HomeMy WebLinkAboutAGENDA REPORT 2015 0701 CCSA REG ITEM 09B ITEM 9.B.
CITY OF MOORPARK,CALIFORNIA
City Council Meeting
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MOORPARK CITY COUNCIL •••• ,c T t
AGENDA REPORT By. n� — a '
TO: The Honorable City Council
FROM: Jeremy Laurentowski, Parks and Recreation DirectoY
BY: Jessica Sandifer, Senior Management Analys/� J�
DATE: June 24, 2015 (CC Meeting of 07/01/15)
SUBJECT: Consider Final Drought Action Plan, Approve Amendment #3 to
Agreement with Venco Western, Inc. for Turf Conversion Projects
and Resolution Amending Fiscal Year 2015/16 Budget
BACKGROUND
On June 3, 2015, staff presented a draft Drought Action Plan ("Plan") outlining the
various actions the City should take to meet the State Water Resources Control Board
(SWRCB) mandated water conservation reduction target of 32%. The plan not only
outlines how the City should conserve water within City operations but also to promote
water conservation City-wide. Both components of the plan are critical to meet the water
conservation standard mandated by SWRCB. The City Council directed staff to notice
the meeting to inform residents of the adoption of the Plan. The meeting notice was
published in the Ventura County Star on June 20 and June 24, 2015 and an ad was
placed in the Acorn. A press release was also prepared and sent to the Acorn and the
Ventura County Star.
DISCUSSION
As discussed previously, the City of Moorpark is one of Ventura County Water Works
District #1's (VCWWD) largest water customers and utilizes approximately 10% of
VCWWD's total water production. As such, the City's efforts to reduce water will have a
large impact on the ability of VCWWD's customers as a whole to meet the water
conservation standard. However, in order to meet the reduction target, the City needs
to implement additional measures to further reduce water use immediately.
Staff prepared a Drought Action Plan to guide the City's efforts in meeting the
conservation standard mandated by SWRCB. The Drought Action Plan contains water
conservation practices and associated action items. Several of the items need to be
implemented immediately in order for the City to achieve a 32% overall reduction in
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water use by the February 2016 deadline established by SWRCB. These items are
summarized below:
• Action Item A.1.a — Retrofit Existing Facilities with low water use
appliances and fixtures — estimated cost: $59,000
• Action Item A.1.b — Retrofit Park Restrooms with low water use fixtures —
estimated cost: $3,000
• Action Item A.1.c — Install weather based irrigation controllers and drip
irrigation — estimated cost: $275,000
• Action Item A.1.d — Reduce operating hours of city owned and maintained
fountains
• Action Item A.2.a — Implement turf conversion projects at all City parks —
estimated cost, Phase I: $141,645 (original cost estimate $1,600,000) of
which 100% will come from the General Fund
• Action Item A.2.b — Renovate planters and turf areas in Landscape
Maintenance Districts (LMD's) and at City facilities with California native
plants or other low water use landscaping — estimated cost, Phase I:
$1,981,205 (original cost estimate $1,500,000) of which 64% or
$1,241,210 will be funded by the General Fund
• Action Item A.4.a — Implement and publicize a broken irrigation reporting
system for City facilities, parks and LMD's — estimated cost: staff effort
only
• Action Item BA.a — Homeowner's Association (HOA) outreach - estimated
cost: staff effort only
• Action Item B.1.b — Fast Track Landscape Renovation Approvals —
estimated cost: $35,000
• Action Item B.3.a — Community Outreach Campaign — estimated cost:
$2,000
At the June 3, 2015, City Council meeting staff summarized the items that will require
considerable expenditures of funds and staff time. Staff is requesting funding to start on
the following action items immediately: Item A.2.a and A.2.b. These items are
discussed in detail below. With the exception of the facility retrofits, the remaining action
items can be completed using existing funding. Staff will return to the City Council in
August to request funding to retrofit the existing City facilities with low water use
fixtures. Please note that the Metropolitan Water District (MWD) has rebate programs
available for some of the drought action items. Rebate amounts are discussed in more
detail in the fiscal impact section.
