ITEM 4. 16
CITY MANAGER' S REPORT
JUNE 10, 2024 CITY COUNCIL REGULAR MEETING
ITEM:
RECOMMENDATION:
APPROVE CONTRACT EXTENSION WITH DAVID
SILVA, DBA SILVA LANDSCAPE FOR
LANDSCAPE MAINTENANCE SERVICES
Adopt Resolution Approving a Contract
Extension with David Silva, dba Silva
Landscape for Landscape Maintenance
Services
SUMMARY:
In the summer of 2017, the City solicited bids for professional landscape maintenance services. During the August, 28, 2017 Special Meeting, City Council awarded the City' s landscape maintenance contract to David Silva, dba, Silva Landscape ( Silva Landscape). Silva Landscape has maintained City -owned park landscaping and streetscape ( Landscape) over the past eight years. Silva Landscape has successfully kept up with the City' s growth, including hiring more staff and investing in heavy equipment to accommodate the ongoing facility, park, and street additions.
The City' s streetscape and irrigation systems in older neighborhoods is deteriorating and in need of replacement. Over the years, staff has worked with Silva Landscape to develop a plan to replace apportioned amounts of deteriorating streetscape per year with low maintenance, water -efficient and aesthetically pleasing streetscape within the scope and cost of their current maintenance contract. Silva has agreed to undertake this additional work as part of their maintenance contract.
The contract with Silva Landscape expires on June 30, 2024. Staff is requesting Council' sapproval of a three year extension to allow Silva Landscape to complete the phased replacement of deteriorated streetscape as they continue ongoing Landscape maintenance services. Sufficient funds for the requested contract extension have been allocated to the approved FY 2024-5 budget; therefore, no budget amendment is needed.
BACKGROUND:
Silva Landscape has maintained City -owned park landscaping and streetscape Landscape) over the past eight years. Silva Landscape has successfully kept up with the City' s growth, including hiring more staff and investing in heavy equipment to keep up with the ongoing facility, park, and street additions.
City staff have worked with Silva Landscape to design upgrades to areas of deteriorated streetscape. Subject upgrades include improvements to irrigation components and replacement of existing plant material with more drought tolerant species and low -maintenance surface treatments. Examples of irrigation upgrades include updates to Calsense controllers and replacement of outdated irrigation components. Examples of surface treatment improvements include the replacement CITY MANAGER' SREPORT PAGE 2
JUNE 10, 2024 CITY COUNCIL REGULAR MEETING
APPROVE CONTRACT EXTENSION WITH DAVID SILVA, DBA SILVA
LANDSCAPE FOR LANDSCAPE MAINTENANCE SERVICES
of water -consuming grass and groundcovers with materials such as decomposed granite, artificial turf, stamped concrete and various forms of decorative rock.
As these improvements are City- wide and numerous, they will take over two years to complete. Given Silva Landscape' syears of City Landscape maintenance, the company is familiar with the locations and details of the City' s irrigation systems, plant materials and decorative surfacing. Therefore, they are able to upgrade the streetscape without City staff having to prepare a bid solicitation, plans and specifications. The contemplated streetscape upgrades will match the streetscape recently installed in the medians of Louise Avenue as a function of Capital Improvement Project ( CIP) GG 21- 15, and will be installed at a rate of 50, 000 square feet of streetscape per year. These details are contained in the subject contract' s extension letter, Exhibit B.
To allow Silva Landscape to complete the subject streetscape upgrades and continue to provide quality and efficient Landscape maintenance services, staff requests City Council adopt a resolution approving a three year contract extension with Silva Landscape for Landscape maintenance services with an effective date of July 1, 2024 and a termination date of June 30, 2027.
REASON FOR RECOMMENDATION:
The requested contract extension will allow Silva Landscape to complete the improvements necessary to update the subject areas of deteriorated streetscape and continue to provide Landscape maintenance services. The irrigation upgrades will reduce water use, and the installation of more drought -tolerant plant material will reduce the City' scost for water and maintenance of the streetscape.
FISCAL IMPACT:
Sufficient funds for the requested extension have been allocated to the subject contract in the approved FY 2024-5 budget; therefore, no budget amendment is needed.
