WHO MADE THE DECISION?
The selection was made by the Board of Directors at the June 25 Board meeting; however, many others helped draft the scope of work, evaluate the proposals and make a recommendation to the Board:
- The Landscape Committee – 7 Las Sendas residents passionate about the community's landscape, with a wide variety of professional backgrounds, perspectives and knowledge.
- Board Liaison - One Board member who is not a member of the Landscape Committee participated in the evaluation process every step of the way and had a vote to help the Committee decide which contractor(s) to recommend to the Board for selection.
- Management - Several members of our management team provided leadership direction, in-the-field insights, and coordination throughout the process. Management also provided their feedback during the evaluation process, but none were voting members.
Landscape Committee Charter - Scope
As directed by the Board, participate with Management in the development and evaluation of any Request for Proposals (RFP) and contract specifications related to landscape services.
Why Was a Landscape Maintenance RFP Issued?
Due Diligence: LSCA has had same contractor and contract for 12 years
Compliance and Performance: Some major landscape issues identified by Landscape Committee (LC)
Reset Approach and Expectations: Landscaping approach and contract needed to be revisited and enhanced (e.g., new SOW)
Cost /Benefit Analysis: Evaluate cost effectiveness of different approaches than currently in place
WHAT WE WERE LOOKING FOR...
Landscape Attractiveness & Design: Increase the attractiveness and maintenance of high-profile areas
Proactive: A partner who will bring issues and recommendations to the attention of Management and the Landscape Committee
Communications: Stellar communication with management, the Board and residents
Irrigation System: Improved irrigation system documentation and effective water management
Turf Management: Improved turf quality
Tree Management: Proper trimming practices and improved irrigation monitoring to reduce the loss of trees
Consideration of Separate Contractors
- The LC considered the benefits of having three different contractors to cover three individual areas: Grounds, Turf, and Trees
- The RFP asked for individual cost bids for each area.
- Sent RFP to 10 Companies including one turf-only contractor and two tree care (arborist) contractors; 9 responded
- Ultimately, the LC concluded that grounds maintenance and turf maintenance should be maintained by the same contractor
- The LC concluded that trees could be a separate contractor; however, review of the bids showed there was no cost advantage to having a separate tree trimming contractor.
- A single contractor would enhance accountability, eliminate potential conflicts and improve coordination between landscape contractor and tree trimming contractor, help with tree management coordination and facilitate irrigation coordination.
- Late 2019: Board authorized the Landscape Committee to begin the RFP process
- Feb 25: BOD reviewed and approved the proposed Request for Proposal and Scopes of Work
- March 1: RFP issued
- April 14: Nine proposals received
- June 22: Landscape Committee delivered their evaluation results and recommendation to Board of Directors
- June 25: The Board of Directors approved Proposals for Landscape Maintenance and Tree Trimming
DUE DILIGENCE - SITE VISITS AND REFERENCE CHECKS
The Committee visited a total of 16 sites to view the quality of work for the four finalists.
Reference checks were performed for the four finalists.
3+ References for each contractor
Over 20 questions were asked of each manager reference.
- Proactive Recommendation
- Communication & Reporting
- Attention to Detail
- Recommendations for cost reduction
- Management of irrigation system
- Management of water usage
- Quality of maintenance work
- Quality of turf management
- Quality of tree trimming
The Expected Benefits of Selecting ProQual
- Reduced water usage via Smart controllers & localized weather stations
- Irrigation system assessment completed within 60 days
- Detailed mapping of our irrigation system
- More proactive recommendations for enhancing landscaping; including design
- Enhanced landscaping at high profile areas
- More timely attention to the details within the community
- Improved Turf conditions, especially at Trailhead and BMP
- Improved Tree Trimming (less over-trimming, species-specific cycles defined)
- Improved communications with Management, residents, Landscape Committee and Board
Created with images by: Karen Raahauge, LSCA Resident; Don Pike, LSCA Resident; Frankie Lopez - "Sunset popping through the saguaro. "; Christoph von Gellhorn - "Saguaro National Park"; Benigno Hoyuela - "untitled image"; Nicolas Moscarda - "Sunrise in joshua tree national park a mystical and quiet place."