Landscaping_Services.pdf

REQUEST FOR QUALIFICATION

2025-RFQ-009

LANDSCAPING SERVICES

San Joaquin Council of Governments

555 E Weber Avenue

Stockton, CA 95202-2804

RELEASE DATE: March 27, 2025

DEADLINE FOR QUESTIONS: April 30, 2025

RESPONSE DEADLINE: May 15, 2025, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/sjcog https://secure.procurenow.com/portal/%7bproject.government.code%7d

San Joaquin Council of Governments

REQUEST FOR QUALIFICATION

Landscaping Services

I. Notification II. Introduction

III. Scope of Services IV. Statement of Qualifications V. Instructions to Firms

VI. Evaluation Criteria VII. Standard Terms and Conditions

VIII. Bid Protest IX. Vendor Submission

Request For Qualification #2025-RFQ-009 Title: Landscaping Services

1. Notification

To: Qualified Landscaping Contractors

From: Grace Orosco, Finance Department

Date: Thursday, March 27, 2025

Subject: Landscaping Services

San Joaquin Council of Governments (SJCOG), is soliciting qualifications from qualified landscaping contractors interested in providing Landscaping Services.

Firms interested in providing the services described in the enclosed Request for Qualifications (RFQ) must submit a Statement of Qualifications by Thursday, May 15, 2025 at 4:00 pm to the Council's e-

Procurement Portal.

Bidders shall submit all inquiries regarding this bid via SJCOG's e-Procurement Portal. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on SJCOG e-Procurement Portal.

Bidders are encouraged to click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

2. Introduction

2.1. Summary

The San Joaquin Council of Governments (SJCOG) owns the property at the corner of East Weber

Avenue and North American Street in downtown Stockton. The property extends from Weber Avenue

North to East Channel Street and from North American Street West approximately 1/2 the block to a fence line separating SJCOG and Bank of Agriculture and Commerce.

SJCOG's building sits on the Southern portion of the lot with the remainder, an asphalt paved 19,500 sq

ft. parking area. The parking area is fenced with remote-controlled gate entrance on North American

Street.

Shrubs ring the perimeter of the property. Within the parking area, there are trees and shrubs at the four corners and two islands with plantings. All planting areas are served by an automated irrigation system.

2.2. Background

The San Joaquin Council of Governments (SJCOG) is the planning, financing and coordinating agency for the San Joaquin region overseeing transportation, housing and habitat conservation. SJCOG is a joint-powers authority with a board of directors comprised of elected representatives from Escalon, Lathrop, Lodi, Manteca, Mountain House, Ripon, San Joaquin County, Stockton, and Tracy. SJCOG’s broad range of responsibilities include managing the Measure K transportation sales tax program, collecting county demographic and economic data, airport land use planning, and regional air quality. SJCOG partners with a network of local governments, private organizations and community groups to deliver a variety of local, state and federal programs that support the streets, roads, highways, public transit, and other transportation resources that help our residents get where they need to be. It is also responsible for assigning each city and the county its fair share of affordable housing.

2.3. Timeline

Date Issued March 27, 2025

Question Submission Deadline April 30, 2025, 4:00pm

Proposal Submission Deadline May 15, 2025, 4:00pm

Evaluation & Scoring Completed by May 30, 2025

Contract Award Presented to SJCOG Board June 26, 2025

Contract Negotiations and Execution July 1, 2025

3. Scope of Services

3.1. The selected contractor will provide the following services:

SJCOG intends to select a qualified contractor to perform Landscape Maintenance Services. The work includes servicing SJCOG's owned property and therefore must always be maintained to the highest quality standards. Contractor shall provide the labor, equipment, and supplies necessary to perform the specified landscape maintenance services. SJCOG is seeking contractors who can perform the following tasks:

• Tree and shrub care shall include pruning, trimming, and removal of dead/damaged limbs.

• Weeding, trimming and deadheading flowers - Monthly/weekly site visits will maintain most areas; however, hedge-trimming and topiary work will occur on a quarterly basis with all debris removed from site. Crews will routinely hand weed highly visible areas.

