A2489.SR.MG
CITY OF SIMI VALLEY
MEMORANDUM
O
ctober 7, 2024
T
O: 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 WESTERN, INC. FOR SIMI VALLEY LANDSCAPE DISTRICT NO. 1 MAINTENANCE SERVICES,
CONTRACT C, SPECIFICATION NO. SV 22 -32, AND AUTHORIZATION
FOR THE CITY MANAGER TO APPROVE ANY SUBSEQUENT
CONTRACT AMENDMENTS
STAFF RECOMMENDATION
I
t is recommended that the City Council:
1. A
pprove the attached first contract amendment (page 4) with Venco Western Inc., for the Simi Valley Landscape District No. 1 Maintenance Services, Contract C, Specification No. SV 22- 32 extending the term for one (1) year from November 7, 2024, to November 6, 2025, and increasing the not -to-exceed amount by $519,663.10, for a total not-to-exceed amount of $1,515,098.84; and,
2. 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 up to two (2) additional (1) one-year terms in accordance with the original contract term of five years.
BACKGROUND AND OVERVIEW
O
n November 7, 2022, the City Council awarded a contract to Venco Western, Inc. to provide landscape maintenance services for Simi Valley Landscape District No. 1, Cont ract C, Specification No. SV 22-32, for the not -to-exceed amount of $995,435.74. The contract, as approved, has a (2) two -year term and (3) three one-year optional extensions. The City now desires to extend the term for one year through November 6, 2025, and increase the contract amount by $519,663.10, for a not-to-exceed total contract amount of $1,515,098.84.
FINDINGS AND ALTERNATIVES
T
he services to be provided under this first contract amendment include routine maintenance, as identified in Schedule I ($509,663.10), and extra work that would be completed under Schedule II (up to $10,000). Schedule II represents potential additional work for site upgrades to drought -tolerant planting/irrigation, equipment repairs, repair AGENDA ITEM NO.
Consent (4)
A2489.SR.MG
work due to traffic collisions or wind damage, or other such work not included in Schedule I. The amount provided in Schedule II reflects estimated costs based on previous expenditures, and actual expenditures may vary but will stay within the budgetary limits. Effective November 7 , 2024, unit prices will increase by 2 .4% in accordance with the percentage change in the Consumer Price Index (CPI) for the previous 12-month period (October to October).
The cost breakdown of Contract C is as follows:
Schedule I Schedule II
Monthly Cost $42,471.92 As Needed
12 Months Total $509,663.10 As Needed
12 Months As Needed Up to $10,000
Total Contract Amount $519,663.10
This first contract amendment extends the contract term from November 7, 2024, to November 6, 2025, and includes the not-to-exceed amount of Schedule I and Schedule II in the amount of $519,663.10. Sufficient funds are available in the FY 2024- 25 Public Works Budget and Landscape Assessment Zones with similar amounts requested in FY 2025-26.
The following alternatives are available to the City Council:
1. Approve the attached first contract amendment with Venco Western Inc., for the Simi Valley Landscape District No. 1 Maintenance Services, Contract C, Specification No. SV 22 -32 extending the term for one (1) year from November 7, 2024, to November 6, 2025, and increasing the not -to-exceed amount by $5 19,663.10, for a total not-to-exceed amount of $1,515,098.84; and,
2. 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 up to two (2) additional (1) one-year terms in accordance with the original contract term of five years;
3. Provide other direction to staff.
Staff recommends Alternatives No. 1 and 2.
SUGGESTED CITY COUNCIL MOTION
I move to approve the attached first contract amendment extending the term of the Venco Western Inc ., for the Simi Valley Landscape District No. 1 Maintenance Services, Contract C, Specification No. SV 22- 32 for one year, from November 7, 2024, to 2 A2489.SR.MG
November 6, 2025, increasing the not -to-exceed amount by $5 19,663.10, for a total not-to-exceed amount of $1,515,098.84; 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 up to (2) two additional (1) one-year terms in accordance with the original contract term of five years.
