Agenda 03/08/2016 Item #16E 5 Proposed Agenda Changes
Board of County Commissioners Meeting
March 8,2016
Move Item 16E5 to Item 11E: Recommendation to retroactively
waive formal competition for the purchases from contract 12-
5886R for Road Maintenance urban mowing services (including
aquatic mowing) from Superior Landscaping & Lawn Services
Inc., during the competitive bidding process. (Commissioner
Taylor's request)
Move Item 16F4 to Item 1 I Fi Recommendation to authorize staff to work with the Florida
Department of Environmental Protection(FDEP)to evaluate options for the County's future potential
participation in the operation of the Everglades City utility. (Commissioner Taylor's request)
7/8/21116 8:26 AM
3/8/2016 16.E.5.
EXECUTIVE SUMMARY
Recommendation to retroactively waive formal competition for the purchases from contract 12-
5886R for Road Maintenance urban mowing services (including aquatic mowing) from Superior
Landscaping& Lawn Services,Inc.,during the competitive bidding process.
OBJECTIVE: To ensure continual maintenance and upkeep of County property.
CONSIDERATIONS: The Division of Road Maintenance is responsible for the maintenance,repair, and
upkeep of County right of way medians, aquatic berms, and other miscellaneous landscape areas. As
such, contract 12-5886R was awarded by the Board as follows on 10/8/2013,Agenda Item 16A7 for a one
year period with the option for three(3) one(1)year renewals.
Rural Mowing Urban Mowing
Primary: Chuchi Bush Hog Primary: A&M Property Maintenance
(contractor did not provide timely renewal intent; (contractor requested release; contract end
contract end date: 10/9/15) date: 11/1/13)
Secondary: Caribbean Lawn&Garden Secondary: Everything Green
(contractor elected not to renew; contract end date: (contractor requested release; contract end
10/7/14) date: 5/20/14)
Tertiary: Superior Landscaping and Lawn Services Tertiary: Chuchi Bush Hog
(contractor did not provide timely renewal
intent; contract end date: 10/9/15)
Subject to the annual renewal provision as provided in the contract, the contract was to expire in 2015.
With the exception of Superior Landscaping & Lawn Services, none of the four (4) other contractors
renewed and extended their contracts. As a result, Road Maintenance and Procurement Services staff
immediately began to prepare specifications for a new landscape competitive solicitation.
In October 2015, the Procurement Services staff issued two (2) purchase orders (4500163081 and
4500163539) to the sole remaining contractor on contract 12-5886R to Superior Landscaping and Lawn
Services for urban mowing; although, this contractor was only under contract for only rural mowing.
Upon recognition of the inconsistency with contract 12-5886R as awarded by the Board,the Procurement
Services and Road Maintenance staff immediately issued a "stop work" order to the contractor on
February 24, 2016, and began a complete review of purchase orders and invoices. On February 25, 2015,
staff met with Superior Landscaping and Lawn Services to review the "stop work"notice,the status of the
work completed and invoices accrued. Additional training discussions have occurred with Road
Maintenance and Procurement Services staff (on this contract and similar contracts) so as to
diminish/mitigate future errors.
The new solicitation is being completed and an award is anticipated to be presented to the Board on April
12, 2016. In the interim period, staff notified five (5) landscape contractors and obtained competitive
quotes for urban mowing. Of the five (5)notified,two contractors proposed pricing for the scope of work
and were declared responsive, and a third contractor tendered a "no interest" response. Superior
Landscaping and Mowing was significantly lower in price than Caribbean Lawn and Garden of SW FL
Inc. Purchase orders will be issued for that urban mowing using those quotes until a new contract is
awarded by the Board.
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3/8/2016 16.E.5.
The approximate value of invoices received to date for work completed by Superior Landscaping and
Lawn Services is $60,172.20; although, additional invoices may be forthcoming through the date of the
"stop work" order notice. Staff requests that the Board retroactively waive the Procurement Ordinance
Section 9, B4, and determine it is in the best interest of the County and direct the Clerk to pay Superior
Landscaping and Lawn Services' invoices for work successfully performed by this contractor under
purchase orders 4500163081 and 4500163539 for urban mowing.
FISCAL IMPACT: Funds are budgeted and approved by the Board within the Road and Bridge
operating cost center. The anticipated dollar value for the invoices accrued from 10/14/2015 through
2/24/2016 for approved work on these purchase orders is $60,172.20. Additional invoices may be
presented for work through the"stop work"notice by the contractor.
