City_Landscaping_Services.pdf

REQUEST FOR PROPOSALS

CITY OF SCOTTS VALLEY

City Landscaping Services

City of Scotts Valley

1 Civic Center Drive

Scotts Valley, CA 95066

ISSUE DATE:

July 22, 2026

DEADLINE FOR SUBMISSION:

September 4, 2026

CONTACT:

Matt Spencer-Cooke, Maint Div Mgr

1) NOTICE OF INVITATION

The City of Scotts Valley (“City”) is requesting proposals from qualified firms of landscape maintenance contractors to provide routine landscape maintenance services for City-owned facilities and landscaped/hardscaped street medians for three years beginning September 1, 2026, with the option to extend services for up to two (2) years.

Interested firms shall electronically submit a proposal through the City's OpenGov Procurement portal only.

Proposals are due before 9:00 pm on Friday, September 4, 2026.

No submission will be accepted by oral communication, telephone, or facsimile transmission. Proposals may be withdrawn prior to the time set for closing. Postmarks will not be accepted. Any proposal received after the time set for closing or in a manner other than specified within this RFP will be rejected.

2) INTRODUCTION

The City is interested in firms with government experience with public agencies of a similar size and services to the City. The City is particularly interested in firms with demonstrated experience providing landscape maintenance services for municipalities, particularly those familiar with Scotts Valley and the surrounding Santa

Cruz County region.

3) BACKGROUND

The City of Scotts Valley is in Northern Santa Cruz County in the redwoods of the Santa Cruz Mountains. Located southwest of Silicon Valley, Scotts Valley is approximately 6 miles north of Santa Cruz, 30 miles southwest of

San Jose, and 68 miles south of San Francisco. Scotts Valley is known throughout Santa Cruz County for its natural beauty, proximity to the Silicon Valley, and small-town character – making it an excellent place to live.

The City services include police protection, parks and public works, community development, recreation, wastewater, and City administration including human resources, information technology, and finance. For the fiscal year 2024-2025, the City has an operating expense budget of $30 million and a capital expense budget of

$10 million. The City currently employs approximately 65 full-time and part-time employees.

Since its incorporation in 1966, Scotts Valley has witnessed considerable changes, as local and regional employment opportunities have attracted many new residents to the community. Between 1970 and 2020, Scotts Valley has grown from a small town of 3,621 persons to a community of 11,693 persons in 2020. Due to

Prop 13 formulas, Scotts Valley is a low property tax city, only receiving 6% of the property taxes generated in the City. Since the end of redevelopment, the City has struggled to maintain its infrastructure, resulting in significant deferred maintenance of its streets, parks, wastewater treatment plant and collection system, and

City facilities including a senior center and community center. The City has an ambitious economic development project to build a mixed-use Town Center on 14 acres of vacant land and has significant pressures to facilitate the development of affordable housing both due to market conditions and the most recent RHNA allocations from the State of California. Due to its demographic statistics, Scotts Valley does not meet the criteria as a disadvantaged community making competitive grant opportunities particularly challenging.

https://procurement.opengov.com/portal/scottsvalley

4) SCOPE OF SERVICES

4.1 Scope of Work

Scope of Work

The City of Scotts Valley is soliciting Request for Proposals from qualified landscape maintenance contractors to provide landscape maintenance services for City-owned facilities and landscaped street medians. The selected contractor shall provide routine scheduled maintenance for each designated location, with additional services performed on an as-needed basis as directed by the City. The contractor shall furnish all labor, supervision, equipment, tools, vehicles, materials, and incidentals necessary to perform the requested services in accordance with applicable federal, state, and local regulations.

City Buildings

Landscape maintenance services shall be performed once per month at each of the following facilities unless otherwise directed by the City.

Facility Inventory

Facility Approximate

Landscape Area

Approximate

Perimeter

Scotts Valley Branch

Library

54,060 sq. ft. (1.24 acres)

1,458 linear ft.

Community Center 69,696 sq. ft. (1.60 acres)

1,309 linear ft.

Senior Center 23,143 sq. ft. (0.53 acres)

612 linear ft.

Wastewater

Treatment Plant

114,079 sq. ft. (2.62 acres)

1,307 linear ft.

Total 260,978 sq. ft. (5.99 acres)

4,686 linear ft.

Typical Building Landscape Maintenance Services

Services may include, but are not limited to:

• Irrigation system inspection, troubleshooting, repair, adjustment, controller programming, scheduling, and seasonal water management.

