Agenda 06/14/2016 Item #16E 5 6/14/2016 16.E.5.
EXECUTIVE SUMMARY
Recommendation that the Board approves the extension of both contracts #13-6062 and #13-6062S,
"Annual Contract for Landscape Maintenance Vendors" through December 27, 2016 or sooner as a
new contract is awarded by the Board.
OBJECTIVE: Operating departments require landscaping and irrigation services for basic monthly
maintenance including, but not limited to: mowing, edging, weeding, trash removal, fertilizer and
insecticide application and other routine services.
CONSIDERATION: On July 9, 2013 (Agenda Item 16.A.10),the Board approved Request for Proposals
(RFP) #13-6062 "Annual Contract for Landscape Maintenance Vendors" and a supplemental RFP#13-
6062S was approved on September 24, 2013 (Agenda Item 16.A.9). The initial contract awarded three
landscaping firms and the supplemental added an additional three.
Currently, work is distributed through a quoting process in which all vendors are asked to bid on each and
every project. The number of firms started at six and over time, because of performance and/or lack of
interest, has been reduced to four active companies. In an attempt to increase the competitiveness of the
quoting process,County staff issued a solicitation(#16-6537)for site specific areas on November 25,2015,
which was shortly thereafter suspended due to other divisions' need for additional sites. On January 20,
2016,the revised solicitation(ITB#16-6537R)was issued and five bids were received. A protest was filed
on April 8, 2016 and denied by the Procurement Services Director on April 14, 2016. On April 26, 2016
(16.A.24),the Board approved three firms to be awarded specific geographic work areas. Two of the three
vendors (Hannula Landscaping and Irrigation and Florida Land Maintenance d.b.a. Commercial Land
Maintenance)were already contractors on the annual contracts: #13-6062 and#13-6062S. Therefore, even
with the addition of the new contract, there are currently only five (5) vendors available to provide
landscaping services for County-wide projects
Going forward, in Growth Management Division alone, there will be new medians within an additional 55
lane miles to be added to the workload, and the need for additional qualified firms is desired. Staff
believes additional awarded companies would improve competition and potentially result in lower prices.
On May 19, 2016, in an attempt to encourage greater vendor participation, staff conducted an outreach
program where landscape company representatives met with various County departments and were able to
ask questions on how to do business with the County and receive information on upcoming projects. In
order to affect a smooth transition, staff requests the authorization to extend the current contracts#13-6062
and #13-6062S for quoted landscaping services through December 27, 2016. Projects are initiated as
needed and the Purchase Orders will set the scope and duration of the services. Staff will re-solicit the
Request for Proposal to ensure all aspects of the County have an available contract to receive services.
In preparation of this Executive Summary, staff discovered a minor scrivener's error outlined in the starting
term of these agreements. The starting date had been listed as October 1,2013,and the starting date should
have been January 1, 2014. Staff has verified that no purchase orders were executed during this three (3)
month period.
Staff recommends that the Board extends contracts#13-6062 and#13-60625 an additional one hundred and
eighty days (180)or until a new contract is awarded by the Board.
FISCAL IMPACT: Funds for these services shall come from each individual department using
previously identified dollars budgeted for the services under each category.
Packet Page-1544-
6/14/2016 16.E.5.
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority
vote for Board approval.—SRT
GROWTH MANAGEMENT IMPACT: This request is consistent with the Collier County Growth
Management Plan.
RECOMMENDATION: That the Board extends both #13-6062 and #13-60625, "Annual Contract for
Landscape Maintenance Vendors" through December 27, 2016, or earlier should the Board award a new
contract.
Prepared By: Scott Johnson,Acquisitions Manager,Procurement Services
Attachments:
1. Approved Executive Summary 13-6062
2. Approved Executive Summary 13-60625
3. Approved Executive Summary 16-6537R
Packet Page-1545-
6/14/2016 16.E.5.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.E.16.E.5.
