CITY OF SIMI VALLEY
MEMORANDUM
July 22, 2024
TO: City Council
FROM: Office of the City Manager
SUBJECT: APPROVAL OF A COVID-19 COMMUNITY RECOVERY GRANT
CONTRACT BETWEEN THE CITY OF SIMI VALLEY AND THE FREE
CLINIC OF SIMI VALLEY AND AUTHORIZ ATION FOR THE CITY
MANAGER TO EXECUTE THE CONTRACT
STAFF RECOMMENDATION
It is recommended the City Council approve the COVID-19 Community Recovery Grant contract (page 5) between the City of Simi Valley and the Free Clinic of Simi Valley for a not to exceed amount of $109,994.50 and authorize the City Manager to execute the contract.
BACKGROUND AND OVERVIEW
The American Rescue Plan Act (ARPA) allocated $15,325,294 to the City of Simi Valley. Subsequently, on May 9, 2022, the City Council approved the distribution of the ARPA funds to various projects as identified in the Project List in compliance with the ARPA “Final Rule .” The ARPA Final Rule allows cities to claim ARPA funds to offset revenue losses, funds are then transfe rred to the City’s General Fund and used for various purposes. The City has claimed the full allocation ($15.3 million) in ARPA funds as revenue loss.
ARPA funds claimed for revenue loss, and subsequently transferred to the General Fund, are expended as General Fund monies and not ARPA funds. Once ARPA funds are deemed as loss revenue, public agencies can utilize funds for general services such as health and public services and agencies have the most discretion for the use of funds. Given the nature and purpose of the various classifications in the approved Project List, staff determined that distribution of these funds could be achieved through the creation of a COVID -19 Community Recovery Grant Program as funding designations greatly assist both the non-profits and agencies that serve Simi Valley residents and businesses who continue to recover from the impacts of COVID-19.
Staff recommends that City Council approve the COVID -19 Community Recovery Grant contract with the Free Clinic of Simi Valley for final amenities to the Outdoor Natural Play Therapy Yard and for the replacement of seven aging HVAC units.
AGENDA ITEM NO.
Consent (4)
2 FINDINGS AND ALTERNATIVES
On May 9, 2022, the City Council approved a list of projects to allocate the ARPA funds.
The project list also identified potential recipients of the funds based on organizations that have been impacted by COVID -19 or provide services to those that have been and continue to be affected by COVID -19. Now utilizing General Fund monies, staff has created a simplified COVID-19 Community Recovery Grant Program contract to serve the Project List recipients better. This program's contracts and reporting requirements mirror the City’s existing Community Project Grant program. Like the Community Projects Grant program, staff will return annually to the City Council with a staff report of the recipient’s progress to re-evaluate the distribution of the funds and the needs at the time.
One of the many non- profits identified in the approved Project List is the Free Clinic of Simi Valley . The Free Clinic of Simi Valley’s mission is to provide medical care, counseling, dental, and legal assistance to individuals and families in need, regardless of their ability to pay. They provide various services and resources, including medical, legal, counseling, and dental services for people of all ages, ethnicities, religions, and socioeconomic backgrounds who cannot use traditional sources within the community.
On average, the Free Clinic reaches over 1,000 counseling patients each year. Typically, the clients of the Clinic are the uninsured and the underserved.
The COVID-19 pandemic has exacerbated many of the factors that can result in stress and anxiety, and the Free Clinic continues to see increased requests from the community to address critical needs related to behavioral health care, such as counseling and safe play therapy options for children.
In October 2022, the City Council awarded a COVID -19 Community Recovery Grant in the amount of $105,795 to the Free Clinic for the creation of their open- air counseling space and Outdoor Natural Play Therapy Yard (YARD). The grant funds allowed the Free Clinic to transform their empty outdoor area into a serene, welcoming therapy space for children and adults. A water feature, new furniture, drought -tolerant landscaping, and a concrete patio were created to benefit individuals, couples, families, and groups. The Free Clinic is requesting that the City Council consider providing additional grant funds in the amount of $109,994.50 for expenses incurred to provide final amenities to the YARD and for the replacement of seven aging HVAC units (Attachment A, page 20).
