SMITH LANDSCAPE MANAGEMENT
27402 BRIARS PL, SANTA CLARITA, CA 91354
TEL: (661) 510 -3666
[email protected]
TABLE OF CONTENTS
Page
1. Introduction 1
2. References 2
3. Qualifications 3
4. Plan of Study/Scope of Work 5
5. Schedule 9
6. Personnel, Equipment, and Facilities 10
7. Sub-Consultants 11
SMITH LANDSCAPE MANAGEMENT
27402 BRIARS PL, SANTA CLARITA, CA 91354
WWW.SMITHLANDSCAPE.NET
TEL: (661) 510-3666
RFP LMD-25-26-35 - 26-LMD-08 Landscape Monitoring Services 1 INTRODUCTION
Smith Landscape Management is pleased to submit this technical proposal in response to the City of Santa Clarita’s Request for Proposal for Landscape Monitoring Services.
For the past 18 years, we have proudly served City residents and stakeholders with exceptional landscape maintenance and management services. As longtime Santa Clarita residents ourselves, we understand the vital role high-quality landscaping plays in creating beautiful, livable neighborhoods that foster community pride—one of the distinguishing features that sets Santa Clarita apart from many other Southern California cities. We are especially proud of our longstanding partnership with the City and our consistent success in maintaining and enhancing Landscape Maintenance District (LMD) assets.
Company Background Smith Landscape & Maintenance was founded in 1978 by Bryan Smith, who at just 13 years old began mowing lawns for neighbors in the newly developed Vista Ridge subdivision in Valencia. By ninth grade, he had already designed and installed his first residential landscape project. While still in high school, Bryan hired his first employee—who remains with the company to this day—and built a thriving maintenance route of 45 customers alongside a growing design and installation business. He earned his C-27 contractor’s license at the earliest opportunity and established a company culture centered on superior workmanship and outstanding customer service.
Through consistent quality and word-of-mouth referrals, the company expanded significantly.
By 2008, Smith Landscape was successfully serving clients across the San Fernando Valley, Hollywood, and the Westside, employing 16 full-time team members and generating more than $1.5 million in annual revenue. In 2009, Bryan transitioned to a full-time role as an LMD monitor for the City of Santa Clarita. Since then, his oldest son, Curtis Smith, has led day-to-day operations, a responsibility he continues to fulfill with the same commitment to excellence.
Smith Landscape Management has proven itself to be a trusted, reliable partner to the City. We are confident that our experience, local knowledge, and dedication to first-class service fully meet—and exceed—the requirements outlined in this RFP.
On behalf of the entire Smith Landscape Management team, thank you for the opportunity to submit this proposal. We look forward to continuing our successful partnership with the City of Santa Clarita and its residents.
SMITH LANDSCAPE MANAGEMENT
27402 BRIARS PL, SANTA CLARITA, CA 91354
WWW.SMITHLANDSCAPE.NET
TEL: (661) 510-3666
RFP LMD-25-26-35 - 26-LMD-08 Landscape Monitoring Services 2 REFERENCES
City of Santa Clarita - Special Districts:
SLM has offered an unmatched level of stability and specialized expertise, evidenced by over 18 years of continuous LMD contract monitoring. Successfully managed and executed annual contract values exceeding $370,000.00 of same or similar scope and nature.
City of Santa Clarita – Public Works:
15+ years contracted inspection services for numerous capital improvement projects.
Professional References
Chris Williams, Williams Landscape Scott Wilcox, Wilcox Nursery Owner Owner
28980 N. Rock Cyn Rd. 23492 Pine Street
Saugus, CA 91390 Newhall, CA 91321
(661) 254-8990 (661) 259-3740
Dave Colburn, Account Manager Keith Miller Stay Green Inc. City of Santa Clarita
26415 Summit Cir 29320 Valencia Blvd
Santa Clarita CA, 91350 Santa Clarita CA, 91355
SMITH LANDSCAPE MANAGEMENT
27402 BRIARS PL, SANTA CLARITA, CA 91354
WWW.SMITHLANDSCAPE.NET
TEL: (661) 510-3666
RFP LMD-25-26-35 - 26-LMD-08 Landscape Monitoring Services 3 QUALIFICATIONS
We affirm that the proposed LCM and supporting team fully meet or exceed all minimum qualifications outlined in the RFP (with exceptions noted below), as detailed below:
Licensing and General Capabilities
• SLM has maintained the same valid C-27 Landscape Contractors License since issuance in 1988.
