8.2 Extension. City of Mountain House may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Section 2.2. Any such extension shall require a written amendment to this Agreement, as provided for herein. The City of Mountain House City Manager is hereby authorized to negotiate and execute such extension.
8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties.
Item 8.3
CONTRACT ID # A-2526-10
8 8.4 Assignment and Subcontracting. City of Mountain House and Consultant recognize and agree that this Agreement contemplates performance of specialized services by Consultant and is based upon a determination of Consultant’s unique competence, experience, and specialized knowledge. Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator.
Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the sub-Consultants noted in the proposal, without prior written approval of the Contract Administrator. Any such assignment, transfer, delegation or subcontract without the prior written consent shall be considered null and void.
8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City of Mountain House and Consultant shall survive the termination of this Agreement.
8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms of this Agreement, City of Mountain House’s remedies shall include, but not be limited to, the following:
a. Immediately terminate the Agreement;
b. Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement; c. Retain a different Consultant to complete the Work described in Exhibit A not finished by Consultant; or
d. Charge Consultant the difference between the cost to complete the Work described in Exhibit A that is unfinished at the time of breach and the amount that City of Mountain House would have paid Consultant pursuant to Section 3 if Consultant had completed the Work.
9. Miscellaneous.
9.1 Contract Administrator. The Consultant Administrator shall be designated, and may be changed, by the City of Mountain House City Manager in writing.
9.2 Notices. Any notice required to be given pursuant to the terms and provisions hereof shall be in writing and shall be effected by personal delivery or by first class mail, registered or certified, postage prepaid, return receipt requested. Unless otherwise designated by either party in writing, such notices shall be mailed as shown on the first page of this Agreement.
9.3 Non-Liability of Officials, Employees and Agents. No officer, official, employee or agent of City of Mountain House shall be personally liable to Consultant in the event of any default or breach by City of Mountain House or for any amount that may become due to Consultant pursuant to this Agreement.
9.4 Attorneys’ Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provisions of this Agreement, the prevailing Item 8.3
CONTRACT ID # A-2526-10
9 party shall be entitled to reasonable attorneys’ fees in addition to any other relief to which such party may be entitled.
9.5 Documents. All drawings, specifications, documents and other memoranda or writings relating to the Work hereunder, shall remain or become the property of City of Mountain House upon termination of this Agreement, whether executed by or for the Consultant for City of Mountain House, or otherwise, by or for the Consultant, or by or for a subConsultant operating under the Consultant’s supervision, or direction, and all such documents and copies thereof shall be returned or transmitted to City of Mountain House forthwith upon termination or completion of the Work under this Agreement. Prior to termination Consultant shall deliver to City of Mountain House any such records upon request.
9.6 Force Majeure. It is agreed that neither party shall be responsible for delays in delivery or acceptance of delivery or failure to perform when such delay or failure is attributable to Acts of God, war, strikes, riots, lockouts, accidents, rules or regulations of any governmental agencies or other matters or conditions beyond the control of either the seller/Consultant or the purchaser.
9.7 Waiver. No waiver of any breach of any covenant or provision of this Agreement shall be deemed a waiver of any other covenant or provision hereof, and no waiver shall be valid unless in writing and executed by the waiving party. An extension of time for performance of any obligation or act shall not be deemed an extension of the time for performance of any other obligation or act, and no extension shall be valid unless in writing and executed by the waiving party.
9.8 No Third Party Beneficiaries. Nothing contained in this Agreement is intended to or shall be deemed to confer upon any person, other than the parties, any rights or remedies hereunder.
9.9 Headings. The headings of the sections and exhibits of this Agreement are inserted for convenience only. They do not constitute part of this Agreement and are not to be used in its construction.
9.10 Entire Agreement and Modification. This Agreement supersedes all previous Agreements either oral or in writing and constitutes the entire understanding of the parties hereto. No changes, amendments or alterations shall be effective unless in writing and signed by both parties.
9.11 Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. *Signatures on following page*
Item 8.3
CONTRACT ID # A-2526-10
10 IN WITNESS WHEREOF, City of Mountain House and Consultant have executed this Agreement on the day and year first written above.
Gachina Landscape Maintenance, Inc. City of Mountain House State of California
By: ____________________________
H. Jaclyn Ishimaru-Gachina
President
By: ___________________________
Steven J. Pinkerton
City Manager
Date: _________________________ Date: _________________________ Approved as to Form:
By: ___________________________
John Bakker
City Attorney
Item 8.3
CONTRACT ID # A-2526-10
11 EXHIBIT A
SCOPE OF SERVICES
[Attached]
Item 8.3
VENDOR APPLICATION FORM FOR
RFP No. OM2501-OM2507
CITY LANDSCAPE MAINTENANCE
Legal Contractual Name of Corporation:
Contact Person for Agreement:
E-Mail Address
Corporate Mailing Address:
City, State Zip Code:
Phone: Fax:
Contact Person for Proposals:
Title:
Business Telephone: E-Mail Address:
Business Fax:
Is your business: (check one)
NON PROFIT CORPORATION FOR PROFIT CORPORATION
CORPORATION LIMITED LIABILITY PARTNERSHIP
INDIVIDUAL SOLE PROPRIETORSHIP
PARTNERSHIP UNINCORPORATED ASSOCIATION
Names & Titles of Corporate Board Members
(Also, list Names & Titles of persons with written authorization/resolution to sign contracts) Name Title Phone Number
Federal Tax Identification Number:
5 Gachina Landscape Management, Inc. 1130 O' Brien Drive Menlo Park, CA 94025 650-853-0400 650-853-0430 x 94-3235914
Toni Scurti [email protected] Rene Estrada Senior Account Manager 650.853.0400 [email protected] H. Jaclyn Ishimaru-Gachina President 650-853-0400 650.853.0430 Item 8.3
LICENSE INFORMATION
Individual/Firm Name:
DBA:
State License #: Type of License:
Business License Number: Expiration Date:
(If none, you must obtain a Business License upon award of contract.) City, State of License:
If Applicable:
County of San Joaquin Business License
for Pest Control #
Pest Control Advisor’s License Category Expiration Date Individual’s Name on License
Qualified Applicator License Category 12/31/2025
Individual’s Name on License
Include copies of licenses with the proposal if applicable.
