Inter-Office Memo s1

Memorandum

To: Rebecca Cook, Acting Commodities Division Director

DTMB Procurement

From: Lymon C. Hunter, CPPB

Commodities Division

Date: May 23, 2013

Subj: Award of RFP – 071I3200042

Tree & Shrub Removal Services MDOT

BACKGROUND INFORMATION/GENERAL:

The purpose of this project is to obtain proposals for tree and shrub removal and trimming in the Michigan Department of Transportation’s (MDOT) Bay, University and Southwest Regions.

BID EVALUATION METHOD:

All RFP responses were evaluated by DTMB Procurement.

BIDDERS

A total of 6 bidders submitted a proposal for this RFP by the published due date. The RFP was placed on the Bid4Michigan website on February 14, 2013. A mandatory pre-bid meeting was held at the Bureau of Aeronautics Building, Lansing on February 28, 2013. Bidder questions were due on March 6, 2013. The deadline for responses was March 18, 2013 at 3:00 p.m. Bidders are as follows:

Bidder / City, State / Michigan Business / CRO / SDVOB
Integrity Tree Services, LLC / Grandville, MI / Yes / No / No
Johnny’s Tree Service, Inc. / Jackson, MI / Yes / No / No
Lonnie’s Hauling & Tree Service / Jackson, MI / Yes / No / No
Owen Tree Service / Attica, MI / Yes / No / No
Scott’s Landscape Mgmt, Inc. / Allegan, MI / Yes / No / No
Tri City Contracting Services, Inc. / Saginaw, MI / Yes / No / No

3.020 Award Process

3.021 Method of Evaluation

In awarding the Contract, proposals will be evaluated by DTMB Procurement.

3.022 Technical Proposal Evaluation Criteria

The following chart represents the scoring of the particular factors:

Step 1 Applies to the University Region only. Contractor’s business address must be located within the University Region.
Step 2 Pass / Fail Requirements: Bidders who do not pass each of the following mandatory requirements will not be considered for further evaluation or award.
Mandatory Requirement: / RFP Authority
PASS/FAIL / Attachment B, Bidder Response
Pre-bid Meetings / Section 3.011
Article 4 / Best Value

Site Visit

The State may conduct a site visit to tour and inspect the Bidder’s facilities. DTMB-Procurement will schedule these visits if required.

3.023 Price Evaluation

(a) Only proposals receiving a PASS rating will be considered for award.

(b) Evaluation of price proposals includes consideration for a Qualified Disabled Veteran Preference. 1984 PA 431, as amended, establishes a preference of up to 10% for businesses owned by qualified disabled veterans meeting the minimum point threshold for passing.

(c) The State reserves the right to consider economic impact on the State when evaluating proposal pricing. This includes, but is not limited to: job creation, job retention, tax revenue implications, and other economic considerations.

3.024 Award Recommendation

The award recommendation will be made for the bidder that: (a) is considered for award in accordance with Section 3.023(a), Technical and Price Evaluation; (b) has its price proposal evaluated under Section 3.023(b), Technical and Price Evaluation; and (c) in the State's determination, offers the best value to the State.

3.025 Reservations

(a) The State reserves the right to consider total cost of ownership factors in the final award recommendation (i.e. transition costs, training costs, etc.).

(b) The State reserves the right to award by item, part or portion of an item, group of items or total proposal, to reject any and all proposals in whole or in part, if, in the Director of DTMB-Procurement’ judgment, the best interest of the State will be so served.

(c) The State reserves the right to award multiple, optional use contracts. In addition to the other factors listed, offers will be evaluated on the basis of advantages and disadvantages to the State that may result from making more than one award.

(d) The State reserves the right to consider overall economic impact to the State in the final award recommendation. This includes considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, economically disadvantaged businesses, etc.

(e) The State reserves the right to award to another ‘best value’ contractor in case the original Awardee does not accept the award. This reservation applies for all of our solicitations whether they are quotes, bids, proposals, pre-qualified or pre-registered programs.

(f) The State reserves the right to give a preference for products manufactured or services offered by Michigan firms if all other things are equal and if not inconsistent with federal statute. (See MCL 18.1261)

(g) The State reserves the right to disqualify any bid based on Sections 1.1 through 4.1 in the general Certifications and Representations (completed at vendor registration).

3.026 Award Decision

Award recommendation will be made to the Chief Procurement Officer, DTMB-Procurement.

3.027 Protests

If a Bidder wishes to initiate a protest of the award recommendation, the Bidder must submit a protest, in writing, by 3:00 p.m. on the date stated on the notice of recommendation to award. Bidder must include the RFP number and clearly state the facts believed to constitute error in the award recommendation along with the desired remedy. More information about the Bidder protest process is available at www.michigan.gov/micontractconnect; click on the “Vendor Information” link.

3.028 State Administrative Board

The State Administrative Board (SAB) must approve all contracts/purchase orders in excess of $250,000. The decision of this Board regarding the recommendation is final; however, SAB approval does not constitute a Contract. The award process is not completed until the Bidder receives a properly executed Contract or Purchase Order from DTMB Procurement.

