Gardening and Landscape Maintenance Services

Agency: El Dorado County
State: California
Type of Government: State & Local
Posted Date: May 10, 2019
Due Date: May 31, 2019
Solicitation No: 19-988-079
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Due Date: 5/31/2019
New Date:
Issued: 5/10/2019

Contact: Jamie Monroe
E-Mail

19-988-079
Gardening and Landscape Maintenance Services





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COUNTY OF EL DORADO
Procurement & Contracts
ATTN: Purchasing Agent
330 Fair Lane
Placerville, CA 95667
REQUEST FOR PROPOSALS #19-988-079
DUE: 3:00 PM – May 31, 2019
Sealed Proposals must be clearly marked on
the outside of the package with:
“RFP #19-988-079 – DO NOT OPEN”
Gardening and Landscape Maintenance Services
The County of El Dorado Office of Procurement and Contracts, on behalf of its Department of
Transportation and Chief Administrative Office, Operations (also referred to as “County”), is
requesting proposals for Gardening Landscape Maintenance Services.
This Request for Proposal (RFP) defines the scope of services and outlines the requirements that
must be met by Proposers interested in providing such services. Proposers shall carefully examine
the entire RFP and any addenda thereto, and all related materials and data referenced in the RFP or
otherwise available, and shall become fully aware of the nature and the conditions to be encountered
in performing the service. Proposers are advised to read all sections of this RFP prior to
submitting a proposal.
TABLE OF CONTENTS
I. Introduction
II. Scope of Professional Services
III. Proposal Minimum Requirements
IV. Proposers’ Questions
V. Proposal Submittal Schedule
VI. Qualifications and Selection Criteria
VII. Selection Process
VIII. Rejection of Proposals
IX. Valid Offer
X. County’s Rights
XI. Contract Award
XII. Prevailing Wage Requirements
XIII. Conflict of Interest
XIV. Public Records Act
XV. Business License Requirement
XVI. Public Agency
ATTACHMENTS:
Attachment A
Attachment B
Sample Agreement*
Contractor Overview Form
*Note: The attached Sample Agreement is for reference only; other terms and conditions may
apply based on the types of services and funding involved.
COUNTY OF EL DORADO
Procurement and Contracts
Page 2 of 8
REQUEST FOR PROPOSAL: #19-988-079
I. INTRODUCTION
County is inviting qualified contractors to submit proposals to provide gardening and landscape
maintenance services at various County facilities including, but not limited to, the Blanchard
Estates and Emerald Meadows Lighting zones of benefit, Landscaping and Wetland Related
Services County Service Area zones of benefit, and at Placerville Union Cemetery,
Georgetown Pioneer Cemetery, including the Renke Annex, and the Georgia Slide Cemetery.
Services may also be requested on an on-call basis at other sites.
County will select one or more contractors with the staff, expertise, and experience necessary
to provide these services.
II. SCOPE OF PROFESSIONAL SERVICES
County needs assistance with gardening and landscape maintenance services.
These tasks may include, but are not limited to:
Routine gardening services at cemeteries
Routine landscape maintenance services
Drainage channel maintenance at zones of benefit
Wetlands maintenance at zones of benefit
On-call gardening and landscaping services
For further details, please see Attachment A – Sample Professional Services Agreement,
Exhibit A, Scope of Services.
III. PROPOSAL MINIMUM REQUIREMENTS
Submit one (1) original, three (3) copies, and one (1) searchable electronic copy (on a
USB flash drive) of all materials and Proposals, for review by a County appointed
Selection Committee. Concise, responsive proposals shall be bound and formatted on 8 ½”
x 11” pages (portrait orientation). All proposals must include the following:
1. A letter of transmittal identifying name, address, and telephone number of the principal
person representing the firm, signed by a person authorized to execute a contract with
the County.
2. A description of the firm identifying the firm's primary services and staff members and
all Contractor Licenses. This section should focus on your firm’s depth, intangibles,
and other factors pertinent to the services that set you apart from other firms.
3. If subcontractors or joint contractors are proposed, describe any relevant association
with the proposed subcontractors. Provide examples of past projects on which the lead
firm has worked with each subcontractor. Indicate the percentage of the fee allocated
for each participating contractor and/or subcontractor.
4. A description of similar projects completed by the team including a client reference,
phone number(s), and all Proposer staff persons who worked on the project and their
COUNTY OF EL DORADO
Procurement and Contracts
Page 3 of 8
REQUEST FOR PROPOSAL: #19-988-079
specific role on the project. Include an introductory narrative that describes the team’s
overall experience, particularly as it relates to the services proposed. Also include
information on the specific project size, location, and the scope of work.
5. A statement acknowledging that the Proposer has reviewed the language contained
within the Sample Professional Services Contract (Attachment “A”) and that the
prospective Proposer concurs with the provisions contained within said contract, and
can/will meet the indemnity and insurance requirements without alterations to County’s
standard agreement.
6. A completed Contractor Overview Form (Attachment 2). On the Contractor Overview
Form, interested Contractors should identify all of the areas of interest for which they
are submitting Proposals. This form will also allow Contractors to indicate the locations
where they are willing to provide services. This form will not be used to evaluate the
proposals, but the form will assist the County in contacting and easily identifying
prospective contractors during the selection process.
7. A compensation schedule shall be provided in a separate sealed envelope.
a. The sealed envelope shall include the Proposer’s hourly and/or location fee
schedule for all relevant positions.
IV. PROPOSERS' QUESTIONS
Questions regarding this RFP must be submitted in writing to the Procurement and Contracts
Office and must be received no later than 5:00 p.m. on May 17, 2019. All envelopes or
