ATTACHMENT #2
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Project Name: HCTP Biosolids Conveying and
Storage Improvements Project (CI 5683)
FIRST AMENDMENT TO
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF THOUSAND OAKS
AND
HDR ENGINEERING, INC.
Contract No. 14088-2025
THIS FIRST AMENDMENT to the Agreement for Professional Services entered into between the CITY OF THOUSAND OAKS, a municipal corporation (hereafter “City”) and HDR ENGINEERING, INC. (hereafter “Consultant”), entitled HCTP Biosolids Conveying and Storage Improvements Project (CI 5683) and dated September 9, 2025 (herein “Contract”) is made this 12th day of May, 2026.
RECITALS
A. Section 5 of Contract, currently, and as may have been previously amended, provides for a termination date of June 30, 2026.
B. Section 3 of Contract currently, and as may have been previously amended, provides for a not-to-exceed amount of $95,800.
C. City is in need of updating the Levine Act Form in order to comply with State law.
D. City is in need of extending the termination date of the Contract, expanding the Scope of Services to be performed under the present Contract, revising the Schedule of Fees, and Consultant is desirous of performing such and receiving additional compensation for said extra services while keeping all other terms intact.
AGREEMENT TO AMEND
NOW, THEREFORE, the undersigned parties to Contract agree to amend Contract as described below:
Part 1. The Contract is extended for a period of twelve months, and Section 5 is hereby amended to read as follows:
DPW: 850-20\ev\Council\2026\051226\CI 5683\Biosolids Conveying and Storage Improvements Att 2.docx
The term of this Agreement is from the date written above to June 30, 2027, unless the term of this Agreement is extended, or the Agreement is terminated as provided for herein.
Part 2. Section 2 of Contract is amended to include the additional scope of work generally encompassing preparation of design plans and specifications for the recommended improvements outlined in the completed preliminary design report. The objective of this work is to provide necessary engineering, analysis, design (including structural, mechanical, electrical and geotechnical disciplines), opinion of probable construction cost (OPCC), and management for design phase services. The detailed scope of work of this additional work is attached hereto and incorporated herein as Exhibit A-1 which is hereby added to the Contract.
Part 3. The sum of $442,700 is added as compensation to Consultant under the present Contract for the above-described additional services, and Subsection 3 (a) of Contract is hereby amended to read in its entirety as follows:
(a)Maximum and Rate. The total compensation payable to
Consultant by City for the services under this Agreement SHALL NOT EXCEED the sum of $538,500 and shall be earned as the work progresses on the basis explained in the original contract, and as may have been previously amended.
Part 4. Exhibit B, Schedule of Fees, is hereby replaced in its entirety with Exhibit B-1, attached hereto and incorporated herein by reference.
Part 5. Levine Act. A new Exhibit C-1, attached hereto and incorporated herein, is added to the Contract in compliance with requirements of the Levine Act.
Part 6. All terms used in Part 1, 2, 3, 4 and 5 above shall have the meanings ascribed thereto in Contract. Except as amended in Part 1, 2, 3, 4 and 5 above, all other sections, terms, obligations, duties, clauses, and provisions of Contract shall remain the same.
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IN WITNESS WHEREOF, the parties execute this First Amendment to Contract as of the date set forth above
HDR ENGINEERING, INC.
Anna Lantin, P.E., Vice President
Elisa Davies, Corporate Secretary
CITY OF THOUSAND OAKS
Mikey Taylor, Mayor
ATTEST:
________________________________
Laura B. Maguire, City Clerk
APPROVED AS TO ADMINISTRATION:
Andrew P. Powers, City Manager
APPROVED BY DEPARTMENT HEAD:
Nader Heydari, P.E.
Public Works Director
APPROVED AS TO FORM:
Office of the City Attorney
Tracy Friedl, Assistant City Attorney
EXHIBIT A-1
SCOPE OF SERVICES
CONSULTANT shall provide professional engineering services in conjunction with delivering the Hill Canyon Treatment Plant Biosolids Conveyance and Storage Improvements Project and develop construction ready plans and specifications. Work shall also include engineering assistance during the bid phase. CONSULTANT’s work shall be coordinated with plant operations.
