Thousand Oaks City Council
July 7, 2026

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Project Name: Downtown Project

SECOND AMENDMENT TO

AGREEMENT FOR PROFESSIONAL SERVICES

BETWEEN THE CITY OF THOUSAND OAKS
AND

RRM DESIGN GROUP
Contract No. 13832-2024
THIS SECOND AMENDMENT to the Agreement for Professional Services entered into between the CITY OF THOUSAND OAKS, a municipal corporation, (hereafter “City”) and RRM DESIGN GROUP (“Consultant”), entitled Downtown Project Contract Agreement (CI 5540) and dated December 3, 2024 and amended on January 9, 2025, (herein “Contract”) is made this 7th day of July, 2026.

RECITALS
A. City and Service Provider entered into the Contract for architectural, engineering, and entitlement related services to the Downtown Thousand Oaks Project on December 3, 2024.

B. Section 3 of Contract currently, and as may have been previously amended, provides for a not-to-exceed amount of $4,630,899.

C. Section 5 of Contract currently, and as may have been previously amended, provides a term date of December 31, 2029.

D. Exhibit A, Scope of Work requires updating to reflect added tasks to Consultant’s services.

E. Exhibit B, Schedule of Fees requires updating to reflect added tasks to Consultant’s services.

F. City is in need of adding Levine Act language to comply with State law and adding an Exhibit C.

G. 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, increasing the not-to-exceed amount of the Contract, and adding Levine Act Language and Consultant is desirous of performing such and receiving additional compensation for said extra services while keeping all other terms intact.

ATTACHMENT #1
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AGREEMENT TO AMEND
NOW, THEREFORE, the undersigned parties to Contract agree to amend Contract as described below:

Part 1. Section 2 of the Contract is hereby amended in part to update the reference to the Scope of Work. Exhibit “A-1” , attached hereto and incorporated herein, is hereby added to the Contract and Section 2 shall now read as follows:

2. DESCRIPTION OF SERVICES
The services to be performed by Consultant are as follows:

Professional services in conjunction with architectural, engineering, and entitlement services related to the Downtown Thousand Oaks Project. Services and deliverables shall generally include architectural and landscape design of the Downtown program, civil engineering, traffic analysis, parking utilization analysis, and preparation of formal land use application, and are more particularly set forth in the Scope of Work, attached as Exhibits “A’ and ”A-1" which is incorporated herein by reference.

Part 2. The sum of $7,374,199 is hereby added to the Contract, and Section 3 of the Contract is hereby amended in part to update the reference to the Schedule of Fees and not-to-exceed amount. Exhibit “B” is hereby replaced by Exhibit “B-1”, attached hereto and incorporated herein and Section 3 shall now read as follows:

3. COMPENSATION AND PAYMENT
(a) Maximum and Rate. The total compensation payable to Consultant by City for the services under this Agreement SHALL NOT EXCEED the sum of $12,005,098 herein "not to exceed amount"), and shall be earned as the work progresses on the following basis:

Hourly, at the hourly rates and with reimbursement to Consultant for those expenses set forth in Consultant's Schedule of Fees, attached as Exhibit "B-1" and incorporated herein. The rates and expenses set forth in that exhibit shall be binding upon Consultant until July 1, 2027 after which any change in the rates and expenses must be approved in writing by City' s Project Manager (City is to be given 60 days' notice of any rate increase request), provided the not to exceed amount is the total compensation due Consultant for all work described under this Agreement. (b) Payment. Consultant shall provide City with written verification of the actual compensation earned, in a form satisfactory to City's Project Manager. Invoices shall be made no more frequently than on a monthly basis, and describe the work performed including, if applicable, a list of hours worked by personnel classification). All payments shall be made within 30 days after City' s approval of the invoice.

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(c) Extra Services. Additional work not reasonably encompassed by the Scope of Services described in Section 2 may be agreed upon only by execution of a written amendment to this Agreement. No liability or right to compensation for extra services shall exist without such Amendment. Unless otherwise stated in the Amendment, applicable rates for extra services shall be at the rates set forth in Exhibit "B-1." Part 3. The Contract is extended for a period of eighteen months, and Section 5 is hereby amended to read as follows:

5. TERM, PROGRESS AND COMPLETION
The term of this Agreement is from the date first written above to June 30, 2031, unless term of this Agreement is extended or the Agreement is terminated as provided for herein.

Consultant shall not commence work on the services to be performed under the Agreement until (i) Consultant furnishes proof of insurance as required by paragraph 9 below, and (ii) City's Project Manager gives written authorization to proceed with the work.

All services shall be completed within the term of this Agreement.

Part 4. A new Section 31 is hereby added to read as follows:

31. LEVINE ACT
California Government Code section 84308 (Levine Act) prohibits any Thousand Oaks City Council member from participating in any action related to a contract, agreement, or franchise agreement if the councilmember receives a campaign contribution totaling more than $500 (aggregated) from the party to the contract, agreement, or franchise agreement, an agent of the party, or any financially interested participant who actively supports or opposes the matter within the previous twelve (12) months. Councilmembers must also disclose any eligible campaign contribution received on the record of the proceeding.

Councilmembers are also prohibited from soliciting, accepting or directing campaign contributions totaling more than $500 (aggregated) from the applicant or party, an agent of the applicant/party, or any financially interested participant who actively supports or opposes the matter within the previous twelve (12) months, and for twelve (12) months following the date a final decision on the contract/agreement is made.