• The LCM and approved associates have full access to all LMD-maintained areas, including both landscaped zones and natural slopes, with knowledge and access location gained through years of on-site work throughout the City of Santa Clarita • SLM team members are physically capable of lifting, carrying, and pushing tools, equipment, and supplies weighing up to 40 pounds on a regular basis. • For after- hours emergencies, SLM is fully qualified and experienced in operating a chainsaw, clearing debris from the public right -of-way, and coordinating rapid response to restore safety and access.
Professional Experience SLM has 45+ years of professional experience in landscape maintenance, installation, irrigation management, and inspection services. This includes hands- on management of public and private landscape contracts, CIP projects, and large-scale irrigation systems in Santa Clarita.
Coordination and Technical Proficiency SLM has decades of demonstrated experience in conferring and coordinating with other agencies and city departments (e.g., County public works, Caltrans, MWD, LASD) on a wide variety of issues.
SLM is fully proficient in Weather-Trak (ET Pro 2 & 3) controller programming, installation, and management. SLM also partnered with City staff from the inception of the controller and flow- sensor upgrade program and provided consulting and inspection.
Knowledge of Standards and Codes SLM and team maintain comprehensive, working knowledge of the following standards and requirements, applied regularly in current and past contracts:
• A.P.W.A. Green Book – Public works construction standards (used daily for plan review and field compliance).
• New irrigation installation and drains – Extensive experience designing, installing, and troubleshooting commercial irrigation systems and drainage solutions.
SMITH LANDSCAPE MANAGEMENT
27402 BRIARS PL, SANTA CLARITA, CA 91354
WWW.SMITHLANDSCAPE.NET
TEL: (661) 510-3666
RFP LMD-25-26-35 - 26-LMD-08 Landscape Monitoring Services 4 • Electrical codes – Proficient in 24-volt irrigation wiring and basic 120 -volt paseo lighting systems, including proper grounding, conduit sizing, and troubleshooting. • Plumbing codes – Thorough knowledge of water lines, meters, drinking fountains, and irrigation supply lines, including backflow prevention and pressure regulation. • Los Angeles County Fire Codes – Thorough knowledge of brush clearance requirements on slopes and fuel modification zones as well as construction and new build requirements. • Pest control and chemical application – Follow all safety standards and guielines • City of Santa Clarita horticultural standards – Direct experience implementing and enforcing Santa Clarita- specific plant palettes, maintenance specifications, and acceptance criteria.
• Watch Book Manual – Significant experience with t raffic control standards for work in the public right-of-way, flagging and TMP implementation on all roadside projects. • US Irrigation Association Irrigation BMPs – Full adherence and training on best management practices for water efficiency.
• International Society of Arboriculture (ISA) Pruning Standards – Knowledgeable on best practices and oversight for all tree pruning activities. • ANSI A300 (Part 5) and BMPs for Tree Care – Standard practices followed for tree risk assessment, pruning, and maintenance.
We are prepared to provide copies of licenses, certifications, resumes, and references upon request to further substantiate these qualifications. In the event that some of the required certifications have expired (CLIA and required WeatherTrak certifications) or not yet obtained, SLM will complete such training within 60 days of contract date. Our team is ready to deliver consistent, high-quality Landscape Contract Monitoring services that fully comply with the City of Santa Clarita’s expectations.
SMITH LANDSCAPE MANAGEMENT
27402 BRIARS PL, SANTA CLARITA, CA 91354
WWW.SMITHLANDSCAPE.NET
TEL: (661) 510-3666
RFP LMD-25-26-35 - 26-LMD-08 Landscape Monitoring Services 5 PLAN OF STUDY/SCOPE OF WORK
As contracted landscape monitors, we are tasked with managing two distinct yet overlapping areas of responsibility. On a day-to-day basis the bulk of our time is spent on our primary task of monitoring LMD contractors by physically inspecting assigned LMD zones and making various assessments as to the condition of the zone and improvements needed. Our second area of responsibility is to handle all Resident Service Requests assigned to us by the City. This entails contacting the resident, coordinating necessary work with LMD contractors, obtaining any proposals for additional work needed, updating the RSC system, and contacting the resident when the work is completed. Each of these responsibilities will be addressed later in this response. As an overarching principle we believe it is the LCM’s job to ensure that all contractors perform to the City’s expectations and provide the kind of “best in class” service that City residents deserve.
