Agenda Item: 13
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: April 22, 2025
SUBJECT: LANDSCAPE MAINTENANCE CONTRACT FOR LMD ZONE 32 (VISTA CANYON RANCH)
DEPARTMENT: Administrative Services
PRESENTER: Andrew Adams
RECOMMENDED ACTION
City Council:
1. Award a five-year contract to Marina Landscape Services, Inc., to provide landscape maintenance services for Landscape Maintenance District Zone 32 (Vista Canyon Ranch), for a total contract amount not to exceed $99,580.
2. Appropriate ongoing funds in the amount of $2,916 from the Landscape Maintenance District Fund (Fund 357) to expenditure account 3572464-516110 beginning in Fiscal Year 2025-26.
3. 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.
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 62 financially independent zones within the Landscape Maintenance District (LMD), providing landscape maintenance services through contracts with private companies.
The City of Santa Clarita conducted a Request for Proposal (RFP) to solicit proposals from qualified vendors for the maintenance of LMD Zone 32 (Vista Canyon Ranch). The RFP was published and circulated via the City’s e-procurement system, BidNet, on February 24, 2025.
The City transmitted the solicitation to 928 vendors on BidNet, of which 33 vendors downloaded the RFP and 4 companies provided 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.
These proposals were reviewed and evaluated based on each company’s ability to meet the specific needs of the City. An evaluation panel comprised of staff representing the City’s Special Districts division scored the responses using the following categories of weighted criteria:
• Value Provided - Includes Team Composition/Crew Structure and Rotation Schedule/Response Times (65%)
• Acknowledgment and Understanding of Specifications (15%) • References and Certifications (10%)
• Proposal Amount (10%)
The evaluation team scored the responses based on a 300-point system, with the results outlined below:
COMPANY LOCATION POINTS
AWARDED
ANNUAL
COST
Marina Landscape Services, Inc. Santa Clarita, CA 271 $14,916 Stay Green, Inc. Santa Clarita, CA 238 $30,552
Oakridge Landscape, Inc. Valencia, CA 214 $31,920
Specialized Landscape Management Simi Valley, CA 190 $22,020
Upon reviewing the proposals, Marina Landscape Services, Inc., (Marina Landscape) received the highest score from the evaluation team. The team concluded that the Marina Landscape proposal offered the best overall value for landscape maintenance in LMD Zone 32. Moreover, Marina Landscape 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.
Staff completed a due-diligence review of Marina Landscape’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 Landscape Services, Inc.
To support this contract, staff is requesting an ongoing appropriation of $2,916 specific to LMD Zone 32. This ongoing base adjustment accounts for rising fuel and industry labor costs. The
recommended contract amount is essential to ensure Marina Landscape 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. The City retains the discretion to engage alternative contractors if necessary. Any unscheduled repair work or one-time enhancement projects performed by Marina Landscape 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
Upon approval of the recommended actions, the base budget for Expenditure Account 3572464- 516110 (Landscape Maintenance District Fund 357) will increase by $2,916 beginning in Fiscal Year 2025-26, contingent upon appropriation of funds by the City Council during the annual budget process.
ATTACHMENTS
LMD-24-25-20 Zone 32 - Published Bid Documents (available in the City Clerk's Reading File) LMD-24-25-20 Zone 32 - Marina Landscape Services, Inc. Response File (available in the City Clerk's Reading File)