To complete the YARD, the Free Clinic incurred expenses for the addition of a vinyl privacy fence placed on top of their brick wall to provide sound and sight confident iality that the brick wall did not provide, costs for additional planting material , as well as gate installation to enclose and separate the outdoor area from their Multi Services tenants on the east side. Although an Eagle Scout installed a gate on the west side of the building, a gate on the east side of the building was not included in the Scout’s project and the Free Clinic paid for material and installation. The Free Clinic incurred additional cost (Attachment A) of $ 18,477.50 to complete the Yard and is requesting grant funding for reimbursement of these costs.
3 As the California State Department of Health Care Access and Information (HCAI) requires reliable heating, cooling, and ventilating equipment, the Free Clinic is also requesting grant funds to remove and replace seven rooftop heating, ventilating, and air conditioning units, which have reached or will shortly exceed the service life of 15 years.
The oldest unit is 22 years old. The proposed project will eliminate the need to replace failing units on an emergency and expedited basis and will help ensure th at the Free Clinic can provide uninterrupted service to many high- risk Simi Valley residents . Based on an average of three contractor bids (Attachment A) obtained for the Clinic’s HVAC replacement, it is estimated that total cost will amount to $98,517. The average of three estimates provided in January 2024 is $98,517. The Free Clinic is requesting grant funding in the amount of $91,517 as they have raised $7,000 in funding to date for the replacement of a single HVAC unit.
A budget summary is outlined below:
1. Behavioral Health Care Services:
Additional Outdoor Therapy Yard Expenses:
• $18,477.50
HVAC Estimate:
• $91,517.00
Total Funding Allocation: $109,994.50
Staff will provide a one- time payment to the Free Clinic after the execution of this six- month contract. The Free Clinic will also be responsible for providing a Performance Report upon completion of the projects, documenting all expenditure activity through the completion of the term of this contract, and providing regular status updates to ensure progress toward the goals and activities and identify any barriers to the completion of the overall scope of work.
The following alternatives are available to the City Council:
1. Approve the COVID-19 Community Recovery Grant contract between the City of Simi Valley and the Free Clinic of Simi Valley for a not-to-exceed amount of $109,994.50 for final amenities to the Outdoor Natural Play Therapy Yard and for the replacement of seven aging HVAC units;
2. Modify and approve the COVID -19 Community Recovery Grant contract between the City of Simi Valley and the Free Clinic of Simi Valley;
3. Provide further direction to staff.
Staff recommends Alternative No. 1.
4 SUGGESTED CITY COUNCIL MOTION
I
move to approve the COVID-19 Community Recovery Grant contract between the City of Simi Valley and the Free Clinic of Simi Valley for a not -to-exceed amount of $109,994.50 for final amenities to the Outdoor Natural Play Therapy Yard and for the replacement of seven aging HVAC units and authorize the City Manager to execute the contract.
SUMMARY
T
he American Rescue Plan Act (ARPA) allocated $15,325,294 to the City of Simi Valley.
On May 9, 2022, in accordance with the ARPA "Final R ule," the City claimed the ARPA funds to offset revenue losses and moved the funds to the City's General Fund for use on a variety of projects. Subsequently, the City Council approved the distribution of these funds to various projects indicated in the ARPA Project List. The City has since claimed the whole allotment of ARPA monies ($15.3 million) as income loss. Given the utilization of General Fund monies, staff determined that distribution of these funds could be achieved through the creation of a COVID -19 Community Recovery Grant Program agreement.
