A23101.SR.JD_v2
CITY OF SIMI VALLEY
MEMORANDUM
Jul
y 31, 2023
TO: Cit
y Council
FR
OM: Department of Public Works
SUBJ
ECT: APPROVAL OF THIRD AMENDMENT TO THE CONTRACT BETWEEN THE CITY OF SIMI VALLEY AND VENCO WESTERN, INC., (VENCO) FOR LANDSCAPE DISTRICT NO. 1 MAINTENANCE SERVICES,
CONTRACT B, SPECIFICATION NO. SV 18-18R; APPROVAL OF A SUPPLEMENTAL BUDGET REQUEST IN FUND 100 AND
AUTHORIZATION FOR THE CITY MANAGER TO APPROVE ANY
SUBSEQUENT CONTRACT AMENDMENTS
STAFF RECOMMENDATION
It
is recommended that the City Council:
1. Approve the Third Contract Amendment (page 30) to the contract between the City of Simi Valley and Venco Western, Inc. for Simi Valley Landscape District No. 1 Maintenance Services, Contract B, Specific ation No. SV 18-18R, increasing the not- to-exceed amount by $157,286 to construct a turf removal and conversion project, for a not-to-exceed total Contract amount of $2,463,044.36;
2. Approve a supplemental budget request in the am ount of $28 1,530 in the General Fund (Fund 100) that includes $157,286 for the landscape maintenance contr act and $124,244 in FY 2023-24 Public Works Landscape Operating Supplies Budget (1004110) for the purchase of plant materials, construction mater ials, and miscellaneous landscape supplies for a turf removal and conversion project; and
3. Authorize the City Manager to approve subsequent contract amendments to incorporate future budgeted funds as appr oved by the City Council into the contrac t amount and extend the contract by (1) one additional (1) one-year term in accordance with the original contract term of five years (a two (2) year term with three (3) optional one-year extensions.)
BACKGROUND AND OVERVIEW
On Jan
uary 13, 2020, the City Council awarded a contract to Venco Western, Inc. to provide landscape maintenance services for Simi Valley Landscape District No. 1, Contract B , Specification, No. SV 18-18R. The contract as approved had a two year term and three one-year optional extensions. On January 9, 2023, the City Council approved the Second Amendment to the contract term extending the term for one year through December 31, 202 3, added Schedule III for landscape maintenance of Waterworks District facilities, and increasing the contract amount by $634,081.84, for a not-to-exceed total contract amount of $2,305,758.36. The City AGENDA ITEM NO.
Consent (12)
A23101.SR.JD_v2
now desires to contract with Venco Western, Inc. to convert various non-functional, ornamental turf areas to low water use and improved drought-tolerant landscaping.
FINDINGS AND ALTERNATIVES
I
n 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-f unctional, ornamental turf at three additional locations ( see Attachment
A, page 5 and Attachment B, page 10). Approximately 153,880 square feet of these areas is within the landscape maintenance area covered by Contract B, and staff is recommending that the contractor, Venco Western, construct the turf conversion project at an estimated cost of $157,286.
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 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 $124,24 4 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 total contract amount of $2,463,044.36, and a pprove a supplemental budget request in the General Fund in the total amount of $281,530; $157,286 for the landscape maintenance contract and $124,244 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 $461,675. 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. Appr
ove the Third 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 B, Specification No. SV 18- 18R, increasing the not -to-exceed amount by $157,286 to construct a turf removal and conversion project , for a not-to- exceed total Contract amount of $2,463,044.36;
2 A23101.SR.JD_v2
2. Approve a supplemental budget request in the amount of $281, 530 in the General Fund (Fund 100), $157,286 for the landscape maintenance contract and $124,244 in the FY 2023-24 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 amendments to extend the term of the contract for the full five years as originally anticipated, incorporating any budgeted funds by the City Council.
4. Provide staff with other direction.
Staff recommends Alternative Nos. 1, 2, and 3.