Item Summary: Recommendation to approve the extension of both 13-6062 and 13-
60625-"Annual Contract for Landscape Maintenance Vendors"for an additional one hundred
and eighty (180) days.
Meeting Date: 6/14/2016
Prepared By
Name:NorthrupAdam
Title: Procurement Specialist,Procurement Services
5/20/2016 8:40:51 AM
Submitted by
Title: Manager-Procurement,Procurement Services
Name: JohnsonScott
5/20/2016 8:40:52 AM
Approved By
Name: JohnsonScott
Title: Manager-Procurement,Procurement Services
Date: 5/20/2016 3:02:06 PM
Name: pochopinpat
Title: Operations Coordinator,Administrative Services Department
Date: 5/23/2016 3:19:23 PM
Name: HerreraSandra
Title: Manager-Procurement,Procurement Services
Date: 5/24/2016 2:04:31 PM
Name: MarkiewiczJoanne
Title: Division Director-Procurement Services,Procurement Services
Date: 5/25/2016 8:53:47 AM
Packet Page-1546-
6/14/2016 16.E.5.
Name: GreeneColleen
Title:Assistant County Attorney,CAO General Services
Date: 5/26/2016 10:22:47 AM
Name: TeachScott
Title:Deputy County Attorney, County Attorney
Date: 5/26/2016 10:26:55 AM
Name: PriceLen
Title:Department Head-Administrative Svc,Administrative Services Department
Date: 6/3/2016 2:32:44 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 6/6/2016 8:48:58 AM
Name: WellsLaura
Title: Management/Budget Analyst, Senior, Office of Management&Budget
Date: 6/6/2016 9:22:41 AM
Name: CasalanguidaNick
Title:Deputy County Manager,County Managers Office
Date: 6/6/2016 11:57:40 AM
Packet Page-1547-
6/14/2016 16.E.5.
7/9/2013 16.A.10.
EXECUTIVE SUMMARY
Recommendation to award Request for Proposal (RFP) 13-6062 Annual Contract for
Landscape Maintenance Vendors and authorize the Chairwoman to sign Contracts with
Florida Land Maintenance, Inc., Hannula Landscaping and Irrigation, Inc., Leo Jr.
Landscaping and Irrigation Services,LLC and Signature Tree Care LLC.
OBJECTIVE: To maintain approximately 100 miles of median landscaping and irrigation on
County roadways. These Contracts will also be used by various operating departments for the
maintenance of landscape, irrigation, and tree service.
CONSIDERATION: Operating departments require landscaping and irrigation services for basic
monthly maintenance including, but not limited to: mowing, edging,weeding,trash removal, street
cleaning, fertilizer and insecticide application and other routine services, and quote this work for
a twelve (12) month period from companies on current Contract 0 9-5 2 3 9. This RFP was
constructed in a very similar manner, with additional specialized functions such as tree pruning
and tree maintenance, incidental replacements, staking of trees and palms and other additional
services. Generally, like its predecessor Contract, all projects will be quoted from all
awarded firms within the category identified (generally for a twelve month period).
On April 3, 2013,email notices (762)were sent by the County's Online Bidding System and forty
five (45) companies downloaded solicitation materials. On May 7, 2013, six (6) firms submitted
proposals and one (1) proposal was deemed non-responsive due to the lack of licenses required.
On May 22, 2013,. the Selection Committee ranked the responsive firms. There are two
categories for award: Category I: Landscape and Irrigation Maintenance; and Category I:L: Tree
Service and Arborist Tree Service. By consensus of the Selection Committee, staff recommends
the following companies for an award:
Category I: Landscape and Irrigation Category II: Tree Service
Maintenance and
1. Florida Land Maintenance, Inc. Signature Tree Care, LLC
2. Hannula Landscaping and Irrigation,Inc.
3. Leo Jr. Landscaping and Irrigation Servs. LLC
In order to affect a smooth transition and to attract additional qualified contractors, staff
recommends:
• Contracts for 13-6062 Annual Contract fo r Landscape Maintenance Vendors be
executed with a Contract commencement date of October 1, 2013. This allows the new
Contract to be effective on an annual/fiscal year basis streamlining administrative
operations.
