CITY OF SIMI VALLEY
MEMORANDUM
February 27, 2023
TO
: City Council
F
ROM: Department of Public Works
S
UBJECT: APPROVAL OF FIRST AMENDMENT TO THE CONTRACT BETWEEN THE CITY OF SIMI VALLEY AND VENCO WESTER N, INC., FOR LANDSCAPE DISTRICT NO. 1 MAINTENANCE SERVICES,
CONTRACT A, SPECIFICATION NO. SV 20-16R
STAFF RECOMMENDATION
It is recommended that the City Council approve the First Amendment to the contract with Venco Western, Inc. for Simi Valley Landscape District No. 1 Maintenance Services, Contract A, Specification No. SV 20-16R, extending the term through February 29, 2024, and increasing the amount of the agreement in the amount of $ 360,855.57 (not -to- exceed amount) for a one-year period.
BACKGROUND AND OVERVIEW
On February 8, 2021, the City Council awarded a contract to Venco Western, Inc. to provide landscape maintenance services for Simi Valley Landscape District No. 1, Contract A, S pecification, No. SV 20-16R (Attachment A, page 5). The City’s contract with Venco Western, Inc. expires on February 28, 2023. The contract provided the City with an option to extend the contract for t hree (3) additional one-year terms. The City now desires to extend the term with Venco Western Inc., for one (1) additional year.
FINDINGS AND ALTERNATIVES
The services to be performed under this First Contract Amendment include routine maintenance, as identified in Schedule I ($350,854.57), and extra work that would be completed on Schedule II (up to $10,000). Schedule II represents potential supplemental work for site upgrades to drought -tolerant planting/irrigation, equipment repairs, repair work due to unforeseen circumstances, or other work not included in Schedule I. The amounts provided in Schedule II reflect estimated cost based on previous expenditures, and actual expenditures may vary, but will stay within the budgetary limits of $10,000 per fiscal year.
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AGENDA ITEM NO.
Consent (4)
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The approximate breakdown for the total contract cost is as follows:
*Includes the $1 Release of Contract fee
Staff continues to modify the landscape areas the City is responsible for maintaining to drought friendly and hard scape designs when possible, in order to reduce the cost of maintenance. As part of this contract, staff and the contractor will continue those modifications.
The following alternatives are available for the City Council’s consideration:
1. A pprove the attached First Amendment to the contract with Venco Western, Inc. increasing the not to exceed amount of the contract by $360,855.57 and extending the term through February 29, 2024;
2. Do not award the contract amendment, and provide staff with further direction.
Staff recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION
I move to approve the First Amendment to the contract between the City of Simi Valley and Venco Western, Inc. in the amount of $360,855.57 for an additional (1) one-year term through and including February 29, 2024.
SUMMARY
The City’s Landscape Maintenance Contract with Venco Western, Inc., (Contract A, Specification SV 20-16R) will expire on February 28, 2023. Staff recommends that the City Council approve the attached First Amendment extending the contract for one (1) additional year to February 29, 2024, for an amount not-to-exceed $360,855.57.
Ronald K. Fuchiwaki
Public Works Director
Prepared by: Dylan Gunning, Senior Management Analyst
INDEX
Page
First Amendment to Contract A……………………………………3
Attachment A – Original Venco Contract A………………………5
Schedule I
Landscape
Maintenance
Schedule I
Sanitation
Schedule II
Landscape
Maintenance Total Cost
FY 2022-23
Mar-Jun $108,618.19
$8,333.33 $3,333.33 $120,284.85
FY 2023-24
Jul-Feb $217,236.38
$16,666.67 $6,666.67 $240,569.72
Total $325,854.57 $25,000.00 $10,000.00 $360,855.57*
2 A2313.CON.JD
FIRST AMENDMENT TO CONTRACT BETWEEN THE CITY OF
SIMI VALLEY AND VENCO WESTERN, INC. FOR SIMI VALLEY
LANDSCAPE DISTRICT NO. 1, MAINTENANCE SERVICES,
CONTRACT “A”, SPECIFICATION NO. SV 20-16R
THIS FIRST AMENDMENT TO CONTRACT is made and entered into in the City of Simi Valley on this 27th day of February, 2023, by and between the CITY OF SIMI VALLEY, a municipal corporation, hereinafter referred to as CITY, and VENCO WESTERN, INC., a California corporation, hereinafter referred to as CONTRACTOR.
I. Recitals
A. CITY and CONTRACTOR entered into a written contract ("CONTRACT") executed by the parties on February 8, 2021, for the performance of the Simi Valley Landscape District No. 1 Maintenance Services, Contract “A”, Specification No. SV 20-16R effective February 8, 2021, through February 28, 2023, which is incorporated herein by reference.
B. In accordance with paragraph two of the CONTRACT, the parties desire to amend the CONTRACT to extend the term for one year through and including February 29 , 2024. Additionally, the Parties desire to amend and increase the not -to exceed amount by another $360,855.57 , which includes up to $25,000 for Schedule I Sanitation and up to $10,000 for supplemental work on Schedule II.
NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows:
II. Amendment
1. Section 2. Term
. The term of the CONTRACT shall be extended
until the 28th day of February 2024. Services rendered before the Execution Date of this contract are hereby ratified.
2. Section 5. Obligations of the CITY . The compensation to be paid by CITY to CONTRACTOR for the services provided hereby shall be amended as follows:
In no event shall the total amount paid for this CONTRACT AMENDMENT exceed $350,855.57 for schedule I landscape maintenance inclusive of $25,000 for Schedule I Sanitation and release of contract , and up to $10,000 for schedule II landscape maintenance, , for a total not to exceed amount of $360,855.57, unless otherwise agreed to by the parties in writing. The CONTRACTOR shall keep a tally of the cost for the work ordered by CITY. The CONTRACTOR shall not accept work orders from the CITY if the cost for the work will exceed the amount indicated above unless otherwise agreed to by the parties in writing.
3. Mailing Address . The mailing address of each party to this CONTRACT AMENDMENT is as follows:
CITY Ronald K. Fuchiwaki, Director
Department of Public Works
City of Simi Valley
2929 Tapo Canyon Road
Simi Valley, CA 93063
Staff Contact: Michael Sandoval
Maintenance Superintendent
(805) 583-6437
3 A2313.CON.JD
CONTRACTOR Venco Western, Inc.
2400 Eastman Avenue
Oxnard, CA 93030
Staff Contact: Linda Burr, President
(805) 981-2400
Except as herein amended, all other terms and conditions of the CONTRACT shall remain in full force and effect.
IN WITNESS WHEREOF, the pa rties hereto have caused this instrument to be the day and year first above written.
Attest: City of Simi Valley, A Municipal Corporation
By:
Lucy Blanco, City Clerk Fred D. Thomas, Mayor of the City of Simi Valley, California
Approved as to Form: Venco Western, Inc.
By:
David L. Caceres, City Attorney
Print Name:
Approved as to Content: Title:
By:
Brian Paul Gabler, City Manager
Print Name:
Title:
Johanna Medrano,
Deputy Administrative Services Director/
Budget & Administration
Ronald K. Fuchiwaki
Public Works Director
4 ATTATCHMENT A
5 6
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9 10
11 12