Agenda Item: 8
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: April 25, 2023
SUBJECT: LANDSCAPE MAINTENANCE AT CITY TRANSIT FACILITIES
CONTRACT
DEPARTMENT: Administrative Services
PRESENTER: Keith Miller
RECOMMENDED ACTION
City Council:
1. Award a two-year contract to American Heritage Landscape, LP to provide landscape maintenance services for all City of Santa Clarita (City) Transit and Metrolink facilities for an annual base amount of $69,812, and authorize a 20 percent contingency in the annual amount of $13,962, for a total two-year contract not to exceed $167,548.
2. Find that the award of contract is exempt from the California Environmental Quality Act (CEQA) pursuant to Article 19 – Categorical Exemptions, Section 15301, Existing Facilities, (h) Maintenance of Existing Landscaping.
3. Authorize the City Manager or designee to execute up to three (3) additional, one-year renewal options beginning in year three, not to exceed the annual contract amount, 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, 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 Proposal (RFP) number LMD-22-23-33, for the maintenance of LMD Zone Metro was published and circulated via the City’s BidNet system on
January 17, 2023. The publication was transmitted to 472 vendors with 50 that downloaded the RFP documents. Seven companies provided proposals for consideration with the results below:
PROPOSAL COMPANY LOCATION BID
AMOUNT
POINTS
AWARDED
Proposal 1 American Heritage
Landscape, LP
Canoga Park, CA $ 69,812 252.34
Proposal 2 Oakridge Landscape, Inc. Santa Clarita, CA $ 83,472 239.33 Proposal 3 Mariposa Landscapes, Inc. Irwindale, CA $153,480 226.66 Proposal 4 Specialized Landscape
Management
Simi Valley, CA $ 77,172 213.66
Proposal 5 Stay Green, Inc. Santa Clarita, CA $284,736 203.33 Proposal 6 SGD Enterprises DBA
Four Seasons Landscaping
Van Nuys, CA $126,000 181.66
Proposal 7 EMTS, Inc. Clovis, CA $190,020 170.67
To enhance maintenance standards and enforce contractor accountability, the RFP incorporated a multiple criteria selection process based on several weighted categories to encourage proposals that will fully meet the City’s maintenance standards. Additionally, the RFP specifications include language that gives staff the ability to impose payment reductions on the contractor when maintenance schedules are not met or performance deficiencies are documented.
An evaluation panel comprised of staff representing the City’s Parks, Planning, and Open Space team and the City’s Special Districts division scored proposals based on the following criteria:
• Value Provided (30%)
• Rotation Schedule (20%)
• Team Composition/Crew Member Structure (15%)
• Acknowledgement and Understanding of Specifications (15%) • Proposal Amount (10%)
• References & Certifications (10%)
American Heritage Landscape, LP (American Heritage) achieved the highest score, with the evaluation team determining their proposal offered the best overall value. American Heritage’s proposal was distinguished by the overall composition and structure of their crew, their approach for rotating personnel throughout each assigned LMD zone, the modification of operations due to seasonal changes, and recognition of additional detail within focal areas. Finally, 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.
California Environmental Quality Act (CEQA) Determination This award of contract is not subject to CEQA review pursuant to CEQA Guidelines Article 19 - Categorical Exemptions, Section 15301, Existing Facilities, (h) Maintenance of Existing Landscaping.
ALTERNATIVE ACTION
1. Do not award contract to American Heritage Landscape, LP.
2. Other action as determined by the City Council.
FISCAL IMPACT
There is no impact to the general fund. The City Council previously appropriated sufficient LMD Funds during adoption of the Fiscal Year 2022-23 budget to support these costs via the following accounts:
• Jan Heidt Newhall Metrolink - 7007306-516110, 7007306-514101 • Santa Clarita Metrolink - 7007306-516110, 7007306-514101 • Via Princessa Metrolink - 3572431-516110, 3572431-514101 • McBean Regional Transit Center - 3572439-516110, 3572439-514101 • Transit Maintenance Facility - 7003701-516110, 7003701-514101 • Vista Canyon Regional Transit Center - 7007407-516110, 7007407-514101
ATTACHMENTS
Response File Zone METRO American Heritage (available in the City Clerk's Reading File)