The Levine Act also requires parties to a contract, agreement, or franchise agreement to disclose any campaign contribution over $500 (aggregated) within the preceding twelve (12) months by the party to the agreement, contract, or franchise agreement. The Levine Act does not apply to contracts under $50,000, competitively bid, labor, or personal employment contracts. An agent to the Party/Consultant/Service Provider is prohibited from making any contributions whatsoever during this time period.

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In order to assure compliance with these requirements, Party/Consultant/Service Provider has provided the disclosure requirements identified in the Levine Act Disclosure Form, attached as Exhibit C, incorporated herein by reference, and Party/Consultant/Service Provider verifies by its signature that it has completed Exhibit C in compliance of these requirements.

Party/Consultant/Service Provider shall also be responsible for understanding and complying with requirements of Government Code section 84308, which prohibits parties to a contract/agreement, as well as their agents and representatives, from contributing more than $500 (aggregated) to a City Council member of the City of Thousand Oaks for the 12 months prior to the award of this Contract/Agreement, and for the 12 months following award of this Contract/Agreement. An agent to the Party/Consultant/Service Provider is prohibited from making any contributions whatsoever during this time period.

Where applicable, Party/Consultant/Service Provider shall disclose any post award campaign contributions prior to seeking an amendment to this Contract/Agreement.

Part 5. Section 8, Hold Harmless and Indemnity; (b) Defense and Indemnity of Third Party Claims/Liability, is hereby amended in part to add and include the following: ‘Consultant’s liability is limited to Consultant’s proportionate fault, as determined by a trier of fact.’ Part 6. All terms used in Parts 1 through 5 above shall have the meanings ascribed thereto in Contract. Except as amended in Parts 1 through 5, all other sections, terms, obligations, duties, clauses, and provisions of Contract shall remain the same.

IN WITNESS WHEREOF, the parties execute this Second Amendment to Contract as of the date set forth above.

CONSULTANT
By: Lief McKay
Title: CEO + President
By: Debbie Rudd
Title: Senior Vice President

CITY OF THOUSAND OAKS
Mikey Taylor, Mayor
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ATTEST:

Laura B. Maguire, City Clerk
APPROVED AS TO ADMINISTRATION:

Andrew P. Powers, City Manager
APPROVED AS TO FORM:

Office of the City Attorney
Tracy Friedl, Assistant City Attorney

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Exhibit A-1
Scope of Work
The following task is added to the original Scope of Work.

Task 9: Final Design Phase/Bridging Architect Services

Project Understanding
The tasks described in this scope of work represent the anticipated professional services required to advance Phases 1 and 2B of the Downtown Thousand Oaks Project from the approved entitlement plans through permit-ready construction documents. The work will be completed in conformance with Specific Plan 11 (SP-11), as amended and approved on June 23, 2026, and includes implementation of key programs and initiatives identified in SP-11 that are necessary to support successful project delivery. Design and engineering of phases 2A, 2C, and 3, as well as construction administration services related to any phase, including Phases 1 and 2B, are not included in this scope of work.

The City of Thousand Oaks (City) anticipates selecting a third-party development partner during the course of this effort. The development partner’s project scope, design approach, implementation strategy, and construction sequencing may influence certain aspects of the project, including infrastructure design, project phasing, and coordination requirements. Accordingly, this scope of work is based on the currently approved entitlement documents and assumes substantial consistency with those approvals.

Reasonable design refinement and coordination necessary to advance the approved project into final design and construction documentation is assumed. These include modifications that do not materially alter the approved entitlement plans or associated documents and studies, require significant redesign, or necessitate rework of previously completed deliverables. However, substantive revisions resulting from internal or developer-driven design and/or engineering changes, evolving project requirements, regulatory agency direction, unforeseen site conditions, or other factors beyond the assumptions outlined herein may require adjustments to the scope of services, project schedule, and associated fees.

Task 9.1: Project Management and Program Implementation Subtask 9.1.1: Phase 1 Kickoff and Client Meetings
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Consultant and subconsultant SmithGroup will facilitate one project kickoff with consultant team to review project schedule, process, and milestones. In addition, this task includes regular weekly project team meetings over the course of project duration.

Deliverables: Attendance and facilitation of project kickoff and weekly meetings Subtask 9.1.2: Project Schedule and Contract Administration Consultant and SmithGroup will prepare and update a detailed project schedule for regular review with the City staff team.

Deliverables: Ongoing project schedule management and updates Subtask 9.1.3: Project Team Coordination and Project Management Consultant and SmithGroup will coordinate, manage and oversee delivery of the various work efforts of design and engineering subconsultants and preparation of special studies needed for the completion of project Phases 1 and 2B.

Deliverables: Ongoing project team coordination
Subtask 9.1.4: Ad Hoc Committee Update Meetings
Consultant and SmithGroup will facilitate and attend bi-monthly (every other month) Ad Hoc meetings to review project updates and obtain Council Ad Hoc feedback and input on project implementation and design.

Deliverables: Attendance at bi-monthly Ad Hoc meetings

Task 9.2: Developer Partner Coordination
Subtask 9.2.1: Developer Outreach and Negotiation Support Consultant and SmithGroup will support the City staff in potential partner developer proposal review, developer interviews and selection meetings, and advise on anticipated terms of partnership agreements as needed.

Deliverables: Ongoing developer coordination support
Subtask 9.2.2: Developer Design Review and Program Refinement Coordination Consultant and SmithGroup will review and analyze the selected partner developer’s desired program and designs and advise the City on conformance with entitlement documents, as well as potential processes and implications required for implementation of proposed changes to approved documents.

