Agenda Item: 7
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: September 24, 2024
SUBJECT: LANDSCAPE MAINTENANCE CONTRACT FOR LMD ZONE T8 DEPARTMENT: Administrative Services
PRESENTER: Andrew Adams
RECOMMENDED ACTION
City Council:
1. Award a contract to Marina Landscape Services, Inc., to provide landscape maintenance services for Landscape Maintenance District Zone T8 (Valencia Summit) for a two-year contract amount not to exceed $1,249,896.
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 3572418-516110 in the amount of $41,181.
5. Appropriate an ongoing budget increase, beginning in Fiscal Year 2025-26, of $54,908 from the Landscape Maintenance District Fund Balance (Fund 357) to expenditure account 3572418-516110.
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-24-25-06 for the maintenance of LMD Zone T8 (Valencia Summit) was published and circulated via the City’s e-procurement system, BidNet, on August 1, 2024.
The City transmitted the solicitation to 841 vendors on BidNet, of which 69 vendors downloaded the RFP. Six companies submitted proposals for consideration. Unlike a bid procurement, where the recommended contract award is based upon the lowest, most responsive bid, the Request for Proposal 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%)
As a result, Marina Landscape Services, Inc. (Marina) received the highest score. Marina demonstrated a strong understanding of the landscaping complexities in LMD Zone T8 and presented a comprehensive approach to a rotation schedule specifically tailored to the area’s unique demands, as understood by Special District staff. Marina earned the maximum points in the categories of "Team Composition," "Acknowledgement and Understanding," and "Rotation Schedule." Additionally, Marina achieved the top ranking in the "Value Provided" category, surpassing all other submissions, as evidenced by their responses to detailed questions addressing the complexities of the maintenance areas.
Each firm’s final ranking is as follows:
COMPANY LOCATION POINTS
AWARDED
ANNUAL
COST
Marina Landscape Services, Inc. Stevenson Ranch, CA 293 $534,948 Stay Green, Inc. Santa Clarita, CA 285 $596,501
American Heritage Landscape Canoga Park, CA 251 $520,128 Venco Western Oxnard, CA 240 $512,258
Mariposa Landscape, Inc. Irwindale, CA 225 $788,808
JAS Landscape, LLC Oxnard, CA 197 $550,740
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 the contract, staff is requesting an ongoing appropriation of $54,908 for LMD Zone T8. This ongoing base adjustment reflects rising fuel and industry labor costs, as well as an increase in weekly manpower within the zones. The recommended contract amount is essential for Marina to perform monthly landscape maintenance and repairs, optimize operational efficiencies, and complete tasks in a timely manner. Maintenance responsibilities 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 recommended contract. While the City retains the discretion to engage alternative contractors if necessary, all unscheduled repair work or one-time enhancement projects performed by Marina will still require staff review and prior authorization from the City’s Special Districts division. To further enhance maintenance standards and enforce accountability, the solicitation includes provisions for payment reductions 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 $41,181 in the current fiscal year and an ongoing appropriation of $54,908 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-24-25-06 Zone T8 - Published Bid Documents (available in the City Clerk's Reading File) LMD-24-25-06 Zone T8 - Marina Landscape Services, Inc. Response File (available in the City Clerk's Reading File)