• Turf mowing, trimming, edging, and blowing of all turf areas.

• Edging along sidewalks, curbs, parking lots, planter beds, and landscape borders.

• Pruning and maintenance of shrubs and hedges.

• Pollarding of designated trees in accordance with City direction and industry standards.

• Weed control in sidewalks, pathways, curbs, parking lot cracks, expansion joints, and other hardscape surfaces using mechanical or approved chemical methods.

• Sweeping, blowing, and clearing sidewalks, pathways, parking lots, and other pedestrian access areas.

• Clearing vegetation, leaves, sediment, and debris from storm drain inlets and catch basins to maintain proper drainage.

• Weed abatement and vegetation management along perimeter fence lines.

• Raking, blowing, collecting, and disposing of leaves and other vegetative debris from landscaped areas, sidewalks, parking lots, and building entrances.

• Replacement of dead, damaged, or declining ornamental trees, shrubs, groundcover, and seasonal plantings with materials approved by the City.

• Removal and replacement of overgrown or poorly performing ornamental vegetation that creates sight distance obstructions, interferes with pedestrian or vehicular circulation, or is otherwise directed by the City.

• Installation of new ornamental landscape materials and relocation of existing plantings as directed by the City.

Street Medians

Landscape maintenance services shall be performed once per month for each of the City's landscaped street medians unless otherwise directed by the City.

The City currently maintains approximately 24 landscaped medians, including:

• 8 medians along Mount Hermon Road

• 1 median at the intersection of La Madrona Drive and Mount Hermon Road

• 15 medians along Scotts Valley Drive

The medians vary in design and landscape composition. Some contain irrigated landscape, ornamental trees, shrubs, and decorative plantings, while others consist primarily of decorative rock, decomposed granite, or other hardscape surfaces requiring routine weed control and maintenance.

Typical Street Median Maintenance Services

Services may include, but are not limited to:

• Irrigation system inspection, troubleshooting, repair, adjustment, controller programming, scheduling, and seasonal water management.

• Turf mowing, trimming, edging, and blowing of landscaped areas.

• Edging along curbs, sidewalks, planter beds, and landscape borders.

• Pruning and maintenance of shrubs, hedges, ornamental grasses, groundcover, and ornamental trees.

• Pollarding of designated trees in accordance with City direction and industry standards.

• Weed control within planting beds, decorative rock, decomposed granite, sidewalks, curbs, gutters, hardscape surfaces, and expansion joints using mechanical or approved chemical methods.

• Sweeping, blowing, and removal of leaves and landscape debris from medians, adjacent curb lines, gutters, sidewalks, and hardscape areas.

• Raking, collecting, and disposing of vegetative debris.

• Weed abatement and vegetation management around traffic signs, streetlights, utility cabinets, irrigation equipment, and other City infrastructure.

• Clearing vegetation, leaves, sediment, and debris from storm drain inlets located within or adjacent to landscaped medians.

• Replacement of dead, damaged, or declining ornamental trees, shrubs, groundcover, and seasonal plantings with materials approved by the City.

• Removal and replacement of overgrown or poorly performing vegetation that creates sight distance obstructions or interferes with pedestrian or vehicular visibility, as directed by the City.

• Installation of new ornamental landscape materials and relocation of existing plantings as directed by the City.

Traffic Control

The contractor shall provide all labor, equipment, and traffic control necessary to safely perform work within the public right-of-way. Traffic control shall comply with the latest edition of the California Manual on

Uniform Traffic Control Devices (CA MUTCD), applicable Cal/OSHA regulations, and all City requirements.

Work shall be scheduled and performed to minimize impacts to vehicular, bicycle, and pedestrian traffic while maintaining a safe work environment.

5) SUBMITTAL REQUIREMENTS

Proposers should NOT include any unnecessarily elaborate promotional material.

Lengthy narrative is discouraged; proposals should be clear and concise.

All proposals shall include the following minimum information:

1 Proposal Point of Contact* Please provide the following information for the person or persons that will be considered the main point of contact for this proposal.

• Full Name

• Title/Position

• Telephone Number (including area code and any applicable extension)

• Email Address

*Response required

2 Qualifications and Experience This section of the proposal shall establish the ability of the Consultant to satisfactorily perform the required work by reasons of (at minimum):

• Experience in performing work of a similar nature to the required services stated in this RFP.

• Include specific examples of relevant projects completed within the last five years.