T
he Free Clinic’s request for funding through the City’s grant program addresses a variety of critical needs either resulting from or exacerbated by COVID -19. Funding will include a one-time payment during the next six months and will provide for the items identified in the attached Free Clinic’s Funding Budget Proposal. Staff recommends the City Council approve the COVID -19 Community Recovery Grant contract between the C ity of Simi Valley and the Free Clinic of Simi Valley for a not-to-exceed amount of $109,994.50 for final amenities to the Outdoor Natural Play Therapy Yard and for the replacement of seven aging HVAC units and authorize the City Manager to execute the contract. ___
_________________________________
Samantha C. Argabrite
City Manager
P
repared by: Heidi DiNardo, Senior Management Analyst
INDEX Page
C
OVID-19 Community Recovery Grant Contract ............................. 5 Attachment A – Free Clinic’s Grant Cover Letter ........................... 20
CONTRACT FOR THE COVID-19 COMMUNITY
RECOVERY GRANT BETWEEN THE CITY OF SIMI
VALLEY AND FREE CLINIC OF SIMI VALLEY
T
HIS CONTRACT is made and entered into this 22 nd day of Ju ly 2024 (the “Effective Date”), by and between the CITY OF SIMI VALLEY, a municipal corporation, hereinafter referred to as CITY, and FREE CLINIC OF SIMI VALLEY , a non -profit organization, hereinafter referred to as GRANTEE.
RECITALS
1. C
ITY has created a COVID -19 Community Recovery Grant Program (Program) to provide financial assistance to local non-profit organizations, government agencies, and public/private partnerships that serve the vulnerable population of the community and support the City’s business community.
2. The Program is designed to help strengthen local non- profits and the services they provide as their organization and the population served continue to recover from the negative impacts of the COVID-19 pandemic.
3. Pursuant to action taken by the City Council of the City of Simi Valley on August 22, 2022, the City is allocating grant funds as proposed to be used for an activity as further set forth in the GRANTEE’s Scope of Work.
NOW, THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows:
AGREEMENT
1. RE
CITALS
T
he foregoing recitals are true and correct and are a part of this CONTRACT.
2. SCOPE OF WORK
G
RANTEE’s Scope of Work, attached hereto as “Exhibit A” and incorporated into this CONTRACT herein by reference.
3 . TERM
The term of the Contract will shall be from the Effective Date through January 31, 2025.
4 . GRANT AWARD
I t is agreed and understood that the total amount to be paid by CITY to GRANTEE under this CONTRACT shall not exceed $109,994.50 over the term of this CONTRACT.
5 5. PERMITS AND LICENSES
GRANTEE, at its sole expense, will obtain and maintain during the term of this contract, all appropriate permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement. 6 . GRANT PAYMENTS
City will provide Grantee with an amount not to exceed $ 109,994.50 in accordance with the “Schedule of Compensation” that is attached hereto as “Exhibit B”. Prior to initial payment, Grantee will provide CITY with a copy of their Business Tax Certificate and provide their Taxpayer Identification Number. 7 . PERFORMANCE REPORT
G RANTEE agrees to submit to CITY a final Performance Report by the end of February 2025, via E-mail to Heidi DiNardo at [email protected]. Reports shall be submitted after six months with expenditure activity through completion of the scope of work or the Term, as requested by CITY. The report shall include a status update for the GRANTEE’s progress toward the goals and activities described in the GRANTEE’s scope of work (Exhibit A) including current grant expenditures, cumulative grant expenditures, and any barriers to completion of the project’s scope of work.
8 . FINANCIAL AUDIT
C ITY shall have the option of inspecting and/or auditing all records and other written materials used by GRANTEE in its use of grant funding. GRANTEE is required to retain all related financial statements and documentation for a minimum of five years from the date of completion as noted in the final accepted quarterly report.
9 . FISCAL RESPONSIBILITIES
A. Grantee will appoint and submit the name of a fiscal agent who will be responsible for the financial and accounting activities of GRANTEE, including the receipt and disbursement of the GRANT.
B. Grantee to document all costs by maintaining complete and accurate records of all financial transactions, including, without limitation, contracts, invoices, timecards , cash receipts, vouchers, canceled checks, payroll reports, bank statements and/or other official documentation evidencing in proper detail the nature and propriety of all charges.
