CITY OF SIMI VALLEY
MEMORANDUM
September 8, 2025
TO: City Council
FROM: Office of the City Manager
SUBJECT: AUTHORIZATION TO AMEND CONTRACT WITH ARDALAN
CONSTRUCTION COMPANY, INC. FOR BATHROOM IMPROVEMENTS
AT THE SIMI VALLEY SENIOR CENTER, SPECIFICATION NO. SV 24-31
STAFF RECOMMENDATION
It is recommended that the City Council authorize the City Manager, or her designee, to execute Contract Change Orders (page 3 ) with Ardalan Construction Company, Inc. (Ardalan), for bathroom improvements at the Simi Valley Senior Center, Specification No.
SV 24-31, up to five percent (5%) over the previously approved not -to-exceed amount, for a new total of $376,530.
BACKGROUND AND OVERVIEW
On November 18, 2024, the City Council awarded a contract to Ardalan in the amount of $326,000 for general contractor services to complete comprehensive bathroom improvements at the Simi Valley Senior Center. The approved not -to-exceed amount, including a 10% contingency, was $358,600.
During construction, deteriorating conditions were discovered behind the walls, including rot and corrosion of plumbing mechanicals and wall studs, which required utility rerouting and structural repairs. These conditions exhausted the City Manager’s authority under SVMC Section 2-9.110(c), which permits approval of contract amendments and change orders up to the lesser of ten percent (10%) or $100,000 of the original contract amount.
As contingency funds have been depleted and unforeseen corrective work remains necessary to complete the project, staff requests the City Council authoriz e the City Manager or her designee to approve contract change orders up to 5% over the previously approved limit, for a new total of $376,530.
FINDINGS AND ALTERNATIVES
During the course of construction, the City Manager has already exercised her full authority under SVMC Section 2-9.110(c) to approve change orders and amendments up to 10 percent of the original contract amount. However, unforeseen conditions, including rot and corrosion behind the walls, have exhausted the contingency allocation and require additional corrective work to complete the project. Although adequate funds remain available in the FY 2025-26 Capital Improvement Plan budget, Project No. CP65500023, City Council authorization is necessary to increase the not-to-exceed contract amount. In addition, authorizing the City Manager or her designee to approve contract change order
AGENDA ITEM NO.
Consent (4)
2 within the revised not -to-exceed amount will allow staff to address any remaining unforeseen conditions in a timely manner and ensure the project’s successful completion.
The following alternatives are available to the City Council:
1. Authorize the City Manager or her designee to execute Contract Change Orders with Ardalan Construction Company, Inc. up to 5% over the previously approved amount, for a contract amount not-to-exceed $376,530;
2. Reject the amendment request and provide alternative direction to staff.
Staff recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION
I move to authorize the City Manager to execute Contract Change Orders with Ardalan Construction Company, Inc., for bathroom improvements at the Simi Valley Senior Center, Specification No. SV 24-31, up to 5 %, for a total not-to-exceed contract amount of $376,530.
SUMMARY
The City Council previously awarded a contract to Ardalan Construction Company, Inc. in the not -to-exceed amount of $358,600, including contingency, for bathroom improvements at the Simi Valley Senior Center. Due to the discovery of deteriorating conditions including rot and corrosion, the contingency funds have been exhausted. Staff requests the City Council authorize the City Manager to execute contract change orders up to 5% over the previously approved contract limit, for a total not -to-exceed contract amount of $376,530.
____________________________________
Samantha C. Argabrite
City Manager
Prepared by: Angel Sierra, Assistant to the City Manager
INDEX Page
Contract Change Orders .................................................................. 3 CH
ANGE ORDER NO. 11 & 12
BATHROOM IMPROVEMENTS AT THE SIMI VALLEY SENIOR CENTER
CIP# CDCV003-CDBG
SPECIFICATION NO. SV 24-31
CONTRACT NO. 3250046
TO: ARDALAN CONSTRUCTION
8 EAST GAINSBOROUGH ROAD
THOUSAND OAKS, CA 91360
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)
1 Labor and materials to move existing abandoned switch currently used as a splice box to power light fixture, install junction box in ceiling, install 14"x14" access panel, extend new drop with new 4S box and segment of power and switch leg, if needed.
$2,780.28
2 Labor and material needed to rework and install a water hammer arrestor and access panel. $781.03
NE T CHANGE IN CONTRACT AMOUNT – INCREASE OR (DECREASE) $3,561.31 REVISED NOT-TO-EXCEED AMOUNT $376,530
REVISED CONTRACT END DATE September 8, 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 this 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.
