TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 20, 2025
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 25-667-11, Native Prairie Landscape Maintenance at Various Service Areas, Groups A, B, and C, to Semper Fi Landscaping, Inc., in an amount not to exceed $456,600.00, Account 101-69000-612420, Requisition 1617127
Body
Dear Sir:
On October 17, 2024, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 25-667-11, Native Prairie Landscape Maintenance at Various Service Areas.
In response to a public advertisement of November 27, 2024, a bid opening was held on January 7, 2025. The bid tabulation for this contract is:
GROUP A: STICKNEY SERVICE AREA
GLOBAL MAINTENANCE SOLUTIONS, LLC $73,871.85
CARDINAL STATE, LLC *$129,992.43
SEMPER FI LANDSCAPING, INC. $166,749.78
GROUP B: CALUMET SERVICE AREA
CARDINAL STATE, LLC *$102,775.35
GLOBAL MAINTENANCE SOLUTIONS, LLC *$120,558.90
SEMPER FI LANDSCAPING, INC. $132,490.11
GROUP C: NORTH SERVICE AREA
CARDINAL STATE, LLC *$144,471.90
GLOBAL MAINTENANCE SOLUTIONS, LLC *$167,889.15
SEMPER FI LANDSCAPING, INC. $180,103.02
*corrected total
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 $160,200.00 for Group A, $120,600.00 for Group B, and $175,800.00 for Group C, for a combined total amount of $456,600.00.
A review by the Diversity Section of the bid for Cardinal State, LLC revealed that they did not submit Subcontractor’s letters of intent for their bid on Groups A and C as required.Therefore, Cardinal State, LLC does not comply with the requirements set forth in the Affirmative Action Ordinance Revised Appendix D under Section 15, Utilization Plan Submission (d) and Section 16 Bid Submission Compliance Review (a) (i).
A review by the Diversity Section of the bid for Cardinal State, LLC for Group B revealed that they did not submit a complete Utilization plan as required. Therefore, Cardinal State, LLC does not comply with the requirements set forth in the Affirmative Action Ordinance Revised Appendix D under Section 15, Utilization Plan Submission (a) and Section 16, Bid Submission Compliance Review (a) (i).
The Director of Procurement and Materials Management has notified Cardinal State, LLC that their bid for Groups A, B, and C is considered non-responsive and rejected based on the information above and in the public’s best interest.
A review of the bid submitted by Global Maintenance Solutions, LLC (Global) for Group A revealed that they did not provide with their bid page P-3 which contained items A-4 and A-5 pricing which is required. Therefore, their bid for Group A was incomplete and did not bid all items as required. They are considered non-responsive and rejected for Group A.
In addition, further review by the Maintenance and Operations Department of Global’s bid for Groups B and C indicated that they do not meet the qualification requirements listed in the contract documents on pages P-10 to P-11 and DS-3. The bidder was unable to demonstrate at least three (3) years of experience with projects of a similar size and scope relevant to the contract.
Therefore, the Director of Procurement and Materials Management has notified Global that their bid for Groups A, B, and C is considered non-responsive and rejected based on the information above and in the public’s best interest.
Semper Fi Landscaping, Inc. (Semper Fi), the lowest responsible bidder for Groups A, B, and C, is proposing to perform the contract in accordance with the specifications. The estimated cost for Groups A, B, and C was $456,600.00, placing the bid of $479,342.91 approximately 5% above the engineer’s estimate.
The Affirmative Action Ordinance Revised Appendix D goals for this contract are 15% Minority Business Enterprise (MBE) and/or Women Business Enterprise (WBE), and 3% policy goal for the Veteran-Owned Business Enterprise (VBE).
Semper Fi is in compliance with the Affirmative Action Ordinance Revised Appendix D for Groups A, B, and C as indicated on the attached report. The Minority Business Enterprise (MBE), Women Business Enterprise (WBE), and Veteran-Owned Business Enterprise (VBE) utilization goals for this contract are 15% MBE and 0% WBE. Bidder offered 3% for the VBE policy goal.
Semper Fi has executed the Multi-Project Labor Agreement (MPLA) certificate as required. It is anticipated that the following trades will be utilized on this contract: operating engineers (150). 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 25-667-11, Groups A, B, and C, to Semper Fi Landscaping, Inc., in an amount not to exceed $456,600.00, 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.
The contractor shall commence work upon approval of the contractor’s bond and terminate December 31, 2027, or upon expenditure of available funds, whichever occurs sooner.
The contract will employ approximately five (5) people for the services.
Funds for the 2025 expenditures for Group A, in the amount of $53,400.00, are available in Account 101-69000-612420. The estimated expenditures for 2026 are $53,400.00 and for 2027 are $53,400.00. Funds for the 2026 and 2027 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Funds for the 2025 expenditures for Group B, in the amount of $40,200.00, are available in Account 101-69000-612420. The estimated expenditures for 2026 are $40,200.00 and for 2027 are $40,200.00. Funds for the 2026 and 2027 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Funds for the 2025 expenditures for Group C, in the amount of $58,600.00, are available in Account 101-69000-612420. The estimated expenditures for 2026 are $58,600.00 and for 2027 are $58,600.00. Funds for the 2026 and 2027 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, John P. Murray, Director of Maintenance and Operations
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:gv
Respectfully Submitted, Precious Brady-Davis, Chairperson, Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for March 20, 2025
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