Agenda Item: 10
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 28, 2022
SUBJECT: LMD ZONE T2A - LANDSCAPE MAINTENANCE CONTRACTS/
APPROPRIATION OF OPERATIONAL BUDGET
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 T2A (Skyline Ranch) for an annual base amount of $78,528, plus an additional $15,706 in annual contract expenditure authority to address unforeseen maintenance and repairs, for a total two-year amount not to exceed $188,468.
2. Authorize the City Manager or designee to execute up to three additional, one-year renewal options for Oakridge Landscape, Inc., beginning in year three, for an annual amount not to exceed $94,234; plus, an adjustment in compensation consistent with the appropriate Consumer Price Index, upon request of the contractor, contingent upon the appropriation of funds by the City Council during the annual budget for such fiscal year.
3. Authorize ongoing appropriations from Landscape Maintenance District Fund 357 totaling $104,404, as identified in Attachment A, to support Zone T2A operations and monitoring services.
4. 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) No. LMD-21-22-30, for the maintenance of LMD Zone T2A, Skyline Ranch, was published by the City on March 4, 2022.
The City transmitted the solicitation to 344 vendors, in addition to the Santa Clarita Valley Chamber of Commerce and the Valley Industry Association. Nineteen companies downloaded the proposals, with three vendors providing proposals for consideration.
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. 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 following categories comprise the weighted criteria used to evaluate the proposals.
• Value Provided (30%)
• Rotation Schedule (20%)
• Team Composition/Crew Member Structure (15%)
• Acknowledgement and Understanding of Specifications (15%) • Proposal Amount (10%)
• References and Certifications (10%)
Company Location Bid Amount RFP Points
Oakridge Landscape, Inc. Santa Clarita, CA $78,528 291.67 Oak Springs Nursery, Inc. Sylmar, CA $185,200 224.34
Brightview Landscape San Fernando, CA $69,600 208.67
In reviewing proposals, the evaluation team awarded the highest score to Oakridge Landscape, Inc. (Oakridge). The evaluation process determined that the Oakridge proposal offered the best overall value to meet the landscape maintenance needs within LMD Zone T2A.
Oakridge achieved the highest score among all proposers, across all performance criteria utilized to evaluate proposals. Additionally, Oakridge’s proposal provides the greatest number of dedicated monthly hours, 220, towards servicing LMD Zone T2A, while striking an effective balance of combined supervision and field labor. Finally, Oakridge’s proposal provides 35 percent more monthly hours than the lowest cost proposal submitted by Brightview Landscape.
As part of this action, staff is requesting the ongoing appropriation of an additional $104,404 in base budget to support recurring landscape maintenance operational expenditures including monitoring services, as listed in Attachment A. LMD Zone T2A generates sufficient annual revenues to support the identified ongoing annual maintenance expenditures.
Based on operational experience managing these landscape zones, staff also recommends increasing the annual expenditure authority associated with this contract by $15,706 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 Oakridge under this contract will require advance review and authorization by the City’s Special Districts Division.
Staff has completed a due-diligence review of Oakridge’s professional references, determined their work meets the City's standards and performance expectations, and recommends awarding this landscape maintenance contract to Oakridge.
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 $104,404 in additional ongoing base budget from LMD Fund 357 to support recurring landscape maintenance costs associated with the award of Oakridge's contract and recurring operational costs. Upon adoption of the Fiscal Year 2022-23 budget, $104,404 will be appropriated to LMD Zone T2A expenditure account 3572465 as identified in Attachment A.
ATTACHMENTS
Attachment A -LMD Zone T2A Ongoing Appropriations
Oakridge Landscape Proposal (available in the City Clerk's Reading File)