DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: CityWide
SUBJECT:
Annual Contract for DHS Landscaping Services
SUMMARY:
This ordinance authorizes a contract with Due Amicis, Inc. dba Green Landscaping to provide landscaping services, irrigation maintenance and repair services to the Department of Human Services for a total estimated amount of $71,000.00 annually. Funding for this contract is available through the FY2016 Operating Budget.
BACKGROUND INFORMATION:
Submitted for Council consideration and action is a proposal submitted by Due Amicis, Inc. dba Green Landscaping to provide landscaping services, irrigation maintenance and repair services at the following locations: Bob Ross Senior Center, Willie M. Cortez Senior Center, Northeast Senior Center, District 3 Senior Center (anticipated opening late 2016), Frank Garrett Multi-Service Center & West End Park Senior Center, Willie Velasquez, Claude W. Black Community Center, Kenwood Community Center and the Head Start building for a total estimated annual amount of $71,000.00. The landscaping services include but are not limited to mowing, edging, trimming, leaf blowing, litter removal, and sweeping. Six locations contain irrigation systems and the contractor shall provide repair services, monthly preventative irrigation maintenance, annual inspections, irrigation winterization, and irrigation spring startup services, in addition to landscaping services.
The City issued a Request for Competitive Sealed Proposal (RFCSP) for “Annual Contract for DHS Landscaping Services” (RFCSP 16-039; 6100007027) on January 19, 2016, with a submission deadline of February 17, 2016. Six proposals were received. However, two proposals were deemed non-responsive due to respondents failing to provide the required proposal bonds as part of their proposal submission.
The evaluation team consisted of representatives from the Department of Human Services. The Finance Department, Purchasing Division assisted by ensuring compliance with City procurement policies and procedures. The proposals were evaluated based on the firm’s qualifications, experience, and quality of service, previous performance, proposed plan, and price schedule. Additional categories of consideration included references and financial qualifications.
The evaluation of each proposal response was based on a total of 100 points; 35 points allotted for experience, background, qualifications; 35 points allotted for proposed plan; and 10 points allotted for Respondent’s price schedule. A total of 20 points was allotted for the Small Business Economic Development Advocacy (SBEDA) Program, 10 points for SBE Prime Contractor Program Affirmative Procurement Initiative, and 10 points for ESBE Prime Contractor Program Affirmative Procurement Initiative.
The evaluation committee met on March 7, 2016 to evaluate the four responsive proposals received. After committee review and discussion, the individual technical scores were submitted and the aggregate scores were presented, after a recommendation for award was agreed upon by the evaluation committee, the pricing scores and the SBEDA scores were revealed. Due Amicis, Inc. dba Green Landscaping received the highest ranking and was recommended for award by the evaluation committee.
The initial term of the agreement shall be upon award through March 31, 2019. Two additional one-year renewals at the City’s option shall also be authorized by this ordinance.
ISSUE:
This contract will provide the Department of Human Services with a contractor to provide landscaping and irrigation maintenance and repair services at all DHS locations. These services are required to establish landscaping programs that will ensure the appearance of the properties are attractive and orderly as well as maintaining the functionality of the irrigation system at select sites. Landscaping and irrigation services will be completed according to an established schedule.
This contract will be awarded in compliance with the SBEDA Program. The Goal Setting Committee applied the Small Business Enterprise (SBE) Prime Contract and Emerging Small Business Enterprise (ESBE) Prime Contract Programs and awarded 10 evaluation preference points for each program to Due Amicis, Inc. dba Green Landscaping, as they are certified SBE and ESBE and located within the San Antonio Metropolitan Statistical Area.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business (VOSB) Preference Program does not apply to non-professional service contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the Department of Human Services would be required to process individual procurements to provide landscaping and irrigation maintenance and repair services thus affecting the appearance of City facilities. The department does not have the staff to perform these services in-house. Processing individual procurements will affect the cost of services due to non-contract pricing.
FISCAL IMPACT:
Funds are not encumbered by this ordinance. All expenditures will be in accordance with the FY2016 Adopted Operating Budget approved by City Council. The total estimated cost for this contract is approximately $71,000.00 annually. Purchases made by the Department are as needed and dependent upon available funds within their adopted budget.
RECOMMENDATION:
Staff recommends the approval of this contract with Due Amicis, Inc. dba Green Landscaping to provide the Department of Human Services with landscaping services to ensure the attractive and orderly appearance of the grounds as well as maintenance and repair of the functionality of the irrigation systems at select sites for an estimated annual cost of $71,000.00.
This contract is procured by means of Request for Competitive Sealed Proposal and a Contract Disclosure Form is required.