Project Details
Kohls CAM Exterior
RFP
Lessons Learned
Won
10%
08-24-2023
03-01-2024
Project Log Items
 
Date
Type of Note
Type of Service
Due Date
Status
Note
Resolution
 
02-22-2024 General Note     Open From Brad Lindloff in Salesforce -

"Per Dan K. he believes they have this pretty wrapped up, Colleen (VP) has verbally approved of their plan (DMG retaining all sites at 4.2% increase per year for 4 years). They are meeting with Anne Horter (SVP) on Friday and then will get sign off at a high level. I was told to plan on this happening so we can start working on getting everything aligned (store by store pricing)."		  
02-20-2024 General Note     Open Talked to Jason Thorwarth, it looks like we are going to end up winning all of our incumbent sites back at a 4.2% increase per year. Nothing official yet, he said we are going to have to work with Brad on back-tracking into the overall price from where we submitted the $26.2mil for the official RFP pricing. We were around $22.3mil last year and it would be a 4.2% increase per year at that price  
01-11-2024 General Note     Open R2 was submitted this morning. Had initial submission issue due to Brad not wanting us to fill out other large box businesses or references we work with. Called him, told me to put Walmart and Kroger for large box businesses and email Brad Lindloff for the references part [JAN-11-24 Matthew Durkin] R2 was submitted this morning. Had initial submission issue due to Brad not wanting us to fill out other large box businesses or references we work with. Called him, told me to put Walmart and Kroger for large box businesses and email Brad Lindloff for the references part
01-10-2024 General Note     Open Talked through seasonal snow costs with Dan and Brad yesterday. Due to Seattle and Portland area getting hammered with snow the last few years, they set $7,000 and $10,000 minimums just to be safe before adding margin and tax where applicable.

Kohls now wants Pearland West, TX actually bid. Brad had me take the 2023 pre-tax number for that site and add 18% to each and then the applicable tax. He also had me add an additional $1000 to both zone a mulch total and full mulch total to that number to be safe		  
01-08-2024 General Note     Open R2 came out on 1/5 and is due on Friday 1/12. With me being out starting 1/12 and Brad being out at Kohls Corporate in Milwaukee on 1/10 and 1/11 he wanted to get it submitted by end of day Tuesday 1/9.

Brad did not want to adjust out pricing at all, even with roughly half of the sites being "significantly non-competitive" according to Kohls on land and snow. Lot overall had most of the locations being deemed "competitive". Brad's logic was since we increased our R1 pricing to roughly $26.3 million from the incumbent price of roughly $21.2 million, we had "righted" our pricing. Even if that means we lost sites, we will have much healthier margins than before and likely be at the same revenue still.

Brad is still banking on the customer accepting our pre-RFP conditional offer of $23.4 million since that is much lower than most of the competition will have priced out. Even if we have certain parts of our per site bid being deemed significantly non-comp, they are only going to look at the total price per site and not broken out into land, lot, and snow.

I ran this through with Vince Monday afternoon after my meeting with Brad and he understood the logic and was okay moving forward with that train of thought.		  
12-15-2023 General Note     Open Pricing was completed on 12/14 with the field and turned in via Jaggaer on 12/15. Due to calculations from the field, there are risks that we have sites priced less than what we charged Kohls last year. Both the field and Brad are understanding and okay with this, trying to right the ship with our pricing because of the little increases and stagnant pricing Kohls has forced us into the last decade. With margins ranging from -80% to 75% hopefully this helps even things out a little bit.

Snow - incumbent provider pricing was used from 2022 and 2023 to see what providers have been charging us and they went site by site to price out new provider number and added 23% margin

Lot - Brad added a flat 10% increase to customer pricing on locations we had the customer price from $38-44 last year (w/healthy margins). Remaining sites were priced out by Field VPs or they verified what the RMs had previously told us, set margin to 21%

Land - due to lack of trust with the specs from Site Fotos, as well as the DMs (mainly revolving around mulch), Jason went through and adjusted our mulch totals to get to a standard 1.5in depth. 2022 full mulch and land provider incumbent was given a 5% increase and then thrown 28.5% margin ontop of that for full mulch, zone a mulch was completed by taking the percentage difference in 2022 full mulch and 2023 zone a mulch and multiplied by the new full mulch and land customer number (capped at 100% so the zone a is not higher than full), no mulch has the most risk and took the difference of Jason T's new mulch calculation substracted by the full mulch number. If no mulch was higher than Zone A, it was set to the Zone A number.