SUGGESTED CITY COUNCIL MOTION
I move to approve the Third 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 B, Specification No. SV 18-18R, increasing the not-to-exceed amount by $ 157,286, for a total not -to-exceed Contract amount of $2,463,044.36; a pprove a supplemental budget request in the amount of $281,530 in the General Fund (Fund 100); and, a uthorize the City Manager to approve subsequent contract amendments to incorporate future budgeted funds as approved by the City Council into the contract amount and extend the contract by (1) one additional (1) one- year term in accordance with the original contract term of five years.
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 the Third 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 B, Specification No. SV 18-18R, increasing the not-to-exceed amount by $157,286 to construct a turf removal and conversion project, for a total not-to-exceed Contract amount of $2,463,044.36. Additionally, it is requested that the Landscape Maintenance Operating Supplies Account be increased by $124,244 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 subsequent contract amendments to incorporate future budgeted funds as approved by the City Council into the contract amount and extend the contract by (1) one additional (1) one-year term in accordance with the original contract term of five years.
____________________________________
Ronald K. Fuchiwaki
Public Works Director
3 A23101.SR.JD_v2
P
repared by: Dylan Gunning, Senior Management Analyst
INDEX Page
A
ttachment A - Proposal PD Clock A, C, Zone 31, 32, 35 ................ 5 Attachment B - Project Concepts and Renderings ......................... 10 Third Contract Amendment ............................................................ 30 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 31 South Clock – Contract B – 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 31 South Clock 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
280
1 623
95 96
89 47
HR
LS
HR
HR
HR
HR
HR
52 9,509
36 36
36 36
36 10,080
9,509
22,428
3,420
3,456
3,204
1,692
Total Cost Zone 31 South Clock $ 53,789.00
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 32 Renovation – Contract B – 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 32 Renovation 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
45 1
43 42
16 20
0 HR
LS
HR
HR
HR
HR
HR
52 1,254
36 36
36 36
2,340
1,254
1,548
1,512
576
720
Total Cost Zone 32 Renovation $ 7,950.00
Thank You,
Julie Bracamontes
Julie Bracamontes
Venco Western, Inc.
6 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 35 Clock B – Contract B – 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 35 Clock B 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
307
1 96
50 40
45 92
HR
LS
HR
HR
HR
HR
HR
52 9,509
36 36
36 36
36 15,964
9,509
3,456
1,800
1,440
1,620
3,312
Total Cost Zone 35 Clock B $ 37,101.00
Thank You,
Julie Bracamontes
Julie Bracamontes
Venco Western, Inc.
7 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 PD/City Hall Parkways Clock A – Contract B – 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 – PD/City Hall Parkways Clock A 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
240
1 24
32 40
30 58
HR
LS
HR
HR
HR
HR
HR
52 6,820
36 36
36 36
36 12,480
6,820
864
1,152
1,280
1,080
2,088
Total Cost PD/ City Hall Parkways Clock A $ 25,768.00
Thank You,
Julie Bracamontes
Julie Bracamontes
Venco Western, Inc.
8 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 PD/City Hall Parkways CM Turf Clock C – Contract B – 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 – PD/City Hall Parkways CM Turf Clock C 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
90 1
240
52 32
6 78
HR
LS
HR
HR
HR
HR
HR
52 6,270
36 36
36 36
36 4,680
6,270
7,680
1,872
1,152
216
2,808
Total Cost PD/ City Hall Parkways CM Turf Clock C $ 24,678.00 Thank You,
Julie Bracamontes
Julie Bracamontes
Venco Western, Inc.
9 ATTACHMENT B
10 11
12 13
14 15
16 17
18 19
20 21
22 Sojka Greenway Plant List (Conceptual)
A. -Heterombes Arbutifolia
-Salvia Clevelandii or Phlomis Fructosia. (Alt- Tacoma Crimson Flape/Stans) -Lomandra “Breeze”
