TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:September 23, 2025
SUBJECT: Hill Canyon Treatment Plant North Headworks Facility In-Plant Valve Installation (CI 5637)
RECOMMENDATION:
1. Approve the project design, plans, specifications and Addenda Nos. 1 and 2 for construction of the In-Plant Valve Installation Project (CI 5637) located at the Hill Canyon Treatment Plant North Headworks facility.
2. Waive purchasing process requirement under Thousand Oaks Municipal Code 3-10.303 requiring pre-authorization to bid for projects over $220,000.
3. Award construction contract for the In-Plant Valve Installation Project (CI 5637) to Toro Enterprises, Inc., of (Oxnard, CA), in the amount of $312,300, plus a contingency of $31,230.
4. Authorize expense in the amount of $373,530 ($312,300 construction contract, $31,230 construction contract contingency, and $30,000 for construction support services and materials testing) from A/C #624-8250-682-8300 (Wastewater Fund – Capital Improvements – CI 5637).
5. Delegate authority to the City Engineer to approve changes in the design, plans, specifications and working details of the project on work directives and change orders up to the project approved contingency amount.
6. Find that the Project is Categorically Exempt from California Environmental Quality Act (CEQA) pursuant to 14 CCR 15302 (replacement/reconstruction of an existing facility).
LEVINE ACT ITEM: No
HCTP North Headworks Facility In-Plant Valve Installation (CI 5637) September 23, 2025
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FINANCIAL IMPACT:
No Additional Funding Requested. $270,000 is included in the Adopted FY 2025-26 Wastewater Capital Fund Budget for CI 5637, along with $701,000 in carryover for a total of $971,000.
BACKGROUND:
The City’s Hill Canyon Treatment Plant (HCTP) provides tertiary-level wastewater treatment for the entire community of Thousand Oaks. The HCTP was constructed in the 1960s with major improvements completed over the following decades. Wastewater collected throughout the City flows into the HCTP from the north (Unit Y) and the south (Unit W) pipelines. Two 18-inch diameter influent pipelines enter the HCTP from Unit Y as inverted siphons. A flow meter structure is located within the HCTP, along with an influent valve and a corresponding piping arrangement. This setup enables staff to switch the flow between the two pipelines or bypass the meter structure entirely. This flexibility has proven highly beneficial for HCTP staff.
The eight isolation valves (four plug valves and four knife gate valves) have outlived their service life and are in need of replacement. The north plant is the oldest treatment train at the HCTP. The original installation buried the plug valves, making the needed maintenance extremely difficult.
In addition to replacing the eight valves, several other enhancements are being implemented at the HCTP as part of this project (Attachment #1). Specifically, two reinforced concrete valve vaults are being added to keep the valves accessible.
This will allow HCTP staff to perform regular maintenance more easily, and future replacements will be significantly easier to perform. The work associated with this project involves excavating and exposing the existing plug valves, installing the valves provided by the City, and installing two pre-cast concrete vaults.
DISCUSSION/ANALYSIS:
Despite the engineer's initial estimate being below the threshold for formal bidding, staff proceeded to issue the project plans and specifications for open bidding. The Notice Inviting Bids was publicly advertised in the Thousand Oaks Acorn newspaper and posted on the City’s procurement website on June 27, 2025. Per the Public Contract Code Section 22037 and Thousand Oaks Municipal Code 3-
10.306, the project request for bids must be formally advertised for more than 30 days. Five bids were received and publicly opened on August 13, 2025. The bid results are as follows:
HCTP North Headworks Facility In-Plant Valve Installation (CI 5637) September 23, 2025
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Bidder Bid
1 Estate Design and Construction Inc. (Los Angeles, CA) $148,900.00 2 Cedro Construction Inc. (Santa Paula, CA) $263,783.00 3 Toro Enterprises, Inc. (Oxnard, CA) $312,300.00
4 Blois Construction, Inc. (Oxnard, CA) $315,713.00
5 Cushman Contracting Corp. (Goleta, CA) $484,100.00
All bids received for this project are higher than the engineer's estimate of $145,000. The engineer’s estimate was based on previous construction project bids for similar work; however, the costs in the construction market remain volatile and staff believe the bids are within reason.
The City of Thousand Oaks purchasing policy requires City Council approval for authorization to advertise and solicit bids for projects exceeding $220,000. Though the engineer’s estimate was below the $220,000 threshold, the formal bid process for Public Work Projects was followed. Unexpectedly, the received bids were over $220,000, and as such, the City Council authorization to bid requirement of the City’s purchasing policy was not followed. Therefore, staff is recommending that City Council waive the required bid authorization procedure.
All other bid advertising and noticing requirements under the formal bidding procedures were followed. The bids received reflect the current construction market cost of the project, which is influenced by uncertainty related to materials procurement pricing. This uncertainty has pushed the project over the $220,000 formal bidding threshold, triggering this request for a City Council waiver.
The bid package and information submitted by the apparent lowest bidder (Estate Design and Construction, Inc.) was withdrawn by the bidder. Staff reviewed the bid package from the next lowest bidder, Cedro Construction, Inc., and it was deemed non-responsive because it lacked “5 projects with similar scope and complexity.” Therefore, the third lowest bid received from Toro Enterprises, Inc. (Toro) for $312,300 is the lowest responsive bid.
The bid package submitted by Toro has been reviewed and found to be in order, and no bid protests have been received. Staff recommends awarding the construction contract in the amount of $312,300 to Toro, plus a contingency of $31,230. Toro has completed similar projects for the City in the past. Construction Phase Support services to be supplied under existing City contract with Phoenix Civil Engineering, Inc. (Contract No. 13281-2023).
HCTP North Headworks Facility In-Plant Valve Installation (CI 5637) September 23, 2025
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The estimated overall project cost breakdown is as follows:
Engineering & Project Management Support (previously approved) $ 35,000 Construction Contract (this action) $ 312,300
Construction Contingency (this action) $ 31,230
Construction Phase Support Services (this action) $ 30,000 Replacement Isolation Valves (previously approved) $ 58,632.95 Total Estimated Cost $ 467,162.95
The construction phase is anticipated to start by Fall 2025 and is expected to be fully completed by early 2026. To shorten the construction timeline, the City has pre-purchased the replacement isolation valves, which will be installed by the Contractor.
The project plans, specifications, and Addenda Nos. 1 and 2 were completed by Phoenix Civil Engineering, Inc. and approved by City staff in Summer 2025. These documents are available for review by request to the Public Works Department by e-mail at [email protected] or by phone at (805) 449-2400.
The project is categorically exempt from CEQA per section 15302 (replacement/reconstruction of an existing facility).
This project meets City Council’s Top Ten Priorities #8 and #9, “Environmental Sustainability” and “Public Works Infrastructure Investments.” Community Outreach: The CI 5637 Project is located at the HCTP, 9600 Santa Rosa Road, Camarillo, CA 93012, and is not expected to impact any neighboring residences.
CIP PROJECT PRIORITY (as outlined in FY 2025-26 and FY 2026-27 CIP Program Budget)
Priority Two – Necessary, but not essential, and there could be consequences if deferred.
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HCTP North Headworks Facility In-Plant Valve Installation (CI 5637) September 23, 2025
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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 – Vicinity and Location Maps
DPW: 850-20\ev\Council\2025\092325\CI 5637\ HCTP North Plant Valve Replacement Project staff report.docx