C. C
ity will pay Grantee progress payments or advance funding at the time and in the manner set forth in “ Exhibit B.” Grantee will submit reasonable back-up documentation as specified by City with any request for payment.
D. C
ity and Grantee to mutually agree on preferred payment schedule (monthly, quarterly, or bi-annual draws) after execution of contract. 6 10. TERMINATION
A. C
ITY may, at its sole discretion, terminate this Agreement and GRANTEE’s funding upon ninety (90) days written notice that adequate CITY funding is not available for payment.
B. C
ITY may terminate Agreement subject to GRANTEE’s right to correct its default.
C. U
pon suspension or termination of this Agreement by CITY, CITY will not be obligated to pay GRANTEE except for services previously performed for which payment was not previously made.
D. U
pon suspension or termination, GRANTEE will
i. B
e paid for all completed services in accordance with the GRANTEE’s scope o f work to the date of such suspension or termination.
ii. P
romptly forward to CITY any and all copies of studies, reports, and other data, whether or not completed, prepared by GRANTEE or its subcontractors, if any, in connection with this Agreement. Such materials will become CITY’s property. GRANTEE, however, will not be liable for CITY’s use of incomplete materials or for CITY’s use of complete documents if used for other than the services contemplated by this Agreement.
11 . REPAYMENT OF GRANT FUNDS
The CITY shall have the option of requiring repayment of a portion or all of the grant funds based upon the result of any financial audits or lack of performance.
Should GRANT monies remain unspent upon termination of this Agreement, GRANTEE must return such funds to CITY within thirty (30) calendar days of the expiration of the term or make a request in writing to keep those funds. Such a request will be submitted to the City Manager and must be received not later than thirty (30) calendar days prior to the expiration of the term. 1 2. HOLD HARMLESS AND INDEMNIFICATION
G RANTEE shall defend, indemnify, and hold harmless CITY and its agents, officials, officers, representatives, and employees from and against all claims, lawsuits, liabilities, or damages of whatever nature arising out of or in connection with, or relating in any matter to, any act or omission of GRANTEE, its agents, employees, and subcontractors, and employees thereof, pursuant to the performance or non- performance of this CONTRACT. GRANTEE shall 7 thoroughly investigate any and all claims and indemnify CITY and do whatever is necessary to protect CITY and its agents, officials, officers, representatives, and employees as to any such claims, lawsuits, liabilities, expenses, or damages arising out of this CONTRACT. GRANTEE must select an attorney acceptable to CITY who will defend such proceeding, and CITY will control any litigation thereof. Such approval by CITY will not be unreasonably withheld. 1 3. AUTHORIZATION
E ach party has expressly authorized the execution of this CONTRACT on its behalf to bind each party and its respective administrators, officers, directors, shareholders, divisions, subsidiaries, agents, employees, successors, assigns, principals, partners, joint ventures, insurance carriers, and any others who may claim through it, to this CONTRACT.
1 4. INSURANCE
GRANTEE will provide CITY with proof of ins urance as set forth in attached “Exhibit C”, which is incorporated herein.
1 5. NOTICES
A ny notice required to be given hereunder shall be deemed to have been given by depositing said notice in the United States mail, postage prepaid, and addressed as follows:
TO
CITY: City of Simi Valley
City Manager’s Office
Attn: Heidi DiNardo, Senior Management Analyst
2929 Tapo Canyon Road
Simi Valley, CA 93063
TO GRANTEE: Free Clinic of Simi Valley
Attn: Fred Bauermeister, Executive Director
2003 Royal Avenue
Simi Valley, CA 93065
8 16. AMENDMENTS
A ny amendment, modification, or variation from the terms of this CONTRAC T shall be in writing and shall be effective only upon mutual written approval by City Manager and GRANTEE.
I
N WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year above written.
