A23100.SR.JD_v2
C
ITY OF SIMI VALLEY
MEMORANDUM
J
uly 31, 2023
TO
: City Council
F
ROM: Department of Public Works
S
UBJECT: APPROVAL OF SECOND AMENDMENT TO THE CONTRACT BETWEEN THE CITY OF SIMI VALLEY AND VENCO WESTERN, INC., (VENCO) FOR LANDSCAPE DISTRICT NO. 1 MAINTENANCE SERVICES,
CONTRACT A, SPECIFICATION NO. SV 20 -16R; APPROVAL OF A SUPPLEMENTAL BUDGET REQUEST IN FUND 100 ; AND
AUTHORIZATION FOR THE CITY MANAGER TO APPROVE ANY
SUBSEQUENT CONTRACT AMENDMENTS
STAFF RECOMMENDATION
I
t is recommended that the City Council:
1. Approve the Second Contract Amendment (page 22) to the contract between the City of Simi Valley and Venco Western, Inc. for S imi Valley Landscape District No. 1 Maintenance Services, Contr act A, Specification No. SV 20-1 6R, increasing the not- to-exceed amount by $80,204 to constr uct a turf removal and conversion projec t, for a total not-to-exceed Contract amount of $1,162,768.72;
2. Approve a supplemental budget request in the am ount of $1 04,435 in the General Fund (Fund 100) that includes $80,204 for the landscape m aintenance contract, and $24,231 in Public Works Lands cape Operating Supplies B udget (1004110) for the purchase of plant mater ials, construction materials, and miscellaneous landscape supplies for a turf removal and conversion project; and
3. Authorize the City Manager to approve any subs equent contract amendments to incorporate future budgeted funds as approv ed by the City Council into the contract amount and extend the c ontract by up to (2) two additional (1) one-year terms in accordance with the original contract term of five (5) years.
BACKGROUND AND OVERVIEW
O
n 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, Specification, No. SV 20-16R. The contract as approved had a two year term and three one- year optional extensions. On February 27, 2023, the City Council approved the First Amendment to the contract extending the contract term for one year through February 29, 2024 , and increasing the contract amount by $360,855.57, for a total contract not -to-exceed amount of $1,082,564.72. The City AGENDA ITEM NO.
Consent (11)
now desires to contract with Venco Western, Inc. to convert various non-functional, ornamental turf areas to low water use and drought-tolerant landscaping.
FINDINGS AND ALTERNATIVES
In response to the need to reduce water use throughout the City, over the past several years, the City has converted some non- functional, ornamental turf areas to low water use and drought-tolerant landscaping. A few examples include the Welcome Corner at Madera Road and Los Angeles Avenue, the parkway along the eastside of Galena Avenue south of Alamo Street, the parkway along the northside of Alamo Street along the frontage of the Civic Center, and some former turf areas between City Hall and the Kaiser Medical Facility. These projects not only reduce water use but also reduce maintenance costs.
For the upcoming projects, the City is planning to convert approximately 188,250 square feet of non-functional, ornamental turf at three additional locations in the Tierra Rejada Road area (see Attachment A, page 5 and Attachment B, page 7). Approximately 34,400 square feet of these areas are within the landscape maintenance area cov ered by Contract A, and staff is recommending that the contractor, Venco Western, construct the turf conversion project at an estimated cost of $80,204.
In addition, construction costs on the project have been closely evaluated and will be kept to a minimal amount through the purchase of a majority of the construction materials by the City and by utilizing staff for various limited but specialized construction tasks. A supplemental budget request is requested in the amount of $24,231 for the current Public Works Landscape Operating Supplies Budget for the purchase of plant materials, construction materials, and miscellaneous landscape supplies needed for the project.
Staff requests to amend the current contract with Venco Western, Inc. to increase the not-to-exceed amount for a total not -to-exceed contract amount of $1,162,768.72, and approve a supplemental budget request in the total amount of $104,435 in the General Fund (Fund 100) , $80,204 for the landscape maintenance contract and $24,231 in the Public Works Landscape Operating Supplies Budget (1004110) for the purchase of plant materials, construction materials, and miscellaneous landscape supplies.