Signing this day of , 20
By:
SIGNED
Print Name Title
Address:
Telephone:
Cristina Prevarin
6 Gachina Landscape Management, Inc. 473815 C27 54041 12/31/2025 Menlo Park, California 18th April 25 Toni Scurti Business Development Manager 1130 O'Brian Drive, Menlo Park, CA 94025 650.713.7684 Item 8.3
EX PARTE COMMUNICATIONS CERTIFICATION
Please indicate by signing below one of the following two statements. Only sign one statement.
I certify that Proposer and Proposer’s representatives have not had any communication with the Mountain House City Council regarding RFP No. OM2501, OM2502, OM2503, OM2504, OM2505, OM2506, or OM2507 for landscape maintenance services at any time after ______________, 20 ___
Signature: Date:
Printed Name:
OR
I certify that Proposer or Proposer’s representatives have communicated after ______, 20 ___ with Mountain House City Council regarding RFP No.
OM2501, OM2502, OM2503, OM2504, OM2505, OM2506, or OM2507 for landscape maintenance services. A copy of all such communications is attached to this form for public distribution.
Signature: Date:
Printed Name:
7 25 March 7 4/18/25 Toni Scurti
Item 8.3
DISQUALIFICATION QUESTIONNAIRE
The Contractor shall complete the following questionnaire:
Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation?
Yes No
If the answer is yes, explain the circumstances in the following space. 8 X
Item 8.3
DRUG-FREE WORKPLACE ACKNOWLEDGEMENT
THE BELOW SIGNED RESPONDENT CERTIFIES that it has implemented a drug-free workplace program. In order to have a drug-free workplace program, a business shall:
1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that are under quote a copy of the statement specified in subsection 1.
4. In the statement specified in subsection 1, notify the employees that, as a condition of working on the commodities or contractual services that are under quote, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893, Florida Statues, or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in, drug abuse assistance or rehabilitation program if such is available in employee’s community, by any employee who is convicted.
6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.
As the person authorized to sign this statement, I certify that this firm complies fully with the above requirements.
Date Company
Signature Address
Name E-Mail
Title Phone No.
9 April 18,2025 Gachina Landscape Management 1130 O'Brian Drive, Menlo Park, CA 94025 Toni Scurti [email protected] Business Development Manager 650.713.7684 Item 8.3
ADDENDUM ACKNOWLEDGEMENT FORM
City of Mountain House Landscape Maintenance Services
No. OM2501
This form is an acknowledgement that I have reviewed and acknowledge the receipt of the following Addendums for the subject Contract:
Addendum No.
Proposer
Name
Title
Signature
Date
When issued, Addendum shall automatically become a part of the proposal documents and shall supersede any previousspecification(s) and/or provision(s) in conflict with the Addendum. Itisthe responsibility of each prospective Proposer to obtain all Addendum associated with this solicitation. By submitting a response to this solicitation, the proposer shall be deemed to have received all Addendum and will be incorporated into their proposal
59 #1, #2, #3 OM2501-OM2507 and #2 OM2504 Gachina Landscape Management Toni Scurti Business Development Manager 4/29/25 #4 OM2504 Item 8.3
11 Gachina Landscape Management Tyler M. Stocking Director - Strategy 1130 O'Brien Dr Menlo Park, CA 94025 650-853-0400 [email protected] Item 8.3
Item A
Unit Price
1 $ 0.0398
2 $ 0.0327
3 $ 0.00380
B C D E
ZONE Sq. Ft. Unit Price Monthly Fee Annual Fee
1 8,663 $ 0.0398 $ 344.79 $ 4,137.45
32,983 $ 0.0327 $ 1,078.54 $ 12,942.53
1,316,830 $ 0.0038 $ 5,003.95 $ 60,047.45
2 494,791 $ 0.0038 $ 1,880.21 $ 22,562.47
12,620 $ 0.0038 $ 47.96 $ 575.47
3 475,000 $ 0.0038 $ 1,805.00 $ 21,660.00
4 40,854 $ 0.0327 $ 1,335.93 $ 16,031.11
155,765 $ 0.0038 $ 591.91 $ 7,102.88
5 1,086 $ 0.0327 $ 35.51 $ 426.15
6 7,718 $ 0.0327 $ 252.38 $ 3,028.54
58,510 $ 0.0038 $ 222.34 $ 2,668.06
7 445,523 $ 0.0038 $ 1,692.99 $ 20,315.85
140,363 $ 0.0038 $ 533.38 $ 6,400.55
27,098 $ 0.0038 $ 102.97 $ 1,235.67
8 57,144 $ 0.0327 $ 1,868.61 $ 22,423.31
433,981 $ 0.0038 $ 1,649.13 $ 19,789.53
9 TBD $ $ $
10 81,328 $ 0.0038 $ 309.05 $ 3,708.56
11 343,426 $ 0.0038 $ 1,305.02 $ 15,660.23
Total 4,133,683.00 $ 20,059.65 $ 240,715.80
Shrub Beds
(Future) Amphithreater Parcel
Weed Abate Area
Shrub Beds
College Park Tanks
Shrub Beds
Weed abatement
Quality Water Basins 1, 2 and 3
Weed Abate Area Quality Basins 1 & 2
Water Transmission Line ROW
Weed Abate Area
Water Treatment Plant
Shrub Beds
Weed abatement
(Future) Central Park II Parcel
Weed Abate Area
Weed Abate Area Quality Basin 1
Quality Basin 1 Shrub Beds
Waste Water Tratment Plant
Shrub Beds
Weed abatement
Old River Lift Station
Westside Booster Station
Turf
Shrub Beds
Weed Abate Area
Mountain House Parkway, Byron Rd., Henderson Rd.