Action Item A.2.a - Turf Conversion Projects (Parks)
Phase I: Staff has prepared conceptual plans for each City park that outlines the turf
areas proposed for removal and conversion to wood chips. The plans take into
consideration usage at the parks by various sports leagues and other recreational
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opportunities. Staffs concept is to remove turf areas that have very limited or no
recreational value and convert these areas to other uses, such as planters with
California native or drought tolerant plant species, trails or other park amenities. The
approximate percentage of turf conversion at each site is summarized below and
outlined in Attachment 1:
Turf conversion(parks)
Turf Conversion Turf Conversion Total Turf Total turf Turf
Park (s.f.) Acreage (s.f.) Acreage Reduction
Campus Canyon Park 50,200 1.15 _ 205,500 4.72 24%
Campus Park 45,000 1.03 127,000 2.92 35%
College View Park 70,600 1.62 135,900 3.12 52%
Community Center Park 21,600 0.50 57,500 1.32 38%
Country Trail Park 149,600_ 3.43 184,000 4.22 81%
Glenwood Park 83,400 1.91 182,600 4.19 46%
Mammoth Highlands Park 69,800 1.60 190,000 4.36 37%
Miller Park 47,000 1.08 200,000 4.59 24%
Mountain Meadows Park 58,600 1.35 254,000 5.83 23%
Peach Hill Park 76,100 1.75 302,000 6.93 25%
Poindexter Park 20,800_ 0.48 163,000 3.74 13%
Tierra Rejada Park 131,921 3.03 235,689 5.41 56%
Veteran's Memorial Park 1,630 0.04 1,630 0.04 100%
Virginia Colony Park 17,000 0.39 38,000 0.87 45%
TOTAL 843,251 19.36 2,276,819 52.27 37%
The total acreage of turf proposed to be removed is approximately 19.36 acres,
representing 37% of all the turf acreage in the various City parks listed above. The
recommended areas proposed for turf conversion are in addition to the turf removals
that have already taken place. It's important to note that the plans staff has prepared
are conceptual in nature and that the percentage of turf removal could fluctuate based
on actual field conditions. Staffs goal is to maximize the conversion boundary by
following parameters established by the layout of the existing irrigation systems. This
will reduce additional costs of modifying the irrigation systems at a later date. As such
the actual turf removal boundaries may need to be adjusted as the work commences.
Staff has received quotes from the City's park maintenance contractor, Venco Western,
Inc. (Venco). The cost to remove the turf, retrofit the irrigation systems to maintain
existing trees, and spread wood chips is $123,169. Staff was able to realize
considerable cost savings by reducing the work scope at the parks. Instead of removing
all the turf and associated subgrade, staff proposes to eliminate the turf by utilizing
chemical herbicides approved by the County of Ventura, Agricultural Commissioner's
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office, mowing the remaining turf down to the subgrade, removing the turf only at
locations adjacent to sidewalks and other hardscape areas and covering the areas with
wood chips. The cost savings will be achieved by leaving considerable portions of the
dead turf in place, thus lowering the amount of square footage of grass and subgrade
that is actually removed. This change in the scope of work allowed the City to lower the
estimated cost of the project by $1,583,000, as compared to removing all the turf and
associated subgrade. Currently, the City is eligible for rebates from the Metropolitan
Water District (MWD) to offset a portion of these costs As of May 26, 2015, the rebates
for turf removal through MWD is $2.00/s.f. up to 3,000 s.f. of turf area, $1.00/s.f. for
greater than 3,000 s.f. of turf area, with a limit of $50,000 per property. The rebates for
this work will offset the cost to remove the turf. It is important to note that the rebates
are not guaranteed and applications are being processed and approved for rebate
reservations on a first come, first serve basis until the funding runs out. Staff has
submitted for the MWD rebates for each park. However, in order to get a jump start on
the City's water conservation efforts, staff has already turned off the majority of the
water within the proposed turf conversion areas. Once the rebates have been approved,
the actual removal of the turf, irrigation system retrofits, and placement of wood chips
will be initiated. Staff is recommending authorizing Venco to perform the work without
obtaining additional bids, due to the fact that the City's Municipal Code does not specify
cost parameters or any bidding requirements for service related contracts and the
Public Contract Code Section 22000 et seq. exempts maintenance work from the
definition of a public project for the purposes of informal bidding. Staff has discussed
this issue with the City Attorney and has confirmed that this work can be completed
under Venco's current maintenance contract due to the fact that very little turf will
actually be removed. Staff believes that the proposal in the amount of $123,196
submitted by Venco is competitive and accurate based on the amount of work required
to complete the turf conversion projects at the City parks. In addition, Venco has
demonstrated that they have the expertise to complete this work and has informed staff
that they can start immediately.
As mentioned previously, Monte Vista Park has not been included in the above
calculation due to the fact that this park already consists of native and drought tolerant
plant species and Villa Campesina and Arroyo Vista Community Park are not included
in the turf conversion calculation due to the use of well water at these sites. In addition,
Walnut Acres Park has already been designed with the goal of minimizing irrigation
water use. The turf area within this park is limited to a small recreational area
consisting of Bermuda turf, the plant material consists primarily of California native plant
species and the irrigation system has been installed with low volume spray heads, in
addition to the many sustainable features designed into the park, such as below grade
storm water infiltration systems and the use of permeable paving.