• Proven competence in the services to be provided; strength and stability of the firm

• Track record of meeting schedules on similar projects and supportive client references

Company Background* Provide a brief profile of the Consultant’s firm, including the types of services offered; year founded; type of organization (i.e., corporation, partnership, or sole proprietorship); number, size, and location of offices; and total number of employees.

*Response required

Firm/Company Experience* Describe the firm’s experience in performing work of a similar nature to that solicited in this RFP and highlight the participation in such work by the key personnel proposed for assignment to the City. (e.g., Include specific examples of relevant projects completed within the last five years)

*Response required

Key Personnel Experience* Describe key personnel’s specialized training, experience, and professional competence in the area(s) directly related to this RFP.

*Response required

Subconsultants?* Will there be any sub-consultants utilized in performing the Scope of Work shown in this RFP?

☐ Yes

☐ No

*Response required

When equals "Yes"

List of Sub-Consultants* Identify sub-consultants by company name, address, contact person, telephone number, email address, and project function, if applicable. The list should include a summary of the roles and responsibilities of each sub-consultant.

*Response required

3 References Provide a minimum of three (3) references for completed work similar to the required services in this RFP.

Reference #1* For this reference, please provide the following:

• Name of Reference Client Agency/Organization

• Full Name of Point of Contact for Reference

• Title of Reference Point of Contact

• Address of Point of Contact

• Telephone Number of Point of Contact

• Email Address of Point of Contact

The noted point of contact the most knowledgeable about the work that was performed.

*Response required

Reference #2* For this reference, please provide the following:

• Name of Reference Client Agency/Organization

• Full Name of Point of Contact for Reference

• Title of Reference Point of Contact

• Address of Point of Contact

• Telephone Number of Point of Contact

• Email Address of Point of Contact

The noted point of contact the most knowledgeable about the work that was performed.

*Response required

Reference #3* For this reference, please provide the following:

• Name of Reference Client Agency/Organization

• Full Name of Point of Contact for Reference

• Title of Reference Point of Contact

• Address of Point of Contact

• Telephone Number of Point of Contact

• Email Address of Point of Contact

The noted point of contact the most knowledgeable about the work that was performed.

*Response required

Additional References* Do you have additional references to provide?

☐ Yes

☐ No

*Response required

When equals "Yes"

Additional References* Upload the following for each additional reference you wish to provide:

• Name of Reference Client Agency/Organization

• Full Name of Point of Contact for Reference

• Title of Reference Point of Contact

• Address of Point of Contact

• Telephone Number of Point of Contact

• Email Address of Point of Contact

The noted point of contact the most knowledgeable about the work that was performed.

*Response required

4 Methodology and Approach

Project Understanding and Approach* Consultant shall provide an overview of the project and a detailed narrative of the project approach, methodology, and services the Consultant will employ to complete the project. Consultant should also provide any unique insight into the project within this section

*Response required

Schedule* Consultant shall provide a schedule for the performance of the project, organized by phases and tasks.

*Response required

Additional Information (if needed) For any additional information requested or required by any of your previously provided answers or as stated within this RFP please upload the additional documentation here.

Submittal Confirmation* Proposer hereby certifies that all information provided within this proposal is accurate to the best of their knowledge. Proposer acknowledges that they have examined and carefully studied all Contract Documents and any Addenda and that they have provided any necessary proof of their authority to submit a proposal on behalf of the Company Name stated on the proposal thereby committing the Company to the information contained within.

☐ Please confirm

*Response required

6) PRICING

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Monthly Landscape Maintenance –

Scotts Valley Branch Library 12 months

2 Monthly Landscape Maintenance –

Community Center 12 months

3 Monthly Landscape Maintenance –

Senior Center 12 months

4 Monthly Landscape Maintenance –

Wastewater Treatment Plant 12 months

5 Monthly Landscape Maintenance –

Street Medians (24 Medians) 12 months

TOTAL

7) SELECTION CRITERIA

All proposals must be fully responsive to this RFP in order to be considered.

Contract award will be made to a team that presents the proposal that, in opinion of the City of Scotts Valley, is the most advantageous to the City. The selection committee will be made up of City and other agency staff.

Proposals will be evaluated based upon the following criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience and Qualifications of the Project

Team Points Based 10

(16.7% of Total)

2. Understanding of the Project Scope and

Proposed Approach Points Based 10

(16.7% of Total)

3. Demonstrated ability to complete similar projects on time and within budget Points Based 10

(16.7% of Total)

4. Experience with public engagement and stakeholder coordination Points Based 10

(16.7% of Total)

5. References Points Based 10 (16.7% of Total)

6. Contract Fees Points Based 10 (16.7% of Total)

8) SELECTION PROCESS

8.1 Selection Process

The City will establish a selection committee to review and rank all complete submissions. Any firm(s) selected for further review may be invited for an interview or may be asked for further information for internal review.

