HomeMy WebLinkAboutAGENDA REPORT 2015 0415 CCSA REG ITEM 10K ITEM 10.K.
CITY OF MOORPARK,CALIFORNIA
City Council Meeting
MOORPARK CITY COUNCIL°r 'c-1 oto i5
ACTION: C90/24_04-0_,,,,./
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AGENDA REPORT ,
BY: '7)n 4, y¢�
TO: The Honorable City Council
FROM: Jeremy Laurentowski, Parks and Recreation Directo
BY: Allen Walter, Landscape and Parks Superintendent
DATE: March 25, 2015 (CC Meeting of April 15, 2015)
SUBJECT: Consider Amendment to Agreement with Parkwood Landscape
Maintenance, Inc., for Landscape Maintenance Services at 1493
Walnut Canyon Road and the Sound Walls at the 23 Freeway Off
Ramp at Tierra Rejada Road
DISSCUSSION •
On September 29, 2014, the City and Parkwood Landscape Maintenance, Inc., entered
into an Agreement pertaining to landscape maintenance services for the City's
Landscape Maintenance District Citywide Zones, Zones of Benefit, and Miscellaneous
Properties. With the Contractor's mutual consent, the term of this Agreement may be
extended for three, additional one-year terms.
In October 2014, the City purchased a residential property located at 1493 Walnut
Canyon Road. The property will be used as a rental property until needed for
construction of the North Hills Parkway and will require weekly landscape maintenance
services. In November 2014, construction was completed on two sound walls located on
the southbound 23-freeway off ramp at Tierra Rejada Road. The sound walls were
constructed with a decomposed granite walkway for maintenance activities, irrigation,
and climbing vines to cover the walls to reduce graffiti activity, and will also require
ongoing landscape maintenance services.
The 23-freeway sound walls and 1493 Walnut Canyon Road property were acquired
after approval of the City's Agreement with Parkwood Landscape Maintenance, Inc.,
therefore, the properties were not included in the September 2014 Agreement. Staff is
requesting the City Council amend the 2014 Agreement to include the 23-freeway
sound walls and 1493 Walnut Canyon Road properties to provide landscape and
irrigation maintenance services as described in Scope of Services and increase the
Agreement compensation by $12,168. The addition of these properties to the
Agreement compensation shall increase to $285,204, plus a 15% contingency of
$42,780, for a total contract cost of$327,984 for the initial twelve (12) month term of the
Agreement, and for every subsequent year that the contract is extended.
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Honorable City Council
April 15, 2015
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Staff is also recommending a revision to Parkwood Landscape Maintenance, Inc.,
Agreement, Exhibit B, Section J, TRAFFIC CONTROL, by replacing paragraph 1, in its
entirety with the following:
"J. TRAFFIC CONTROL:
1. Contractor shall conform to all California Vehicle Code and
CAL OSHA requirements and operating rules at all times this
Contract is in effect. Contractor shall obtain an annual City
Encroachment Permit and adhere to such conditions for street work.
Contractor shall also adhere to the requirements of the Caltrans
Encroachment Permit for all work within the State Highway right-of-
way, and shall adhere to all State specifications and special
provisions contained in that Encroachment Permit. Contractor shall
conduct all work in a manner that will insure continuous traffic flow on
all streets and State highways at all times. In situations where it is
necessary to restrict traffic flow, the Contractor shall contact the City
Public Works Inspector and Caltrans when working within the State's
right-of way, prior to start of work. Contractor shall be responsible for
supplying and using all safety equipment necessary to close or
delineate traffic lanes to through traffic. This is to include high
visibility arrow board. Prior to closing lanes and/or interfering with the
flow of traffic, Contractor shall seek the approval of the City
Representative. Twenty-four (24) hour notification is required. City
shall set days of the week and times when traffic lanes may be
closed."
In addition, staff recommends amending Section K of the Agreement, Encroachment
Permits, which requires Parkwood Landscape Maintenance, Inc., to obtain an annual
City Encroachment permit. The State of California, Department of Transportation
(Caltrans), requires that the City's contractor obtain a separate Caltrans Encroachment
permit to allow the contractor to perform landscape maintenance services located within
the State right-of-way.
