HomeMy WebLinkAboutAGENDA REPORT 2017 0405 CCSA REG ITEM 10G ITEM 10.G.
r.:r"'OF MOOR 0ARK.CAL FO N�.
City Couna Meeting
MOORPARK CITY COUNCIL of 61-3-A0�17
AGENDA REPORT
TO: The Honorable City Council "" -
FROM: Jeremy Laurentowski, Parks and Recreation Direct
BY: Chris Ball, Management Analyst C j 0'
DATE: March 28, 2017 (CC Meeting of April 5, 2017)
SUBJECT: Consider Amendment No. 10 to Agreement with Venco Western, Inc.,
to Increase Contingency for Irrigation Repairs Related to
Recreational Trail Project at Arroyo Vista Community Park (C0018) _
and Maintenance Services at the City's Parks, and Resolution
Amending the Fiscal Year 2016/17 Budget
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 then the
Agreement has been amended nine times, adding various landscape refurbishment and
turf conversion projects in City parks and landscape maintenance districts, and
extending the term through September 30, 2017. Venco's contract total to date is
$2,006,769.
DISCUSSION •
Although Venco's Agreement expires on September 30, 2017, the annual contingency
funding of $25,000 has already been depleted due to various repairs and maintenance
services. Most of this work has been at Arroyo Vista Community Park (AVCP) as a
result of the Recreational Trail project, and while it was anticipated that this work would
be completed with in-house staff or through the landscape maintenance contract, the
timing has been dictated by the progress of the trail project. Additionally, staff recently
learned that an irrigation mainline will need to be relocated in order to complete the
expansion of Parking Lot D at AVCP. The cost for this work is estimated to be
approximately $20,000.
Staff is requesting an additional $20,000 in contingency funding to complete the
relocation of the irrigation mainline at AVCP, plus $25,000 in additional contingency for
anticipated park repairs and maintenance services during the remaining six months of
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Honorable City Council
April 5, 2017
Page 2
the Agreement. This additional $45,000 in contingency funds will bring the total contract
amount to $2,051,769.
Scope of Services Adjustment Amount Contingency Total
Initial 15-month Maintenance
Service per Agreement $406,005 $25,000 $431,005
Amendment No. 1 Tierra Rejada
Refurbishment $33,216 - $33,216
Amendment No.2 Extend Term of $324,804 $25,000 $349,804
Agreement(10/1/14-9/30/15)
Amendment No. 3 Park Turf
Conversion $123,169 $18,476 $141,645
Amendment No.4 Extend Term of $324,804 $25,000 $349,804
Agreement(10/1/15-9/30/16)
Amendment No.4 LMD Turf $140,217 $14,022 $154,239
Conversion
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)
Amendment No.7 Increase
Contingency $25,000 $25,000
Amendment No.8 Extend Term of
Agreement(10/1/16-3/31/17) $162,402 $25,000 $187,402
Amendment No.9 Extend Term of $162,402 $162,402
Agreement(4/1/17-9/30/17)
Sub-Total $1,849,271 $157,498 $2,006,769
Amendment No. 10 Increase
Contingency $45,000 $45,000
Total $1,849,271 $202,498 $2,051,769
FISCAL IMPACT
The relocation of an irrigation mainline at AVCP is an unanticipated cost related to the
Recreational Trail Project. Staff is requesting a budget amendment of $20,000 from the
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Honorable City Council
April 5, 2017
Page 3
Community Wide Park Development Fund (2010) to the Recreational Trail Project at
Arroyo Vista Community Park (CIP C0018) for this expense. Funding for the additional
contingency of $25,000 for park repairs and maintenance services has been included
within the parks operations and maintenance budget for FY 16/17.
STAFF RECOMMENDATION (ROLL CALL VOTE)
1. Approve Amendment No. 10 to increase Venco's Contingency by $45,000, and
authorize the City Manager to execute Amendment No. 10, subject to final language
approval by the City Manager.
2. Adopt Resolution No. 2017- , amending FY 2016/17 budget for additional
contingency costs.