CONSULTANT shall perform the following tasks:
Task 1 – Project Management
TASK 1.1: Project Workshops
CONSULTANT shall host three video project meetings with City staff. One (1) meeting will be a kickoff meeting, two (2) meetings will address comments/design decisions in the 50% and 100% design phase. The duration of these meetings shall be up to one (1) hour each.
The meetings shall include the following HDR staff:
a. Project Manager.
b. Deputy Project Manager.
c. Project Engineer.
d. Electrical Lead.
e. Structural Lead.
Deliverables:
a. Host and execute project meetings with City staff.
b. Meeting minutes capturing discussion during the project meeting.
Assumptions:
a. The meeting shall be held over Microsoft Teams.
b. Meeting minutes shall be prepared and provided electronically to the City’s Project Manager for internal distribution within three (3) business days.
TASK 1.2: Project Coordination
CONSULTANT shall perform ongoing project coordination throughout the duration of the project to support communication, schedule management, and alignment between CONSULTANT team and City staff. Project coordination shall include internal coordination among CONSULTANT’s project team disciplines and coordination with the City’s Project Manager. Coordination efforts shall also include monitoring project progress, identifying potential schedule or scope impacts/updates, and facilitating timely responses to project related inquiries.
Assumptions:
a. Coordination shall occur via email, phone calls, and video meetings as needed throughout the project duration.
TASK 1.3: Project Monitoring and Reporting
CONSULTANT shall submit monthly progress reports and invoices for the project duration with project completion by end of May 2027. The progress report shall summarize work items completed, such as meetings attended, design submittal progress, and other tasks during the billing period.
Deliverables:
a. Project Management Support, Invoicing, and Progress Reporting for a 12-month duration project. This assumes that the bid-phase services shall be complete within this timeframe.
b. Assumptions:
c. Invoices and Progress Reports shall be submitted electronically to the City’s Project Manager.
d. Completion of bid phase services shall occur by May 2, 2027.
TASK 2: Geotechnical Parameters Update
CONSULTANT shall update the geotechnical design parameters to support the project design in accordance with current code requirements and engineering practice. Existing seismic design criteria for the site are based on older code requirements documented in prior geotechnical investigations prepared by Fugro in 1999 and 2002. To support the proposed project, CONSULTANT has engaged Yeh and Associates (“SUBCONSULANT”) to review available geotechnical information and update seismic design parameters as needed to reflect current code requirements and design standards. For the potential future improvements located near the drying beds, where historic subsurface information is limited, additional subsurface investigation is required to support development of updated design parameters. Geotechnical efforts related to the future improvement phase (not a part of the proposed project) are included later in this document as optional tasks, which can be performed with the City’s written authorization.
TASK 2.1: Review Existing Plans/Reports/Documents
SUBCONSULTANT shall review available geotechnical reports, historic boring logs, and other relevant project documentation to evaluate existing subsurface information for the project area. The review shall focus on previously developed geotechnical design parameters, subsurface conditions, and seismic criteria documented in the Fugro investigations and other available project records.
Based on preliminary review, the existing geotechnical reports and historic borings near the dewatering building are anticipated to provide sufficient subsurface information to support a desktop evaluation and update of seismic design criteria.
Deliverables:
a. Review of available geotechnical reports, historic boring logs, and relevant project documents.
b. Summary of existing subsurface information and applicability to current project improvements.
Assumptions:
a. Existing geotechnical reports prepared by Fugro (1999 and 2002) and available historic boring logs will be provided by the City.
TASK 2.2: Geotechnical Parameters Technical Memorandum
SUBCONSULTANT shall prepare updated geotechnical design parameters for use in project design based on the review of existing information and current code requirements. This effort shall include evaluation and confirmation of seismic design criteria in accordance with the latest applicable building codes and engineering practice. SUBCONSULTANT shall also evaluate site conditions and provide guidance regarding potential liquefaction and settlement considerations relevant to the project improvements. Updated seismic parameters and geotechnical design considerations will be documented in a technical memorandum to support the project design.
