Project Details
UPS Landscaping
RFP
Completed
Won
Green
100%
02-23-2023
05-19-2023
Opportunity bid on 1120 UPS DC's. We are utilizing an ABC methodology based on where our coverage is strong. Reconciled the scope to include mow, blow, edge, weeding and pruning to help reduce costs and get more competitive. UPS Team provided volume based discounts based off of site count if awarded.
Project Log Items
 
Date
Type of Note
Type of Service
Due Date
Status
Note
Resolution
 
05-23-2023 General Note     Open Spoke to Matt Alley about the GACOR UPS HQ. Said the place is like a "botanical garden" and there is pine straw everywhere on property. Likely $12,000 min in pine straw alone and probably close to $40,000 min for the site. I sent information over to Jeremy for review.  
05-17-2023 General Note     Open Jeremy came to us today and let us know that UPS wants us to reprice GACOR which is their HQ. Looks like we did not have any specs and it was pulling Matt's minimum for GA as a result, I remember we talked about just submitting the minimum the final day of reviews. I called Matt Alley and he is going to have his DM go over there and spec the property, hoping to have specs back to me by tomorrow to resubmit.  
05-12-2023 Meeting     Open Met with Jeremy and Mike today for lessons learned. Overall feedback was good, biggest concern was with specs and having more time to review. Mentioned the field had five weeks to review sites and we only had two days to review pricing. Called the customer and was able to get the feedback sheet filled out on that end.

Said we were awarded the one additional site, the CASBE that we sent in last week. Total came out to 133 sites, which is an increase of 71 sites from the incumbent of 63 and total over $1.2million.		  
05-03-2023 General Note     Open Jeremy reached out today and asked for us to look at specs again and lower the following sites. Said there was an opportunity for us to gain seven additional last second sites in addition to our award.

We were able to lower CASBE, MDBUR, MDLAN, MDLDC, and VAALE. Unable to lower MDBRT, VASPN.		  
04-26-2023 Award Results     Open We have been given 132 sites, an increase for 61 sites and about $600k in additional revenue. Waiting for exact figures and site awards from UPS.  
04-05-2023 General Note     Open [10:51 AM] Mike Hundemer

We have been getting coached on a few sites and had to respec a few.  We have been told we are not keeping all of our existing sites, but we will see a net gain.  No idea what that looks like right now though.  Awards should come out soon. 		  
03-27-2023 Pricing Strategy     Open Updated mulch pricing for KSLEN and updated monthly and spring/fall cleanup pricing on KSPIT  
03-21-2023 Pricing Strategy     Open Margins: incumbents stayed same price, Ahub 18%, A everything else 22%, Bhub 20%, B 22%, C 35%, CA Brightview sites 20%.
Pricing did not include inflation.		  
03-17-2023 Decision     Open EXALG- Arlington, TX- include dirt area's as turf- UPS Team  
03-17-2023 Meeting     Open Specs and building type will determine ABC's. C at 35%, B's at 30%- Will determine margin during team call.
As needed locations- no bid
Airport locations- no bid
Incumbent sites- couple sites we will need to go up, but overall will go in flat.
Mike and Jeremy will be uploading the bid once RFP team finalizes bid sheet.
Jeremy- speaking with field about reducing weed calculation to .65 from .75.		  
03-16-2023 Decision     Open Bruce- make minimums for entire southeast region $75  
03-15-2023 Meeting     Open FIELD REVIEWS

Andy Krumm
- Site Fotos specs were off/ measuring walking paths as mulch- over inflated mulch numbers
- include Gaylord site as an A, rudyard township and Alpana
- Corporate sites- Grade A cypress mulch- apparently have already been done this year
- Verify mulch specs- example Louisville, KY site 308.6 mulch CALLOUT
- check MLIV site in MI- incumbent site- monthly costs increased $500

Steven Fry
- Chicago O Hare site ILOHA- no bid-Jeremy DECISION
- Rockford Airport site ILRKS - no bid- Jeremy DECISION
- ILPEO, IADAV sites zero specs shown in model
-ILHOD- 60 hours- reallocate some hours to native mow to reduce cost

