TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 8, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to award Contract 10-665-11, Landscape Maintenance at Various Service Areas, Groups A, B, C, D, and H, to Christy Webber & Company, in an amount not to exceed $2,164,300.00, Group E, to Classic Landscape, Ltd., in an amount not to exceed $44,100.00, and Groups F and G, to Alaniz Group, Inc., in an amount not to exceed $88,500.00, Accounts 101-66000, 67000, 68000, 69000-612420, Requisitions 1292510, 1293683, 1289221, 1288590, 1295029, 1291325, and 1293051
Body
Dear Sir:
On March 4, 2010, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 10-665-11, Landscape Maintenance at Various Service Areas.
In response to a public advertisement of April 14, 2010, a bid opening was held on May 11, 2010. The bid tabulation for this contract is:
GROUP A - STICKNEY WRP
ALANIZ GROUP, INC. *$471,027.00
CHRISTY WEBBER & COMPANY *$618,848.17
CLASSIC LANDSCAPE, LTD. *$794,845.00
ALLIED LANDSCAPING CORPORATION *$901,890.00
*corrected total
GROUP B - LASMA
CHRISTY WEBBER & COMPANY *$185,494.80
CLASSIC LANDSCAPE, LTD. *$204,005.00
ALLIED LANDSCAPING CORPORATION *$254,217.00
*corrected total
GROUP C - CALUMET WRP
CLASSIC LANDSCAPE, LTD. *$485,652.00
CHRISTY WEBBER & COMPANY *$537,544.04
ALLIED LANDSCAPING CORPORATION $639,005.00
J & L CONTRACTORS, INC. $994,454.00
*corrected total
GROUP D - NORTH SIDE WRP
CHRISTY WEBBER & COMPANY *$42,173.25
CLASSIC LANDSCAPE, LTD. $42,975.00
JRK LANDSCAPING & LAWN SERVICE, INC. $51,930.00
*corrected total
GROUP E - HANOVER PARK WRP
CLASSIC LANDSCAPE, LTD. $83,495.00
ALANIZ GROUP, INC. $127,100.00
*corrected total
GROUP F - EGAN WRP
ALANIZ GROUP, INC. $43,392.00
CLASSIC LANDSCAPE, LTD. $45,250.00
GROUP G - KIRIE WRP
ALANIZ GROUP, INC. $53,690.00
CHRISTY WEBBER & COMPANY $63,650.00
CLASSIC LANDSCAPE, LTD. $66,315.00
GROUP H - CALSMA
CLASSIC LANDSCAPE, LTD. *$62,076.50
CHRISTY WEBBER & COMPANY *$93,609.54
ALLIED LANDSCAPING CORPORATION *$93,654.00
J & L CONTRACTORS, INC. *$115,080.00
*corrected total
Two hundred fifteen (215) companies were notified of this contract being advertised and thirty-five (35) companies requested specifications.
The PCE utilization goals for this contract are 10 percent Minority Business Enterprise (MBE), 5 percent Women Business Enterprise (WBE), and 10 percent Small Business Enterprise (SBE).
The low bid for Group A, submitted by Alaniz Group, Inc., offered 8 percent MBE participation, 4 percent WBE participation, and 12 percent SBE participation, plus they requested a wavier for the shortfall of MBE and WBE participation. The Affirmative Action Administrator reviewed the wavier request and denied the wavier indicating Alaniz Group Inc., did not provide a “Good Faith Effort” to attain full MBE and WBE participation. The Director of Procurement and Materials Management concurred with this finding. Therefore, Alaniz Group, Inc., has been notified that their bid for Group A is considered non-responsive and rejected in accordance with Appendix D, section 9(b) (vii).
The low bid for Group C, submitted by Classic Landscape, Ltd., offered 6 percent MBE, 0 percent WBE, and 6 percent SBE participation, plus they requested a wavier for the shortfall of MBE, WBE, and SBE participation. The Affirmative Action Administrator reviewed the wavier request and denied the wavier, indicating Classic Landscaping, Ltd., did not provide a “Good Faith Effort” to attain full MBE, WBE, and SBE participation. The Director of Procurement and Materials Management concurred with this finding. Therefore, Classic Landscaping, Ltd., has been notified that their bid for Group C is considered non-responsive and rejected in accordance with Appendix D, section 9(b) (vii).
The low bid for Group H, submitted by Classic Landscape, Ltd., offered 6 percent MBE, 0 percent WBE, and 6 percent SBE participation, plus they requested a wavier for the shortfall of MBE, WBE, and SBE participation. The Affirmative Action Administrator reviewed the wavier request and denied the wavier, indicating Classic Landscaping, Ltd., did not provide a “Good Faith Effort” to attain full MBE, WBE, and SBE participation. The Director of Procurement and Materials Management concurred with this finding. Therefore, Classic Landscaping, Ltd., has been notified that their bid for Group H is considered non-responsive and rejected in accordance with Appendix D, section 9(b) (vii).
The quantities specified in the contract documents were used for the purpose of comparing bids and establishing unit prices. The total amount to be expended on this contract, should usage differ from the quantities, is not to exceed $980,000.00 for Group A, $275,000.00 for Group B, $738,000.00 for Group C, $52,500.00 for Group D, $44,100.00 for Group E, $52,500.00 for Group F, $36,000.00 for Group G, and $118,800.00 for Group H.
Christy Webber & Company, the lowest responsible bidder for Groups A, B, C, D, and H, is proposing to perform the contract in accordance with the specifications.
The estimated cost for Groups A, B, C, D, and H, of this contract was $2,164,300.00, placing the bid of $1,477,669.80, approximately 31.7 percent below the estimate.
Christy Webber & Company, is in compliance with the Revised Appendix D as indicated on the attached report. The protected class utilization for this contract is 10 MBE, and the bidder offers themselves to fulfill the WBE and offers MBE credits to satisfy the SBE participation.
Classic Landscape, Ltd., the lowest responsible bidder for Group E, is proposing to perform the contract in accordance with the specifications.
The estimated cost for Group E of this contract was $44,100.00, placing the bid of $83,495.00, approximately 89.3 percent above the estimate.
Alaniz Group, Inc., the lowest responsible bidder for Groups F and G, is proposing to perform the contract in accordance with the specifications.
The estimated cost for Groups F and G of this contract was $88,500.00, placing the bid of $97,052.00, approximately 9.7 percent above the estimate.
The revised Appendix D was not included in this contract for Groups D, E, F, and G, because the estimate is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance for each group.
Christy Webber & Company, Classic Landscape, Ltd., and Alaniz Group, Inc., have executed the Multi-Project Labor Agreement (MPLA) certificate as required. The construction trades anticipated to be utilized on this contract are: laborers. The list of construction trades is not intended to confer any rights or jurisdiction upon any union or unions.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 10-665-11, Groups A, B, C, D, and H, to Christy Webber & Company, in an amount not to exceed $2,164,300.00, Group E, to Classic Landscape, Ltd., in an amount not to exceed $44,100.00, and Groups F and G, to Alaniz Group, Inc., in an amount not to exceed $88,500.00, subject to the contractors furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
Funds for the 2010 expenditure in the amount of $529,300.00, are available in Accounts 101-66000, 67000, 68000, 69000-612420. The estimated expenditure for 2011 is $720,700.00, for 2012 is $790,700.00, and for 2013 is $256,200.00. Funds for the 2011, 2012, and 2013 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:klv
Respectfully Submitted, Barbara J. McGowan, Chairman, Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for July 8, 2010