ITEM 4. 10
CITY MANAGER' S REPORT
OCTOBER 9, 2023 CITY COUNCIL REGULAR MEETING
ITEM: APPROVE CONTRACT CHANGE ORDER NO. 31
WITH DAVID SILVA, DBA SILVA LANDSCAPE
FOR LANDSCAPE IRRIGATION SYSTEMS
MAINTENANCE SERVICES AND APPROVE
BUDGET AMENDMENT
RECOMMENDATION: Adopt Resolution Approving Contract Change Order No. 31 with David Silva, dba Silva
Landscape for Landscape Irrigation Systems
Maintenance Services and Approve Budget
Amendment
SUMMARY:
David Silva, dba Silva Landscape ( Silva Landscape) has maintained the landscape and provided minor repairs to irrigation systems for City- owned parks and streetscapes ( Landscape) since 2017. City staff currently provides oversight for major repairs to the irrigation systems for the Landscape. As the City continues to accept public landscaping, consolidating all irrigation maintenance into one source will minimize the costs and maximize the results associated with this maintenance.
In response to staff request, Silva Landscape has provided a proposal of $ 9, 500 per month ($ 114, 000 annually) to provide all irrigation oversight and repair services previously performed by City staff.
Staff requests that Council adopt a resolution approving Contract Change Order CCO) No. 31 ( Attachment B") with Silva Landscape to provide the subject services.
Sufficient funds for CCO 31 were not allocated in the approved FY 2023- 24 budget; therefore, staff also requests City Council approve a budget amendment as outlined in the fiscal impact section.
BACKGROUND:
On September 1, 2017, City Council approved the award of a service contract to Silva Landscape for maintenance of the Landscape and the portion of associated irrigation systems including lateral lines and spray and bubbler heads.
City staff provides ultimate oversight, flow adjustments, and maintenance for the upstream remainder of the irrigation systems, including but not limited to main lines, valves and manifolds, controllers, backflow preventers and booster pumps. These tasks are described in further detail in the Bid Specifications of this contract' s Scope of Work in section C. Specific Park and Streetscape Maintenance Services - 1. 1 Irrigation.
CITY MANAGER' S REPORT PAGE 2
OCTOBER 9, 2023 CITY COUNCIL REGULAR MEETING
APPROVE CCO NO. 31 WITH DAVID SILVA, DBA SILVA LANDSCAPE FOR
LANDSCAPE IRRIGATION SYSTEMS MAINTENANCE SERVICES AND APPROVE
BUDGET AMENDMENT
The requested services contemplated by CCO No. 31 were not part of the original bid specification, the contract for which was awarded to Silva Landscape on September 1, 2017 and will expire on ) une 30, 2024. As the City continues accepting parks and landscape, the need for irrigation maintenance is increasing. Timely and unified preventive maintenance and repair of irrigation components minimizes expenses by optimizing water use and reducing the incidence of replacing dead plant material. As the current structure of these services requires the City' s input in conjunction with Silva Landscape, improvements to efficiency of this operation could be achieved by permitting Silva Landscape to maintain the entire irrigation system rather than share this task with the City.
Therefore, City staff requested a proposal from Silva Landscape for maintenance and landscape irrigation services. Silva Landscape provided a quote for the addition to their existing contract of all irrigation maintenance tasks currently performed by City staff in the amount of $ 9, 500 per month. Details of the proposed services include but not limited to;
Adjusting the water volume and timing of irrigation
Maintaining and repairing all automated valve controllers, wiring, valves and manifold assemblies, backflow prevention devices and main lines Preventive adjustments to irrigation not included in the weekly action items Focus on improving efficiency of irrigation during hot weather months Focus on replacement of Calsense irrigation components with City- provided components during cold weather months
Therefore, staff requests City Council adopt a resolution approving CCO No. 31 with Silva Landscape for the provision of Landscape irrigation maintenance services for 9, 500 per month through the end of the existing contract term, June 30, 2024. The services contemplated by CCO No. 31 will be incorporated into the contract specifications for Landscape maintenance the next time this contract is let to public bidding.
Staff also requests City Council approve a budget amendment as detailed below.
