TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:December 2, 2025
SUBJECT: 2025-27 Pavement Overlay and Surface Treatment Program (CI 5735, CI 5809, MI 2626, MI 2661)
RECOMMENDATION:
1. Authorize staff to advertise the FY 2025-27 Pavement Overlay Program (CI 5735, CI 5809, MI 2626), and FY 2025-27 Pavement Slurry Program (MI 2661) for construction bids.
2. Approve Professional Services Agreement with D. Woolley and Associates, Inc. of Tustin, CA, to provide survey monument preservation services for the FY 2025- 27 Pavement Overlay Project (CI 5735) in the not-to-exceed amount of $890,000 plus extra services of $89,000, with a total not-to-exceed amount of $979,000, with a term ending June 30, 2027.
3. Authorize expenditure in the amount of $979,000 ($890,000 Agreement, plus extra services of $89,000) from A/C #135-5310-631-8300 (FY 2025-27 Pavement Overlay Project, CI 5735).
4. Find that the projects are categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Title 14, California Code of Regulations, Section 15301, Class 1 – Repair or maintenance of an existing facility.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time and costs required to advertise for bids are included in the Adopted FYs 2025-2027 Capital Improvement Program (CIP) Budget. $17,345,153 is included in the Adopted FYs 2025-2027 CIP Budget as follows: $13,657,232 for CI 5735 (Pavement Overlay), which includes $470,232 in carryover from FY 2024-25 and $13,187,000 in FYs 2025- 2027; $800,000 in FY 2025-26 for CI 5809 (Calle Abedul Pavement Improvements); $500,000 in FY 2025-26 for MI 2626 (Hill Canyon Treatment Plant
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(HCTP) and Water Facilities Pavement Preservation); and $2,387,921 for MI 2661 (Pavement Slurry Program), which includes $81,921 in carryover from FY 2024- 25 and $2,306,000 in FYs 2025-2027.
Although no additional funding request is included in this action, additional appropriations will be requested at the time of construction contract award depending on bids. The estimated costs of each project are $15,600,000 for CI 5735 (Pavement Overlay FY 2025-27), $825,000 for CI 5809 (Calle Abedul Pavement Improvements), $500,000 for MI 2626 (HCTP and Water Facilities Pavement Preservation), and $2,800,000 for MI 2661 (Pavement Slurry Program FY 2025-27). Therefore, where the total available budget for these projects is $17,345,153, the total estimated cost for the 2026 Pavement Overlay and Surface Treatment Program is $19,725,000.
BACKGROUND:
The City is responsible for maintaining approximately 384 miles of streets, one of its largest infrastructure assets. It is critical to perform regular maintenance through pavement repairs, sealing, resurfacing, and overlay programs to preserve this asset.
The City has traditionally maintained street surfaces using overlays, micro- surfacing, and slurry seals. Arterial streets typically receive overlays, while residential and collector streets are treated with preventive maintenance methods such as slurry seals or thin overlays. For the 2026 program, staff are incorporating a balanced mix of pavement preservation treatments to optimize cost- effectiveness, extend pavement life, and promote competitive bidding. These treatments include pavement overlay, micro-surfacing, slurry seal, and thin maintenance overlay (TMO) applications, which together provide flexibility in addressing the varying pavement conditions throughout the City’s street network.
On June 10, 2025, City Council adopted a resolution in accordance with state requirements to be eligible to receive statewide SB1 gas tax funding. On the same date, City Council awarded a Design Agreement to Pavement Engineering, Inc. in the amount of $278,118. Pavement Engineering is performing pavement engineering, assisting staff in verifying the proposed pavement treatments, preparing striping plans and technical specifications, and providing design support during the bid and construction phases of the project.
DISCUSSION/ANALYSIS:
The 2026 Pavement Overlay and Slurry Programs propose to resurface approximately 49 miles of streets citywide using a variety of pavement preservation treatments (Attachment #1). The program includes 6.5 miles of pavement overlay 2026 Pavement Overlay and Surface Treatment Program
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on arterial streets, 16.4 miles of overlay on collector and residential streets, 0.4 miles of micro-surfacing on collector streets, and 26 miles of slurry seal primarily on residential streets.
Based on the type of pavement maintenance treatments, the overall program will be delivered through two separate construction contracts. The first contract, the 2026 Pavement Overlay Project (CI 5735, CI 5809, and MI 2626), includes pavement overlay, TMO, and micro-surfacing pavement rehabilitation including locations at HCTP, Willow Lane Reservoir site, and Calle Abedul. The second contract, the 2026 Pavement Slurry Program (MI 2661), includes slurry seal treatments primarily on residential and collector streets. Separating the program into two contracts allows the City to solicit bids from contractors specializing in each pavement treatment type, enhancing bid competitiveness and ensuring cost- effective delivery. Staff will closely coordinate and manage both contracts to ensure consistent quality, scheduling, and traffic management throughout the citywide program. Budget appropriation from fund balance to cover the costs for the two projects will be included at the time of construction contract award based on the results of the actual bids received.
