Fort Walton Beach Council agenda — 02-23-2010 Regular — reading text

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O N O O t` 00 O M O Ln 0 et 6 C'7 ot M N tt 6 C-i 11f CV V a W 3: 0 610, 110 610, Z 6-01 6- 0 \ 10- e C G O O O O O O O G O O O ui ci O O O O O O O O O O N N N N N N N N N N N a Z LU 0 Z Z O Z W W V Z W iC Q W ca V Q Q W W' O W Z oO 2 Z N V 0 V z W O z a o v V 0 W a OC i J O t W O a a V F- a LL a J i w m W O Q Z a 0 W F- W 0 M et N co ti 0o 0 r r 14-  WEIGHTED SCORES FOR MBE/ WOB /SDVBE ITB 10 -006 GROUNDS MAINTENANCE ASSIGNED WEIGHTED BIDDER NAME WEIGHT SCORE SCORE 1 ADVANCED LAWN CONTROL 5.00% 0. 00 0. 00 2 PENSACOLA LANDSCAPING 5. 00% 0. 00 0. 00 3 EDWARDS MANAGEMENT 5. 00% 0. 00 0. 00 4 HOLLAND' S CUTTING EDGE 5.00% 0. 00 0. 00 5 GREAT OUTDOORS 5.00% 0. 00 0. 00 6 GULF STAR CONTRACTING 5. 00% 5. 00 0. 25 7 BAY' S LAWN SERVICE 5. 00% 0. 00 0. 00 8 VALLEYCREST COMPANIES 5.00% 0. 00 0. 00 9 EMERALD COAST CONTRACTING 5. 00% 0. 00 0. 00 10 TIDEWATER LANDSCAPING 5.00% 0. 00 0. 00 11 RELIABLE SERVICES 5. 00% 0. 00 0. 00 15-15-  MINUTES FROM EVALUATION COMMITTEE MEETING FOR ITB 10 -006 GROUNDS MAINTENANCE 10: 00 AM FEBRUARY 4, 2010 PURCHASING DIVISION OFFICE 143 HOLLYWOOD BLVD. NW PRESENT WERE: William Worlds, Purchasing Agent Vickey Zingaretti, Athletic/Recreation Supervisor Allen Lassiter, Operations Manager Mark Moxley, Parks Supervisor William Worlds opened the meeting and passed out copies of the evaluation scoring sheets. He briefly discussed the Bid Tabulation which included extended pricing highlighted in yellow for several bidders on Pricing Sheets for Growing Season and Dormant Season. ' These bidders had used 12 months to calculate extended pricing rather than using 7 months for the growing season and ( 5) months for the dormant season, which resulted in inaccurately high Total Bid Prices. In accordance with the General Conditions of the Bid Document# ITB 10 -006, unit prices were retained as bid, and the extended prices were corrected using the proper number of months as the multiplier. William provided a copy of an email from Mr. Chris Dewberry at Pensacola Landscaping which stated that they acknowledged that their bid had used the wrong number of months in their calculation of extended pricing for the growing season and dormant season pricing sheets, however they indicated that the price they were proposing was their initial bid price of $62, 496 and not the lower corrected price of $41, 346. William had responded to the email by pointing out the language referenced above in the bid document which precluded any changes to the corrected bid pricing totals, and requested that Pensaaola Landscaping either accept the lower corrected bid total, or request to withdraw their bid. This email was followed up by a phone call prior to the start of the Evaluation Committee Meeting, but Mr. Dewberry was not available to take the call. The Committee review the scoring sheets for the evaluation criteria for all eleven bidders. The criteria consisted of: Bid Pricing — 50% Weight Capabilities — 20% Weight Past Performance - 20% Weight Local Vendor Preference - 5% Weight MBE /WOI3 /SDVOB - 5% Weight 16- After discussions and final scoring, the Committee ranked the eleven bids received as follows: 1- Pensacola Landscaping Total Weighted Score 5. 82 2- Advanced Lawn Control Total Weighted Score 5. 66 3- Valleycrest Companies Total Weighted Score 5. 43 4- Bay' s Lawn Service Total Weighted Score 5. 17 45 - Holland' s Cutting Edge Total Weighted Score 4.92 6- Tidewater Landscaping Total Weighted Score 4. 80 7- Edwards Management Total Weighted Score 4. 12 8- Great Outdoors Total Weighted Score 3. 96 9- Gulf Star Contracting Total Weighted Score 3. 75 10 Emerald Coast Contracting Total Weighted Score 3. 70 11 Reliable Services Total Weighted Score 2. 33 The Committee unanimously recommended that the award decision be made in favor of the number two ( 2) ranked bidder, Advanced Lawn Control for the total bid price of $ 34,200 since Pensacola Landscaping had indicated that they intended for their Total Bid Price to be $ 62, 496. The Meeting was adjourned. NOTE: Shortly after the meeting was adjourned, Mr. Chris Newberry from Pensacola Landscaping called and informed William Worlds, Purchasing Agent that Pensacola Landscaping wished to formally withdraw their bid. This request was acknowledged. 17_  COVER SHEET ITB TITLE: GROUNDS MAINTENANCE SERVICES MAIL DATE: .; IANUIARY 15, 2010 BID NO: 10 -006 This completed form must appear as the top sheet for all bids submitted. s+^+fq; .-.,: x+ .... s.. r.: r fir= ^, '-a,-.«+ µ ssm uu. . F.z:t• wa -s+ruwec. a xz a n.+ats cx — _ . av ASw -„ a a ., ca rar.. s. - s .+ a. s. e ,.- rx-. "'.,: eiAa. v -.. x a„ S.. auem;. xr z+..- . ; TM'? 1, - . Nt ¢ T' H Sf_ H t IUST B _ C Nt P_ T 1 A t). Total Annount of bid or Base bid $ •!_ L.1 PLEASE INDICATE TYPE OF BID BOND FURNISHED BELOW AND AMOUNT Amount of Bid Bond ( 5% of base bid) Amount of Cashier's Check ( 5% of base bid) Amount of Certified Check ( 5% of base bid) All Items bid? Yes No Submitted by: Plc \AJ c.e) - NAME OF BUSINESS cuw 0 Ce BY: SIGNATURE L -- MAILING ADDRESS