contracts with private companies. Request for Proposals (RFP) No. LMD-21-22-33, for the maintenance of LMD Zone T52 (Stonecrest) 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 comprise the weighted criteria used to evaluate the proposals:
• Value Provided (30%)
• Rotation Schedule (20%)
• Team Composition (15%)
• Acknowledgement and Understanding of Specifications (15%) • Proposal Amount (10%)
• References and 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 on the contractor when maintenance schedules are not met, or where poor performance is documented.
The City transmitted the solicitation to 324 vendors, in addition to the Santa Clarita Valley Chamber of Commerce and the Valley Industry Association. Fifteen companies downloaded the RFP, with two vendors providing proposals for consideration.
Bid Company Location Bid
Amount
RFP
Points
Proposal 1 Venco Western, Inc. Oxnard, CA $189,000 234.67 Proposal 2 American Heritage Landscape, Inc. Canoga Park, CA $105,000 194.33
While Venco Western, Inc. (Venco) received the highest cumulative score from the Special Districts evaluation team, their proposed cost reflected a 110 percent increase as compared to the current contract. Since the existing assessment revenue generated by LMD Zone T52 is not sufficient to support operations at this cost, staff entered into negotiations with Venco in an effort to modify the scope of services. Ultimately, staff and Venco representatives were unable to reach terms on an agreement, resulting in Venco withdrawing their proposal.
Upon Venco’s withdrawal, staff engaged American Heritage Landscape, Inc. (American Heritage) in contract negotiations. While American Heritage did not achieve the highest cumulative score, the evaluation team did award their proposal the highest score in the category of Value Provided and found them to be highly competitive in multiple categories including Team Composition.
11 Packet Pg. 142
Overall, the proposal submitted by American Heritage dedicates 77 weekly hours of combined supervision and field labor towards servicing LMD Zone T52. American Heritage’s proposal achieves a desirable balance of management versus staff at a price point that can be supported by existing assessment revenues generated by property owners in the Stonecrest community.
Staff has completed a due-diligence review of American Heritage’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 American Heritage.
As part of this action, staff is requesting the ongoing appropriation of an additional $15,010 in base budget to support recurring landscape maintenance services expenditures associated with the recommended contract award.
Based on operational experience managing these landscape zones, staff also recommends increasing the annual expenditure authority associated with this contract by $32,296 to address unscheduled repairs and as-needed work. By authorizing as-needed contract expenditure authority, City staff is able to utilize LMD assessments generated by property owners in a cost- effective and responsible manner.
It is important to note that as-needed work does not represent any guarantee of compensation under the terms of the recommended contract. All as-needed work performed by American Heritage under this contract will require advance review and authorization by the City’s Special Districts Division.
ALTERNATIVE ACTION
1. Do not award contract to American Heritage 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 $15,010 in additional ongoing base budget from LMD Fund 357 to support recurring landscape maintenance costs associated with the award of this contract.
ATTACHMENTS
American Heritage Response - Zone T52 (available in the City Clerk's Reading File) RFP#LMD-21-22-33 Final (available in the City Clerk's Reading File) 11 Packet Pg. 143
Agenda Item: 12
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 28, 2022
SUBJECT: MUNICIPAL STORMWATER PERMIT FEE INVOICE TO THE
STATE OF CALIFORNIA
DEPARTMENT: Neighborhood Services
PRESENTER: Darin Seegmiller
RECOMMENDED ACTION
City Council adopt a resolution to ratify a payment to the California State Water Resources Control Board for the Municipal Phase 1, National Pollutant Discharge Elimination System Permit for the billing period October 1, 2021, through September 30, 2022, in the amount of $53,352, and authorize the City Manager to make future permit fee payments.
BACKGROUND
Pursuant to the federal Clean Water Act, as a discharger of municipal storm water into the Santa Clara River, a state surface water, the City of Santa Clarita (City) was first issued a National Pollutant Discharge Elimination System (NPDES) order in 1991. In California, this NPDES order (Permit) is administered by the State Water Resources Control Board (SWRCB).
California Water Code Sections 13260 and 13269 allow the SWRCB to collect a fee to recover costs associated with the issuance, administration, reviewing, monitoring and enforcement of the Permit. This order is issued pursuant to Section 402 of the federal Clean Water Act, implementing regulations adopted by the United States Environmental Protection Agency, and Chapter 5.5, Division 7 of the Water Code.
Annual fees are charged to any entity who is permitted by a NPDES order, and invoiced based on the population of the municipality. The fee amount changes every year based on the state’s administrative costs and is determined by emergency regulation. For the period of October 1, 2021 through September 30, 2022, the fee charged to the City is $53,352, which is the first time the invoice has been over $50,000.
12 Packet Pg. 144
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Funds are available in the Stormwater Expenditure Account, 3567200-516101. There is no impact to the General Fund with this action.