Phase II: Consists of the preparation of plans to replace converted turf areas with
drought tolerant and/or California native plant species, or other recreational
opportunities for review by the Parks and Recreation Commission and the City Council,
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prior to the future development of these areas. Staff will return to the City Council to
request additional funding for future phases if required at that time.
Action Item A.2.b — Landscape Maintenance Districts and City Facility Landscape
Renovations
LMD Zone 7 (LA Ave — Shasta Ave to Gabbed Road), LMD Zone 8 (Shadyridge Buffer
Zone), LMD Zone 12 (Carlsberg Specific Plan), LMD Zone 15 (Toll Brothers Tract
4928), LMD Zone 16 (Cabrillo Tract 5161), LMD Zone 18 (Colmer Tract 5307), and
LMD Zone 22 (Pardee Tract 5045) have also been installed with high to moderate water
use plant types and staff feels that there are opportunities to reduce water consumption
within these LMD's, that can further help us meet the conservation standard, primarily
the conversion of turf area to planters consisting of California native plant material.
Similar to the turf conversion projects within the City parks, staff is recommending the
renovation of the landscaping within the Landscape Maintenance Districts and at City
facilities. Staff has prepared a phased approach that will allow immediate water savings
to be achieved while allowing time to design a drought tolerant or low water use plant
palette for the designated renovation areas. Phase I includes removal of ornamental
and high water use plant material, the removal of all turf areas, modification of the
irrigation to maintain the health of affected trees, and placement of wood chips.
As mentioned previously, in addition to the need to remove turf within all the LMD areas,
the majority of the Tierra Rejada Road streetscape consists of 'red fescue' a high water
use groundcover, similar to turf. The Tierra Rejada Road streetscape lies within LMD
Zone 2 (Steeple Hill Area Tract 2865), LMD Zone 5 (Pheasant Run Tracts 3019 & 3525)
and LMD Zone 10 (Mountain Meadows Planned Community). At this time staff is
uncertain whether or not 'red fescue' will qualify for rebates under the guidelines
established by MWD. However, staff has submitted rebates for each water meter along
the Tierra Rejada Road corridor in hopes that this plant material will qualify for rebates.
Staff has identified the areas for removal which are summarized below:
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' Turf Turf
Turf Conversion -Landscape Maintenance Conversion Conversion Turf
Districts (s.f.) Acreage Reduction Est Cost
* Zone 2 (Steeple Hill Tract 2865) 147,000 3.37 100% $316,050.00
* Zone 5 (Pheasant Run Tract 3019 &3525) 62,400 1.43 100% $134,160.00
Zone 7 (LA Ave-Shasta to Gabbert) 7,500 0.17 100%_ $16,125.00
Zone 8 (Shadyridge Buffer Zone) 147,000 3.37 84% $316,050.00
* Zone 10 (Mountain Meadows) 202,000 4.64 100% $434,300.00
Zone 12 (Carlsberg Specific Plan) 1,800 0.04 100%_ $3,870.00
Zone 15 (Toll Brothers Tract 4928) 83,000 1.91 100% $178,450.00
Zone 16 (Cabrillo Tract 5161) 1,200 0.03 100% $2,580.00
Zone 18 (Colmer Tract 5307) 2,400 0.06 100% $5,160.00
Zone 22 (Pardee Tract 4045) 90,000 2.07 100% $193,500.00
Citywide Zones 1,200 0.03 100% $2,580.00
SUB-TOTAL: 745,500 17.11 $1,602,825.00
* Conversion consists of the removal of'red fescue'-staff is uncertain at this time if this plant material will
qualify for rebates under the current guidelines established by MWD
Median Landscape Removal Landscape Removal(s.f.) Est Cost
Tierra Rejada Rd. (btwn Courtney Lane &Spring Road) 130,000 $350,000
SUB-TOTAL: $350,000
Turf Turf
Conversion Conversion Turf
Turf Conversion -Facilities (s.f.) Acreage Reduction Est Cost
Ruben Castro Human Services Center 4,500 0.10 100% $9,675.00
Moorpark Public Services Facility 400 0.01 100% $860.00
Police Services Center 3,800 0.09 100% $8,170.00
Miscellaneous City Properties 4,500 0.10 100% $9,675.00
SUB-TOTAL: 13,200 0.30 $28,380.00
GRAND TOTAL: 758,700 1742 $1,981,205.00
Staff received a preliminary estimate from our landscape maintenance contractors for
turf conversion in LMD zones 7, 15 and 22 of $559,000 or approximately $2.15/ sq.ft.
