TRANSMITTAL LETTER FOR BOARD MEETING OF JANUARY 9, 2025
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 24-665-12 (Re-Bid), Landscape Maintenance at Various Service Areas, Group D, to Lizzette Medina & Co. (Lizzette), in an amount not to exceed $196,500.00, Account 101-69000-612420, Requisition 1577294
Body
Dear Sir:
On December 21, 2023, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 24-665-11, Landscape Maintenance at Various Service Areas.
In response to a public advertisement of January 31, 2024, a bid opening was held on February 27, 2024. At the August 8, 2024, Board Meeting, Groups A, B, and C were awarded and Group D rejected.
In response to a public re-advertisement of August 28, 2024, a bid opening was held on September 24, 2024. The bid tabulation for this contract is:
CHRISTY WEBBER & COMPANY $195,557.20
LIZZETTE MEDINA & CO. $209,779.00
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 $196,500.00 for Group D.
Christy Webber & Company (Christy) sent a letter on October 24, 2024, requesting to withdraw their bid citing their inability to comply with the District’s Multi-Project Labor Agreement. The MBE and VBE subcontractors Christy were utilizing to meet the goals were not union. Christy tried to locate other subcontractors, but the pricing offered was not acceptable for Christy to realize a profit. Therefore, the bid submitted by Christy is considered non-responsive and rejected based on the information above and in the public’s best interest. The Director of Procurement and Materials Management has notified Christy of this action.
Lizzette, the lowest responsible bidder for Group D, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group D was $196,500.00, placing the bid of $209,779.00, approximately 7% above the engineer’s estimate.
The Affirmative Action Ordinance Revised Appendix D goals for this contract are 20% Minority Business Enterprise (MBE), 9% Women Business Enterprise (WBE). The Veteran-Owned Business Enterprise (VBE) policy is 3%.
Lizzette is in compliance with the Affirmative Action Ordinance Revised Appendix D, for Group D 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 20% MBE and a waiver was granted for the WBE goal. Bidder offered 0% for the VBE policy goal.
Lizzette has executed the Multi-Project Labor Agreement (MPLA) certificate as required. It is anticipated that the following trades will be utilized on this contract: laborers. The list of construction trades is not intended to confer any rights or jurisdiction upon any union or unions.
The contractor shall commence work upon approval of the contractor’s bond and terminate thirty-six (36) months thereafter, or upon expenditure of available funds, whichever occurs sooner.
The contract will employ approximately five (5) people for the services.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 24-665-12, Group D, to Lizzette Medina & Co., in an amount not to exceed $196,500.00, 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 2025 expenditures for Group D, in the amount of $64,400.00, are available in Account 101-69000-612420. The estimated expenditures for 2026 are $64,400.00, and 2027 are $67,700.00. 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, Marcelino Garcia, 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 January 9, 2025
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