LANDSCAPE MONITORING AND REPORTING SERVICES
As stated in the RFP the primary responsibility of a LCM is “to ensure high quality landscape maintenance services are attained and maintained to the satisfaction of the City”.
It is the LCM’s job to “observe, interact with, and document the landscape maintenance contractor’s compliance with its contract.” The only way to effectively document LMD zone conditions and contractor performance is through weekly on-site inspections performed by physically walking (preferably) and/or driving each zone and making visual inspection off all areas of responsibility.
It would be impossible to accurately list each and every item along with its accompanying specifications. Landscape maintenance contracts are by their nature fairly general and rely on broad industry standard boilerplate language when it comes to actual specifications. We have the responsibility of interpreting contract specifications and current industry standards/best practices and then communicating that information, along with City standards and expectations to the various landscape maintenance contractors in the most efficient and detailed way possible as to eliminate any ambiguity or misunderstandings (see Work Program for details). As longtime industry professionals we have the background and experience to be able to assess all aspects of contracted services and to identify the areas where contractors have fallen short and do not meet City standards. Our regular weekly inspections and our close working relationship with the on-site crews allow us to track crew performance and efficiency for performance based contracts (Do we have enough crew to do the job?) as well as documenting man-hour requirements when necessary to ensure that the residents are getting the services they pay for.
SMITH LANDSCAPE MANAGEMENT
27402 BRIARS PL, SANTA CLARITA, CA 91354
WWW.SMITHLANDSCAPE.NET
TEL: (661) 510-3666
RFP LMD-25-26-35 - 26-LMD-08 Landscape Monitoring Services 6 We are proud to have the reputation among the various contracted maintenance companies of being exacting with regards to maintenance standards. Whenever we hear that we are “too tough” or that we “expect too much” it only reinforces our commitment to assess all work in the exact same manner as if we were paying for these services at our own home and out of our own pocket.
WORK PROGRAM
Our basic work program begins with a comprehensive weekly on-site inspection of each zone we are responsible for. This entails walking the entirety of all paseos and walkways, walking slopes, as well as walking behind all homes/property lines where necessary.
The following list gives an example of some of the many items we assess and inspect on a daily basis. It is by no means all inclusive.
• Irrigation Systems
o Visible leaks – valves/backflows/meters
o Visible damage to pipe or sprinkler heads
o General plant health
o Under/Over watering – Core Samples
o Controller stations/valves functioning and running at programed times o Controller programming that is compliant with City mandates
• Paseos, Trails, and Paths
o Trip Hazards – concrete or asphalt deviations
o Broken or malfunctioning lights and poles
o Drinking fountains working
o Doggie pots stocked with bags
o Trashcan – emptied regularly
o Broken/damaged fencing
o Report graffiti
o Condition of handrails and access gates
o 12’ of height clearance – branches
o Edging/weeding back of curb/path
o Wrought iron and block wall issues – repairs needed
SMITH LANDSCAPE MANAGEMENT
27402 BRIARS PL, SANTA CLARITA, CA 91354
WWW.SMITHLANDSCAPE.NET
TEL: (661) 510-3666
RFP LMD-25-26-35 - 26-LMD-08 Landscape Monitoring Services 7 • General slope maintenance and trimming
o Groundcover & shrubs trimmed to acceptable standards
o Dead plant material removed and/or replaced
o Walk behind all homes – 2’ of clearance needed at all property lines o Walk slopes in entirety to assess swale and drainage conditions o No visible signs of overspray hitting homeowners fencing o Fence and block wall conditions
o Debris and trimmings removed
o Mulch spread where necessary
o Rodent, gopher, pest activity
o Tree conditions requiring Tree Contractor
o Possible areas of erosion
o Brush clearance – weed removal
• Streets, Medians, and Parkways
o Irrigation runoff – overspray
o Plant trimming and health
o Proper mow height and turf health
o Edging along back of sidewalk/curb
o Weeds removed or sprayed
o Planters maintained and mulched
o Color cleaned out or cycled
o Tree branch clearance
o Monument signs and lighting
o Drainage and runoff
DEFICIENCY REPORTING & CORRECTIVE ACTIONS
We currently transmit information about these various deficiencies (along with other maintenance requests) on mobile devices using the City’s Inspections App. The application allows us to make detailed requests including images and GPS location data and allow for easier tracking and follow-up by City staff. However, if these deficiencies continue without rectification, we then make notification to the City that a contractor is in breach of contract specifications and further action is necessary.