Deliverables: Ongoing developer design and program review Subtask 9.2.3: Project Phasing and Construction Sequencing Support Consultant and SmithGroup will support the City in evaluating and coordinating project phasing and construction sequencing in collaboration with the partner developer and other stakeholders. This includes advising on:
a. Phasing strategy and limits of work
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b. Construction sequencing and logistics
c. Coordination of infrastructure improvements with future project phases Construction means and methods analysis, recommendations, and/or construction manager procurement are excluded from this scope. Unless otherwise agreed to, the City’s developer and/or the City will contract directly with a construction manager to advise on details of the construction phasing and sequencing logistics.

Deliverables: Ongoing project phasing and construction sequencing support Subtask 9.2.4: Cost Management and Estimating
9.4.2.1: Subconsultant Directional Logic will provide dedicated third-party construction cost estimating services throughout Phases 1 and 2B and serve as the cost management resource for both the City and the project design team.

Directional Logic will prepare and maintain a comprehensive Project Cost Model encompassing the entire downtown project, building upon the Draft Master Plan Coordination Cost Model developed during the entitlement phase. 9.4.2.2: Directional Logic will prepare individual construction cost estimates for each construction document package, as detailed below. These estimates will support the City’s bid preparation efforts and provide ongoing cost validation as the design progresses. Each successive estimate will be used to refine and update the overall Project Cost Model, ensuring that project costs remain aligned with budgeting goals, market conditions, and project objectives throughout the final design process.

While Directional Logic will not be estimating the developer’s scope of work, coordination with and integration of the developer-provided costs into the overall Project Cost Model is expected.

Deliverables: Ongoing budget validation and updates to Overall Project Construction Cost Model
Task 9.3: Supplemental Information
Subtask 9.3.1: Geotechnical Report Addendum
Geotechnical engineer subconsultant Cotton Shires and Associates (“CSA”), will provide additional geotechnical testing and provide a geotechnical addendum to the geotechnical report to provide design parameters for construction features not previously covered in the original report, including:
a. retaining walls
b. storm drain realignment
c. grading recommendations and
d. structural pavement recommendations.

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CSA will also review applicable construction documents and coordinate with the team to support necessary plan check and permit requirements related to Phases 1 and 2B.

Deliverables:
Geotechnical Report Addendum in electronic PDF format suitable for permit processing and construction implementation
Up to four (4) Geotechnical plan reviews and corresponding letters for permit processing
Subtask 9.3.2 Arborist Report Addendum
9.3.2.1: Subconsultant Bancroft Construction Services (“Bancroft”), the project arborist, shall provide updates or addenda to the Arborist Report (Revised January 9, 2026) originally prepared during the entitlement phase of the project. Report will be updated based on new information that may arise during preparation of construction documents, including any change in tree impact status. It is anticipated that an updated Arborist Report will be required to support permit submittals for both the Phase 1 and Phase 2B on-site construction document packages.
9.3.2.2: Bancroft shall also perform a limited visual assessment of the protected trees on site to determine if health and/or physical condition of the protected trees that will be avoided and/or encroached have changed significantly since the initial assessment conducted by Bancroft in 2025.

The Phase 1 on-site improvements are expected to encompass the majority, if not all, of the tree removals associated with the project. These removals are anticipated to be covered under the tree removal permit obtained during the entitlement phase; therefore, procurement of an additional tree removal permit is not expected. The arborist report updates will document construction phase-specific tree removal and protection counts and their consistency with approved entitlements.

Deliverables: Two (2) Arborist Report addenda in electronic PDF format suitable for permit processing and construction implementation
Subtask 9.3.3: Site Surveying
Consultant’s project team will provide supplemental topographic surveying and mapping services within the Phase 1 and Phase 2B project limits to support the preparation of Construction Documents. The survey will include:
a. spot elevations at the base of existing trees
b. horizontal and vertical location data for existing curbs, gutters, swales, sidewalks, paving, buildings, and visible surface utility features. c. Documentation of horizontal and vertical elevations at building entrances and door thresholds to support site accessibility, grading, and engineering design efforts associated with Phases 1 and 2B.

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The resulting survey information will serve as the foundation for the development and coordination of the project’s design and construction documentation.

Deliverables: Supplemental topographic survey in AutoCAD format Task 9.4: Specific Plan Program Implementation
Subtask 9.4.1: Signage and Wayfinding Plan
Consultant and SmithGroup and applicable subconsultants will develop an overall signage and wayfinding program as described in the Civic Arts Plaza Specific Plan (CAPSP) Implementation Program I-6 for submittal and approval of a Uniform Sign Program application to the City. The sign program is anticipated to include proposed locations and design parameters for the following signage types:

1. Gateway and entry signage

2. District signage (ex. streetlight pole banners)

3. Pedestrian wayfinding signage

4. Parking wayfinding/directional signage
a) Including real time digital parking availability signage b) Street signage

5. Wayfinding informational maps/kiosks

6. Building/tenant signage standards and parameters

7. Digital marquees related to programming and advertisements for live performances (as part of onsite entertainment venues) or other civic events.

Deliverables: Signage and Wayfinding Plan, including Uniform Sign Program, one (1) administrative draft and one (1) final draft
Subtask 9.4.2: Public Art Program
Consultant’s project team will develop a public art program as described in Chapter Two of the CAPSP and CAPSP Implementation Program I-8, defining public art types, locations, parameters for design/installation, process/procedures for approval of public art, and assumptions related to funding and ongoing maintenance of public art. At this time, it is intended that the Downtown Core public art program may deviate from Resolution No. 2024-035, which, pursuant to the CAPSP, requires the development of a public art program establishing guidelines and procedures for incorporating public art within the Downtown Core (Subareas B, C, and E). The Public Art Program will include focused outreach meetings with key stakeholders including Cultural and Community Services Department, Strategic Communications and Public Affairs Department, Community Development, Ad Hoc Committee, and TOArts, to integrate input and ideas.