ATTACHMENTS
NPDES Permit Resolution
State Board, Municipal Permit Invoice, 2021 (available in the City Clerk's Reading File) 12 Packet Pg. 145
RESOLUTION NO. 22-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA,
CALIFORNIA, RATIFYING PAYMENT OF ANNUAL NPDES PERMIT FEE AND
APPROVING FUTURE ANNUAL PERMIT FEE PAYMENTS
WITHIN APPROVED BUDGETARY ALLOCATION
WHEREAS, the City of Santa Clarita is required to pay an annual National Pollutant Discharge Elimination System (NPDES) fee to maintain compliance with its Clean Water Act NPDES permit; and
WHEREAS, payment of this fee and others are typically authorized by the City Manager within the Fifty Thousand Dollar spending authority delegated to him by the City Council; and
WHEREAS, the amount of the annual NPDES permit fee recently increased to an amount exceeding Fifty Thousand Dollars; and
NOW THEREFORE, the City Council of the City of Santa Clarita, California, does hereby resolve as follows:
SECTION 1. The City Council of the City of Santa Clarita hereby ratifies payment by the City Manager of the 2021-22 NPDES permit fee in the amount of $ 53,352; and
SECTION 2. The City Council of the City of Santa Clarita does hereby authorize the City Manager to make future annual NPDES permit fee payments on behalf of the City so long as such annual fee does not exceed $100,000 and so long as such annual fee payments are within the budgetary allocation previously approved by the City Council.
SECTION 3. The City Clerk shall certify to the adoption of this resolution.
PASSED, APPROVED, AND ADOPTED this 28th day of June 2022.
______________________________
MAYOR
ATTEST:
_______________________________
CITY CLERK
DATE:__________________________
12.a
Packet Pg. 146
Attachment: NPDES Permit Resolution (MUNICIPAL STORMWATER PERMIT FEE)
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SANTA CLARITA )
I, Mary Cusick, City Clerk of the City of Santa Clarita, do hereby certify that the foregoing Resolution No. 22- ___ was duly adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the 28th day of June 2022, by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
______________________________
CITY CLERK
12.a
Packet Pg. 147
Attachment: NPDES Permit Resolution (MUNICIPAL STORMWATER PERMIT FEE)
Agenda Item: 13
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 28, 2022
SUBJECT: CONTRACT FOR CITYWIDE JANITORIAL SERVICES
DEPARTMENT: Neighborhood Services
PRESENTER: Sarona Vivanco
RECOMMENDED ACTION
City Council:
1. Award a two-year contract to Servicon Systems, Inc., for janitorial services at City-owned facilities in the amount of $3,260,408, plus an additional $140,730 to address additional services, for a total amount not to exceed $3,401,138.
2. Authorize the City Manager or designee to execute up to three one-year renewal options with Servicon Systems, Inc., not to exceed the second-year total, inclusive of additional services, of $1,750,011 per renewal, plus Consumer Price Index (CPI) increases contingent upon the appropriation of funds in the annual budget for such fiscal years.
3. Authorize one-time appropriations totaling $69,593, and authorize ongoing appropriations totaling $759,433, as identified on Attachment A.
4. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
In order to maintain sanitary conditions at all facilities owned by the City of Santa Clarita (City), janitorial services are required. Janitorial services ensure that City-owned and operated facilities are clean and prepared for daily use by the public.
The City uses a specialized vendor to provide cleaning services. The routine cleaning of City facilities occurs during evening hours when the facilities are not in use. Contracted janitorial staff is tasked with basic general cleaning, including emptying trash and recycling receptacles, dusting of surfaces, cleaning glass tabletops and partitions, mopping and vacuuming of floors, 13 Packet Pg. 148
filling paper product dispensers, and other general cleaning of the interior of City facilities.
Janitorial services are needed at 50 City-owned facilities, including City Hall, the Yard, the Transit Maintenance Facility, The MAIN, two community centers, three Metrolink stations, three libraries, SCVTV Channel 20 Studios, parking structures, and the City’s park facilities, encompassing approximately 615,000 square feet.
The current contract expires on June 30, 2022. A Request for Proposals (RFP), CW-21-22-34, was published on BidNet on April 7, 2022, to solicit proposals from qualified vendors to provide the City with janitorial services. The RFP was sent to 334 vendors. As a result, 29 vendors downloaded the RFP, four vendors attended a pre-proposal meeting, and two responsive proposals were received by the City’s Purchasing division on May 9, 2022.
Unlike a bid procurement where the recommended contract award is based on the lowest, most responsive bid, this procurement utilizes multiple weighted criteria to evaluate and score proposals. A multiple weighted criteria procurement reinforces performance expectations and works to ensure that vendors dedicate adequate resources to service the contract. Proposals were scored according to the following criteria:
• Contractor qualifications, scope of work, and program management (25 points) • Experience on similar projects and references (20 points) • Thoroughness of proposal, approach to providing sound services, and ability to provide services to meet standards (20 points)
• Cost of services (35 points)
A panel of City staff members evaluated and scored the responsive proposals and held interviews with both vendors. Based on the selection criteria the vendors were rated as follows:
Company Location Proposal Cost RFP Score
Servicon Systems, Inc. Culver City, CA $1,580,763 87.6
Allied Universal Santa Ana, CA $1,430,264 83.8
Servicon Systems, Inc. (Servicon) offered a more detailed proposal with an emphasis on communication, and a clear method to provide sound services for City-specific challenges. This included a thorough layout of staffing needs and prospective janitorial routes to provide services at City-owned facilities. Servicon provided specific details related to their approach to the scope of work for each individual site, and a clear plan for performance review meetings, including an initial meeting to discuss the City’s preferred performance indicators and regular meetings to review and/or revise the established performance indicators. Servicon also offered a detailed presentation of their innovative approach to cleaning, and ongoing collaborations with industry- leading infection prevention groups.
