HomeMy WebLinkAboutAGENDA REPORT 2016 0615 CCSA REG ITEM 10P ITEM 10.P.
CITY OF MOORPARK,CALIFORNIA
City Council Meeting
of d,i.--aoiL
MOORPARK CITY COUNCIL ACTION:
AGENDA REPORT d�
BY:
TO: The Honorable City Council
FROM: Jeremy Laurentowski, Parks and Recreation Director -5
�—
BY: Jessica Sandifer, Program Manager
DATE: June 2, 2016 (CC Meeting of June 15, 2016)
SUBJECT: Consider Amendment No. 7 to Agreement with Venco Western, Inc.,
to Increase Contingency for Maintenance Services at the City's Parks
BACKGROUND
On July 1, 2013, the City entered into an Agreement with Venco Western, Inc. (Venco)
to provide landscape maintenance services for the City's parks. Since the inception of
the Agreement, it has been amended five other times. The majority of the amendments
pertain to the turf conversion project in both the landscape maintenance districts and
City parks. Venco's contract total to date is $1,631,965.
DISCUSSION
The term of Venco's current Agreement expires on September 30, 2017. However, the
contingency funding has been depleted due to various repairs and minor improvement
projects. This is primarily due to various maintenance items resulting from the turf
conversion projects that were initiated by staff. For instance, prior to the adoption of the
Drought Action Plan, staff had already initiated several projects with in-house staff to
remove turf and install drought tolerant plant material. In addition, several volunteer
projects to install drought tolerant plant material were also completed during the course
of the current fiscal year. A portion of the work required modifications to the existing
irrigation system, which was completed by Venco under the contingency funding.
Staff is requesting an additional $25,000 contingency in order to complete various park
repairs prior to the end of the Agreement term. Staff will return in September to extend
Venco's agreement for one additional term and will include additional contingency at
that time. The addition of the $25,000 contingency will bring Venco's contract amount
total to $1,656,965.
256
Honorable City Council
June 15, 2016
Page 2
10/1/16 -
Scope of Services Amount Contingency 9/30/17 TOTAL
Initial 15-month Maintenance Service
per Agreement $ 406,005 $ 25,000 $ 431,005
Second year of Maintenance Service
per Agreement $ 324,804 $ 25,000 $ 349,804
Amendment No. 1 Tierra Rejada
Refurbishment $ 33,216 $ 33,216
Amendment No. 2 Extend Term of
Agrmnt $ - $ - $ -
Amendment No. 3Park Turf _
Conversion $ 123,169 $ 18,476 $ 141,645
Amendment No.4 LMD Extend
Services $ 324,804 $ 25,000 $ 349,804
Amendment No.4 LMD Turf
Converson $ 140,217 $ 14,022 $ 154,239
Amendment No. 5 Reduction of
services $ (2,748) $ 2,748 $ -
Amendment No.6 Park Planting $ 175,000 $ - $ 175,000
Amendment No.6 Reduce
Contingency - $ (2,748) $ (2,748)
Sub-Total $ 1,524,467 �$ 110,246 $ - r$ 1,631,965
Amendment No. 7 Increase
Contingency $ 25,000 $ 25,000
TOTAL $ 1,524,467 $ 135,246 $ 1,656,965
FISCAL IMPACT
There is no fiscal impact to the FY 2015/16 or FY 2016/17 budgets and staff is not
requesting additional appropriation. Funding for the additional projects has already
been budgeted within the parks maintenance budgets.
STAFF RECOMMENDATION
Approve Amendment No. 7 to increase Venco's Contingency by $25,000, and authorize
the City Manager to execute Amendment No. 7, subject to final language approval by
the City Manager.
Attachment:
Amendment No. 7
257
AMENDMENT NO. 7
TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND
VENCO WESTERN, INC. FOR LANDSCAPE MAINTENANCE SERVICES
This Amendment No. 7 to the Agreement between the City of Moorpark, a
municipal corporation ("City"), and Venco Western, Inc., a corporation ("Contractor"), for
landscape maintenance services at City Parks ("Agreement"), is made and entered into
the day of , 2016.
