1107124-event.pdf
PDF 313 KB Posted
- Solicitation number
- SRC-RWC-2023-000100-RFP
- Issued by
- Lake of the Woods County, Minnesota
About this file
This is a Request for Proposal (RFP) issued by Minnesota State - Ridgewater College for lawn care maintenance services at their Main and East Campuses in Hutchinson, Minnesota. The solicitation seeks a vendor to provide comprehensive lawn services including mowing, trimming, trash and small branch pickup across approximately 24 acres at the Main Campus and 4.5 acres at the East Campus. The RFP was published on November 18, 2022, with a proposal submission deadline of December 16, 2022 at 10:00 AM CST. Key dates include a pre-award vendors conference on November 28, 2022, a site inspection on November 30, 2022, and a planned contract execution by February 23, 2023. The contract term is expected to be three years with the option to extend up to two additional years.
The evaluation process will be conducted by a selection committee including the Chief Financial Officer, Buyer, Physical Plant Director, Building Services Supervisor, and Plant Maintenance Engineer. The proposal will be evaluated across seven factors, with pricing receiving the highest weight at 34%, followed by work plan and vendor qualifications at 15% each. Additional evaluation criteria include adherence to terms and conditions, response completeness, solution consistency, and supplier diversity. The RFP includes various service line items beyond basic lawn maintenance, such as fertilizer and weed control, aeration, seeding, ornamental bed weed control, tree and shrub services, and potential landscaping enhancements. Vendors are required to submit detailed information about their company, including business history, references, staffing, and operational capabilities.
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Other files
| File | Type | Posted |
|---|---|---|
| Areial view Hutch Main Campus 2022.PNG | PNG image | |
| 2022 Commissioner's Reimbursement Form.html | HTML file | |
| Areial view Hutch East Campus 2022.PNG | PNG image |
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Text version
29 December 2022
Lawn Service 2022 Hutchinson MN Main and East Campuses Ridgewater College looking for Lawn Care Maintenance for Hutchinson MN Main and East Campuses.
29 December 2022
Open 11/18/2022 12:00 AM CST Type Request for Proposal Close 12/16/2022 10:00 AM CST Number SRC-RWC-2023-000100-RFP Currency US Dollar
Sealed Until 12/16/2022 10:00 AM CST
Payment Terms Net 30
29 December 2022
Contacts Melissa Rothwell melissa.rothwell@ridgewater.edu
Phone +1 320-222-5639
29 December 2022
Commodity Codes None Added
29 December 202229 December 202229 December 202229 December 202229 December 202229 December 202229 December 202229 December 202229 December 2022 mailto:melissa.rothwell@ridgewater.edu
Project Overview Minnesota State - Ridgewater College is requesting proposals to assist in lawn care maintenance. This RFP is undertaken by Ridgewater College pursuant to the authority contained in provisions of Minnesota Statutes § 136F.581 and other applicable laws.
Accordingly, Ridgewater College shall select the vendor(s) whose proposal(s), and oral presentation(s) if requested, demonstrate in Ridgewater College’s sole opinion, the clear capability to best fulfill the purposes of this RFP in a cost-effective manner. Ridgewater College reserves the right to accept or reject proposals, in whole or in part, and to negotiate separately as necessary in order to serve the best interests of Ridgewater College. This RFP shall not obligate Ridgewater College to award a contract or complete the proposed project and it reserves the right to cancel this RFP if it is considered to be in its best interest.
Vendor Requirements:
-Mow lawn at the Main and East Campuses
- Trim at the Main and East Campuses
-Trash and small branch pick up (under 2" Dia)
Sourcing Timeline Key Dates Timeline
Friday, November 18, 2022 Publishes RFP notice in State Register Monday, November 28, 2022, 3:00 PM
CDT
Pre-Award Vendors Conference via Zoom
Wednesday, November 30, 2022, 3:00
PM CDT
Site Inspection
Monday, December 12, 2022, 3:00 PM
CDT
Deadline for Vendors to submit clarifying questions
Friday, December 16, 2022, at 10:00
AM CDT
Deadline for Vendor RFP proposal submissions
Monday- Friday, December 19-23, Review of RFP proposals & Complete Selection process
Friday, February 23, 2023, 3:00 PM
CDT
Deadline for Executing Contract
Minnesota State reserves the right to not award a contract. The dates noted above are estimates but are reasonable for the purposes of presenting deadlines.
Contract Terms Minnesota State- Ridgewater College desires to enter into a contract with the successful Vendor(s) effective February 3rd, 2023 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be three (3) years with eligibility to extend up to a 2 year term. If Minnesota State and Vendor are unable to negotiate and sign a contract by March 1st, 2023 then Minnesota State reserves the right to seek an alternative Vendor(s).
Selection Process The selection process includes Chief Financial Officer, Buyer, Physical Plant Director, Building Services Supervisor and Plant Maintenance Engineer. This group will evaluate the proposals and make the final decision.
Description
Evaluation Factors
The following factors and their identified weight will be used to evaluate the responses:
No Factor Weight
1. Adherence to Minnesota State Terms and Conditions 6%
2. Work Plan 15%
3. Price in relation to level of service to be provided 34%
4. Qualifications of Vendor and its personnel (experience of personnel who are committed to work on the contract will be given greater weight) 15%
5. Completeness, thoroughness and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above 15%
6. Consistency of the proposed solutions to Ridgewater College's present and future needs 5%
7. Supplier Diversity: Certified diverse vendor and/or commits to sub-contracting 10% or more of the value of the contract to a certified TGB 10%
Tota l 100% Minnesota State reserves the right to name a date which all responding Vendors will be invited to present demonstrations or participate in an interview.
Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the date identified in the Selection and Implementation Timeline.