Staff had concerns with the cost proposal submitted by Allied Universal (Allied). Their proposal failed to include all requested park sites and did not accurately detail the square footage for another City facility. These errors result in an undercalculation of the square footage of space to be cleaned, which impacts the time spent on servicing the contract and the overall cost of services. Their proposal is not as comprehensive as the Servicon proposal, as Allied did not provide specific details for the services to be provided at City facilities. 13 Packet Pg. 149
Servicon’s cost proposal thoroughly addresses all components of the City's established scope of work. Their proposal was well crafted and easy to follow, outlining the staffing, training, equipment, and work flow required to meet the City’s needs. The proposal successfully demonstrates the firm’s qualifications, and shows that Servicon has a clear understanding of the City’s scope of work and performance expectations. The proposal outlined potential operational challenges and provided specific solutions to those scenarios. Servicon’s proposal effectively outlines the program management required to fulfill the scope of work, and it matches the City’s objectives and standards. Servicon has considerable experience providing janitorial services in large scale office buildings, commercial campus settings, and at similar facilities in other cities.
Due to the lack of clarity within Allied’s cost proposal, along with their higher proposed cost for as-needed services and additional services, Allied's cost proposal, despite being lower than Servicon’s, was determined to be lacking and not a like-for-like comparison.
Staff recommends the City Council award a two-year contract to Servicon with three additional, one-year renewals to provide the City with needed janitorial services. The funds requested in addition to the base contract amount will be used for new facilities that are opened during the contract term and for as-needed services, such as deep carpet cleaning, terminal cleaning, high pressure water cleaning, and floor waxing.
ALTERNATIVE ACTION
1. Do not award contract to Servicon Systems, Inc.
2. Other action as determined by the City Council.
FISCAL IMPACT
Upon adoption of the Fiscal Year 2022-23 budget, the approval of the recommended action will increase FY 2022-23 appropriations by $69,593; $12,000 from the General Fund, $8,000 from Transit Fund, $12,000 from Cooper Street CFD Fund, and $37,593 from Areawide Fund. The budget for FY 2022-23 will be adjusted accordingly.
ATTACHMENTS
Attachment A-Janitorial Services Appropriations
13 Packet Pg. 150
Attachment A
City of Santa Clarita
Citywide Janitorial Services
Location - Account Name Account Number Year One
FY 2022-23
Year Two
FY 2023-24
City Hall -
City Hall Maintenance 1007404-516101 $0 $197,000
SCVTV -
Public Television 1001501-516101 $0 $8,000
Corporate Yard -
General Services Administration 1004500-516101 $0 $32,000 Old Town Newhall Parking Structure -
Newhall Parking Structure Maintenance 1007405-516101 $12,000 $12,000 Santa Clarita Public Libraries -
Public Library Facility Maintenance 3098201-516101 $0 $234,600 Business Incubator -
LMD Administration 3572410-516101 $0 $15,000
Metrolink Stations -
Transit Facilities 7007407-516101 $0 $36,000
Mc Bean Transfer Station -
Transit Facilities 7007407-516101 $0 $12,000
Vista Canyon Transfer Station -
Transit Facilities 7007407-516101 $8,000 $8,000
Vista Canyon Parking Structure -
Cooper St. Parking CFD2020-1 3697409-516101 $12,000 $12,000 Transit Maintenance Facility -
Transit Maintenance Facility Maintenance 7007401-516101 $0 $101,000 Various Park Sites -
Parks Maintenance 3677304-516101 $5,740 $34,752
Newhall Community Center -
Facilities Maintenance 3677403-516101 $11,005 $14,665
Santa Clarita Sports Complex -
Santa Clarita Sports Complex Maintenance 3677406-516101 $9,263 $23,555 Canyon Country Community Center -
Canyon Country Community Center Maintenance 3677408-516101 $11,585 $18,861 $69,593 $759,433
13.a
Packet Pg. 151
Attachment: Attachment A-Janitorial Services Appropriations (Award Contract for Citywide Janitorial Services)
Agenda Item: 14
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 28, 2022
SUBJECT: 2020-21 TRANSIT MAINTENANCE FACILITY EQUIPMENT UPGRADES - PHASES I AND III, PROJECT M1033 - APPROVE
PLANS AND SPECIFICATIONS AND AWARD CONSTRUCTION
CONTRACT
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett
RECOMMENDED ACTION
City Council:
1. Approve plans and specifications for the 2020-21 Transit Maintenance Facility Equipment Upgrades – Phases I and III, Project M1033.
2. Award a construction contract to Pardess Air, Inc., in the amount of $518,000 and authorize a contingency in the amount of $51,800, for a total contract amount not to exceed $569,800.
3. Appropriate one-time funds in the amount of $30,000 from the Transit Fund (Fund 700) to expenditure account M1033700-516101 and increase Transit Miscellaneous Federal Grants revenue account 700.442409 by $30,000.
4. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval.
BACKGROUND
The 2020-21 Transit Maintenance Facility Equipment Upgrades project will provide for the repair and replacement of various equipment at the Transit Maintenance Facility (TMF). This project supports the Sustaining Public Infrastructure theme of the City of Santa Clarita’s (City) five-year strategic plan, Santa Clarita 2025.
