Landscape Procurement Plan

Landscape Project Procurement Plan

1. Overview:
Following a major renovation and addition to the house, a redesign of the front yard is required. This redesign will encompass the front yard that is approximately 65 ft wide by 70 ft deep. The area is bounded on the south side by the house and a wooden fence, on the west side by a continuation of the wooden fence for approximately 40 feet. The north side is to the property line, and the east side is bound by the driveway. There is a sidewalk that comes away from the house to about 25 feet and turns to the driveway. The area enclosed by the driveway and sidewalk is approximately 350 ft2.
The major components of this redesign consist of grading and removing excess soil remaining from remodel, install electric wiring for exterior lighting, install hardscape, landscape design and installation of the plants and trees. What is not included in the scope of this project is the seeding of the lawn area, lawn maintenance, removal of existing plants and painting/staining of existing fence. 2. Make or Buy Analysis:
While my husband and I have the ability to perform the majority of the tasks associated with the landscape redesign, the constraints of time and manpower limit the amount of work that we will perform. Below is the Make or Buy Analysis. Task | Make/Buy | Reason | Excavate/Grade yard | Buy | Limited experience on a Bobcat. More cost effective to hire the work out. Landscape companies routinely perform this type of work | Install electric wiring | Make | Husband is an electrician and is qualified to perform the work | Landscape design | Buy | Not skilled in landscape design | Installation of plants | Make & buy | This task will be a combination. The larger trees and plants will be installed by the nursery. We will install the smaller plants. | Install hardscape | Make | These items will be purchased and installed following the plants as time and budget allow. |

3. Procurement needs: a. Excavation/grading b. Electrical materials c. Landscape design d. Installation of plants e. Installation of hardscape

4. Statement of work:

Task | Statement of Work | Excavation /grading | Soil remains from the excavation of the foundation and new basement sections of the addition. The majority of the soil will be removed to another location on the property to fill in low spots. This soil will be spread in a manner that will result in a reasonably level location relative to the surrounding area. Following removal of the excess soil, the front yard will be re-contoured according to the specifications outlined in the landscape design. | Electrical | The electric will consist of exterior grade wiring/conduit running from the main electric panel located in the northeast corner of the basement. The exterior lighting will be on its own circuit with dedicated breakers. The conduit will be placed below grade and extend beyond the sidewalk, to the edge of the driveway. An exterior rated junction box will be installed with additional connections to allow expansion of the exterior lighting as needed in the future. An exterior light pole and fixture will be installed that includes, at a minimum, one exterior outlet. Additional conduit will be placed below grade to the northwest corner of the house. An LB will be installed to bring the electric wiring aboveground to provide power to two exterior outlets for general use. | Landscape design | Evaluation of soil type and condition, elevation and directionality of front yard to be completed. Based on this evaluation, any modification or supplementation of the soil will be performed as needed. A selection of trees, shrubs, and perennial plants will be chosen, collectively identified as “plants” throughout the remainder of the plan. The design of the landscape shall include the overview diagram, the planting schematic and all care instructions for selected plants. A minimum of three alternate plants will be provided in addition to the plant identified in the design. The majority of the plants should be considered native to the Midwest. Trees and tall shrubs must be located away from overhead power and phone lines. The design must include what is collectively known as 3 season plants, which have blooms, seed heads, etc. visible during spring, summer and fall. All ornamental grasses must be less than 4 foot tall. A minimum of 2 flowering trees must be included in the design. One large tree, defined as 10 – 12 foot tall, with trunk diameter of at least 6 inches, must be included as well. The design will include evergreen as well as deciduous plants and shrubs. The overall design should be identified as low maintenance, consisting of sufficient plantings to minimize weeds, identification of various covers, such as hardwood mulch and decorative rock/gravel. | Installation of plants | The plants will be installed according to the agreed upon design and plant selection. If, for any reason, a plant is not available, a substitute will be chosen and installed in its place. Plants will be installed with appropriate care to minimize any shock or trauma sustained by the plants. Following installation, return visits to evaluate the health of the plants will occur at agreed upon intervals as appropriate. Should any plant not be thriving, or performing as expected, the plant may be replaced with a substitute identified in the design plan. | Installation of hardscape | Hardscape is generally defined as permanent fixtures, such as statuary, fountains, etc. in a garden or landscape setting. All locations will be prepared according to the design and the hardscape features identified in the landscape design will be purchased OTS or built as time and budget allow. |

