REQUEST FOR PROPOSALS for LANDSCAPING MAINTENANCE AND GROUDSKEEPING

Location:	California
Posted:	Nov 18, 2025
Due:	Dec 4, 2025
Agency:	City of San Buenaventura
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Publication URL:	To access bid details, please log in.

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Request for Proposal (RFP) for Landscaping Maintenance

and Groundskeeping

RFP RELEASE DATE:

November 17, 2025

PROPOSALS DUE:

December 4th, 2025 by 4 PM (Pacific)

PROPOSAL SUBMISSION:

Proposals must be submitted via email to:

Francisco Camarena

IT and Maintenance Director

fcamarena@venturahousing.org

1. GENERAL INFORMATION

1.1 Introduction

Ventura Housing, formerly known as the Housing Authority of the City of San Buenaventura was

established in 1949 to provide safe, quality, and affordable housing for families unable to afford

market-rate housing. Ventura Housing administers its programs locally in compliance with

federal and state laws.

Ventura Housing’s mission is to develop and provide quality affordable housing for eligible low-

income residents of Ventura. The organization fosters partnerships to support residents in

achieving personal goals related to literacy, education, health, wellness, job training, and

employment, ultimately promoting economic self-sufficiency and personal growth.

Ventura Housing is responsible for developing and managing low-income rental housing,

implementing financing strategies to promote affordable housing, overseeing public housing

operations and rental assistance programs, administering Section 8 housing vouchers, and

providing community services and housing rehabilitation programs. The agency currently owns

and manages over 1,000 housing units and administers more than 1,500 Section 8 vouchers,

serving both incorporated and unincorporated areas of the City of Ventura.

Ventura Housing’s staff brings extensive expertise in real estate development, property

management, housing services, and Section 8 program administration. The organization also

manages financial services, human resources, procurement, facility operations, and risk

management. With a culturally diverse team, Ventura Housing offers bilingual services in

English, Spanish, and other languages as needed.

Ventura Housing is governed by a seven-member Board of Commissioners appointed by the

Ventura City Council. Five members serve four-year terms, while two Resident Commissioners

serve two-year terms. The Board is responsible for establishing policies, long-term goals, and

strategic direction for the organization.

For work planning purposes, please note, Ventura Housing works a 4/10 work schedule

(7:00am- 5:30pm) with Fridays off.

1.2 Purpose

Ventura Housing is seeking proposals from qualified, licensed landscaping maintenance

contractors to provide ongoing groundskeeping services across its housing portfolio. Services

will include regular mowing, trimming, weeding, irrigation checks, seasonal cleanups, and mulch

replenishment. The selected contractor will be expected to maintain all landscaped areas to a

high standard, support sustainability practices, and ensure properties remain well-kept and

visually appealing for residents and visitors.

1.3 Overview

The successful contractor will enter into a one-year agreement, with the option to renew

annually based on satisfactory performance. The contract will cover all Ventura Housing

properties listed in Exhibit A – Site List, with clear expectations for service frequency, quality

control, and responsiveness.

The scope of services will include:

• Routine mowing, trimming, and edging

• Weeding and seasonal clean-ups

• Irrigation system checks (basic maintenance only)

• Mulch replenishment in landscaped beds

• Basic tree care, including pruning for appearance, safety, and clearance around

buildings, sidewalks, and driveways

Significant tree work such as full tree removals, stump grinding, or major crown reduction will be

contracted separately on a per-project basis.

1.4 Board of Commissioners

Ventura Housing operates under the authority of its Board of Commissioners. The Board is

responsible for the overall governance and oversight of Ventura Housing’s activities and

policies.

1.5 Contact Information

Francisco Camarena

IT and Maintenance Director

Ventura Housing

995 Riverside Street

Ventura, CA 93001

(805) 626-5810

fcamarena@venturahousing.org

1.6 Expenses Associated with Submission

All costs related to the preparation and submission of a proposal in response to this RFP shall

be borne solely by the respondent. Ventura Housing will not reimburse any respondent for

these costs, regardless of whether the respondent is selected.

1.7 Options and Discretion

Ventura Housing reserves the right, at its sole and absolute discretion, to:

• Reject any or all proposals, or any portion thereof;

• Re-advertise this RFP;

• Postpone or cancel the RFP process at any time;

• Waive any irregularities in the RFP or in the proposals received;

• Determine the criteria and process for evaluating proposals and decide whether an

award will be made.