This task assumes up to four (4) stakeholder group meetings. The Public Art Program includes one administrative draft and one final draft. The public art program document is assumed to be a maximum of 20 pages.

Deliverables: Public Art Program, one (1) administrative draft and one (1) final draft Subtask 9.4.3: Public Spaces Operations and Maintenance Plan CMO:850-20\rr\ H:\COMMON\City Council\Council Items\2026\070726\RRM Contract Amendment

Consultant and SmithGroup will support the City staff in developing a comprehensive Operations and Maintenance (O&M) plan for Carpenter Park and other publicly owned and operated open spaces within the project site. This O&M plan will establish clear strategies, responsibilities, and standards for the long-term care, functionality, and safety of these public spaces.

The O&M plan will include:
9.4.3.1: Solid Waste Management Plan
A comprehensive waste and recycling strategy for Buildings C1 and B1, Carpenter Park, and all associated public realm areas, including placement, servicing frequency, equipment needs, and operational requirements for public receptacles. 9.4.3.2: Public Area Security Master Plan
A coordinated security framework for public spaces, including recommendations for surveillance systems, access control interfaces, public wi-fi, distributed blue light telephones with emergency announcements, and integration with the City or third-party security operations. The project team will coordinate with the City Staff, Ventura County (County) Sheriff, and County Fire Department for input and direction on anticipated risks and desired risk mitigation strategies.

An independent physical security risk assessment is not assumed to be required and is excluded from this task.
9.4.3.3: AV and Event Operations Plan for Carpenter Park Guidance for audiovisual and event infrastructure, including recommendations for sound reinforcement, provisions for temporary projection systems, acoustics, distributed sound coverage, lighting for programmed and non-programmed events, and requirements for flexible event operations and maintenance.

Deliverables: Public Spaces Operations and Maintenance Plan, contents as listed above.

One (1) administrative draft and one (1) final draft.

Subtask 9.4.4: Parking District Coordination
Consultant’s project team will support the City and the City’s outside parking consultant in the preparation of the required Parking Management Plan pursuant to SP-11 Implementation Program I-7, and in the City’s analysis and implementation of a Parking District for the Civic Arts Plaza/Downtown Core area. Services may include review of parking and mobility analyses; coordination with the City's parking consultant to ensure consistency with the CAPSP's goals, policies, and implementation programs; preparation of exhibits, maps, diagrams, and supporting planning materials; integration of Parking Management Plan recommendations into the CAPSP (as appropriate) and related implementation documents; participation in project team, staff, stakeholder, and public meetings; preparation of meeting materials and summaries; and assistance in identifying governance, funding, operational, and implementation strategies for a future Parking District. Consultant shall provide ongoing planning, policy, and technical support to CMO:850-20\rr\ H:\COMMON\City Council\Council Items\2026\070726\RRM Contract Amendment

facilitate City review, decision-making, and adoption of the Parking Management Plan and related Parking District framework.

Deliverables:
Parking Management Plan coordination and technical support Parking District evaluation, formation, and implementation support Parking exhibits, maps, and presentation materials
Meeting participation, coordination, and summaries
CAPSP integration
Subtask 9.4.5: Final Subdivision Map
Consultant shall provide field and office services necessary to prepare the final subdivision map.

9.4.5.1:Field efforts will consist of:
a. Recovering existing monumentation
b. Retracing prior surveys
c. Collecting the information necessary to accurately establish project boundaries.

9.4.5.2:Office services will include:
a. Researching the property's survey history
b. Reviewing applicable maps and deeds
c. Resolving boundary determinations based on field findings d. Preparing the lot layout in accordance with the approved project entitlements.

9.4.5.3:The project team will:
a. Prepare the final subdivision map and submit it for review and map checking by the governing agency.
b. Respond to agency comments and incorporate required revisions to facilitate approval and recordation of the final subdivision map. c. Prepare legal descriptions and depictions for documents to be recorded with the final map.
d. Be fully responsible for all field and office services necessary to prepare the Final Subdivision Map, including any additional research, field investigations, boundary analysis, calculations, and mapping required to produce a technically complete and recordable Final Subdivision Map.
e. Prepare the Final Subdivision Map in full compliance with the California Subdivision Map Act, the Professional Land Surveyors' Act, applicable local ordinances, and the requirements of all reviewing and approving agencies.

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f.Respond to and resolve all review comments from the applicable reviewing agencies and revise the Final Subdivision Map as necessary until all required approvals have been obtained and the map is accepted for recordation.
g. Perform all post-recordation surveying services required for completion of the subdivision, including setting and referencing all monuments required by the Final Subdivision Map and applicable laws and regulations.
h. Prepare all legal descriptions and plat for easement documents, certificates, exhibits, CC&Rs (if applicable), and any other documents required to support the Final Subdivision Map or to be recorded concurrently with, or as a result of, the Final Subdivision Map.

Deliverables: Final Subdivision Map
Subtask 9.4.6: Condition Compliance and Permitting Support Consultant’s project team will provide support and coordination with the City and applicable outside agencies to demonstrate compliance with conditions of approval required prior to issuance of permits related to Phases 1 and 2B.

This task excludes:
a. Monitoring and/or compliance with conditions of approval required prior to other project phases,
b. Conditions related to construction management and/or future operations, c. Other mitigation monitoring requirements as part of certified Environmental Impact Report not applicable to the issuance of permits associated with project phases 1 and 2B of the project.