5. Procurement Documentation: The documentation required to obtain services for each activity is listed below. Task | Documentation Type | Appendix | Excavation/grading | Request for Quote | A | Electrical materials | Request for Quote | B | Landscape design | Request for Proposal | C | Installation of plants | Request for Proposal | D | Installation of hardscape | Request for Quote | E |

6. Contract Types: The type of contract that will be offered with each task. Task | Contract Type | Excavation/grading | Firm Fixed Price | Electrical materials | Purchase Order | Landscape design | Firm Fixed Price | Installation of plants | Time and Material | Installation of hardscape | Purchase Order |

7. Evaluation criteria and selection process f. Available alternatives per activity g. Evaluation criteria h. Recommendation

Pre-Qualified Sellers per Activity Task | Supplier | Location | Phone number | Excavation/grading | Waldbart & Sons LandscapingEarthtones LandscapingThe Garden Kingdom | Bunker Hill, IlLebanon, IlGlen Carbon, Il | | Electrical materials | Frost ElectricHome DepotLowes | Collinsville, IlEdwardsville, ILEdwardsville, IL | | Landscape design | Waldbart & Sons LandscapingEarthtones LandscapingThe Garden Kingdom | Bunker Hill, IlLebanon, IlGlen Carbon, Il | | Installation of plants | Waldbart & Sons LandscapingEarthtones LandscapingThe Garden Kingdom | Bunker Hill, IlLebanon, IlGlen Carbon, Il | | Installation of hardscape | Waldbart & Sons LandscapingEarthtones LandscapingThe Garden Kingdom | Bunker Hill, IlLebanon, IlGlen Carbon, Il | |

Evaluation Criteria & Selection Process Task | Evaluation Criteria | Weight | Excavation/grading | CostQualityReferences | 50%25%25% | Electrical materials | CostService | 50%50% | Landscape design | CostQualityReferences | 40%30%30% | Installation of plants | CostQualityReferences | 40%30%30% | Installation of hardscape | CostQualityReferences | 50%30%20% |

Criteria Analysis Excavation/Grading | | | Waldbart & Sons | Earthtones | Garden Kingdom | Criteria | Weight (%) | Score | Weighted Score | Score | Weighted Score | Score | Weighted Score | Cost | 50 | 75 | 37.5 | 88 | 44 | 92 | 46 | Quality | 25 | 92 | 23 | 97 | 24.25 | 89 | 22.25 | References | 25 | 97 | 24.25 | 95 | 23.75 | 83 | 20.75 | Total | 100 | | 84.75 | | 92 | | 89 |

Electrical Materials | | | Frost Electric | Home Depot | Lowes | Criteria | Weight (%) | Score | Weighted Score | Score | Weighted Score | Score | Weighted Score | Cost | 50 | 85 | 42.5 | 93 | 46.5 | 93 | 46.5 | Service | 50 | 98 | 49 | 80 | 40 | 98 | 49 | Total | 100 | | 91.5 | | 86.5 | | 95.5 |

Landscape Design | | | Waldbart & Sons | Earthtones | Garden Kingdom | Criteria | Weight (%) | Score | Weighted Score | Score | Weighted Score | Score | Weighted Score | Cost | 40 | 86 | 34 | 91 | 36.4 | 88 | 35.2 | Quality | 30 | 92 | 27.6 | 89 | 26.7 | 97 | 29.1 | References | 30 | 96 | 28.8 | 89 | 26.7 | 98 | 29.4 | Total | 100 | | 90.4 | | 89.8 | | 93.7 |