Upgrades and replacements for this project include the cooling tower, site-wide exterior lighting, base-mounted HVAC equipment replacement, plumbing repairs, emergency generator repairs, 14 Packet Pg. 152
gas leak detection system upgrades, and additional surveillance cameras. The project locations are shown on the attached location map.
The project was divided into seven phases, three (II, IV, and V) of which have already been completed. Phase I will replace the cooling tower and Phase III will replace the HVAC equipment, including a large heat pump. This equipment has been in use for more than 15 years and is past its useful life. The cooling tower is an essential component of the air conditioning supplied to the administration building.
An Invitation to Bid was prepared and published twice in The Signal newspaper, on April 12 and 19, 2022, and was posted to BidNet on April 13, 2022. A total of four bids were submitted to the City and opened by Purchasing on May 19, 2022. The results of the bids are shown below:
Company Location Total Bid
Pardess Air, Inc. Los Angeles, CA $518,000
AC Pros, Inc. Tarzana, CA $598,280
Johnson Controls, Inc. Cypress CA $673,939
Summer Systems Valencia, CA $689,573
Staff recommends awarding the contract to Pardess Air, Inc., the lowest responsible bidder. The contractor possesses a valid state contractor's license and is in good standing with the Contractors State License Board. Staff reviewed the bid response for accuracy and conformance to the contract documents and found it to be complete.
While the City maintains a Support of Local Businesses policy that can be utilized by the City Council when warranted, the City is governed by the California Public Contract Code with regard to public works project procurement. In this type of procurement, the California Public Contract Code does not permit a city to utilize a Support of Local Businesses policy and instead requires the contract be awarded to the lowest responsible bidder.
The lowest base bid amount for this project is higher than the engineer's estimate, as a result of significant increases in cost for equipment and labor. The requested budget appropriation of $30,000 will provide the funds needed to address the project budget shortfall. The requested contingency will cover any unforeseen issues or additional needs that may occur during the construction process.
ALTERNATIVE ACTION
Other action as determined by the City Council.
x
FISCAL IMPACT
Upon approval of the recommended actions, adequate funds will be available in project expenditure account M1033700-516101(Transit Fund) to support the recommended contract.
14 Packet Pg. 153
ATTACHMENTS
Location Map
Bid Proposal for Pardess Air, Inc. (available in the City Clerk’s Reading File) 14 Packet Pg. 154
14.a
Packet Pg. 155
Attachment: Location Map (2020-21 TRANSIT MAINTENANCE FACILITY EQUIPMENT UPGRADES-
Agenda Item: 15
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 28, 2022
SUBJECT: MCBEAN PARKWAY BRIDGE ENVIRONMENTAL MITIGATION, PROJECT R1005 - AWARD CONSTRUCTION CONTRACT
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett
RECOMMENDED ACTION
City Council:
1. Award a construction contract to HELIX Environmental Planning, Inc., for the McBean Parkway Bridge Environmental Mitigation, Project R1005 in the amount of $860,459 and authorize a contingency in the amount of $86,046, for a total contract amount not to exceed $946,505.
2. Authorize the transfer of funds in the amount of $627,775 from the Valencia Bridge and Thoroughfare Fund (Fund 303) from expenditure account S1039303-516101 to expenditure account R1005303-516101.
3. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval.
BACKGROUND
The McBean Parkway Bridge Environmental Mitigation project will implement streambed restoration within the areas of the Santa Clara River (River) to mitigate the permanent impacts resulting from the McBean Parkway Bridge Widening project, as authorized through the environmental permits.
In accordance with the provisions of the Natural River Management Plan (NRMP), this project will remove, maintain, and monitor exotic, highly invasive non-native vegetation, such as Arundo donax (Giant Reed) and Tamarix spp (Salt Cedar). The area to be mitigated is located upstream and downstream of the bridge widening project and covers approximately 6.6 acres, as shown on the attached location map. The NRMP evaluates proposed projects and their 15 Packet Pg. 156
permanent impacts along the River, and is a joint Environmental Impact Report/Environmental Impact Study that includes authorizations through the U.S. Army Corps of Engineers 404 permit, California Department of Fish and Wildlife Streambed Alteration Agreement, and the Los Angeles Regional Water Quality Control Board Waste Discharge Requirements.
The highly invasive, non-native vegetation from the areas within the River has overgrown and displaced the native vegetation resulting in diminished habitat for wildlife and over consumption of limited groundwater. By abating and managing the new growth and re-growth of the invasive vegetation, native plants will re-establish in the area and, in time, native habitats will return.
Another benefit to the abatement of these invasive, non-native plants is the reduction of their potential contribution to wildfires. These plants, when dry, are highly combustible and, when growing in a concentrated area, have contributed to the spread of wildfires.
The first year of the McBean Parkway Bridge Environmental Mitigation project will include the removal of non-native vegetation, and the remaining four years will provide ongoing maintenance for the streambed restoration to ensure complete abatement and promote the recruitment of native species that will support indigenous wildlife. This project supports the Sustaining Public Infrastructure theme of the City of Santa Clarita’s (City) five-year strategic plan, Santa Clarita 2025.