• Additional outreach and training events to recruit/attract landscape contractors to submit
proposals for a supplemental issued Request for Proposal.
• The authorization of use of the current Contract 09-5239 for quoted landscaping services
through the Contract extension date of 9/30/13; and, that all quoted work on "approved"
Packet Page-396-
Packet Page-1548-
6/14/2016 16.E.5.
7/9/2013 16.A.10.
purchase orders for Contract 09-5239 on, or prior to 9/30/13, continue until the stated end
date, or no later than 9/29/2014 as provided for in the Contract terms and conditions: "The
Contract shall be for a one (1) year period, commencing on the date of the Notice to
Proceed, and terminating one year later, or until such time as all outstanding Purchase
Orders issued prior to the expiration of the Agreement period have been completed."
Effective 10/1/2013, all new work will be quoted on the 13-6062 executed Contracts.
FISCAL IMPACT: Funds for these services shall come from each individual department
using previously identified dollars budgeted for the services under each category.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and
requires majority vote for approval.—CMG-
GROWTH MANAGEMENT IMPACT: This request is consistent with the Collier County
Growth Management Plan.
RECOMMENDATION: That the Board awards Request for Proposal (RFP) 13-6062 Annual
Contract for Landscape Maintenance Vendors and authorizes the Chairwoman to sign standard
services Contracts on behalf of the Board, after County Attorney review to Category I:
Landscape and Irrigation Maintenance to Florida Land Maintenance, Inc. d/b/a Commercial
Land Maintenance, Hannula Landscaping and Irrigation, Inc., and Leo Jr. Landscaping and
Irrigation Services, LLC; Category II: Tree Service and Arborist Tree Service to Signature Tree
Care,LLC.
Prepared By: Liz Soriano, Project Manager, Road Maintenance Department
Attachments: (1)Final Ranking Sheet; (2)Contracts
Packet Page-397-
Packet Page-1549-
6/14/2016 16.E.5.
9/24/2013 16.A.9.
EXECUTIVE SUMMARY
Recommendation to award the Request for Proposal (RFP) 13-6062S Annual Contract for
Landscape Maintenance Vendors to multiple awardees to Category I: Landscape and
Irrigation Maintenance and Category IA: Basic Landscape Services to Affordable Landscaping
Service & Design, LLC; Superior Landscaping & Lawn Service Inc.; and Caribbean Lawn &
Garden of SW Naples Fl Inc.; and authorizes the Chairwoman to sign standard services
contracts on behalf of the Board and approve the extension of Contract 09-5239 to December
31,2013.
OBJECTIVE: This is the supplemental award of Request for Proposal (RFP) 13-6062S Annual
Contract for Landscape Maintenance Vendors. The RFP was extended and a vendor outreach program
was initiated to attract new qualified proposers to Collier County and to ensure competitive pricing
through this contract.
CONSIDERATION; Operating departments require landscaping and irrigation services for basic
monthly maintenance including, but not limited to: mowing, edging, weeding, trash removal, street
cleaning, fertilizer and insecticide application and other routine services, and quote this work from
companies on contract 09-5239. This RFP was formatted similarly to the initial solicitation with
the exception of an added category for mowing without irrigation systems requirements, with
additional specialized functions such as tree pruning and tree maintenance, incidental replacements,
staking of trees and palms and other additional services. Generally, like its predecessor
contract, all projects will be quoted from all awarded firms within the category identified.
On July 9, 2013 (Agenda Item 16A10), the Board approved Request for Proposal (RFP) 1 3-
6 0 6 2 Annual Contract for Landscape Maintenance Vendors and authorized the
Chairwoman to sign contracts with Florida Land Maintenance, Hannula Landscaping and
Irrigation, Inc., Leo Jr. Landscaping and Signature Tree Care LLC.