The City currently has four Landscape Maintenance District (LMD) areas within the
State right-of-way that require landscape maintenance services by Parkwood
Landscape Maintenance, Inc. The LMD areas are as follows:
1. Landscape and irrigation along State Route 118, between Gabbert Road and
Shasta Avenue, and between Millard Street and Spring Road.
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Honorable City Council
April 15, 2015
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2. Landscape and irrigation in parkways along State Route 23, west side of
Moorpark Avenue, in front of 675 and 661 Moorpark Avenue.
3. Landscape maintenance, tree watering, weed abatement, and bark mulch
installation within the State Route 23 interchange at Tierra Rejada Road,
including the north and south bound off ramps.
4. Landscape and irrigation in the median on Tierra Rejada Road between Brennan
Road and south bound State Route 23 off ramp.
Staff recommends amending the Parkwood Landscape Maintenance, Inc. Agreement,
by replacing Exhibit B, Section K, ENCROACHMENT PERMITS, in its entirety with the
following:
"K. ENCROACHMENT PERMITS:
The Contractor shall secure an annual Encroachment Permit from
the City of Moorpark, Public Works Department, for working within
the City right-of-way, as well as an annual Encroachment Permit from
the State of California, Department of Transportation (Caltrans), for
working within the State highway right-of-way."
FISCAL IMPACT
The landscape services required at 1493 Walnut Canyon Road will be completed at an
annual cost of $8,292 and the 23-freeway sound walls at an annual cost of $3,876, with
a 15% contingency of $1,825, for a total of $13,993. The FY 2014/15 operating budget
includes funding for landscape maintenance services at both of these locations.
Additional appropriation is not being requested.
STAFF RECOMMENDATION:
Approve Amendment No. 1 with Parkwood Landscape Maintenance, Inc., subject to final
language approval by the City Manager.
Attachment: Amendment No. 1 to Parkwood Landscape Maintenance, Inc.
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Honorable City Council
April 15, 2015
Page 4
AMENDMENT NO. 1
TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND PARKWOOD
LANDSCAPE MAINTENANCE, INC., FOR LANDSCAPE MAINTENANCE SERVICES
AT THE MOORPARK LANDSCAPE MAINTENANCE DISTRICT CITYWIDE ZONES,
ZONES OF BENEFIT, AND MISCELLANEOUS PROPERTIES
This Amendment No. 1 to the Agreement between the City of Moorpark, a
municipal corporation ("City"), and Parkwood Landscape Maintenance, Inc., a
corporation ("Contractor"), for services related to landscape maintenance services in the
Landscape Maintenance Districts Citywide Zones, Zones of Benefit, and miscellaneous
City properties, plus additional landscape repair and installation services, as needed
("Agreement"), is made and entered into the day of , 2015.
RECITALS
WHEREAS, on September 29, 2014, the City and Contractor entered into an
Agreement to have the Contractor provide landscape maintenance services in the
Landscape Maintenance Districts Citywide Zones, Zones of Benefit, and miscellaneous
City properties, plus additional landscape repair and installationservices, as needed;
and
WHEREAS, the City and Contractor now desires to amend the Agreement to
include landscape services at 1493 Walnut Canyon Road and the 23-freeway sound
walls, and also increase the compensation for services to be performed by Contractor,
by twelve thousand one hundred sixty-eight dollars ($12,168). Therefore, the
Agreement compensation shall increase to two hundred eighty-five thousand two
hundred four dollars ($285,204), plus a fifteen percent (15%) contingency of forty-two
thousand seven hundred eighty dollars ($42,780), for a total contract cost of three
hundred twenty-seven thousand nine hundred eighty-four dollars ($327,984) for the
initial twelve (12) month term of the Agreement, and for every subsequent year that the
contract is extended, as provided for within the Agreement. Also, amend Exhibit B,
Section J, Paragraph 1, Traffic Control and Exhibit B, Section K, Encroachment Permits
and document said Agreement to amend by jointly approving Amendment No. 1 to the
Agreement.