On February 22, 2022, a Request for Proposal (RFP) was prepared and posted on BidNet. On March 24, 2022, the City received three proposals. Staff reviewed and scored the firms on a 100- point scale as follows:
Rank Company Location Score
1. HELIX Environmental Planning Inc. Pasadena, CA 88.00
2. Gothic Landscape, Inc. Santa Clarita, CA 83.33
3. Habitat Restoration Sciences, Inc. Vista, CA 83.00
The scoring system was based on the following criteria: an understanding of the project's objectives and responsibilities, approach to the required work, consultant's previous experience with similar projects, experience working within the Santa Clarita Valley, qualifications of the project team and their resources, and organization of the proposal.
HELIX Environmental Planning, Inc. (HELIX) demonstrated an in-depth understanding of the project's needs and provided a detailed scope of work and approach to the project. The contractor possesses a valid C27 state contractor's license and is in good standing with the Contractors State License Board. In addition, HELIX employs personnel who possess active Category B landscape maintenance and Category F aquatic applicator licenses. Based on their experience and qualifications with previous projects, and the completeness of their proposal, staff recommends awarding the maintenance agreement to HELIX. The requested contingency will be used for any unforeseen conditions that may occur during the contract period.
California Government Code 4526 prescribes the selection of professional environmental services to be based on demonstrated competence and professional qualifications necessary for the satisfactory performance of the services required and does not authorize the selection of professional environmental services based on costs. Staff opened HELIX's cost proposal and 15 Packet Pg. 157
negotiated a final contract at a fair and reasonable price for the services requested in the RFP.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended actions, adequate funds will be available in project expenditure accounts R1005303-516101 (Valencia B&T) and R1005601-516101 (General Fund - Capital) to support the recommended contract.
ATTACHMENTS
Location Map
Bid Proposal for HELIX Environmental Planning, Inc. (available in the City Clerk’s Reading File)
15 Packet Pg. 158
15.a
Packet Pg. 159
Attachment: Location Map (MCBEAN PARKWAY BRIDGE ENVIRONMENTAL MITIGATION AWARD
Agenda Item: 16
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 28, 2022
SUBJECT: NEWHALL RANCH ROAD BRIDGE ENVIRONMENTAL
MITIGATION, PROJECT R1006 - AWARD CONSTRUCTION
CONTRACT
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett
RECOMMENDED ACTION
City Council:
1. Award a construction contract to HELIX Environmental Planning, Inc., for the Newhall Ranch Road Bridge Environmental Mitigation, Project R1006 in the amount of $1,074,046 and authorize a contingency in the amount of $107,405, for a total contract amount not to exceed $1,181,451.
2. Authorize a one-time transfer of funds in the amount of $951,111 to the Newhall Ranch Road Bridge Environmental Mitigation, Project R1006 from the following accounts:
• $695,875 in Miscellaneous Federal Grants funds (Fund 229) from the McBean Parkway Bridge Environmental Mitigation, Project R1005 expenditure account R1005229-516101 to expenditure account R1006229-516101; • $148,507 in Valencia Bridge & Thoroughfare funds (Fund 303) from the McBean Parkway Bridge Environmental Mitigation, Project R1005 expenditure account R1005303-516101 to expenditure account R1006303-516101; and • $106,729 in Miscellaneous Federal Grants funds (Fund 229) from the Newhall Ranch Road Bridge Widening over San Francisquito Creek, Project S1039 expenditure account S1039229-516101 to expenditure account R1006229-516101.
3. Appropriate one-time funds in the amount of $343,634 from the Miscellaneous Federal Grant Fund (Fund 229) to expenditure account R1006229-516101 and increase Miscellaneous Federal Grant revenue account 229-442409 by $343,634.
16 Packet Pg. 160
4. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval.
BACKGROUND
The Newhall Ranch Road Bridge Environmental Mitigation project will implement streambed restoration within the areas of the Santa Clara River (River) and San Francisquito Creek (Creek) to mitigate the permanent impacts resulting from the Newhall Ranch Road Bridge Widening project, as authorized through the environmental permits.
In accordance with the provisions of the Natural River Management Plan (NRMP), this project will remove, maintain, and monitor exotic, highly invasive vegetation, such as Arundo donax (Giant Reed) and Tamarix spp (Salt Cedar). Mitigation will occur in three areas, described as (A), (B), and (C) on the attached location map. The NRMP evaluates proposed projects and their permanent impacts along the River, and is a joint Environmental Impact Report/Environmental Impact Study that includes authorizations through the U.S. Army Corps of Engineers 404 permit, California Department of Fish and Wildlife Streambed Alteration Agreement, and the Los Angeles Regional Water Quality Control Board Waste Discharge Requirements.
The highly invasive, non-native vegetation from the areas within the River has overgrown and displaced the native vegetation resulting in diminished habitat for wildlife and over consumption of limited groundwater. By abating and managing the new growth and re-growth of the invasive vegetation, native plants will re-establish in the area and, in time, native habitats will return.
Another benefit to the abatement of the invasive, non-native plants is the reduction of their potential contribution to wildfires. These plants, when dry, are highly combustible and, when growing in a concentrated area, have contributed to the spread of wildfires.
The first year of the Newhall Ranch Road Bridge Environmental Mitigation project will include the removal of non-native vegetation, and the remaining five years will provide ongoing maintenance for the streambed restoration to ensure complete abatement and promote the recruitment of native species that will support indigenous wildlife. This project supports the Sustaining Public Infrastructure theme of the City of Santa Clarita’s (City) five-year strategic plan, Santa Clarita 2025.