Deliverables: Condition compliance support
Task 9.5: Specific Plan Amendments
Subtask 9.5.1: SP-11 Amendment/Revisions
Consultant’s project team will prepare necessary amendments to SP-11 to accommodate potential refinements and additional information related to SP-11’s signage and wayfinding and/or public art sections based on the details of those implementation programs developed in Task 9.4 above. Amendments to SP-11 are anticipated to be minor and are not anticipated to require additional environmental review. Should more substantial changes to SP-11 and/or additional environmental review be necessary, additional scope and fees may be required.

Deliverables: SP-11 Amendments
Subtask 9.5.2: Public Hearings
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If needed, the project team will attend public hearings for the review and approval of SP- 11 amendments related to potential refinements to SP-11’s signage and wayfinding and public art sections. This subtask assumes up to two (2) Planning Commission hearings and up to three City Council hearings related to approval of potential SP-11 amendments.

Deliverables: Attendance at up to five (5) public hearings for SP-11 approvals

Task 9.6: Phase 1 Reinforced Concrete Box Construction Documents Subconsultant KPFF will produce a comprehensive civil engineering construction document submittal package for review and approval by the County of Ventura Watershed Protection District (District). This scope encompasses the design and structural/geometric realignment of the District’s jurisdictional Reinforced Concrete Box (RCB) culvert.

The drawing package will also depict all proposed utility crossings through the adjusted District easement as required by the Phase 1 utility scope, to be permitted under the same encroachment permit. Drawings and specifications will be prepared in strict accordance with the District Standard Plans, the Ventura County Hydrology and Hydraulic Design Manuals, and the American Public Works Association (APWA) Standard Specifications for Public Works Construction (Greenbook).

Subtask 9.6.1: Construction Documents
The construction document set will include the following submittal milestones: (These full descriptions are listed here and truncated in the rest of the scope for clarity purposes.) Design Development
KPFF will assemble an initial Design Development submittal for review by the project design team, internal staff and the cost estimator to ensure alignment with previous cost exercises. This submittal serves to advance the design and flush out any unforeseen issues prior to beginning the final permit submittal.

Construction Documents - 90%
KPFF will assemble and submit the initial 90% design package to initiate the District’s formal plan-check process. This package, along with all relevant project reports and/or calculations, as listed below, will be submitted for permitting.

Because this project involves the structural modification and physical footprint realignment of an established District asset/channel, the primary vehicle for agency approval will be a District Encroachment Permit (processed concurrently with a District Watercourse Permit if the work shifts grading impacts into an unlined, regulated floodplain). The 90% submittal will include complete civil construction drawings, structural detailing, and the necessary technical supplemental reports required by the County for facility realignments, specifically:
a. A project-specific hydrology and hydraulics report calculating design flow capacities, velocity impacts, and downstream energy dissipation to prove no net reduction in regional flood protection. Hydrologic studies are expected to CMO:850-20\rr\ H:\COMMON\City Council\Council Items\2026\070726\RRM Contract Amendment

include the limits of the downtown campus plan. Larger area studies are not expected to be required and are excluded.
b. Structural calculations for the concrete box under standard County live/dead loading conditions
c. An initial Stormwater Quality Control Plan matching the County Technical Guidance Manual (TGM)
Bid Set
Upon receiving formal plan check approval and securing the final District Encroachment/Watercourse permits, KPFF will address all agency required corrections.

KPFF will finalize the construction drawings and specifications to generate a complete, stamped, and signed package suitable for public bidding and construction execution. All other bid phase support services are called out in Section 9.6.2 Specifications
Technical specifications will be provided for the project at the 90% submittal.

Specifications will be prepared in accordance with American Public Works Association (APWA) Standard Specifications for Public Works Construction (Greenbook).

Construction Cost Estimate
Directional Logic will provide dedicated, third-party construction cost estimating services for the Phase 1 RCB Construction Documents, utilizing direct, project-specific quantity takeoffs and structural feedback provided by KPFF. This task includes:
a. One (1) Design Development cost estimate for confirmation that the proposed design aligns with previous budgeting exercises
b. One (1) baseline 90% cost estimate delivered concurrently with the initial permitting submittal
c. One (1) engineer’s estimate matching the final, permit-approved bid set to inform and establish the City's final budget prior to bidding Deliverables: Construction Document Submittal, milestones and contents as listed above Subtask 9.6.2: Bidding Support
The design team will support the City during the bidding process, responding to bidder requests for information (RFI), in addition to issuing addenda as deemed necessary to clarify design-related issues. The design team will also issue final conformed “for construction set” of plans that incorporate all addenda. Up to one pre-bid conference is also included in this subtask.

Deliverables: Attend pre-bid conference, respond to all bidder RFIs and issue addenda as needed, and issue conformed for construction set of plans and specs.

Task 9.7: Phase 1 On-Site Construction Documents
Subconsultant KPFF and its consultants will prepare a construction document submittal for Phase 1 improvements for review and approval by the City Building Division. Phase 1 establishes the essential infrastructure needed to support implementation of the CMO:850-20\rr\ H:\COMMON\City Council\Council Items\2026\070726\RRM Contract Amendment

Downtown Project and includes demolition, storm drain improvements, tree removal, rough grading, construction of West Road and the new access connection to the existing parking structure from Oakwood Drive, and selective demolition of the CAP to accommodate future project improvements.

This task includes design and documentation of low retaining walls (approximately 6ft in height) required to retain the existing slope south of the Oakwood Drive extension. The project team will provide performance specifications only for the retaining/shoring wall north of the Oakwood Drive extension which is assumed to be a design/build element part of the future contractor’s scope for Phase 1 on-site improvements. This will be listed as a deferred submittal in the construction document submittal.

