TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:September 9, 2025
SUBJECT: Hill Canyon Treatment Plant Biosolids Conveying and Storage Improvements Project (CI 5683)
RECOMMENDATION:
1. Approve Professional Services Agreement with HDR Engineering, Inc. (Ventura, CA) for preparation of condition assessment, plans, and specifications for the Hill Canyon Treatment Plant (HCTP) Biosolids Conveying and Storage Improvements Project (CI 5683), in an amount not to exceed $95,800, plus extra services of $9,580, with a term ending June 30, 2026.
2. Authorize expense in the amount of $105,380 ($95,800 agreement, plus extra services of $9,580) from A/C #624-8250-682-8300 (Wastewater Fund – Capital Improvements, CI 5683).
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. $500,000 is included in the Adopted FY 2025-26 Wastewater Fund Capital Budget, with $895,000 in available carryover budget for a total available budget of $1,395,000. The total estimated cost of the project is $1,395,000. Additional funding may be requested at the time of construction contract award, depending on the bids received.
BACKGROUND:
The City’s HCTP provides tertiary-level wastewater treatment for the City. HCTP was constructed in the 1960s with major improvements completed over the following decades. As part of the wastewater treatment process a product referred to as biosolids is generated and must be removed from the treatment plant as a dewatered/dried product. This product is trucked to a remote off-site location for
HCTP Biosolids Conveying and Storage Improvements Project (CI 5683) September 9, 2025
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disposal and reuse. The current protocol involves dewatering the product at HCTP using specialized equipment (Attachment #1). The resulting dewatered product, which may still hold some residual moisture, is then placed on a conveyor belt and subsequently dropped into a staged trailer. The trailer is monitored and filled over time, and the product is either spread in the drying beds for further dewatering before trucking off-site, or it is trucked off-site without further drying. The dewatering process is occurring at the HCTP 24 hours a day, seven days a week.
As part of the City’s HCTP Master Plan (2020), the need for flexible biosolids handling was identified. This flexibility could involve trucking biosolids directly from the dewatering press discharge conveyor into hauling trailers, transporting the biosolids to a nearby location for management and processing, or hauling at a later time. The goal for this project is to implement an alternative conveyance and storage facility in the drying beds. This change will allow staff to focus on different operational functions and duties instead of constantly monitoring the biosolids load in the hauler or trailer.
The scope for this project includes an initial preliminary design report that outlines various products and configurations for the biosolids conveyance system, including their alignment, orientation, and sizing. Additionally, the report will provide preliminary layouts and details regarding the necessary storage facility options to temporarily house the biosolids prior to their later being either processed or trucked away. Once the preliminary design report is completed, the recommendations will be used to prepare a set of construction-ready plans and specifications.
DISCUSSION/ANALYSIS:
Recognizing the complexities involved in the conveyance process and biosolids management, an engineering consulting firm is needed to review the current procedures and make recommendations. The goal is to receive recommendations for improving the efficiency of handling this material in alignment with the City’s objectives.
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 HCTP Biosolids Conveying and Storage Improvements Project (CI 5683) September 9, 2025
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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 April 18, 2025, in the Thousand Oaks Acorn newspaper and on the City’s procurement website.
Proposals were received on June 30, 2025, from the following three (3) consulting firms:
1. HDR Engineering, Inc. Ventura, CA
2. AECOM Westlake Village, CA
3. Kennedy Jenks Oxnard, 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, HDR Engineering, Inc. (HDR), 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 HDR. Staff recommend approval of the Professional Services Agreement with HDR (Attachment #2).
ESTIMATED PROJECT COST SUMMARY
Preliminary Design Report (this action) $ 95,800
Extra Services (this action) $ 9,580
Final Design and Engineering (future) $ 450,000
City Furnished Materials/Supplies (future) $ 5,000
Construction Phase (future) $ 834,620
Total Estimated Project Cost for CI 5683 $ 1,395,000
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The tentative schedule for completion of the project is as follows:
PROJECT TIMELINE
1. Preliminary Design Report Fall 2025 – Winter 2026
2. Design Services Winter 2026 – Fall 2026
3. Bid and Award of Construction Contract Fall 2026
4. Construction Winter 2027 – Fall 2027
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)]. The proposed preliminary design report study is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment.
Community Outreach: This project will be limited to work at HCTP and is not expected to impact any neighboring residences.
This project meets City Council’s Top Ten Priorities #8 and #9, “Environmental Sustainability” and “Public Works Infrastructure Investments.” CIP PROJECT PRIORITY (as outlined in FY 2025-26 and FY 2026-27 CIP Program Budget)
Priority Three – Nice to do and would contribute to quality of life, but not essential.
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 HCTP Biosolids Conveying and Storage Improvements Project (CI 5683) 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.
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 HDR Engineering, Inc.
DPW: 850-20\etm\Council\2025\090925\CI 5683\ Biosolids Conveying and Storage Improvements staff report.docx