Agenda Item: 6
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: September 24, 2024
SUBJECT: LANDSCAPE MAINTENANCE CONTRACT FOR LMD ZONE 17 DEPARTMENT: Administrative Services
PRESENTER: Andrew Adams
RECOMMENDED ACTION
City Council:
1. Award a contract to Marina Landscape Services, to provide landscape maintenance services for Landscape Maintenance District Zone 17 (Bouquet/Railroad Ave), for a two-year contract amount not to exceed $62,544.
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 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.
3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
4. Appropriate a one-time budget increase in Fiscal Year 2024-25 from the Landscape Maintenance District Fund Balance (Fund 357) to expenditure account 3572438-516110 in the amount of $9,112.
5. Appropriate an ongoing budget increase, beginning in Fiscal Year 2025-26, of $12,149 from the Landscape Maintenance District Fund Balance (Fund 357) to expenditure account 3572438-516110.
6. Find that the award of contract is exempt from the California Environmental Quality Act pursuant to Article 19 – Categorical Exemptions, Section 15301, Existing Facilities, (h) Maintenance of Existing Landscaping.
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-24-25-05 for the maintenance of LMD Zone 17 (Bouquet/Railroad Ave) was published and circulated via the City’s e-procurement system, BidNet, on August 1, 2024.
The City transmitted the solicitation to 823 vendors on BidNet, of which 37 vendors downloaded the Request for Proposal. Seven companies submitted proposals for consideration. 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.
An evaluation panel comprised of staff representing the City’s Special Districts division scored the responses based on a 300-point system. The following categories comprised the weighted criteria used to evaluate proposals:
• Value Provided - Includes Team Composition/Crew Structure and Rotation Schedule/Response Times (65%)
• Acknowledgement and Understanding of Specifications (15%) • References and Certifications (10%)
• Proposal Amount (10%)
Upon reviewing the proposals, Marina Landscape Services, Inc. (Marina) received the highest score from the evaluation team. The team concluded that Marina's proposal offered the best overall value for landscape maintenance in LMD Zone 17. Moreover, Marina demonstrated a robust understanding of the landscaping complexities within the zone and articulated a comprehensive approach to a rotation schedule that meets the specific demands of each maintenance area.
Each firm’s final ranking is as follows:
COMPANY LOCATION POINTS
AWARDED
ANNUAL
COST
Marina Landscape Services, Inc. Stevenson Ranch, CA 277 $22,020 Specialized Landscape Management Simi Valley, CA 265 $22,320 Stay Green, Inc. Santa Clarita, CA 258 $56,740
American Heritage Landscape Canoga Park, CA 250 $22,856 Mariposa Landscape, Inc. Irwindale, CA 248 $80,722
Oak Springs Nursery Sylmar, CA 188 $91,650
JAS Landscape LLC Oxnard, CA 145 $633,600
Staff completed a due-diligence review of Marina’s professional references and determined their work history meets the City's standards and performance expectations. Based on this review, staff recommends awarding the landscape maintenance contract to Marina.
To support this contract, staff is requesting an ongoing appropriation of $12,149 specific to LMD Zone 17. This ongoing base adjustment accounts for rising fuel and industry labor costs. The recommended contract amount is essential to ensure Marina can perform monthly landscape maintenance and repairs, maximize operational efficiencies, and complete tasks in a timely manner. These tasks include responding to emergencies, irrigation repairs and replacements, addressing vandalism, and executing one-time beautification enhancement projects.
The increase in expenditure authority granted by the City Council does not guarantee additional compensation under the terms of the recommended contract. While the City retains the discretion to engage alternative contractors if necessary, any unscheduled repair work or one-time enhancement projects performed by Marina under the contract will still require staff review and prior authorization from the City’s Special Districts division. Additionally, to enhance maintenance standards and enforce accountability, the contract includes provisions for payment reductions in the event of poor performance if the contractor fails to meet their maintenance obligations.
The award of this contract is not subject to California Environmental Quality Act (CEQA) review pursuant to CEQA Guidelines Article 19 - Categorical Exemptions, Section 15301, Existing Facilities, (h) Maintenance of Existing Landscaping. This contract meets the criteria for this exemption because the scope of work falls under existing landscape maintenance.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
The recommended action requires a one-time appropriation of $9,112 in the current fiscal year and an ongoing appropriation of $12,149 beginning in Fiscal Year 2025-26 from the Landscape Maintenance District Fund (Fund 357) to support recurring landscape maintenance costs
associated with the award of this contract. Funding for future years is contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year.
ATTACHMENTS
LMD-24-25-05 Zone 17 - Published Bid Documents (available in the City Clerk's Reading File) LMD-24-25-05 Zone 17 - Marina Landscape Services, Inc. Response File (available in the City Clerk's Reading File)