South Coast Air Quality Management District

Back

Execute Contract for Landscape Maintenance at Diamond Bar Headquarters

SYNOPSIS:

On August 18, 2000, the Board approved the release of an RFP for Landscape Maintenance. This action is to execute a three-year contract with Tropical Plaza Nursery, Inc. for an amount not to exceed $100,800. Funding for this contract has been included in the FY 2000-01 Budget and will be requested in successive fiscal years.

COMMITTEE:

Administrative, November 3, 2000, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman of the Board to execute a three-year contract with Tropical Plaza Nursery, Inc. for an amount not to exceed $100,800. Annual costs, which vary according to the tree-trimming schedule, are $24,171 for FY 2000-01, $32,716 for FY 2001-02, $31,650 for FY 2002-03 and $12,263 for FY 2003-04 (six months only).

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On August 18, 2000, AQMD released RFP #P2001-11 for Landscape Maintenance at Diamond Bar Headquarters. The current contract expires December 31, 2000. Those responding to the RFP were asked to bid on both routine landscape maintenance and tree-trimming services. Based on past experience, AQMD has needed to expend approximately 25% beyond the routine maintenance costs annually for unanticipated landscape-related repairs and replacements. These unanticipated costs result from such things as weather-related damage to plants and landscaped areas, loss of existing plantings, and sprinkler equipment repairs and replacements. Since these non-routine costs cannot be anticipated, the contract amount includes the three-year cost as submitted by the contractor for routine landscape maintenance and tree-trimming services, plus an additional 25% of the routine maintenance cost as a contingency to cover unanticipated landscape-related repairs and replacements.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFQ and inviting bids was published in the following publications:

1.	Antelope Valley Press	10.	La Opinion	19.	Precinct Reporter
2.	Black Voice News	11.	La Voz	20.	Rafu Shimpo
3.	Chinese Daily News	12.	Los Angeles Daily News	21.	Riverside Press Enterprise
4.	Eastern Group Publications	13.	Los Angeles Sentinel	22.	San Bernardino Sun
5.	El Chicano	14.	Los Angeles Times	23.	Santa Clarita Signal
6.	Elcelsior, The	15.	M/W/DVBE Source	24.	State of California Contracts
7.	Inland Empire Hispanic News	16.	Orange County Register		Register
8.	Inland Valley Daily Bulletin	17.	Palm Springs Desert Sun
9.	Korea Central Daily	18.	Philippine News

Additionally, potential bidders were identified using the Los Angeles County MTA Directory of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Notices of the RFP were mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and placed on the Internet at AQMD’s Web site [http://www.aqmd.gov "Business and Job Opportunities" icon] and AQMD’s 24-hour telephone message line for bidders (909) 396-2724.

Bid Evaluation

One hundred and three (103) copies of the RFP were mailed out and 18 vendors attended the mandatory bidders conference held on September 8, 2000. Nine (9) bids were received in response to the RFP when final bidding closed at 2:00 p.m. on September 22, 2000. Of the nine (9) bids, two (2) were from certified minority owned businesses, and one (1) was from a non-certified minority-owned business enterprise. Evaluation of the nine responses to the RFP was based on cost, understanding the requirements, contractor qualifications, and references regarding past experience. Three of the nine bids were disqualified for being incomplete or inconsistent with RFP requirements. Attachment A reflects the list of bidders evaluated, with the summary of the scores. Staff recommends the contract be awarded to the lowest-cost acceptable bid, which was received from Tropical Plaza Nursery, Inc.

Panel Composition

The evaluation panel consisted of three AQMD staff – the Business Services Manager, a Workers Compensation and Safety Analyst, and the Building Maintenance Supervisor. Of these three panelists, one is female, two are males; two Caucasian, one Hispanic.

Resource Impacts

Sufficient funds in the amount of $24,171 are available in the approved FY 2000-01 Budget for the remainder of this fiscal year. Since this will be a three-year contract, continuing funds will need to be included in the budgets for each of the remaining fiscal years of the contract. Annual costs, which vary according to the tree-trimming schedule, are $32,716 for FY 2001-02, $31,650 for FY 2002-03 and $12,263 for FY 2003-04 (six months only).

Attachments

Attachment A – RFP #2001-11 Landscape Maintenance Evaluation Summary

/ / /