Weed Abate Area Mountain House Parkway
Weed Abate Area Byron & Henderson Intersection
MH Creek - Landscaped Areas and Weed Abatement
Exhibit C.1 - WEED ABATEMENT DISTRICT COST PROPOSAL
column
Service Area Description
Turf - Standard unit price per square foot
Shrub Bed - Standard unit price per square foot
Weed Abatement - Standard Unit Price per SF
The square foot pricing entered shall be used as unit cost when adding future landscaped areas. column
Service Area Description
20 Item 8.3
Item
1 2
3 4
5 Item
6 7
8 9
10 11
12 13
14 Item
15 16
17 18
19 20
21 Item
22 23
24 25
26 27
28 29
Fifteen (15) Gallon Tree w/Triple 3” Stakes & Ties ea $ 378.00 24" Box Size Tree w/Triple 3” Stakes & Ties ea $ 742.00 Two (2) Gallon ea $ 35.00
Five (5) Gallon ea $ 63.00
Fifteen (15) Gallon shrub ea $ 200.00
Annual Color (4") ea $ 6.37
Ground Cover flat $ 96.62
One (1) Gallon ea $ 25.00
Synthetic/Steel Header Board install lin ft $ 16.24
PLANT MATERIAL - Labor, Materials, fertilization, Warrantee per Decomposed Granit - walkway install cu yd $ 425.00
Playground Fibar - playground install cu yd $ 265.00
Baseball Infield Mix 60/40 install cu yd $ 307.00
Installation of Walk-on or Shredded Mulch install cu yd $ 98.00 (3) Guywire Set For 6” Diameter Tree Per Install occurrence $ 378.00 (2 per tree) 3” trees stakes and Ties Per Install occurrence $ 166.00 MISCELLANEOUS ITEMS - Labor and Materials per
Shrub Bed Maintenance (pruning, detailing weeding, etc.) sf $ 0.03 Pressure Wash Walkways, Walls and Structures hr $ 55.00 Weed Abatement Tractor, Flail or Rotary Equipment (1 operator) day $ 1,120.00 Topdressing (80% sand/20% amendments) 1,000 sf $ 425.00 De-Thatching (including removal) 1,000 sf $ 4.43
Weed Control Turf/shrub beds - Chemical Pre and Post Emergent 1,000 sf $ 26.06 Mowing (includes edging and clean-up) 1,000 sf $ 36.00
Turf Fertilization - granular 1lb Nitrogen per 1,000sf 1,000 sf $ 18.00 Hollow / Solid Core Aeriation (with removal of cores) 1,000 sf $ 11.38 Certified Playground Inspector hr $ 150.00
LANDSCAPE MAINTENANCE INDIVIDUAL TASKS per
Laborer hr $ 51.95
Irrigation Tech hr $ 71.20
Irrigation Laborer hr $ 71.20
Exhibit C.2 - ANCILLARY WORK UNIT PRICING
EXTRA WORK LABOR HOURLY RATES per
Foreman/Crew leader hr $ 63.00
12 Item 8.3
30 31
32 33
34 Item
35 36
37 38
39 40
41 42
43 44
45 46
47 48
49 50
51 52
53 54
55 56
57 58
59 60
61 62
63 Hunter MP Rotator 1000 Series w/nozzle (ea.) installed ea $ 86.00 Hunter MP Rotator 2000 Series w/nozzle (ea.) installed ea $ 96.00 Hunter I-40 4” (ea.) installed ea $ 150.00
Hunter I-40 6” (ea.) installed ea $ 165.00
Hunter I-60 6” (ea.) installed ea Not available
Hunter I-20 4” (ea.) installed ea $ 122.00
Hunter I-20 6” (ea.) installed ea $ 138.00
Wire Tracing per Linear Foot lin ft $ 9.25
Quick-coupler riser repair/replace occurrence $ 225.00
Buckner Superior Master Valve 3100 2” Replacement occurrence $ 821.00 Buckner Superior Master Valve 3100 3” Replacement occurrence $ 986.00 Flow Sensor (Netafim) 360CT02GAL0.1 occurrence $ 2,064.00 Backflow remove and replace 825YD 3” occurrence $ 2,496.00 Backflow remove and replace 825YD 4” occurrence $ 3,050.00 Buckner Superior Master Valve 3100 1” Replacement occurrence $ 684.00 Backflow remove and replace 825Y 1” occurrence $ 660.00 Backflow remove and replace 825Y 1-1/2” occurrence $ 1,445.00 Backflow remove and replace 825Y 2” occurrence $ 1,706.00 Rain Bird Valve 100 PEB Series 1” (ea.) ea $ 470.00
Solenoid Replacement (ea.) ea $ 135.00
Backflow Flush per Backflow occurrence $ 180.00
Toro Valve P-220 Series 1” inline angle w/solenoids (ea.) ea $ 507.00 Toro Valve P-220 Series 2” inline angle w/solenoids (ea.) ea $ 699.00 Toro Valve P-220 Series 3” inline angle w/solenoids (ea.) ea $ 733.00 Trenching by hand 6” deep lin ft $ 12.00
Trenching by hand 12” deep lin ft $ 22.00
Toro Valve P-220 Series 1-1/2” inline angle w/solenoids (ea.) ea $ 470.00 IRRIGATION REPAIRS - Labor and Materials per
Mainline Repair 1" to 2-1/2" occurrence $ 840.00
Lateral Line Repair 3/4" to 1-1/2" occurrence $ 225.00