A lot of risk with this RFP, however, needed to get total to around $26,229,040 due to previous offer out of RFP Brad sent Kohls. Very likely that they ask us to price out the same excercise with the option 3 Brad gave them outside of RFP. Tax is included in bid.		  
12-04-2023 General Note     Open We have to get to $26million
-    Zone A + annual landscape
-    Seasonal snow
-    Lot sweep

Currently priced at $32million, did about $21million last year, need to get to $26million

Jason and Mitch have made no edits and Brad is frustrated

Going to be due December 15th, have two weeks

About $8million in non-routine revenue per year

Jason has mentioned doing 24% margin across the board

Brad thinks at the end of the day Kohls will accept the Option #2 (5%, 6%, 5%)		  
11-03-2023 General Note     Open Recap of conversation with Brad about Kohls Corporate visit:

-    Overall, visit was good and showing the differences in specs helped justify price increases
-    Snow came in around $15mil, respectable increase from $10-11mil
-    Land was a mess, increase of $7.5mil to $15mil
o    Mainly specs by DMs, mulch and rock were a consistent issue with huge variances
-    Current spend of approximately $21.7mil
o    Land - $7.5mil
o    Lot - $3.7mil
o    Snow - $10.5mil
-    Brad offered 2 potential offers
o    Option 1: 18% increase w/full mulch ($26.2mil)
o    Option 2: 10% increase w/full mulch year 1, 6% increase w/full mulch year 2, 3% increase w/full mulch year 3 ($26.7mil)
-    Does not think it will be an immediate yes or no, they will be diligent
o    Brad wants to have it figured out by Dec 31st
o    Thinks they will want us to fill out a store-by-store line item next
?    Brad expects them to counter with around 12-13% increase
-    Jason wants to spend time over the next few weeks and go through land especially
  
10-13-2023 General Note     Open Have been going through and making adjustments to specs and pricing based on low margin with RMs the last week plus. A few notes just in case we need them in the future...

- Specs in Florida and Troy's region (especially CO) seemed to be quite off. Talked through it with Troy, it seems that when the DM approved he chose the site fotos specs and not what he specced and that could be part of issue.

- Troy did his own version of the flat ratio to price out AZ, CO, and UT. Originally ratio was off due to him taking a customer number and not provider, after making adjustments, he thought our original number of the averages was pretty close.

- Troy had concerns about how we price mulch in the formulas. Says we take pricing as if we were doing 2-3in depth for the entire lot, wants to work with us on taking a percentage since we only do the top layer typically.

- Brad wanted to redo how we price out Zone A mulch. If the only mulch on property was Zone A (based on previous mulch pricing) we kept the Zone A and full mulch the same price, otherwise make Zone A price 25% of the full mulch price since that is what he has found Zone A to be on average.

- Brad had me make an adjustment where if the land or snow provider seasonal total (Zone A for comparison for land, only seasonal for snow) was lower than the incumbent provider price to make the seasonal price equal to the previous incumbent price.

- Most of the RMs were in agreement to not adjust pricing on areas we are getting good margin (possibly add 2-3% for inflation) but to only focus on areas under 18% or especially negative margin areas to try and get them to 0%.

