TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:December 2, 2025
SUBJECT: Newbury Road and Kelley Road Drainage Improvements Project (CI 5330)
RECOMMENDATION:
1. Approve Professional Services Agreement with Glenn A. Rick Engineering and Development Company (Rick Engineering) of Santa Clarita, CA, to provide engineering services for the Newbury Road and Kelley Road Drainage Improvements Project (CI 5330) in the not-to-exceed amount of $231,165, plus extra services of $23,135 with a total not-to-exceed amount of $254,300, and a term ending December 31, 2026.
2. Authorize expenditure in the amount of $259,300 ($231,165 Agreement, plus extra services of $23,135 and $5,000 for City Furnished Materials and Supplies) from A/C #521-5210-631-8300 (Successor Agency Bond Proceeds-Improvements other than Buildings, CI 5330).
3. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $1,709,944 is included in the FY 2025-27 Adopted Capital Projects Fund Budget for Newbury Road and Kelley Road Drainage Improvements Project (CI 5330). The total estimated cost of the project is $1,709,300.
BACKGROUND:
The City’s stormwater conveyance network requires adequate capacity and sufficient maintenance of its drainage infrastructure to efficiently transport
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stormwater runoff away from structures and roadways. The existing 200-foot-long trapezoidal concrete channel located at the intersection of Newbury Road and Kelley Road (Attachment #1) has significantly deteriorated since its original construction in 1967. This channel was designed to convey stormwater collected from surrounding residential streets through a system of culverts and underground storm drainpipes, directing the flow to the Ventura County Watershed Protection District’s (VCWPD) South Branch Arroyo Conejo channel, via a 6-foot-wide reinforced concrete box culvert, beneath the US 101 Freeway.
Over the years following the channel’s original construction, the growth of surrounding trees and their root systems has undermined the structure and contributed to the damage and uplift of the concrete lining. Additional deterioration has resulted from curb openings that convey surface runoff from Newbury Road into the channel. The prolonged intrusion of water, combined with root growth from adjacent trees, has led to severe cracking and displacement of several sections of the channel walls.
DISCUSSION/ANALYSIS:
The proposed Newbury Road and Kelley Road Drainage Improvements Project (CI 5330) will reconstruct the deteriorated segments of the channel and address the underlying causes of the damage. The work will include removal of non- protected trees and root systems contributing to structural distress, as well as improvements to the surrounding stormwater runoff collection and conveyance systems.
Due to the project’s proximity to the US 101 Freeway sound wall, coordination with Caltrans and obtaining an encroachment permit to perform the work within the agency’s right-of-way will be required.
The services of a professional engineering firm are required to develop the plans and specifications for this project. 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) for the Newbury Road and Kelley Road Drainage Improvements Project (CI 5330). 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 a satisfactory performance of the services solicited. The award of a Professional Services Agreement is based upon a variety of factors that demonstrate the best value to the City 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.
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On September 5, 2025, a formal RFP/Q was publicly advertised in the Thousand Oaks Acorn newspaper and on the City’s e-procurement website for required professional consulting services on the Newbury Road and Kelley Road Drainage Improvement Project for design and bid support (Phase I), and construction engineering support (Phase II).
The RFP/Q was sent out to over 664 vendors, and a total of 79 vendors downloaded the RFP/Q document. On October 3, 2025, the City received three proposals as follows:
Vendor Location
Rick Engineering Santa Clarita, CA
MNS Engineering, Inc. Thousand Oaks, CA
KPFF, Inc. Los Angeles, CA
A team of four 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). Familiarity with local, state, and federal procedures. Quality, clarity, responsiveness, and conformance with terms of RFP/Q. Qualifications of key persons and subconsultants working on the project. Technical ability, creativity, and past experiences with the City. Reasonableness of schedule and estimated level of effort dedicated to completing each task.
After careful review and consideration of the proposals received, Rick Engineering was determined to best meet the evaluation criteria and the City’s needs for this project. A detailed scope of work and consulting fees have been negotiated and finalized with Rick Engineering. Staff recommends City Council approve the Professional Services Agreement with Rick Engineering (Attachment #2) for design and bid support services (Phase I). Upon successful completion of Phase I, staff will return to City Council for authorization to advertise the project for construction bids, and subsequently, authorization to award the construction contract and amend Rick Engineering’s agreement to provide professional services for construction engineering support services (Phase II).
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ESTIMATED PROJECT COST SUMMARY
Design and Engineering (this action) $ 231,165 Design Extra Services (this action) $ 23,135 City Furnished (this action) $ 5,000
Construction Estimate (future action) $ 1,450,000 Total Estimated Project Cost $ 1,709,300
PROJECT TIMELINE
Design Winter 2025 - Summer 2026
Bid and Award Process Fall 2026
Construction Winter 2026 - Spring 2027
Community Outreach: The design phase of this project is not expected to adversely impact any neighboring residences. Public Outreach will be performed during subsequent phases of the project, before and during construction activities.
This project meets City Council’s Top Ten Priorities #9 to “Public Works Infrastructure Investments.”
CIP PROJECT PRIORITY (as outlined in FY 2025-2026 and FY 2026-2027 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 Newbury Road and Kelley Road Drainage Improvements Project (CI 5330) December 2, 2025
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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 documents for Rick Engineering are included as Exhibit C 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: George Yacoub, Engineering Assistant
Attachments:
Attachment #1 – Vicinity and Location Maps
Attachment #2 – Professional Services Agreement with Rick Engineering DPW: 850-20\ev\Council\120225\CI 5330\Newbury Kelley Drainage Improvements Project staff report.docx