It should be noted that, the City has partnered with the Metropolitan Water District’s rebate program to offset the costs associated with turf removal and conversion projects . Upon completion of the project it is anticipated that the City will receive an estimated rebate of $103,100. It is also estimated that the yearly water savings will be $54,500 annually for these renovated areas, along with reductions for mowing and other associated costs of maintaining turf areas.
The following alternatives are available to the City Council:
1. Approve the Second Contract Amendment to the 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, increasing the not -to-exceed A23100.SR.JD_v2
2 A23100.SR.JD_v2
amount by $80,204 to construct a turf removal and conversion project, for a total not- to-exceed Contract amount of $1,162,768.72; and,
2. Approve a supplemental budget request in the amount of $ 104,435 that includes $80,204 for the landscape maintenance contract , and $24,231 in the Public Works Landscape Operating Supplies Budget (1004110) for the purchase of plant materials, construction materials, and miscellaneous landscape supplies for a turf removal and conversion project; and
3. Authorize the City Manager to approve any subsequent contract amendments to extend the term of the contract for the full five years as originally anticipated, incorporating any budgeted funds by the City Council without returning to the Council.
4. Provide staff with other direction.
Staff recommends Alternative Nos. 1, 2, and 3.
SUGGESTED CITY COUNCIL MOTION
I move to amend the contract with Venco Western, Inc. to increase the not -to-exceed amount for Simi Valley Landscape District No. 1 Maintenance Services, Contract A, Specification No. SV 20-16R, increasing the not-to-exceed amount by $80,204, for a total not-to-exceed Contract amount of $ 1,162,768.72; a pprove a supplemental budget request in the amount of $104,435 in the General Fund (Fund 100) ; and, authorize the City Manager to approve any subsequent contract amendments to incorporate future budgeted funds as approved by the City Council into the contract amount and extend the contract by up to (2) two additional (1) one- year terms in accordance with the original contract term of five (5) years, without returning to the City Council.
SUMMARY
In order to reduce water use and ongoing landscape maintenance costs, staff is planning to construct additional landscape conversion projects to remove high-water use turf areas and replace them with drought -resistant and sustainable plantings. Staff requests that the City Council approve a Second Contract Amendment for Simi Valley Landscape District No. 1 Maintenance Services, Contract A, Specification No. SV 20-16R, increasing the not-to-exceed amount by $80,204 to construct a turf removal and conversion project, for a total not-to-exceed Contract amount of $1,162,768.72. Additionally, it is requested that the Landscape Maintenance Operating Supplies Bu dget be increased by $ 104,435 for the purchase of plant materials, construction materials, and miscellaneous landscape supplies for the turf removal and conversion project and, authorize the City Manager to approve any subsequent contract amendments to incorporate future budgeted funds as approved by the City Council into the contract amount and extend the contract by up to (2) two additional (1) one-year terms in accordance with the original contract term of five (5) years, without returning to the City Council.
________________________________
Ronald K. Fuchiwaki
Public Works Director
3 A23100.SR.JD_v2
Pr
epared by: Dylan Gunning, Senior Management Analyst
INDEX Page
Atta
chment A - Proposal Zone 42A, 42B, 96A, 96B ........................ 5 Attachment B - Project Concepts and Renderings ........................... 7 Second Contract Amendment ........................................................ 22 4 2400 Eastman Avenue, Oxnard, CA 93030 • Phone (805) 981-2400 Fax (805) 981-2450 CA LIC. NO. C27-562295
www.vencowestern.com
February 3, 2023
Michael Sandoval
City of Simi Valley
500 W. Los Angeles Ave.
Simi Valley, CA 936065
Re: City of Simi Valley Zone 42 Clock A & B – Contract A – Landscape Proposal Dear Michael,
The following requested proposal is respectfully submitted to provide labor & material to install new drip irrigation & bubblers at tree wells. Labor is included to install plant material, cobble stone, mulch, create berms & put stakes on trees. Material is to be supplied by the City of Simi Valley.
