Public Works Agency
www.santa-ana.org/public-works
Item # 15
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 16, 2024
TOPIC: Landscape Maintenance Services for City Parks and Facilities
AGENDA TITLE
Approve Aggregate Agreements with DMS Facility Services, Landscape West Management Services, Inc., Mariposa Landscapes, Inc., and PCA Arborists & Consultants, Inc. dba Pacific Coast Horticulturists for Landscape Maintenance at City Parks and Facilities in an Aggregate Amount Not-to-Exceed $35,737,920 (RFP No. 23- 151) (General Fund and Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute aggregate agreements to DMS Facility Services, Landscape West Management Services, Mariposa Landscapes, Inc., and Pacific Coast Horticulturists for landscape maintenance services in an annual aggregate amount not- to-exceed $5,228,321, plus an annual contingency of $1,919,264, for a total aggregate amount not-to-exceed $35,737,920 for a three year term beginning February 1, 2024, and expiring January 31, 2027, with provisions for two, one-year extensions (Agreements A-2024-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
As of July 1, 2022, park maintenance functions have transferred from the Parks, Recreation, and Community Services Agency (PRCSA) to the Public Works Agency (PWA). PWA’s Parks, Fleet, and Facilities Division provides landscape maintenance services at city parks and facilities. The previous contract was awarded in February 2020 to DMS Facility Services, Landscape West Management Services, and Pacific Coast Horticulturists.
Since the implementation of the previous contract, there has been a need for supplemental landscape maintenance services across the City. With the increased number of park patrons, programming, and events at City parks, there has been an uptick in vandalism, irrigation systems theft, and extra trash cleanups around landscaped areas. The supplemental services are to provide additional trash pick-ups, repair damages created by unsheltered individuals, and provide clean and safe park spaces for the public. These services will also allow added pressure washing services for picnic areas, benches, new trash receptacles, and amenities to foster clean and welcoming park areas for City residents. Additionally, the new contract outlines new sports field renovation methods to improve the playing surface and safety of our natural
Landscape Maintenance Services for City Parks and Facilities January 16, 2024
3 9
7 1
turf fields. The current aggregate contract expires January 31, 2024 and does not have any remaining renewal options.
The Public Works Agency issued Request for Proposal (RFP No. 23-151) on October 20, 2023, inviting qualified landscape maintenance firms with relevant experience to submit their proposals to the City on PlanetBids. The RFP was advertised on the City’s online bid management and publication system. A summary of the RFP and proposals received is as follows:
263 Vendors notified
30 Santa Ana vendors notified
32 Vendors downloaded the RFP packet
6 Proposals received
1 Proposal received from Santa Ana
vendors
Six proposals were received by the RFP deadline on November 14, 2023, opened, and all were deemed responsive. The selection committee with experience in landscape maintenance and related program services evaluated all proposals. The selected, highest-ranked firms will provide landscape maintenance services for the City. Based on the criteria outlined in the RFP, the following summarizes the responding firms and their rankings:
Firm Location Rank
Landscape West Management Services Anaheim, CA 1
Mariposa Landscapes, Inc. Irwindale, CA 2
DMS Facility Services Anaheim, CA 3
Pacific Coast Horticulturists Santa Ana, CA 4
Parkwood Landscape Maintenance, Inc. Van Nuys, CA 5
Priority Landscape Maintenance, Inc. Anaheim, CA 6
Staff recommends awarding agreements to the four highest-ranked firms based on the City’s projected needs. The proposals submitted by these firms demonstrated they have the necessary capacity and expertise to provide landscape maintenance services as specified in the RFP. Additionally, the firms’ rates are reasonable and within industry standard, and the proposals were determined to provide the best overall value for the City. DMS Facility Services, Landscape West, and Pacific Coast Horticulturists currently provide the landscape services for the City. Mariposa Landscapes previously provided landscape services for the Corporate Yard.
FISCAL IMPACT
Funding is available in FY 2023-24 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration.
Landscape Maintenance Services for City Parks and Facilities January 16, 2024
3 9
7 1
Fiscal
Year
Accounting
Unit-Account #
Fund
Description
Accounting
Unit, Account
Description
Amount
01117651-62320 General Fund Park
Maintenance
Service
Enhancement,
Maintenance &
Repair
Buildings &
Ground l
$120,530
01117652-62320 General Fund Park
Maintenance
Service
Enhancement,
Maintenance &
Repair
Buildings &
Ground
$2,164,150
01111110-62300 General Fund Library
Administration,
Contract
Services-
Professional
$11,700
01114403-62300 General Fund Building &
Facility,
Contract
Services-
Professional
$2,733
02718131-62300 Parking Fund Parking Meter,
Contract
Services-
Professional
$21,970
07417655-62320 Civic Center
Maintenance
Civic Center
Maintenance-
Maintenance &
Repair
Buildings &
Ground
$384,000
FY 23-24
February
to June
01113017-62300 General Fund PRCSA-Zoo –
Contract
Services-
Professional
$273,078
FY 2023-2024 (February to June) TOTAL $2,978,161
Landscape Maintenance Services for City Parks and Facilities January 16, 2024
3 9
7 1
Fiscal
Year
Accounting
Unit-Account #
Fund
Description
Accounting
Unit, Account
Description
Amount
01117651-62300 General Fund Park
Maintenance
Service
Enhancement,
Contract
Services-
Professional
$21,932,921
01111110-62300 General Fund Library
Administration
Contract
Services-
Professional
$112,320
01114403-62300 General Fund Police Building
& Facility
Services,
Contract
Services-
Professional
$26,236
02718131-62300 Non-General
Fund-
Enterprise
Parking Meter,
Contract
Services-
Professional
$210,906
07417655-62320 Non-General
Fund
Civic Center
Maintenance-
Maintenance &
Repair Building
$3,686,400
FY 24-25
to 27-28
01113017-62300 General Fund PRCSA- Zoo –
Contract
Services-
Professional
$2,621,549
FY 2024-25 to 27-28 TOTAL 28590332
01117651-62300 General Fund Park
Maintenance
Service
Enhancement,
Contract
Services-
Professional
$3,198,552FY 28-29
July to
January
01111110-62300 General Fund Library
Administration,
Contract
$16,380
Landscape Maintenance Services for City Parks and Facilities January 16, 2024
3 9
7 1
Fiscal
Year
Accounting
Unit-Account #
Fund
Description
Accounting
Unit, Account
Description
Amount
Services-
Professional
01114403-62300 General Fund Police Building
& Facility
Services,
Contract
Services-
Professional
$3,827
02718131-62300 Non-General
Fund
Parking Meter,
Contract
Services-
Professional
$30,758
07417655-62320 Non-General
Fund
Civic Center
Maintenance-
Maintenance &
Repair
$537,600
01113017-62300 General Fund PRCSA- Zoo –
Contract
Services-
Professional
$382,310
FY 28-29 (July to January) TOTAL $4,169,427
EXHIBIT(S)
1. Agreement with DMS Facility Services
2. Agreement with Landscape West Management Services, Inc.
3. Agreement with Mariposa Landscapes, Inc.
4. Agreement with Pacific Coast Horticulturists
Submitted By: Nabil Saba, P.E., Executive Director of Public Works Agency Approved By: Tom Hatch, Interim City Manager