Attachment: _
1. Amendment No. 10
2. Resolution No. 2017-
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Attachment 1
AMENDMENT NO. 10
TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND
VENCO WESTERN, INC. FOR LANDSCAPE MAINTENANCE SERVICES
This Amendment No. 10 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 , 2017.
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
Amendment No. 10 to Agreement between City of Moorpark and Venco Western, Inc. Page 1
68
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
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, on June 22, 2016, City and Contractor amended the Agreement and
entered into and approved Amendment No. 7 to the Agreement, to increase the
contingency from one hundred seven thousand four hundred ninety-eight dollars
($107,498) by a value of twenty-five thousand dollars ($25,000)for a total contingency
value of one hundred thirty-two thousand four hundred ninety-eight dollars ($132,498)
and a total contract value of one million six hundred fifty-six thousand nine hundred
sixty-five dollars ($1,656,965); and
WHEREAS, on September 22, 2016, City and Contractor amended the
Agreement and entered into and approved Amendment No. 8 to the Agreement, to
extend the term for six (6) months, to begin on October 1, 2016 and expire on March 31,
2017, and provide additional compensation of one hundred eighty-seven thousand four
hundred two dollars ($187,402), for a total Agreement amount of one million eight
hundred forty-four thousand three hundred sixty-seven dollars ($1,844,367); and
WHEREAS, on March , 2017, City and Contractor amended the Agreement
and entered into and approved Amendment No. 9 to the Agreement, to extend the term
for six (6) months, to begin on April 1, 2017 and expire on September 30, 2017, and
provide additional compensation of one hundred sixty-two thousand four hundred two
Amendment No. 10 to Agreement between City of Moorpark and Venco Western, Inc. Page 2 6 9
dollars ($162,402), for a total Agreement amount of two million six thousand seven
hundred sixty-nine dollars ($2,006,769); and
WHEREAS, City and Contractor now desire to amend the Agreement to increase
the contingency from one hundred fifty-seven thousand four hundred ninety-eight
dollars ($157,498), by a value of forty-five thousand dollars ($45,000), for a total
contingency value of two hundred two thousand four hundred ninety-eight dollars
($202,498), and a total Agreement amount of two million fifty-one thousand seven
hundred sixty-nine dollars ($2,051,769), for services to be performed by Contractor as
provided in the Agreement, and document said Agreement to amend by jointly
approving Amendment No. 10 to the Agreement; and
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 paragraph three in
its entirety as follows:
"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 two million fifty-one thousand seven hundred sixty-nine
dollars ($2,051,769), which includes a contingency of two hundred two
thousand four hundred ninety-eight dollars ($202,498)for the term of the
Agreement. Approval of additional related maintenance, repair, and
installation services during the term of this Agreement to be paid out of the
contingency funding may require a written Work Order executed by both
parties. Payment by City to Contractor shall be as described in this
Agreement."
II. Section 5, 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 the total contract
value of two million fifty-one thousand seven hundred sixty-nine dollars
($2,051,769), during the Agreement Term."
Amendment No. 10 to Agreement between City of Moorpark and Venco Western, Inc. Page 3 7 0
Scope of Services Adjustment Amount Contingency Total
Initial 15-month Maintenance Service $406,005 $25,000 $431,005
per Agreement
Amendment No. 1 Tierra Rejada
Refurbishment $33,216 $33,216
Amendment No.2 Extend Term of $324,804 $25,000 $349,804
Agreement
Amendment No. 3 Park Turf $123,169 $18,476 $141,645
Conversion
Amendment No.4 LMD Extend $324,804 $25,000 $349,804
Services
Amendment No.4 LMD Turf $140,217 $14,022 $154,239
Conversion
Amendment No. 5 Reduction of
($2,748) $2,748
Services
Amendment No. 6 Park Planting $175,000 - $175,000
Amendment No. 6 Reduce
Contingency ($2,748) ($2,748)
Amendment No. 7 Increase
$25,000 $25,000
Contingency
Amendment No. 8 Extend Term of $162,402 $25,000 $187,402
Agreement(6 mos.)
Amendment No. 9 Extend Term of $162,402 $162,402
Agreement(6 mos.)