Subtask 9.7.1: Schematic Design – CAP Temporary Modifications SmithGroup will provide design-phase services for the demolition and modification of the east-facing appendages of the existing Civic Arts Plaza (CAP) building as part of the Phase 1 on-site improvements. The appendage modifications are required to accommodate a future access road and are intended as interim improvements until the comprehensive Civic Arts Plaza upgrades are implemented as part of Phase 2C.

While temporary in nature, the proposed improvements will be carefully designed to respect the existing architectural character of the CAP, minimize impacts to ongoing building operations and occupants, and coordinate with adjacent development parcels.

The design approach will balance immediate project needs with the long-term vision for the CAP and surrounding downtown district. This task also includes addressing portions of the west façade of the CAP building that will become exposed as a result of regrading efforts associated with the new access road.

Deliverables: Schematic design level drawings and exhibits to convey design approach of the CAP modifications, electronic PDF format
Subtask 9.7.2: Construction Documents and Bid Phase Support The construction document set will include the following submittal milestones:

Design Development
First submittal for internal staff review.

Construction Documents – 50%
Second submittal for internal staff review.

Construction Documents – 90%
First submittal to the City Building Division for permits.

Construction Documents – 100%
Encompasses any re-submittals to gain permits.

Construction Documents – Bid Set
Once permits are received, this is the set compiled for public bidding.

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Construction Documents – Construction Set
Once bid phase and addendum are completed, this is the conformed set compiled for construction.

Specifications
Technical specifications will be provided for the project at the 90% submittal.

Specifications will be prepared in accordance with CSI (Construction Specifications Institute) format. This scope assumes the City will provide the draft/template for all general provision (front end) specifications sections related to this project, to be developed and refined to meet the specific needs of the project by the design team.

Construction Cost Estimate
Directional Logic will provide dedicated, third-party construction cost estimating services for the Phase 1 on-site Construction Documents, utilizing direct, project-specific quantity takeoffs and structural feedback provided by KPFF. This subtask includes:
a. One (1) Design Development cost estimate for confirmation that the proposed design aligns with previous budgeting exercises
b. One (1) baseline 90% cost estimate delivered concurrently with the initial permitting submittal
c. One (1) engineer’s estimate matching the final, permit-approved bid set to inform and establish the owner's final budget prior to bidding Deliverables: Construction Document Submittal, milestones and contents as listed above, electronic PDF format
Subtask 9.7.3: Bidding Support
The design team will support the City during the bidding process, responding to bidder requests for information (RFI), in addition to issuing addenda as deemed necessary to clarify design-related issues. The design team will also issue final conformed “for construction set” of plans that incorporate all addenda. Up to one pre-bid conference is also included in this subtask.

Deliverables: Attend pre-bid conference, respond to all bidder RFIs and issue addenda as needed, and issue conformed for construction set of plans and specs.

Task 9.8: Phase 1 Roadway Encroachment Permit Construction Documents KPFF will produce a construction document submittal for Oakwood Drive and West Road roadway connections. Submittal will be per City requirements and will follow City standard plans as well as American Public Works Association (APWA) details and specifications (Greenbook). The construction document package will provide the level of detail necessary to support permitting, bidding, and construction of the said scope of work.

This task includes work associated with the new intersection of West Rd. and Thousand Oaks Blvd. This task excludes any additional improvements along Thousand Oaks Blvd CMO:850-20\rr\ H:\COMMON\City Council\Council Items\2026\070726\RRM Contract Amendment

and the future alignment of Main Street. Documentation is expected to include curb, gutter, and roadway surface, as well as signage and striping.

Subtask 9.8.1: Construction Documents
The construction document set will include the following submittal milestones:

Design Development
First submittal for internal staff review.

Construction Documents – 90%
First submittal to the City Building Division for permits.

Construction Documents – Bid Set
Once permits are received, this is the set compiled for public bidding.

Construction Documents – Construction Set
Once bid phase and addendum are completed, this is the conformed set compiled for construction.

Specifications
Technical specifications will be provided for the project at the 90% submittal.

Specifications will be prepared in accordance with American Public Works Association (APWA) Standard Specifications for Public Works Construction (Greenbook).

Construction Cost Estimate
Directional Logic will provide dedicated, third-party construction cost estimating services for the Phase 1 Roadway Encroachment Construction Documents, utilizing direct, project- specific quantity takeoffs and structural feedback provided by KPFF. This subtask includes:
a. One (1) Design Development cost estimate for confirmation that the proposed design aligns with previous budgeting exercises
b. One (1) baseline 90% cost estimate delivered concurrently with the initial permitting submittal
c. One (1) engineer’s estimate matching the final, permit-approved bid set to inform and establish the City's final budget prior to bidding
Deliverables: Construction Document Submittal, milestones and contents as listed above, electronic PDF format
Subtask 9.8.2: Bidding Support
The design team will support the City during the bidding process, responding to bidder requests for information (RFI), in addition to issuing addenda as deemed necessary to clarify design-related issues. The design team will also issue final conformed “for construction set” of plans that incorporate all addenda. Up to one pre-bid conference is also included in this subtask.

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Deliverables: Attend pre-bid conference, respond to all bidder RFIs and issue addenda as needed, and issue conformed for construction set of plans and specs.