Staff felt that additional awarded companies would improve competition, therefore a vendor
outreach program was conducted on July 17, 2013 where the RFP was reviewed, samples of
successful applications provided and questions discussed with interested vendors. On July 30,
2013, email notices (778) were sent by the County's Online Bidding System; 37 companies
downloaded solicitation materials. On August 26, 2013, four(4) firms submitted proposals; one (1) was
deemed non-responsive due to lack of documentation required. On September 6, 2013, the Selection
Committee ranked the responsive firms.
Through the vendor outreach program, staff determined that an additional category was needed in cases
where basic landscape services without irrigation maintenance are required. The new category, Category
IA was added to address this need. Since all qualified firms in category I possess the ability and licensing to
perform the duties of category IA, those who qualify for category I of Landscape Contractor's and
Irrigation License or Unlimited Landscape Contractor's License in Collier County are automatically
qualified to bid on items in category IA where only a Landscape Contractor's Restricted License is
required.
There were three categories for award: Category I: Landscape and Irrigation Maintenance; Category
IA: Basic Landscape and Category II: Tree Service and Arborist Tree Service. Only two categories of
service are requested for award, since none of the firms submitted a proposal for Category II: Tree
Service. By consensus of the Selection Committee, staff recommends the following companies for an
Packet Page-1217-
Packet Page -1550-
6/14/2016 16.E.5.
9/24/2013 16.A.9.
award:
Category I:Landscape and Category IA: Basic Category II: Tree
Irrigation Maintenance Landscape Maintenance Service
Affordable Landscaping Service Affordable Landscaping Service No Firms Submitted
&Design, LLC &Design, LLC
Superior Landscaping&Lawn Superior Landscaping&Lawn
Service Inc. Service Inc.
Caribbean Lawn&Garden of SW Caribbean Lawn&Garden of SW
Naples Fl Inc. Naples Fl Inc.
In order to affect a smooth transition, staff recommends that the originally proposed schedule be
amended to reflect the additional time needed to quote landscape maintenance work with all
contracted vendors(Exhibit 1)under the following scenario:
• Contracts 13-6062 and 13-6062S are active upon Board approval with a commencement date of
October I, 2013. This allows the additional vendors the ability to competitively quote on County
projects and for departments to stagger quotes from October 1, 2013 through December 31,
2013 and open quoted purchase orders on January 1, 2014.
• The authorization to use the current contract 09-5239 for quoted landscaping services through
12/31/2013 so that the new scope of work can be developed for 17 contracts and start the new
purchase orders on January 1,2014.
• Projects are initiated as needed and the Purchase Orders will set the scope and duration of the
services.
FISCAL IMPACT: Funds for these services shall come from each individual
department using previously identified dollars budgeted for the services under each category.
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires
majority vote for Board approval.—SRT
GROWTH MANAGEMENT IMPACT: This request is consistent with the Collier County
Growth Management Plan.
RECOMMENDATION: That the Board awards Request for Proposal (RFP) 13-6062S Annual
Contract for Landscape Maintenance Vendors to multiple awardees to Category I: Landscape and
Irrigation Maintenance and Category IA: Basic Landscape Services to Affordable Landscaping Service
& Design, LLC; Superior Landscaping & Lawn Service Inc.; and Caribbean Lawn & Garden of SW
Naples Fl Inc.; and authorizes the Chairwoman to sign standard services contracts on behalf of the
Board and approve the extension of Contract 09-5239 to December 31,2013.
Prepared By: Liz Soriano,Project Manager,Road Maintenance Department
Attachments: 1) Final Ranking Sheet; 2) Agreement for Superior Landscaping Services; 3)
Agreement for Affordable Landscaping Services; 4) Agreement for Caribbean Lawn & Garden of
SW Naples; 5) Solicitation; 6)Exhibit 1
Packet Page-1218-
Packet Page-1551-
6/14/2016 16.E.5.
4/26/2016 16.A.24.
EXECUTIVE SUMMARY
Recommendation to award Invitation to Bid (ITB) # 16-6537R "Annual Contract for Landscape
Maintenance"to primary,secondary and tertiary contractors.