- Brad said he wants to have all RM reviews done by end of day Monday. Is going to meet with me and Jason T/Mitch next week to go over final decisions for provider pricing and then make adjustments from there. Jason and Brad have a meeting with Kohls Corporate in Milwaukee next Mon/Tue (10/23-10/24) to discuss next steps and then we will go from there.		  
09-29-2023 General Note     Open Bruce:
Landscaping
AL:
125 per visit min
Terf ferts to 4
Monitoring months to once a month
AR:
Startup 225 max, 
Conway is in a plaza and we can’t control the irrigation
Terf fert to 4, weed control to 75%
Min per service of 125
LA:
Startup 120 start up, 150 shutdown, 75 to monitor
Terf ferts to 4, 12 months on monitoring
Per visit min to 125
MS:
120 start up, 150 shutdown, 75 monitoring
Terf fert to 4, 75% for weed control, 12 months of monitoring 
125 min per service
OK:
Irrigation rates are good,
Good with rates,
Native mows go down to 6, terf fert 4, weed control 75%, monitoring will be 10
Per visit min 125
Lot Sweeping
AL: 65 a good number
AR: 65 a good number
LA: 65 for the rate
MS: 65 for the rate
OK: 65 for the state
Snow:
AL:
900 per event minimum
AR:
Per event min of 900
OK:
350 for bulk salt
LA and MS:
Going to check with jimmy on truck rate
Bulk salt to 350		  
09-28-2023 General Note     Open Matt Alley:
Land:
TN:
Irrigation Monitoring: 125
Weed Control 75% of the mows
Irrigation Monitoring Frequency: 8
Minimum: 125
Rober Yager:
Irrigation Start Up: 150
Irrigation Shut Down: 225
Irrigation Monitoring: 110
Landscaping Hourly Rate: 40
Mulch: 65
Weed Control: 75%
Minimums: 125
Irrigation Start Up: 125
Irrigation Shut Down: 200
Irrigation Monitoring: 95
Landscaping Hourly: 40
Mulch: 65
Weed Control: 75%
Irrigation monitoring frequency: 8
AR Match to Memphis rates
10 month:
GA, VA
75% weed control
Mowing frequencies: 36
Keep min at 125
Mid-Atlantic Lot:
45 for all states, incumbent information may adjust the cost later down the road
Mid-Atlantic Snow:
VA:
Skidsteer for all properties
$185 hourly for skidsteer
Harrisonburg adjust formula to remove the formula with the 30 yr avg, 11.8K a good number
TN, MS, AR:
All rates for a truck to 140
NC:
All rates for truck with plow $135

RAM Pricing Land: 
Bryan F.
Irrigation 150 start up, 225 shutdown, 100 monitoring
45 for all hourly rates, mulch install 65
28 for mow frequency, 4 for native, 3 for pond, ferts to 4, prune to 3
Weed control 75% of mow frequency
6 monitoring months
Min visit cost of 125
Daniel W.
150 start, 225 shut down, 90 for monitoring, 12 on monitoring frequency
45 in Texas and 50 in NM, 70 for mulch installed
40 mows for all sites, 5 prunes, and 4 turf ferts, 75% for weed control
Min visit 125
Eric B.
NC and TN
150 start up 225 shut down, monitoring 100, 6 monitoring months
45 for hourly and 65 for mulch installed
35 mows, 8 natives and 4 pond mows.
Terf ferts to 4 and prunes to 4
Weed control 75%
Min per visit $125
NY:
Startup 175, shutdown 250, monitoring 100
50 for hourly, 65 for mulch, 
28 mows, 4 native, 4 ponds, 4 ferts, 3 prunes, 6 months for irrigation monitoring
125 minimum
Grant W.
175 start up 250 shut down, 100 monitoring
50 on hourly, 70 mulch installed, 30 mows except for Medford that will be 36. 
Natives 4 mows and ponds 3, 4 ferts, 4 prunes
6 months for monitoring 
125 min per service

