Agenda Item: 6
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: April 28, 2026
SUBJECT: LANDSCAPE MAINTENANCE CONTRACT FOR LMD ZONE 29 VILLA METRO, ZONE 30 PENLON, AND ZONE 31 RIVER
VILLAGE
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 29 (Villa Metro), Zone 30 (Penlon), and Zone 31 (Five Knolls), for a total contract amount not to exceed $733,370.
2. Appropriate an ongoing budget increase, beginning in Fiscal Year 2026-27, from the Landscape Maintenance District Fund Balance (Fund 357) in the amount of $2,100 to expenditure account 3572460-516110 and $21,758 to expenditure account 3572461-516110, contingent upon appropriation of funds by the City Council in each fiscal year.
3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney review.
4. 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
landscape maintenance services in LMD Zone 29 (Villa Metro), LMD Zone 30 (Penlon), and LMD Zone 31 (Five Knolls). The RFP was published and circulated via the City’s e- procurement system BidNet on February 10, 2026. The City transmitted the solicitation to 1,301 vendors on BidNet, of which 54 vendors downloaded the RFP. Nine companies provided proposals for consideration.
Unlike a traditional low-bid procurement, where the award is based upon the lowest, most responsive bid, the RFP approach utilizes multiple weighted criteria to evaluate and score proposals. This approach reinforces performance expectations and ensures that vendors dedicate adequate staffing to service the contract. While the price for services is a component constituting 40 percent of the weighted criteria, 60 percent of the criteria concentrates on the overall value provided, including the composition and structure of the contractor’s crew, proposed maintenance scheduling, understanding of the specifications, and associated references.
These proposals were reviewed and evaluated based on each proposer’s ability to meet the specific demands of the LMD maintenance zones. An evaluation panel comprised of staff representing the City’s Special Districts division scored the responses using the following categories of weighted criteria:
• Team Composition: Contractor qualifications, staff qualifications, and number of staff provided. (15%)
• Rotation Schedule: Use and mobilization of resources. Proposed timeline to service all areas. (20%)
• Acknowledgement and Successful Understanding of Scope of Work: Proposed method and guidelines for adhering to the landscape maintenance requirements to include but not limited to: description and clarity of approach in the areas of proactiveness, responsiveness, familiarity with common concerns of the LMD areas and problem resolution. (15%)
• References (10%)
• Cost of Services Provided (10%)
• Value: Cost in relation to manpower. What makes the contractor the best candidate to provide the services requested. (30%)
The evaluation team scored the responses based on a 300-point system, with results outlined below. Proposal costs ranged from $89,579 to $208,700, reflecting a wide range of service approaches and staffing levels.
COMPANY LOCATION POINTS
AWARDED
ANNUAL
COST
Stay Green, Inc. Santa Clarita, CA 266.34 $89,579*
Marina Landscape Services Santa Clarita, CA 258.33 $148,320 American Heritage Landscape Canoga Park, CA 244.67 $103,776 Oakridge Landscape, Inc. Santa Clarita, CA 236.34 $170,164 C&M Landscape, Inc. Santa Clarita, CA 218.00 $108,000
Mariposa Landscapes, Inc. Irwindale, CA 199.33 $115,056 EMTS, Inc. Clovis, CA 187.33 $158,124
LandCare USA LLC Austin, TX 173.67 $208,700
GreenCoast Landscapes, Inc. Somis, CA 140.33 $129,048
*(Increased to $114,674)
Stay Green, Inc. (SGI), received the highest score from the evaluation panel. Stay Green, Inc. demonstrated a strong understanding of the maintenance requirements within the three zones and proposed a well-structured staffing plan with an effective rotation schedule designed to meet service demands.
Key strengths of SGI’s proposal include:
• Comprehensive crew structure aligned with service need • Efficient and clearly defined rotation schedule
• Strong responsiveness and maintenance approach
• Verified positive performance references
SGI’s original proposal included 48 hours of weekly manpower across the three zones. Upon review, staff determined that this level of service would not be sufficient to meet the operational demands of the areas. Based on this assessment, staff identified the need for an additional 15.5 hours per week-14 hours allocated to Zone 31 and 1.5 hours to Zone 30-to ensure adequate maintenance coverage and service levels. These additional hours were incorporated during subsequent negotiations into the final scope of work and corresponding contract amount.
The resulting annual contract amount is $114,674. While this adjusted cost is approximately 10 percent higher than the lowest proposal submitted by American Heritage Landscape (AHL), it provides a substantially higher level of service. AHL’s proposal included approximately 36 hours of weekly manpower, whereas SGI’s final negotiated scope provides 63 hours per week across the three zones. This represents a 75 percent increase in total labor hours, ensuring adequate staffing to meet identified service level requirements and the operational demands of the zones.
This adjusted cost:
• Falls near the median of all submitted proposals
• Remains more than 22 percent lower than the second-ranked proposer ($148,320) • Reflects an appropriate balance between cost and required service levels
The evaluation scoring was based solely on the original proposals submitted. Finalizing scope and pricing with the top-ranked proposer ensured the contract meets operational needs while maintaining overall value.
The recommended five-year contract with Stay Green, Inc., has a total not-to-exceed amount of $733,370, which reflects the annual contract cost of $114,674, inclusive of anticipated service level adjustments over the term. To ensure sufficient funding to support the negotiated service levels and ongoing maintenance needs within the respective zones, staff recommends ongoing annual appropriations beginning in Fiscal Year (FY) 2026-27 from the LMD Fund Balance (Fund 357) of $2,100 for Zone 30 and $21,758 for Zone 31.
These adjustments ensure sufficient funding to support the negotiated service levels and ongoing
maintenance needs within the respective zones.
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.
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, beginning in FY 2026-27, an ongoing budget increase of $2,100 to Expenditure Account 3572460-516110 and $21,758 to Expenditure Account 3572461-516110 will be appropriated from the Landscape Maintenance District Fund Balance (Fund 357), contingent upon appropriation of funds by the City Council during the annual budget process.
ATTACHMENTS
LMD Zones 29, 30, & 31: Published Bid Documents (available in the City Clerk's Reading File) LMD Zones 29, 30, & 31: Stay Green, Inc. Response File (available in the City Clerk's Reading File)