Task 9.9: Phase 1 Public Utility Encroachment Permit Construction Documents KPFF will produce construction document submittals for the public utility improvements, including water and sewer mains off-site and on-site. This includes the off-site sewer connection and fire hydrant relocations. If information from the developer-led projects is available in a timely manner, sewer and water laterals serving proposed developments will be included in the design within the limits of the proposed roadways as applicable under the encroachment permit. If this information is not available during the work outlined in this task, additional plan sets or permit addendums may be required and additional services may apply. Submittal will be per City standards as well as APWA details and specifications (Greenbook). The construction document package will provide the level of detail necessary to support permitting, bidding, and construction of the said scope of work.

This task includes Dry Utility Experts leading the coordination with utility purveyors for electrical, low voltage, and gas infrastructure within the Phase 1 limit of work. This task excludes any changes to utilities within Oakwood Drive and Thousand Oaks Boulevard rights-of-way not included and depicted in the approved entitlement plan set. This task also excludes utility laterals for developer-led projects that connect directly into Thousand Oaks Blvd.

Subtask 9.9.1: Construction Documents
The construction document set will include the following submittal milestones:

Design Development
First submittal for internal staff review.

Construction Documents – 90%
First submittal to the City Building Division for permits.

Construction Documents – Bid Set
Once permits are received, this is the set compiled for public bidding.

Construction Documents – Construction Set
Once bid phase and addendum are completed, this is the conformed set compiled for construction.

Specifications
Technical specifications will be provided for the project at the 90% submittal.

Specifications will be prepared in accordance with American Public Works Association (APWA) Standard Specifications for Public Works Construction (Greenbook).

Construction Cost Estimate
Directional Logic will provide dedicated, third-party construction cost estimating services for the Phase 1 Public Utility Encroachment Construction Documents, utilizing direct, CMO:850-20\rr\ H:\COMMON\City Council\Council Items\2026\070726\RRM Contract Amendment

project-specific quantity takeoffs and structural feedback provided by KPFF. This subtask includes:
a. One (1) Design Development cost estimate for confirmation that the proposed design aligns with previous budgeting exercises.
b. One (1) baseline 90% cost estimate delivered concurrently with the initial permitting submittal.
c. One (1) engineer’s estimate matching the final, permit-approved bid set to inform and establish the Owner's final budget prior to bidding.

Deliverables: Construction Document Submittal, milestones and contents as listed above, electronic PDF format
Subtask 9.9.2: Bidding Support
The design team will support the City during the bidding process, responding to bidder requests for information (RFI), in addition to issuing addenda as deemed necessary to clarify design-related issues. The design team will also issue final conformed “for construction set” of plans that incorporate all addenda. Up to one pre-bid conference is also included in this subtask.

Deliverables: Attend pre-bid conference, respond to all bidder RFIs and issue addenda as needed, and issue conformed for construction set of plans and specs.

Task 9.10: Phase 2B Carpenter Park Construction Documents Consultant and subconsultants will prepare a complete construction document package for the Phase 2B on-site improvements, commonly referred to as Carpenter Park. It is anticipated that preparation of the Carpenter Park construction documents will commence as the Phase 1 design documents approach completion. Accordingly, the final Phase 1 design drawings will serve as the existing conditions drawing base for this phase of work.

It is further assumed that completion of the Phase 1 design effort will provide greater clarity regarding the specific limits of work for Phase 2B. While the final project boundaries will be confirmed during design development, Phase 2B is anticipated to include all site design, fine grading, and associated improvements necessary for the construction of Carpenter Park.

Major project elements include:
a. the terraced seating areas,
b. children's play area,
c. open lawn,
d. paved town square,
e. elevated decking areas,
f. splash pad,
g. artistic shade canopy,
h. public art installations,
i. wayfinding and interpretive signage,
j. landscaping and irrigation,
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k. site furnishings, and
l. related infrastructure improvements.

The construction document package will provide the level of detail necessary to support permitting, bidding, and construction of the Phase 2B improvements and will be coordinated with the completed Phase 1 design documents to ensure a seamless integration of project components.

Subtask 9.10.1: Conceptual Design
Designated specialty subconsultants shall develop and present conceptual design alternatives for the splash pad and artistic shade canopy, supported by illustrative materials such as 2D diagrams, precedent imagery, and 3D renderings, for review and feedback by the project team and City staff. Following the selection of a preferred concept, the Phase 2B site design team will advance the chosen design into the Design Development phase.

Due to the complexity and significance of the artistic shade canopy, including considerations related to its form, scale, height, structural approach, and overall visual character, the scope of work for this subtask is limited to conceptual design services for that element. Upon selection of a preferred concept, the City may elect to retain the specialty consultant to continue through Design Development, Construction Documents, fabrication, and installation support under a subsequent scope of work.

Subtask 9.10.2: Construction Documents
The construction document set will include the following submittal milestones:

Design Development
First submittal for internal staff review.

Construction Documents – 50%
Second submittal for internal staff review.

Construction Documents – 90%
First submittal to the City Building Division for permits.

Construction Documents – 100%
Encompasses any re-submittals to gain permits.

Construction Documents – Bid Set
Once permits are received, this is the set compiled for public bidding.

Construction Documents – Construction Set
Once bid phase and addendum are completed, this is the conformed set compiled for construction.

Specifications
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Technical specifications will be provided for the project at the 90% submittal.

Specifications will be prepared in accordance with CSI (Construction Specifications Institute) format. This scope assumes the City will provide all general provision (front end) specifications sections related to this project.