Hydro seed (including binder, fertilizer; seed excluded) sf $ 0.24 48" Box Size Tree w/ Triple 3” Stakes & Ties ea Varies
Seeded and Top-dressed Turf Repair sf $ 2.02
Sodded Turf (remove, soil prep and replace) sf $ 3.29
36" Box Size Tree w/Triple 3” Stakes & Ties ea $ 1,308.00 13 Item 8.3
64 65
66 67
68 69
70 71
72 73
74 Item
75 76
77 78
79 80
81 82
83 84
85 86
87 88
89 90
91 92
93 Chipper 12” Pull Behind and Truck hr $ 160.00
Rototiller hr $ 125.00
Pesticide Spray Truck / Trailer, 200-gallon Capacity hr $ 160.00 Backpack Sprayer hr $ 55.00
Mini Excavator hr $ 125.00
Walk Behind Trencher hr $ 125.00
Sod Cutter hr $ 125.00
3/4 Ton Pickup Truck and Trailer hr $ 98.00
5 CY Dump Truck hr $ 98.00
Skid Steer hr $ 98.00
Bed Edger hr $ 55.00
String Edger hr $ 55.00
Backpack Blower hr $ 55.00
21”- 28” Mower hr $ 55.00
Gang Reel Mower 72” – 150” and Tractor hr $ 75.00
Reel Mower 72” – 150” hr $ 75.00
72” Mower hr $ 55.00
48” Mower hr $ 55.00
36” Mower hr $ 55.00
Eco Mat installed sf $ 85.00
EQUIPMENT AND OPERATOR
Toro Nozzle (any size) (ea.) installed ea $ 7.50
Shrub Bubbler (any size) (ea.) installed ea $ 22.00
Eco Line installed lin ft $ 18.00
Toro Pop-up 4” w/nozzle (ea.) installed ea $ 45.00
Toro Pop-up 6” w/nozzle (ea.) installed ea $ 65.00
Toro Pop-up 12” w/nozzle installed ea $ 85.00
Hunter 4" pop up with nozzle ea $ 45.00
Hunter 6" pop up with nozzle ea $ 65.00
Hunter 12" pop up with nozzle ea $ 85.00
Hunter MP Rotator Nozzle (ea.) installed ea $ 30.00
14 Item 8.3
CITY LANDSCAPE MAINTENANCE SERVICES
WEED ABATEMENT DISTRICT
RFP OM2506
REQUEST FOR PROPOSALS
Proposals must be submitted to the City of Mountain House by:
2:00 p.m. Pacific Standard Time on Friday, May 2, 2025
The City of Mountain House will reject any proposals received after the date and time noted above.
Proposals will be evaluated by the Selection Committee for review following the criteria set forth within this RFP.
INQUIRIES REGARDING THIS RFP: Do not contact City personnel other than the person(s) indicated below. If needed, please send a single email inquiry if there are multiple questions concerning the scope of professional services required.
Doug Louie, O & M Superintendent: [email protected] | (209) 831-2300 Pedro Vieira, Landscape Maintenance Supervisor: [email protected] | (209)278-8788 Item 8.3
SECTION 2 - SCOPE
Landscape Maintenance Standards and Specifications
A. GENERAL STANDARDS
1. DURATION OF AGREEMENT
The agreement shall remain in full force and effect for an initial period of three (3) years, unless terminated by either party. The agreement may be extended, with approval of both parties, for one (3) three -year period, for a maximum term not to exceed six (6) years.
2. QUALITY OF WORK
The Operations and Maintenance Superintendent, or his designated representative, shall be the sole judge as to the adequacy and quality of maintenance. Where the Operations and Maintenance Superintendent is mentioned in these Specifications, it shall be noted that his designated representative may act on his behalf regarding the administration of this agreement. To ensure the consistent quality of the work being performed, the City representative may inspect all areas covered by this contract within 24 hours after work is scheduled to be performed for the month. Any deficiencies shall be recorded on the Performance Deficiency Notification form and submitted to the contractor for review and corrective action. After the correction period allowed in the Performance Deficiency Notification form has passed, the City representative shall re-inspect the deficient work and complete and submit a Performance Deficiency Status Memo to the Contractor. Any deficiencies not corrected shall result in the value of the work being deducted from the monthly payment to the Contractor. The bid prices quoted by the contractor in the Cost Proposal shall be used to determine the dollar value of any deficiencies.
3. LOCATIONS
See Exhibit A – Maintenance Zone Maps
4. CANCELATION
CITY OF MOUNTAIN HOUSE reserves the right to cancel this contract without cause with a 60-day written notice.