SMITH LANDSCAPE MANAGEMENT
27402 BRIARS PL, SANTA CLARITA, CA 91354
WWW.SMITHLANDSCAPE.NET
TEL: (661) 510-3666
RFP LMD-25-26-35 - 26-LMD-08 Landscape Monitoring Services 8 At Smith Landscape Management we keep extensive records of all City related items. We maintain a database of every email sent & received with tracking data and read receipts. Every proposal sent or received, every maintenance request made, as well as every RSC request. This also includes the thousands of pictures taken during our on-site inspections. One of the reasons we are charged with maintaining these documents is because it may be necessary to provide a complete record of events when a contractor is found to be in breach of contract.
When this happens it does not always lead to punitive measures being taken. A few years ago LMD maintenance in a number of newly annexed areas was transferred from County to City control. The maintenance contract for these zones was awarded to a company that wanted to work with the City in the future and decided to bid a bit low to get a foot in the door. This underbid contract combined with the fact that these zones had an extensive amount of deferred maintenance meant the newly contracted company could either lose money meeting the requirements or cancel the contract. The LMD specialist for those areas arranged a meeting with the contractor and we were able to sit down the owner/president, V.P., and account manager and discuss the issues. They communicated that they wanted to succeed and fulfill their contractual obligations as a matter of principle. We gave them leeway for the next six months while they made necessary adjustments. We also provided them with more detailed directions and areas to focus on. Rodolfo Corona, our monitor for those zones, worked extensively with the company irrigator for months, helping them prioritize repairs and working on a long term strategy to get the maximum output from the little money we were able to spend on repairs in these cash strapped areas. By putting in the extra work we were all able to turn that situation around and now, two years later, we would rate that company as one of the best, most responsive contractors we work with.
Unfortunately, a good outcome like the one above is not always possible. We had the opposite outcome with another contractor that same year. Even though in this case it was not necessary to utilize our documentation, we were able to provide the City with dozens of pages of deficiency reports and punch lists sent to the contractor as well as dozens of photos documenting the condition of the area (over the previous year we had taken hundreds of photos to document the area). During that year we put worked an additional 200+ unbilled hours acting as de facto crew foreman in order to get some production from the crew as well as spending additional time documenting the area and addressing homeowner complaints.
Despite more than a year of working with the company and giving them every chance to correct deficiencies the City finally decided to terminate the contract. This is not an outcome we like.
Luckily this is not something we deal with often and have been able to work with our current contractors with success.
SMITH LANDSCAPE MANAGEMENT
27402 BRIARS PL, SANTA CLARITA, CA 91354
WWW.SMITHLANDSCAPE.NET
TEL: (661) 510-3666
RFP LMD-25-26-35 - 26-LMD-08 Landscape Monitoring Services 9 CUSTOMER SERVICE & RSC REQUESTS
While monitoring is our largest time commitment, resident service is among our most important work. Residents often view us as their primary point of contact with the City. We respond to new RSC requests within 15 minutes, contact the resident directly, fo rward the request to the appropriate contractor, consult with City staff, and provide regular status updates to the resident.
We push contractors to treat RSC items as priorities, enabling many issues to be resolved within 24 hours. We update the RSC system with photos, notes, and proposals, then personally verify completion before closing the request.
EMERGENCY CALLS
We handle after-hours emergencies differently from most monitors. Because our staff live locally in the Santa Clarita Valley, we can often respond personally to urgent issues (especially water leaks), eliminating costly after- hours contractor charges and e nsuring rapid resolution for residents. We are available 24/7, year-round.
Once again, thank you for this opportunity to provide a response to this RFP. We enjoy working with City staff and hope we have made a positive impact on the residents we serve in this great City.