SIGNATURE ON NEXT PAGE
3 CITY OF SIMI VALLEY, A Municipal Corporation CONTRACTOR: ARDALAN CONSTRUCTION CO. INC.
___________________________________ _________________________________ Samantha C. Argabrite Date Mozafar Ardalan Date City Manager President
Attest:
___________________________________
Lucy Blanco, City Clerk Date
Approved as to Form:
___________________________________
Algeria R. Ford, City Attorney Date
4 8 E. Gainsborough Rd., Thousand Oaks, CA 91360
T. 805-496-7273, F. 805-496-7310
CA Lic. 893121
Project Name: Date:
Owner Name: COP Number:
To: Spec Number:
From:
Description of Work:
A. Subcontractor Cost of the Work:
Subtotal A:
Subcontractor Mark Up 10% (up to $5,000):
Subcontractor Mark Up 5% (on > $5,000):
B. Contractor Cost of the Work:
Payroll Costs (See attached supporting documentation.)
Materials (See attached suporting documentation.)
Equipment (See attached suporting documentation.)
Supplemental Costs (See attached suporting documentation.) Subtotal B:
C. Contractor Fee: Labor: 20%
Materials: 15%
Equipment Rental: 15%
Other Items & Expenses: 15%
1% Bond & Insurance Fee
Total:
Please refer to notes 1 and 2 at the bottom of the work sheet page for impact costs.
The proposal would the Contract Time by
The proposal does NOT affect the Contract Time.
Contractor's Signature:ARDALAN CONSTRUCTION CO. INC.
Victor Castro Victor Castro, Project Manager 7/2/2025
DatePrinted Name & Title
calendar days.
27.53$
2,780.28$
SV Senior Center Bathroom Improvements July 2, 2025
Simi Valley 11
-$
-$
-$
-$
2,502.50$
Senel Engineering
-$
-$
-$
ARDALAN CONSTRUCTION CO. INC.
Angel Sierra
2,502.50$
Per Inspector and NEC requirments- in mens and womens restrooms we are moving abandoned switch currently used as a splice box to power light fixture, install junction box in ceiling, 14x14 access panel; extend new drop with new 4S box and segment of power and switch leg, if needed.
250.25$
-$
-$
-$
CHANGE ORDER PROPOSAL (COP)
Increase
Decrease
5 COP: 11
Date: 7/2/2025
Project: SV Senior Center Bathroom Improvements Owner: Simi Valley RE: Requested by City
Item Description of Work Hours Rate Labor Material Fees/Equip Sub Cost 1 Per Inspector and NEC requirments- in mens and womens restrooms we are moving abandoned switch currently used as a splice box to power light fixture, install junction box in ceiling, 14x14 access panel; extend new drop with new 4S box and segment of power and switch leg, if needed.
2,502.50$
- $ - $ - $ 2,502.50$
Subtotal with NO markup: 2,502.50$
Notes:
1. This proposal request is an estimate and does not include cost of un-knowns or impacts to the project. Ardalan reserves the right to revise or modify this proposal in case other facts are discovered or conditions are changed.
2. This proposal does not address any costs incase of delays to the project as a result of this work and should be addressed separately. Any delays for this PCO are unknown/estimated and can only be determined once the work is performed.
WORKSHEET
6 ADDRESS WEBSITE CA Lic. 1103501
2935 Camino del Zuro A, B, D63, C06, C27, C33,D09, D38, & D49 Thousand Oaks, CA 91360
805.413.2365 Office EMAIL Veteran Owned and Operated
805.367.7296 Fax
TO: WO#:
PROJECT:
We offer to perform the following extra work on the above described project:
Additional Costs:
Materials (including sales tax)
Equipment
Labor
Subtotal
Overhead & Profit - 10%
Your signature below signifies your agreement
(Date proposal signed) (Date of acceptance)
(Firm) (Owners/ GC name)
Signature of SENEL Authorized agent) (Signature of owner/GC or authorized agent) Fatih Senel
Original Total $2,502.50
2-Jul-25
Senel Construction & Engineering, Inc.
$227.50
Ardalan Construction Company, Inc. 7
Attn: Victor Castro Simi Valley Senior Center GC Services For Bathroom Improvements at the Simi Valley
Senior Center8E Gainsborough Rd.
Thousand Oaks, CA 91360
per inspection and NEC requirements- in men's & women's restrooms -- move the exisitng abandonded switch currently used as a splice box to power light fixture, install junction box in ceiling, 14x14 access panel; extend new drop with new 4S box and segment of power and switch leg, if needed.
