TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:August 25, 2026
SUBJECT: Hill Canyon Treatment Plant Miscellaneous Repairs FY 2025-27 Project (MI 2646)
RECOMMENDATION:
1. Approve the project design, specifications, and Addenda Nos. 1, 2 and 3 for construction of the Hill Canyon Treatment Plant (HCTP) Miscellaneous Repairs FY 2025-27 Project (MI 2646).
2. Waive purchasing process requirement under Thousand Oaks Municipal Code 3-10.302 (c) requiring City Council pre-authorization to bid for projects over $220,000.
3. Award construction contract for the HCTP Miscellaneous Repairs FY 2025-27 Project (MI 2646) to GSE Construction Company, Inc. (Livermore, CA), in the amount of $234,234, plus a contingency of $23,000, for a total construction contract value of $257,234.
4. Authorize expense in the amount of $257,234 ($234,234 construction contract, $23,000 construction contract contingency) from A/C #624-8250-682-5500 (Wastewater Fund - Contract Services/Construction, MI 2646).
5. Delegate authority to the City Engineer to approve changes in the design, plans, specifications, and working details of the project on work directives and change orders up to the project approved contingency amount.
6. Find that the project is Categorically Exempt from California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301 (repair/maintenance of an existing facility).
LEVINE ACT ITEM: No
HCTP Miscellaneous Repairs FY 2025-27 Project (MI 2646) August 25, 2026
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FINANCIAL IMPACT:
No Additional Funding Requested. $500,000 is included in the Adopted FY 2026-27 Wastewater Capital Fund Budget for HCTP Miscellaneous Repairs FY 2025-27 (MI 2646). The estimated total project cost is $297,234.
BACKGROUND:
The City’s HCTP is located at 9600 Santa Rosa Road, nestled in a canyon in the northwest section of the City at the confluence of the North and South Arroyo Conejo Creeks. HCTP features two headworks: the north headworks and the south headworks (Attachment #1). The north headworks is the older of the two facilities and operates primarily during the winter months when storm flows increase the overall water levels at HCTP. Although the additional treatment system is not in continuous operation, it provides significant operational benefits to the HCTP staff.
Some components of the HCTP infrastructure date back to the original plant built in the 1960s. At the north plant treatment site, two clarifiers (Clarifier #1 and Clarifier #3) have original equipment that has failed and can no longer adequately treat incoming wastewater when the north plant is in operation. Specifically, each clarifier is equipped with a scum beach device that skims material from the surface of the clarifier water. This material is meant to be separated from the clarified water that continues through the rest of the treatment process. However, if a scum beach fails or is not functioning efficiently, the skimmed material is not completely removed, which can impact the performance of downstream treatment systems.
Given the age of this equipment and the end of service life for the scum beach devices, the project will require the contractor to rebuild or rehabilitate the units since the manufacturer no longer fabricates these components.
This project also involves replacing a section of vertical cleanout piping that has developed a hole due to corrosion. When the system is operational, this hole allows wet gas and some liquid to escape, leading to material pooling around the exterior of the cleanout pipe. This maintenance task was added to the project because of its proximity to the north plant clarifiers previously mentioned.
DISCUSSION/ANALYSIS:
The north plant process is crucial during the wet weather season, as it handles a portion of the incoming wastewater flow arriving at HCTP, sharing this responsibility with the south headworks facility. The clarifiers play a vital role in the efficiency of the treatment process. Repairing, rehabilitating, or replacing the scum beaches will enhance the treatment effectiveness of the clarifiers.
HCTP Miscellaneous Repairs FY 2025-27 Project (MI 2646) August 25, 2026
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Although the engineer's initial estimate was $167,000 and below the threshold for formal bidding, the bidding process met all the requirements of a formal bid under the Public Contract Code. The Notice Inviting Bids was publicly advertised in the Thousand Oaks Acorn newspaper and posted on the City’s procurement website on May 15, 2026, per the Public Contract Code Section 22037 and Thousand Oaks Municipal Code 3-10.306. Four bids were received and publicly opened on June 24, 2026. The bid results are as follows:
Bidder Bid
1. Clean Infusion, Inc. (Columbia, MO) $139,000
2. MMC, Inc. (La Palma, CA) $154,000
3. Levon Construction Group (Anaheim, CA) $158,000
4. GSE Construction Company (Livermore, CA) $234,234
The three lowest bids are all lower than the engineer’s estimate of $167,000. Upon review of the three lowest bids; however, it was determined that each had issues completing all bid forms in a responsive fashion, which rendered those bids non- responsive. These three bidders were notified of their bid errors and that they were therefore not considered for award. The lowest responsive bid is therefore from GSE Construction Company (GSE) in the amount of $234,234. GSE’s bid was reviewed and deemed to be responsive. No bid protests were received during the protest period.
The City’s purchasing policy requires City Council authorization to advertise and solicit bids for projects exceeding $220,000. Because the initial engineer’s estimate was below the $220,000 threshold, City Council authorization was not sought prior to the bid advertisement. However, the formal bid process required by the Public Contracts Code and City Ordinance for Public Works Projects was still followed in all other regards. Bid errors and anomalies with the bid forms from the lowest three bid packages unexpectedly increased the project cost above the $220,000 formal bidding threshold, necessitating a request for a City Council waiver of the internal City policy requiring pre-authorization.
All other bid advertising and noticing requirements under the formal bidding procedures were followed. Therefore, staff is recommending that City Council waive the required bid authorization procedure and award the construction contract to GSE. Proceeding with these important repairs will help prepare HCTP to better handle the significant wet weather that is forecasted for the upcoming rainy season.
HCTP Miscellaneous Repairs FY 2025-27 Project (MI 2646) August 25, 2026
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The tentative schedule for completion of the project is as follows:
Award of Construction Contract August 2026
Start of Construction August/September 2026
Construction Completion November 2026
A summary of the estimated project cost is shown below.
Design Services During Construction (existing services
under contract 13281-2023) $ 25,000
Construction + Contingency Estimate (this action) $ 257,234 Total Estimated Project Cost $ 282,234
$500,000 is available in the Adopted FY 2026-27 Wastewater Capital Fund Budget for HCTP Miscellaneous Repairs FY 2025-27 (MI 2646). The overall project cost (including contingencies, design and engineering support services during construction/testing, and project management) is estimated at $282,234.
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.
This project is categorically exempt from CEQA per Section 15301 (replacement/reconstruction of an existing facility).
Community Outreach: This project will be limited to work at the HCTP and is not expected to impact neighboring residences. The work will be at the north end of the plant and will have a limited impact on plant operation. Construction-related impacts on hiking trail users will be minimal.
This project meets City Council’s Top Ten Priorities #9, “Public Works Infrastructure & Sustainability.”
CIP PROJECT PRIORITY (as outlined in FY 2025-26 and 2026-27 CIP Program Budget)
Priority Two – Necessary, but not essential, and there could be consequences if deferred.
HCTP Miscellaneous Repairs FY 2025-27 Project (MI 2646) August 25, 2026
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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: Paul Weinstein, Associate Analyst
Attachments:
Attachment #1 – Vicinity and Location Maps
DPW: 850-20\ev\Council\2026\08252026\MI 2646\HCTP Miscellaneous Repairs FY 2025-27 Project staff report.docx