TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:April 14, 2026
SUBJECT: Mechanical System Upgrades Projects (CI 5647 and CI 5662) RECOMMENDATION:
1. Authorize staff to advertise the Hill Canyon Treatment Plant Mechanical System Upgrades (CI 5647) and Los Robles Greens Golf Course Mechanical System Upgrades (CI 5662) projects for construction bids.
2. Find that this action is not a project as defined by California Environmental Quality Act (CEQA).
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time and costs required to advertise for bids are included in the Adopted FY 2025-26 Capital Improvement Program (CIP) Budget. $1,479,764 in carryover budget and $800,000 is included in the FY 2025-26 Adopted Wastewater Capital Fund Budget for the Hill Canyon Treatment Plant (HCTP) Mechanical System Upgrades Project (CI 5647). $139,876 is available in FY 2025-26 and $200,000 in FY 2026-27 in the Golf Course Fund budget for the Los Robles Greens Golf Course (LRGGC) Miscellaneous Maintenance Improvements Project (CI 5390). A budget transfer from CI 5390 to the LRGGC Mechanical Upgrades Project (CI 5662), and additional funding if needed, will be requested at time of bid award depending on the bids received.
BACKGROUND:
The City is responsible for the service, maintenance, replacement, and upgrade of mechanical equipment located at City-owned facilities. Due to age beyond useful life, wear, and general deterioration, mechanical systems at both HCTP and LRGGC are due for upgrades. Given the range of system types and operating conditions at HCTP and LRGGC, a substantial portion of this equipment is estimated to be approximately 15 to 30 years old, which aligns with or exceeds
Mechanical System Upgrades Projects (CI 5647 and CI 5662) April 14, 2026
typical useful life for these systems. These improvements are needed to maintain safe and reliable operations, improve energy efficiency, and support long-term operational capacity.
On March 29, 2022, City Council awarded a contract for professional services to GLUMAC for Mechanical Engineering and Building Automation Systems for CI 5647 (HCTP) and CI 5662 (LRGGC). On December 2, 2025, City Council approved early acquisition of the replacement chiller for the LRGGC site due to extended lead times. Equipment design specifications for this chiller selection were provided by Glumac Engineering as a portion of the complete mechanical systems drawings and specification packages being supplied for both project sites at HCTP and LRGGC.
These projects include upgrades to the facilities’ heating, ventilation, and air conditioning (HVAC) operational controls and programming, including exhaust and ventilation systems. Modernizing the controls is anticipated to improve overall system performance and reduce unnecessary equipment run-time, which can also support improved utility usage.
At HCTP, the project will replace building exhaust fans at the Screwpress Building and replace eight variable frequency drives at the Administration Building. Sitewide controls will also be upgraded to Automated Logic Controls (ALC). Select buildings will receive new temperature sensors and two-way communication capabilities for the existing chiller.
At LRGGC, the project will replace aging equipment that has reached the end of its useful life. The scope includes installation of a new chiller and a new boiler, which serve as the primary heating and cooling systems for the Clubhouse and Pro Shop buildings. Sitewide controls will also be upgraded with ALC, with select rooms receiving new temperature sensors.
DISCUSSION/ANALYSIS:
Although the scope of work differs between the projects at HCTP and LRGGC, both projects require the same construction trades and contractor licensing. The project site locations are identified in Attachment #1. Issuing a single, combined bid package for both locations is anticipated to increase competition and result in more favorable pricing in the current market. The mechanical system upgrades at HCTP and LRGGC will be awarded to one contractor through a formal competitive bid process and advertised through the City’s online procurement system.
Mechanical System Upgrades Projects (CI 5647 and CI 5662) April 14, 2026
The tentative schedule for completion of the project is as follows:
Bidding Commencement April 2026
Bid Opening June 2026
Award of Construction Contract August 2026
Start of Construction September 2026
Project Completion August 2027
The estimated costs of the project are as follows:
Glumac-Design for HCTP (Previously Approved) $ 178,867 Construction Estimate for HCTP (Future Action) $ 2,500,000 Total Estimated HCTP Project Cost: $ 2,678,867
Glumac-Design for LRGGC (Previously Approved) $ 253,188 Early Acquisition of Chiller for LRGGC (Previously Approved) $ 120,000 Construction Estimate for LRGGC (Future Action) $ 1,000,000 Total Estimated LRGGC Project Cost: $ 1,373,188
Total Estimated Combined Cost: $ 4,052,055
The project plans and specifications were completed by Glumac Engineering and approved by City staff in March 2026. The documents are available for review upon request to the Facilities Division by e-mail at [email protected] or by phone at (805) 449-2100.
The Notice Inviting Bids will be publicly advertised in the Thousand Oaks Acorn newspaper and posted on the City’s procurement website upon approval by City Council, per the Public Contract Code Section 22037 and Thousand Oaks Municipal Code 3-10.306. After being advertised, a mandatory pre-bid meeting will be held at the individual job sites.
Staff recommends that the projects be advertised for bid. Once bids are received, staff will make a recommendation at a future City Council meeting for the award of the construction contract.
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)
Priority Two – Necessary, but not essential, and there could be consequences if deferred.
Mechanical System Upgrades Projects (CI 5647 and CI 5662) April 14, 2026
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: Joshua Koenig-Brown, Facilities Manager
Attachment:
Attachment #1 – Vicinity and Location Maps
Documents Provided Under Separate Cover:
#1 – Final Design, Plans and Specifications
FIN: 201-10\jkb\H:\COMMON\Council\Facilities\04 14 26 Mechanical Systems Upgrade Projects C5647 and CI55662.docx