LANDSCAPE AND IRRIGATION MAINTENANCE SERVICES SYSTEMWIDE (EXCLUDING METRO ORANGE LINE)

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1 42 One Gateway Plaza Los Angeles, CA Tt. metro. net SYSTEM SAFETY, SECURITY AND OPERATIONS COMMITTEE SEPTEMBER 18,2014 SUBJECT: LANDSCAPE AND IRRIGATION MAINTENANCE SERVICES SYSTEMWIDE (EXCLUDING METRO ORANGE LINE) ACTION: APPROVE CONTRACT AWARD RECOMMENDATION Award a five-year firm fixed unit rate contract, OP to Woods Maintenance Services, Inc., the lowest responsive, responsible bidder, to provide landscape and irrigation maintenance services throughout Metro facilities excluding Metro Orange Line (MOL) in an amount not-to-exceed $10,299,130, inclusive of two- one year options effective December 1, This contract amount consists of $6,090,228 for the three year base period and $2,030,076 for each of the two option years, plus $148,750 for as-needed work, for a combined total of $10,299,130. ISSUE The prior landscape and irrigation maintenance services contract expired on April 30, Previous bids were received and rejected as none of the bidders were deemed to be responsive and responsible. In the interim, as-needed services are being provided under an existing maintenance contract that is due to expire on November 30, The new contract will provide landscape and irrigation maintenance services for all Metro bus and rail facilities and properties with the exception of MOL which is maintained under a separate contract. A new contract must be awarded by December 1, 2014 in order to continue providing the required landscape and irrigation maintenance services.

2 DISCUSSION This contract requires the contractor to provide general maintenance and cleanup services of all landscaped areas, including trees under 13 feet in height, shrubs, vines, groundcover, lawns, planter boxes, and routine irrigation system maintenance. In addition, the contractor will provide as-needed services as directed by Metro such as repairing vandalized or damaged irrigation system components and replacing damaged or lost plant material resulting from natural causes beyond the control of the contractor. DETERMINATION OF SAFETY IMPACT The approval of this item will ensure meeting Metro maintenance standards in delivering clean and well maintained facilities and properties, provide on-going landscape and irrigation maintenance services, and provide prompt response time to deliver safe, quality, on-time, and reliable services to our customers and the public. FINANCIAL IMPACT The total contract amount is not-to-exceed $10,299,130. Funding of $1,201,566 is included in the FY15 budget in cost center Facilities Property Maintenance, line item Service Contract Maintenance, project Bus, Regional Activities, Metro Blue Line, Metro Green Line, Metro Red Line, Metro Gold Line, and Metro Expo I. Since this is a multi-year contract, the cost center manager, and Executive Director, Maintenance will be accountable for budgeting the cost in future years, including any option(s) exercised. Impact to Budget The current year funding for this action will come from the Enterprise operating fund. No other sources of funds were considered for this activity because it supports bus and rail operations. This activity is part of Metro facilities on-going maintenance costs. ALTERNATIVES CONSIDERED Staff considered providing this service through in-house staff; however, this would require the hiring and training of additional personnel, purchase of additional equipment, vehicles, and supplies to support the expanded responsibility. Staffs assessment indicates that this is not a cost-effective option for Metro. Page2

3 NEXT STEPS Upon approval, staff will complete the administrative processes and will issue a Noticeto-Proceed to Woods Maintenance Services, Inc. effective December 1, 2014, to provide landscape and irrigation maintenance services system-wide excluding Metro Orange Line. ATTACHMENTS A. Procurement Summary Prepared by: Questions: Brady Branstetter, Director, Facilities Maintenance Lena Babayan, Facilities Maintenance Manager Christopher Reyes, Senior Administrative Analyst, Operations (213) Page3