A
ttest: City of Simi Valley, A Municipal Corporation
By:
Lucy Blanco, City Clerk Samantha C. Argabrite, City Manager A
pproved as to Form: FREE CLINIC OF SIMI VALLEY
B y:
Algeria R. Ford, City Attorney Fred Bauermeister, Executive Director Approved as to Content: Print Name:
T itle:
Johanna Medrano,
Deputy Administrative Services Director/
Budget & Purchasing
9 E
XHIBIT A
S
COPE OF WORK
FOR USE OF CITY OF SIMI VALLEY’S COVID-19 COMMUNITY
RECOVERY GRANT FUNDS
Ou
tdoor Therapy Yard – Reimbursement
Vinyl Fencing along cement block wall: $15,307.50
Additional landscaping materials including
labor:
$900.00
Vinyl gate and fencing installation for
privacy area:
$2,270.00
S
ubtotal: $18,477.50
H
eating, Ventilating, and Air Conditioning – Advance Funding Remove and replace (7) HVAC Units: $91,517.00
*
$98,517 is the average of HVAC estimates, less $7,000 in funds raised to date.
Subtotal: $91,517.00
Tot
al Funding Request: $109,994.50
10 AMrnlC.AN 4
·:i._
' .
. .
'-
American Masonry & General Contracting
4286 Carlotta St. Simi Valley, CA 93063
Phone/Fax (805) 581-3424
[email protected]
I rJM!oNRY
----------------11 INVOICE
Date: 5/30/2023
Invoice No: 104
DESCRIPTION QUANTITY RATE
Concrete (sf}
Block Wall lf
Other
3' vinyl privacy fence 195 78.50
Customer Name Fred Bauemeister/Free Clinic
Street 2003 Royal Ave
City, State, Zip Simi Valley, CA 93065
Phone
Email
(805)527-2038-(818)518-624€
[email protected]
SUBTOTAL
0 0
0 0
0 0
0 15307.5
0 0
0 TOTAL $15 . o·--. \
11 Simi Valley Free Clinic - Fred Bauermester
2003 Royal Ave.
Simi Valley, CA 93065
[email protected]
August 18, 2023
The following change order is for additional materials and labor not on the original contract.
1. Provide and install replacement plants for 16 - 5 gallon plants, and 2 - 15 gallon plants damaged by heat
Total Change Order Cost: $1,800-
Minus Good Customer Discount: (-$900)
New Change Order Total Cost: $900-
(Due Now)
CO Simi Free Clinic Replacement Plants Page 1 of 1
1836 PATRIOA AVENUE· SIMI VALLEY CA 93065 · MAJN: 805522_0412 • FAX: 805-522.5202 WWW.SWINKSCREATIONS.COM • LICENSE #487997
12 FENCE CONNECTION
P.O. BOX 19187
NEWBURY PARK CA 91319
Lie. 554226
805-498-9474
FenceCon nection 7@gma i I.com
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cusroMER ORHER No. 1s9y> B. Y ' I TERMS
fvec,._ .S -5 d - 373]
( ORDERED SHIPP!:D DESCRIPTION
ADDRESS
CITY, STATE, ZIP
IF.0.8_
PRICE UNIT AMOUNT
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13 INFORMAL PROCUREMENT
~ATTACH BIDS RECEIVED IN WRITING~
Item Description / Specifications: Quantity: 3 Remove and replace seven HVAC units.
O B T A I N A T L E A S T T H R E E ( 3 ) B I D S O R P R I C E Q U O T A T I O N S Vendor Name, Address, Phone, and
Contact Person Bid Method Unit Cost
(Quote)
Minority/Women Owned
Business
(Check All that Apply)
TOTAL
(Contract Price)
