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Home My WebLink AboutAGENDA REPORT 2021 1006 CCSA REG ITEM 10FCITY OF MOORPARK,  CALIFORNIA City Council Meeting of October 6, 2021 ACTION APPROVED STAFF RECOMMENDATION. BY B. Garza. F. Consider Approval of Memorandum of Understanding (MOU) with the County of Ventura General Services Agency for Project Management and Construction Services. Staff Recommendation: Approve MOU with the County of Ventura General Services Agency, and authorize the City Manager to execute the MOU, subject to final language approval of the City Manager. (Staff: Jessica Sandifer, Community Services Manager) Item: 10.F. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Jessica Sandifer, Community Services Manager DATE: 10/06/2021 Regular Meeting SUBJECT: Consider Approval of Memorandum of Understanding (MOU) with the County of Ventura General Services Agency for Project Management and Construction Services BACKGROUND The Facilities Division of the Parks, Recreation and Community Services Department typically has more projects that need to be completed then we have time, or staff resources to undertake. Sometimes these projects are sufficient in size to warrant more professional construction project management assistance, but not so large that it warrants hiring an outside consulting firm, typically at a higher cost, to provide the services. The County of Ventura’s General Services Agency (County GSA) can provide these services to municipalities under a provision of Government Code, Section 23008. Using County GSA services can help the Facilities Division get through the backlog of planned projects and the occasional unplanned project. One such unplanned project is the request from State of California General Services Agency (State GSA) to perform a tenant improvement project at the Moorpark Police Services Center (MPSC). The California Highway Patrol (CHP) presence at the MPSC has expanded such that they need to reconfigure their space to provide more room for the officers. The project will reconfigure the CHP and Ventura County Sheriff (VCS) spaces in order to expand the CHP tenant space. The State GSA has requested that the City perform the tenant improvements with the costs of the project fully reimbursed by the CHP through their lease renewal. The CHP tenant improvement project is the first project for which we would use County GSA services. DISCUSSION In order to utilize the County GSA services, a MOU will be entered into with the County of Ventura. Under the MOU, the City would define the project and what assistance the Item: 10.F. 738 Honorable City Council 10/06/2021 Regular Meeting Page 2 City needs. County GSA staff would provide a quote for these services, plus a 10% markup to cover the County’s management of the project. The 10% markup is outlined in the relevant GC Section, noted previously. The City Council would then approve the projects and allocate the funding, and then County GSA staff would handle the projects with input from City staff, as needed along the way. County GSA staff are well qualified to do this type of work, as the types of projects the City would undertake are encountered regularly by County GSA staff as they go about managing the many varied County facilities. FISCAL IMPACT There is no direct fiscal impact from approving the MOU as any projects proposed to be undertaken by County GSA would be first approved by the City Council. Prior to the projects taking place, funding for projects would either be allocated as part of the annual budget process or when the project is brought to City Council for approval. COUNCIL GOAL COMPLIANCE This action does not support a current strategic directive. STAFF RECOMMENDATION Approve MOU with the County of Ventura General Services Agency, and authorize the City Manager to execute the MOU, subject to final language approval of the City Manager. Attachment: Memorandum of Understanding (MOU) between the City of Moorpark and County of Ventura for General Services Agency Services. 739 Page 1 | 3 MEMORANDUM OF UNDERSTANDING BETWEEN COUNTY OF VENTURA and CITY OF MOORPARK for General Services Agency Services The City of Moorpark (“City”) and the County of Ventura (“County”), on behalf of its General Services Agency, ("GSA”), hereby enter into this Memorandum of Understanding (“MOU”) concerning preventative maintenance, repairs, construction and project management services to be provided by GSA to City. RECITALS WHEREAS, City requires assistance and expertise of GSA to provide preventative maintenance, repairs, construction and project management services; and WHEREAS, GSA possesses the personnel, services, capabilities and resources to provide preventative maintenance, repairs, construction