Item/Location – Zone 42A qty unit unit price total price Labor hours to install irrigation
Irrigation materials
Labor to install plant material
Labor to install cobblestone & grading
Labor to install mulch
Labor to place stakes on trees
Labor to create berms
40 1
195
110
32 6
32 HR
LS
HR
HR
HR
HR
HR
52 2,750
36 36
36 36
36 2,240
2,750
7,020
3,960
1,152
216
1,152
Total Cost Zone 42A $ 18,490.00
Item/Location – Zone 42B qty unit unit price total price Labor hours to install irrigation
Irrigation materials
Labor to install plant material
Labor to install cobblestone & grading
Labor to install mulch
Labor to place stakes on trees
Labor to create berms
40 1
50 120
28 6
30 HR
LS
HR
HR
HR
HR
HR
52 7,579
36 36
36 36
36 2,240
2,585
1,800
4,320
1,008
216
1,080
Total Cost Zone 42B $ 13,249.00
Thank You,
Julie Bracamontes
Julie Bracamontes
Venco Western, Inc.
ATTACHMENT A
5 2400 Eastman Avenue, Oxnard, CA 93030 • Phone (805) 981-2400 Fax (805) 981-2450 CA LIC. NO. C27-562295
www.vencowestern.com
February 3, 2023
Michael Sandoval
City of Simi Valley
500 W. Los Angeles Ave.
Simi Valley, CA 936065
Re: City of Simi Valley Zone 96A & B – Contract A – Landscape Proposal Dear Michael,
The following requested proposal is respectfully submitted to provide labor & material to install new drip irrigation & bubblers at tree wells. Labor is included to install plant material, cobble stone, mulch, create berms & put stakes on trees. Material is to be supplied by the City of Simi Valley.
Item/Location – Zone 96A qty unit unit price total price Labor hours to install irrigation
Irrigation materials
Labor to install plant material
Labor to install cobblestone & grading
Labor to install mulch
Labor to place stakes on trees
Labor to create berms
56 1
142
180
32 6
78 HR
LS
HR
HR
HR
HR
HR
52 7,270
36 36
36 36
36 2,912
7,270
5,112
6,480
1,152
216
2,808
Total Cost Zone 96A $ 25,950.00
Item/Location – Zone 96B qty unit unit price total price Labor hours to install irrigation
Irrigation materials
Labor to install plant material
Labor to install cobblestone & grading
Labor to install mulch
Labor to place stakes on trees
Labor to create berms
56 1
160
68 32
12 62
HR
LS
HR
HR
HR
HR
HR
52 7,579
36 36
36 36
36 2,912
7,579
5,760
2,448
1,152
432
2,232
Total Cost Zone 96B $ 22,515.00
Thank You,
Julie Bracamontes
Julie Bracamontes
Venco Western, Inc.
6 ATTACHMENT B
7 8
9 10
11 12
13 14
15 16
17 18
19 20
21 A23100.CON.JD
Specification No. SV 20-16R
Second Contract Amendment
SECOND 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 SECOND AMENDMENT TO CONTRACT is made and entered into in the City of Simi Valley on this 31
st day of July 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 each a “Party” and collectively, “Parties”.
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 Tree Maintenance Services, CONTRACT “A”, Specification No. SV 20-16R effective February 8, 2021, through February 28, 2023, which is incorporated herein by reference.
B. On February 27, 202 3, the P arties executed a FIRST AMENDEMENT to the CONTRACT (“First Amendment”) extending the term for one year through and including February 29, 2024, and increasing the CONTRACT amount by $360,855.57, which includes up to $25,000 for Schedule I Sanitation and up to $10,000 for s upplemental work on Schedule II, for a total contract not -to-exceed amount of $1,082,564.72. The First Amendment is incorporated herein by reference.