• Herbicide and fertilizers – All lawn and shrub fertilizers should be organic and applied 3 times annually. Herbicides will only be used in large, overgrown, or less public areas to gain control of invasive weeds. Sprayed areas will be posted prior to application and as necessary.

• Irrigation - Inspect and test all irrigation systems. Perform minor irrigation repair and adjustments as needed.

• Parking lot should be blowed and kept clean of any dirt and debris.

• Services should be performed outside of office hours. Services should be performed on either

Monday or Friday, as these are work from home days for SJCOG staff.

4. Statement of Qualifications

4.1. Submit the following:

The RFQ shall be concise, well-organized, and demonstrate the consultant’s qualifications and experience relating to the proposed project. The Consultant Selection Committee will screen all consultant submitted in response to this request. The Consultant Selection Committee reserves the right to make a final selection for recommendation to the Board of Directors.

In order to simplify the review process and maximize the degree of comparative analysis, the proposal should be organized in the manner stated below:

Cover Letter:

The letter shall include the following:

· Proposer’s legal name and corporate structure.

· Primary contact information, including name, address, phone, website, and email.

· Identification of use of subconsultants and scope of work to be performed by subconsultants.

· Statement indicating the proposal will remain valid for at least 90 days.

· Statement acknowledging proposer can do business in San Joaquin County and carries professional liability insurance.

· Signature of a company officer empowered to bind the Proposer to the provisions of this RFQ and any contract awarded pursuant to it.

Project Team

A description of key personnel that will be assigned to this project. Indicate if sub-contractors will be utilized.

Qualifications and Experience

The proposer shall describe capability for undertaking and performing the work, emphasizing work done with public agencies and any professional licenses and certificates held by the consultant. The description shall include company background and experience, key personnel, years in business, location, relevant projects, accomplishments, and examples of work. This experience should detail the similar programs and projects where the consultant can demonstrate expertise.

References:

The proposer must provide three (3) references. References may be contacted as part of the selection process. For each reference, Proposer must provide the following information:

· Name and contact information (i.e., name, title, address, phone, and email).

· Description of work provided.

Billing Rates

Contractor shall provide fees according to scope of work and state the proposer’s availability to provide a flat fee schedule depending on the types of services requested.

Insurance & Licenses:

Proof of liability insurance, workers' compensation coverage, and any required licenses.

5. Instructions to Firms

5.1. Contract term

The initial contract shall start on July 1, 2025. The term duration will be 3 years, with the option to renew for up to 3 additional years based on satisfactory performance and funding availability.

5.2. Submittal Process & Requirements

Submit Electronic Responses via SJCOG's e-Procurement Portal. Responses can be submitted in the

Vendor Submission.

Statements of Qualifications may be received up to but not later than Thursday, May 15, 2025 at 4:00 pm via the SJCOG e-Procurement Portal. SJCOG e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections or incomplete submissions. SJCOG strongly recommends completing your response well ahead of the deadline.

5.3. Addenda Notification and Acknowledgement

Addenda Notification: Firms are required to register for an account via SJCOG e-Procurement Portal hosted by OpenGov Procurement. Once firm has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is sole responsibility of each firm to periodically check the site for any addenda at Portal.

5.4. Submitting Questions and Receiving Responses

Firms shall submit all inquiries regarding this RFQ via SJCOG e-Procurement Portal. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on SJCOG e-Procurement Portal.

Firms may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the firm to check the website for answers to inquiries.

