Agenda Item: 11
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: December 13, 2022
SUBJECT: CONTRACT FOR PARKS LANDSCAPE MAINTENANCE
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 nine City parks (Northbridge Park, Chesebrough Park, David March Park, Pacific Crest Park, Fair Oaks Park, Copper Hill Park, Duane Harte Park at River Village, Golden Valley Park, and West Creek Park) for an annual base amount of $372,156, and approve up to an additional $55,823 annually in contract expenditure authority to allow the contractor to perform as-needed repairs or replacements for a total contract amount not to exceed $855,958.
2. Authorize a one-time appropriation for Fiscal Year 2022-23 in the amount of $22,071 and an on-going appropriation of $39,522 from the Areawide Fund 367 to account 3677307-516110, to support recurring landscape maintenance service expenditures associated with the recommended contract award.
3. 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.
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. Currently, nine City parks are maintained by a contractor, who performs maintenance on a weekly basis. These parks include Northbridge, Chesebrough, David March, Pacific Crest, Fair Oaks, Copperhill, Duane Harte at River Village, Golden Valley, and West Creek Parks. The contractor is responsible for maintaining the turf, planters, and irrigation at these locations.
The current contract is with Stay Green Inc. (Stay Green) and expires on January 31, 2023.
Request for Proposal (RFP) number NS-22-23-09 for the landscape maintenance of nine parks was published and circulated via the City’s e-procurement platform, BidNet, on September 13, 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, a majority of the evaluation criteria focuses on the composition and structure of the contractors’ crew, their maintenance area rotation schedule, and overall value. The intention of this multiple criteria bid process is to encourage proposals to be reflective of the complement of landscape staff necessary to meet the City’s maintenance standards. 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%)
The City’s solicitation notified 311 vendors, of which 21 vendors downloaded the RFP. Four companies provided proposals for consideration. An evaluation team made up of City staff reviewed and scored all proposals. The results of the multiple weighted criteria scoring process are as follows:
Company Location Bid Amount Points Awarded
Stay Green Inc. Santa Clarita, CA 372,156 277.33
American Heritage Landscape Inc. Canoga Park, CA 442,608 240.33 Mariposa Landscape Inc. Irwindale, CA 489,324 235.34
Green Garden Inc. Canoga Park, CA 372,265 155.00
Stay Green, Inc.(Stay Green) achieved the highest score with the evaluation team determining their proposal offered the best overall value. While two other companies dedicated comparable hours for the recurring maintenance, Stay Green’s proposal represents the greater value as their base operational cost is considerably lower than the second highest rated proposal, and encompasses an operational rotation schedule and sufficient hours to service all nine park sites weekly.
Based on operational experience with the landscape maintenance of these parks, staff recommends increasing the annual contract expenditure authority by $55,823 to ensure expenditure authority is available to address unforeseen repairs and as-needed materials for landscape improvements.
The increase in expenditure authority granted by the City Council does not represent any guarantee of additional compensation under the terms of the recommend contract. Beyond retaining the discretion to utilize alternative contractors as deemed necessary, all unscheduled repair work or one-time enhancement projects performed by Stay Green will continue to require staff review and advanced authorization by the City's Parks Division.
Staff has completed due-diligence review of the recommended contractor's professional references and determined their work history meets the City's standards and performance expectations. Based on the above, staff recommends awarding the landscape maintenance contract to Stay Green.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
The recommened action requires a one-time appropriation of $22,071 for Fiscal Year 2022-23 and an on-going appropriation of $39,522 from the Areawide Fund 367 to sufficently fund 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-22-23-09 (available in the City Clerk's Reading File)