LEGAL CONSIDERATIONS: Section 9B(4)of the Collier County Procurement Ordinance allows the
Board to waive formal competition"where it is determined to be in the best interests of the County to do
so." This item is approved as to form and legality, and requires majority vote for Board approval.—SRT
GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management Plan related to
this action.
RECOMMENDATION: That the Board of County Commissioners retroactively waives formal
competition for the purchases under contract 12-58869R for Road Maintenance urban mowing services
(including aquatic mowing) from Superior Landscaping & Lawn Services, Inc., while a permanent
contractor(s) was being obtained.
Prepared By: Joanne Markiewicz,Director,Procurement Services
Travis Gossard, Director, Road Maintenance
Attachments:
1. ITB 12-5886R Bid Tabulation
2. Executive Summary 10/8/2013 Item 16A17
3. Invoices Presented to Date
4. Stop Work Order Notice
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3/8/2016 16.E5.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.E.16.E.5.
Item Summary: Recommendation to retroactively waive formal competition for the
purchases from contract 12-5886R for Road Maintenance urban mowing services (including
aquatic mowing) from Superior Landscaping & Lawn Services Inc., during the competitive
bidding process.
Meeting Date: 3/8/2016
Prepared By
Name: MarkiewiczJoanne
Title: Division Director-Procurement Services,Procurement Services
2/26/2016 7:41:32 AM
Submitted by
Title: Division Director-Procurement Services,Procurement Services
Name: MarkiewiczJoanne
2/26/2016 7:41:34 AM
Approved By
Name: MarkiewiczJoanne
Title: Division Director-Procurement Services,Procurement Services
Date: 2/26/2016 7:59:58 AM
Name: pochopinpat
Title: Operations Coordinator,Administrative Services Department
Date: 2/26/2016 8:52:59 AM
Name: GossardTravis
Title: Division Director-Road Maintenance,Road Maintenance
Date: 2/29/2016 6:26:51 AM
Name: PriceLen
Title: Department Head-Administrative Svc,Administrative Services Department
Date: 2/29/2016 8:43:44 AM
Packet Page -948-
3/8/2016 16.E.5.
Name: TeachScott
Title: Deputy County Attorney, County Attorney
Date: 2/29/2016 9:41:18 AM
Name: WellsLaura
Title: Management/Budget Analyst, Senior, Office of Management&Budget
Date: 2/29/2016 2:22:11 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 3/1/2016 7:40:54 AM
Name: CasalanguidaNick
Title: Deputy County Manager, County Managers Office
Date: 3/2/2016 1:53:03 PM
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3/8/2016 16.E.5.
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Packet Page -950-
3/8/2016 16.E.5.
10/8/2013 16.A.17.
EXECUTIVE SUMMARY
Recommendation to award Invitation to Bid (ITB) 12-5886R Right of Way /Median Mowing
Maintenance for the purposes of rural mowing, to Chuchi Bush Hog as the primary vendor,
Caribbean Lawn & Garden as a secondary vendor and Superior as the tertiary vendor; for the
purposes of urban mowing to A&M Property Maintenance as the primary vendor, Everything
Green as the secondary vendor and Chuchi Bush Hog as the tertiary vendor.
OBJECTIVE: To provide an annual contract for Right of Way/Median Mowing Maintenance services
for all County Departments on an as-needed basis.
CONSIDERATIONS: Notices of Invitation to Bid (ITB) 12-5886R Right of Way-/Median Mowing
Maintenance for the purposes of rural and urban mowing were sent to 778 firms, 44 companies requested
bid packages, and five (5) firms submitted bids by the deadline of August 29, 2013. Chuchi Bush Hog
was the lowest qualified, responsive bidder for the purposes of rural mowing and A&M Property
Maintenance was lowest qualified. responsive bidder for the purposes of urban mowing. Three of the five
bidders did not submit the requested experience documentation; however, Staff requests the Board waive
this as a minor irregularity in the award evaluation process. After review, Staff is recommending that ITB
12-5886R be awarded to the five firms: Chuchi Bush Hog as the primary vendor for rural mowing,
Caribbean Lawn & Garden. as the secondary vendor and Superior as the tertiary vendor; for the purposes
of urban mowing, A&M Property Maintenance as the primary vendor, Everything Green as the
secondary vendor and Chuchi Bush Hog as the tertiary vendor: with services to be issued on a County
Purchase Order on an as-needed basis.
Operating departments will issue the Collier County standard purchase order terms and conditions to
commence work with the vendor.
FISCAL PMPACT: Funds for these services shall come from each individual department's budget as
projects are identified. Historically, the annual amount spent on these services has been approximately
5900,000 <aence-wide. These services are required to maintain proper Level of Service standards for
right-of-way and median maintenance.
