Agenda Item: 7
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: October 14, 2025
SUBJECT: LANDSCAPE MAINTENANCE CONTRACT FOR LMD ZONE T51 (VALENCIA HIGH SCHOOL) AND ZONE 16 (VALENCIA
INDUSTRIAL CENTER)
DEPARTMENT: Administrative Services
PRESENTER: Andrew Adams
RECOMMENDED ACTION
City Council:
1. Award a five-year contract to Stay Green, Inc., to provide landscape maintenance services for Landscape Maintenance District Zone T51 (Valencia High School) and Zone 16 (Valencia Industrial Center), for a total contract amount not to exceed $1,655,074.
2. Appropriate a one-time budget increase in Fiscal Year 2025-26 from the Landscape Maintenance District Fund Balance (Fund 357) to expenditure account 3572437-516110 in the amount of $66,846.
3. Appropriate an ongoing budget increase, beginning in Fiscal Year 2026-27, from the Landscape Maintenance District Fund Balance (Fund 357) to expenditure account 3572437- 516110 in the amount of $96,633, contingent upon the appropriation of funds by the City Council in the annual budget for each fiscal year.
4. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
5. 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.
The City conducted a Request for Proposal (RFP) to solicit proposals from qualified vendors for the maintenance of LMD Zone T51 (Valencia High School) and Zone 16 (Valencia Industrial Center). The RFP was published and circulated via the City’s e-procurement system, BidNet, on August 13, 2025. The City transmitted the solicitation to 1,148 vendors on BidNet, of which 53 vendors downloaded the RFP and 9 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 100-point system, with the results outlined below:
COMPANY LOCATION POINTS
AWARDED
ANNUAL
COST
Stay Green, Inc. Santa Clarita, CA 96.33 $269,361
Marina Landscape Services, Inc. Santa Clarita, CA 91.67 $299,304 Mariposa Landscapes, Inc. Irwindale, CA 90 $267,576
Oakridge Landscape, Inc. Santa Clarita, CA 83 $384,276
American Heritage Canoga Park, CA 82 $300,000
Brightview Landscape Services San Fernando, CA 72.34 $248,796 SGD Enterprises DBA Four Seasons
Landscaping
Van Nuys, CA 60.67 $264,000
Land Care USA, LLC. Upland, CA 56.67 $310,800
As part of the RFP process, staff also requested pricing for the maintenance of a dedicated portion of LMD Zone 16 (Valencia Industrial Center), specifically the slope along Newhall Ranch Road located behind The Cube - Ice and Entertainment Center, powered by FivePoint Valencia. While this slope is formally included in Zone 16, it also overlaps with the maintenance area of Zone T51 (Valencia High School). Including this location in the RFP ensured clarity in scope, avoided potential duplication of services, and provided the City with a consolidated pricing structure for this shared maintenance area.
Upon reviewing the proposals, Stay Green, Inc., (SGI) received the highest score from the evaluation team. The team concluded that SGI’s proposal offered the best overall value for landscape maintenance in LMD Zones T51 and 16. Moreover, SGI 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.
As a part of the evaluation process, staff also conducted a due-diligence review of SGI’s professional references and confirmed that their work history meets the City's standards and performance expectations. Based on the overall evaluation, including scoring and reference verification, staff recommends awarding the landscape maintenance contract to Stay Green, Inc.
To support this contract, staff is requesting a one-time budget appropriation of $66,846 in Fiscal Year 2025-26 specific to LMD Zone 16. In addition, staff is requesting an ongoing budget increase of $96,633 beginning in Fiscal Year 2026-27, which consolidates projected future annual increases. The recommended contract amount is essential to ensure SGI 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 SGI 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, a one-time budget increase of $66,846 will be appropriated to Expenditure Account 3572437-516110 (Landscape Maintenance District Fund 357) in Fiscal Year 2025-26. Beginning in Fiscal Year 2026-27, an ongoing budget increase of $96,633 will be appropriated to the same account, contingent upon appropriation of funds by the City Council during the annual budget process.
ATTACHMENTS
LMD Zones T51, 16: Published Bid Documents (available in the City Clerk's Reading File) LMD Zones T51, 16: Stay Green, Inc. Response File (available in the City Clerk's Reading File)