECT:Hydropneumatic Stations Backup Pump Replacements (CI 5672) RECOMMENDATION:
1. Approve Professional Services Agreement with AECOM Technical Services, Inc., (Westlake Village, CA) for preparation of a preliminary design report (PDR), plans, and specifications for the Hydropneumatic Pump Station Zone Improvement Project (CI 5672) in an amount not to exceed $70,406, plus extra services of $7,040, with a term ending September 30, 2026.
2. Authorize expense in the amount of $77,446 ($70,406 agreement, plus extra services of $7,040) from A/C #613-8050-682-8300 (Water Fund – Capital Improvements, CI 5672).
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. $1,992,652 in carryover budget is available in the FY 2025-26 Water Fund Capital Budget. The total estimated cost of the project is $1,757,040. Additional funding may be requested at the time of construction contract award, depending on the bids received.
BACKGROUND:
The City's water system serves over 17,000 customers and a population of approximately 50,000. The City receives treated imported water from the Calleguas Municipal Water District and distributes water to roughly 36 percent of the City via 16 water storage reservoirs that were constructed between 1961 and
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2002, with a total citywide storage capacity of over 35 million gallons. Thirteen of the reservoirs are above-ground steel reservoirs, and three are partially buried concrete reservoirs.
The City’s water system also includes four hydropneumatic pump stations/pressure zones: Grissom, Ventu, Sunset 3, and Kelly (Attachment #1). City staff have been managing the hydropneumatic pump stations for several decades, but the facilities are nearing the end of their useful life, and sourcing replacement components has become increasingly difficult. In addition, the sites require improvements to offer efficient everyday operation, as well as resiliency during fire events and power outages.
This project involves developing a PDR that outlines the current condition of the pump station equipment, as well as the demand requirements for pressure zones, both for domestic use and fire safety measures. The PDR will explore options for wildfire hardening by drawing on improvements and experiences from nearby agencies. Additionally, the report will include suggestions for potential improvements to the pump system along with any other necessary recommendations. Once the PDR is completed, these recommendations will guide the preparation of a set of construction-ready plans and specifications in a subsequent phase of the project.
DISCUSSION/ANALYSIS:
An engineering consulting firm is needed to design the project due to the complexity of the four hydropneumatic pump stations and the required fire and domestic flow needs, as well as potential options for fire hardening improvements.
In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, staff solicited a Request for Proposals/Qualifications (RFP/Q). Unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services should only be awarded to firms or persons who have demonstrated an adequate level of experience, competence, training, credentials, resources, staffing, and other professional qualifications necessary for more than satisfactory performance of the services solicited. The award of an RFP/Q is based upon a variety of factors that demonstrate the best value to the agency for the solicited scope of service. The cost of the service may be considered as one of those factors; however, the lowest cost is not the sole factor in deciding who will be awarded the contract.
A formal RFP/Q for professional services was publicly advertised on May 16, 2025, in the Thousand Oaks Acorn newspaper and on the City’s procurement website.
The project was viewed 623 times on OpenGov by registered vendors and had Hydropneumatic Pump Station Zone Improvement Project (CI 5672) September 9, 2025
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seven registered potential applicants that started a response. Proposals were received on June 19, 2025, from the following two (2) consulting firms:
1. AECOM Technical Services, Inc. Westlake Village, CA
2. MKN & Associates, Inc. Arroyo Grande, CA
A team of Public Works engineering and operations staff evaluated the proposals based on the following criteria:
•Project understanding and approach.
•Relevant experience (projects of similar size and scope). •Quality, clarity, responsiveness, and conformance with the terms of the RFP/Q.
•Qualifications and availability of key persons working on the project. •Team (sub-consultants) qualifications.
•Reasonableness of schedule and estimated level of effort dedicated to completing each task.
After careful review and consideration of the firms’ qualifications and project team/approach, AECOM Technical Services, Inc. (AECOM) was determined to be the most qualified to meet the City’s needs for this project. A detailed scope of work and consulting fees schedule have been negotiated and finalized with AECOM. Staff recommend approval of the Professional Services Agreement with AECOM (Attachment #2).
AECOM will review the existing pump station systems, assess the demands of the pressure zones, explore wildfire hardening options, and provide recommendations. The goal is to create a more efficiently operated system that meets the domestic and fire demands of the pressure zone and is fortified to withstand potential future fire events.
ESTIMATED PROJECT COST SUMMARY
Engineering/Design including extra services (this action) $ 77,446 Construction phase estimate, including support and
contingency (future action) $ 1,679,594
Total Estimated Project Cost for CI 5672 $ 1,757,040
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The estimated project timeline is as follows:
Preliminary Design Report Preparation Fall 2025 – Spring 2026 Final Design Spring 2026 – Fall 2026
Bid and Award of Construction Contract Fall 2026
Construction Winter 2027 – Fall 2027
While the action of awarding this professional services agreement is not a project as defined under CEQA, the proposed preliminary design report study is covered by the general rule that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Therefore, this action is not a project as defined under CEQA because this action will not result in a direct or foreseeable indirect physical change in the environment [14 CCR 15060(c)].
Community Outreach: This project will be limited to work at the pump stations and is not expected to impact any neighboring residences.
This project meets City Council’s Top Ten Priorities #9, “Public Works Infrastructure Investments.”
CIP PROJECT PRIORITY (as outlined in FY 2025-26 and 2026-27 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 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 Hydropneumatic Pump Station Zone Improvement Project (CI 5672) September 9, 2025
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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 for AECOM is included in Attachment #2.
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 – Professional Services Agreement with AECOM DPW: 850-20\ev\Council\2025\090925\CI5672\Hydro Pump Station Zone Improvements staff report.docx