On February 22, 2022, a Request for Proposal (RFP) was prepared and posted on BidNet. On March 24, 2022, the City received three proposals. Staff reviewed and scored the firms on a 100- point scale as follows:
Rank Company Location Score
1. HELIX Environmental Planning, Inc. La Mesa, CA 88.33
2. Gothic Landscape, Inc. Santa Clarita, CA 84.00
3. Habitat Restoration Sciences, Inc. Vista, CA 83.33
The scoring system was based on the following criteria: an understanding of the project’s objectives and responsibilities, approach to the required work, consultant’s previous experience with similar projects, experience working within the Santa Clarita Valley, qualifications of the project team and their resources, and organization of the proposal. 16 Packet Pg. 161
HELIX Environmental Planning, Inc. (HELIX) demonstrated an in-depth understanding of the project’s needs and provided a detailed scope of work and approach to the project. The contractor possesses a valid C27 State Contractor’s License and is in good standing with the Contractors State License Board. In addition, HELIX employs personnel who possess active Category B licenses for landscape maintenance and Category F aquatic licenses. Based on their experience and qualifications with previous projects and the completeness of their proposal, staff recommends awarding the maintenance contract to HELIX. The requested contingency will be used for any unforeseen conditions that may occur during the contract period.
California Government Code 4526 prescribes the selection of professional environmental services to be based on demonstrated competence and professional qualifications necessary for the satisfactory performance of the services required and does not authorize the selection of professional environmental services based on costs. Staff opened HELIX’s cost proposal and negotiated a final contract at a fair and reasonable price for the services requested in the RFP.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended actions, adequate funds will be availabe in expenditure accounts R1006229-516101 and R1006303-516101 to support the recommended contract.
ATTACHMENTS
Location Map
Bid Proposal for HELIX Environmental Planning, Inc. (available in the City Clerk’s Reading File)
16 Packet Pg. 162
(A)
(B)
(C)
16.a
Packet Pg. 163
Attachment: Location Map (NEWHALL RANCH ROAD BRIDGE ENVIRONMENTAL MITIGATION AWARD
Agenda Item: 17
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 28, 2022
SUBJECT: EASEMENT DEDICATION TO THE SANTA CLARITA VALLEY
WATER AGENCY FOR THE CASTAIC CONDUIT BYPASS
PIPELINE PROJECT, APNS 2811-063-904, -905, -906 AND -907 DEPARTMENT: Recreation and Community Services
PRESENTER: Janine Prado
RECOMMENDED ACTION
City Council:
1. Approve and authorize the City Manager, or designee, to execute a pipeline easement and temporary construction easement for the Santa Clarita Valley Water Agency, subject to City Attorney approval.
2. Increase General Fund revenue account 100-462101 in the amount of $10,675.
BACKGROUND
The Santa Clarita Valley Water Agency (SCVWA) is requesting two easements from the City of Santa Clarita (City) to allow for construction of a 54-inch diameter pipeline across a portion of Assessor Parcel Numbers (APNs) 2811-063-904, -905, -906 and -907, located parallel to San Francisquito Creek (Creek) in the Rye Canyon industrial area as a part of the SCVWA Castaic Conduit Bypass Pipeline Project (Project). The purpose of this Project is to create a more secure and flexible water supply throughout the Santa Clarita Valley.
Construction of this Project will have a minimal impact to the trails on both sides of the Creek. It is the responsibility of SCVWA to manage all construction and associated impacts related to barricades, detours, signs, public safety, and restoration of the trails upon completion of the project to the satisfaction of the City Engineer.
The Project will require the dedication of a 12,139 square-foot easement for pipeline purposes and a 64,121 square-foot temporary construction easement over a portion of the above- mentioned parcels. The newly installed pipeline section will run southeast of San Francisquito 17 Packet Pg. 164
Creek parallel to the bridge on Avenue Scott.
Santa Clarita Valley Water Agency is offering $10,675 for these easements. This offering for the easement is standard practice by Santa Clarita Water Valley Agency and is based off an appraisal.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended action, General Fund Revenue account 100-462101 will be increased by $10,675.
ATTACHMENTS
SCVWA Pipeline Easement 2.0
SCVWA Construction Easement
17 Packet Pg. 165
17.a
Packet Pg. 166
Attachment: SCVWA Pipeline Easement 2.0 (SCVWA to purchase easement for Castaic Conduit)
17.b
Packet Pg. 167
Attachment: SCVWA Construction Easement (SCVWA to purchase easement for Castaic Conduit)
Agenda Item: 18
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 28, 2022
SUBJECT: APPROVAL OF REAL PROPERTY ACQUISITION OF 200 +/-
ACRES IN LOS ANGELES COUNTY, ADJACENT TO HASKELL
CANYON OPEN SPACE, ASSESSORS PARCEL NUMBERS 2813-
025-001, 2813-010-001, 2813-010-011, 2813-010-012, 2813-010-013 DEPARTMENT: Recreation and Community Services
PRESENTER: Janine Prado
RECOMMENDED ACTION
City Council:
1. Approve the acquisition of 200 +/- acres Los Angeles County Assessor’s Parcel Numbers 2813-025-001, 2813-010-001, 2813-010-011, 2813-010-012, and 2813-010-013 at a total cost of $1,636,500, which includes the property purchase price of $1,600,000; $14,000 for due diligence, escrow, and closing costs; $12,500 remedial work (removal and proper disposal of trash, debris, septic system, and occupants on the properties); and $10,000 for trailhead improvements.