C. In accordance with paragraph nine (9) of the CONTRACT, the Parties now desire to increase the not to exceed amount of the CONTRACT and amend the Scope of Work to add a new task to be performed as set forth below:
NOW, THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the Parties hereto agree as follows:
II. Amendment
1. Section 5. Obligations of the CITY. Subsection B, the second sentence is being amended to read as follows:
“In no event shall the total amount paid, for this Second Amendment to the CONTRACT exceed the amount of $ 350,854.57 for S chedule I work , $10,000 for Schedule II work, and $80,204 for Landscape retrofit projects to remove high water use turf areas within the City and replace them with drought-resistant and sustainable plantings services for a combined total of $441,059.57, contained in Exhibit “A-1”, Scope of Work attached hereto and incorporated herein, unless otherwise agreed to by the P arties in writing , for a total not -to-exceed CONTRACT amount of $1,162,768.72. The CONTRACTOR shall keep a tally of the cost for the work ordered by the 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 22 A23100.CON.JD
Specification No. SV 20-16R
Second Contract Amendment
by the Parties in writing.”
2. Section 6. Obligations of the Contractor. Subsection A , the second sentence is being amended to read as follows:
“CONTRACTOR agrees to perform the services more specifically set forth in the "Scope of Work" attached hereto and incorporated herein as Exhibit "A -1" and as further described in the incorporated documents.”
3. Exhibit “A”. Scope of Work, is being amended as follows.
Exhibit “A” of the CONTRACT is replaced in its entirety with Exhibit “A-1” Scope of Work, attached hereto and incorporated herein, for the Term of this Second Amendment to the CONTRACT
4. Mailing Address. The mailing address of each Party to this CONTRACT AMENDMENT is as follows:
CITY Ronald K. Fuchiwaki, Director
Department of Public Works
2929 Tapo Canyon Road
Simi Valley, CA 93063
Staff Contact: Michael Sandoval
Maintenance Superintendent
(805) 583-6437
CONTRACTOR Venco Western, Inc.
2400 Eastman Avenue
Oxnard, CA 93030
Staff Contact: Linda Burr, President
(805) 981-2400
5. Except as herein amended, all other terms and conditions of the CONTRACT shall remain in full force and effect.
IN WITNESS WHEREOF, the Parties hereto have caused this instrument to be executed 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:
23 A23100.CON.JD
Specification No. SV 20-16R
Second Contract Amendment
Approved as to Content: Title:
By:
Brian Paul Gabler, City Manager
Print Name:
Title:
Johanna Medrano,
Deputy Administrative Services Director/
Budget & Purchasing
Ronald K. Fuchiwaki
Public Works Director
24 A23100.CON.JD
Specification No. SV 20-16R
Second Contract Amendment
Exhibit “A-1”
SCOPE OF WORK
SECOND 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
Schedule I-A:
The complete landscape care for the Simi Valley Landscape Maintenance District No. 1 Maintenance Services, Contract “A” (A total of 9 assessment zones approximately 15.42 acres of landscape areas located in the public rights-of-way, including certain landscape easements in areas throughout the City.): comprising the routine weekly maintenance and all appurtenant work as designated in the specifications.
Schedule I-B:
The complete landscape care for the Simi Valley Landscape Maintenance District No. 1, Maintenance Services Contract “A” (A total of 25 general fund areas approximately 16.47 acres of landscape areas located in the public rights-of-way, including certain landscape easements in areas throughout the City.): comprising the routine weekly maintenance and all appurtenant work as designated in the specifications.
Schedule I-C: Area to be Maintained: (Fuel Modification Areas) Zone 96A maintenance will be performed twice a year and must include fuel modification, rodent (gopher control).
Schedule I -D: Sanitation Plant 640 W est Los Angeles Avenue see map for areas of landscape maintenance contained in the specifications and incorporated by reference herein.
The award of contract will be based on the lowest responsive and responsible bidder for Schedule I-A, I-B, I-C, and I-D. However, Contractor shall perform additional work requested by the City in accordance with the prices quoted by Contractor in Schedule II.
Additional Services for Second Amendment : Landscape retrofit projects to remove high water use turf areas within the City and replace them with drought-resistant and sustainable plantings in the not to exceed amount of $80,204.
25