Bryan Futscher
- 2 Alaska sites- no bid- UPS team confirms

75% of mow for weeding- DECISION

Grant Woods
- IDPAY- no specs- no landscaping
- review specs

John Alves 
- Verify specs
- CALLOUT: John G look at minimums- too low for the size of the property- currently $75 should raise to $150?
- Fall clean up- minimum of $350

Don Proud
- No callouts

Steve Holtahaus
- HI No bid
- John G verified his sites
- $115 minimum 

Steve Martin
- Anything over 100,000 sq ft tier the minimum 

Mitch Miller
- Linn street location- move to an A
- weeding at 75% of mow
- CALLOUT: verify specs to see if rock beds could be confused with gravel lots
- Rockbed maintenance

Daniel Whittington
- couple sites that will be no bid- see working model 

Michael Jammes
- NCWLK- review site

Troy Dean
- was sick- Jason got some info from him regarding minimums
- UTLKE- incumbent site- currently under water on
- Look at yardage of rock for every site- RFP team checking
- Ex/ Look at Kroger/ Lowe's- what overall percentage is weed maintenance 
- Call Nick and Travis about months for cleanups and irrigation
- Travis Hardman took Fontana's District- update field ownership

Dan Shafer
- verified his specs
- Eugene, OR site- cannot sky spec, but we are incumbent-ORGED- go in flat
- adjust Dan's bay areas for Sacramento
- Updated DRC- reach out Sharon
- Here is the provider pricing for UPS in San Diego. 111 Bingham Road $560.00 per month7191 Carroll Road $300.00 per month2300 Boswell Court $850.00 per month7925 Ronson Road 450.00 per month.2420 Boswell Road $350.00 per month.
- Go in at the pricing provided by Dan's team- 20 locations- Bruce- use this pricing instead of what's in the model 		 
03-01-2023 Agenda     Open Kickoff meeting with NAT team
-Review timelines and RFP documents
-scope reconciliation
-Questions
-ACTION ITEMS

RFP OVERVIEW:
    - Due Date 3/17
    - 1026 sites
    - Specs are in QB to be verified by field
    - 60 current contracted sites
SOW:
o Routine Services
        · Mow, edge, blowing
        · Weeding
        · Debris removal
        · Hardscape- rake smooth hardscape/ gravel areas each visit?
        · Irrigation system
                § Visual inspection every visit
        · Pruning
o Non-routine
        · Spring and fall clean ups
        · Tree trimming
                § Under 12'
        · Detention and retention ponds, Bioswales
        · Rough turf areas/ fields
                § Frequency dictated by UPS landscaping site map data
        · Irrigation startup/ shut down
o Corrective/ Reactive Landscape services (UPS will submit separate WO for approved service)
        · Water truck
        · Aeration/ turf ferts/ seeding
        · Large Debris removal
        · Tree trimming over 12'
        · Tree install/ staking/support
        · Irrigation repairs
        · Insect applications
        · Flowers
        · Mulch- no callout on depth
   
o NOTES: 
    - Corporate locations (100)require mulch to be in scope/ standard locations do not
    - Frequencies are provided for native mow per site in maps site data file
    - Competition: brightview- 50% market share, ferrandino
    - No check-in and out
    - 3 year contract term

STRATEGY:
    - Focus on hubs- moneymaker
    - Look at providing tiered pricing
    - ABC's- how we rank the sites- we can be competitive on outliers
   
KEY ASSUMPTIONS:
    - We have 30 days to submit any remediation quotes after award (example overgrowth on fence lines)

ACTION ITEMS:
    - RFI Questions- Clint/ Mike
    - Send out site maps to field- check with courtney- can we upload at a bulk level?
        · UPS team can assist if they need to be uploaded individually
    - RFP Team pricing inputs into model
Schedule field team calls to review pricing -week of 3/13

  
Postmortems
 
Date Modified
Question
Answer
Action to What We Learned
 
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