BOARD MEETING DATE: December 5, 2003
AGENDA NO. 6
Execute Contract for Landscape Maintenance at Diamond Bar Headquarters
SYNOPSIS:
The current contract for Diamond Bar headquarters landscape maintenance expires December 31, 2003. On August 1, 2003, the Board approved the release of an RFP to solicit proposals from firms interested in providing this service for the next three-year period. This action is to execute a contract with Tropical Plaza Nursery, Inc., through December 31, 2006, for an amount not to exceed $102,500. Funding for this contract has been included in the FY 2003-04 Budget and will be requested in successive fiscal years.
COMMITTEE:
Administrative, November 14, 2003, 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 $102,500.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
AQMD contracts with a landscape maintenance firm to provide routine landscape maintenance and tree-trimming services at the Diamond Bar headquarters. The current contract with Tropical Plaza Nursery, Inc., expires on December 31, 2003. On August 1, 2003, the Board approved release of RFP #P2004-03 to solicit proposals from landscape maintenance firms interested in providing these services for the next three-year period.
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 RFP and inviting bids was placed in the following publications:
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1. |
Antelope Valley Press |
10. | Korea Central Daily |
19. | Precinct Reporter |
|
2. |
Black Voice News |
11. |
La Opinion |
20. |
Press Enterprise |
|
3. |
Chinese Daily News |
12. |
La Prensa Hispana |
21. | Rafu Shimpo |
|
4. |
Desert Sun |
13. |
La Voz Publications |
22. |
San Bernardino Sun |
|
5. |
Eastern Group Publications |
14. |
Los Angeles Daily News |
23. | State of California Contracts |
|
6. |
El Chicano |
15. |
Los Angeles Sentinel |
Register |
|
|
7. |
El Informador |
16. |
Los Angeles Times |
24. | The Excelsior |
|
8. |
Inland Empire Hispanic News |
17. |
Orange County Register |
25. |
The Signal |
|
9. |
Inland Valley Daily Bulletin |
18. | Philippine News |
26. | Wave Community Newspapers |
Additionally, potential bidders were identified from the Los Angeles County MTA and Caltrans Directories 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. Notice of the RFP was 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
Ninety-one copies of the RFP were mailed out and nine vendors attended the mandatory bidders’ conference held on August 21, 2003. Six bids were received in response to the RFP when final bidding closed at 2:00 p.m. on September 4, 2003.
The panel evaluating the proposals included a Director of Community Services with the City of Diamond Bar and two AQMD employees, including a Business Services Manager, and a Building Maintenance Supervisor. Of these three panel members, two are Caucasian and one is Hispanic; one is female and two are male.
Evaluation of the six proposals was based on cost, understanding the requirements, contractor qualifications, and references regarding past experience. The attached summary lists bidders and their scores. Staff recommends the contract be awarded to Tropical Plaza Nursery, Inc., the firm that submitted the lowest-cost, highest-rated bid.
Resource Impacts
Sufficient funds in the amount of $20,304 are available in the approved FY 2003-04 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 $37,269 for FY 2004-05, $32,577 for FY 2005-06 and $12,263 for FY 2006-07.
Evaluation Summary
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