Public Works Agency
www.santa-ana.org/pw
Item # 17
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
November 4, 2025
TOPIC: Service Agreement for Litter, Debris, and Encampment Removal Services on Caltrans Right-of-Way
AGENDA TITLE
Agreement with Landscape West Management Services, Inc. to Perform Litter, Debris, and Encampment Removal Services Related to Encampment Delegated Maintenance Agreement with the California Department of Transportation (Project No. 26-6423) (Specification No. 25-116) (Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Landscape West Management Services, Inc. to perform litter, debris, and encampment removal services within the California Department of Transportation right-of-way locations, for a total amount not-to- exceed $400,000, for the term beginning November 4, 2025 and expiring June 30, 2027 (Agreement No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
On August 19, 2025, City Council authorized the execution of the Encampment Delegated Maintenance Agreement (EDMA) (Project No. 26-6423) (Exhibit 1) with the California Department of Transportation (Caltrans). The EDMA allows the City to perform maintenance services, such as encampment removal, weed abatement, graffiti removal, and trash and debris removal on specified State ROW locations, and to be reimbursed up to $200,000 per year, for two years, not-to-exceed $400,000.
Request for Proposals (RFP) No. 25-116 was issued on August 20, 2025 on the City’s online bid management and publication system, Planetbids (Exhibit 2). A summary of vendor participation and results is as follows:
771 Vendors notified
2 Santa Ana vendors notified
51 Vendors downloaded the RFP packet
4 Responsive proposals received
0 Responsive proposals received from Santa Ana vendors
Litter, Debris, and Encampment Removal Services on Caltrans Right-of-Way November 4, 2025
5 4
0 4
Proposals were opened on September 18, 2025 and evaluated. Four proposals were submitted by the RFP deadline and were determined to be responsive to the specifications and met the City’s requirements. An evaluation committee reviewed and rated the proposals according to the criteria listed in the RFP.
Local Outreach Efforts
The Purchasing Division advertised this project on the City’s online bid management and publication system, which directly notified two Santa Ana vendors. No Santa Ana vendors downloaded the RFP or submitted a bid for consideration.
Firm City Rank
Landscape West Management Services, Inc. Anaheim, CA 1
Parkwood Landscape Maintenance, Inc. Van Nuys, CA 2
United Storm Water, Inc. City of Industry, CA 3
South County Landscapes Inc. San Juan Capistrano, CA 4
Staff recommends awarding an agreement to the highest-ranked firm, Landscape West Management Services, Inc. (Exhibit 3). The proposal submitted by Landscape West Management Services, Inc. demonstrates they possess experienced and trained personnel to perform all duties required in the scope of work. Their cost proposal is the most competitive which provides the City with the best value and use of available budget.
Additionally, Landscape West Management Services, Inc. has made large investments in the City of Santa Ana by leasing several properties to perform median landscaping and QOLT services for the City. Having access to local resources and staging points within City limits ensures sites are cleaned rapidly and efficiently and allows deployment of staff within five days of executing the contract.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are budgeted and available for this item in the following account for Fiscal Year 2025-26. As indicated in the discussion, expenditures will be reimbursed by Caltrans per the Encampment Delegated Maintenance Agreement (Project No. 26-6423), therefore there will be no net impact to the City’s budget. Remaining project balances not expended by the end of the fiscal year will be presented to City Council for approval of carryovers to Fiscal Year 2026-27.
Fiscal
Year
Accounting
Unit- Account #
Fund
Description
Accounting Unit,
Account Description Amount
2025-26 05317021-62300
(26-6423) City Services
Public Works Agency
Services, Contract
Services Professional
$200,000
Litter, Debris, and Encampment Removal Services on Caltrans Right-of-Way November 4, 2025
5 4
0 4
2026-27 05317021-62300
(26-6423) City Services
Public Works Agency
Services, Contract
Services Professional
$200,000
TOTAL $400,000
EXHIBIT(S)
1. Caltrans - Encampment Delegated Maintenance Agreement
2. Request for Proposals No. 25-116
3. Agreement with Landscape West Management Services, Inc.
Submitted By: Rodolfo Rosas, P.E., Acting Executive Director – Public Works Agency Approved By: Alvaro Nuñez, City Manager