Sub-Total $1,849,271 $157,498 $2,006,769
Amendment No. 10 Increase
$45,000 $45,000
Contingency
Total $1,849,271 $202,498 $2,051,769
IV. Remaining Provisions:
Except as revised by this Amendment No. 10, all of the provisions of the
Agreement shall remain in full force and effect.
Amendment No. 10 to Agreement between City of Moorpark and Venco Western, Inc. Page 4 7 1
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. 10 to Agreement between City of Moorpark and Venco Western, Inc. Page 5 7 2
Attachment 2
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR
2016/17 BUDGET TO ALLOCATE $20,000.00 FOR MAINLINE
REPAIRS TO THE IRRIGATION SYSTEM RELATED TO THE
RECREATIONAL TRAIL PROJECT AT ARROYO VISTA
COMMUNITY PARK (CIP C0018) FROM THE COMMUNITY ,
WIDE PARK FUND (2010)
WHEREAS, on June 15, 2016, the City of Moorpark adopted the Operating and
Capital Improvement Projects budget for Fiscal Year (FY) 2016/17, which included an
appropriation of $1,407,831.00 for the Recreational Trail Project at Arroyo Vista
Community Park (CIP C0018); and
WHEREAS, on July 20, 2016,the City Council adopted Resolution No. 2016-
3533 which allocated $2,914,430.00 from various funds to the Recreational Trail Project
at Arroyo Vista Community Park (CIP C0018) for construction and construction
management of the project; and
WHEREAS, on November 16, 2016, the City Council adopted Resolution No.
2016-3561 which allocated $47,277.10 from various funds to the Recreational Trail
Project at Arroyo Vista Community Park (CIP C0018) for additional construction
management of the project; and
WHEREAS, on March 1, 2017, the City Council adopted Resolution No. 2017-
3583 which allocated $100,000.00 from the Community Wide Fund (2010) to the
Recreational Trail Project at Arroyo Vista Community Park (CIP C0018) for additional
contingency funding; and
WHEREAS, a staff report has been presented to the City Council requesting
allocation of $20,000.00 for mainline repairs to the irrigation system related to the
Recreational Trail Project at Arroyo Vista Community Park (CIP C0018) from the
Community Wide Park Fund (2010); and
WHEREAS, Exhibit "A", attached hereto and made a part hereof, describes said
budget amendment and the resultant impact to the budget line items.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. A budget amendment in the amount $20,000.00 from the
Community Wide Park Fund (2010), as more particularly described in Exhibit "A",
attached hereto, is hereby approved.
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Resolution No. 2017-
Page 2
SECTION 2. The City Clerk shall certify to the adoption of this resolution and
shall cause a certified resolution to be filed in the book of original Resolutions.
PASSED AND ADOPTED this 5th day of April, 2017.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Exhibit A— Budget Amendment
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EXHIBIT A
BUDGET AMENDMENT FOR
COMMUNITY WIDE PARK DEVELOPMENT FUND(2010)
FOR LANDSCAPE MAINTENANCE SERVICES
FOR RECREATIONAL TRAIL PROJECT AT ARROYO VISTA COMMUNITY PARK(CIP C0018)
FY 2016/17
FUND BALANCE ALLOCATION:
Fund Title Fund-Account Number Amount
Community Wide Fund 2010-000-00000-33990 $ 20,000.00
Total $ 20,000.00
EXPENDITURE APPROPRIATION:
Account Number Current Budget* Revision Amended Budget
2001-541-00018-55200 $ 1,950,522.10 $ 1,950,522.10
2001-541-00018-55300 $ 48,574.70 $ 48,574.70
2010-541-00018-55200 $ 1,798,499.00 $ 20,000.00 $ 1,818,499.00
2010-541-00018-55300 $ 22,248.00 $ 22,248.00
2010-541-00018-55010 $ 98,896.00 $ 98,896.00
2409-541-00018-55200 $ 500,000.00 $ 500,000.00
2411-541-00018-55200 $ 66,000.00 $ 66,000.00
$
$
$
Total $ 4,484,739.80 $ 20,000.00 $ 4,504,739.80
Finance Approval:
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