Camarillo City Council
AGENDA REPORT
Date: March 13, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Dave Klotzle, Public Works Director
Subject: Ditch, Culvert, and Detention Basin Maintenance MC-2023-4 - Agreement Amendment
BACKGROUND
Specification No. MC-2023-4 involves the maintenance of drainage ditches, culverts, and detention basins of City-owned properties to keep them clear of silt and debris that will impede flow. On September 13, 2023, the City Council approved Agreement No. 2023- 51 (Contract) with United Storm Water, Inc. (United) for Specification No. MC-2023-4, Ditch, Culvert, and Detention Basin Maintenance to clean 35 ditches, culverts, and detention basins in the amount of $79,512 for services through March 13, 2024, plus a contingency of $11,927 for an authorized expenditure of $91,439. The Contract provides for up to one three-month extension upon City Council approval for unforeseen additional work, if needed.
On December 15, 2023, a first amendment to the Contract (Agreement No. 2023-51A) was approved to increase the Contract in the amount of $4,490.40 and amend the scope of work to include cleanout of an additional storm drain channel located at the end of Cervato Drive for a total Contract amount of $84,002.40.
DISCUSSION
Staff recommends a second amendment to the Contract for a three-month extension through June 13, 2024 with United for needed maintenance of 40 additional ditches, culverts, and detention basins as a result of the recent storms for a not to exceed amount of $85,750 and reestablishing a contingency of $8,500 (approximately 10%) for a total Contract amount of $169,752.40 and total authorized expenditure of $178,252.40.
Contract amounts for the agreement amendment for the following zones are listed in the following table:
MC-2023-4 Agreement Amendment
March 13, 2024
1 1
8 2
Fund Account No. Amount
Landscape Maintenance 220-3310-433.35-20 $51,450.00
Mission Oaks MD1A 221-3311-433.35-20 $21,437.50
Armitos 223-3313-433.35-20 $2,143.75
Presley 225-3315-433.35-20 $2,143.75
Spanish Hills 226-3316-433.35-20 $2,143.75
Sares Regis 227-3317-433.35-20 $4,287.50
Vista Las Posas 228-3318-433.35-20 $2,143.75
Total Amendment $85,750.00
Contingency $8,500
Total Authorized Expenditure $94,250
FISCAL IMPACT
Funds for the agreement amendment and contingencies with United in the amount of $94,250 are included in the FY 2023/24 operating budgets listed above. However, an additional appropriation in Account No. 227-3317-433.35-20 in the amount of $1,634 from available Sares Regis Fund Balances is required.
RECOMMENDATION
1. Authorize an appropriation of $1,634 in the Sares Regis Fund from available fund balance; and
2. Authorize the City Manager to execute Agreement No. 2023-51B with United Storm Water, Inc. for an amount of $85,750 for a total agreement amount of $169,752.40; and
3. Authorize the City Manager to execute future amendments to the Agreement with United Storm Water, Inc. for unforeseen additional services up to the authorized contingency amount.
ATTACHMENTS
1. CC Agreement 2023-51B
2. CC Agreement 2023-51A
3. CC Agreement 2023-51
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None