TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:December 2, 2025
SUBJECT: Water Mainline Replacement Project (CI 5642)
RECOMMENDATION:
1. Approve Professional Services Agreement with MNS Engineers, Inc. (Santa Barbara, CA) to provide the engineering and design services of the Water Mainline Replacement Project (CI 5642) in a not-to-exceed amount of $262,205, plus extra services of $26,295 with a total not-to-exceed amount of $288,500, and a term ending December 31, 2026.
2. Authorize expense in the amount of $293,500 ($262,205 Agreement, plus extra services of $26,295 and $5,000 for City Furnished Materials and Supplies) from A/C #613-8030-682-8300 (Water Mainline Replacement Project - CI 5642).
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. $2,100,000 is included in the Adopted FY 2025-26 Water Capital Fund Budget. The total estimated cost of the project is $2,100,000.
BACKGROUND:
The City provides water service to over 17,000 customers. The City’s existing water distribution system includes 11 turnouts from Calleguas Municipal Water District (CMWD), 16 pump stations, 16 reservoirs, and approximately 232 miles of transmission and distribution pipelines.
The City is actively working on replacing its aging water mainlines throughout its water distribution system to improve water system supply reliability and water
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quality. The average age of the City’s water infrastructure is 40 years with 1/3 of the system being 50-60 years old. Therefore, targeted replacement of these pipelines is critical to maintain the health of the system.
The Water Mainline Replacement Project (CI 5642) aims to rehabilitate a 16-inch water main by lining the existing mainline, and to replace 12-inch and 16-inch water lines (Attachment #1). The 16-inch mainline from Meadows Reservoir to Avenida De Las Flores, which was installed in 1972, has experienced leaks and failures. A portion of the line, between El Monte Drive and Avenida De Las Flores through Conejo Creek North Park, was replaced by a previous project. This project will replace and rehabilitate portions between Meadows Reservoir to El Monte Drive.
This project also includes relocating a 12-inch water mainline located within Caltrans’ right-of-way (ROW). The existing line, constructed in 1967, currently crosses beneath California State Route 23 (SR-23). The new alignment will reroute the mainline through an existing bridge cavity along the Avenida De Las Flores overpass. This improvement will eliminate the risks associated with positioning critical City infrastructure beneath the freeway, which could otherwise require a freeway closure to repair a leak or line break at that location.
DISCUSSION/ANALYSIS:
The Water Mainline Replacement Project will improve the reliability and efficiency of the water distribution system serving residents within the Meadows Reservoir’s service area. The project will rehabilitate an aging 16-inch mainline and replace 12-inch and 16-inch mainlines and valves.
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 Water Mainline Replacement Project (CI 5642). 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 an RFP/Q is based upon a variety of factors that demonstrate 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.
On August 22, 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 Water Mainline Replacement Project for design and bid support (Phase I), and construction engineering support (Phase II).
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The RFP/Q was sent out to over 800 vendors, and a total of 71 vendors downloaded the RFP/Q document. On September 24, 2025, the City received two proposals as follows:
MNS Engineering, Inc Santa Barbara, CA
Stantec Consulting, Inc. Santa Barbara, 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). Familiarity with local, state, and federal procedures. Quality, clarity, responsiveness, and conformance with terms of the 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 two proposals received, MNS Engineers, Inc. (MNS) 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 MNS for services under Phase I (Design/Bid Process) of the project. Staff recommends City Council approval of the Professional Services Agreement with MNS (Attachment #2) for 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 MNS’s agreement to provide professional services for construction support services (Phase II).
ESTIMATED PROJECT COST SUMMARY
Design (This Action) $ 262,205
Design Extra Services (This Action) $ 26,295
City Furnished Materials/Supplies (This Action) $ 5,000 Construction Estimate (Future Action) $ 1,806,500
Total Estimated Project Cost $ 2,100,000
PROJECT TIMELINE
Design Winter 2026 - Summer 2026
Bid and Award Process Fall 2026
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Construction Winter 2027 – Summer 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 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 MNS are included as Exhibit C in Attachment #2.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
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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: Clark Stanphill, Associate Engineer
Attachments:
Attachment #1 – Vicinity and Location Maps
Attachment #2 – Professional Services Agreement with MNS DPW: 850-20\ev\Council\2025\120225\CI 5642\Water Mainline Replacement Project staff report.docx