NOW, THEREFORE, it is mutually agreed by and between the parties to the
Agreement as follows:
I. Section 2, SCOPE OF SERVICES, is amended by replacing this section in its
entirety as follows:
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April 15, 2015
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'City does hereby retain Contractor, as an independent contractor,
in a contractual capacity provide landscape maintenance services, plus
additional landscape repair and installation services as needed,
specifically as it pertains to the City of Moorpark's Landscape and Lighting
Assessment District, Citywide Zones, Zones of Benefit, and miscellaneous
City properties, as set forth in Exhibits B, C, D, E, F, G, H, I, J, and K. In
the event there is a conflict between the provisions of Exhibits B, C, D, E,
F, G, H, I, J, and K and this Agreement, the language contained in this
Agreement shall take precedence.
Contractor shall perform the tasks described and set forth in
Exhibits B, C, D, E, F, G, H, I, J, and K. Contractor shall complete the
tasks according to the schedule of performance, which is also set forth in
Exhibits B, C, D, E, F,G, H, I, J, and K.
Compensation for the services'to be performed by Contractor shall
be in accordance with Exhibits B, C, J, and K, attached hereto and
incorporated herein by this reference as though set forth in full.
Compensation shall not exceed the rates or total value of three hundred
twenty-seven thousand nine hundred eighty-four dollars ($327,984), which
includes a 15% contingency of forty-two thousand seven hundred eighty
dollars ($42,780), annually, and for every subsequent year that the
Agreement is extended, without the written authorization of the City
Manager. Payment by City to Contractor shall be as referred to in this
Agreement.
City and Contractor acknowledge that this project is a public work
to which prevailing wages apply, and that a public work project is subject
to compliance monitoring and enforcement by the California Department
of Industrial Relations (DIR). Contractor agrees to comply with and be
bound by all the terms, rules and regulations described in (a) Division 2,
Part 7, Chapter 1 (commencing with Section 1720) of the California Labor
Code, including without limitation Labor Code Section 1771 and (b) the
rules and regulations established by the DIR implementing such statutes,
as though set forth in full herein, including any applicable amendments
made thereto during the term of this Agreement. For every subcontractor
who will perform work on this project, Contractor shall be responsible for
subcontractor's compliance with (a) and (b), and Contractor shall take all
necessary actions to ensure subcontractor's compliance. Labor Code
Section 1725.5 requires all contractors and subcontractors to annually
register with the DIR before bidding or performing on any public work
contract."
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April 15, 2015
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II. Exhibit B, Section J, TRAFFIC CONTROL, is amended by replacing the first
paragraph of Section J, in its entirety with the following language:
"Contractor shall conform to all California Vehicle Code and
CAL OSHA requirements and operating rules at all times this Contract is
in effect. Contractor shall obtain an annual City Encroachment Permit and
adhere to such conditions for street work. Contractor shall also adhere to
the requirements of the City's annual Caltrans Encroachment Permit for all
work within the State Highway right-of-way, and shall adhere to all State
specifications and special provisions contained in that Encroachment
Permit, including the requirement for the Contractor to obtain an annual
Caltrans Encroachment Permit. Contractor shall conduct all work in a
manner that will insure continuous traffic flow on all streets and State
highways at all times. In situations where it is necessary to restrict traffic
flow, the Contractor shall contact the City Public Works Inspector prior to
start of work. Contractor shall be responsible for supplying and using all
safety equipment necessary to close or delineate traffic lanes to through
traffic. This is to include high visibility arrow board. Prior to closing lanes
and/or interfering with the flow of traffic, Contractor shall seek the approval
of the City Representative. Twenty-four (24) hour notification is
required. City shall set days of the week and times when traffic lanes may
be closed."
III. Exhibit B, Section K, ENCROACHMENT PERMITS, is amended by replacing
Section K, in its entirety with the following language:
"The Contractor shall secure an annual Encroachment Permit from
the City of Moorpark, Public Works Department, for working within the City
right-of-way, as well as an Encroachment Permit from the State of
California, Department of Transportation (Caltrans), for working within the
State highway right-of-way."