2. Appropriate $1,626,500 from the Open Space Preservation District Fund Balance (Fund 358) to Expenditure Account 3585200-520104 for the purchase of the property, due diligence, and closing costs.
3. Appropriate $10,000 from Open Space Preservation District Fund Balance (Fund 358) to Expenditure Account 3585200-516101 for trailhead improvements.
4. Appropriate $23,000 as an on-going annual expenditure, starting fiscal year 2022-2023 from Open Space Preservation District Fund Balance (Fund 358) to Expenditure Account 3587501-518503 for the payment of annual property taxes.
5. Authorize the City Manager, or designee, to execute all documents, subject to City Attorney approval, contingent upon the appropriation of funds by the City Council.
x
18 Packet Pg. 168
BACKGROUND
The subject property is comprised of 200 +/- acres located in Los Angeles County, adjacent to Haskell Canyon Open Space. It is outside of the City of Santa Clarita (City) limits, within the Open Space Preservation District (District) three-mile benefit area boundry, making it eligible for acquisition. The benefit area boundry is outlined in the Open Space Acquisition Implementation Work Program (Work Program), which is approved annually by the Financial Accountability and Audit Panel. Further, the acquisition of this property aligns with objectives outlined in the Work Program related to preserving undeveloped land in and around the Santa Clarita Valley.
The property purchase price of the property is $1,600,000 is based off a completed appraisal report, with an estimated cost of $14,000 for title, escrow, and due diligence and $10,000 for trailhead improvements, for a total cost and appropriation of $1,624,000. The seller will be compensated $12,500 for remedial work on the property that includes equipment, trash and debris removal, along with the removal or closure of an existing septic system, to the extent that it is rendered safe, as required by law, prior to close of escrow. Remedial work will also include all tenants, other occupants, and their vehicles, mobile homes, and other property to be removed prior to close of escrow. An ongoing appropriation of $23,000 annually is being requested for property taxes, as the property is located outside of the City’s limits.
This acquisition is in compliance with the mission of the Open Space Preservation District. It has been reviewed pursuant to the California Environmental Quality Act (CEQA) and is exempt under CEQA guidelines Section 15313, Class 13, as an acquisition for conservation purposes, and Section 15325, Class 25, as a transfer of an ownership interest in land to preserve open space and existing natural conditions. Any subsequent or proposed changes in the use or condition of the property will be subject to CEQA guidelines.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended action, one-time funding will be appropriated from Open Space Preservation District Fund Balance (Fund 358) as follows: $1,626,500 for the purchase of the property, due diligence, and closing costs; $10,000 for trailhead improvements; and $23,000 on-going appropriations starting fiscal year 2022-2023 for the payment of annual property taxes.
ATTACHMENTS
Harris Property Map 12.2021
18 Packet Pg. 169
18.a
Packet Pg. 170
Attachment: Harris Property Map 12.2021 (Harris Property Acquisition +/- 200 Acres)
Agenda Item: 19
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 28, 2022
SUBJECT: MICROSOFT ENTERPRISE LICENSE AGREEMENT
DEPARTMENT: Administrative Services
PRESENTER: Benny Ives
RECOMMENDED ACTION
City Council:
1. Award a three-year contract to SoftwareONE, Inc., in the amount of $128,075 plus a 10 percent contingency in the amount of $12,808, for a total amount not to exceed $140,883 for the continued use of the City’s Microsoft Enterprise License Agreement; inclusive of Microsoft Client Access Licenses, Windows Server operating system licenses, SQL Server database licenses, Exchange email server licenses, Remote Desktop licenses, and support for three years.
2. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) utilizes Microsoft (MS) software to operate desktop computers, servers, databases, applications, and email. The contractual agreement between the City and MS, known as an Enterprise Agreement, grants licensed use of MS products and authorizes the City to use, connect, and receive support for Windows computers, Windows servers, SQL Server, Exchange email, Systems Center and Configuration Manager, Remote Desktop, and the Microsoft Developer Network. A typical Enterprise Agreement lasts for three years, at which time the agreement is re-entered to allow the continued use and support of MS software. The existing agreement is set to expire on June 30, 2022, and was last approved by the City Council on June 11, 2019.
For over thirteen years, the City has utilized a MS Enterprise Agreement to ensure proper licensing of MS software as well as the flexibility for growth as the organization expands.
Through the Enterprise Agreement, City computers are licensed to connect to Windows servers 19 Packet Pg. 171
from desktop computers to share network resources, including storage, email, printers, as well as a centralized repository for managing user access and computer configurations. City computers are licensed to utilize Exchange email for critical business communications with residents and other stakeholders. Technology Services is licensed to deploy SQL Server databases that serve various applications and store the critical data used by staff on a daily basis.
There are several benefits of an MS Enterprise Agreement such as Software Assurance that allows the City to upgrade to the latest version of any of the products managed under the agreement’s term. This allows the City to be on the latest versions of the covered MS software and benefit from the feature and security enhancements at no additional cost. Software Assurance also provides City staff with support, tools, training, and the ability to demo and test software prior to deployment. Additionally, as the organization’s needs change, the City can adjust the number of licenses required in a process known as “true-up” which greatly simplifies license management for staff.