5. NON-PERFORMANCE
In case of termination by the City for nonperformance, the City may contract or cause to be done any work not completed at the time of the termination. Payment to the Contractor shall be reduced by the cost of the work. If it is determined the Contractor has not performed the work satisfactorily under a provision of this contract, a non-credit status may be enforced during this period on “noncompliance.” This proration shall be based on the total yearly amount for labor divided by the working days available. If a nonRFP OM2506 LANDSCAPE MAINTENANCE
WEED ABATEMENT DISTRICT
CITY OF MOUNTAIN HOUSE 16
Item 8.3
credit status is imposed due to the Contractor’s nonperformance and/or noncompliance to the specifications and provisions contained herein or any other work applicable under this contract, it is agreed that the City may withhold payment for the value of the disputed work until the nonperformance or noncompliance is corrected. If not correctable, the City may deduct from any payment due, the value of the work that was either not performed or not in compliance with the specifications. This provision shall have no effect on any other rights the City may have under this contract.
6. NOTICE REQUIREMENT
Notice shall be deemed to have been given by either party by posting a registered letter, email, or fax to the business address of the other party.
Operations and Maintenance
Superintendent
City of Mountain House
251 East Main Street
Mountain House, CA 95391
Phone: (209) 831-2300
Company Name:
Name & Title Representative:
Street Address:
City , State & zip code:
Phone Number:
Fax Number:
7. COMPENSATION
a. The Contractor shall be compensated in 12 equal monthly payments based on the annual contract amount for satisfactorily completed base maintenance under the scope of this contract. This payment includes all necessary costs, such as vehicles, equipment, tools, labor, materials, and travel to and from the job site. However, expenses related to airline travel, hotels, employee training, and company events shall not be included in the monthly maintenance fees, nor will the City provide additional compensation for these items.
b. All billing is based on prevailing wage or otherwise mandated by changes in laws and/or regulations by Federal and/or State entities with authority over the classifications of workers for this contract.
c. The Contractor must meet all applicable State and Federal requirements and must be registered with the State Department of Industrial Relations for this project. d. Certified payroll reportsfor all employees performing work on the contract during the billing period shall be submitted with each invoice.
e. Payment Withheld: The City may withhold payment to such extent as it may be necessary to protect the City from loss due to:
• Work required in the specifications, which is defective, incomplete, or not performed.
• Claims filed or reasonable evidence indicating probable filing of claims. • Failure of the contractor to make payments properly to subcontractors for materials and labor.
RFP OM2506 LANDSCAPE MAINTENANCE
WEED ABATEMENT DISTRICT
CITY OF MOUNTAIN HOUSE 17
Item 8.3
• There is a reasonable doubt that the contract may be completed, for the balance then unpaid.
• Failure to submit required reports or other documents required by the contract.
8. ANNUAL ADJUSTMENT
Annual adjustments to the Unit Price per Square Foot for Landscape Maintenance and ancillary unit priced work will be based on the “Bureau of Labor Statistics, U.S.
Department of Labor, Consumer Price Index (CPI), San Francisco Area” up to a maximum adjustment of 3%. The most recent CPI data must be utilized for estimated increases, prior to the submittal of the requested increase that is due no later than January 1 each year for increasesthat will be applied to the following fiscal year beginning July 1. Newly added landscape areas must be under contract for at least 6 months to qualify for a CPI requested increase.
9. RIGHTS RESERVED
a) Rejection of Work:
The contractor agrees that the City of Mountain House has the right to make all final determinations as to whether the work has been satisfactorily completed. b) Completion of Work:
If Contractor fails to comply with the conditions of the contract, or fails to complete the required work or furnish the required materials within the time stipulated, the City of Mountain House reserves the right to purchase in the open market, or to complete the required work, at the expense of the Contractor, including but not limited to, by recourse to provisions of the performance bond ifsuch bond is required under the conditions of this Proposal. The original Contractor can be liable for any resulting increased costs.
10. ASSIGNMENT OR CHANGE OF OWNERSHIP
Except for the case of a sale of all or substantially all of the assets of the Contractor, a merger, consolidation, or transfer of 50% or more of the Contractor stock cumulatively during the term of this agreement, the rights and obligations of the Contractor there undershall be assignable only upon the express written request of the Contractor and the express written consent of the CITY OF MOUNTAIN HOUSE; such approval shall not be unreasonably withheld or delayed.
11. CONFLICT OF INTEREST
The contractor shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with the best interest of the City. This obligation shall apply to Contractor’s employees, agents, sub-Contractors, or other parties associated with accomplishing the work. Contractor’s efforts shall include, but not be limited to, establishing precautions to prevent its employees or agents from making, receiving, providing, or offering gifts, entertainment, payments, loans, or other considerations which could be deemed to appear to influence individuals to act contrary RFP OM2506 LANDSCAPE MAINTENANCE
WEED ABATEMENT DISTRICT
CITY OF MOUNTAIN HOUSE 18
Item 8.3
to the best interest of the City.
12. RECORDS AUDIT
Contractor’s financial books, employment records, maintenance related records, and plans or such part thereof may be engaged in the performance of this contract, shall at all reasonable times be subject to inspection and audit by any authorized representative of the City unless otherwise protected by applicable laws.
13. BUDGETARY APPROPRIATIONS
This agreement is subject to and contingent upon applicable budgetary appropriations being made by the Mountain House City Council each fiscal year during the term of this contract. If such appropriations are not forthcoming, the contract may be terminated or reduced in scope without penalty to the City with required prior notice.
14. INTERPRETATION OF CONTRACT
This agreement shall be construed and interpreted according to the laws of the State of California.