John A.
Startup 175 shut down 250, monitoring 100
Hourly at 50, mulch installed to 70
28 mows, 3 terf ferts
Michael J.
150 startup, 225 shutdown, monitoring 100
-    FL sites take out the start up and shutdown, building in more monitoring
45 for hourly rate, 65 for mulch installed, 
44 mows in FL, 36 mows in NC, 38 mows in GA
8 natives
4 terf ferts, 
4 prunes in NC, 5 in GA and FL
Weed control 75%
Fl 12 month irrigation, 8 months in NC and GA
125 min per service
NM:
Irrigation start up:175
Irrigation shut down: 250
Irrigation Monitoring: 90
Mulch: 70
35 Mows
4 pond
4 turf ferts
Irrigation Monitoring 8 months
Minimum: 125
Snow:
Futch:
Equipment: Skidsteer
Equipment Rate: 200 AK: 225
Salt: 250
Hand Labor: 45
Sidewalk De-Ice: 50
Daniel Whittington:
Rates were good
Eric Black:
NC/TN
Equipment Hourly Rate: 150
Bulk Salt: 300
Hand Labor: 45
Sidewalk De-Ice: 50
NY
Equipment: Loader
Equipment Rate: 225
Bulk Salt: 150
Hand Labor: 45
De-Icer: 50
Grant Woods:
Equipment: Skid
Equipment Rate: 200
Salt: 300
Hand Labor: 45
Sidewalk-Deicer: 50
Jon Alves:
ME,NH,VT, NY: Loader
Rate: 250
Bulk Salt: 200
Hand Labor: 50
Sidewalk Deicer: 50
MA/CT:
Equipment: Skidsteer
Equipment Hourly: 185
Salt: 200
Hand Labor: 50
Sidewalk De-Icer: 50
Steve H:
Equipment: Skidsteer
Hand Labor: 45
Sidewalk DeIcer: 45
Steve Martin:
Equipment Hourly: 160
Andy:
Land:
Andy premade the changes in the model
Sweeping:
KY: 42
IN: 45 except: 
Richmond 80
Kokomo: 65
MI: 
Snow:
IN/KY:
Bulk Salt:
Paducah: 300
Bowling Green: 300
Sidewalk De-Icer: 40
Efficiency: 1500
MI:
Sidewalk De-Icer: 50
Sidewalk Efficiency: 1500

  
09-28-2023 General Note     Open Steve:
Land:
IA, IL, IN
Irrigation Startup: 150
Irrigation Shut-Down: 250
Irrigation Monitoring: 75
Rock installation: 150
Mow frequency: 25
Weed Control: 75% of mows
Per visit minimum: 90
MN:
Provider Hourly: 49
Mulch Install: 70
Rock install: 150
Irrigation Match The other states
Mow Frequency: 24
75% weed control
All other frequencies match IA,IL,IN
Minimum: 98
Sweeping:
IA,IN,IL: 54
MN: 62
Snow:
IA, IN, IL:
Equipment: Skidsteer
Equipment: 125
Bulk Salt: 180
Sidewalk De-Icer: 25
MN:
Equipment: Skidsteer
Equipment Rate: 135
Bulk Salt: 190
Hand Labor: 45
Sidewalk De-Icer: 25		  
09-28-2023 General Note     Open Josh and Mitch:
Land:
Irrigation Startup: 100
Irrigation Shutdown: 150
Monitoring: 75
Provider Landscape Hourly: 40
KY: 28 cuts
Weed Control: 75% of the mow #’s
Sweeping:
Cost per Sweep: 48
Snow:
Equipment: Skidsteer
Equipment Hourly Rate: 135
Hand Labor Efficiency: 2000
Move the efficiency: .0023		  
09-27-2023 General Note     Open Ashley:
Land:
Irrigation Start Up: 
Irrigation Shut Down: 2hr of irrigation tech rates=
Irrigation Monitoring:  $125
Hourly Rates: match prices in QB
Spring Clean up no fall cleanup
Provider Minimum per service: 125
Sunset Valley: 2-hour pond mow
Sweep:
Matt/Julie: 60
Rest of Texas: 50		  
09-27-2023 General Note     Open Jim:
10 month contracts Land:
Irrigation Startup: 150
Irrigation Shutdown: 250
Irrigation Monitoring will match 1 hour rate
Lawn mowing frequencies: 32 across the board
Weed Control will be 75% of the lawn mowing frequency
Irrigation monitoring: 5 months a year
8 month sites:
Irrigation startup and shut down will be matched across the board
Weed control will be 75% of the L Mow Frequency
MD: match the rates/frequencies of the 10 month sites
32 L Mow frequencies across the board for MD
DE, MA, NH, NJ, NY, PA, RI :
Prune: 3
VA: 
L mow frequencies: 32
Prune: 3
WV:
Match one site to VA
Lot Sweeping: 
55 across the board to be safe for now may change later in the week
Full Site: 95
Snow:
Curb in locations minimum: 2500
MD Per Event:
Equipment Hourly Rate: 150
Bulk Salt: 300
De-Icer: 35
DE:
Rates are good
MA:
Equipment: 125
Bulk Salt: 200
Hand Labor: 50
De-Icer: 35
May need to return and come down but price looks in line according to Jim
MD:
Match the rates the per event sites
NH/RI:
Match to Massachusetts rates
NJ:
Equipment Rate: 120
Bulk Salt: 200
Sidewalk De-Icer: 35
NY: 
Fresh Meadows: No Snow pricing
PA: 
Sidewalk De-Icer: 30
VA/WV:
De-Icer: 35		  
09-27-2023 General Note     Open Don Proud:
Sweeping: 50
Land:
No irrigation start up and shut down
Irrigation Monitoring 150
Take irrigation monitoring down to 12 frequency
Per Visit Min: 150
2 high sites:
Kohl's: Lake Park 1287    400 N. Congress Ave    Lake Park    FL    33403
Kohl's: Royal Palm Beach 1316 8751 Southern Boulevard    Royal Palm Beach    FL    33411
Check out the specs and look at the retention ponds
Store #: 11824 No Pond Mow		  
09-26-2023 General Note     Open AZ:
Hourly rate good at $45
No mulch rate needed
Rock install is $135
Palm under 25 is $95
Palm over 25 is 
Frequencies
40 wet checks for irrigation 
$180 for startup cost
Monitoring cost $65
85 is visit min