Re-striping
When resurfacing streets, the City has the option of re-striping the street to its previous condition or revising the striping to enhance safety for all road users (vehicles, bicycles, and pedestrians). Implementing desired striping modifications during roadway resurfacing projects allows the City to avoid additional costs to make changes to striping configurations as part of a different project. A detailed description of all the proposed re-striping improvements as part of the 2026 Paving Program was presented to the Traffic and Transportation Advisory Commission on May 28, 2025, and in the Bicycle Advisory Team Meeting on November 20, 2025.
Notable locations of significant striping improvements include Janss Road from Norwich Avenue to Kirk Avenue, which was identified in the City’s 2019 Active Transportation Plan, Kanan Road from Westlake Boulevard to Windy Mountain Avenue, and Erbes Road from Avenida De Los Arboles to Pederson Road. These improvements consist of traffic calming lane re-configurations to improve safety and accessibility for cyclists. A map of the larger areas proposed for significant striping changes with a brief description is included as Attachment #2.
Monument Preservation
There is a need to preserve existing survey monuments where concrete or asphalt removals or overlay treatments may damage or cover existing survey monumentation. The City requires professional surveying services from a professional surveying firm to provide pre-construction and post-construction 2026 Pavement Overlay and Surface Treatment Program
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survey services and the necessary documentation for monument preservation.
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 2026 Pavement Overlay Project (CI 5735, CI 5809). 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 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.
On September 26, 2025, a formal RFP/Q was published in the Thousand Oaks Acorn newspaper and on the City’s e-procurement website for engineering surveying firms to provide the required professional services for the following tasks: pre-construction survey to include identifying the location of monuments and providing monument ties and recordation and post-construction survey to reestablish the destroyed monuments, monument ties, and recordation of reestablished monuments.
The RFP/Q was sent to over 300 vendors, and a total of 53 vendors downloaded the RFP/Q document. On October 22, 2025, the following surveying consulting firms submitted proposals:
Name Location
1. D. Woolley and Associates, Inc. Tustin, CA
2. Stantec Consulting Services, Inc. Ventura, CA
D. Woolley and Associates, Inc. (D. Woolley) of Tustin, CA was selected by a team of Public Works staff, following a qualification-based selection process 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, D. Woolley was 2026 Pavement Overlay and Surface Treatment Program
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determined to best meet the evaluation criteria and the City’s needs for this project. The firm’s experience in similar work and the quality of their work were key factors in the selection process. D. Woolley has successfully performed the same type of surveying services for the City as part of the past pavement programs. The fees proposed by D. Woolley have been reviewed by staff and are reasonable.
Staff recommends City Council approve the Professional Services Agreement with D. Woolley for a not-to-exceed amount of $890,000 (Attachment #3).
Authorization to Bid
The project plans and specifications are complete and available for review upon request to the Public Works Department by e-mail at [email protected] or by phone at (805) 449-2400. Staff recommends advertising the projects for bids.
Once bids are received, staff will make a recommendation at a future City Council meeting for City Council to award the construction contracts.
A summary of the adopted budget and current estimated project costs (including construction, engineering, testing, and inspection services) for the 2026 Pavement and Slurry Programs are provided in the table below.
Budget and Cost Summary
2026 Pavement & Slurry Program Estimated
Cost
Available
Budget
CL
Miles
Pavement Overlay (CI 5735) $15,600,000 $13,657,232 22.0 Calle Abedul Improvements (CI 5809) $ 825,000 $ 800,000 0.8 HCTP & Water Facilities Pavement
Preservation (MI 2626) $ 500,000 $ 500,000 -
Slurry Program (MI 2661) $ 2,800,000 $ 2,387,921 26.5 Total Estimated Program Costs $19,725,000 $17,345,153 49.3 The preliminary project schedule is as follows:
PROJECT PRELIMINARY SCHEDULE
Construction Bid and Award December 2025 to March 2026
Construction Phase April 2026 to November 2026
The project is Categorically Exempt from CEQA pursuant to Section 15301 of the CEQA Guidelines. The work consists of repair, maintenance, and minor alteration of existing public infrastructure with no expansion of use. 2026 Pavement Overlay and Surface Treatment Program
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Community Outreach: Staff have developed a comprehensive outreach campaign to keep residents informed and up to date. Similar to prior years, a complete branding plan that includes a project logo, slogan, project webpage (www.toaks.gov/paving), and a dedicated project phone number (805-449-2487) will be utilized.
In addition, staff will notify residents prior to construction using City social media outlets, changeable message signs, and project identification boards. Notices will be distributed to local utilities and homeowner associations impacted by street closures. Public outreach will continue as work progresses on this project with regular updates sent through the City's communication outlets.
This project meets City Council’s Top Ten Priorities #9, “Public Works Infrastructure Investments”.
CIP PROJECT PRIORITY (as outlined in FY 2025-26 and FY 2026-27 CIP Program Budget)
(CI 5735, CI 5809, MI 2661) Priority Two – Necessary, but not essential, and there could be consequences if deferred.
(MI 2626) 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.
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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 D. Woolley are included as Exhibit C in the agreement.
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: Saeed Zolfaghari, Associate Engineer
Attachments:
Attachment #1 – 2026 Pavement Program Map
Attachment #2 – List of Proposed Re-Striping Streets
Attachment #3 – Professional Services Agreement with D. Woolley DPW: 850-20\ev\Council\2025\120225\CI5735 CI 5809 MI 2661 MI 2626\Pavement Overlay and Surface Treatment Program staff report.docx