GROWTH MANAGEMENT IMPACT: While this has no direct impact on the Growth Management
Plan, it is consistent with the goals of the County to streamline and expedite the procurement of services.
LEGAL CONSIDERATIONS; This item is approved as to form and legality, and requires majority
vote for Board approval.—SR'T'
RECOMMENDATION: That the Board of County Commissioners award ITB ' 12-5886R "Right of
Way/-Median Mowing Maintenance" contract to Chuchi Bush Hog as the primary vendor, Caribbean
Lawn & Garden as a secondary vendor and Superior as the tertiary vendor; for the purposes of rural
mowing; to .A&M Property Maintenance as the primary vendor. Everything Green as the secondary
vendor and Chuchi Bush Hog as the tertiary vendor for the purposes of urban mowing.
Prepared by: JR Gorentz, Supervisor of Contracts and Projects, Road and Bridge Maintenance
Attachments: 1) ITB 12-5886R;2)Addendum 4 2 and; 3) Bid Tabulation; 4)Contract, Chuchi Bush
Flog; 5) Contract, Caribbean Lawn; 6)Contract, Superior; 7) Contract, A&M; 8)Contract, Everything
Green
Packet Page -1657-
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3/8/2016 16.E5.
Superior Landscaping & Lawn Service, Inc. Invoice
'0 Box 35-0095
.✓liami,FL 33135-0095 Date Invoice#
12/17/2015 43135
Bill To Job Site
tl
Board of County Commissioners Contract: 12-55868
Clerk's Finance Department ROWMedian Mowing& I�
ATTN:Accounts Payable Miscellaneous Maintenance
3299 Tamiami Trail E,Ste 700
Nalcs,FL 34112
PO No. Terms Due Date
Net 30 1/16/2016
I[
Qty U/M Description Rate Amount
RMA21089
2 week Mowing Cycle Urban 11/1 to 11/15
PO No:4500163081
376.35 ca 101-484 Small&Intermediate Machine Mowing 66.00 24,839.10
I;
ti
II
Total $24,839.10 I;
Payments/Credits $0.00
Balance Due 924,839.10
Phone Fax E-mail Web Site
(305)634-0717 (305)634-0744 inlb@superiorlandscaping.com wnv v.superiorlandscaping.com
Packet Page -952-
3/8/2016 16.E.5.
Superior Landscaping & Lawn Service, Inc. Invoice
PO Box 35-0095
Miami, FL 33135-0095 Date Invoice#
12/18/2015 43136
Bill To Job Site
Board of County Commissioners Contract: 12-5586R
Clerk's Finance Department ROWMedian Mowing&
ATTN:Accounts Payable Miscellaneous Maintenance
3299 Tamiami Trail E,Ste 700
Nales,FL 34112 FF
ii
PO No. Terms Due Date
Net30 1/17/2016
_ a
Qty U/M Description Rate Amount
RIM 1 183 7 !1
30 day Mowing Cycle Aquatics 11/1 to 11/30 11
PO No;4500163539
11
78 ca 1 1 1-471 Large Machine Mowing 66.00 5,148.00
1
4
A
ii
Total $5,148.00
Payments/Credits $o.00
Balance Due $5,148.00
Phone Fax E-mail Web Site
(305)634-0717 (305)634-0744 info(it.superiorlandscaping.com www.superiorlandscaping.com
Packet Page -953-
3/8/2016 16.E.5.
Superior Landscaping & Lawn Service, Inc. Invoice
'O Box 35-0095
Miami,FL 33135-0095 Date Invoice#
12/20/2015 43138
_ f
Bill To Job Site
Board of County Commissioners Collier BLVD(951-Canal)Immokalee Rd.
Clerk's Finance Department
A'ITN:Accounts Payable
3299 Tamiami Trail E,Ste 700
Nales,FL 341 12
PO No. Terms Due Date
Net 30 1/19/2016
Qty U/M Description Rate Amount
The contract number. 12-58868
The N'I'P(Notice to Proceed.)#Riv121461
Purchase Order#4500163081
it
134 ea Supplemental Canal Mowing 66.00 8,844.00
•
ii
it
ii
Total $8,844.00
Payments/Credits $0.00
Balance Due $8,844.00
ii
Phone Fax E-mail Web Site
• (305)634-0717 (305)634-0744 info @superiorlandscaping.com www.superiorlandscaping.com
Packet Page -954- 1
3/8/2016 16.E.5.