Deliverables:
a. Technical memorandum summarizing updated seismic design parameters and geotechnical design criteria.
b. Documentation of liquefaction and settlement considerations relevant to project improvements.
Assumptions:
a. Seismic parameters shall be updated based on available subsurface data and current code requirements.
b. Recommendations shall be based on a desktop evaluation of existing geotechnical information unless additional subsurface investigation is authorized separately, as discussed as an Optional Task, later in this scope.
TASK 3: Final Design - Plans/Specifications/Engineer’s Estimate The following tasks outline the scope of work for the 50%, 100%, and Issued-for- Bid deliverables. It is anticipated that the list of drawings provided below is representative of the final list of drawings required to complete the scope of work.
TASK 3.1: 50% Submittal
Based on the recommendations in the Alternatives Analysis Report, CONSULTANT shall prepare Construction Plans including:
a. Demolition
b. Civil
c. Structural
d. Process Mechanical
e. Electrical
f. Instrumentation and Controls
CONSULTANT shall prepare the 50% drawings in AutoCAD per City standards, utilizing record drawings provided by the City as the base.
The design shall identify components to be replaced, improved, as well as structural components to be repaired and the methods of repair as applicable.
Submittal shall include 50% specifications. A senior staff member with experience in the disciplines included in CONSULTANT’S scope of services shall provide a technical review and document corrections to all components of the submittal.
Deliverables:
a. 50% Drawings
b. 50% Specifications
c. CONSULTANT will host a 50% Submittal Review Meeting with the City via Teams to review outstanding City comments and discussion items needed to advance the design.
Assumptions:
a. City to provide relevant as-built documents, CAD files, original specifications, and I/O list.
b. CONSULTANT shall provide electronic PDF submittals.
c. Drawings shall be provided in size 11” x 17”.
d. City shall compile and reconcile comments prior to submitting to CONSULTANT.
e. City shall provide comments on deliverables within 2 weeks. f. In lieu of performing a new site survey, coordinates from the 2003 HCTP Expansion and Upgrade project shall be used to identify new construction coordinates. Specifications shall require contractor to perform construction staking and survey.
TASK 3.2: 100% Submittal
CONSULTANT shall advance the 50% submittal to 100% submittal.
CONSULTANT shall incorporate agreed-upon City review comments from the 50% Submittal Review meeting. City shall provide the Front-End Documents and applicable Special Provisions. CONSULTANT shall provide minor edits to the Front-End Documents including, summary of work, measurement and payment, and bid schedule.
CONSULTANT shall prepare an excel-based Engineer’s Opinion of Probable Construction Cost (OPCC) for the project with rough order of magnitude estimates using vendor package cost proposals and work area itemization.
Changes in cost of labor, materials, equipment, or overcompetitive bidding/market conditions may cause variation in actual project bids. Up to 32 hours are allocated to develop the Draft Engineer’s OPCC.
A senior staff member with experience in the disciplines included in CONSULTANT’S scope of services shall provide a technical review and document corrections to all components of the submittal.
Deliverables:
a. 100% Drawings
b. 100% Specifications
c. Draft Engineer’s OPCC
d. Summary of work, measurement and payment, and bid schedule for Front End Documents
e. CONSULTANT will host a 100% Submittal Review Meeting with the City via Teams to review outstanding City comments and discussion items needed to advance the design.
Assumptions:
a. CONSULTANT shall provide electronic PDF submittals.
b. Drawings shall be provided in size 11” x 17”.
c. City shall compile and reconcile comments prior to submitting to CONSULTANT.
d. City shall provide comments on deliverables within 2 weeks. e. City shall provide Front End Documents and Division 0 provisions for inclusion in the Specifications.
TASK 3.3: Issued For Bid (IFB) Submittal
CONSULTANT shall incorporate agreed-upon City review comments from the 100% Submittal review into IFB design documents. Submittal shall include preparation of stamped and signed construction drawings and specifications.
