Award Letter and Synopsis SIGMA.pdf

Recommendation of Award The Department of Transportation, Contract Services Division, Purchasing Unit, has completed the evaluation of Request for Proposal (RFP) 180000002127, for mowing service at Detroit Operations and Service Center (DOSC) and Bagley Pedestrian Bridge and has recommended Commercial Grounds Services, LLC in the amount of $152,400.00*.

The recommendation is contingent upon a Pre-Award Meeting. Failure to attend the Pre-Award meeting or satisfy the equipment requirements may result in withdraw of the award recommendation. The bidders will be contacted by MDOT to schedule the meeting and inspection.

*Listed values are estimates for a term of five (5) years.

The listed recommendation is pending stated Pre-Award Meeting review Results of this RFP are not pending State Administrative Board approval.

More information on the State Administrative Board can be found at: DTMB Contract Connect web page.

Hyperlink, State Administrative Board

Any questions regarding this recommendation can be submitted via email to the Solicitation Contact.

Klatra Pickett Pickettk1@mchigan.gov

Background Information:

This Request for Proposal (RFP) was to solicit responses for selection of a Contractor to provide lawn maintenance services, to be performed in a manner as to preserve the integrity of features, materials, appearance, workmanship, and environmentally compliant as outlined within the posted Contract Activities, for two (2) locations - DOSC and Bagley Pedestrian Bridge.

The term of this contract is five (5) years, with up to two (2) one year renewal options.

Bidders:

The RFP was posted on SIGMA VSS on April 11, 2018. The following bidders submitted proposals by the published due date of April 26, 2018.

Bidder Address City, State Zip

SDVOB*

Commercial Grounds Services, LLC Redford, MI 48239

N

*SDVOB: Service-Disabled Veteran Owned Business

STATE OF MICHIGAN

ENTERPRISE PROCUREMENT

Department of Transportation http://www.michigan.gov/micontractconnect/0,4541,7-225-48756---,00.html

Recommendation of Award (RFP) 180000002127, for Lawn Maintenance

07/26/16

Evaluation Synopsis I. Evaluation Process A Responsible Vendor is a vendor that demonstrates it has the ability to successfully perform the duties identified by the solicitation. A Responsive proposal is one that is submitted in accordance with the solicitation instructions and meets all mandatory requirements identified in the solicitation.

Solicitation Instructions, including Mandatory Minimum Requirements, Mandatory Pre-Proposal Meeting and Pre-Award Meeting and Section 8, Evaluation Process.

a) MANDATORY MINIMUM REQUIREMENTS:

All herbicide applicators must be certified by the Michigan Department of Agriculture and Rural Development in Category 3A.

To avoid disqualification, the bidder must provide

• A copy of the type of herbicide and insecticide to be used and a copy of the stated certification.

b) MANDATORY MEETINGS

PRE-PROPOSAL

A mandatory pre-proposal meeting will be held on April, 13 2018 at 8:00 a.m. at the Detroit Operations and Service Center located at 1060 W. Fort St., Detroit, MI.

Failure to attend the pre-proposal meeting will disqualify a bidder from participating in the bid process.

PRE-AWARD MEETING

After the bidder(s) is “Recommendation for Award”, prior to an approval to submit a contract, the successful bidder, as requested, will be required to meet with the Program Manager and/or designee at the bidder’s facility.

(i) The purpose of this meeting is to ensure that the recommended bidder has the appropriate personnel and equipment as indicated within their bid response.

(ii) MDOT reserves the right to withdraw the posted award recommendation if the bidder does not have sufficient personnel and the specified equipment to perform the requirements of the contact activities.

The State will evaluate each proposal based on the following factors:

Technical Evaluation Criteria

Items 1 thru 5 Weight

1. Bidder Acceptance to ALL listed sections in Exhibit A – Statement of Work 30

2. Sample Project Plan- see attached sample format 5

3. Bidder Completed LSS Attachment – Section III, Listed equipment 20

4. Bidder Completed - LSS Attachment – Section IA - Miles traveled to Location

Bidder will indicate miles travel from stated address on Vendor Question Worksheet to specified LSS.

