PRE-PROPOSAL CONFERENCE

RFP No. LRT-11-156-FMLSFACILITIES MAINTENANCE LANDSCAPE SERVICES

Due: October 14, 20103:00 P.M. Local Phoenix Time

Meeting Overview

Sign-In Sheets: Be sure to sign in. Sign-In sheets will beavailable on the METRO website.

Questions: Please defer all questions until the designatedQuestion and Answer period.

Opportunity: This conference is an opportunity to askquestions on the Request for Proposal Process.

Technical scope questions will be answered by addendum.

Post Pre-Proposal Conference: Questions must besubmitted in writing per solicitation Section 13.

VALLEY METRO RAIL, INC.

REQUEST FOR PROPOSALS (RFP)PROCESS

Proposal Process

Request for Proposal Documents are available by Request via e-mail to LRTProcurement@metrolightrail.org;

Post Pre-Con: All questions regarding this Solicitationmust be submitted in writing to Manager, Procurement& Risk Management Services By e-mail to LRTProcurement@metrolightrail.org;

or By fax to 602.271.9361

Pre-Proposal Conference Process

During the pre-proposal presentation, write yourquestions on the index cards provided. After the pre-proposal presentation, questions will be

collected. Where possible, verbal answers will be provided on

the Request for Proposal Process. Responses to all questions will be issued to all

Record Holders by written addendum.

Schedule of Events

Advertisement: September 5, 2010 Distribution: September 7, 2010 Pre-Proposal Conference: September 16, 2010 Last Date For Questions/Inquiries: September 30, 2010 Final Addendum: October 8, 2010 Proposals Due Date: October 14, 2010 Contract Negotiations Complete: October 26, 2010 Notice of Intent to Award: November 2, 2010 Contract Award: November 23, 2010 Notice To Proceed: November 30, 2010

RFP Addendum Process

Clarifications or modifications to RFP Documents. Result of issues requiring changes which were

received at Pre-Proposal Conference, RFI oridentified by the Agency. Projected date for final Addendum is Friday,

October 8, 2010. Addenda issued only to “Document Holders of

Record” who obtained the RFP documents fromMETRO.

Evaluation Criteria

At a minimum, Offerors are advised to ensure thattheir RFP addresses each of the following evaluationcriteria and sub-criteria.

A. Qualifications and Experience: Weight: 400 Points Maximum Describe applicable and pertinent qualifications of the

project manager, including education, professionallicenses, training, overall and previous experience relativeto similar work within the past ten (10) years, and length ofemployment with firm.

Describe time commitments of the project manager to thecontract.

Evaluation Criteria B. Personnel and Firm Qualifications & Experience:

Weight: 200 Points Maximum Describe applicable and pertinent qualifications of key staff and sub

consultants staff, including firm affiliation, education, professional licenses, training, overall experience, and length of employment with firm. Include an organizational chart and references.

Describe the type, team composition, location and value of similar work performed, as a prime or as a sub consultant, within the last ten (10) years.

Describe resources to be allocated to this contract, delineate resources currently committed to other projects and delineate current excess capacity.

Describe approaches for keeping the work on schedule and within budget.

Describe project management and coordination procedures for both sub consultants and disciplines.

Evaluation CriteriaC. Understanding / Approach to the Scope of Work:

Weight: 200 Points Maximum Demonstrate understanding of the work and provide a detailed

description of the performance of the tasks described in the scope ofwork.

Provide any recommendations to enhance the scope of workcontemplated and/or alternative methods to promote efficiency.

Describe who will perform the key elements of the work and where thework will be conducted (list both prime and sub consultants).

Describe how your quality control policies/ procedures will be appliedto this project.

D. Price Proposal: Weight: 200 Points Maximum Provide a clear and concise price proposal that provides fixed price by

element as per Attachment B.

Format Requirements

Offeror shall submit one (1) clearly marked original, four (4)bound copies, for a total of five (5) printed copies and one (1)compact disk (CD) containing a pdf of your Proposal. Pleasealso include your price proposal (Attachment B) on the CD as anExcel file.

RFP shall be limited to twenty (20) pages and shall be preparedin single-spaced type, 12-point font, on 8-1/2” x 11” pages usingone side of the paper only. Divider pages are not included inthe page limitation, provided that divider pages are blank.Pages should be numbered at the bottom to show the pagenumbers and total number of pages in the RFP; e.g. Page 1 of20, Page 2 of 20, etc.