SCHEDULE
Bryan Smith – Monday-Friday 6:30 AM to 5:00 PM (zone inspections and RSC service) as well as available 24/7 for emergencies and other issues
Rodolfo Corona – As needed basis (after-hours emergencies & vacation coverage) Scott Allan – As needed basis (WeatherTrak specialist, technical support)
SMITH LANDSCAPE MANAGEMENT
27402 BRIARS PL, SANTA CLARITA, CA 91354
WWW.SMITHLANDSCAPE.NET
TEL: (661) 510-3666
RFP LMD-25-26-35 - 26-LMD-08 Landscape Monitoring Services 10 PERSONNEL, EQUIPMENT, AND FACILITIES
Bryan E. Smith (Owner and Principal) – 100% of time dedicated to LMD monitoring.
Bryan has spent his entire life working in the landscape design, installation, and maintenance industry. He has lived and worked in the SCV for his entire life.
Qualifications
• 45 years of experience as a design & build contractor in the SCV • C-27 Landscape Contractors License
• WeatherTrak Certified
• Knowledge of all applicable code, guidelines, and BMP’s. • 19 years as a Landscape Monitor for the City of Santa Clarita • Spanish
Rodolfo Corona (Landscape Monitor) – As Needed Basis (after hours emergencies, coverage) Rodolfo has worked for Smith Landscape for almost 30 years and is valued member of our staff.
He currently works full time for Smith Landscape & Maintenance as a foreman/site supervisor for residential operations. He and his family are longtime residents of the SCV.
Qualifications
• 35 years of experience in all facets of landscape/hardscape maintenance and installation • Extensive knowledge of both WeatherTrak and legacy irrigation controllers • Fluent in English and Spanish
• 18 years as a Landscape Monitor for the City of Santa Clarita Scott Allan (Operations) – As Needed Basis
Scott worked full-time with SLM for over 11 years before moving out of state in 2021. He continues to work with Smith Landscape & Maintenance part time and with SLM on an as needed basis.
Qualifications
• WeatherTrak Certified – Irrigation Manager
• Extensive knowledge of WeatherTrak Site Manager and associated systems • Background in Construction and Property Management
• Certified Irrigation Technician – Irrigation Association
SMITH LANDSCAPE MANAGEMENT
27402 BRIARS PL, SANTA CLARITA, CA 91354
WWW.SMITHLANDSCAPE.NET
TEL: (661) 510-3666
RFP LMD-25-26-35 - 26-LMD-08 Landscape Monitoring Services 11 SUB-CONSULTANTS
SLM will not utilize sub-consultants or subcontractors to perform monitoring duties or deliver services under this agreement.
COST SHEET
PROPOSAL # LMD-25-26-35
26-LMD-08 Landscape Monitoring Services
City of Santa Clarita, California
In the space provided below please provide: 1) The hourly rate for monitoring services; 2) Total monthly monitoring hours per zone, and; 3) Total annual cost for each LMD Zone you wish to be considered for providing monitoring services.
The annual contract amount will be paid once per month in 12 equal payments.
Zone Hourly Rate Monthly Hours Annual Cost
North McBean Corridor
T47
T46
Seco Canyon Corridor
T23
East Canyon Country Corridor
T52
Valencia Corridor
T8 (The Summit)
2008-1 Major Thoroughfare Medians (East)
East Medians
SR-14 On/Off Ramps
CC Monument Signs
2008-1 Major Thoroughfare Medians (West)
West Medians
I-5 On/Off Ramps
MM Monument Signs
Emergency/As-Needed Services
After-Hours Emergency *
Streetlight Emergency *
Local Zone Monitoring/
RSC Support *
$93.75
$93.75
$93.75
$93.75
$93.75
$93.75
$93.75
$93.75
$93.75
$93.75
$93.75
$100.00
$100.00
$100.00
36 18
14 28
20 1.5
.5
21 1.5
.5
19 $21,375.00
$40,500.00
$20,250.00
$15,750.00
$31,500.00
$22,500.00
$1,687.50
$562.50
$23,625.00
$1,687.50
$562.50
*1/2 hour minimum charge for after hour phone calls; 1 hour minimum charge for after-hours dispatch