TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:September 23, 2025
SUBJECT: Improvements at Kelley (CI 5752), Lang Ranch (CI 5753), Meadows (CI 5754), and Oakbrook (CI 5755) Reservoir and Pump Station Projects
RECOMMENDATION:
1. Approve the project design, specifications, and Addenda Nos. 1 and 2 for the Improvements at Kelley (CI 5752), Lang Ranch (CI 5753), Meadows (CI 5754), and Oakbrook (CI 5755) Reservoir and Pump Station Projects.
2. Award construction contract to Filanc (Escondido, CA) in the amount of $1,235,100, plus a contingency of $123,510 for construction of the Improvements at Kelley (CI 5752), Lang Ranch (CI 5753), Meadows (CI 5754), and Oakbrook (CI 5755) Reservoir and Pump Station Sites.
3. Approve Professional Services Agreement with AECOM Technical Services, Inc. (AECOM) (Westlake Village, CA), for construction support services for the Improvements at Kelley (CI 5752), Lang Ranch (CI 5753), Meadows (CI 5754), and Oakbrook (CI 5755) Reservoir and Pump Station Projects in the amount of $198,871, plus $19,887 for extra services, with the term of the agreement through December 31, 2026.
4. Authorize expense in the amount of $1,587,368 ($1,235,100 construction contract, $123,510 construction contingency; $198,871 consultant agreement, and $19,887 in extra services; and $10,000 for City furnished materials and supplies) as follows:
•$708,351 ($573,700 construction contract; $57,370 construction contingency; $67,983 consultant agreement, $6,798 in extra services, and $2,500 for City furnished materials and supplies) from A/C #613-8030-682- 8300 (Water Capital Fund Improvements CI 5752 Improvements at Kelley Reservoir and Pump Station).
•$591,123 ($455,900 construction contract; $45,590 construction contingency; $79,212 consultant agreement, $7,921 in extra services, and $2,500 for City furnished materials and supplies) from A/C #613-8030-682-
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8300 (Water Capital Fund Improvements CI 5753 Improvements at Lang Ranch Reservoir and Pump Station).
•$174,943 ($126,000 construction contract; $12,600 construction contingency; $30,766 consultant agreement, $3,077 in extra services, and $2,500 for City furnished materials and supplies) from A/C #613-8030-682- 8300 (Water Capital Fund Improvements CI 5754 Improvements at Meadows Reservoir).
•$112,951 ($79,500 construction contract; $7,950 construction contingency; $20,910 consultant agreement, $2,091 in extra services, and $2,500 for City furnished materials and supplies) to A/C #613-8030-682-8300 (Water Capital Fund Improvements CI 5755 Improvements at Oakbrook Reservoir).
5. Delegate authority to the City Engineer to approve changes to the project's design, specifications, and working details on work directives and change orders up to the project-approved contingency amounts.
6. Find that the project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to Title 14, California Code of Regulations, Section 15301, Class 1 – Existing Facilities (repair and maintenance of an existing facility).
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. The Adopted FY 2025-26 Water Capital Fund Budget currently includes $600,000 for CI 5752 (Kelley Pump Station Improvements); however, the contracted construction costs under this action are estimated at $708,351, therefore staff will complete an administrative budget appropriation transfer of $108,351 from CI 5753 (Lang Ranch Pump Station Improvements) to CI 5752 (Kelley Pump Station Improvements). The total project cost for all four sites is estimated at $1,587,368, which is below the total four- project budget of $2,080,000.
BACKGROUND:
The City’s Public Works Department is responsible for managing the City's water storage and distribution infrastructure, which includes 11 Calleguas Municipal Water District (Calleguas) turnouts (connections to the Calleguas supply), four hydropneumatic pump stations, 16 pump stations, 16 reservoirs, and two booster stations. Many of these facilities have been in operation for over 50 years and require upgrades to meet current operational standards and address community expectations. Essential improvements are needed to enhance wildfire resilience, Improvements at Reservoir and Pump Station Sites Projects September 23, 2025
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improve site drainage, prevent accidental tank overflows, safeguard pump and electrical equipment, secure enclosures, and add emergency generators and disinfection boosting stations.
In March of 2023, a formal Request for Proposals/Qualifications (RFP/Q) was issued for providing engineering design, preparation of the contract documents, and engineering support services during the bid process and the construction phase of the improvements at all applicable citywide reservoir and pump station sites. Subsequently, on June 20, 2023, City Council awarded a Professional Services Agreement (under CI 5520) for $399,055 to AECOM for the design and bid phase of improvements at all citywide reservoir and pump station sites, with the construction phase support services to be awarded to AECOM at the time of construction contract award. Amendments Nos. 1 and 2, increasing AECOM’s total contract amount to $538,464, were subsequently approved for additional design and bid phase services, including the addition of emergency generators and disinfection boosting stations at several pump station sites. Upon completion of the design phase for the citywide reservoir and pump station sites, individual projects were created for the construction phase. The construction of improvements at Kelley (CI 5752), Lang Ranch (CI 5753), Meadows (CI 5754), and Oakbrook (CI 5755) Reservoir and Pump Station sites are grouped under one construction contract with a separate bid schedule for each site.
DISCUSSION/ANALYSIS:
The proposed improvements at the Kelley, Lang Ranch, Meadows, and Oakbrook Reservoir and Pump Stations are designed to enhance operational efficiency, reliability, and resilience of these critical infrastructure sites, particularly against wildfire risks (Attachment #1).
