Agenda Item: 10
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 14, 2022
SUBJECT: AWARD LANDSCAPE MAINTENANCE CONTRACTS FOR LMD
ZONES 15 (RIVER VILLAGE) AND 16 (VALENCIA INDUSTRIAL
CENTER)
DEPARTMENT: Neighborhood Services
PRESENTER: Keith Miller
RECOMMENDED ACTION
City Council:
1. Award a two-year contract to Oakridge Landscape, Inc., to provide landscape maintenance services for Landscape Maintenance District Zone 15, River Village, for an annual base amount of $95,760, and approve up to an additional $26,711 in annual contract expenditure authority to allow the contractor to perform as-needed repairs and/or replacements.
2. Award a two-year contract to Oakridge Landscape, Inc., to provide landscape maintenance services for Landscape Maintenance District Zone 16, Valencia Industrial Center, for an annual base amount of $103,800, and approve up to an additional $29,981 in annual contract expenditure authority to allow the contractor to perform as-needed repairs or replacements.
3. Authorize ongoing appropriations from Landscape Maintenance District Fund 357 totaling $67,368 as identified in Attachment A, to support recurring landscape maintenance services expenditures associated with the recommended contract award.
4. Authorize the City Manager or designee to execute up to three additional, one-year renewal options beginning in year three, not to exceed the annual contract amount, inclusive of as- needed expenditure authority, plus an adjustment in compensation consistent with the appropriate Consumer Price Index, upon request of the contractor, and contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year.
5. Authorize the City Manager or designee to execute all contracts and associated documents, and modify the awards in the event impossibility of performance arises, and execute all documents subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) administers 61 financially independent zones within the Landscape Maintenance District (LMD), providing landscape maintenance services through contracts with private companies. Request for Proposals (RFP) number LMD-21-22-35, for the maintenance of LMD Zone 15 (River Village) and Zone 16 (Valencia Industrial Center) was published and circulated via the City’s Bidnet system on April 7, 2022.
Unlike a bid procurement, where the recommended contract award is based upon the lowest, most responsive bid, this procurement utilizes multiple weighted criteria to evaluate and score proposals. While the price for services is a component constituting 10 percent of the weighted evaluation criteria, 65 percent of the evaluation criteria focuses on the composition and structure of the contractor’s crew, their schedule to rotate through the maintenance areas, and overall value. The following categories comprised the weighted criteria used to evaluate proposals. • Value Provided (30%)
• Rotation Schedule (20%)
• Team Composition/Crew Member Structure (15%)
• Acknowledgement and Understanding of Specifications (15%) • Proposal Amount (10%)
• References & Certifications (10%)
A multiple weighted criteria procurement reinforces performance expectations and works to ensure that vendors dedicate adequate employees to service the contract. To improve maintenance standards and enforce accountability, the solicitation also includes provisions to impose payment reductions for poor performance should the contractor fail to meet their maintenance schedule.
The City transmitted the solicitation to 323 vendors, including the Santa Clarita Valley Chamber of Commerce and the Valley Industrial Association, of which 17 vendors downloaded the RFP.
Three companies provided proposals for consideration with the results below.
PROPOSAL COMPANY LOCATION BID
AMOUNT
POINTS
AWARDED
Proposal 1 Oakridge Landscape, Inc. Santa Clarita, CA $199,560 526.68 Proposal 2 Venco Western, Inc. Oxnard, CA $249,996 496.68 Proposal 3 American Heritage Landscape, Inc. Canoga Park, CA $143,940 359.32
In reviewing proposals, the evaluation team awarded the highest score to Oakridge Landscape, Inc. (Oakridge). The evaluation team determined that the Oakridge proposal offered the best overall value to meet the landscape maintenance needs within the two identified LMD Zones.
Oakridge’s proposal identified the best overall approach to allocating weekly labor hours among both LMD Zones 15 and 16. Additionally, Oakridge’s proposal identifies 156 combined weekly hours. Oakridge’s proposal encompasses 23 more weekly hours or 14.75 percent more hours than the second rated proposal, and 79 more weekly hours or 50 percent more hours than the third rated proposal submitted by American Heritage.
During the review process, the evaluation team’s first task is to review the operational performance component of each proposal. Operational performance includes the proposed composition/structure, number of team members, and total weekly hours of resources they intend to dedicate for managing operations to determine the overall value provided by each proposal. It is important to note that the cost of each vendor’s proposal remains sealed until all members of the evaluation team independently complete the initial review of all proposals.
Staff has completed a due-diligence review of Oakridge’s professional references and determined their work history meets the City's standards and performance expectations. Based on the above, staff recommends awarding this landscape maintenance contract to Oakridge.
As part of this action, staff is requesting the ongoing appropriations of an additional $67,368 in base budget to support recurring landscape maintenance services expenditures associated with the recommended contract award, as listed in Attachment A.
Staff also recommends increasing the annual contract expenditure authority by an additional $21,711 in Zone 15 and $29,981 in Zone 16, to allow the contractor to perform maintenance and as-needed repairs. As-needed work includes, but is not limited to, responding to emergencies, repairs or replacement of irrigation systems which are damaged or reached the end of its useful service life, replacement of dead plant material, addressing vandalism, and one-time beautification enhancement projects. This requested increase in annual contract authority will maximize operational efficiencies, allow staff to authorize the completion of as-needed work, and ensure such work is completed in a timely manner.
The increase in expenditure authority granted by the City Council does not represent any guarantee of additional compensation under the terms of the recommended contract. Beyond retaining the discretion to utilize alternative contractors as deemed necessary, all unscheduled repair work or one-time enhancement projects performed by Oakridge will continue to require staff review and advanced authorization by the City’s Special Districts Division.
ALTERNATIVE ACTION
1. Do not award contract to Oakridge Landscape, Inc.
2. Other action as determined by the City Council.
FISCAL IMPACT
There is no impact to the General Fund associated with this action. The recommended action requires an appropriation of $67,368 in additional ongoing base budget from LMD Fund 357 to sufficiently fund recurring landscape maintenance costs associated with the award of this contract.
ATTACHMENTS
LMD Requested Budget Appropriations - Attachment A
RFP#LMD-21-22-35 Final (available in the City Clerk's Reading File) Response File Zones 15 16 Oakridge Landscape (available in the City Clerk's Reading File)