The higher cost of the turf conversions in the LMD's is due to the need to fully remove
the turf and several inches of subgrade below the turf so that the mulch can be installed
level with the surrounding finished surfaces, such as curbs and sidewalks. Using the
preliminary cost estimate of $2.15/sq.ft., the cost to remove the 17.11 acres of turf in all
of the LMD's is estimated to cost $1,602,825. The cost at the City facilities is estimated
at $28,380 for a total removal cost of $1,631,205.00. The turf removal work in Zones 2,
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5, and 10 will be a part of the larger project to renovate the landscaping on Tierra
Rejada Road. Staff is exploring other opportunities to remove the turf at the City
facilities and LMD areas that will require funding from the General Fund, primarily Zones
7, 8, 12, 16, and 18. In addition to completing a portion of this work with in-house City
staff, staff has been contacted by several volunteer organizations looking for service
projects and will seek assistance from local service organizations. Staff estimates that
the turf rebates available for the turf removal work will total $1,294,000. Staff is currently
in the process of submitting the rebate applications to secure the MWD rebates. If staff
is successful in obtaining all the requested rebates, the net project cost for this work will
total approximately $337,205. Approximately $192,207 would come from the General
Fund, with the remaining costs attributed to the applicable LMD zone. Staff also
requested bids for the removal of the ground cover and plant material in the median
islands on Tierra Rejada Road, from Courtney Lane to Spring Road. Both bids came in
at approximately $350,000, which is significantly higher than staffs original estimate of
$85,000. It should be noted that the contractor that provided the original proposal did
not respond to the request for proposals (RFP) for this work. The City Attorney has
confirmed that this work shall be considered a public work project due to the
modification of the areas resulting in the 'removal' of turf and subgrade. Due to the high
cost of both of these projects, staff will need to prepare formal bid documents for all the
LMD work, per the requirements of the Public Contracting Code. Phase II of the
landscape renovations will consist of the preparation of plans for the replacement of the
removed landscaping with drought tolerant and low water use plants. Staff will return to
City Council for additional funding for Phase II.
In consideration of the need to undertake a competitive bidding process, staff has
directed that all water be turned off at the areas proposed for future turf conversion so
that water savings can begin immediately, with the exception of LMD Zones 2, 5 and 10.
As discussed during previous City Council meetings, the predominant tree within these
LMD zones is the Coast Redwood, which requires a substantial amount of supplemental
irrigation water to thrive. Due to the fact that many of these trees are already exhibiting
health issues due to environmental stress conditions, staff does not recommend further
reducing the irrigation water within these LMD zones until a plan has been developed to
renovate the Tierra Rejada Road corridor, and a supplemental irrigation system has
been designed for the existing redwoods. However, staff is confident that the trees
within the remaining LMD areas will not decline do to the elimination of supplemental
irrigation water. Most of the trees within the remaining LMD's are already fully
established and will be able to sustain without supplemental irrigation water until the
existing irrigation systems have been retrofitted. However, staff will carefully monitor
the trees within these LMD areas and will apply additional water if needed. In addition,
staff is in the process of preparing signs that can be distributed throughout the City at
the affected turf conversion areas, explaining to the residents why the turf and other
plant materials are being allowed to brown.
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FISCAL IMPACT
The estimated total cost for removal of the turf in the LMD's, removal of the ground
cover and plant material in the median islands on Tierra Rejada Road, and the
conversion of turf in the City parks, is approximately $2,104,374 of which 64% or
$1,364,379 would come from the General Fund. The City is currently eligible for rebates
totaling $1,417,169 of which $580,423 would be attributable to the General Fund,
resulting in a net project cost of approximately $687,205. Due to the uncertainty of the
reservation of the rebates and the need to undertake a competitive bid process for the
work, staff is only requesting funding for the turf conversion projects at the City parks.
Staff will return after the competitive bidding process to request funding for the
remainder of the projects. At that time, staff should also know the status of the rebate
reservations and would be able to give a clearer picture of the net costs for the work.
Staff is requesting a budget amendment of $123,169 plus a project contingency of
$18,476 for a total amendment of $141,645 from the Park Maintenance Fund (2400), as
further described in the resolution for the funding of the turf conversion projects at the
parks. Since the General Fund (1000) already supports the Parks Maintenance Fund
the $141,645 will need to be appropriated from the General Fund Reserve. It should be
noted that the turf conversion areas within the parks and LMD's will lower the
maintenance costs by approximately $28,536 annually. However, the true impact to the
General Fund will not be realized until the complete scope of work has been finalized,
the MWD rebates have been approved and the bid results for all phases of the work
have been received.
STAFF RECOMMENDATION (ROLL CALL VOTE)
1. Adopt Drought Action Plan; and
2. Approve Amendment #3 with Venco Western, Inc. for turf conversion projects at
City Parks and authorize City Manager to sign amendment to Agreement, subject to
final language approval of the City Manager; and
3. Adopt Resolution No. 2015- appropriating $141,645 from the General
Fund Reserve.
Attachments:
1. Drought Action Plan
2. Agreement —Venco Western, Inc.
3. Resolution No. 2015-
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