REASON FOR RECOMMENDATION:
The proposed services will unify under one contractor the provision of maintenance services for the irrigation systems for all the Landscape. This unification will improve water use efficiency and reduce the frequency of repairs, and therefore reduce the costs to purchase water and replace dead plant material.
FISCAL IMPACT:
The monthly cost of proposed CCO No. 31 is $ 9, 500, and would require annual funding for each of the next two fiscal years as summarized in Table 1, below.
CITY MANAGER' S REPORT PAGE 3
OCTOBER 9, 2023 CITY COUNCIL REGULAR MEETING
APPROVE CCO NO. 31 WITH DAVID SILVA, DBA SILVA LANDSCAPE FOR
LANDSCAPE IRRIGATION SYSTEMS MAINTENANCE SERVICES AND APPROVE
BUDGET AMENDMENT
Table 1: Contract Cost Budget Summary
Monthl Cost FY 2023- 24 8 month term FY 2024- 25 12 month term 9, 500 76, 000 114, 000
Sufficient funds for this amendment were not allocated in the approved FY 2023- 24 budget; therefore, staff requests City Council approve a budget amendment as summarized, below:
Fund Increase Appropriation
FY FY
2023- 24 2024- 25
GeneralFund 1010- 30- 05- 420- 27- 00 169 254
GeneralFund 1010- 30- 10- 420- 27- 00 267 401
GeneralFund 1010- 30- 10- 420- 32- 00 3 495 5 243
GeneralFund 1010- 40- 30- 420- 27- 00 331 496
Measure C - Essential Cit Services Fund 1060- 19- 10- 420- 32- 00 2 821 4 231 Streets Fund 2080- 50- 10- 420- 27- 00 362 543
Streets Trees Fund 2080- 50- i1- 420- 27- 00 2 733 4 099 Storm Drain - S ec. Ben Fund 2510- 50- 20- 420- 27- 00 406 608 Storm Drain - S ec. Ben Fund 2510- 50- 20- 420- 32- 00 607 911 Woodfield Landsca e Fund 2530- 50- 62- 420- 32- 00 1 192 1 787 Stonebridge Landscape Fund 2550- 50- 60- 420- 27- 00 4, 897 7, 346 Stonebrid e Landsca e Fund 2550- 50- 60- 420- 32- 00 286 429 Stonebrid e Drain and Li htin Fund 2560- 50- 60- 420- 32- 00 1 502 2 252 Mossdale CFD Fund 2570- 50- 63- 420- 27- 00 14 550 21 824 Mossdale Landsca e and Li htin Fund 2580- 50- 64- 420- 32- 00 15 311 22 966 Historic Lathro CFD Fund 2630- 50- 65- 420- 27- 00 119 178 Historic Lathro CFD Fund 2630- 50- 65- 420- 32- 00 312 467 South Lathro CFD 2019- 1 Fund 2670- 50- 55- 420- 27- 00 1 070 1 605 Lathro Gatewa Business Park CFD 2021- 1 Fund 2672- 50- 55- 420- 27- 00 351 526 CLSP Services CFD 2019- 2 2680- 50- 55- 420- 27- 00 14 241 21 362 CLSP Services CFD 2019- 2 2680- 50- 64- 420- 32- 00 9 511 14 267 WaterFund 5620- 50- 50- 420- 27- 00 150 224
MW CF Collection 5 stem Fund 6010- 50- 30- 420- 27- 00 28 42 CTF- MBR Sewer Fund 6080- 50- 34- 420- 27- 00 1 301 1 951 ATTACH M ENTS:
A. Resolution Approving Proposed Contract Change Order No. 31 with David Silva dba Silva Landscape
B. Contract Change Order No. 31 with David Silva dba Silva Landscape CITY MANAGER' S REPORT PAGE 4
OCTOBER 9, 2023 CITY COUNCIL REGULAR MEETING
APPROVE CCO NO. 31 WITH DAVID SILVA, DBA SILVA LANDSCAPE FOR
LANDSCAPE IRRIGATION SYSTEMS MAINTENANCE SERVICES AND APPROVE
BUDGET AMENDMENT
APPROVALS:
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Steven Hollenbeak Date
Assistant Engineer
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Ken Reed Date
Senior Construction Manager
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Brad aylor Date
City Engineer
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Cari James Date
Director of Finance
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Michael King Date
Assistant City Manager
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Salvador Navarrete Date
City Attorney