Superior Landscaping &. Lawn Service, Inc. Invoice
PO Box 35-0095
Miami,FL 33135-0095 Date Invoice#
1/13/2016 43237
Bill To Job Site
Board of County Commissioners Contract: 12-5586R
Clerk's Finance Department ROWMedian Mowing&
ATTN:Accounts Payable Miscellaneous Maintenance
3299 1'amiami Trail E,Ste 700 j
Nales,Fl,34112
1
Account# PO No. Terms Due Date H
Net 30 2/12/2016 I
i
Qty DIM Description Rate Amount
RMA 11904
2 weeks Aquatic Mowing Cycle 12-22 to 12-29-2015 i
PO No:4500163539
u
81.89 ea 101-484 Small Machine&Intermediate Machine Mowing 66.00 5,404.74
1
t
,I
I 1
l
ft
II
Total.
$5,404.74 f
il
Payments/Credits $0.0o E!
Balance Due $5,404.74 1 rif
Phone Fax E-mail
Web Site 1
t
(305)634-0717 (305)634-0744 inlbr,)superiorlandscaping.com www.superiorlandscaping.com
1
Packet Page -955-
3/8/2016 16.E.5.
Superior Landscaping & Lawn Service, Inc. Invoice
^r'O Box 35-0095
a;iatni,FL 33135-0095 Date Invoice#
1/13/2016 43236
Bill To Job Site
Board of County Commissioners Contract: 12-5586k
Clerk's Finance Department R.OWMedian Mowing&
ATTN:Accounts Payable Miscellaneous Maintenance
3299 Tamiami frail F. Ste 700
Naies, FL 34112
Account# PO No. Terms Due Date
Net 30 2/12/2016
Qty U/M Description Rate Amount
RM 21587
2 weeks Mowing Urban Cycle 12-15 to 1-12-2016
PO No:4500163081
241.46 ca 101-484 Small Machine&Intermediate Machine Mowing 66.00 15,936.36
ff
II
r6A
Lf_
Ij
fi
Total $15,936.36
Payments/Credits so.00
Balance Due $15,936.36
Phone Fax E-mail Web Site
(305)634-0717 (305)634-0744 • info( superiorlandscaping.com www.superiorlaadscaping.com
Packet Page -956-
Co per County 3/8/2016 16.E.5.
Growth Management Division
Road Maintenance
February 24,2016
Superior Landscaping&Lawn Service, Inc.
ATTN: Mr. Orlando Otero,President and Mr.Marco Ceballos,Project Manager
574o Sip Drive
Fort Myers,FL 33905
RE: NOTICE-TO-STOP WORK FOR 2 WEEK URBAN MOWING CYCLES
➢ Contract No. 12-5886R for Right of Way/Median Mowing Maintenance
➢ Purchase Order No.4500163081 Urban 2 Week Mowing Cycle
➢ Purchase Order No.4500163539 2 Week Urban Mowing Cycle,Aquatic
Dear Mr.Otero and Mr.Ceballos:
This letter serves as Collier County's official NOTICE-TO-STOP WORK for two (2) week urban mowing
cycles. Collier County Government hereby directs Superior Landscaping & Lawn Service, Inc. to stop-
work on Contract #12-5886R for Right of Way/Median Mowing Maintenance for two (2) week urban
mowing cycles. It has been discovered Superior Landscaping was not an awarded Contractor for 2 Week
Urban Mowing. Your company was awarded as the tertiary Contractor for rural mowing.
Therefore, Superior Landscaping& Lawn Service, Inc. shall cease all 2 week urban mowing services and
shall cease incurring any costs under this contract including but not limited to Superior Landscaping&
Lawn Service, inc. indirect costs.
The stop-work order shall remain in place and the line items for the purchase orders referenced above
for 2 Week Urban Mowing have been closed. if you require additional information in regards to this
stop-work order,do not hesitate to contact me.
Sincerely, �_
Melissa Pearson
Contract Administration Specialist
cc: Travis Gossard, Director, Road Maintenance / Jon Vortherms, Superintendent, Road Maintenance / Joanne Markiewicz, Director,
Procurement Services/Sandra Herrera, Contracts Manager, Procurement Services/Alex Blanco, Inspector,Road Maintenance/Eddie
Chesser,Inspector,Road Maintenance/Dawn Wolfe,Senior Operations Analyst,Road Maintenance/Ricardo Sosa,Superior Landscaping&
Lawn Service,Inc.
Road Maintenance.2885 South Horseshoe Drive•Nanles Florida 34104.239-252-8192 •www.colliergov.net
4800 Davis coulee=arc Packet Page -957-39-252-8924