Landscaping_&_Brush_Clearance.pdf

Landscaping & Brush Clearance

REQUEST FOR INFORMATION

Friday, July 12, 2024

City of Pasadena Department of Finance, Purchasing Division

Friday, July 12, 2024

REQUEST FOR INFORMATION (RFI)

Introduction

Summary

The City of Pasadena is seeking information from qualified vendors for landscaping and brush clearance services for public areas within the city. The purpose of this Request for Information (RFI) is to gather information on capabilities, and expertise of potential vendors. This information will be used to assist with the development of a solicitation document for a future landscaping and brush clearance project.

Contact Information

Questions shall be in written format and be submitted ONLY via e-mail

Procurement Related Questions:

Antonio Watson, Project Manager awatson@cityofpasadena.net

General and/or technical questions:

Tsega Selassie

Management Analyst III

Email: tselassie@cityofpasadena.net

Phone: (626) 744-6785

Department:

Department of Finance, Purchasing Division mailto:tselassie@cityofpasadena.net tel:(626)744-6785

Friday, July 12, 2024

Timeline

Release Project Date July 12, 2024

Question Submission Deadline July 19, 2024, 2:00pm

Proposal Submission Deadline July 29, 2024, 2:00pm

Scope of RFI

Detailed Specifications:

The City of Pasadena is considering a solicitation that may include the following services.

The vendor shall provide the following services:

A. Vegetation Management and Brush Clearance: Remove and clear brush, weeds, and other vegetation from designated areas using appropriate equipment and techniques. Ensure compliance with all fire safety regulations and best practices.

B. Landscape Maintenance: Implement a regular maintenance program to keep public areas clean and presentable. This includes mowing, edging, pruning, fertilizing, mulching, and weed control.

C. Tree Care: Provide expert tree care services, including pruning, disease diagnosis and treatment, insect control, and tree removal when necessary. Adhere to industry standards for tree care practices.

D. Irrigation Systems: Install, maintain, and repair irrigation systems to ensure optimal performance and water conservation. Implement efficient irrigation practices, such as using smart controllers and drip irrigation.

E. Planting and Beautification: Plant new trees, shrubs, flowers, and other vegetation as needed to enhance the appearance and biodiversity of public areas. Select plant species suitable for the local climate and soil conditions.

F. Trash and Litter Removal: Regularly remove trash, debris, and litter from public areas, including emptying trash cans and providing additional cleanup after events or heavy usage.

Relevant Standards:

• Fire Code Regulations: Compliance with local fire code regulations regarding brush clearance and vegetation management.

• Arboricultural Standards: Adherence to industry standards for tree care practices, such as those set by the American National Standards Institute (ANSI) and the International Society of

Arboriculture (ISA).

• Irrigation Efficiency: Utilize practices outlined in the Irrigation Association's Certified Landscape

Irrigation Auditor (CLIA) program to ensure efficient water use.

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• Local Planting Guidelines: Follow the guidelines provided by the City of Pasadena regarding suitable plant species, planting methods, and maintenance requirements.

Service Requirements:

The vendor shall meet the following service requirements:

• Availability: Be available to perform services during regular working hours as well as on weekends or after-hours when necessary.

• Response Time: Provide prompt response and action in case of emergencies, such as fallen trees or immediate brush clearance needs.

• Quality Assurance: Ensure that all services are performed to a high standard of quality, meeting or exceeding industry best practices and client expectations.

• Tenant Education: Communicate and educate tenants and the public about the importance of proper landscaping practices, watering schedules, and fire safety regulations.

• Safety: Maintain a safe working environment for employees, contractors, and the public. Adhere to all relevant safety regulations and protocols.

Delivery Requirements:

The vendor shall adhere to the following delivery requirements:

• Project Schedule: Provide a proposed project schedule upon contract award, detailing the timeline for completion of various tasks and milestones.

• Communication: Maintain regular communication with the City of Pasadena's designated representative to provide updates, address concerns, and ensure project progress.

• Reporting: Submit regular progress reports, including documentation of completed work, areas treated, and any issues encountered during the project.

• Documentation: Maintain accurate records of all work performed, including but not limited to invoices, receipts, and maintenance schedules.

Note: This Request for Information does not constitute a commitment, implied or otherwise, that the

City of Pasadena will issue a solicitation document or award a contract for landscaping and brush clearance services. The purpose of this RFI is to gather information only.

