CITY OF SIMI VALLEY
MEMORANDUM
August 4, 2025
T
O: Board of Directors, Ventura County Waterworks District No. 8 F
ROM: Department of Public Works
S
UBJECT: CONSIDERATION AND POSSIBLE ACTION TO AMEND THE BUDGET FOR THE WATERLINE REPLACEMENT PROJECT; CEDAR STREET,
WISTERIA STREET, ROWELL AVENUE, AND LEOTA LANE
(CP76300058, SPECIFICATION NO. SV 24-10)
STAFF RECOMMENDATION
I
t is recommended that the Board of Directors:
1. A
pprove a S upplemental Budget Request (SBR) of $ 95,000 in the Waterworks Fund (Fund 761) and an interfund transfer in the same amount to the Waterworks Replacement Reserve Fund ( 763), allocating $ 95,000 to the Waterline Replacement Project; Apricot/Cedar/Leota (CP76300058), SV 24-10; and
2. A
uthorize the District Manager to execute C hange Order No. 1 (Attachment A, page 4) with J. Vega Engineering, Inc. ( J. Vega) by $124,187 for a total project amount not to exceed $573,832 and to extend the contract end date to September 30, 2025.
BACKGROUND AND OVERVIEW
On
December 2, 2024, the Board of Directors awarded a contract to J. Vega for the construction of the Waterline Replacement Project; Cedar Street, Wisteria Street, Rowell Avenue, & Leota Lane (Project) in the amount of $449,645 . This project includes installation of approximately 828 feet of 6-inch and 8-inch waterline to improve the system functionality, reliability, and capacity. A total of $479,600 was available in the FY 2024-25 Capital Improvement Project budget for the work.
A
dditional funding is required to complete the Project . Staff recommends approval of $95,000 in additional funding for unforeseen work identified during the construction of the project.
FINDINGS AND ALTERNATIVES
T
he original scope of work included the replacement of the existing aging waterline within the project limits and restoration of roads to their pre-construction conditions. Unexpected site conditions were discovered during the construction activities, necessitating adjustments to the original scope of work. The extra work included the installation of a fire hydrant on Cedar Street as Public Works officials determined that this residential area was lacking a reliable source of water during a fire emergency. The fire hydrant was required to enhance fire protection and public safety in the residential area. In addition, AGENDA ITEM NO.
Consent (2)
the Pavement Condition Index of Cedar Street, Rowell Avenue, Katey Lane, and Leota Lane was considered Fair/Poor prior to the start of construction. While an asphalt patch of the utility trenches may have been sufficient, allocating additional funds to treat the entire roadway, while the contractor is already mobilized, ensures a safer, longer-lasting road surface that minimizes resident complaints and reflects the District's commitment to responsible construction practices and community goodwill—contributing to the project’s overall quality and sustainability.
J. Vega provided three change order proposals in the amount of $178,472. After applying cost savings from the project and funds remaining in the account, the total additional funds needed are $95,000.
The FY 2024-25 District CIP Budget contains $492,750 that is available for the Waterline Replacement Program.
The following alternatives are available to the Board of Directors:
1. Approve a SBR of $95,000 in the Waterworks Fund (Fund 761 ) and an interfund transfer in the same amount to the Waterworks Replacement Reserve Fund (763), allocating $ 95,000 to the Waterline Replacement Project; Apricot/Cedar/Leota (CP76300058), SV 24-10;
2. Authorize the District Manager, or her designee, to execute Change Order No. 1 with J. Vega for $124,187 for a total project amount not to exceed $573,832 and to extend the contract end date to September 30, 2025;
3. Do not approve the Supplemental Budget Request or change order and provide staff with other direction.
Staff recommends Alternative No. 1 and 2.
SUGGESTED BOARD MOTION
I move to approve a SBR of $95,000 in the Waterworks Fund (Fund 761) and an interfund transfer in the same amount to the Waterworks Replacement Reserve Fund (763) to add $95,000 to the Waterline Replacement Project; Apricot/Cedar/Leota (CP76300058), SV 24-10, and authorize the District Manager, or her designee, to execute Change Order No. 1 with J. Vega for $124,187 for a total project amount not to exceed $573,832 and to extend the contract end date to September 30, 2025.