$280.00
$75.00
$1,920.00
$2,275.00
WORK ORDER
www.senel.org
[email protected]
7 WO#: 7
MATERIALS
QTY. ITEM DESCRIPTION COST EACH TOTAL
2 14x14 access panels CL/SD $40.00 $80.00
1 misc metals e.g. boxes, conduit, backing, etc $200.00 $200.00 $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
SALES TAX 8.75%
MATERIAL TOTAL $280.00
EQUIPMENT
QTY DESCRIPTION RATE TOTAL
1 Delivery $75.00 $75.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
EQUIPMENT TOTAL $75.00
LABOR
HOURS CLASSIFICATION RATE TOTAL
2 labor-demo $105.00 $210.00
2 carpenter $105.00 $210.00
8 electrician $135.00 $1,080.00
4 labor - misc helper $105.00 $420.00
$0.00
$0.00
$0.00
LABOR TOTAL $1,920.00
SUBTOTAL $2,275.00
WORK ORDER DETAIL
8 8 E. Gainsborough Rd., Thousand Oaks, CA 91360
T. 805-496-7273, F. 805-496-7310
CA Lic. 893121
Project Name: Date:
Owner Name: COP Number:
To: Spec Number:
From:
Description of Work:
A. Subcontractor Cost of the Work:
Subtotal A:
Subcontractor Mark Up 10% (up to $5,000):
Subcontractor Mark Up 5% (on > $5,000):
B. Contractor Cost of the Work:
Payroll Costs (See attached supporting documentation.)
Materials (See attached suporting documentation.)
Equipment (See attached suporting documentation.)
Supplemental Costs (See attached suporting documentation.) Subtotal B:
C. Contractor Fee: Labor: 20%
Materials: 15%
Equipment Rental: 15%
Other Items & Expenses: 15%
1% Bond & Insurance Fee
Total:
Please refer to notes 1 and 2 at the bottom of the work sheet page for impact costs.
The proposal would the Contract Time by
The proposal does NOT affect the Contract Time.
Contractor's Signature:
-$
ARDALAN CONSTRUCTION CO. INC.
Angel Sierra
703.00$
This COP is to provide the labor and material needed to rework and install a water hammer arrestor and access panel.
70.30$
-$
-$
-$
-$
-$
-$
-$
703.00$
-$
-$
SV Senior Center Bathroom Improvements July 9, 2025
Simi Valley 12
ARDALAN CONSTRUCTION CO. INC.
Victor Castro Victor Castro, Project Manager 7/9/2025
DatePrinted Name & Title
calendar days.
7.73$
781.03$
CHANGE ORDER PROPOSAL (COP)
Increase
Decrease
9 COP: 12
Date: 7/9/2025
Project: SV Senior Center Bathroom Improvements Owner: Simi Valley RE: Requested by City
Item Description of Work Hours Rate Labor Material Fees/Equip Sub Cost 1 This COP is to provide the labor and material needed to rework and install a water hammer arrestor and access panel. 703.00$ - $ - $ - $ 703.00$
Subtotal with NO markup: 703.00$
Notes:
1. This proposal request is an estimate and does not include cost of un-knowns or impacts to the project. Ardalan reserves the right to revise or modify this proposal in case other facts are discovered or conditions are changed.
2. This proposal does not address any costs incase of delays to the project as a result of this work and should be addressed separately. Any delays for this PCO are unknown/estimated and can only be determined once the work is performed.
WORKSHEET
10 11
PRECISION PLUMBING-MECHANICAL
COST BREAKDOWN
JOB: Simi Valley Senior Center COR #5 DATE: 7/8/2025
MATERIALS
QTY. ITEM DESCRIPTION COST EACH TOTAL
1 Material $366.83 $366.83
$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
Tax & MU
SUBCONTRACTOR MATERIAL TOTAL: $366.83
SERVICE TOTAL
OH/PROFIT 10%
EQUIPMENT SUBCOTRACTOR TOTAL: $0.00
HOURS DESCRIPTION RATE TOTAL
$0.00
$0.00
$0.00
$0.00
EQUIPMENT TOTAL: $0.00
LABOR
HOURS CLASSIFICATION RATE TOTAL
2 Foreman $136.00 $272.00
Journeyman $124.00 $0.00
Apprentice $94.00 $0.00
Foreman overtime $187.00 $0.00
Journeyman overtime $167.00 $0.00
Apprentice overtime $128.00 $0.00
Foreman double-time $237.00 $0.00
Journeyman double-time $211.00 $0.00
Apprentice double-time $161.00 $0.00
LABOR TOTAL $272.00
TOTAL $638.83
MU 10% $63.88
Job Total $702.71
SUBCONTRACTOR NAME
12