5.5. Ineligible Bidders

Each consultant must certify that it is not included on the U.S. Comptroller General’s Consolidated List of

Persons or Firms Currently Debarred for Violations of Various Public Contracts Incorporating Labor

Standards Provisions.

https://secure.procurenow.com/portal/sjcog https://secure.procurenow.com/portal/sjcog/projects/152161/document?section=1379205

5.6. SJCOG Rights

SJCOG may investigate the qualifications of any proposer under consideration, require confirmation of information furnished by a proposer, and require additional evidence of qualifications to perform the work described in the RFQ. SJCOG reserves the right to:

Reject any or all of the proposals if it deems such action is in the public interest;

• Issue subsequent Requests for Qualifications;

• Cancel the entire Requests for Qualifications;

• Remedy technical errors in the Request for Qualifications process;

• Appoint an evaluation committee to review the proposals;

• Seek the assistance of outside technical experts in proposal evaluation;

• Approve or disapprove the use of particular subconsultants;

• Establish a short list of proposers eligible for interviews after review of written proposals;

• Negotiate with some, all, or none of the respondents to the RFQ;

• Solicit best and final offers from all or some of the proposers;

• Award a contract to one or more proposers;

• Accept an offer other than the lowest price offer; and

• Waive informalities and irregularities in proposals and the bid process.

This RFQ does not commit SJCOG to enter into a contract, nor does it obligate SJCOG to pay for any costs incurred in the preparation and submission of proposals or in anticipation of a contract. All proposals will be subject to public disclosure as required by the California Public Records Act.

SJCOG reserves the right to investigate the qualifications of all firms under consideration to confirm any part of the information furnished by a proposer, or to require other evidence of managerial, financial, or other capabilities that are considered necessary for the successful performance of the contract.

5.7. Solicitation Disclaimer

All Statements of Qualifications become the property of SJCOG upon submission. Cost of preparing, submitting, and presenting a Statement of Qualification is at the sole expense of the offeror. SJCOG has the right to reject any or all of the Statements of Qualification received as a result of this request.

Solicitation of statements in no way obligates SJCOG to contract with any firm or individual. The decision to contract is at the discretion of SJCOG.

6. Evaluation Criteria

Statement of Qualifications will be evaluated based upon the following criteria with the maximum points identified in parenthesis:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firms Direct Experience Points Based 50 (50% of Total)

2. Qualifications and Specific Experience Points Based 30 (30% of Total)

3. Satisfaction of Previous Clients Points Based 20 (20% of Total)

7. Standard Terms and Conditions

7.1. Insurance Requirements

Without limiting SJCOG’s right to obtain indemnification from the consultant or any third parties, the selected consultant, at its sole expense, shall maintain in full force and affect the following insurance policies throughout the term of the contract.

Comprehensive general liability insurance with coverage of not less than $1,000,000 combined single limit per occurrence for bodily injury, personal injury, and property damage. Comprehensive general liability insurance policies shall name SJCOG, its officers, agents, and employees, individually and collectively, as additional insured, but only insofar as the operations under the terms of the contract are concerned. Such coverage for additional insured shall apply as primary insurance or self-insurance and any other insurance, maintained by SJCOG, its officers, agents, and employees, shall be given excess only and not contributing with insurance provided under the Consultant’s policies herein.

Comprehensive automobile liability insurance with limits for bodily injury of not less than $25,000 per person, $250,000 per accident and for property damages of not less than $50,000, or such coverage with a combined single limit of $250,000. Professional liability insurance of at least $1,000,000 is required. Worker’s compensation insurance is also required by law.

This insurance shall not be canceled or changed without a minimum of thirty (30) days advance written notice given to SJCOG. The selected consultant shall provide certification of said insurance to SJCOG within twenty-one (21) days of the date of the execution of the contract. Such certification shall show, to SJCOG’s satisfaction, that such insurance coverage’s have been obtained and are in full force; that

SJCOG, its officers, agents, and employees will not be responsible for any premiums on the policies; that as and if required such insurance names SJCOG, its officers, agents and employees individually and collectively as additional insured (comprehensive and general liability only), but only insofar as the operations under the contract are concerned, that such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by SJCOG , its officer, agents, and employees, shall be excess only and not contributing with insurance provided under the consultant’s policies herein; and that this insurance shall not be canceled or changed without a minimum of thirty (30) days advance, written notice given to SJCOG.

In the event the selected consultant fails to keep in effect at all times insurance coverage as herein provided, SJCOG may, in addition to other remedies it may have, suspend or terminate the contract upon the occurrence of such event.

