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Request for Proposals - SE Area Landscape Maintenance Services

  • Department:Parks and Community Services
  • Category:Request For Proposal, Request For Qualification, Notice Inviting Bids
  • Start Date:January 30, 2019 5:14 pm
  • Close Date:March 21, 2019 1:00 pm

Request for Proposals for Landscape Maintenance of City Greenbelts, Streetscapes,  Parks, and Facilities - Southeast Area

Project Manager:  Martin Jones, City of Davis Parks & General Services Superintendent

PROPOSALS DUE: March 21, 2019 by 1:00 p.m.

Download the Complete Request for Proposals Document (PDF).

NOTICE TO CONTRACTORS

NOTICE HEREBY is given that the City of Davis will receive sealed proposals for the furnishing of all labor, materials, equipment, transportation and services for the complete general landscape maintenance of City greenbelts, streetscapes, parks and at various facility locations throughout the City of Davis as detailed in the Scope of Work.

TIME AND PLACE FOR SUBMISSION AND OPENING:

Sealed proposals shall be submitted on or before March 21, 2019 by the hour of 1:00 p.m. at City of Davis, City Clerk’s Office, 23 Russell Boulevard, Davis, California 95616.  Any proposal received after the time specified will be returned to the contractor unopened.

All proposals will be opened, announced and recorded by the Parks & General Services Superintendent or designee on March 21, 2019 in a public meeting at 1:00 p.m. for that purpose.  Bid Schedule Envelopes will not be opened on this date.  Proposals will be opened at the Davis City Offices, Community Chambers, 23 Russell Boulevard, Davis, California 95616.

The City reserves the right to postpone the date and time for opening of proposals at any time prior to the date and time announced in the advertisement.  In order to submit a proposal, you must attend the pre-bid conference and area tour on February 8, 2019.

Each Contractor shall provide four copies of their proposal, in a sealed package, properly marked, to the City Clerk.  Each package shall be labeled on the outside “SEALED PROPOSAL for City of Davis Landscape Maintenance of City Greenbelts, Streetscapes, Parks & Facilities-SE AREA DELIVER IMMEDIATELY TO CITY CLERK’S OFFICE” and include the Business name, Contractor’s name, Contractor’s license number, email address, phone number and current mailing address.  Each proposal shall indicate specifically, the services which will be provided, the methods which will be used to complete the work and any other pertinent information relevant to the delivery of services being provided.  Proposals shall be presented in the format described in Instructions to Contractors. 

OBTAINING DOCUMENTS:

Copies of the Request For Proposals, may be obtained for $30.  Acceptable forms of payment will be cash or check, written out to the City of Davis.  Copies will be available during the period of January 16 – February 7, 2019, Monday through Friday from 8:00 a.m. - 3:00 p.m., at the
Administration Building of Parks & General Services: 1818 Fifth Street, Davis, CA  95616. Phone (530) 757-5656

BID SCHEDULE GUIDELINES:

Submit the Bid Schedule in the provided Bid Schedule envelope.  Bid pricing should not be present on any documents other than those placed in the provided sealed envelope.  Sealed pricing information will be considered at the fourth step in the process (see Award of Contract Process, below).

AWARD OF CONTRACT PROCESS:

  1. Step one evaluates the services the Contractor is proposing, which must meet or exceed the specifications provided.  The Contractors who meet the minimum requirements, as determined by the Contract Evaluation Team will be selected to proceed to the next step.  The Contract Evaluation Team will be composed of members of City staff.
     
  2. Step two involves a comprehensive interview by the Contract Evaluation Team with the Contractor.  The Contractor is encouraged to bring to the interview anyone who represents the company and affects delivery of the services being provided.  The Contractor and their representatives present orally the services being proposed to the Contract Evaluation Team, answering questions intended to clarify their proposed service delivery.
     
  3. Step three involves numerically ranking the proposals in order of their qualifications and service levels.  This process can involve checking of references and site visits to areas which are currently being maintained by the Contractor.  The proposal which, in the opinion of the evaluation panel delivers the most complete and reasonable quantity, quality and value of services is ranked number one (highest value), followed by the second highest ranked proposal and so on, until all the proposals are ranked, in a descending order.
     
  4. Step four involves opening of the “Bid Schedule Envelope” and numerically ranking the bid pricing.
     
  5. Step five involves interviewing the Contractor and representatives that offer the best combination of “lowest bid” and “highest value” as determined by the Contract Evaluation Team in its sole discretion.  At this time an acceptable contract price is established and a bidder’s bond is provided by Contractor.  If an acceptable price and commensurate service level cannot be negotiated, negotiations are officially terminated and negotiations begin with the second highest ranked Contractor, and so forth, until an acceptable contract is agreed to by all parties, at which point the contract will be taken to the City Council for consideration.  Once negotiations are terminated with a Contractor, they will not be reconsidered.

PRE-BID CONFERENCE AND AREA TOUR:

As a prospective Contractor, you are required to attend an all-day area tour and pre-bid conference (lunch will be provided) to be held on February 8, 2019 from 8:00 a.m. to 3:00 p.m. at 1818 Fifth Street, Davis, CA 95616.  Failure to attend this conference and tour will result in rejection of your proposal.  Because space is limited, only one representative from each company may attend the tour.

