HomeMy WebLinkAbout2008-11-25 - AGENDA REPORTS - AWARD CONTR LANDSCAPE MAINT (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT:
Agenda Item: ',- / 1,
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
November 25, 2008
AWARD SERVICE CONTRACTS FOR LANDSCAPE
MAINTENANCE MONITORING
Administrative Services
RECOMMENDED ACTION
City Council:
1. Award contract to Coastal Land Care, LLC for landscape maintenance
inspection services for an amount not to exceed $164,300 annually, for a two-year period.
2. Award contract to Bryan Smith/Landscape Consultant for landscape maintenance inspection
services for an amount not to exceed $216,000 annually, for a two-year period.
3. Authorize the City Manager or designee to execute the above contracts and associated
documents, and execute up to three (3) one-year options not to exceed the above annual
amounts, plus Consumer Price Index (CPI) adjustments, contingent upon the appropriation of
funds by the City Council during subsequent fiscal years, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita administers the Landscape Maintenance Districts (LMD), which consist
of over 700 acres of landscaped areas including medians, parkways, paseos, and various
community slopes and green belts within communities in the east and west side of the City. The
LMD-maintained areas are divided into 34 financially independent zones. Property owners
within the zones receive a specific landscaping benefit for which the properties are assessed an
annual assessment.
Six contractual landscape maintenance companies provide landscaping services for the City's 34
LMD areas. The annual cost to maintain the areas is completely funded by the LMD budget and
exceeds $4.6 million. In the eleven years since Santa Clarita assumed LMD responsibility from
the County of Los Angeles, the City has consistently increased landscaping standards and the
quality of customer service to property owners and homeowner associations.
APPROVED
To ensure the City's high landscape standards are maintained, staff contracts with professional
inspection firms to monitor the appearances of each LMD area. Inspection services, which are
fully funded by the LNM budget, are managed by Special Districts' staff and responsible for the
quality of service provided by the contractual landscape maintenance companies. The existing
contracts with each of the City's landscape inspection providers are set to expire. Pending City
Council approval and award, the new LMD inspection contracts will go into effect on January 1,
2009. 1
The Request for Proposal was published three times on August 3, 6, and 10, 2008. Notifications
were sent to the Chamber of Commerce, Valley Industrial Association, and 15 suppliers on file.
Additionally, 30 firms downloaded the bid package from the City's website. Four proposals
were submitted on September 25, 2008, and are reflected below.
Coastal Land Care, LLC
Santa Clarita, CA
Bryan Smith/Landscape Consultant
Santa Clarita, CA
Landscapeconsultant.com
Santa Clarita, CA
California Code Check
Newbury Park, CA
The four proposals were subsequently objectively rated by a cross -departmental evaluation panel.
Staff invited the four proposers to participate in a formal interview with staff and community
stakeholders representing the landscape maintenance community, local property management
firms, and an existing homeowner's association board member.
Based on the results of the competitive process, staff has determined the proposals for landscape
inspection services from Coastal Land Care, LLC and Bryan Smith/Landscape Consultant best
meet the requirements of the City (see Attachment A). As a result of careful preparation of the
scope of work, performance standards and highly.competitive solicitation, staff expects to save as
much as $265,000 over the amount projected in the budget for this work.
ALTERNATIVE ACTIONS
1. Do not approve staff s recommendation.
2. Other direction as determined by the City Council.
FISCAL IMPACT
Adequate funds for the services are available in the current budget. All inspection service
contracts are paid from the LMD budget and have no impact to the General Fund.
ATTACHMENTS
Attachment A - Proposal Rankings
LMD Monitoring RFP
Proposal Rankings
November 25, 2008
Attachment A
Proposers' LMD Zone Groupings
Rank W. Side I W. Side 11 N. Side I N. Side 11 E. Side I E. Side 11
Coastal Land Care, LLC
Santa Clarita, CA
r
Bryan Smith/Landscape Consultant
Santa Clarita, CA
Landscapeconsultant.corn
Santa Clarita, CA
California Code Check
Newbury Park, CA
N/A
N/A
N/A
2
2
3
4
4
3
3
3 4
3
3
2
2
2 2