RECITALS
WHEREAS, on June 27, 2013, the City and Contractor entered into an
Agreement to have the Contractor perform landscape maintenance services at City
Parks with compensation for said services not to exceed four hundred thirty-one
thousand five dollars ($431,005), which includes a contingency of twenty-five thousand
dollars ($25,000), for the initial fifteen (15) month term of the agreement and three
hundred forty-nine thousand eight hundred four dollars ($349,804), which includes a
twenty-five thousand dollar ($25,000) contingency, annually thereafter, for a total
contract value of seven hundred eighty thousand eight hundred nine dollars ($780,809);
and
WHEREAS, on March 18, 2014, the City and Contractor amended the
Agreement and entered into and approved Amendment No. 1 to increase the
compensation by thirty-three thousand two hundred sixteen dollars ($33,216) for
landscape refurbishment services on Tierra Rejada Road, for a total contract value of
eight hundred fourteen thousand twenty-five dollars ($814,025); and
WHEREAS, on August 26, 2014, the City and Contractor amended the
Agreement and entered into and approved Amendment No. 2 to extend the term for one
(1) additional year expiring on September 30, 2015, and provide the compensation for
services to be performed by Contractor for the additional extension period as provided
in the Agreement; and
WHEREAS, on July 27, 2015, the City and Contractor amended the Agreement
and entered into and approved Amendment No. 3 to increase the compensation by one
hundred forty-one thousand six hundred forty-five dollars ($141,645), which includes an
eighteen thousand four hundred seventy-six dollar ($18,476) contingency, for turf
conversion projects at City parks, for a total contract value of nine hundred fifty-five
thousand six hundred seventy dollars ($955,670); and
WHEREAS, on September 4, 2015, the City and Contractor amended the
Agreement and entered into and approved Amendment No. 4 to increase the
compensation by one hundred fifty-four thousand two hundred thirty-nine dollars
($154,239), which includes a fourteen thousand twenty-two dollar ($14,022)
contingency, for services to be performed by Contractor for turf conversion projects in
the City's Landscape Maintenance Districts (LMD) as outlined in Exhibit J and also
extended the Agreement for one additional year, to expire on September 30, 2016, and
provide the additional compensation of three hundred forty-nine thousand eight hundred
258
four dollars ($349,804), which includes a twenty-five thousand dollar ($25,000)
contingency, for services to be performed by Contractor for the additional extension
period as provided in the Agreement for a total contract value of one million four
hundred fifty-nine thousand seven hundred thirteen dollars ($1,459,713); and
WHEREAS, on December 15, 2015, the City and Contractor amended the
Agreement and entered into and approved Amendment No. 5 to reduce the monthly
landscape maintenance service cost from twenty-seven thousand sixty-seven dollars
($27,067) to twenty-six thousand one hundred eighty-three dollars ($26,183) and add a
Walnut Acres Park monthly service cost of six hundred fifty-five dollars ($655), for a new
monthly total of twenty-six thousand eight hundred thirty-eight dollars ($26,838),
resulting in a total annual reduction in maintenance costs of two thousand seven
hundred forty-eight ($2,748), as outlined in Exhibit K, and increased the contingency
amount from twenty-five thousand dollars ($25,000) to twenty-seven thousand seven
hundred forty-eight dollars ($27,748), for a total contract value of one million four
hundred fifty-nine thousand seven hundred thirteen dollars ($1,459,713); and
WHEREAS, on April 14, 2016, City and Contractor amended the Agreement and
entered into and approved Amendment No. 6 for additional services related to planting
plants and modifying irrigation at various parks for a not-to-exceed amount of one
hundred seventy-five thousand dollars ($175,000), based on the per plant pricing listed
in Exhibit L and reduced the contingency from twenty-seven thousand seven hundred
forty-eight dollars ($27,748) by a value of two thousand seven hundred forty-eight
dollars ($2,748), for a total contract value of one million six hundred thirty-one thousand
nine hundred sixty-five dollars ($1,631,965); and
WHEREAS the City and Contractor desire to amend the Agreement to increase
the contingency from one hundred ten thousand two hundred forty-six dollars
($110,246) by a value of twenty-five thousand dollars ($25,000) for a total contingency
value of one hundred thirty-five thousand two hundred forty-six dollars ($135,246) and a
total contract value of one million six hundred fifty-six thousand nine hundred sixty-five
dollars ($1,656,965) and document said agreement to amend by jointly approving
Amendment No. 7 to the Agreement.