CO:
Startup $325, Shutdown $650, Monitoring $125
Landscaping hourly rate good
Mulch rate $72
Rock rate $128
Prune frequency from 2 to 3
Weed control set 1 to 1 with mow
15 weekly monitoring 
Per visit min $85
IL:
Good for hourly rate
Mulch rate to $67
Rock to $132
Pruning going from 2 to 3
Monitoring checks will be 12 services
Site visit min $75
KS:
Startup - $185 for overland park, olathe, Shawnee, derby, and kc. 225 for the rest of the stores
Shut down – 225 for overland park, olathe, Shawnee, derby, and kc. $275 for the rest
Hourly rate – topeka and witchita Hutchinson $48
Mulch is going to $68
Rock $135
Pruning to 3 services
12 monitoring services
Min $95
MO:
Start up 185, shutdown 325, monitoring 95
Mulch bump to $68, Rock $138
Pruning go to 3 services

NV:
Startup for reno and carson city $300, shut down $350, $125 monitoring 
$125 for the rest of the state for startup, no shutdown, $95 for monitoring
Reno and sparks area go to $65 on hourly rate
Vegas rates are okay at $45
$125 for mulch, rock rate good at 155, palm rate under 25 $85, $165 for above
Carson, reno, sparks 12 monitoring services, vegas go 40 services for monitoring
Min for the state at $95

UT:
Start up 250 shutdown 375, monitoring at 95
Washington site no shutdown
$47 for hourly rate except for Washington. Washington at 55
Rock to $125 for hourly rate
Palm rate 95 and 165
Pruning to 3 for everywhere but Washington
Washington services are at 40 for monitoring services, and 16 for everywhere else
Min per service at 95

WY:
225 for startup 325 shutdown 125 monitoring 
48 on rate, mulch at 85, 125 for rock
Prunes bump to 3 
12 irrigation monitoring frequency

Lot sweeping:
$55 a sweep in AZ
$55 a sweep in CO
$60 a sweep in IL
$68 for witchita and topeka, rest of the state at $65
$58 per sweep in MO
$52 per sweep in NV
$53 per sweep in UT
$65 per sweep in WY

Snow:
AZ:
Flagstaff location: skidsteer $140, 260 for salt, 55 for hand labor, 50 for de ice push ratio to .0032, sidewalks are fine. Mins good at 1 hour of service, use the flat ratio for pricing.
Per event:
Prescott valley: skidsteer, $155 for skid, hand labor to 55
CO:
Skidsteer for all locations, $145 for skid rate, $275 for bulk salt, hand labor at $55, ratio for push is getting bumped to a .0032
Use the push ratio for the CO locations
IL:
Forsyth: truck with plow rate to 105,
All over locations: truck with plow 105, 47 hand labor, de icer 38

