AGENDA 5. ALBERT ROBLES CENTER (ARC) DESIGN-BUILD PROJECT PROGRESS REPORT 6. ALBERT ROBLES CENTER (ARC) OUTREACH PROGRAMS UPDATE
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1 CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE WATER REPLENISHMENT DISTRICT OF SOUTHERN CALIFORNIA 4040 PARAMOUNT BLVD., LAKEWOOD, CA :00 AM, WEDNESDAY, JULY 11, 2018 AGENDA Each item on the agenda, no matter how described, shall be deemed to include any appropriate motion, whether to adopt minute motion, resolution, payment of any bill, approval of any matter or action, or any other action. Items listed as "For information or "For discussion" may also be the subject of an "action" taken by the Board or a Committee at the same meeting. 1. DETERMINATION OF A QUORUM 2. PUBLIC COMMENT 3. CONTRACT AMENDMENT WITH BRIGHTVIEW LANDSCAPE SERVICES (FORMERLY VALLEYCREST LANDSCAPE MAINTENANCE) FOR LANDSCAPE MAINTENANCE SERVICES Staff Recommendation: The Capital Improvement Projects (CIP) Committee recommends the Board of Directors execute an amendment with BrightView Landscape Services, subject to approval as to form by District Counsel, for additional landscape services for a total amount not to exceed $50,000 through February 28, FIELD OPERATIONS AND STORAGE ANNEX FACILITY IMPROVEMENT PROJECT DESIGN ALTERNATIVES REVIEW Staff Recommendation: For discussion and possible action. 5. ALBERT ROBLES CENTER (ARC) DESIGN-BUILD PROJECT PROGRESS REPORT Staff Recommendation: The Capital Improvement Projects (CIP) Committee receive and file the report. 6. ALBERT ROBLES CENTER (ARC) OUTREACH PROGRAMS UPDATE Staff Recommendation: For discussion and possible action. 7. DEPARTMENT REPORT Staff Recommendation: The Capital Improvement Projects (CIP) Committee receive and file the report. 8. DIRECTORS REPORTS, INQUIRIES AND FOLLOW-UP OF DIRECTIONS TO STAFF Packet Page 1 of 164
2 9. ADJOURNMENT Agenda posted by Sherri Brown, on 07/06/2018. In compliance with ADA requirements, this document can be made available in alternative formats upon request. In compliance with the Americans with Disabilities Act (ADA), if special assistance is needed to participate in the meeting, please contact Deputy Secretary at (562) for assistance to enable the District to make reasonable accommodations. All public records relating to an agenda item on this agenda are available for public inspection at the time the record is distributed to all, or a majority of all, members of the Board. Such records shall be available at the District office located at 4040 Paramount Boulevard, Lakewood, California Agendas and minutes are available at the District s website, EXHAUSTION OF ADMINISTRATIVE REMEDIES If you challenge a District action in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the Deputy Secretary at, or prior to, the public hearing. Any written correspondence delivered to the District office before the District s final action on a matter will become a part of the administrative record. Packet Page 2 of 164
3 Page 1 of 158 MEMORANDUM ITEM NO. 3 DATE: JULY 11, 2018 TO: CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE FROM: ROBB WHITAKER, GENERAL MANAGER SUBJECT: CONTRACT AMENDMENT WITH BRIGHTVIEW LANDSCAPE SERVICES (FORMERLY VALLEYCREST LANDSCAPE MAINTENANCE) FOR LANDSCAPE MAINTENANCE SERVICES SUMMARY On August 20, 2015, the Board of Directors executed a three-year contract with Valley Crest Landscape Maintenance, recently changed to BrightView Landscape services, for landscape maintenance services at the following four (4) properties/locations: (1) The interior and exterior of the District s administrative offices at 4040 Paramount Boulevard in Lakewood; (2) Care and upkeep of designated sustainable landscape at the District s Leo J. Vander Lans Facility at 7380 Willow St. in Long Beach; (3) Care and upkeep of designated sustainable landscape at two wellhead treatment locations in the City of Torrance; and (4) Care and upkeep of designated sustainable landscape at 3919 Paramount Boulevard in Lakewood (Added under Amendment No.1 in April 2017). Since the execution of the original base contract and Amendment No.1, the Albert Robles Center for Water Recycling & Environmental Learning (ARC) began construction and is scheduled for substantial completion by December 31, Once completed, the ARC will have an extensive level of drought tolerant landscape including a roof top urban garden demonstration area that will require regular and upkeep to properly maintain. Furthermore, additional plants and shrubs are needed at the District administrative office to fill in and replace bare and thin landscape areas. 1 Packet Page 3 of 164