OBJECTIVE: To provide landscaping services to be performed on County roadways and other
properties for mowing and edging, side of the right of way mowing and edging, street cleaning, median
weeding, side of the right of way weeding, general site trimming,trash removal, and brick paver pressure
cleaning throughout Collier County.
CONSIDERATIONS: On January 20, 2016, the County advertised Invitation to Bid#16-6537R for the
"Annual Contract for Landscape Maintenance" for the Growth Management Road Maintenance and Parks
and Recreation divisions on the Collier County Online Bidding System. There were eight hundred eighty
(880) notices sent, of which forty-one (41) addresses downloaded the bid documents, and six (6) bids
were submitted by the February 5, 2016 deadline date. A non-mandatory pre-bid meeting was held at
which time the County reviewed all specifications and requirements with the six (6) contractors in
attendance.
Staff conducted a review of price submittals and qualifications and deemed three (3) contractors to be
non-qualified due to the lack of required licenses for the type of work to be performed and one of those
three to be non-responsive based on their a statement indicating: We do not provide mowing, shrub
work, etc. As a tree service, we would be bidding tree work as requested." Ground Zero Landscaping
and Hannula Landscaping and Irrigation,Inc. were the lowest overall responsive bidders in the respective
geographic areas.
Consistent with the solicitation document,staff posted the award recommendations for the April 12, 2016
Board meeting, with the recommended awards based on the lowest, responsive bidders for each
geographic work area on a primary,secondary and tertiary basis as identified in the chart below.
p y< t FA'415'zC z R A,,, „ 3" "a.Psf
Primary Contract=Ground Zero
Landscaping
Areas I—3 and 21 Secondary Contract=Hannula Landscaping&
Irrigation,Inc
Tertiary Contract =Florida Land Maintenance,
Inc. d/b/a Commercial Land Maintenance
Primary Contract=Hannula Landscaping&
Irrigation,Inc.
Areas 4—20
Secondary Contract=Florida Land Maintenance,
Inc.d/b/a Commercial Land Maintenance
Subsequent to that recommended posting,the Procurement Services Division received an intent to protest
pursuant to the Board's Procurement Ordinance. The Protest was heard by the Procurement Service
Director who reviewed the allegations and facts. The Bid protest was denied. Caribbean Lawn&Garden
of SW FL,INC.did not exercise their option to appeal the Procurement Services Director's findings.
Packet Page-790-
Packet Page-1552-
6/14/2016 16.E.5.
4/26/2016 16.A.24.
Standard County purchase orders(PO)will be issued. A comprehensive bid tabulation has been attached,
along with a condensed bid tabulation depicting only responsive bidders.
FISCAL IMPACT: The Road Maintenance Division, Landscaping Operations, of the Growth
Management Department has funding budgeted in account 111-163801. Other departments that require
these services for projects shall do so with funding from their individual budgets.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this
Executive Summary.
LEGAL CONSIDERATIONS: This item is approved as to form and legality,and requires majority vote
for Board approval.—SRT
RECOMMENDATION: That the Board awards Invitation to Bid #16-6537R to Ground Zero
Landscaping as the primary contractor for the geographic work areas 1 –3, and 21;Hannula Landscaping
& Irrigation, Inc. as the primary contractor for the geographic work areas 4 – 20 and as the secondary
contractor for work areas 1 – 3, and 21; and Florida Land Maintenance, Inc. d/b/a Commercial Land
Maintenance as the secondary contractor for the geographic work areas 4–20 and the tertiary contractor
for the geographic work areas 1 –3, and 21.
Prepared by: Melissa Pearson, CPPB, Contract Administration Specialist, Road Maintenance Division,
Growth Management Department.
Attachments:
1) Caribbean Protest Materials
2) Caribbean Protest Response
3) ITB 16-6537R Annual Contract Landscape Maintenance
4) Final Bid Tab 16-6537R
5) Final Condensed Bid Tab 16-6537R
Packet Page-791-
Packet Page-1553-