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St en J. Salvatore Date
City Manager
RESOLUTION NO. 23-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP APPROVING CONTRACT CHANGE ORDER NO. 31 WITH DAVID SILVA, DBA
SILVA LANDSCAPE FOR LANDSCAPE IRRIGATION SYSTEMS MAINTENANCE
SERVICES AND APPROVING BUDGET AMENDMENT
WHEREAS, on September 1, 2017, City Council approved the award of a Service contract to David Silva, dba Silva Landscape ( Silva Landscape) for maintenance of landscape and downstream sections of irrigation for the City' s parks and streetscapes; and
WHEREAS, City staff currently performs all adjustments to controllers and maintains and repairs all irrigation components upstream of lateral lines; and WHEREAS, to optimize irrigation system performance and minimize costs, all landscape irrigation maintenance services should be performed by one entity; and WHEREAS, the services contemplated by Contract Change Order ( CCO) No. 31 were not included in the original contract specifications for the contract awarded to Silva Landscape on September 1, 2017 and which will expire on June 30, 2024 ; and
WHEREAS, staff requested and Silva Landscape provided a proposal of$ 9, 500 per month for the additional landscape irrigation maintenance services; and WHEREAS, staff requests City Council adopt a resolution approving CCO No. 31 with Silva Landscape for the provision of landscape irrigation maintenance and repair services currently performed by City staff for all City- owned parks and streetscape for $ 9, 500 per month; and
WHEREAS, as sufficient funds for this amendment were not allocated in the approved FY 2023- 24 budget, staff requests City Council approve a budget amendment as follows:
Fund Increase Appropriation
FY FY
2023- 24 2024- 25
GeneralFund 1010- 30- 05- 420- 27- 00 169 254
GeneralFund 1010- 30- 10- 420- 27- 00 267 401
GeneralFund 1010- 30- 10- 420- 32- 00 3 495 5 243
GeneralFund 1010- 40- 30- 420- 27- 00 331 496
Measure C - Essential Cit Services Fund 1060- 19- 10- 420- 32- 00 2 821 4 231 Streets Fund 2080- 50- 10- 420- 27- 00 362 543
Streets Trees Fund 2080- 50- 11- 420- 27- 00 2 733 4 099 Storm Drain - S ec. Ben Fund 2510- 50- 20- 420- 27- 00 406 608 Storm Drain - S ec. Ben Fund 2510- 50- 20- 420- 32- 00 607 911 Woodfield Landsca e Fund 2530- 50- 62- 420- 32- 00 1 192 1 787 Stonebridge Landscape Fund 2550- 50- 60- 420- 27- 00 4, 897 7, 346 Stonebrid e Landsca e Fund 2550- 50- 60- 420- 32- 00 286 429 Stonebrid e Drain and Li htin Fund 2560- 50- 60- 420- 32- 00 1 502 2 252 Mossdale CFD Fund 2570- 50- 63- 420- 27- 00 14 550 21 824 Mossdale Landsca e and Li htin Fund 2580- 50- 64- 420- 32- 00 15 311 22 966 Historic Lathro CFD Fund 2630- 50- 65- 420- 27- 00 119 178 Historic Lathro CFD Fund 2630- 50- 65- 420- 32- 00 312 467 South Lathro CFD 2019- 1 Fund 2670- 50- 55- 420- 27- 00 1 070 1 605 Lathro Gatewa Business Park CFD 2021- 1 Fund 2672- 50- 55- 420- 27- 00 351 526 CLSP Services CFD 2019- 2 2680- 50- 55- 420- 27- 00 14 241 21 362 CLSP Services CFD 2019- 2 2680- 50- 64- 420- 32- 00 9 511 14 267 WaterFund 5620- 50- 50- 420- 27- 00 150 224
MW CF Collection S stem Fund 6010- 50- 30- 420- 27- 00 28 42 CTF- MBR Sewer Fund 6080- 50- 34- 420- 27- 00 1 301 1 951 NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Lathrop does hereby adopt a resolution approving Contract Change Order No. 31 with David Silva, dba Silva Landscape for additional irrigation system maintenance services for all City- owned parks and streetscape for $ 9, 500 per month.