*Preferred mileage is less than 40 miles to a location

5. Bidder provided and completed: Vendor Questions Worksheet - Experience with the State of Michigan Purchase Number or Contract number (Not Bid or Proposal numbers)

6. Bidder provided: Vendor Questions Worksheet – Experience 1 thru Experience 3 – two provided at a minimum

Price*

After the minimum technical points are received, stated points for pricing will be adjusted to a Contract Service Division approved formula: Low Bid/Bid amount, multiplied by (15 points)

Total Points Available 125

Proposals receiving 80 technical evaluation points will be given stated adjusted points for price* added to their technical score.

The State may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. The State is not obligated to accept the lowest price proposal. If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veteran (QDV) status under MCL 18.1261(8). Additional information on the QDV preference is available at:

http://michigan.gov/micontractconnect/0,4541,7-225-48677-123519--,00.html.

The State strongly encourages strict adherence to the Contract Terms. The State reserves the right to deem a bid non-responsive for failure to accept the Contract Terms. Nevertheless, the bidder may submit proposed changes to the Contract Terms in track changes (i.e., visible edits) with an explanation of the bidder’s need for each proposed change. Failure to include track changes with an explanation of the bidder’s need for the proposed change constitutes the bidder’s acceptance of the Contract Terms. General statements, such as that the bidder reserves the right to negotiate the terms and conditions, may be considered non-responsive.

The State may conduct an on-site visit to tour and inspect the bidder’s facilities; require an oral presentation of the bidder's proposal; conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

The full evaluation process is stated in the RFP Proposal Instructions.

II. Evaluation Method Responses to this solicitation were reviewed Joint Evaluation Committee, which consisted of the following individuals:

Voting Voting Harold Inman, DOSC Octavia Shamily, DOSC Alfonzsa Jackson, DOSC

Klatra Pickett, Buyer Contract Service Division, Purchasing Unit

III. Evaluation Results

A. Commercial Grounds Services, LLC

Commercial Grounds, has met the requirements of the RFP based on a Technical Evaluation Criteria score of 110, plus additional adjusted points for price. This determination was accomplished by evaluating their responses to the Technical Evaluation Criteria

1. Acceptance to ALL listed sections in Exhibit A – Statement of Work No deficiencies noted

2. Sample Project Plan

3. LSS Attachment – Section III, Listed equipment

4. LSS Attachment – Section IA - Miles traveled to Location

• JEC noted Section IA was listed on all LSS sheets, clarification notice was submitted to all bidders that were responsive.

Bidder within 40 miles

5. Vendor Questions Worksheet: Experience with the State Michigan

6. Vendor Questions Worksheet: Experience 1 thru Experience 3 – two provided at a minimum No deficiencies noted

Technical Evaluation Criteria Points, items 1 thru 5 110 Price points (low bid/bid x 15) 15

Commercial Grounds Services, LLC, Overall Score 125 https://1.next.westlaw.com/Document/NDF51D9D11A6211E7AF4BCB5D36CD7FBD/View/FullText.html?transitionType=UniqueDocItem&contextData=(sc.Search)&userEnteredCitation=MCL+18.1261 http://michigan.gov/micontractconnect/0,4541,7-225-48677-123519--,00.html

IV. Pricing Summary Pricing was evaluated for the bidders who passed technical. The following is a summary of submitted price proposals and the result of applicable adjusted “(tiered”) points for price (Table 1).

Summary represent bidder’s combined flat rate for various service requirements per location.

Calculated at five (5) years, actual estimated contract amounts may vary.

Locations Commercial Grounds

DOSC $32,600.00

Bagley Pedestrian Bridge $119,800.00

Total Price $152,400.00

*Listed prices represent bidder’s combined flat rate for various service requirements for five (5) years, actual master agreement amounts will vary.

TABLE 1 – Adjusted Points for Price

Locations Commercial Grounds

DOSC

Bagley Pedestrian Bridge 15

V. Cost Reductions: Additional reductions were not available.

VI. Award Recommendation:

Award recommendation is made to the responsive and responsible Bidder who offers the best value to the State of Michigan. Best value is based on the proposal meeting the minimum point threshold and offering the best combination of factors stated in Technical Evaluation Criteria, Section 8 Evaluation Process, and applying stated adjusted points for price.

Locations Award Recommendation

Estimated Contract Amount

DOSC

Bagley Pedestrian Bridge

Commercial Grounds $152,400.00*

*Amounts are combined estimates from bid results actual contract value may vary.

Listed recommendation is pending stated Pre-Award Meeting to be scheduled by MDOT within three days of posted recommendation.