containers must be clearly labeled “RFP #19-988-079 – QUESTION” for convenience
purposes. Envelopes or containers not clearly labeled may be overlooked and not responded
to. Questions will not be accepted by telephone, facsimile (fax), electronically, or orally. The
County reserves the right to decline a response to any question if, in County’s assessment, the
information cannot be obtained and shared with all potential organizations in a timely manner.
A summary of the questions submitted, including responses deemed relevant and appropriate
by County, will be emailed on or about May 24, 2019.
All inquiries shall be submitted by U.S. mail to:
Procurement and Contracts
330 Fair Lane
Placerville, California 95667
RFP #19-988-079 – Question
Proposers are cautioned that they are not to rely upon any oral statements that they may
have obtained. Proposers shall direct all inquiries to the County Purchasing Agent and
shall not contact the requesting department directly regarding any matter related to this
Request for Proposal.
COUNTY OF EL DORADO
Procurement and Contracts
Page 4 of 8
REQUEST FOR PROPOSAL: #19-988-079
V. PROPOSAL SUBMITTAL SCHEDULE
Proposers must Submit one (1) original and three (3) copies of the Proposal, along with a copy of
the completed and signed Contractor Overview Form in a sealed envelope or container, clearly
marked “RFP #19-988-079 – DO NOT OPEN”, no later than 3:00 p.m. on June 3, 2019, to:
County of El Dorado
Procurement and Contracts
330 Fair Lane
Placerville, CA 95667
A respondent may withdraw its Proposal at any time prior to the opening deadline date and time
by submitting a written request for its withdrawal to the County’s Purchasing Agent, signed by an
authorized agent of the contractor. Respondents may thereafter submit a new or modified
Proposal prior to the opening deadline date and time. To be considered, the modification must be
received in writing, and in the same number of originals and copies as the original Proposal, prior
to the date and time specified above for receipt of the Proposal. Modifications offered in any
manner after the opening deadline date and time, oral or written, will not be considered.
Proposers submitting less than the required number of copies of their proposal will be rejected
and considered “non-responsive”. Proposals received beyond the deadline will not be
considered, and will be returned unopened.
It is the responsibility of the Proposer to assure that the proposal is received in the
Procurement & Contracts Division prior to the proposal opening deadline date and time.
Proposals received beyond the proposal opening deadline will not be accepted and will be
returned unopened. The time stamp clock located in the office of the Procurement and
Contracts Division will serve as the official time clock.
For questions regarding the Request for Proposal process, contact Jamie Monroe,
Department Analyst, at (530) 621-5911.
VI. QUALIFICATIONS AND SELECTION CRITERIA
Qualifications and Selection Criteria
1. Experience
a. Contractor has specific experience to successfully provide the full range of services.
b. Character and scope of past projects.
2. Analysis
a. Demonstrated management and organizational ability relative to time management,
scheduling, staff/client relationships, and responsiveness to urgent maintenance
requests.
3. General
a. History of repeat business with clients.
COUNTY OF EL DORADO
Procurement and Contracts
Page 5 of 8
REQUEST FOR PROPOSAL: #19-988-079
b. Referrals and recommendations from previous clients.
c. Demonstrated understanding of community and the types of facilities to be
maintained.
d. Amount of work performed by contractor vs. subcontracted on past projects.
e. Availability of contractor as it matches specific area and project needs.
f. Current registration with Department of Industrial Relations and, if interested in
providing services at Blanchard Estates and/or Emerald Meadows Lighting,
Landscaping and Wetlands, current C27- Landscape Contractor License.
VII. SELECTION PROCESS
County staff will open Proposals following the submittal deadline. The only information that will
be made available to the public at that time will be the names of the Proposers submitting
Proposals. The contents of all Proposals, or any other medium which discloses any aspect of
the Proposal, shall be held in strictest confidence until the County releases a Notice of Intent to
Award.
A Proposer Selection Committee will be appointed by the County to evaluate the Proposals. It
is anticipated that representatives from the County and other local government entities will
conduct the evaluations. The Proposer Selection Committee may interview respondent firms
during the selection process if it is determined to be necessary.
When evaluation of the Proposals and presentations has been completed, a Proposer will be
selected and negotiations will be initiated. If for any reason a contract cannot be negotiated,
the County reserves the right to select the next ranked prospective Proposer. The County will
then make recommendations for selection to the County Board of Supervisors, based on the
selection criteria outlined in the preceding section.
VIII. REJECTION OF PROPOSALS
Prospective Proposers interested in being considered must submit a Proposal in compliance
with this notice. Failure to meet the minimum requirements of the RFP shall be cause for
rejection of the Proposal. The County reserves the right to reject any or all Proposals.
The County may reject a Proposal if it is conditional, incomplete, contains irregularities, or
reflects inordinately high cost rates. County may waive immaterial deviation in a Proposal.
Waiver of an immaterial deviation shall in no way modify the RFP documents or excuse the
proposing firm/team from full compliance with the contract requirements if the prospective
Proposer is awarded the contract.
IX. VALID OFFER
Proposals shall remain valid for 120 days from the due date. The County reserves the right to
negotiate with the successful Proposer any additional terms or conditions not contained in their
proposal which are in the best interest of the County or to otherwise revise the scope of this
RFP.

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