15. CHANGES TO DOCUMENT
Any changes beyond this document shall occur only when ordered in writing by the Mountain House Operations and Maintenance Superintendent or Authorized Representative. In the absence of such a written order, any such product supplied, or work performed shall be considered unauthorized and will not be paid.
16. STANDARDS OF ITEMS
As applicable, all items furnished in this contract shall meet or exceed the standards established by the California Occupational Safety and Health Act of 1973 and current amendments thereto, provided the end use of the item is for the purpose for which the item is intended.
17. SAFETY AND HEALTH ORDINANCES
The contractor shall comply with all air pollution control, water pollution, Safety and Health Ordinances and statutes which apply to the work performed or supplies provided pursuant to this contract including, but not limited to, any requirementsspecified in State government codes.
18. INDEPENDENT CONTRACTOR
Contractor is, for all purposes arising out of this contract, an independent Contractor and shall not be deemed an employee of the City of Mountain House. It is expressly understood and agreed that the successful Contractor and its employeesshall in no event, because of this contract, be entitled to any benefits to which City of Mountain House employees are entitled to, including but not limited to, overtime, any retirement benefits, worker's compensation benefits, injury leave or other leave benefits.
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19. PREVAILING WAGE
It shall be mandatory upon the Contractor to whom the contract is awarded to pay not less than the said prevailing rates of wages to all workers employed by the firm in the execution of the contract. The Contractor will be required to comply with the California Labor Code, Article 2, Section 1770 through 1780 inclusive and Article 5, Section 1810 through 1861 inclusive. (Laws and Regulations governing the payment of prevailing wages). The Contractor shall pay its employees the general prevailing rate of wages as determined by the Director of the Department of Industrial Relations. Contractor and any of their subcontractors shall keep an accurate payroll record showing the name, address, socialsecurity number, work classification,straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed. The payroll records shall be certified, available for inspection, and copies thereof furnished with the payment requests as prescribed in Section 1776 of the Labor Code. The contractor shall keep the City informed as to the location of the records and shall be responsible for the compliance with these requirements by all subcontractors. The provisions of Article 2 and 3, Division 2, Chapter 1 of the Labor Code, State of California, are made by this reference as a part of this solicitation.
20. ASSIGNMENT OR SUBCONTRACTING
No performance of this agreement or any portion thereof may be assigned or subcontracted by the Contractor without the express written consent of the City. Any attempt by the Contractor to assign or subcontract any performance of this agreement without the express written consent of the City shall be invalid and shall constitute a breach of this agreement. Whenever the Contractor is authorized to subcontract or assign, the terms thereof shall incorporate by reference and not conflict with this agreement.
21. QUALIFIED EMPLOYEES AND APPEARANCE
The Contractor warrants that all persons employed have satisfactory past records indicating their ability to accept the kind of responsibility anticipated in this type of work.
All employees shall be required to wear uniforms, badges, or other means of identification acceptable to the City which are to be furnished by the Contractor and must be always worn while working on City property.
22. SAFETY REQUIREMENTS
Whenever the Contractor’s operations create a condition that is potentially hazardous to traffic or to the public, he shall furnish, erect, and maintain at his expense and without cost to the City of Mountain House, flagger and/or control devices as are necessary to prevent accidents, damage, or injury to the public. Signs, lights, flags, and other warning and safety devices shall conform to the requirements set forth in the current Work Area Traffic Control Handbook, published by Building News, Inc.
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23. SPECIFICATIONS
All changes in specifications and/or contract requirements will be issued in writing. The City of Mountain House is not responsible for any oral instruction.
24. PROPOSAL REQUIREMENTS
In submitting the Proposal, the Contractor acknowledges that the Contractor has thoroughly and carefully read and understands the RFP documents and attachments; agrees to furnish the product at the prices, quantities, and terms and conditions stated, and certifies that the information contained in the Proposal is true and complete to the best of the Contractor’s knowledge.
25. CONTRACTOR AGREEMENT
The Contractor acknowledges that he has read and agrees to all terms and conditions of this agreement.
26. PAYMENTS
After service, the Contractor must submit an invoice for payment. Invoices shall be sent to: City of Mountain House, Attention: Accounts Payable, 251 East Main Street, Mountain House, CA 95391 or emailed to [email protected] . Invoices shall include the purchase order number, description of the service provided, type of service provided, and price.
Payment shall be made within thirty (30) days after receipt of the invoice. Any “prompt payment discounts” will be taken by the City of Mountain House, if possible, and will be included in the bid evaluation if the terms offered are for twenty (20) days or longer.
27. PENALTY ASSESSMENTS
Deficiency Notices shall be issued due to lack of response, performance and contractor neglect as listed throughout this agreement. Monetary penalties shall accompany these notices. The Deficiency Notice shall include date, reason for penalty and monetary amount of penalty. The dollar amount of each penalty shall be added and become a part of the M&R Provision balance.
B. CONTRACTOR’S RESPONSIBILITY
1. EXPERIENCE
Prior to contract award, the successful Contractor for this contract shall be required to demonstrate to the City that they can successfully perform maintenance work of the type involved in this contract by providing a list of similar local projects they are maintaining of similar nature and possesses suitable equipment to perform the work.
2. LOCALITY OF OFFICE AND YARD
The Contractor shall maintain a local office within forty (40) miles of the City from which the company’s representative can be reached during normal working hours or emergencies. This location shall also include additional personnel authorized to make decisions on matters pertaining to this contract with the City during normal business RFP OM2506 LANDSCAPE MAINTENANCE
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hours. This facility shall include a corporation yard suitable to store all equipment and vehicles to support daily operations for services provided in Mountain House.