2. Scope of Services

The selected contractor will provide comprehensive landscaping and grounds maintenance

services for all Ventura Housing properties listed in Exhibit A – Site List. The goal is to

maintain a professional, well-kept appearance across all sites, ensure safety and accessibility,

and support sustainability practices. Services shall include, but are not limited to, the following:

2.1 General

• Maintain all landscaped areas, lawns, shrubs, and groundcover to a healthy, well-

groomed appearance.

• Perform services generally during Ventura Housing business hours (Monday–Thursday,

7:00 a.m.–5:30 p.m.), unless prior approval is granted for off-hours work.

• Provide all labor, equipment, tools, and materials necessary to perform services;

Ventura Housing will not provide supplies or equipment.

• Remove all debris from landscaped areas, hard surfaces, walkways, and parking lots

after each visit.

• Dispose of all green waste off-site in accordance with local regulations.

• Maintain all equipment in safe working order and comply with all OSHA and applicable

safety regulations.

• Employ qualified staff with proper training and certifications for landscaping, pruning,

irrigation inspection, and safe equipment operation.

• All vehicles and personnel uniforms must display appropriate company identification

while on-site and working on Ventura Housing properties.

2.2 Lawn Care

• Mow turf areas weekly during the growing season (April to October) and as needed from

November to March.

• Maintain mowing height between 2.5" and 3"; never remove more than one-third of blade

height at one time.

• Alternate mowing patterns to prevent ruts and compaction.

• Edge and trim along sidewalks, driveways, and curbs each visit.

• Line-trim around poles, fences, buildings, and other areas inaccessible to mowers.

2.3 Shrub & Groundcover Maintenance

• Prune shrubs and groundcover to maintain a neat, balanced appearance and clear

sightlines around walkways and entrances.

• Prevent ivy or other climbing plants from attaching to buildings, fences, and gates.

• Maintain planter beds free of weeds, debris, and overgrowth.

2.4 Mulch Areas

• Provide and replenish mulch in designated beds at least once annually or as needed to

maintain coverage depth and visual appeal.

• Use well-aged mulch free of debris, green wood, or hazards.

2.5 Routine Tree Care (Included)

• Prune branches to maintain clearance: 7 feet over sidewalks, 10 feet over driveways and

streets.

• Remove dead, broken, or crossing branches to maintain tree health.

• Keep branches clear of buildings, lighting, signage, and other fixtures.

• Maintain 2 feet of clearance from fences and 3 feet from guardrails.

Definitions:

• Raise Crown/Head: Remove selected lower limbs for clearance, cutting back to the

point of origin to avoid stubs.

• Minimal Limb Removal: Remove one or two lower limbs to balance canopy or reduce

weight.

• Clean-up Pruning: Remove deadwood, crossing limbs, and sucker growth for structure

and health.

2.6 Irrigation

• Inspect irrigation systems during each visit for leaks, overspray, malfunctioning heads, or

other visible issues. Identify all mains, valves, and components to ensure proper

functionality.

• Observe systems during an operational cycle at least once per month to verify sprinkler

effectiveness. Inspect, report, and repair (with prior approval) the following: misaligned

heads, clogged or obstructed heads, missing or vandalized heads, low-head drainage

conditions, overspray onto hardscape, poor coverage, stuck valves, and broken risers,

laterals, or mains.

• Clean and adjust sprinkler heads, valves, and pressure reducers as necessary to

maintain maximum efficiency.

• Review plant material for signs of distress and determine whether issues are related to

overwatering or underwatering to optimize water use.

• Note and report any dead, deteriorated, or damaged landscape materials resulting from

irrigation failure or component wear (e.g., clogged or calcium-covered heads).

• Remove or address root intrusion and calcium buildup that interfere with irrigation

performance.

• Recommend and/or implement water-efficient options in areas with complex planting,

water waste, or recurring issues.

• Perform preventive maintenance on controllers as needed.

• Report needed repairs promptly; minor adjustments and cleaning are included, but

minor repairs (such as replacing small parts) require written approval prior to

performance.

• Perform scheduled semi-annual irrigation audits and submit reports. Adjust timers

seasonally if requested.

2.7 Seasonal Services

• Perform spring and fall cleanups, including clearing all landscaped areas and hard

surfaces.

• Remove fallen leaves from lawns, beds, and paved areas during fall.

• Inspect and clear storm drains, v-ditches, and catch basins during dry months to ensure

proper drainage.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

REQUEST FOR PROPOSALS for LANDSCAPING MAINTENANCE AND GROUDSKEEPING

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