ATTACHMENTS:
A. Resolution Approving Contract Extension with David Silva dba Silva Landscape B. Contract Extension Letter to David Silva dba Silva Landscape CITY MANAGER' SREPORT PAGE 3
JUNE 10, 2024 CITY COUNCIL REGULAR MEETING
APPROVE CONTRACT EXTENSION WITH DAVID SILVA, DBA SILVA
LANDSCAPE FOR LANDSCAPE MAINTENANCE SERVICES
APPROVALS:
x. 324
Steven Hollenbeak
Assistant Engineer
Date
en Reed ' Date
Senior Construction Manager
Brad ylor
City Engineer
Cari Ja
Director of, Fi ance
3 -.242
6/ s/ lopi
Date
Date
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3• Lazy
Michael King Date
Assistant City Manager
Salvador Navarrete Date
City Attorney
Ste n J. Salvatore
City Manager
n.• 5 •Z
Date
RESOLUTION NO. 24-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP
APPROVING CONTRACT EXTENSION WITH DAVID SILVA, DBA SILVA
LANDSCAPE FOR LANDSCAPE MAINTENANCE SERVICES
WHEREAS, on August 28, 2017, City Council approved the award of a Service contract ( Contract) to David Silva, dba Silva Landscape ( Silva Landscape) for maintenance of park landscape and streetscape ( Landscape); and WHEREAS, Silva Landscape has agreed to a time -apportioned upgrade of deteriorated streetscape in return for the reduced maintenance requirements associated therewith; and
WHEREAS, the subject upgrades will take over two years to complete; and WHEREAS, Silva Landscape' scurrent Service Contract will expire on June 30, 2024; and
WHEREAS, staff requests City Council adopt a resolution approving a three 3) year contract extension with Silva Landscape, beginning on July 1, 2024 and terminating on June 30, 2027 to allow to Silva Landscape to complete the streetscape upgrades and continue to provide Landscape maintenance services; and WHEREAS, as sufficient funds have been allocated to the Contract in the FY 2024-5 budget, no budget amendment is needed; and
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Lathrop does hereby adopt a resolution approving a three ( 3) year contract extension with Silva Landscape, beginning on July 1, 2024 and terminating on June 30, 2027.
The foregoing resolution was passed and adopted this 10th day of June, 2024 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 City of
Office of the City Manager
David Silva, dba Silva Landscape
David Silva, Owner
P. O. Box 607
Patterson, CA 95363
390 Towne Centre Drive, Lathrop, CA 95330
Phone ( 209) 941 - 7220 — Fax ( 209) 941- 7229
www. ci. lathrop. ca. us
June , 2024
RE: Letter of Extension for Landscape Maintenance Services Dear Mr. Silva,
The Service Contract with David Silva, dba Silva Landscape to provide Landscape Maintenance Services, dated September 1, 2017, has a termination date of June 30, 2024.
This letter provides written notification that the City desires to extend the Contract by three ( 3) years, such that the new termination date is June 30, 2027, with no change to the current not -to - exceed contract amount of $1, 249, 068 per fiscal year.
This contract extension is based upon mutual agreement of both contract parties that Silva Landscape will upgrade 50, 000 square feet of deteriorated streetscape per year of the contract until all streetscape on non -arterial roads west of Interstate 5 and within Mossdale and Central Lathrop has been upgraded. The subject streetscapes shall match the landscaping elements installed in the medians of Louise Avenue, between Cambridge Ave. and Fifth St., except for the palm trees.
If all of the above is agreeable to you, please sign below and return this letter to indicate your concurrence. Should you have any questions or concerns regarding this project, please contact Dominic Maraspini, the staff member directly involved with this project, at ( 209) 941- 7430.
Thank you,
Stephen J. Salvatore
City Manager
Copy: Teresa Vargas, City Clerk
Project File
1 hereby agree to extend the term of the Contract to provide Landscape Maintenance Services, dated September 1, 2017, between the City of Lathrop and David Silva, dba Silva Landscape by three ( 3) years, such that the new termination date of the Agreement is June 30, 2027, with all other terms of this Agreement to remain in effect.
David Silva, Owner Date
Silva Landscape
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