and project management services to City facilities and is willing and able to offer such personnel, services, capabilities and resources to City; and WHEREAS, GSA and City covenant with each other in accordance with the terms and conditions set forth below for purposes of GSA providing such services; NOW, THEREFORE, GSA and City do hereby, based upon the above recitals and representations and the valuable consideration and promises set forth below, mutually agree to the following terms and conditions: TERMS AND CONDITIONS I. GSA RESPONSIBILITIES. GSA shall: A.Provide preventative maintenance, repairs, construction and project management services to City upon which GSA and City mutually agree. B.Provide a written estimate to City prior to any work being performed. C.Perform agreed upon services to City. D.Maintain appropriate program and financial records to validate and support services rendered under this MOU. All accounting records shall be kept in accordance with generally accepted accounting principles. Upon request by City, GSA shall prepare and submit a summary report of all services provided. ATTACHMENT 740 Page 2 | 3 II. CITY RESPONSIBILITIES. City shall: A. Provide a detailed project scope at no cost to GSA. B. Assure payment as detailed in IV. C. and IV. D. below. C. Pay the rates approved annually by the County Board of Supervisors. III. GENERAL TERMS A. Period of Operation and Termination. This MOU may be executed in counterpart and is effective upon the date of the last signature. The MOU shall automatically renew annually thereafter unless terminated by either party. Each party shall have the right to terminate this MOU upon 30 days’ prior written notice to the other party. B. Alteration of Terms. The parties agree that any alterations, variations, modifications or waivers of provisions of the MOU shall be valid only when they have been reduced to writing, duly signed, and approved by the required persons. C. Non-Effect of Waiver. Either party’s failure to insist upon the performance of any or all of the terms, covenants or conditions of this MOU, or failure to exercise any rights or remedies hereunder, shall not be construed as a waiver or relinquishment of the future performance of any such terms, covenants or conditions, or of the future exercise of such rights or remedies, unless otherwise provided for herein. D. Entire Agreement. The parties agree that this MOU contains all the terms and conditions agreed upon by the parties with respect to the subject matter hereof. No other understandings, oral or otherwise, regarding the subject matter hereof shall be deemed to exist or to bind either party to the MOU. IV. COST AND PAYMENT FOR GSA SERVICES A. Compensation. The hourly rate charged for work performed by GSA or other County employees will be in accordance with the County Board of Supervisors’ adopted fee resolution in effect at the time of the performance of the work. The annual resolution can be viewed at: https://www.ventura.org/county-executive- office/publications/. Rates are revised, if necessary, on an annual basis. B. Billing. GSA shall prepare and send to City a detailed invoice describing the services performed, including the item part(s), labor, outside vendor labor, and taxes paid. Such invoice shall be submitted to City within 90 days following the conclusion of the services. 741 Page 3 | 3 C.Payment. City shall pay GSA the full amount of the invoice within 30 days of the date of the invoice. If City disputes any charge in the invoice, it must notify GSA within 15 business days of the date of the invoice of the disputed charge. GSA will review the disputed charge and submit validated justification within 7 business days to the City or remove the charges. This action shall resolve the dispute. If City fails to notify GSA of any dispute within that time, any challenge to the invoice is waived by City. D.Reserve Establishment. As required by Government Code section 23008, before GSA begins performing services under this MOU, City shall reserve and set aside City funds in an amount ten percent (10%) in excess of the total estimated cost of GSA’s services to assure payment to GSA when the work is completed. V.RIGHT TO MONITOR AND AUDIT A.City has the right to review the work being performed by GSA at any time during normal business hours. GSA agrees to permit City or any of its duly authorized representatives to have access to and to examine its facilities, operations and/or records related to this MOU during normal business hours. IN WITNESS WHEREOF, this MOU has been executed as of the date signed. COUNTY OF VENTURA David J. Sasek, P.E. Date Director, General Services Agency CITY OF MOORPARK Troy Brown Date City of Moorpark City Manager 742