CONSULTANT shall update material quantities and vendor package cost proposals to provide a final Engineer’s OPCC. Up to 10 hours are allocated to prepare the Final Engineer’s OPCC.
Deliverables:
a. IFB Drawings.
b. IFB Specifications.
c. Final Engineer’s OPCC
d. Summary of work, measurement and payment, and bid schedule for Front End Documents
e. CAD files.
Assumptions:
a. CONSULTANT shall provide electronic PDF submittals.
b. Drawings shall be provided in sizes 11” x 17” and 22” x 34”. c. City shall provide Front End Documents and Division 0 provisions for inclusion in the Specifications.
TASK 4: Bid-Phase Services
During the bidding period, CONSULTANT will assist City with three primary tasks:
Task 4.1: Prebid Meeting
CONSULTANT shall attend a Prebid meeting at the Hill Canyon Treatment Plant.
CONSULTANT shall perform the following tasks:
a. Attend Prebid meeting
b. Document bidder questions and distribute to City’s Project Manager.
Deliverables:
Attendance by the up to one (1) CONSULTANT staff at the Prebid meeting and documentation of Bidder’s questions.
Assumptions:
a. City shall advertise the project.
b. City shall correspond directly with prospective bidders and relay information to CONSULTANT.
c. City shall facilitate the prebid meeting.
d. City shall prepare the prebid meeting agenda and distribute meeting minutes to all prospective bidders.
Task 4.2: Response to Requests for Information (RFIs)
CONSULTANT shall respond to up to ten (10) RFIs during the bidding phase.
The response(s) will be provided to the City’s Project Manager for distribution to prospective bidders. CONSULTANT shall maintain a log of potential bidders’ questions and responses, including whether any questions require addenda to the bid documents.
Deliverables:
a. Response to up to ten (10) RFIs.
Assumptions:
a. Additional RFIs may require an amendment to the scope of services pending the level of effort required.
Task 4.3: Preparation of Bid Addenda
CONSULTANT shall assist the City with preparing up to three bid document addenda if clarifications or changes to the documents in the bid documents are needed. Changes will be shown on 8.5” x 11” sheets to the extent possible, signed and stamped and provided within five business days of the written request from City.
Deliverables:
a. Prepare up to three bid document addenda, including modifications to drawings and specifications as needed.
Assumptions:
a. City shall maintain a master log of the bidders’ questions.
Optional Tasks
Optional Task A.2.1: Geotechnical Borings
CONSULTANT and SUBCONSULTANT shall prepare a work safety plan and perform limited additional geotechnical investigation in areas with insufficient historic soil data, such as near the drying beds. Depending on findings from Task 2, the work will include either up to three 30 to 50-foot borings or up to four CPT soundings, with about one day of field work. The resulting field and lab data will be used to supplement existing subsurface information, evaluate soil and seismic conditions, identify potential geotechnical hazards, and refine design parameters for final project design. Deliverables:
a. Advancement of geotechnical borings or CPT testing and collection of soil samples.
b. Field logs documenting subsurface conditions encountered during work.
c. Laboratory testing of select soil samples to support geotechnical evaluation.
Assumptions:
a. The number, depth, and locations of borings or CPT tests will be determined by SUBCONSULTANT based on project needs
and access.
Optional Task A.2.2: Geotechnical Report
Following completion of the subsurface investigation and laboratory testing, SUBCONSULTANT shall prepare a geotechnical report documenting the results of the field exploration and geotechnical evaluation. The report will summarize subsurface conditions encountered during the investigation and provide geotechnical design recommendations for the project improvements.
The report will include updated seismic design parameters consistent with current code requirements, as well as recommendations related to foundation design considerations, liquefaction potential, and settlement as applicable to the proposed improvements. The report will also incorporate relevant findings from previous geotechnical investigations where appropriate.
Deliverables:
a. Geotechnical report documenting subsurface investigation and geotechnical design recommendations.
b. Updated geotechnical design parameters and seismic criteria for use in project design.
EXHIBIT B-1
EXHIBIT C-1