4 Page 2 of 158 The current landscape contract with BrightView expires in August 2018 and staff request to extend the current landscape services contract through February 28, Extending the contract until early next year will provide the time necessary for staff to develop and incorporate the additional landscape maintenance scope of work for the ARC into a Request for Proposal (RFP) for a new future landscape maintenance services contract for all District facilities. To cover this added time and cost, a contract amendment for an additional $50,000 is needed. BrightView has agreed to extend the contract at their current contracted rate through February FISCAL IMPACT The amendment would be a contract extension through February 28, 2019 and contract increase for an amount not to exceed $50,000. Funds are available in the current Fiscal Year s adopted operating budget. STAFF RECOMMENDATION The Capital Improvement Projects Committee recommends the Board of Directors execute an amendment with BrightView Landscape Services, subject to approval as to form by District Counsel, for additional landscape services for a total amount not to exceed $50,000 through February 28, Packet Page 4 of 164
5 Page 3 of 158 AMENDMENT NO. 2 TO CONTRACT NO. 843 AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN WATER REPLENISHMENT DISTRICT OF SOUTHERN CALIFORNIA AND BRIGHTVIEW LANDSCAPE SERVICES AKA VALLEYCREST LANDSCAPE MAINTENANCE This Amendment No. 2 to Contract No. 843, is made and entered into this day of, 2018 ( Effective Date ), by and between the Water Replenishment District of Southern California (hereinafter District ), and BrightView Landscape Services, (hereinafter Consultant ). The District and Consultant are collectively referred to herein as the Parties. I. RECITALS A. WHEREAS, On August 20, 2015, a certain agreement, hereinafter referred to as Contract No. 843 ( Agreement ), was executed between the District and Consultant for Landscape and Maintenance Services; and B. WHEREAS, the District acquired additional Real Property at 3919 Paramount Boulevard and requires services for that additional location; and C. WHEREAS, the District and Consultant now desire to enter into Amendment No.2 in order to extend the term of the Agreement to February 2019 and increase the contract amount to cover the additional term and addition of the new location, as set forth below. II. AMENDMENT NOW, THEREFORE, in consideration of the mutual covenants, promises and agreements set forth, it is agreed the aforesaid Agreement, a copy of which is attached hereto as Exhibit A, and Amendment No.1 to the Agreement, a copy of which is attached hereto as Exhibit B, are incorporated herein by reference, shall remain in full force and effect except as otherwise hereinafter provided. 1. Term of the Agreement: The term of the Agreement shall be extended to February 28, 2019 (the Expiration Date ). 2. The budget for the contract shall be increased by the amount of $50, to cover the additional location and extension in term. 3. Except as otherwise expressly set forth in this Amendment No.2, all other provisions of the Agreement as amended to date shall remain in full force and effect between the Parties. Water Replenishment District of Page 1 of 4 Amendment #2 to Agreement #843 Southern California Brightview Landscape Services Packet Page 5 of 164