IV. Section 5, PAYMENT, is amended by replacing the first paragraph of Section 5 in
its entirety with the following language:
"Compensation for the services to be performed by Contractor shall
be in accordance with Exhibits B, C, J and K. Compensation shall not
exceed the rates or annual cost of two hundred eighty-five thousand two
hundred four dollars ($285,204) plus a fifteen percent (15%) contingency
of forty-two thousand seven hundred eighty dollars ($42,780) for a total
contract cost of three hundred twenty-seven thousand nine hundred
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Honorable City Council
April 15, 2015
Page 7
eighty-four dollars ($327,984) for the initial twelve (12) month term of the
Agreement, and for every subsequent year that the contract is extended,
which extensions require a written Amendment to this Agreement
executed by both parties. Approval of additional related maintenance,
repair, and installation services during the term of this Agreement to be
paid out of the contingency funding shall require a written Work Order
executed by both parties. Payment by City to Contractor shall be as
described in this Agreement."
III. Remaining Provisions:
Except as revised by this Amendment No. 1, all of the provisions of the
Agreement shall remain in full force and effect.
In Witness Whereof, the parties hereto have caused this Agreement to be
executed the day and year first above written.
CITY OF MOORPARK PARKWOOD LANDSCAPE
MAINTENANCE, INC.
By: By:
Steven Kueny, City Manager David L. Melito, President
Attest:
•
Maureen Benson, City Clerk
•
313
a K __w v EXHIBIT J
LANDSCAPE MAINTENANCE, INC.
SINCE 1967
Lb. No. 685866
October 28,2014
Mr.Allen Wafters
City of Moorpark •
627 Fitch Avenue
Moorpark, Ca 93021
Re: Landscape Contract Addemdum
1493 Walnut.Canyon
Dear Allen:
Per your request, Parkwood Landscape Maintenance, Inc. is pleased to submit for your consideration our
proposal to provide complete landscape and irrigation systems maintenance for the front yard landscape at
1 493 Walnut Canyon. The scope of work is outlined below:
1493 Walnut Canyon
• Provide complete landscape and irrigation systems maintenance for the front yard one (I)time per
week All work shall be performed in accordance to the landscape specifications to our current
contract.
The total cost to complete this work is$323.00 per month.
An authorized signature in the space below will convert this proposal to a contract agreement Please sign
both copies, keep the original for your own records and return a copy to our office.
Should you have any questions, please call me at our office.
Sincerely,
PARKWOOD LANDSCAPE MAINTENANCE, INC
Entst:td Philo NO
David L Melito
President
DLM:n!
Accepted by. Date:
16443 HART STREET VAN NUYS, CALIFORNIA 91406
-- PHONE f81 3) 988-9677 FAX.(818)988-4934
314
EXHIBIT K
VII 0
97,441/41/4. 43
LANDSCAPE MAINTENANCE, INC.
SINCE 1967
•
Llc. Na. 6E15864
September 29, 2014
Mr.Allen Wafter
City of Moorpark
627 Fitch Avenue
Moorpark, CA 93021
Re: Landscape Contract Addendum
Freeway Sound Wall
Dear Allen:
Per our recent meeting, Parkwood Landscape Maintenance,Inc is pleased to submit for your consideration
our proposal to provide complete landscape and irrigation systems maintenance for the landscape and
decomposed granite pathway along the freeway Sound Wall.The scope of work is outlined below:
73 Freeway Sound Wall
Provide complete landscape and irrigation systems maintenance for appro>amately 1,570'x 14'Freeway
Sound Wall and approximately 1570'x 4' Decomposed Granite walkway.All work shall be performed in
accordance to the landscape specifications to our current contract.
The total cost tocomplete this work is$691.00
An authorized signature in the space below will convert this proposal to a contract agreement Please sign
both copies, keep the original for your own records and return a copy to our office.
Should you have any questions,please call me at our office.
Sincerely,
PARKWOOD LANDSCAPE MAINTENANCE, INC.^
David L. Melito
President
OLM:nI
Accepted by, _ Date:_
16443 HART STREET VAN NUYS, CALIFORNIA 91406
PHONE [818) 988-9677 FAX (818) 988-4934
315