Please submit your response to the City of Pasadena's Procurement Department by [Deadline Date].

Include company information, relevant experience, and any additional information that you believe would be valuable for the City in evaluating potential vendors for future landscaping and brush clearance projects.

If you have any questions or require clarifications, please contact [Contact Person] at [Contact Email] or

[Contact Phone Number].

Friday, July 12, 2024

RFI Instructions

General Instructions

The information obtained from this RFI process may contribute to, and be used for, the guidance of a formal solicitation. The City is interested in identifying whether Contractors responding to this RFI are ultimately willing to respond to a formal solicitation, and potentially accomplish the tasks described in this RFI. Contractors are welcome to schedule a meeting with Tsega Selassie, Department of Finance, Purchasing Division for coordination of a presentation. THERE WILL BE NO CONTRACT AWARDED AS A

RESULT OF THIS RFI PROCESS. This RFI is a public solicitation of information designed to assist the City in determining an optimal solution and procurement strategy.

No payment shall be made to individuals, contractors, suppliers, or manufacturers that represent for information and solutions provided in response to this RFI.

RFI Questions

Please describe Your Company Experience?

What type of pricing structure does your company offer?

Through what type of procurement process does your company typically sell its products or services to governmental agencies?

Select all that apply

☐ Request for Proposals

☐ Competitive Bids

☐ Sole Source or "Piggy Back-able" contracts

☐ Never Participated in a Competitive Process with a Governmental Agency

Would your company be willing to respond to a formal competitive solicitation (Bid or

RFP) released by the City of Pasadena for the goods or services described in this RFI?*

☐ Yes

☐ No

*Response required

Friday, July 12, 2024

Attach any additional information you believe is relevant to this RFI

Has your company performed landscape maintenance and/or brush clearance in a city the size of Pasadena? If so, list the cities.

Do you use technology/software to track serviced areas?

What types of equipment and machinery are used to perform landscape maintenance and brush clearance?

What would the breakdown of a typical pricing structure include?

What certifications, licenses, or accreditations are required?

Submittal Instructions

Training Resources for Vendors:

Screen Shots:

Instructions for the new eProcurement System: The following link will help you Get Started

(https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9) and will include vendor guides for using the system. Below are additional screen shots for support.

All Video Guides: OpenGov Procurement Vendor Training

1. New Supplier Account

2. Submit a Bid or Proposal

3. Updating Your Company Designation on a Solicitation

4. Vendor Selection of Category Codes

5. How To Subscribe To Organizations And Find Active RFPs & Bids

6. Login Process

7. How to Edit or Withdraw your Proposal after it's been Submitted

8. How to Submit a Question

9. Viewing Bid Results

Video Trainings

OpenGov Technical Support

Technical support for an eProcurement system plays a vital role in ensuring smooth operations. You can call or email technical support using the information below.

https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/dceacbcf-203c-4b0d-aa57-550043bb0dc0 https://opengov.my.site.com/support/s/article/8e675a48-dad3-4759-9bae-6b4cb7970d21 https://opengov.my.site.com/support/s/article/2f7dbe3d-9f16-4179-8358-d55fdb37b858 https://opengov.my.site.com/support/s/article/fb581c18-5508-40d7-b714-c753af6514a1 https://opengov.my.site.com/support/s/article/f7fe1d1e-d79c-449a-ad8b-1d736d40b9cd https://opengov.my.site.com/support/s/article/a9d24d60-2ba1-4393-93c5-7512795f080e https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe https://opengov.my.site.com/support/s/article/12c62371-147b-45f4-9bcd-cf2ce5f58259 https://opengov.my.site.com/support/s/article/1323740f-ec46-48ee-a820-954bdd03f739 https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Friday, July 12, 2024

• Phone: (650) 336-7167

• Email: support@support.opengov.com

• Issue Log: https://opengov.my.site.com/support/s/contactsupport/incident

• Live Chat: Click on the circle blue icon at the bottom right of the screen.

Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 2:00 pm, Monday, July 29, 2024. Please upload all required documents as instructed in the section named Submittals/Checklist sufficiently early electronically through the city's eProcurement Portal before the time and day listed in this solicitation. Responses must be received in the system prior to the deadline.

The Specification or Scope of Work included in this Notice shall be considered part of any contract made pursuant thereunder.

