Agenda Item: 5
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: November 14, 2023
SUBJECT: LANDSCAPE MAINTENANCE CONTRACTS FOR LMD ZONES 3, 5, 6, T-31
DEPARTMENT: Administrative Services
PRESENTER: Andrew Adams
RECOMMENDED ACTION
City Council:
1. Award four contracts to Stay Green, Inc., to provide landscape maintenance services for Landscape Maintenance District Zone 3 - Sierra Heights, Zone 5 - Sunset Hills, Zone 6 - Canyon Crest, and Zone T-31 - Shangri-La, for a two-year contract amount not to exceed $43,172, $169,669, $158,030, and $252,267 respectively.
2. 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 amounts, 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.
3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
4. Appropriate an ongoing budget increase of $2,161 from the Landscape Maintenance District Fund Balance (Fund 357) to expenditure account 3572430-516110 Sierra Heights, $15,541 to expenditure account 3572432-516110 Sunset Hills, $44,806 to expenditure account 3572433- 516110 Canyon Crest, and $46,860 to expenditure account 3572424-516110 Shangri-La.
5. Find that the award of contracts is exempt from the California Environmental Quality Act pursuant to Article 19 – Categorical Exemptions, Section 15301, Existing Facilities, (h) Maintenance of Existing Landscaping.
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BACKGROUND
The City of Santa Clarita (City) administers 62 financially independent zones within the Landscape Maintenance District (LMD), providing landscape maintenance services through contracts with private companies. Request for Proposal (RFP) LMD-23-24-14, for the maintenance of LMD Zone 3 (Sierra Heights), Zone 5 (Sunset Hills), Zone 6 (Canyon Crest), and Zone T-31 (Shangri-La) was published and circulated via the City’s e-procurement system BidNet on September 20, 2023.
Unlike a bid procurement, where the recommended contract award is based upon the lowest, most responsive bid, the RFP procurement approach utilizes multiple weighted criteria to evaluate and score proposals. This approach reinforces performance expectations and ensures that vendors dedicate adequate employees to service the contract. While the price for services is a component constituting 10 percent of the weighted evaluation criteria, 90 percent of the evaluation criteria focuses on the overall value provided, including the composition and structure of the contractor’s crew, their schedule to rotate through the maintenance areas, understanding of the specifications, and references.
The following categories comprised the weighted criteria used to evaluate proposals:
• Value Provided - Team Composition/Crew Structure/Rotation Schedule (65%) • Acknowledgement and Understanding of Specifications (15%) • Proposal Amount (10%)
• References and Certifications (10%)
The City transmitted the solicitation to 693 vendors on BidNet, of which 26 vendors downloaded the RFPs. Five companies provided proposals for consideration. An evaluation panel comprised of staff representing the City’s Special Districts division scored the responses based on a 300- point system, with the results outlined below.
ZONE PROPOSALS
RECEIVED
COMPANY LOCATION POINTS
AWARDED
Proposal 1 Stay Green, Inc. Santa Clarita, CA 261
Proposal 2 American Heritage
Landscape, LP
Canoga Park, CA 229
Proposal 3 SGD Enterprises Van Nuys, CA 225
Proposal 4 Specialized Landscape
Management Service, Inc.
Simi Valley, CA 203
Proposal 5 eLawns, LLC Mountain House, CA 128
In reviewing proposals, the evaluation team awarded the highest score to Stay Green, Inc. (Stay Green). The evaluation team determined that Stay Green’s proposal offered the best overall value to meet the landscape maintenance needs within LMD Zones 3, 5, 6, and T-31. Stay Green's proposal dedicates 32 monthly hours of management staff time to overseeing zone operations. It also provides a solid overall team composition and maintenance rotation schedule that positions them to manage landscape services in the respective zones successfully. Stay Green’s proposed
crew structure, approach for rotating personnel throughout the four assigned LMD zones, and proposed modification of operations due to seasonal changes are consistent with LMD’s standards for overall maintenance. Staff has completed a due-diligence review of Stay Green’s professional references and determined their work history meets the City's standards and performance expectations. Based on the above, staff recommends awarding the four landscape maintenance contracts to Stay Green.
To support these contracts, staff is requesting an ongoing appropriation of $109,368, which will be combined with the funds previously appropriated during the annual budget process. If approved, the total budget for recurring monthly landscape maintenance services, including additional appropriations, will be $21,586 in Zone 3 (Sierra Heights), $84,834 in Zone 5 (Sunset Hills), $79,015 in Zone 6 (Canyon Crest), and $126,134 in Zone T-31 (Shangri-La). This ongoing base adjustment is reflective of rising fuel and industry labor costs. The recommended contract amounts are required to ensure Stay Green can perform monthly landscape maintenance and repairs, maximize operational efficiencies, and ensure such work is completed promptly.
Maintenance and repairs include but are not limited to responding to emergencies, irrigation repairs, or replacement of irrigation systems that are damaged or have reached the end of their useful service life; replacement of dead plant material; addressing vandalism; and one-time beautification enhancement projects.
Finally, the increase in expenditure authority granted by the City Council does not represent any guarantee of additional compensation under the terms of the recommended contracts. Beyond retaining the discretion to utilize alternative contractors as deemed necessary, all unscheduled repair work or one-time enhancement projects performed by Stay Green under all four contracts will continue to require staff review and advanced authorization by the City’s Special Districts Division. Furthermore, to improve maintenance standards and enforce accountability, the solicitation also includes provisions to impose payment reductions for poor performance should the contractor fail to meet their maintenance obligations.
California Environmental Quality Act (CEQA) Determination This award of contracts 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
Other action as determined by the City Council.
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FISCAL IMPACT
The recommended action requires an ongoing appropriation of $109,368 from the Landscape Maintenance District Fund Balance (Fund 357) to support recurring landscape maintenance costs associated with the award of these contracts. Funding for future years is contingent upon the appropriations of funds by the City Council in the annual budget for such fiscal year.
ATTACHMENTS
LMD-23-24-14 Zones 3, 5, 6, T31 RFP Documents (available in the City Clerk's Reading File) LMD-23-24-14 Zones 3, 5, 6, T31 Stay Green Response File (available in the City Clerk's Reading File)