Contract Assurance: DBE regulations require the following contract assurance statement in every DOT-assisted contract and subcontract: "The consultant or subconsultant shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The consultant shall carry out applicable requirements of 49 CFR, Part 26 in the award and administration of DOT-assisted contracts.

Failure by the consultant to carry out these requirements is a material breach of this contract, which may result in the termination of this contract, or such other remedy as recipient deems appropriate."

Prompt Payment: Attention is directed to Section 7108.5 of the California Business and Professions

Code, which requires a prime consultant or subconsultant to pay any subconsultant not later than 7 days of receipt of each progress payment, unless otherwise agreed to in writing. In addition, Federal

Regulation (49 CFR 26.29) requires a prime consultant or subconsultant to pay a subconsultant no later than 30 days after receipt of each payment, unless any delay or postponement of payment among the parties takes place only for good cause and with the prior written approval of the agency. Section 7108.5 of the California Business and Professions Code also contains enforcement actions and penalties. These requirements apply to both DBE and non-DBE subconsultants.

7.2. Invoicing/Payment Structure

Contractor shall invoice SJCOG every month for services performed during the month’s period.

Supporting documentation on all expenses is required AND a narrative in the form of a progress report describing work activities accomplished. SJCOG project manager shall evaluate the quality of the service performed and determined if satisfactory based on project scope. Contractor shall be paid following the receipt and approval of each invoice by SJCOG, all of which shall occur within 30 days of presentation.

Invoices shall be structured by scope category, include description of tasks with associated product/service developed, number of hours and associated amount and total cost.

All costs charged to this agreement by the contractor shall be supported by properly executed payrolls, time records, invoices, and vouchers, evidencing in proper detail the nature and propriety of the charges. These records shall be maintained by contractor for three years after SJCOG makes final payment under this agreement and shall be made available upon the request of SJCOG. Contractor shall also comply with Title 49, Code of Federal Regulations, Part 18, (Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments) in the procurement of services, supplies or equipment. All invoices shall be sent to project manager via email.

The contractor and the contractor’s team are not employees of the San Joaquin Council of

Governments.

7.3. Conflict of Interest

The selected Consultant will not be prevented from participating in future projects to the extent that no direct conflict of interest exists at the time. Consultants responsible for a project’s design may not participate in construction management/construction inspection of the project. The determination of a conflict of interest, direct or incidental, shall be at the sole discretion of SJCOG.

7.4. Negotiations and Engagement

Following the selection of a consultant, the selected firm will participate in contract negotiations with

SJCOG staff. The final contract and Scope of Services will be negotiated. Consultants are encouraged to include in their proposal any comments relating to the Scope of Services and/or the terms and conditions of SJCOG’s standard contract. In addition, consultants are reminded that any comments regarding the Terms and Conditions of SJCOG’s standard contract must be noted in the proposal. SJCOG reserves the right to disqualify any firm that does not provide written discussions of any disagreements it has relative to SJCOG’s Terms and Conditions. SJCOG does not anticipate making any substantive changes to its Terms and Conditions.

7.5. Confidential Information/Public Record

All responses become property of SJCOG. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”. Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

SJCOG will treat all information submitted in a proposal as available for public inspection once SJCOG has selected a contractor. If you believe that you have a legally justifiable basis under the California

Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information separately (see "Confidential" section in Vendor Submissions) as part of your response package.

The final determination as to whether SJCOG will assert your claim of confidentiality on your behalf shall be at the sole discretion of the SJCOG. If SJCOG makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

7.6. Prevailing Wage Requirement

The work is to be done may be consider subject to Prevailing Wage Requirement. The Contractor is hereby made aware that information regarding prevailing wage rates may be obtained from the State

Department of Industrial Relations and/or the following website address:

http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm.

http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm

8. Bid Protest

8.1. Standing for Protest

A. Only a proposer who has actually submitted a responsive proposal is eligible to submit a protest.

Subcontractors are not eligible to submit protests. A proposer may not rely on the protest submitted by another proposer but must timely pursue its own protest.