American Building Comfort
Services
1300 Graves Ave. Oxnard, CA
93030
805.658.6204
Ben Hinojosa
Written
$80,110
Minority
Women
Small/Disadvantaged
None
$80,110
Custom Air Systems
4505 Industrial St. 2-E
Simi Valley CA, 93063
805.522.2526
Denise Rodriguez
Written $79,441
Minority
Women
Small/Disadvantaged
None
$79,441
United Mechanical Contractors
794 E. Los Angeles Ave.
Simi Valley, CVA 93065
805.583.1010
Kevin Yablan
Written $136,000
Minority
Women
Small/Disadvantaged
None
$136,000
Vince Dulcich, President, Board of Directors
Name of Person Obtaining Bids, Title Date
Signature
14 EX
HIBIT B
S
CHEDULE OF COMPENSATION
FR
EE CLINIC OF SIMI VALLEY
1. BI
LLING: Grantee will submit a Request for Funding to City and supporting documentation that is required by the Agreement. Grantee will submit invoice to the City at the following address:
Cit
y of Simi Valley
City Manager’s Office
2929 Tapo Canyon Road
Simi Valley, CA 93063
Attn: Heidi DiNardo
T
he invoice must be submitted on the City’s billing and reporting form (Attachment “B-1”) and must include the following:
(a
) Supporting documentation to substantiate request for funding; (b
) A subtotal sheet enumerating all charges, and
(c
) A brief report on the progress that has been made or that will be made in implementation of the Project and persons served.
2. TIME OF PAYMENT: City will make payment to Grantee after receipt of invoice and City’s approval of the invoice.
3. MAXIMUM COMPENSATION: Notwithstanding the foregoing, Grantee will complete all work and tasks described in “Exhibit A” for a total amount of compensation that does not exceed $109,994.50 which includes all out-of-pocket expenses.
15 Date received:
Ins. Exp. Date:
Organization: Vendor #:
Program Name: Approved by:
Mailing Address:
Billing Period:
Contact Name: Fred Bauermeister, Executive Director
Grant Category: Contact #:
FY 2024-25 Requested
Previous
Requests Balance
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
91,517.00 0.00 0.00 91,517.00
18,477.50 0.00 0.00 18,477.50
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
109,994.50 0.00 0.00 109,994.50
109,994.50 0.00 0.00 109,994.50
COVID-19 COMMUNITY RECOVERY GRANT
FUNDING REQUEST FY 2024-25
TO BE COMPLETED BY CITY STAFF
Free Clinic of Simi Valley
COVID-19 Community Recovery Grant
2003 Royal Avenue, Simi Valley CA 93065
Advance Funding & Reimbursement
Behavioral Health 805-522-3733
Personnel
Salaries/Wages
Sub-Total Personnel
Non-Personnel
Advance Funding - HVAC
Reimbursement of Outdoor Therapy Yard Expenses
Sub-Total Non-Personnel
Grand Total
Certification:
I hereby certify that the expenditures reported for reimbursement by the City of Simi Valley represent a true and accurate accounting of expenditures incurred during the period and that these costs are consistent with the executed contract with the City.
Authorized Signature:_________________________________________ Date:________________________________ Name: ______________________________________ Title:_______________________________________________ July 2024
16 EXHI
BIT C
INSUR
ANCE REQUIREMENTS
Grant
ee shall procure and maintain for the duration of the grant insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Grantee, its agents, representatives, contractor, or employees.
Mini
mum Scope and Limit of Insurance
Cover
age shall be at least as broad as:
1. Comm
ercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury, and personal & advertising injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Wor
kers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. Contractor hereby certifies that it is aware of the provisions of Section 3700 et seq., of the Labor Code which require every employer to be insured against liability for Workers' Compensation.
If the grantee maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the grantee. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
Other Insurance Provisions - The insurance policies are to c ontain, or b e endorsed to
contain, the following provisions:
Additional Insured Status
Th
e City of S imi V alley, i ts B oards, O fficers, A gents, O fficials, em ployees, an d volunteers are to be covered as ad ditional insureds on the CGL p olicy with respect to liability a rising out o f work or oper ations p erformed by or o n behalf of the g rantee including m aterials, p arts, or eq uipment furnished in connection w ith such work or operations. General liability coverage can be provided in t he form of an endorsement t o the grantee’s insurance (at least as broad as IS O Form CG 20 10 11 85 or bo th CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used). 17 For any claims related to this grant, the grantee’s insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its Boards, Officers, Agents, Officials, employees, and volunteers. Any insurance or self - insurance maintained by the City, its Boards, Officers, Agents, Officials, employees, and volunteers shall be excess of the grantee’s insurance and shall not contribute with it.
