Agenda Item: 12
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: July 12, 2022
SUBJECT: LANDSCAPE CONTRACT FOR VETERANS HISTORICAL PLAZA
AND NEWHALL COMMUNITY CENTER
DEPARTMENT: Neighborhood Services
PRESENTER: Susan Nelson
RECOMMENDED ACTION
City Council:
1. Award a two-year contract to Stay Green, Inc., to provide landscape maintenance services to the Veterans Historical Plaza and the Newhall Community Center for an annual base amount of $22,200, plus an additional $4,440 in annual contract expenditure authority to address unforeseen maintenance and repairs, for a total two-year amount not to exceed $53,280.
2. Authorize ongoing appropriations from Areawide Fund 367 to expenditure account 3677303- 516110 for $4,640 to support recurring landscape maintenance services.
3. Authorize the City Manager or designee to execute up to three additional, one-year renewal options beginning in year three, for an annual amount not to exceed $26,640 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.
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) Parks Division maintains 36 developed parks, encompassing 409 acres. The City contracts with a vendor to maintain the landscape at the Veterans Historical Plaza and the Newhall Community Center. The contractor is responsible for the maintenance and care of the turf, planters, and irrigation at both locations.
Request for Proposals (RFP) number NS-21-22-37 for the landscape maintenance of the Veterans Historical Plaza and the Newhall Community Center was published and circulated via the BidNet system on May 2, 2022. The RFP was sent to 318 vendors, and downloaded by 16 perspective vendors. Three proposals were received by the City’s Purchasing staff on May 31, 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. A multiple weighted criteria procurement reinforces performance expectations and works to ensure that vendors dedicate adequate resources 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:
• Team Composition (45 points)
• References (30 points)
• Rotation Schedule (60 points)
• Acknowledgement & Successful Understanding of the Scope of Work (45 points) • Value (90 points)
• Cost (30 points)
Proposal Company Location Amount Points
Proposal 1 Stay Green, Inc. Santa Clarita, CA $ 22,200 244.67 Proposal 2 American Heritage Landscape Canoga Park, CA $ 33,528 237.33 Proposal 3 Oak Springs Nursery Sylmar, CA $ 34,366 224.67
In reviewing the proposals, the evaluation team awarded the highest score to Stay Green, Inc. (Stay Green). The evaluation process determined that the Stay Green proposal offered the best overall value to meet the landscape maintenance needs at the Veterans Historical Plaza and the Newhall Community Center.
Stay Green achieved the highest overall score and scored the highest of all bidders in the areas of Value and Cost. The proposal submitted by Stay Green dedicates 60 monthly hours of combined supervision and field labor towards servicing the two park sites.
Based on operational experience managing these park sites, staff recommends increasing the annual expenditure authority associated with this contract by $4,440 to address unscheduled repairs and as-needed work. 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 Stay Green under this contract will require advance review and authorization by the City’s Parks Division.
As part of this action, staff is requesting the ongoing appropriation of an additional $4,640 in base budget to support recurring landscape maintenance services expenditures associated with
the recommended contract award, as listed in Attachment A. Sufficient funding within the Areawide Fund, Fund 367, is available to support the increased ongoing annual maintenance expenditures.
Staff has completed a due-diligence review of Stay Green’s professional references and determined their work meets the City's high standards and performance expectations. Staff recommends awarding this landscape maintenance contract to Stay Green.
ALTERNATIVE ACTION
1. Do not award contract to Stay Green, Inc.
2. Other action as determined by the City Council.
FISCAL IMPACT
The recommended action requires an ongoing appropriation of $4,640.00 from Areawide Fund to expenditure account 3677303-516110 to support the recurring landscape maintenance costs associated with the award of this contract.
ATTACHMENTS
Stay Green Proposal (available in the City Clerk's Reading File) RFP # NS-21-22-37 (available in the City Clerk's Reading File)