Withdrawal of Proposal

Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 2:00 pm on Monday, July 29, 2024.

City Changes to the Solicitation Documents

The City reserves the right to change any part of these Instructions and Specifications any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the bid documents and of the contract. Addenda shall be made available to each Bidder or Proposer. A Bidder's or Proposer's failure to address the requirements of the addenda may result in the response not being considered. If the City determines that a time extension is required for the bid, the addenda will give the new submission date.

Addenda shall be acknowledged via the City'seProcurement Portal for the project named "Landscaping

& Brush Clearance." Project ID: 2024-RFI-0274. Bidders or Proposers can view a list of addenda released by the City by clicking on "Addenda & Notices." While drafting a response, there is a section for

"Addenda Confirmation" where Bidders or Proposers must acknowledge each addenda released.

Deadline for Questions

The deadline to submit questions related to this solicitation is Friday, July 19, 2024, prior to 2:00 pm.

mailto:support@support.opengov.com https://opengov.my.site.com/support/s/contactsupport/incident https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/94509?section=undefined https://procurement.opengov.com/portal/pasadena

Friday, July 12, 2024

Questions regarding this solicitation should be submitted directly through the City's eProcurement

Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

Follow these simple steps to submit your proposal electronically:

If you are already registered and need help logging in or retrieving your user information utilize the blue chat bubble visible on the lower right hand corner of the screen.

Click on the hyperlink for the City's eProcurement Portal to create your vendor profile.

Electronic Submission of Bids

All Proposers are required to submit their bid pricing electronically via the city's eProcurement Portal.

The electronic system will close submission exactly at the date and time set forth in this solicitation or as changed by addenda. In addition, your bid must be submitted via the eProcurement Portal.

Proposers are responsible for submitting and having their bid accepted before the closing time set forth in this solicitation or as changed by addenda. NOTE: It is the Proposer's sole responsibility to ensure their bid and document(s) are uploaded, transmitted, and arrive in time electronically. The City will have no responsibility for bids that do not arrive in a timely manner, no matter what the reason.

Upon closing of the Bid, Bid Results will be available on the City's eProcurement Portal.

In the case of a discrepancy between the electronic bid schedule (pricing) and any uploaded Bid schedule document or pricing, the electronic bid schedule will be the accepted bid.

Steps to Submit Your Electronic Proposal:

To submit an offer to the City, vendor must begin by clicking on the green DRAFT PROPOSAL button.

https://procurement.opengov.com/portal/pasadena/projects/94509

1. Acknowledge all Addenda

2. Accept City of Pasadena Terms and Conditions Message

3. Answer all required vendor questions.

4. Upload all required forms. Proposer may save their work and return.

5. Review your work and submit proposal when ready.

6. You will receive a confirmation email from OpenGov upon receipt of your bid/proposal.

7. Proposer may withdraw their bid at any time prior to 2:00 pm on Monday, July 29, 2024.

https://procurement.opengov.com/portal/pasadena/projects/94509

Friday, July 12, 2024

Note: If an addenda is issued after a response has been submitted, Proposer or bidder must return to take steps below. Failure to do both steps will result in an invalidated offer.

1- Acknowledge the new addenda; and

2- Resubmit your bid through the City's eProcurement Portal.

Do Not upload a Zip File: Unzip Your Files

Note: If your files are [zipped or] in a zip folder, you may need to unzip the files before uploading. The following instructions may be helpful to do so.

A. Open File Explorer, and find the zipped folder.

B. To unzip the entire folder, right-click to select Extract All, and then follow the instructions.

C. To unzip a single file or folder, double-click the zipped folder to open it. Then, drag or copy the item from the zipped folder to a new location.

Vendor Registration Instructions & Customer Service information:

Click here to register onto the City's eProcurement Portalhosted by OpenGov.

If you are already registered and need help logging in or retrieving your user information simply click on the blue chat bubble on the lower right hand corner of your screen or contact OpenGov at procurement-support@opengov.com for help at any time.

Customer Service

For assistance with e-bidding or uploading documents: Contact OpenGov via the blue chat bubble on the lower right hand corner of your screen or email at procurement-support@opengov.com.

Monday through Friday 5am - 5pm PST, except statutory holidays-- response time is typically less than ten minutes.

https://procurement.opengov.com/portal/pasadena mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com