SUMMARY
On December 2, 2024, the Board of Directors awarded a contract to J. Vega for the construction of the Waterline Replacement Project; Cedar Street, Wisteria Street, Rowell Avenue, & Leota Lane in the amount of $449,645. Staff is seeking additional funding of $95,000 for unforeseen repair work required to complete the project . Staff recommends that the Board of Directors approve a S upplemental Budget Request of $95,000 in the Waterworks Fund (Fund 761) and an interfund transfer in the same amount to the Waterworks Replacement Reserve Fund (763) to add $95,000 to the Waterline Replacement Project; Apricot/Cedar/Leota (CP76300058), SV 24- 10, and authorize the District Manager, or her designee, to execute C hange Order No. 1 with J. Vega for 2 $124,187 for a total project amount not to exceed $ 573,832 and to extend the contract end date to September 30, 2025.
____________________________________
Ronald K. Fuchiwaki
Public Works Director
Prepared by: Michel Kadah, Principal Engineer
INDEX Page
Attachment A – Change Order No. 1................................................ 4
3 G:\PW\Water\ENGINEERING\Projects\SV2410_CedarLeota_Waterline\COR\SV2410_CO123.doc CHANGE ORDER NO. 1
WATERLINE REPLACEMENT PROJECT: CEDAR STREET, WISTERIA STREET, ROWELL
AVENUE, & LEOTA LANE
SPECIFICATION NO. SV 24-10
CIP NO. CP76300053 & CP76300058
CONTRACT NO. 3250047
TO: J . Vega Engineering, Inc.
7090 Los
Coyotes Place
Camarillo, CA 93012
You are hereby directed to provide the extra work necessary to comply with this Change Order.
ITEM COR
NO. DESCRIPTION OF CHANGES AMOUNT
Time
Extension
(Days)
01 01 Addition of Fire Hydrant and additional sizing of retaining wall $18,735 70 02 02 Addition of asphalt on Cedar Street, slurry on Rowell Avenue, Katey Lane, and Leota Lane, due to severely deteriorating roadway which was exacerbated with construction activities.
$66,821 70
03 03 Addition of 8” PVC waterline, relocation of 8”x8”x6” tee, additional asphalt replacement, additional concrete replacement, remove and reset water valve stacks and asphalt
$92,916 72
04 04 Deletion of 95’ of 6” Waterline Installation, deletion of 4 Water Service Line Replacements, deletion of 50 hours of Utility Conflict Resolution, deletion of Additional Worksite Remediation -$54,285 0
NET CHANGE IN CONTRACT AMOUNT – INCREASE OR (DECREASE) $124,187 212 REVISED NOT-TO-EXCEED AMOUNT $573,832.00
REVISED CONTRACT END DATE September 30, 2025
ACCEPTANCE:
Contractor accepts the terms and conditions stated above as full and final settlement of any and all claims arising from this Change Order and acknowledges that the compensation (time and cost) set forth in the Change Order comprises the total compensation due for the work or change defined in the Change Order, including all impact on any unchanged work. By signing the Change Order, the Contractor acknowledges and agrees that the stipulated compensation includes payment for all Work contained in the Change Order, plus all payment for the interruption of schedules, extended overhead costs, delay, and all impact, ripple effect or cumulative impact on all other Work under this Contract. The signing of the Change Order acknowledges full mutual accord and satisfaction for the change, and that the time and/or cost under the Change Order constitute the total equitable adjustment owed the Contractor as a result of the change. The Contractor agrees to waive all rights, without exception or reservation of any kind whatsoever, to file any further claim or request for equitable adjustment of any type, for any reasonably foreseeable cause that shall arise out of or as a result of this Change Order or the impact of t his Change Order on the remainder of the Work under this contract.
Contractor agrees to perform the above-described work in accordance with the above terms and in compliance with applicable Sections of the Contract Documents.
This Change Order is hereby agreed to, accepted and approved, all in accordance with the General Conditions of the Contract Documents.
SIG
NATURES ON NEXT PAGE
ATTACHMENT A
4 G:\PW\Water\ENGINEERING\Projects\SV2410_CedarLeota_Waterline\COR\SV2410_CO123.doc CITY OF SIMI VALLEY DEPARTMENT OF PUBLIC WORKS CONTRACTOR: J Vega Engineering, Inc. ___________________________________ _________________________________ Rob Herr, Assistant Engineer Date Juan Vega Date
Project Manager President
_________
__________________________
Michel Kadah, Principal Engineer Date
___________________________________
Ronald K. Fuchiwaki Date
Director of Public Works
__________________________________________
Johanna Medrano, Date
Deputy Administrative Services Director/
Budget & Purchasing
__________________________________________
Samantha C. Argabrite Date
District Manager
App
roved as to form:
__________
________________________________
Algeria R. Ford Date
City Attorney
_________________________________
Juan Vega Date
Secretary
5