3. EQUIPMENT LIST
a. The City reserves the right to determine the capability of the equipment and to reserve acceptance or rejection of deficient equipment. b. All Contractors must provide a list of equipment they will use to fulfill the contract.
This list must include the make, model, year of equipment and whether the equipment is owned or leased.
c. All equipment necessary to provide the specified maintenance shall be provided and maintained by the Contractor. Equipment shall be safe, proper, efficient, and suited to and for the job.
d. The Contractor shall maintain all equipment in prime working order; all cutting blades shall be kept sharp.
e. Equipment shall have all the required safety devices in place and in operation. f. Installed equipment or replacement equipment shall be in new condition. g. Equipment operation times and noise levels shall comply with CITY OF MOUNTAIN HOUSE requirements.
4. REPORTS, SERVICE, AND INSPECTIONS LOGS
a. The Contractor will provide the City Representative with all reports as identified throughout this specification. The required documentation shall be provided as described, completed and legible in a timely manner as scheduled. b. By March 31 of each calendar year thereafter a report shall be submitted, reporting all missing shrubs, trees and turf areas requiring replacement due to contractor neglect. All replacements shall be installed by the contractor no later than January 1st of each calendar year. Plant material that has perished due to contractor neglect will be replaced at the expense of the contractor.
c. The Contractor shall maintain and keep records of all ongoing, seasonal, and additional work and maintenance functions performed daily by the Contractor's personnel. Such reportsshall be submitted to the City in concurrent with the monthly invoice. The monthly payment will not be made until such a report is received by the CITY OF MOUNTAIN HOUSE.
d. The Contractor shall also provide additional documentation as requested by the City Representative including:
• Suggestions for improving plant health, vigor or irrigation efficiency and effectiveness.
• Cost estimates for landscape renovations, repairs, and modifications. Unit prices shall correspond to Contractor's current landscape maintenance bid. • Proposed solutions to perceived problems presented by the City’s Authorized Representative.
5. FAILED PLANT MATERIAL
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viable and healthy, noting any exceptions within 60 days of the inception of the contract. The City Representative and the Contractor shall agree on the status of all exceptions. Documentation of the status of plant material at the commencement of work shall be the Contractor's responsibility.
b. The Contractor shall restore or replace at their own expense, any lawn area, groundcover, perennial or annual plants, trees, shrubs, or other plant materials requiring restoration or replacement due to the Contractor's actions or failure of action, including plant materials severely damaged by pests or disease. c. The Contractor shall not be liable for plant losses due to maladies beyond the Contractor's control; this includes but is not limited to disease or insect attack for which there is no legal recommended control, acts of vandalism, earthquakes, fires, and the like.
d. Plants that fail because of improper maintenance or as the result of toxicity from Contractor applied chemical or other materials shall be replaced by the Contractor at no cost to CITY OF MOUNTAIN HOUSE.
6. LICENSES AND PERMITS
The Contractorshall, prior to submitting the Proposal, and forthe duration of the contract period, possess all licenses and permits required for the performance of the work required by this contract as follows:
a. Contractor must possess a California Qualified Pest Control Applicators License with categories “B” and “C.”
b. The Contractor must employ, or contract with, a person possessing a valid Pest Control Advisers License.
c. All personnel supervising employees that apply and handle pesticides shall possess a valid Qualified Applicator’s certificate in the applicable categories. d. All employees that apply and handle pesticides shall be trained and certified by qualified trainers annually.
e. No Proposal shall be considered from a Contractor who, at the time the Proposal is submitted, is not licensed (C-27) to contract for this project in accordance with the law under provisions of Division 3, Chapter 9, of the Business and Professions Code of the State of California.
f. In the event of a dispute as to the classification of the license required, the opinion of the Contractor’s State License Board shall prevail. This requirement is not a mere formality, and it shall not be waived.
g. All vehicle operators performing work on this project shall have a valid State of California driver’s license for the class of vehicle being operated. h. While working in the City all vehicles shall have signage on two sides of each truck stating “Authorized Contractor for the City of Mountain House”: with Name of Company, Phone number(s) of Company and State Contractor’s license number(s).
7. CONTRACTOR IS AN INDEPENDENT CONTRACTOR
The Contractorshall act under the contract as an independent contractor vis-à-visthe City of Mountain House and shall not be an agent or employee of the City. The Contractor RFP OM2506 LANDSCAPE MAINTENANCE
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shall not represent or otherwise hold out itself or any of its subcontractors, directors, directors, officers, partners, employees, or agentsto be an agent or employee of the City.
8. INDEMNIFICATION
The Contractor shall indemnify and otherwise hold harmless the City, and its officials, officers, employees, agents and other representatives, from all liability, loss or damage, including reasonable attorney’s fees and other costs of defense resulting from damage or injury to persons or property caused, or claimed to have been caused, by acts or omissions of the Contractor or of any of its agents in the course of or in connection with the Contractor’s performance under the contract. The parties agree to cooperate fully in the resolution of any claims for such liability, loss, or damage.
9. COMPLIANCE WITH THE LAW
The Contractor agrees that his performance under the contract shall comply with all applicable laws of the State of California, and any political subdivision of such state, including without limitation the County of San Joaquin, and the City of Mountain House.
10. EQUAL EMPLOYMENT OPPORTUNITY
The Contractor shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of race, religion, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or sexual orientation, except as permitted pursuant to Section 12940 of the Government Code. Violation of this provision may result in the imposition of penalties referred to in Labor Code Section 1735.