B. The protesting proposer must submit a non-refundable fee in the amount of five hundred dollars ($500.00). This fee must be submitted to SJCOG no later than the respective protest deadline defined below.

8.2. Grounds for Protest

Protests shall be based only upon the following grounds:

A. SJCOG failed to follow the procedures and adhere to the requirements set forth in the Request for Proposal or Addendum thereto.

B. The Protestor alleges misconduct by SJCOG officials or evaluation team members.

8.3. Time for Filing a Protest

A. Any protest must be in writing and received by SJCOG at 555 East Weber Avenue, Stockton, CA

95202 before 5:00 p.m. no later than two (2) business days following the date the SJCOG Board awards the Contract.

B. For purposes of this Protest Procedure, a “business day” means a day that SJCOG is open for normal business, and excludes weekends and holidays observed by SJCOG.

8.4. Required Form of Protest

A. The protest must contain a complete statement of the basis for the protest and all supporting documentation. Material submitted after the applicable protest deadline will not be considered.

The protest must refer to the specific grounds of protest set forth above upon which the protest is based and include the form of relief requested. The protest must include the name, address, email address, and telephone number of the person representing the protesting proposer if different from the protesting proposer.

B. Public Records. All materials submitted relative to this RFP/RFQ will be kept confidential until such time as an award of Contract is made. At such time, all materials submitted must be made available to the public. All information contained in the proposal may be subject to the

California Public Records Act (Government Code sections 6250 et seq.), and the information’s use and disclosure are governed by this Act. Any information deemed confidential or proprietary should be clearly identified by the proposer as such. Such information may then be protected and treated with confidentiality to the extent permitted by state law.

8.5. Protest Resolution Process

A. The Executive Director will designate staff to investigate disputed factual allegations, if any, contained in the timely filed protest.

B. The designated staff will prepare a Proposed Decision with assistance from SJCOG General

Counsel as soon as possible. The Proposed Decision should contain a summary of the protest, an evaluation of the protest, and a recommendation as to whether the protest should be allowed or denied. The Proposed Decision will only address the issues raised in the protest. The

Proposed Decision shall be submitted to the Executive Director for approval.

C. If the Proposed Decision is approved by the Executive Director, the Proposed Decision is then transmitted to the SJCOG Board Members.

D. If a Member of the Board does not request full Board consideration of the protest within five (5) calendar days of receiving the Proposed Decision, the Proposed Decision becomes the Final

Decision of SJCOG and is mailed to the protestor and the proposer to whom award was authorized.

8.6. Exclusive Remedy

The procedure and time limits set forth in this Section are mandatory and are the proposer’s sole and exclusive remedy in the event of protest. A proposer’s failure to comply with these procedures will constitute a waiver of any right to further pursue a protest, including filing a Government Code Claim or initiation of legal proceedings.

8.7. Right to Reject all Proposals

The proposer’s filing of a protest shall not preclude SJCOG from rejecting all proposals and re-advertising a Request for Proposals. Rejecting all proposals shall render a protest moot and terminate all protest proceedings.

8.8. Right to an Award

The SJCOG Board of Directors reserves the right to award the Contract to the proposer it has determined to be the responsive responsible proposer, and to issue a notice to proceed with the services notwithstanding any pending or continuing challenge to its determination.

8.9. Effect on Contracts

The failure of an SJCOG employee or department to comply with the provisions stated in this Protest

Procedure shall in no way affect the validity of any contract entered into by SJCOG.

9. Vendor Submission

9.1. Confirm*

Did you read through and confirm that you meet all of the requirements stated in this RFQ?

☐ Yes

☐ No

*Response required

9.2. Upload file documents in this section*

*Response required

9.3. Upload copy of insurance & W9*

*Response required

9.4. Confidential

This section is ONLY if:

If you believe that you have a legally justifiable basis under the California Public Records Act

(Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any information, together with the legal basis of your claim in your proposal, and present such information separately.