REQUESTS FOR INFORMATION (RFI):

Following the pre-bid conference and tour, questions may be submitted in writing to Martin Jones at mjones@cityofdavis.org .  All requests for information must be received no later than February 25, 2019.  All questions received will be reviewed and answered by the Contract Evaluation Team.  The City’s response will be sent by March 8, 2019 to all participants who provide email or mailing addresses at the pre-bid conference and tour.

WITHDRAWING PROPOSALS:

No contractor may withdraw their proposal for a period of sixty (60) days after the date and time set for the opening thereof.  

LICENSING:

The City of Davis has determined that a C-27 Landscape Contractor license classification is required to perform this project.  Failure to possess the specified license shall render the proposal as non-responsive and shall act as a bar to award of the contract.  No proposal will be accepted from a Contractor who has not been licensed in accordance with the Contractor’s State License Law, Business and Professions Code Section 7000 et seq.

The City of Davis Municipal Code requires that anyone conducting business in the City obtain a Business License.  To obtain further information, contact the Finance Office at (530) 757-5607 or go to Davis City Offices, 23 Russell Boulevard, Davis, California 95616.

AWARD OF CONTRACT:

The City reserves the right to reject any and all proposals and to waive irregularities in the proposal procedure.  All proposals will be compared on the basis of the services to be provided detailed in the Contractor’s proposal and the services required in the contract documents.  The award of the contract, if it is awarded, will be to the most qualified Contractor, whose proposal complies with the requirements prescribed.

Consideration will be given but not limited to the contractor’s past work performance, references from other employers similar to the City of Davis, ability to meet the service criteria specified, ability to obtain insurance coverage, possession of and ability to retain qualified personnel, possession of licenses and certifications, possession of equipment and tools necessary to complete the work specified and compliance with equal opportunity employment standards.  Such award, if made, will be made within sixty (60) calendar days after the closing date and time set for receiving proposals.

A contract, if awarded, shall be entered into pursuant to the Agreement form attached hereto and incorporated herein by this reference.  In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this RFP including, but not limited to, the Agreement.  If any exceptions are taken, such exceptions must be clearly noted in the proposal and may be reason for rejection of the proposal.  As such, Proposer is directed to carefully review the RFP and Agreement and, in particular, the insurance and indemnification provisions therein.

BID BOND:

A Bidders Bond will be required upon Award of Contract in an amount not less than 10 percent of the bid as a guarantee that the bidder will enter into a Contract. If the award is offered to the Contractor, the Contractor agrees to accept award based upon the Contractor’s Proposal and Bid Schedule and to enter into a contract.

TERM OF CONTRACT:

The term of the agreement shall be for a period of two (2) years from the date specified in the City’s Notice to Contractor to Proceed.  Unless either party gives sixty (60) days written notice prior to the end of such two (2) year period, the term of the Agreement shall be automatically extended an additional year from that date under the same terms, conditions and prices agreed upon in the initial proposal.  No price changes are permitted during the initial two year term of this agreement. 

The City shall have the option to renew said agreement for up to three (3) additional one year terms upon the same terms and conditions as provided in this agreement.  If the contract extends beyond the initial two year term, prices may be subject to adjustment not to exceed 2% annually.  At the end of the third additional one year term, the Agreement shall automatically terminate unless extended in writing by mutual written agreement of the parties.

ALTERNATES:

The City reserves all rights to accept or not accept alternates as set forth on the form.

LABOR CODE REQUIREMENTS:

Pursuant to Labor Code Section 1770, the California Director of Industrial Relations has specified the general prevailing wage rates for all public works projects in California.  The wages to be paid to all workers on this project shall not be less than those specified in such wage rate determination.  The wage rate specified by the Director of Industrial Relations for Landscape Maintenance Laborers is available from the Parks Department office upon request.  Certified payroll audits may be requested by the City of Davis.

Pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be registered with the Department of Industrial Relations.  No proposal will be accepted nor any contract entered into without proof of the contractor’s and any subcontractors’ current registration with the Department of Industrial Relations to perform public work.  If awarded a contract, the Contractor and its subcontractors, of any tier, shall maintain active registration with the Department of Industrial Relations for the duration of the Agreement term.  The Agreement is additionally subject to compliance monitoring and enforcement by the Department of Industrial Relations.  In submitting a proposal, it shall be the proposer’s sole responsibility to evaluate and include the cost of complying with all labor compliance requirements under this contract and applicable law in its proposal.

CITY OF DAVIS LIVING WAGE ORDINANCE:

Pursuant to City of Davis Municipal Code Chapter 15.20, the City of Davis has specified the living wage rate and minimum time off for certain employees of city service contractors.  Certified payroll audits may be requested by the City of Davis.

FURTHER INFORMATION:

Further information may be obtained from the City’s Parks Division office, (530) 757-5656.

Download the Complete Request for Proposals Document (PDF).

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