Notice of Cancellation
Each insurance policy required above shall st ate that co verage shall not be canceled, except with notice to the City.
Waiver of Subrogation
Grantee hereby grants to City a waiver of a ny right to subrogation which any i nsurer of said grantee may acquire against City by virtue
of the payment of any l oss under such
i
nsurance. Grantee agrees t o obtain any end orsement that may be nece ssary to affect this waiver of subrogation but this provision applies regardless of whether or not the City has r ec
eived a w aiver o f su brogation endorsement from t he i nsurer. Th e Workers’ Compensation policy shall be endorsed with a waiver of s ubrogation in favor of the City for all work performed by the grantee, its employees, agent s, and subcontractors.
Self-Insured Retentions
Self-insured retentions m ust be declared to and approv ed by t he City. T he City m ay require the g rantee to provide proof of ability t o pay losses an d related investigations, claim administration, and defense expenses w ithin t he retention. T he policy language shall provide, or be endorsed to provide, t hat the self-insured retention may be satisfied by either th e named insured or C ity.
Acceptability of Insurers
Insurance is to be placed with insurers a uthorized to conduct business in the state w ith a current A .M. Best’s rating of no less than A:VII, unl ess otherwise acceptable to the City.
Verification of Coverage
Grantee shall furnish the City with original Cert ificates of Insurance including all required amendatory end orsements ( or co pies of t he ap plicable pol icy l anguage effecting coverage required by t his cl ause) a nd a copy of t he Declarations and Endorsement Page of t he CGL policy l isting all pol icy e ndorsements t o City be fore work beg ins.
However, failure to obtain the required documents pr ior to the work beg inning shall not waive the grantee’s obligation to provide them. The City r eserves t he right t o require complete, ce rtified copies of all r equired i nsurance p olicies, i ncluding e ndorsements required by these specifications, at any time.
Subcontractors
Grantee shall r equire and verify t hat all su bcontractors maintain insurance meeting al l the requirements st ated herein, a nd grantee shall ens ure that t he City i s an additional
insured on insurance required from su bcontractors. For CGL coverage, su bcontractors shall provide coverage with a form at least as broad as CG 20 38 04 13.
Primary Coverage
18 City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
Special Risks or Circumstances
19 FREE CLINIC OF SIMI VALLEY
MEDICAL • COUNSELING • LEGAL • DENTAL
May 21, 2024
Brian Gabler
City Manager
City of Simi Valley
2929 Tapo Canyon Road
Simi Valley, CA 93063
Dear Brian,
The Free Clinic of Simi Valley (FCSV) is requesting additional support from the COVID-19 Community Recovery Grant funds. The support is for the additional expenses we incurred for the creation of an
Open-Air Counseling Space known as the Outdoor Therapy Yard (OTY).
Additionally, we would like to replace seven aging HVAC units.
The additional expenses we incurred for the Outdoor Therapy Yard are for the addition of a vinyl privacy fence on top of the cement block wall to provide additional sound and sight confidentiality that the block wall did not create. We also incurred expenses for the addition of the wall and gate to completely enclose and separate the OTY from the Multi Services tenants on the east side. This project was originally proposed to the Eagle Scout candidate who installed the gate on the west side of the building. The east side portion was not done as a part of the Eagle Scout's project. Additional plants were also necessary and are part of the additional expenses.