SUMMARY
The City’s Landscape Maintenance Contract with Venco Western, Inc., (Contract C , Specification No. SV 22-32) expires on November 6, 2024. Staff recommends that the City Council approve the attached first contract amendment extending the term of the Venco Western Inc., for the Simi Valley Landscape District No. 1 Maintenance Services, Contract C, Specification No. SV 22- 32 for one (1) year, from November 7, 2024 , to November 6, 2025, increasing the not -to-exceed amount by $519,663.10, for a tot al not-to-exceed amount of $1,515,098.84.
____________________________________
Ronald K. Fuchiwaki
Public Works Director
Prepared by: Dylan Gunning, Senior Management Analyst
INDEX Page
First Amendment to the Contract ..................................................... 4
3
FIRST AMENDMENT CONTRACT BETWEEN
THE CITY OF SIMI VALLEY AND
VENCO WESTERN, INC., FOR
SIMI VALLEY LANDSCAPE DISTRICT NO. 1 MAINTENANCE SERVICES CONTRACT C, SPEC NO. SV 22-32
THIS FIRST AMENDMENT (“Amendment”) is made and entered into this 7 th day of October
2024, by and between the CITY OF SIMI VALLEY, a general law city and municipal corporation (“CITY”), and VENCO WESTERN, INC. , a California Corporation (“CONSULTANT”).
1. Pursuant to Section 9 of the CONTRACT BETWEEN THE CITY OF SIMI VALLEY AND VENCO WESTERN, INC. FOR MAINTENANCE SERVICES CONTRACT C, SPEC NO. SV 22-23, Agreement No. 3230056 (“Agreement”), Section 2 [Term] is amended to read as follows:
Section 2. Term, is amended to read as follows:
In accordance with this Section 2, the term of the CONTRACT shall be extended for one (1) year from November 7, 2024 to November 6, 2025 (“Extended Term”).
2. Pursuant to Section 9 of the Agreement, Section 5, Subdivision B is amended to read as follows:
Section 5. (B) Obligations of the CITY
CITY shall make regular progress payments to the CONTRACTOR within 30 days after mutual concurrence with the unit quantities and/or lump sum items of work performed, subject to applicable retention requirements. In no event shall the total amount paid exceed the CONTRACT price of $1,5 15,098.84 unless otherwise agreed to by the parties in writing.
3. ELECTRONIC SIGNATURES. This Amendment may be executed by the Parties on any number of separate counterparts, and all such counterparts so executed constitute one Amendment binding on all the Parties notwithstanding that all the Parties are not signatories to the same counterpart. In accordance with Government Code §16.5, the Parties agree that this Amendment will be considered signed when the signature of a party is delivered by electronic transmission. Such electronic signature will be treated in all respects as having the same effect as an original signature.
4. This Amendment may be executed in any number or counterparts, each of which will be an original, but all of which together constitutes one instrument executed on the same date.
4 City of Simi Valley
First Amendment to Agreement No. 3230056
Venco Western, Inc.
A2489.CON.MG FIRST AMENDMENT, SPEC. NO. SV 22-32
5. Except as modified by this Amendment, all other terms and conditions of Agreement No. 3230056 remain the same.
[SIGNATURES ON NEXT PAGE]
5 City of Simi Valley
First Amendment to Agreement No. 3230056
Venco Western, Inc.
A2489.CON.MG FIRST AMENDMENT, SPEC. NO. SV 22-32
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove 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.
Algeria R. Ford, City Attorney By:
Print Name: Mario DelNagro____________
Approved as to Content:
Title: President______________________
Samantha C. Argabrite, City Manager By:
Print Name: Peter Christl_______________
Johanna Medrano, Title: CFO__________________________
Deputy Administrative Services Director/
Budget & Purchasing
Ronald K. Fuchiwaki
Public Works Director
6