NOW, THEREFORE, it is mutually agreed by and between the parties to the
Agreement as follows:
Section 1, SCOPE OF SERVICES, is amended by replacing the first three
paragraphs in their entirety as follows:
"City does hereby retain Contractor in a contractual capacity to provide
landscape maintenance services, plus additional repair and installation services, related
to City parks and miscellaneous City properties, as set forth in Exhibits A, B, C, D, E, F,
G, H, I, J, K, and L, which exhibits are attached and incorporated herein by this
reference as though set forth in full and hereinafter referred to as the "Proposal". Where
said Scope of Services is modified by this Agreement, or in the event there is a conflict
between the provisions of said Scope of Services and this Agreement, the language
contained in this Agreement shall take precedence.
Amendment No. 7 to Agreement between City of Moorpark and Venco Western, Inc. Page 2 259
Contractor shall perform the tasks described and set forth in Exhibits A, B, C, D,
E, F, G, H, I, J, K, and L, all of which are attached hereto and incorporated herein by
this reference as though set forth in full. Contractor shall complete the tasks according
to the schedule of performance which is also set forth in Exhibits A, B, E, F, and L
Compensation for the services to be performed by Contractor shall be in
accordance with Exhibits D, H, I, J, K, and L. Compensation shall not exceed the rates
shown on Exhibits D, H, I, J, K, and L or the total contract value of one million six
hundred fifty-six thousand nine hundred sixty-five dollars ($1,656,965). 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."
II. Section 2, PAYMENT, is amended by replacing paragraph one in its entirety as
follows:
"The City agrees to pay Contractor monthly, in accordance with the terms as set
forth in Exhibits D, H, I, J, K, and L based upon actual time spent on the above tasks.
This amount shall not exceed total contract value one million six hundred fifty-six
thousand nine hundred sixty-five dollars ($1,656,965), during the Agreement Term.
Amendment No. 7 to Agreement between City of Moorpark and Venco Western, Inc. Page 3 2 6 0
Scope of Services Amount Contingency TOTAL
Initial 15-month Maintenance Service per
Agreement $ 406,005 $ 25,000 $ 431,005
Second year of Maintenance Service per
Agreement $ 324,804 $ 25,000 $ 349,804
Amendment No. 1 Tierra Rejada
Refurbishment $ 33,216 $ 33,216
Amendment No. 2 Extend Term ofAgrmnt $ - $ - $ -
Amendment No. 3 Park Turf Conversion $ 123,169 $ 18,476 $ 141,645
Amendment No. 4 LMD Extend Services $ 324,804 $ 25,000 $ 349,804
Amendment No. 4 LMD TurfConverson $ 140,217 $ 14,022 $ 154,239
Amendment No. 5 Reduction of services $ (2,748) $ 2,748 $ -
Amendment No. 6 Park Planting $ 175,000 $ - $ 175,000
Amendment No. 6 Reduce Contingency - $ (2,748) $ (2,748)
Sub-Total $ 1,524,467 I$ 110,246 •$ 1,631,965
Amendment No. 7 Increase Contingency $ 25,000 $ 25,000
TOTAL $ 1,524,467 $ 135,246 $ 1,656,965
III. Remaining Provisions:
Except as revised by this Amendment No. 7, 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 VENCO WESTERN, INC.
Steven Kueny, City Manager Linda Burr, President
Attest:
Maureen Benson, City Clerk
Amendment No. 7 to Agreement between City of Moorpark and Venco Western, Inc. Page 4 261