The final selection will result in a contract award to be approved by the City Manager.

The schedule for the selection process is:

RFP Issue Date: July 22, 2026

Question Submission Deadline: July 31, 2026, 9:00pm

Responses to Questions Submitted to City: August 10, 2026

Deadline for Proposal Submission: September 4, 2026, 9:00pm

The City will negotiate a contract with the most qualified firm with compensation the City determines is fair and reasonable based upon the scope of work. Fee proposals from competing consultants may be used to assist City staff in determining fair and reasonable compensation.

8.2 Questions

All questions regarding this RFP should be submitted through the Question & Answer section of this RFP on the

City's OpenGov Procurement portal. Questions must be submitted before 9:00 pm on Friday, July 31, 2026. All questions and answers will be made available on the Question & Answer section of this RFP on the City's

OpenGov Procurement portal.

9) GENERAL INFORMATION

9.1 Minimum Qualifications

In order to qualify as responsible, a prospective firm must, in the opinion of the City staff, meet the following standards as they relate to the RFP:

A. Have adequate staff, equipment, technical, and financial resources for performance, or have the ability to obtain such resources that are required for performance, including a demonstrated ability to meet work schedule time frames and deliverables.

B. Have a satisfactory record of performance.

C. Be an Equal Opportunity Employer.

9.2 Compliance with Terms and Conditions of the Professional Service Agreement The consultant and sub-consultants will be required to comply with all terms and conditions set forth in the City of Scotts Valley Standard Form Professional Services Agreement including all insurance requirements (See

Attachment A). Any exceptions from these terms and conditions must be specified in the proposal, and any exception may be a basis for rejection of the proposal from further consideration.

9.3 Proposal Revision and Modification

Staff may request that the consultant alter a submitted proposal when deemed necessary and appropriate to clarify that the proposal fully addresses the City’s needs. In the event that a consultant agrees to modify the proposal, a change in the cost of the services as set forth in the proposal may be made. Otherwise, the cost stated in the original proposal shall remain effective. Any additional work required beyond the scope of the contract shall be, with prior notification and contract amendments, mutually agreed to by the City and the consultant, and shall be billed on a not-to-exceed estimated time and materials basis to the City. Contract amendments will be made only in unusual circumstances, where clearly justified by the consultant and as determined necessary by the City.

9.4 Limitations

All reports and pertinent data or materials will become the property of the City of Scotts Valley.

The consultant will have normal access to the public records and files of local government agencies in preparation of the proposal or documents. No compilation, tabulation, or analysis of data, definition, or opinion, etc. shall be anticipated by the consultant from the agencies, unless volunteered by a responsible official of these agencies.

Firms submitting a proposal for this RFP must provide a statement that nothing contained in the submitted proposal will be proprietary. All proposals shall become the property of the City of Scotts Valley once submitted.

A request for qualifications does not commit the City to award a contract, to pay any costs incurred in the preparation of the proposal, or to procure or contract for services and supplies. The City reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified source, or to cancel in part or in its entirety this request, if it is in the best interest of the City to do so. The City may require the consultant to participate in negotiations and to submit such price, technical or other revisions of the proposal as may result from negotiations.

9.5 Contract Payment

The City will release payment to the consultant in increments based on itemized invoices submitted no more frequently than monthly as the work progresses. Contract payment shall be made on the basis of satisfactory performance by the consultant as determined by the City.

9.6 Contract Termination

The City shall have the right to terminate The Professional Services Agreement at any time upon giving fifteen

(15) days written notice to Consultant. In the event of termination, City shall pay the Consultant for all services performed and accepted under the Professional Services Agreement up to the date of termination.

9.7 Conflict of Interest

In the Professional Services Agreement, the Consultant shall stipulate that corporately or individually, its firm, its employees and subcontractors have no financial interest in either the success or failure of any project which is, or may be, dependent on the results of the Consultant’s work product prepared pursuant to the Agreement.

10) CONTRACTUAL REQUIREMENTS

Final contract approval requires execution by the City Manager on the Professional Services Agreement, prior to any work being performed by the consultant. See Attachment A for Draft Standard Form Professional Services

Agreement.

10) Contractual Requirements