4 S p n Executiv irector Vend Management Page4

5 ATTACHMENT A PROCUREMENT SUMMARY LANDSCAPE AND IRRIGATION MAINTENANCE SERVICES 1. Contract Number: OP Recommended Vendor: Woods Maintenance Services, Inc. 3. Type of Procurement f]eck one): ~ IFB D RFP D RFP-A&E D Non-Competitive Modification D Task Order 4. Procurement Dates: A. Issued: May 27, 2014 B. Advertised/Publicized: May 27, 2014 C. Pre-proposal/Pre-Bid Conference: May 29, 2014 D. Proposals/Bids Due: June 25, 2014 E. Pre-Qualification Completed: July 30, 2014 F. Conflict of Interest Form Submitted to Ethics: July 18, 2014 G. Protest Period End Date: 5. Solicitations Picked Bids/Proposals Received: 4 up/downloaded: 9 (1 returned to bidder unopened) 6. Contract Administrator: Helen Telephone Number: (213) Gates-Bryant 7. Project Manager: Shaunt Telephone Number: (213) 922- Avanesian/Dan Smith 5931/ A. Procurement Background This Board action is to approve Contract OP for Landscape and Irrigation Maintenance Services for Metro bus and rail facilities and properties, excluding the Metro Orange Line. The originaiifb was issued on February 14, 2013 under IFB No. OP No award was made against that IFB, as none of the bidders met all the minimum qualifications specified in the IFB. A rebid of this IFB was issued on August 1, 2013 under IFB No. OP R. A recommendation for award was made to the Board in October 2013; however, a decision was made to cancel and re-procure, to incorporate the recent safety requirements handed down by the California Public Utilities Commission, and to include Metro's Living Wage Policy. This solicitation was issued in accordance with Metro's Acquisition Policy and the contract type is a firm fixed unit rate. This solicitation was conducted as a 2-Step PageS

6 IFB. The solicitation was advertised on May 27, 2014 and issued on May 27, The Pre-Bid Conference was held on June 2, 2014, with six companies in attendance. Four amendments were issued during the solicitation phase of this IFB as follows: Amendment No. 1, issued on June 9, 2014, provided answers to the contractor's submitted questions and the Pre-Bid Conference sign-in sheets and minutes. Amendment No.2, issued on June 10, 2014, provided answers to additional questions and Metro's current living wage rates. Amendment No.3, issued on June 11, 2014, provided clarifications and additional information. Amendment No. 4, issued on July 10, 2014, provided a change in the date of the STEP 2 public opening. A total of four bids were received on time. One additional bid was received after the required date and time and was returned to the bidder, unopened, per MTA policy and procedure. B. Evaluation of Proposals/Bids This IFB was processed using a two-step bid process. Both Step 1 (Technical Bid) and Step 2 (Price Proposal) were due on June 25, 2014; however price proposals were not opened until the Step 1 process was completed and the firms that met the Step 1 requirements were identified. The four bids received were reviewed for responsiveness and responsibility during the Step 1 process. Areas of evaluation included meeting the minimum requirements, reference checks, and technical ability to perform the work. Three bids were deemed responsive and responsible and moved on to Step 2. Price proposals were opened in a formal public opening held on July 15, 2014, as published in the IFB document and procurement schedule. The fourth bidder failed to acknowledge all amendments issued against the solicitation and was therefore deemed non-responsive. Consistent with the rules for bidding, the award is based on the lowest priced, responsive, responsible bidder. Page6

7 C. Cost/Price Analysis The recommended price has been determined to be fair and reasonable based on adequate price competition and a price analysis. It is therefore recommended that Woods Maintenance Services, Inc. be awarded the contract as the lowest responsive and responsible bidder. The Independent Cost Estimate (ICE) for this procurement was $12,656, Bidder/Proposer Name Total Bid Amount ICE 1. Woods Maintenance Services, $10,299, $12,656, Inc. 2. Conejo Crest $12,157, $12,656, Diversified Landscape Co. $14,709, $12,656, D. Background on Recommended Contractor Woods Maintenance Services, Inc. is located in North Hollywood, CA and was founded in Woods Maintenance Services, Inc. services include Graffiti abatement, right of way trash & debris removal, and LA SAFE- Freeway call box Maintenance. Woods Maintenance Services, Inc. currently provides satisfactory services on 5 contracts with Metro, totaling $20,649, for the following services: Red and Purple Line Tunnel Cleaning ($810,000.00); Graffiti Abatement Services ($4,252, ); Trash and Vegetation Removal Services for ROW Facilities ($13,233,946.00); Trash/Debris Removal ($1,822,860.00); and Graffiti Abatement Services Paint Out ($530,000.00); as well as other purchase orders for Metro including the Freeway Beautification Project, and Call Box System Maintenance. E. Small Business Participation The Diversity and Economic Opportunity Department (DEOD) established a 15% Race Conscious Disadvantaged Business Enterprise (RC DBE) goal for this solicitation. Woods Maintenance Services, Inc. made a 15.01% RC DBE commitment. SMALL BUSINESS GOAL DBE SMALL BUSINESS DBE 15% COMMITMENT 15.01% o/o DBE Subcontractors Ethnicity Committed 1. Brite Works Hispanic 7.44% 2. BJAB Hispanic 7.57% Total RC DBE Commitment 15.01% Page?