Construction Cost Estimate
Directional Logic will provide dedicated, third-party construction cost estimating services for the Phase 2B on-site Construction Documents, utilizing direct, project-specific quantity takeoffs and structural feedback provided by KPFF. This task includes:
a. One (1) Design Development cost estimate for confirmation that the proposed design aligns with previous budgeting exercises.
b. One (1) baseline 90% cost estimate delivered concurrently with the initial permitting submittal.
c. One (1) engineer’s estimate matching the final, permit-approved bid set to inform and establish the Owner's final budget prior to bidding.

Deliverables: Construction Document Submittal, milestones and contents as listed above, electronic PDF format
Subtask 9.10.2: Bidding Support
The design team will support the City during the bidding process, responding to bidder requests for information (RFI), in addition to issuing addenda as deemed necessary to clarify design-related issues. The design team will also issue final conformed “for construction set” of plans that incorporate all addenda. Up to one pre-bid conference is also included in this subtask.

Deliverables: Attend pre-bid conference, respond to all bidder RFIs and issue addenda as needed, and issue conformed for construction set of plans and specs.

Task 9.11: Phase 2B Roadway Encroachment Construction Documents KPFF will produce a construction document submittal for roadway encroachments within the public right-of-way along Lakes Drive and Thousand Oaks Boulevard, including:
a. curb re-alignments
b. striping,
c. signage,
d. diagonal parking spaces,
e. signal relocation and
f. any required traffic modifications.

Submittal will comply with City standard plans as well as APWA details and specifications (Greenbook). The construction document package will provide the level of detail necessary to support permitting, bidding, and construction of the said scope of work. The limit of work is assumed to stop at the existing intersection of Dallas Drive and Thousand Oaks Blvd. Additional improvements along Thousand Oaks Blvd. west of Dallas Drive, including modifications to the intersection with Dallas Drive depicted in the approved CMO:850-20\rr\ H:\COMMON\City Council\Council Items\2026\070726\RRM Contract Amendment

entitlement set are assumed to be within the scope of the developer-led projects and are excluded from this scope of work.

This subtask excludes any changes to Thousand Oaks Boulevard and/or Lakes Drive rights-of-way, including curb/gutter, striping, and other improvements not included and depicted in the approved entitlement plan set.

Subtask 9.11.1: Construction Documents
The construction document set will include the following submittal milestones:

Design Development
First submittal for internal staff review.

Construction Documents – 90%
First submittal to the City Building Division for permits.

Construction Documents – Bid Set
Once permits are received, this is the set compiled for public bidding.

Construction Documents – Construction Set
Once bid phase and addendum are completed, this is the conformed set compiled for construction.

Specifications
Technical specifications will be provided for the project at the 90% submittal.

Specifications will be prepared in accordance with American Public Works Association (APWA) Standard Specifications for Public Works Construction (Greenbook).

Construction Cost Estimate
Directional Logic will provide dedicated, third-party construction cost estimating services for the Phase 1 Roadway Encroachment Construction Documents, utilizing direct, project- specific quantity takeoffs and structural feedback provided by KPFF. This subtask includes:
a. One (1) Design Development cost estimate for confirmation that the proposed design aligns with previous budgeting exercises.
b. One (1) baseline 90% cost estimate delivered concurrently with the initial permitting submittal.
c. One (1) engineer’s estimate matching the final, permit-approved bid set to inform and establish the Owner's final budget prior to bidding.

Deliverables: Construction Document Submittal, milestones and contents as listed above, electronic PDF format

Subtask 9.11.2: Bidding Support
The design team will support the City during the bidding process, responding to bidder requests for information (RFI), in addition to issuing addenda as deemed necessary to clarify design-related issues. The design team will also issue final conformed “for CMO:850-20\rr\ H:\COMMON\City Council\Council Items\2026\070726\RRM Contract Amendment

construction set” of plans that incorporate all addenda. Up to one pre-bid conference is also included in this subtask.

Deliverables: Attend pre-bid conference, respond to all bidder RFIs and issue addenda as needed, and issue conformed for construction set of plans and specs.

Project Phase and Scope Assumptions:

1. Project will be implemented consistent with approved SP-11 entitlements. No major redesign or re-entitlement is assumed. Changes to existing entitlement drawings, studies, or deliverables may result in additional scope and fees. Third- party developer scope will generally align with current program framework and conform to approved entitlement drawings and SP-11 policies and requirements.

2. Required agency approvals will follow standard processes and timelines.

Information from the City and partner developer will be provided in a timely manner.

3. Reworking of drawings and other deliverables included in this scope of work resulting from developer-driven changes to the project plans and program may result in additional scope and fees.

Services and/or Information to be Provided by Client
Consolidation and transmission of review comments from City departments and other stakeholders
Coordination with adjacent property owners, tenants, and other third parties Access to the project site and coordination of entry permissions where necessary
Additional utility investigation or potholing beyond that included in the scope Construction management services, during design or construction Payment of all permit, plan check, utility, and agency fees Meeting room facilitation
Front end specifications/general provisions
Downstream sewer capacities
Exhibit B-1
Schedule of Fees
The following task is added to the original Schedule of Fees. Work for Task 9 and all sub tasks shall not exceed $7,374,199, plus additional services of $326,096. Total Contract total not-to-exceed amount is $12,005,098 .

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Fee Footnotes Estimated fees for tasks shown as “Time and Materials - Not to Exceed" (T&M/NTE) are provided for informational purposes only. Amounts billed for these tasks, which will reflect actual hours, will not be exceeded without prior approval by the client.

Reimbursable ExpensesIncidental expenses incurred by RRM Design Group or any subconsultant it may hire to perform services for this project are reimbursed by the client at actual cost plus 10% to cover its overhead and administrative expenses.

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Adjustment to Hourly Billing RatesRRM reserves the right to adjust hourly rates on an annual basis.

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