A2243.SR.JD
CITY OF SIMI VALLEY
MEMORANDUM
June 27, 2022
TO: City Council
Board of Directors of Ventura County Waterworks District No. 8 FROM: Department of Public Works
SUBJECT: DELEGATION OF AUTHORITY T O THE CITY MANAGER /DISTRICT
MANAGER TO TAKE CERTAIN ACTIONS DURING THE CITY
COUNCIL/BOARD OF DIRECTOR’S EXTENDED BREAK
STAFF RECOMMENDATION
It is recommended that the City Council delegate authority to the City Manager /District Manager to take certain actions as set forth in this staff report during the City Council 's extended break, with a report of actions taken and/or ratification requests, if any, to the City Council at the July 25, 2022, meeting.
BACKGROUND AND OVERVIEW
The City Council is scheduled to be on an extended break between June 27th and July 2 5th, 2022, not considering any special meetings that may be agendized.
Consequently, staff is requesting that the City Council delegate authority to the City Manager/District Manager to take certain actions, as needed, for the ongoing operations of the City. These actions may include awarding contracts, including construction or professional services contracts, entering into new agreements or agreement extensions, etc., as set forth more specifically in this report. Generally, such actions are listed on the Consent Calendar , and any actions would be consistent with City guidelines and practices. This request is similar to action taken by the City Council during previous breaks/recesses.
FINDINGS AND ALTERNATIVES
Staff is aware that the following projects, programs, or contracts may require action during the extended break.
Negotiate and execute a contract extension with Vulcan Material Company for the purchase of hot asphalt and asphalt products.
Negotiate and execute a contract extension with Gibbs International, Inc . for the purchase of five (5) vehicles.
AGENDA ITEM NO.
Consent (1)
A2243.SR.JD
Negotiate and execute a contr act extension with Stay Green Inc. for Tree Maintenance Services.
Negotiate and execute a contract extension with Stay Green Inc. for Landscape Maintenance Services.
Negotiate and execute a contract extension with Hill Brothers Chemical Company (Hill Brothers) for the purchase of chemical supplies.
Negotiate and execute a contract extension with California Water Technologies, LLC. (CWT) for the purchase of chemical supplies.
Negotiate and execute a contract extension with SNF Polydyne, Inc. for the purchase of Clarifloc WE-2043 Polymer.
Negotiate and execute a contract extension with Univer Solutions USA, Inc. for the purchase of Sodium Bisulfite.
Negotiate and execute a contract extension with Olin Corporation for the purchase of Sodium Hypochlorite.
Negotiate and execute a contract extens ion with Kasraie Consulting for professional engineering services for development plan check.
Negotiate and execute a contr act extension with Wil ldan Engineering , Inc. for professional engineering services for development plan check.
The contracts for these vendors will expire on June 30, 2022, and the current contracts authorize a cost of living increase and a two -year extension. However, t hese vendors have indicated a hesitation to commit to the proposed contract prices for the additional two-year term as a result of significant cost increases and other market conditions currently impacting their business. In order to maintain continuity into the next fiscal year, staff has been discussing contra ct extension options including shorter terms, price adjustments, etc. This will allow staff the opportunity to rebid the contracts if necessary.
Should the above matters arise (as anticipated), the City Manager/District Manager would be able to consider and take action and award such contracts or agreements deemed as reasonable and necessary. In so doing, the City’s operations could remain on a timely course. For those actions named above, a report of actions taken will be provided to City Council at the July 25, 2022, meeting. For other actions taken, the City Council will be provided a ratification request at the next meeting.
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The following alternatives are available to the City Council:
1. Delegate authority to the City Manager/District Manager to take certain actions as set forth in this staff report during the City Council's extended break, with a report of actions taken and/or ratification requests, if any, to the City Council/Board at the July 25, 2022, meeting;
2. Provide staff with other direction.
Staff recommends Alternative No. 1.
SUGGESTED CITY COUNCIL/BOARD MOTION
I move to delegate authority to the City Manager/District Manager to take certain actions, as set forth in this staff report , during the City Council's extended break, with a report of actions taken and/or ratification requests, if any, to the City Council at the July 25, 2022, meeting.
SUMMARY
Staff is requesting that the City Council delegate authority to the City Manager /District Manager to take certain actions nee ded for the ongoing operation of the City during an extended break as set forth in this staff report. These actions may include the award of contracts including construction and professional services contracts, signing of agreements, or agreement extensions, etc.
____________________________________
Ronald K. Fuchiwaki
Public Works Director
Prepared by: Ron Fuchiwaki, Public Works Director
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