The proposed HVAC project consists of removing and replacing seven rooftop heating, ventilating, and air conditioning units. All the units have exceeded or will exceed their expected service life of (15) years, in the next year. The oldest unit is (22) years old. The proposed project will eliminate the need to replace failing units on a one-by-one emergency expedited basis. The proposed project will help ensure that the FCSV will be able to provide uninterrupted service to the many high-risk citizens of Simi Valley. Reliable heating, cooling and ventilating equipment is required by the California State Department of Health Care Access and Information (HCAI). 2003 Royal Avenue, Simi Valley, California 93065 / 805.522.3733 / Fax 805.522.9576 www.freeclinicsv.com
ATTACHMENT A
20 Total Additional Outdoor Therapy Yard Expenses:
• $18,477.50- receipts attached
HVAC Estimate:
• Total request: $91,517
• $98,517 -Average of the estimates provided January 2024 attached. • Less $7,000 in funds raised to date and appropriated toward an emergency replacement of a single HVAC unit.
The total amount requested is $109,994.50.
Thank you for your consideration of this support.
21 AMrnlC.AN 4
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American Masonry & General Contracting
4286 Carlotta St. Simi Valley, CA 93063
Phone/Fax (805) 581-3424
[email protected]
I rJM!oNRY
----------------11 INVOICE
Date: 5/30/2023
Invoice No: 104
DESCRIPTION QUANTITY RATE
Concrete (sf}
Block Wall lf
Other
3' vinyl privacy fence 195 78.50
Customer Name Fred Bauemeister/Free Clinic
Street 2003 Royal Ave
City, State, Zip Simi Valley, CA 93065
Phone
Email
(805)527-2038-(818)518-624€
[email protected]
SUBTOTAL
0 0
0 0
0 0
0 15307.5
0 0
0 TOTAL $15 . o·--. \
22 Simi Valley Free Clinic - Fred Bauermester
2003 Royal Ave.
Simi Valley, CA 93065
[email protected]
August 18, 2023
The following change order is for additional materials and labor not on the original contract.
1. Provide and install replacement plants for 16 - 5 gallon plants, and 2 - 15 gallon plants damaged by heat
Total Change Order Cost: $1,800-
Minus Good Customer Discount: (-$900)
New Change Order Total Cost: $900-
(Due Now)
CO Simi Free Clinic Replacement Plants Page 1 of 1
1836 PATRIOA AVENUE· SIMI VALLEY CA 93065 · MAJN: 805522_0412 • FAX: 805-522.5202 WWW.SWINKSCREATIONS.COM • LICENSE #487997
23 FENCE CONNECTION
P.O. BOX 19187
NEWBURY PARK CA 91319
Lie. 554226
805-498-9474
FenceCon nection 7@gma i I.com
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( ORDERED SHIPP!:D DESCRIPTION
ADDRESS
CITY, STATE, ZIP
IF.0.8_
PRICE UNIT AMOUNT
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24 INFORMAL PROCUREMENT
~ATTACH BIDS RECEIVED IN WRITING~
Item Description / Specifications: Quantity: 3 Remove and replace seven HVAC units.
O B T A I N A T L E A S T T H R E E ( 3 ) B I D S O R P R I C E Q U O T A T I O N S Vendor Name, Address, Phone, and
Contact Person Bid Method Unit Cost
(Quote)
Minority/Women Owned
Business
(Check All that Apply)
TOTAL
(Contract Price)
American Building Comfort
Services
1300 Graves Ave. Oxnard, CA
93030
805.658.6204
Ben Hinojosa
Written
$80,110
Minority
Women
Small/Disadvantaged
None
$80,110
Custom Air Systems
4505 Industrial St. 2-E
Simi Valley CA, 93063
805.522.2526
Denise Rodriguez
Written $79,441
Minority
Women
Small/Disadvantaged
None
$79,441
United Mechanical Contractors
794 E. Los Angeles Ave.
Simi Valley, CVA 93065
805.583.1010
Kevin Yablan
Written $136,000
Minority
Women
Small/Disadvantaged
None
$136,000
Vince Dulcich, President, Board of Directors
Name of Person Obtaining Bids, Title Date
Signature
25