BOARD MEETING DATE: December 4, 2009
AGENDA NO. 3

PROPOSAL:

Execute Contract for Landscape Maintenance at Diamond Bar Headquarters

SYNOPSIS:

The current contract for Diamond Bar headquarters landscape maintenance expires December 31, 2009. On July 10, 2009, the Board approved 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, 2012, for a three-year amount not to exceed $131,045. Funding for this contract has been included in the FY 2009-10 Budget and will be requested in successive fiscal years. 

COMMITTEE:

Administrative, November 13, 2009, Recommended for Approval

RECOMMENDED ACTIONS:

Authorize the Chairman of the Board to execute a three-year contract with Tropical Plaza Nursery, Inc., for an amount not to exceed $131,045.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

AQMD contracts with a landscape maintenance firm to provide landscape maintenance and tree trimming services at the Diamond Bar headquarters. The current contract, which is with Tropical Plaza Nursery, Inc., expires December 31, 2009. On July 10, 2009, the Board approved release of RFP #P2010-01 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 landscape maintenance and tree trimming services. In addition to these routine services, AQMD typically has unanticipated landscape-related repairs and replacements that, based on past experience, cost approximately 25% of the routine maintenance cost. 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 it is difficult to project what these non-routine costs might be, the contract amount includes the three-year cost as submitted by the contractor for routine landscape maintenance and tree-trimming services, plus an additional approximately 25% of the routine maintenance cost as a contingency to cover unanticipated landscape-related repairs and replacements.

Outreach

In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP and inviting bids was published in the Los Angeles Times, the Orange County Register, the San Bernardino Sun, and Riverside County Press Enterprise newspapers to leverage the most cost-effective method of outreach to the entire South Coast Basin.

Additionally, potential bidders may have been notified utilizing AQMD’s own electronic listing of certified minority vendors. Notice of the RFP has been 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/). Information was also available on AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Proposal Evaluation

Eighty-nine proposals were mailed out and 20 contractors attended the July 28, 2009, mandatory Bidders Conference. Eleven proposals were received when final bidding closed at 2:00 p.m., August 14, 2009, nine of which were complete and met RFP requirements.

The panel that evaluated proposals included a Grounds Supervisor from Chino Valley Unified School District, and three AQMD employees--a Building Maintenance Manager, a Business Services Manager, and a Building Maintenance Supervisor. Of these, one is Asian Pacific Islander, two are Caucasian, and one is Hispanic; one is female and three are male.

The panel evaluated the nine responsive proposals based on criteria specified in the RFP, which included cost, understanding of the requirements, contractor qualifications, and references regarding past work experience. The attached summary lists responsive bidders and their scores. Staff recommends the contract be awarded to Tropical Plaza Nursery, Inc., the firm that submitted the highest rated bid. 

Resource Impacts

Annual costs, which vary according to the tree trimming schedule, are $25,757 for the second half of FY 2009-10, $47,475 for FY 2010-11, $41,785 for FY 2011-12, and $16,028 for the first half of FY 2012-13. Sufficient funds are available in the current budget to cover costs for the remainder of this fiscal year.

Attachment (DOC, 32k)

Evaluation Summary