KS:
Truck with plow, 50 for hand labor, 38 for de icer 

MO: 
Truck with plow, 48 for hand labor, 40 for de icer, 
Seasonal: truck with plow, anything at 95 bump to 100, hand labor to 48

NV:

UT: bump push ratio to .0032

WY:
Skidsteer $145, 55 for hand labor, ratio bump to .0036, use ratio only
  
09-26-2023 General Note     Open Dan Shafer:
LAND:
Nevada:
Irrigation Startup- 200
Irrigation Shutdown- 250
Monitoring- 110
Hourly Rate- 50
Mulch Install-125
Rock- 110
Lawn Mowing- 40
Native- 5
Pond- 5
Turf Fert- 3
Pruning- 3
Weed Control- 75% of mowing
Irrigation Monitoring- 7 months
Minimums: 95
    Carson City: 75
Carson City has no mulch should have rock
Sparks mulch – 12 yards
*Dan double check the specs that were verified
California:
Irrigation Monitoring: 110
Landscape: 40
Mulch: 70
Turf Fert: 3
Irrigation Monitoring: 12
Per visit Min: 75
Drop mulch number in Santa Rosa 110
Oregon:
Start Up: 175
Shut down: 150
Irrigation Monitoring: 120
Turf Fert: 3
Weed Control: 75%
Months of Irrigation Monitoring: 7
Washington
Start Up: 175
Shut down: 150
Irrigation Monitoring: 120
Hourly Landscaping: 40
Turf Fert: 3
Prune: 5
Weed Control: 75%
Months of irrigation monitoring: 7
Vancouver mulch 11117: 85
Tukwila: 45
SWEEP:
Nevada: 52
California: 65
Oregon: 65
Washington: 55
SNOW:
Nevada: 
Equipment: Truck
Hourly Rate: 125
Bulk Salt: 220
Sidewalk De-Icer: 45
Carson City: Just sidewalk no need for equipment cost on that one will need to respec
California:
No need to price good with pricing currently had
Oregon:
Equipment: Truck
    Wood Village: Skidsteer
Bulk Salt: 280
Hand Labor: 65
Sidewalk De-Icer: 65
Washington: 
Equipment: Truck
Equipment Hourly Rate: 135
Bulk Salt: 280
Hand Labor: 65
Sidewalk De-Icer: 65		  
09-21-2023 General Note     Open Met with Brad today to go over questions about the scope and and RFP process.

Snow:
- Normal stores cover everything, curb in stores are sidewalk only. Curb in stores have landlord attached to them in previous bid sheet.
- 1/2 trigger a few stores are zero tolerance but Brad will call those out during calls.
- No 24hr locations, most end up being 18hr
- Salt needs to be included in event levels
- Public SW are included in scope, are not included in curb in locations
- Snow hauling is adhoc, relocation is only on us if it blocks high-level customer areas or handicap parking spots
- Kohls is very flexible with per event time decisions

Landscaping:
- okay with using the difference in price from Zone A to full mulch from last year and applying it to this years totals
- native mow is included (worded as low maintenance seeded area)
- rubber rock is treated same as mulch, we need to replenish or rake rock as needed so keep rock bed maintenance included in pricing
- 1x palm tree pruning per year
- weekly monitoring for irrigation and monthly wet checks, we will price it out as weekly for now and make adjustments with the field during calls next week.

Lot - no need to price out liners or porter, just a straight sweep price

Tax is included and needs to be priced out, Brad will put a profitability report and we will discuss once field team reviews are concluded		  
09-12-2023 General Note     Open Kickoff Call Notes:
- treating this as a way to increase our prices since we have had the same prices the last few years
- not using the incumbent pricing at all, this is to be if we were pricing as a new customer
- Site Fotos is taking care of specs, first round will be in QuickBase Thursday. It has been on the fields dashboard for a few weeks now.
- Planning on doing field team calls the week of 9/25, have pricing submitted to Brad by 10/1. Gives his team a few weeks to compare pricing and see where we need to make adjustments.		  
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