On July 11, 1995, the City Council approved the use of competitive and co-operative purchasing agreements. This process permits the City to place orders against a competitively awarded, existing public agency contract. The County of Riverside Licensing Solution Provider Agreement Number PSA-0001530 was competitively solicited and awarded on October 22, 2019, allowing the City to take advantage of an existing competitive procurement process to purchase the new MS Enterprise Agreement.
Staff finds that the County of Riverside Licensing Solution Provider Agreement Number PSA- 0001530 contract through SoftwareONE, Inc., provides the most competitive pricing. The cost of $128,075 is inclusive of Microsoft Client Access Licenses, Windows Server operating system licenses, SQL Server database licenses, Exchange email server licenses, Remote Desktop licenses, and support for three years.
ALTERNATIVE ACTION
1. Do not approve contract with SoftwareONE, Inc.
2. Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in Technology Services expenditure account 1002200-516101.
ATTACHMENTS
Santa Clarita - MS EA 2022
19 Packet Pg. 172
Quoted to: City of Santa Clarita
Date: 6/10/2022
Quote#: 44722
Expires: 7/10/2022 EA# ******** - Expires 6/30/2022
Quantity Part # Description Unit Price Ext. Price
550 W06-00446 Core CAL ALng SA UCAL $48.48 26,664.00$
25 W06-00445 Core CAL ALng LSA UCAL $100.36 2,509.00$
4 312-02257 ExchgSvrStd ALNG SA MVL $125.76 503.04$
4 7NQ-00292 SQLSvrStdCore ALNG SA MVL 2Lic CoreLic $579.00 2,316.00$ 1 MX3-00117 VSEntSubMSDN ALNG SA MVL $1,058.88 1,058.88$ 40 6VC-01254 Win Remote Desktop Services CAL ALng SA UCAL $23.40 936.00$ 60 9EA-00278 Win Server DC Core ALng SA 2L $124.32 7,459.20$ 3 R39-00396 Win Server External Connector ALng SA $326.04 978.12$ 14 9EM-00270 Win Server Standard Core ALng SA 2L $19.08 267.12$ Sub-Total 42,691.36$
Tax
ESD - nontaxable. Please type "Electronic Software
Delivery" on your PO. -$
Shipping No Charge
Total Your annual EA price (1 of 3) 42,691.36$
Prices good for 30 days
Quoted by SoftwareONE, Inc.
Pass-Through Warranty and Other Rights. As a reseller, end-user warranties and liabilities (with respect to any third party software products provided by SoftwareONE) shall be provided as a pass-through from the manufacturer of such products. All software products are subject to the license agreement of the applicable software supplier, as provided with the software packaging or in the software at time of shipment.
Important: Please provide the email address of the recipient designated to receive a SoftwareONE order confirmation and/or receive electronic software deliveries.
19.a
Packet Pg. 173
Attachment: Santa Clarita - MS EA 2022 (MICROSOFT ENTERPRISE LICENSE AGREEMENT)
Agenda Item: 20
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 28, 2022
SUBJECT: EARTHQUAKE COVERAGE FOR CERTAIN CITY FACILITIES FOR THE 2022-23 FISCAL YEAR
DEPARTMENT: Administrative Services
PRESENTER: Andrew Adams
RECOMMENDED ACTION
City Council:
1. Authorize Alliant Insurance Services, Inc., to bind earthquake coverage on behalf of the City for Fiscal Year 2022-23 for various City facilities with Arrowhead General Insurance Agency, Inc., for a policy limit of $35 million, for a total premium fee of $375,152.
2. Authorize the City Manager or designee to exercise two, one-year renewal options, beginning in Fiscal Year 2022-23, with the City’s earthquake insurance broker Alliant Insurance Services, Inc, in an amount not to exceed $22,500 annually.
3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita’s (City) current earthquake insurance policy, expiring on July 1, 2022, provides building, structure, and contents coverage for 19 highly-valued City-owned facilities. In preparation for coverage renewal, staff underwent a request for proposals process for earthquake brokerage services. Based on competitive rates, qualifications, and comprehensive services, Alliant Insurance Services, Inc. (Alliant) was selected, and a one-year agreement was executed.
Alliant reviewed the City’s current property schedule and utilized earthquake modeling software to make recommendations to staff regarding which facilities should be considered for coverage.
With the recent additions of the Sheriff Station, the Canyon Country Community Center and the Vista Canyon Metrolink Station, the total number of recommended facilities for inclusion in the renewal policy increased from 19 to 22. In an effort to secure the lowest cost renewal premium, 20 Packet Pg. 174
staff instructed Alliant to solicit bids for coverage. Alliant contacted various carriers within the earthquake marketplace and secured a timely pricing proposal from a single agency: Arrowhead General Insurance Agency, Inc.
Staff evaluated the costs and elements of the proposal received and recommends renewing the City’s earthquake insurance policy for Fiscal Year 2022-23 with Arrowhead General Insurance Agency, Inc., for a total policy amount of $35 million, with a 15 percent deductible for a total premium cost of $375,152.
ALTERNATIVE ACTION
Other direction as determined by the City Council
FISCAL IMPACT
Adequate funds will be available in the Self Insurance Fund (Fund 721), Expenditure Account number 7212304-516101, upon approval of the Fiscal Year 2022-23 budget. 20 Packet Pg. 175