Installation of Plants | | | Waldbart & Sons | Earthtones | Garden Kingdom | Criteria | Weight (%) | Score | Weighted Score | Score | Weighted Score | Score | Weighted Score | Cost | 40 | 90 | 36 | 96 | 38.4 | 85 | 34 | Quality | 30 | 93 | 27.9 | 90 | 27 | 92 | 27.6 | References | 30 | 95 | 28.5 | 88 | 26.4 | 93 | 27.9 | Total | 100 | | 92.4 | | 91.8 | | 89.5 |

Installation of Hardscape | | | Waldbart & Sons | Earthtones | Garden Kingdom | Criteria | Weight (%) | Score | Weighted Score | Score | Weighted Score | Score | Weighted Score | Cost | 50 | 75 | 37.5 | 80 | 40 | 85 | 42.5 | Quality | 30 | 75 | 22.5 | 85 | 25.5 | 90 | 27 | References | 20 | 88 | 17.6 | 70 | 14 | 92 | 18.4 | Total | 100 | | 77.6 | | 79.5 | | 87.9 |

Final Selection
Each of the identified vendors have the ability to perform all required tasks outlined in the statement of work and generally perform these tasks as a single contracted job. The final selection of vendor is based on the highest average weighted score. My husband will perform the electrical work, purchasing materials from the selected vendor below. Task | Company | Excavation/grading | The Garden Kingdom | Electrical materials | Lowe’s | Landscape design | The Garden Kingdom | Installation of plants | The Garden Kingdom | Installation of hardscape | The Garden Kingdom |

8. Schedule Dates:
At least 10 days lead time will be given to the initiation of the project to ensure electrical work will be completed. The lead times will also be dependent on weather conditions. If rain postpones work, the schedule will be adjusted accordingly. Task | Lead time | Start Date | End Date | Landscape design | 2 weeks | April 2, 2012 | April 13, 2012 | Electrical materials | 2 weeks | April 16, 2012 | April 20, 2012 | Excavation/grading | 2 weeks | April 23, 2012 | May 4, 2012 | Installation of plants | 2 week | May 14, 2012 | May 25, 2012 | Installation of hardscape | 3 weeks | May 7, 2012 | May 14, 2012 |

9. Contract Administration:
We will act as general contractors for this project. We will be responsible for all phases of the project. We will also be responsible for having underground utility location performed in advance of any excavation. Since there will be one vendor performing the work, the contract administration is as follows:

Activity | Constrains/Assumptions | Payment Schedule | Excavation/grading | * Underground utilities have been located and appropriately marked before work starts * There will be no delays due to weather * Within budget | Deposit plus invoice upon completion | Electrical materials | * There will be no delays due to weather * Availability of materials * Within budget | Invoice at purchase, payable 30 days net | Landscape design | * There will be no delays due to weather * Availability of selected plants * Within budget | Deposit plus invoice upon completion | Installation of plants | * There will be no delays due to weather * Within budget | Deposit plus invoice upon completion | Installation of hardscape | * There will be no delays due to weather * Within budget | Invoice upon completion |

10. Procurement Metrics:
The success of each activity will be evaluated by the below criteria: Activity | Metric | Specific Metric | Excavation/grading | * Cost * Speed * Satisfaction | Actual vs planned costWork completed on scheduleIssues resolved satisfactorily | Electrical materials | * Cost * Speed | Actual vs planned costWork completed on schedule | Landscape design | * Cost * Aesthetic design * Satisfaction | Actual vs planned costDesign meets criteria in SOWI’m happy with the design | Installation of plants | * Cost * Speed * Quality | Actual vs planned costWork completed on scheduleMinimal plant death/replacement | Installation of hardscape | * Cost * Speed * Quality | Actual vs planned costWork completed on scheduleIssues resolved satisfactorily |

Appendix A: Request for Quote: Excavation/Grading

Request for Quote
Landscape Installation
May 2012

Specifications:

* Must be bonded and insured * The front yard area needs to be graded and leveled in preparation of landscaping * Grading will consist of leveling and smoothing according to landscape design plan * Features such as berms, dry creek beds will be created as defined in the landscape plan * Excess soil will be moved to another location on the property as fill and leveled * Underground utilities will be located and marked prior to work starting * Provide a minimum of 3 references

Please respond no later than March 30, 2012
Contract will be awarded on April 13, 2012