-Mulch
B. -Malalecia Qun.
- Salvia Clevelandii
-Mulch
-Rock & Cobble (Dry Creekbed Feature)
C. -Heterombes Arbutifolia
- Salvia Clevelandii
-Boulders & Cobble
-Mulch
D. – Gazania or Daniella “Little Rev”
-Lamandra “Breeze”
-Mulch
E. - Boulders & Cobble
-Mulch
F. Tree Additions:
-Jacaranda Mimosifolia, Quercus Agrifolia, Melalecia QuinQuenerva G. – Lamandra “Breeze”
- Salvia Clevelandii
- Rest Locations/Bench Siting Opportunites: Add Decomposed Granite (DG) H. -Heterombes Arbutifolia
- Boulders & Cobble
-Mulch
I. –Vegetated Swale
- Lamandra “Breeze”
- Daniella “Little Rev”
- Boulders & Cobble
-Mulch
J. –Berms: Located at all sloped areas/8 inches high & wide. 23 24
25 26
27 28
29 A23101.CON.JD
Specification No. SV 18-18R
Third Amendment
THIRD AMENDMENT TO CONTRACT BETWEEN THE CITY
OF SIMI VALLEY AND VENCO WESTERN, INC. FOR SIMI
VALLEY LANDSCAPE DISTRICT NO. 1, MAINTENANCE
SERVICES, CONTRACT “B”, SPECIFICATION NO. SV 18-18R
THIS THIRD 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 VENC O 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 January 13, 2020, for the performance of the Simi Valley Landscape District No. 1 Tree Maintenance Services, Contract “ A”, Specification No. SV 18-18 R effective January 13, 2020, through December 31, 2021, which is incorporated herein by reference.
B. On April 25, 202 2, the P arties executed a REINSTATEMENT AND FIRST AMENDMENT to the CONTRACT (“First Amendment”) retroactively effective January 1, 2022, which reinstated and extended the term of the CONTRACT to December 31, 2022, and increasing the CONTRACT amount by $634,081.84, for a total contract not -to-exceed amount of $1,671,676.52. The First Amendment is incorporated herein by reference.
C. On January 9, 2023, the Parties executed a SECOND A MENDMENT to the CONTRACT (“Second Amendment”) retroactively effective January 1, 2023, which extended the term of the CONTRACT to December 31, 2023, and increasing the amount CONTRACT by $634,081.84, for a total contract non- to-exceed amount of $2,305,758. 36. The Second Amendment is incorporated herein by reference.
D. 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 Third Amendment to the CONTRACT exceed the amount of $493,796.84 for Schedule I work, $25,000 for Schedule II work, $115,284 for Schedule II work, and $157,286 for Landscape retrofit projects to remove high water use turf areas within the City and replace them with drought-resistant and 30 A23101.CON.JD
Specification No. SV 18-18R
Third Amendment
sustainable plantings services for a combined total of $ 791,367.84, contained in Exhibit “A-1”, Scope of Work attached hereto and incorporated herein, u nless otherwise agreed to by the P arties in writing , for a total not-to-exceed CONTRACT amount of $2,463,044.36. 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 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 Third Amendment to the CONTRACT.
4. Mailing Address
. The mailing address of each P arty 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
31 A23101.CON.JD
Specification No. SV 18-18R
Third Amendment
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:
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
32 A23101.CON.JD
Specification No. SV 18-18R
Third Amendment
Exhibit “A-1”
SCOPE OF WORK
THIRD AMENDMENT TO CONTRACT BETWEEN THE
CITY OF SIMI VALLEY AND VENCO WESTERN, INC.
FOR SIMI VALLEY LANDSCAPE DISTRICT NO. 1,
MAINTENANCE SERVICES, CONTRACT “B”,
SPECIFICATION NO. SV 18-18R
Schedule I-A:
The complete landscape care for the Simi Valley Landscape Maintenance District No. 1 Maintenance Services, Contract “B” (A total of 25 Zones approximately 24.37 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 “B” (A total of 19 Areas approximately 24.42 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.
The award of contract is based on bid received for Schedule IA-1B. Contractor shall perform additional work requested by the City in accordance with the prices quoted by Contractor in Schedule II.
Schedule III: Contractor shall perform the Services identified on Schedule III, attached to the First Amendment of the Contract as Exhibit “A.”
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 $157,286. 33