Evaluation Criteria / Integrity Tree Services, LLC / Johnny’s Tree Service, Inc. / Lonnie’s Hauling / Owen Tree Service / Scott’s Landscape Mgmt, Inc. / Tri City Contracting Services, Inc.
Step 1 / Ineligible / Eligible / Eligible / Ineligible / Ineligible / Ineligible
Attachment B / No exceptions / No exceptions / No exceptions / No exceptions / No exceptions / No exceptions
Pre-Bid / Yes / Yes / Yes / Yes / Yes / Yes
Article 4 / All info provided / All info provided / All info provided / All info provided / All info provided / Info lacking in submittal

Evaluation Results (PASS / FAIL):

Integrity Tree Services, LLC

1. Step 1 University Region Eligibility Requirements

Step 1 Applies to the University Region only.
Mandatory Requirement: / RFP Authority / Evaluation / Comment
Contractor’s business address must be located within the University Region / Section 3.022 / Business address not located in University Region / Not eligible to bid University Region

2. Step 2 Pass/Fail Requirements

Mandatory Requirement: / RFP Authority / Evaluation
Attachment B / No exceptions taken / Pass
Pre-bid Meetings / Section 3.011 / Attendance verified by sign-in sheet
Article 4 / Best Value / Bidder provided information as required in Article 4. Subcontracting information was provided. Michigan Department of Agriculture and Rural Development (MDARD) certification submitted for key personnel. Equipment list provided.

PASS

Johnny’s Tree Service, Inc.

1. Step 1 University Region Eligibility Requirements

Step 1 Applies to the University Region only. / Comment
Mandatory Requirement: / RFP Authority / Evaluation
Contractor’s business address must be located within the University Region / Section 3.022 / Business address is located in University Region / Eligible to bid University Region

2. Step 2 Pass/Fail Requirements

Mandatory Requirement: / RFP Authority / Evaluation
Attachment B / No exceptions taken / Pass
Pre-bid Meetings / Section 3.011 / Attendance verified by sign-in sheet
Article 4 / Best Value / Bidder provided information as required in Article 4. Subcontracting information was provided. Michigan Department of Agriculture and Rural Development (MDARD) certification submitted for key personnel. Equipment list provided.

PASS

Lonnie’s Hauling & Tree Service

1. Step 1 University Region Eligibility Requirements

Step 1 Applies to the University Region only. / Comment
Mandatory Requirement: / RFP Authority / Evaluation
Contractor’s business address must be located within the University Region / Section 3.022 / Business address is located in University Region / Eligible to bid University Region

2. Step 2 Pass/Fail Requirements

PASS

Owen Tree Service, Inc.

1. Step 1 University Region Eligibility Requirements

Step 1 Applies to the University Region only. / Comment
Mandatory Requirement: / RFP Authority / Evaluation
Contractor’s business address must be located within the University Region / Section 3.022 / Business address not located in University Region / Not eligible to bid University Region

2. Step 2 Pass/Fail Requirements

PASS

Scott’s Landscape Mgmt, Inc.

1. Step 1 University Region Eligibility Requirements

Step 1 Applies to the University Region only. / Comment
Mandatory Requirement: / RFP Authority / Evaluation
Contractor’s business address must be located within the University Region / Section 3.022 / Business address not located in University Region / Not eligible to bid University Region

2. Step 2 Pass/Fail Requirements

PASS

Tri City Contracting Services, Inc.

1. Step 1 University Region Eligibility Requirements

Step 1 Applies to the University Region only. / Comment
Mandatory Requirement: / RFP Authority / Evaluation
Contractor’s business address must be located within the University Region / Section 3.022 / Business address not located in University Region / Not eligible to bid University Region

2. Step 2 Pass/Fail Requirements

Mandatory Requirement: / RFP Authority / Evaluation
Attachment B / No exceptions taken / Pass
Pre-bid Meetings / Section 3.011 / Attendance verified by sign-in sheet
Article 4 / Best Value / Information is not sufficient for the following reasons: MDARD certification not submitted for key personnel. Equipment list not provided.

FAIL

Pricing Summary:

Please see aggregate second round pricing below. Pricing was based on the estimated usage specified in the RFP. Original pricing can be located in bid file with each response. Finally, alternative pricing was obtained in instances where MDOT can provide advance notification of the need to deploy “flagging crews” when performing the tree & shrub removal services. See attached alternative pricing spreadsheet. Application of alternative pricing cannot be predicted.

Facility / BIDDER / BIDDER / BIDDER / BIDDER / BIDDER
Integrity Tree Service / Johnny’s Tree Service, Inc. / Lonnie’s Hauling & Tree Service / Owen Tree Service, Inc. / Scott’s Landscape Mgmt.
Coloma TSC / $2,444,970.00 / 0 / 0 / 0 / $3,421,800.42
K’zoo TSC / $2,444,970.00 / 0 / 0 / 0 / $3,421,800.42
Marshall TSC / $2,444,970.00 / 0 / 0 / 0 / $3,592,890.45
Bay TSC / 0 / 0 / 0 / $400,425.00 / 0
Brighton TSC / 0 / 0 / 0 / 0 / 0
Jackson TSC / 0 / $1,021,590.00 / $903,330.00 / 0 / 0
Lansing TSC / 0 / 0 / 0 / 0 / 0

Please see attached excel spreadsheets for second round pricing, alternative pricing results and award amounts.

Award Recommendation:

The split award recommendation is made for Integrity Tree Service in the amount of *$7,334,910.00, Owen Tree Service in the amount of *400,000.00 and Lonnie’s Hauling & Tree Service in the amount of *$903,330.00 as the responsive and responsible Bidder who passed Steps 1 and 2 and offers the BEST VALUE to the State of Michigan.

*Award amounts above are based on second round pricing.

Signatures:

______

Signature Date

¨ Reviewed and approved by: ______