Appendix B: Request for Quote: Electric

Request for Quote
Landscape Installation
May 2012

Specification: * Must be bonded and insured * The electric will consist of exterior grade wiring/conduit running from the main electric panel located in the northeast corner of the basement. * The exterior lighting will be on its own circuit with dedicated breakers. * The conduit will be placed below grade and extend beyond the sidewalk, to the edge of the driveway. * An exterior rated junction box will be installed with additional connections to allow expansion of the exterior lighting as needed in the future. * An exterior light pole and fixture will be installed that includes, at a minimum, one exterior GFCI outlet. * Switches for exterior lighting will be installed in the front entryway * Additional conduit will be placed below grade to the northwest corner of the house. An LB will be installed to bring the electric wiring aboveground to provide power to two exterior GFCI outlets for general use. * Provide cost breakdown of materials to be used

Please respond no later than March 30, 2012
Contract will be awarded on April 13, 2012

Appendix C: Request for Proposal: Landscape Design Plan

Request for Proposal
Landscape Design Plan
May 2012

Specifications: * Must be bonded and insured * Evaluation of soil type and condition, elevation and directionality of front yard will be completed. * Based on this evaluation, any modification or supplementation of the soil will be performed as needed. * A selection of trees, shrubs, and perennial plants will be chosen, collectively identified as “plants” throughout the remainder of the plan. * The design of the landscape shall include the overview diagram, the planting schematic and all care instructions for selected plants. * The design will also include any hardscape items such as fountains, trellis’, etc. * A minimum of three alternate plants will be provided in addition to the plant identified in the design. The majority of the plants should be considered native to the Midwest. * Trees and tall shrubs must be located away from overhead power and phone lines. * The design must include what is collectively known as 3 season plants, which have blooms, seed heads, etc. visible during spring, summer and fall. * All ornamental grasses must be less than 4 foot tall. * A minimum of 2 flowering trees must be included in the design. * One large tree, defined as 10 – 12 foot tall, with trunk diameter of at least 6 inches, must be included as well. * The design will include evergreen as well as deciduous plants and shrubs. * The overall design should be identified as low maintenance, consisting of sufficient plantings to minimize weeds, identification of various covers, such as hardwood mulch and decorative rock/gravel. * The proposal shall have 2 prices; 1.) Complete design and installation, and 2.) just the overview diagram, the planting schematic and all care instructions for selected plants

Please respond no later than March 30, 2012
Contract will be awarded on April 18, 2012

Appendix D: Request for Proposal: Landscape Installation

Request for proposal
Landscape Installation
May 2012

Specification: * Must be bonded and insured * The plants will be installed according to the agreed upon design and plant selection. If, for any reason, a plant is not available, a substitute will be chosen and installed in its place. * Plants will be installed with appropriate care to minimize any shock or trauma sustained by the plants. * Following installation, return visits to evaluate the health of the plants will occur at agreed upon intervals as appropriate. * Should any plant not be thriving, or performing as expected, the plant may be replaced with a substitute identified in the design plan. * Responsible for removal of all waste

Please respond no later than March 30, 2012
Contract will be awarded on April 18, 2012

Appendix E: Request for Quote: Installation of Hardscape

Request for Quote
Hardscape Installation
May 2012

Specifications: * Must be bonded and insured * All locations will be prepared according to the design and the hardscape features identified in the landscape design will be purchased OTS or built as time and budget allow. * Any permanent placements requiring electrical or plumbing connections should be identified and specified before completion of the electrical work found in the SOW.

References: Task | Lead time | Start Date | End Date | Landscape design | 2 weeks | April 2, 2012 | April 13, 2012 | Electrical materials | 2 weeks | April 16, 2012 | April 20, 2012 | Excavation/grading | 2 weeks | April 23, 2012 | May 4, 2012 | Installation of plants | 2 week | May 14, 2012 | May 25, 2012 | Installation of hardscape | 3 weeks | May 7, 2012 | May 14, 2012 | Please respond no later than March 30, 2012 Contract will be awarded on April 13, 2012 Please respond no later than March 30, 2012 Contract will be awarded on April 13, 2012