6 Page 4 of 158 IN WITNESS WHEREOF, the parties have caused this Amendment No. 2 to the Agreement to be executed as of the Effective Date. BRIGHTVIEW LANDSCAPE SERVICES, ("CONSULTANT") Signature Print Name Title WATER REPLENISHMENT DISTRICT OF SOUTHERN CALIFORNIA Signature John D.S. Allen Print Name President, Board of Directors Title Signature Willard H. Murray, Jr. Print Name Secretary, Board of Directors Title Approved As To Form LEAL, TREJO APC Attorneys for the Water Replenishment District of Southern California Water Replenishment District of Page 2 of 4 Amendment #2 to Agreement #843 Southern California Brightview Landscape Services Packet Page 6 of 164
7 Page 5 of 158 EXHIBIT A Water Replenishment District of Page 3 of 4 Amendment #2 to Agreement #843 Southern California Brightview Landscape Services Packet Page 7 of 164
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86 Page 84 of 158 EXHIBIT B Water Replenishment District of Page 4 of 4 Amendment #2 to Agreement #843 Southern California Brightview Landscape Services Packet Page 86 of 164
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161 Meeting Date: 7/11/2018 Item No. 4 Page 1 of 1 MEMORANDUM ITEM NO. 4 DATE: JULY 11, 2018 TO: CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE FROM: ROBB WHITAKER, GENERAL MANAGER SUBJECT: FIELD OPERATIONS AND STORAGE ANNEX FACILITY IMPROVEMENT PROJECT DESIGN ALTERNATIVES REVIEW SUMMARY In August 2016, the District purchased property, including existing building and parcel improvements located at 3919 Paramount Boulevard in Lakewood. This property will serve as the District s future field operations and storage annex facility. However, before the building can be utilized, various modifications and tenant type improvements needed to be space planned, designed, and constructed. On April 27, 2017, the Board executed a contract with Gillis-Panichapan Architects to provide professional architectural and engineering design services which include the following tasks: Pre-Project Needs Assessment Conceptual & Schematic Design Development Over the past few months, Gillis-Panichapan has conducted the needs assessment, provided a building evaluation and existing condition assessment report, developed conceptual/schematic designs and provided cost estimates for each option. Revised conceptual design alternatives for the Field Operations & Storage Annex will be discussed. FISCAL IMPACT No impact. STAFF RECOMMENDATION For discussion and possible action. 1 Packet Page 161 of 164
162 Meeting Date: 7/11/2018 Item No. 5 Page 1 of 1 MEMORANDUM ITEM NO. 5 DATE: JULY 11, 2018 TO: CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE FROM: ROBB WHITAKER, GENERAL MANAGER SUBJECT: ALBERT ROBLES CENTER (ARC) DESIGN-BUILD PROJECT PROGRESS REPORT SUMMARY The Albert Robles Center (ARC) project schedule includes numerous critical path milestones that must be managed and attained to meet the overall CY2018 project completion objective. Design and construction related activities commenced starting in July District staff will provide a regular verbal progress report to the CIP Committee. FISCAL IMPACT None. STAFF RECOMMENDATION The Capital Improvement Projects (CIP) Committee receive and file the report. 1 Packet Page 162 of 164
163 Meeting Date: 7/11/2018 Item No. 6 Page 1 of 1 MEMORANDUM ITEM NO. 6 DATE: JULY 11, 2018 TO: CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE FROM: ROBB WHITAKER, GENERAL MANAGER SUBJECT: ALBERT ROBLES CENTER (ARC) OUTREACH PROGRAMS UPDATE SUMMARY The Albert Robles Center (ARC) Outreach Programs update will be provided at the meeting. FISCAL IMPACT None. STAFF RECOMMENDATION For discussion and possible action. 1 Packet Page 163 of 164
164 Meeting Date: 7/11/2018 Item No. 7 Page 1 of 1 MEMORANDUM ITEM NO. 7 DATE: JULY 11, 2018 TO: CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE FROM: ROBB WHITAKER, GENERAL MANAGER SUBJECT: DEPARTMENT REPORT SUMMARY Staff will report any significant department activities that are not agendized and require no action on the part of the Committee. FISCAL IMPACT None. STAFF RECOMMENDATION The Capital Improvement Projects (CIP) Committee receive and file the report. 1 Packet Page 164 of 164
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