BE IT FURTHER RESOLVED, that the City Council of the City of Lathrop does hereby approve a budget amendment as detailed above.
The foregoing resolution was passed and adopted this 9t" day of October, 2023 by the following vote of the City Council, to wit:
AYES:
NOES:
ABSTAIN:
ABSENT:
Sonny Dhaliwal, Mayor
ATTEST: APPROVED AS TO FORM:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney
ATTACHMENT
3 ., CHANGE ORDER NO. 31
Monthly Fee— Landscape Irrigation Systems Maintenance
Services City of Lathrop
CONTRACT CHANGE ORDER NO. 31
MONTHLY FEE— Landscape Irrigation Systems Maintenance
Contractor: David Silva DBA Silva Landscape
Address: PO Box 607
Patterson, CA 95363
Change Order Date October 9, 2023
Contract Execution Date: September 1, 2017
Notice to Proceed Date: August 29, 2017
This contract change order augments or changes the following:
Pursuant to the provisions of the Contract Specifications and proposal attached as Exhibit A, you are hereby directed to make the herein described changes to the specifications and scope of work contracted for within the terms of the agreement between the City of lathrop and David Silva DBA Silva landscape dated September 1, 2017.
I. CHANGES IN THE SPECIFICATIONS
A. Add to Contract Specifications, Section 01000 SCOPE OF WORK— C. SPECIFIC PARK AND STREETSCAPE MAINTENANCE SERVICES sub- section 1. 23, below:
1. 23 Irrigation Maintenance Services— Additional Tasks Contractor shall take responsibility for and perform all day to day operations for the maintenance, repair and performance of all park and streetscape irrigation components and systems for sites within Contractor' s current contract, including main lines, station valves and manifold assemblies, Calsense and all other irrigation timers/ controllers, low voltage irrigation wiring, backflow prevention devices, main valves and booster pumps.
Contractor shall be responsible for all adjustments to flow rate from station valves and controllers.
Contractor shall supply all labor involved in this work and the City will supply materials necessa ry.
Contractor shall receive weekly reports provided by a City of Lathrop representative and make all adjustments indicated as necessary in these reports in a timely manner.
Contractor shall make field adjustments not necessarily noted in the weekly reports to address anticipated or observed problems.
During the peak irrigation months ( approx.. May through October), Contractor shall concentrate on water budgets and adjustments.
CHANGE ORDER NO. 31
Monthly Fee— Landscape Irrigation Systems Maintenance
Services City of Lathrop
During periods of reduced irrigation ( approx. November through April), Contractor shall coordinate with the City on installing City- supplied new controllers to replace designated CalSense controllers.
II. ADDITION( S) TO CONTRACT
Monthly Fee— Landscape Irrigation Maintenance Supervision 9, 500/ mo.
MONTHLY FEE COST FROM CHANGE ORDER NO. 31 ( MONTHLY FEE) 9, 500/ mo.