Proposal Submittal Proposals shall be submitted in a sealed package, clearly

marked in the lower left hand corner as follows: RFP No. LRT-11-156-FMLS FACILITIES MAINTENANCE LANDSCAPE SERVICES (Name of Submitting Firm) Due: October 14, 2010 by 3:00 P.M. (Phoenix local time)

The RFP Proposal will have two (2) envelopes: #1 Envelope - Qualifications #2 Envelope - Price

The deadline for submission of Proposals is Thursday,October 14, 2010, at 3:00 p.m. Phoenix, Arizona local time(hereinafter referred to as the “Submittal Date”).

Selection Process

The selection process will be conducted in a mannerproviding maximum full and open competition.

The selection process will involve “two envelopes”where the firms are first graded on qualifications(envelope #1). After the selection committee hasdetermined the scores based on qualifications, theprice envelope (#2) will be opened. The firm with thebest overall point score will be selected for award.

The price envelope will be opened last so as not tosway the technical evaluators looking at envelope#1.

Selection Committee

A selection committee will be appointed to evaluate responsiveProposals. The initial evaluation of Proposals will be scoredand ranked in accordance with evaluation criteria establishedin Section II Evaluation Criteria

Based upon this evaluation alone, the selection committee mayrecommend award to an Offeror whose Proposal is the “BestValue” to the AGENCY, without interviews or furtherdiscussions.

The selection committee will recommend an award to theOfferor whose Proposal receives the highest ranking resultingfrom all phases of the selection process, as the “Best Value” tothe AGENCY.

Responsibility and Responsiveness

The AGENCY reserves the right to investigate thequalifications of all Offerors under consideration and toconfirm any part of the information furnished by anOfferor, and/or to require other evidence of managerial,financial or technical capabilities which are considerednecessary for the successful performance of the Work.

Notice of Intent to Award

Each Offeror shall be notified in writing of Intent to Awarda Contract at least five (5) working days prior to award ofthe Contract.

Protest Procedures

Interested parties have a right to seek resolution of any concerns,issues, or perceived wrongs associated with this procurement.Upon receipt of a written protest(s), issues of concern will beresearched and a written final determination to the protesting partywill be issued by the Chief Executive Officer of the AGENCY. Inresponding to this RFP, the Offeror agrees that any legal action inany state or federal court relating to this procurement may not becommenced until the administrative Protest Procedurespromulgated by the AGENCY have been exhausted.

Protests must be made in accordance with the AGENCY’s writtenprotest procedures, which are available from the Contracts &Procurement Section, Valley Metro Rail, Inc., at 101 N. 1st Avenue,Suite 1300, Phoenix, AZ 85003, upon request.

Public Disclosure

Proposals will not be publicly opened. Proposals received are public records. Subject to public inspection and copying after the

procurement. Ranking will not be subject to public records.

Offerors will specifically mark and clearly label“CONFIDENTIAL” any materials which are deemed tocontain trade secrets or other proprietary information andwhich are exempt from public inspection and copying.

Disadvantaged BusinessEnterprise Participation

There is no DBE participation requirement for thisprocurement of services.

Summary – Scope of ServicesA complete scope of services is found in Attachment A ofthe RFP. Contractor is to provide Landscape Services for the METRO

Operations and Maintenance Center located at 605 South48th Street, Phoenix, Arizona and along its twenty mile lightrail alignment located in Phoenix, Tempe, and Mesa.Buildings and land included in this project include theOperations and Maintenance Center, Park and Ride Lots,Operator Facilities, Security Offices, Passenger Stations,Sub-Stations, Signal Buildings, and land within the curbsdelineating the track guide-way. The Contractor shall supplyall labor, equipment, materials and transportation necessaryto provide landscape and irrigation maintenance services, inaccordance with the terms, conditions, specifications andexhibits contained in this RFP.

Summary – Contractor’s Responsibilities

The Contractor shall maintain the landscape and irrigation on all five light rail sections in accordance with the specifications, exhibits, terms and conditions contained in this RFP.

The Contractor shall obtain all required licenses and permits as governed by the State of Arizona. The Contractor must have a State of Arizona Commercial Landscape License.

The Contractor shall furnish all necessary equipment, tools, and supplies necessary to provide landscape maintenance services in accordance with the provisions specified herein.

Prior to the start date of the contract, the successful Contractor and the Metro Facilities Supervisor shall visit each facility and conduct an inventory of plant material.

On the CD

The CD contains the following information: Request for Proposals Price Sheet and other required documents Landscape and Irrigation As-Built Drawings Aerial Photos

Aerial: Exhibit 1

As-Builts: Exhibit 2

METRO Website

http://www.valleymetro.org/METRO_light_rail/Contracts_&_Purchasing/index.htm

View Current Contracting OpportunitiesGeneral Services Contracts Public Notice Record Holders List Addenda Special Notices Pre-Submittal Sign In Sheets Pre-Submittal Presentation

QUESTIONS & ANSWERS