At Kelley Reservoir and Pump Station (CI 5752), the upgrades will include driveway improvements such as the removal and replacement of existing asphalt pavement, enhancements to the driveway entrance at Whitegate Road, installation of a new canopy, and fire-hardening roof upgrades to better protect the pump station from wildfire hazards.
For Lang Ranch Reservoir and Pump Station (CI 5753), roof enhancements will be implemented to bolster fire resilience. Additional improvements include the installation of protective canopies over electric motors to shield them from environmental damage, extending their service life and reducing maintenance needs. The project also involves constructing short retaining walls, removing and replacing asphalt concrete (AC) pavement, and excavating six inches of base material to expose the tank pad weepholes, which helps prevent corrosion.
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At Meadows Reservoir (CI 5754), upgrades include vault access improvements, such as the installation of a new access gate and safety railings along the vault edge, and the addition of canopies to protect critical equipment from weather exposure. At Oakbrook Reservoir (CI 5755), a new canopy will also be installed to shield essential equipment from the elements. These infrastructure upgrades are essential for maintaining the long-term functionality and resilience of the City’s water distribution system, especially in light of increasing wildfire threats and other emergency conditions.
AECOM previously completed the design and engineering services for the reservoir and pump station improvements design and bid phases under CI 5520, including preparation of plans and specifications for the Kelley (CI 5752), Lang Ranch (CI 5753), Meadows (CI 5754), and Oakbrook (CI 5755) Reservoir and Pump Station Sites. While construction support services are typically added via a contract amendment, in order to maintain separate accounts for individual CI numbers, staff is recommending executing a new Professional Services Agreement with AECOM in the amount of $198,871, plus $19,887 for extra services, for construction support services in connection with the four pump station improvements projects under CI 5752, CI 5753, CI 5754, and CI 5755 (Attachment #2).
City Council authorized the bid advertisement for the four pump station improvement projects on July 8, 2025. The Notice Inviting Bids was published on July 11, 2025, in the Thousand Oaks Acorn newspaper and posted on the City’s procurement website. Bids were publicly opened on August 13, 2025, with seven bids received as follows:
Bidder Bid
1 Filanc (Escondido, CA) $ 1,235,100
2. West Valley Investment Group, Inc. (Tarzana, CA) $ 1,392,500
3. GSE Construction Company, Inc. (Livermore, CA) $ 1,512,300
4. Pacific Hydrotech Corporation (Perris, CA) $ 1,755,500
5. Canyon Spring Enterprises (Temecula, CA) $ 1,884,000
6. Argo Engineering, Inc. (Agoura Hills, CA) $ 1,919,841
7. Metro Builders & Engineers Group, Ltd (Newport Beach, CA) $ 2,146,127 The lowest bid from Filanc (Escondido, CA), in the amount of $1,235,100, is lower than the engineer’s estimate of $1,676,000. The bid package by Filanc has been reviewed and found to be in order and the bid protest period has elapsed with no formal protests received. Staff recommend awarding the construction contract in the amount of $1,235,100 to Filanc.
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The following is the cost breakdown per project location:
Improvements at Kelley Reservoir and Pump Station (CI 5752):
Construction Contract (this action) $ 573,700
Contingency (this action) $ 57,370
Consultant Support Services (this action) $ 67,983
Consultant Extra Services (this action) $ 6,798
City Furnished Material and Supplies (this action) $ 2,500 $ 708,351
Improvements at Lang Ranch Reservoir and Pump Station (CI 5753):
Construction Contract (this action) $ 455,900
Contingency (this action) $ 45,590
Consultant Support Services (this action) $ 79,212
Consultant Extra Services (this action) $ 7,921
City Furnished Material and Supplies (this action) $ 2,500 $ 591,123
Improvements at Meadows Reservoir (CI 5754):
Construction Contract (this action) $ 126,000
Contingency (this action) $ 12,600
Consultant Support Services (this action) $ 30,766
Consultant Extra Services (this action) $ 3,077
City Furnished Material and Supplies (this action) $ 2,500 $ 174,943
Improvements at Oakbrook Reservoir (CI 5755):
Construction Contract (this action) $ 79,500
Contingency (this action) $ 7,950
Consultant Support Services (this action) $ 20,910
Consultant Extra Services (this action) $ 2,091
City Furnished Material and Supplies (this action) $ 2,500 $ 112,951
GRAND TOTAL $1,587,368
The tentative schedule for completion of the project is as follows:
Start of Construction October 2025
Project Completion Summer 2026
The Improvements at Kelley, Lang Ranch, Meadows, and Oakbrook Reservoir and Pump Station Sites are categorically exempt from CEQA per Section 15301 (repair/ maintenance of an existing facility).
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The project design, plans, and specifications are available for review upon request to the Public Works Department by e-mail at [email protected] or by phone at (805) 449-2400.
These projects meet City Council’s Top Ten Priorities #9, “Public Works Infrastructure Investments.”
Community Outreach: A public outreach plan has been established, with a focus on residents located adjacent to the project as well as the general public. Project website updates will be utilized to inform the public and receive feedback. Additionally, before the start of the construction, construction notices will be mailed to all property owners in the project area, and intermittent special notices will be delivered to individual properties impacted by specific issues.
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. The completed Levine Act form for AECOM is included in the Agreement 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.
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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: Roner DelCastillo, Associate Engineer
Attachments:
Attachment #1 – Vicinity and Location Maps
Attachment #2 – Professional Services Agreement with AECOM Documents Provided Under Separate Cover:
#1 – Project Plans, Specifications and Addendum No. 1 and 2 DPW: 850:20\ev\Council\2025\092325\CI5752CI5753CI5754CI 5755\Improvements at Reservoir and Pump Station Sites staff report.docx