TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:August 25, 2026
SUBJECT: Mechanical System Upgrades Projects at Hill Canyon Treatment Plant and Los Robles Greens Golf Course (CI 5647 & CI 5662) RECOMMENDATION:
1. Approve the project design, specifications, and Addenda Nos. 1 through 4 for the construction of the Mechanical System Upgrades Projects at Hill Canyon Treatment Plan (HCTP) (CI 5647) and Los Robles Greens Golf Course (LRGGC) (CI 5662).
2. Award construction contract to Bon Air, Inc. (Los Angeles, CA), for the Mechanical Systems Upgrades at HCTP (CI 5647) and LRGGC (CI 5662) in the amount of $2,563,200, plus a contingency of $254,420. Authorize the City Manager, or designee, to execute the construction contract in a form approved by the City Attorney.
3. Approve the First Amendment to the Professional Services Agreement with Glumac (Irvine, CA) to: extend the Agreement term through June 30, 2029; increase the amount by $35,000, for a revised not-to-exceed total of $110,000; and expand the Scope of Work for the Mechanical System Upgrades Project at HCTP (CI 5647).
4. Approve budget appropriation in the amount of $393,015 from A/C #671-0000-341- 9900 (Golf Course Fund – Net Position) to A/C #671-3560-682-8200 (Golf Course Fund – Buildings, CI 5662).
5. Approve budget transfer in the amount of $200,000 from Los Robles Greens Miscellaneous Maintenance Improvements (CI 5390) to Mechanical System Upgrades at LRGGC (CI 5662).
6. Authorize expense in the amount of $2,852,620 ($2,563,200 construction contract, $254,420 construction contingency, $35,000 consultant amendment) as follows:
$2,094,200 from A/C #624-8250-682-8200 (Wastewater Fund - Buildings, CI5647) and $758,420 from A/C #671-3560-682-8200 (Golf Course Fund - Buildings, CI5662).
Mechanical Systems Upgrades Projects at HCTP and LRGGC
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7. Find that the projects are Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to Article 19, Section 15301, Class (1) “minor alterations to existing facilities”.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
$393,015 Increase to Adopted FY 2026-27 Golf Course Fund Budget. $393,015 increase to the Adopted FY 2026-27 Golf Course Fund Budget is requested.
Approximately $165,405 is available in FY 2026-27 carryover budget for Mechanical Systems Upgrades at LRGGC (CI 5662) and a $200,000 budget transfer from Los Robles Greens Miscellaneous Maintenance Improvements (CI 5390), for a total available budget of $365,405. $2,292,518 is available in FY 2026-27 carryover budget for Mechanical Systems Upgrades at HCTP (CI 5647).
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 (Attachment #1) 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 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.
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).
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 Banquet Facility and Pro Shop buildings.
Sitewide controls will also be upgraded with ALC.
On March 29, 2022, City Council awarded a professional services agreement to Glumac (Irvine, CA) for Mechanical Engineering and Building Automation Systems for CI 5647 Mechanical Systems Upgrades Projects at HCTP and LRGGC
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(HCTP) and CI 5662 (LRGGC) in the amount of $565,910 for base services and $57,000 for extra service for a total amount of $622,910 for mechanical engineering consultant services for HCTP, LRGGC, and 401/403 Hillcrest Drive. City Council also approved Web CTRL by Automated Logic Corporation as the building automation system software selection. The City has since sold 401/403 Hillcrest Drive to Conejo Recreation and Park District.
On September 4, 2025, Glumac was awarded a new contract for professional services in an amount not to exceed $75,000 to provide additional mechanical, electrical, and plumbing (MEP) design services for the Mechanical System Upgrades Projects at LRGGC and HCTP as well as construction administration services for the LRGGC project; however, construction administration services for the HCTP project were not included. As the HCTP project progresses into the construction phase, additional construction administration services are necessary. The proposed First Amendment (Attachment #2) will increase the agreement’s not-to-exceed compensation and expand the Scope of Work to include construction administration services for HCTP.
On December 2, 2025, City Council approved a piggyback purchase of one 80-ton air cooled Carrier chiller from ACCO Engineered Systems (Newbury Park, CA) through the Master Services Agreement with Education Service Center, Region 10 in an amount not to exceed $120,000 for the LRGGC site due to extended lead times. Equipment design specifications for this chiller selection were provided by Glumac.
DISCUSSION/ANALYSIS:
On April 14, 2026, City Council authorized advertising for bids for the Mechanical Systems Upgrades Projects at HCTP (CI 5647) and LRGGC (CI 5662). The Notice Inviting Bids for this project was published on April 24, 2026, in the Thousand Oaks Acorn newspaper and on the City’s procurement website. Bids were publicly opened on June 17, 2026.
Three responsive bids were received as follows:
Bid Amount Contractor Place of Business
1. $2,563,200 Bon Air, Inc. Los Angeles, CA
2. $2,988,500 AC Pros, Inc. Reseda, CA
3. $3,206,119 ACCO Engineered Systems Pasadena, CA
The lowest bid received is from Bon Air, Inc. (Bon Air) in the amount of $2,563,200. Bids are under the Engineer’s estimate of $3.5 million. The bid package submitted by Bon Air has been reviewed and found to be in order and the bid protest period has elapsed with no formal protests received. Bon Air has satisfactorily completed other projects for the City as well as other cities, and their references have been verified. Staff recommend awarding the construction contract in the amount of $2,563,200 with a contingency in the amount of $254,420 to Bon Air.
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The estimated construction costs are as follows:
Mechanical Systems Upgrades at HCTP (CI 5647):
Base Construction Contract (this action): $1,872,000
Construction Contingency (this action): $ 187,200
Construction Support Services (this action): $ 35,000 $2,094,200
Mechanical Systems Upgrades at LRGGC (CI 5662):
Base Construction Contract (this action): $ 691,200
Construction Contingency (this action): $ 67,220
$ 758,420
Construction Phase Grand Total: $2,852,620
The tentative schedule for completion of the projects is as follows:
Start of Construction (Estimated): October 2026
Project Completion (Estimated): April 2027
Projects are Categorically Exempt from CEQA pursuant to Article 19, Section 15301, Class (1) “minor alterations to existing facilities.”
This project meets City Council’s Top Ten Priorities #9, “Public Works Infrastructure & Sustainability.”
CIP PROJECT PRIORITY (as outlined in FY 2025-26 and FY 2026-27 CIP Budget) Priority Two – Necessary, but not essential, and there could be consequences, if deferred.
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.
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 Mechanical Systems Upgrades Projects at HCTP and LRGGC
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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.
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
Joshua Richards, Assistant Analyst
Attachments:
Attachment #1 – Vicinity and Location Maps
Attachment #2 – First Amendment for Glumac
FIN:201-10\jr\H:\COMMON\Council\2026\Facilities\08252026CCMtg\CI5647 HCTP & CI5662 LRGGC Mech Upgrades Staff Report 8.25.26.docx