A proposal may be rejected if it is determined that a Vendor’s ability to work with the existing infrastructure will be too limited or difficult to manage.
Proposal Content Vendors must submit the following information:
1. Adherence to Minnesota State Terms and Conditions: A statement of the objectives, goals, and tasks to show or demonstrate the vendor's view and understanding of the nature of the contract.
2. Work Plan: A description of the deliverables to be provided by the vendor along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing.
3. Qualifications of Vendor and its Personnel: An outline of the vendor's background and experience with examples of similar work done by the vendor and a list of personnel who will conduct the project, detailing their training, and work experience.
Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the proposal that personal contact information is being provided.
4.Cost/Value: Identify the level of Ridgewater College’s participation in the contract, as well as any other services to be provided by Ridgewater College, and details of cost allowances for this participation.
Required to View Event
Prerequisites Required to Enter Bid
29 December 2022
1. Please review and agree to the following Pre-award Vendor Conference Information.
2. Please review and agree to the RFP Notice and Authority
3. Please review Minnesota State's Background; acknowledge that you have fully read and understand
4.
This RFx includes and incorporates Minnesota State Terms and Conditions. Vendors should be aware of the terms and conditions in preparing responses to this event. Much of the language reflected in any resulting contract with Minnesota State is required by statute. If you take exception to any of the language in the terms and conditions, you must indicate those exceptions in your response to the RFx; certain exceptions may result in your proposal being disqualified from further review and evaluation. Only those exceptions indicated in your response to the RFx will be available for discussion or negotiation.
5. Please review and agree to Minnesota State's Definitions
6. Please review and agree to the Conflict of Interest policy
7. Please review and accept the Authorized Response Certification Statement.
8. Please review and agree to the Duration of Offer agreement
9. Please review and agree to Terms of Payment
10. Required Documentation: Affidavit of Non-Collusion. Please download the attached document, complete and sign, upload completed form with response.
11. Required Documentation: Workforce Certificate. Please download the attached document, complete and sign, upload completed form with response.
12. Please review the Supplier Diversity Commitment. If applicable, please download, complete and sign, upload completed form and attach certification with response.
13. Please review the Veteran-owned preferences. If applicable, please download, complete and sign, upload completed form and attach certification with response.
14. Please review the Economically Disadvantaged Business preference. If applicable, please attach certification with response.
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Buyer Attachments
1. 2022 Commissioner's Reimbursement Form
2. Sample Maintenance/Service Master Contract
3. Areial view Hutch Main Campus 2022.PNG
4. Areial view Hutch East Campus 2022.PNG
29 December 202229 December 202229 December 202229 December 202229 December 202229 December 2022 https://www.minnstate.edu/system/templates/docs/2022_CommissionersPlan_pdf.pdf https://www.minnstate.edu/system/templates/docs/9_ServiceMaintMaster-nonconst_01132022.docx https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTA3MTI0LTEzNDIwMzk3NjFBcmVpYWwgdmlldyBIdXRjaCBNYWluIENhbXB1cyAyMDIyLlBORw%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTA3MTI0LTEzNDIwMzk3NzdBcmVpYWwgdmlldyBIdXRjaCBFYXN0IENhbXB1cyAyMDIyLlBORw%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9
Questions Required Questions
Group 1: Supplier Diversity
Instructions: Suppliers must complete and upload Supplier Diversity Form and certifications as defined by Minnesota State in the Prerequisites Section.
1.1 Does your company, partner or sub-contractor qualify as a diverse supplier as defined by Minnesota State in the Prerequisites section?
1.2 Does your company qualify for preference points as defined by Minnesota State in the Prerequisites section
Group 2: Company Profile Instructions:
2.1 How many years has your organization been in the business related to this solicitation?
2.2 Please provide the history of your organization or company
2.3 Please include references from your three largest companies/educational institutions for which your proposed solution have been implemented. At least one should be similar in scope to Minnesota State and include multi-campus environments. Download the attached spreadsheet, fill out, save, and uploaded the finalized document.
2.4 Has your company experience bankruptcy in the last 5 years?
2.5 Please describe how your company differentiates itself from your competitors. Please provide a detailed yet concise response.
2.6 How many employees are in your organization
2.7 Please describe additional services your company offers that is not part of this RFP as previously described?
2.8 Please describe your staffed office business hours?
2.9 Describe the diversity of the proposed team
2.10 Describe the license, certification, or requirements completed to do this work
2.11 How are unexpected problems managed?
Group 3: Facilities-General Instructions:
3.1 Provide an equipment list that is relevant to your company's ability to fulfill the requirements of this RFP
Group 4: Lawn Service Instructions:
4.1 Is lawn maintenance a full-time or part-time business for your company?
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Product Line Items Product Line Items
There are no Items added to this event.
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Service Line Items Service Line Items
1.
# Item Name, Commodity Code, Description Allow
Alternates Qty. UOM Requested Service Delivery
S1 Lawn Services_Main Campus 24 AC - Acre
S2 Lawn Services_East Campus 4.5 AC - Acre
S3 Fertilizer & Weed Control_Main Campus 1 JA - Job
S4 Fertilizer & Weed Control_East Campus 1 JA - Job
S5 Aeration_Main Campus 24 AC - Acre
S6 Aeration_East Campus 4.5 AC - Acre
S7 Aeration & Seed_Main Campus 24 AC - Acre
S8 Aeration & Seed_East Campus 4.5 AC - Acre
S9 Ornamental Bed Weed Control 1 JA - Job
S10 Tree Service 1 EA - Each
S11 Shrub Service 1 EA - Each
S12 Additional enhancements to landscaping & plantings 1 HR - Hour
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File details come from the government source that posted it. Updated .