ORIGINAL CONTRACT AMOUNT( MONTHLY FEE) 57, 214. 00
TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 1 ( MONTHLY FEE) 13, 900. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 5( MONTHLY FEE) 985. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 8( MONTHLY FEE) 1, 850. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 11 ( MONTHLY FEE) 425. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 14( MONTHLY FEE) 3, 500.00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 15 ( MONTHLY FEE) 8, 500. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 23( MONTHLY FEE) 465. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 25 ( MONTHLY FEE) 250. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 26( MONTHLY FEE) 825. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 27( MONTHLY FEE) 625. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 28( MONTHLY FEE) 675. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 29( MONTHLY FEE) 450. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 30( MONTHLY FEE) 3, 725. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 31 ( MONTHLY FEE) 9, 500. 00 TOTAL REVISED MONTHLY CONTRACT AMOUNT 102, 889. 00
TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 2( ONE TIME FEE) 14, 989. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 3( ONE TIME FEE) 22, 800. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 4( ONE TIME FEE) 3, 200. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 6( ONE TIME FEE) 11, 400. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 7( ONE TIME FEE) 1, 780. 00 TOTAL AqDITIONAL COST FROM CHANGE ORDER NO. 9( ONE TIME FEE) 2, 200. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 10( ONE TIME FEE) 950. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 12( ONE TIME FEE) 3, 800. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 13( ONE TIME FEE) 925. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 16( ONE TIME FEE) 1, 200. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 17 ( ONE TIME FEE) 2,400. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 18( ONE TIME FEE) 1, 650. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 19 ( ONE TIME FEE) 2, 400. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 20( ONE TIME FEE) 2, 200. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 21 ( ONE TIME FEE) 1, 300. 00 TOTAL ADDITIONAL COST FROM CHANGE ORDER NO. 22( ONE TIME FEE) 1, 200. 00 TOTAL ADDITIONAL COST FROM CHANFE ORDER NO. 24( ONE TIME FEE) 4, 500. 00 TOTAL ONE- TIME ADDITIONS TO CONTRACT AMOUNT 78, 900. 00
END OF CHANGES)
CHANGE ORDER NO. 31
Monthly Fee— Landscape Irrigation Systems Maintenance
Services City of Lathrop
DESCRIPTION OF WORK
See Sec. II. ADDITION( 5) TO CONTRACT. The contractor will provide all labor, material, equipment and perform all incidental tasks as necessary to complete the change order.
TIME OF COMPLETION
The work is to begin as soon as Notice to Proceed is received, and run throughout the duration of the contract.
RELEASE AND WAIVER
Acceptance of this Contract Change Order constitutes a full and final resolution of all pending disputes between City and Contractor regarding scope of work and payment for work. Contractor accepts this Contract Change Order as full payment for all work performed to date and hereafter to be performed, up to and including Contract Change Order No. 31. Contractor releases and discharges City from any and all claims, demands, damages, actions and causes of actions and causes of action for injuries, damages or losses, whether known or unknown, foreseen or unforeseen, arising directly from Contractor' s work on this contract. Contractor expressly waives the provisions of California Civil Code, Section 1542, which reads as follows:
A general release does not extend to claims which the Creditor does not know or suspect to exist in his favor at time of executing the release, which if known by him must have materially affected his settlement with the debtor.
EXHIBITS
A: Proposal # 2042 from Silva Landscape
END OF SECTION)
CHANGE ORDER NO. 31
Monthly Fee— Landscape Irrigation Systems Maintenance
Services City of Lathrop
Approved As
To Form:
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Salvador Navarrete Date
City Attorney
City of lathrop
Recommended
By:
Michael King Date
Assistant City Manager
City of Lathrop
Approved By:
Stephen J. Salvatore Date
City Manager
City of Lathrop
Accepted By
Contractor:
David Silva dba Silva Landscape Date
Print Name and Title
EXHIBIT A
Silva Landscape
Po Box 607
Patterson, CA 95363 US
925) 413- 3192
david. silvalandscape@gmai l. com
S 1 LVA
LANDSCAPE
Estimate
ADDRESS ESTIl IATE# 2042
City of Lathrop
DATE 08/ 08/ 2023
390 Towne Centre Drive
Lathrop, CA 95330
DESCRIPTION
Irrigation Control Proposal
SERVICES AMOUNT
Silva Landscape will take responsibility of day to day operations of the entire inigation 9, 500. 00 controller system and will make all necessary adjustments needed to insure the needs of the landscape are met
Silva Landscape will receive weekly report provided by a City of Lathrop representative and make all adjustments needed from these reports in a timely manner Silva Landscape will also make necessary adjustments identified in the field but not noted in the reports.
During the peak irrigation months we will concentrate on water budgets and adjustments, during slower periods of irrigation needs we will work with the City installing the replacements of the CalSense system with City supplied new controllers Silva Landscape will supply all labor involved in this work and City of Lathrop will supply all materials necessary.
Monthly-$ 9, 500
Approved by TOTAL 9,500.
Accepted By Accepted Date