11. PERSONNEL – MINIMUM STAFFING LEVELS/SUPERVISION & CERTIFICATIONS/VEHICLES a. The Contractor and/or their representative shall be experienced in landscape maintenance and preferably have academic education in horticulture and/or agronomy. They shall be qualified to analyze any problems with the landscaping and provide reports and solutions to the City on dealing with such problems. The Contractor shall supply CITY OF MOUNTAIN HOUSE with a listing of employee experience, degrees, and certifications.
b. Supervision: The Contractor shall assign adequate supervisory personnel to be on site each working day, working regular working hours, for the duration of this contract.
The Contractor and the assigned supervisor shall have expertise and experience in comprehensive maintenance of a wide range of municipal facilities, including but not limited to plant care, irrigation management, Irrigation repair and replacement, pest control, soils, fertilizers, and plant identification. The assigned supervisor(s) must be fluent in the English language (written and spoken) and must be able to communicate effectively with City Authorized Representatives, the public and subordinate staff.
There shall be regular meetings on site with the Contractor and the City to determine progress and to establish areas requiring attention to meet specifications. The city shall retain the right to schedule meetings at any frequency. c. Certification: Contractormust assign one Certified Irrigation Technician (CIT) that will RFP OM2506 LANDSCAPE MAINTENANCE
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be responsible for irrigation testing, identifying, and making any necessary irrigation repairs as well as recommending/requesting specific irrigation scheduling changes. d. The work force shall consist of U.S. citizens and/or legal residents. e. The Contractor shall supply the CITY OF MOUNTAIN HOUSE with an Organizational Flow Chart of the Company and Management/Employees specific to Mountain House.
f. The workforce shall be directly employed and supervised by the Contractor. The work force shall always be under supervision while working in CITY OF MOUNTAIN HOUSE landscape areas. The Authorized CITY OF MOUNTAIN HOUSE Representative shall be notified of all changes in supervision. All supervisors must speak English. g. No subcontract may be entered into by the contractor without the prior approval of the MH City Superintendent or the MH Representative. Should the CITY OF MOUNTAIN HOUSE approve such subcontract, Landscaper shall continue to be primarily responsible forthe performance of each term and condition of this contract and to ensure full compliance by its subcontractor to the satisfaction of the CITY OF MOUNTAIN HOUSE.
h. The employees shall present a neat, well-groomed appearance always. The employeesshall act in a courteous, professional manner always while working on the project. Every effort shall be made to perform the work while creating minimum disturbance to the CITY OF MOUNTAIN HOUSE landscape areas, residents, owners, or visitors. Any employee who is determined by the Authorized CITY OF MOUNTAIN HOUSE Representative to be incompetent, disorderly, intemperate or otherwise objectionable considering these specifications and public safety concerns shall be immediately removed from the project and replaced with a satisfactory replacement. i. The Contractor shall pay for and bear the maintenance cost of uniforms for all employees working on the project. The uniforms shall be identified in writing and submitted to the Authorized CITY OF MOUNTAIN HOUSE Representative annually for approval. The uniform shall be worn as a complete unit and be fitted properly. The uniform shall be clean daily with no rips, tears, or permanent stains present. j. All vehicles used on the projectshall be no olderthan ten (10) years, unless otherwise approved by the CITY OF MOUNTAIN HOUSE, and maintained in good mechanical and body repair.
k. All vehicles shall always be clean with the exterior paint in good condition and shall be equipped with tool and equipment racks to hold all tools and equipment in a neat and orderly fashion.
l. All vehicles shall bear on both sides of each vehicle in a legible fashion; the contractor's name, contractor’s phone number, contractor’s State Contractor’s License number and “Authorized Contractor for the City of Mountain House.”
12. SCHEDULING OF WORK
On a monthly basis or more frequently if the City determines it is necessary, the Contractor shall provide a comprehensive schedule for the work to be conducted during the next monthly work period. The schedule shall be formatted as a calendar and include:
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a. Tasks to be accomplished per site on each day of service. b. Number of employees and labor-hours that will be dedicated to the work. c. Indicate any special work assignments i.e., pesticide application, tree trimming, playground inspections, pressure washing, etc.
d. The schedules shall be submitted to the City five (5) working days prior to the first working day of the month. Failure to submit schedules within the period specified shall result in a penalty of $100 per occurrence and each calendar day until schedules are received.
e. The City may grant, on an individual basis, permission to perform contract maintenance with an alternative schedule.
C. ADDITIONS/DELETIONS
The CITY OF MOUNTAIN HOUSE is required to install landscaping and irrigation as dictated by the Mountain House Community Master Plan (Master Plan), Specific Plans and Design Guidelines. The City, with thirty days’ written notice, may submit additional new landscaped areas to be maintained by the Contractor. These improvements may be in the right-of-way or setback. Property in the right-of-way will become part of the City landscape areas. Upon written notice from the City of Mountain House, the Contractor shall add these areas to the maintenance contract. The Contractor shall submit updated pricing with a revised Exhibit C All such changes shall only be made upon written notification in the form of a change order approved by the Director of Public Works or the assigned representative, which shall clearly state the effective date of the change, the adjusted contract amount, and the scope of any changes. The contract amount shall be adjusted to reflect the additions or deletions.
Prior to commencing work on additional sites, the Contractor shall meet with the City Representative to review maintenance requirements for the additional sites.
D. EMERGENCY CALLS
The Contractor shall have the capability to receive and to respond immediately to calls of an emergency nature during normal working hours and during hours outside of normal working hours. Calls of an emergency nature received by the City may be referred to the Contractor for immediate response.
1. Emergency calls relayed and reported by use of Govoutreach, Gorequest, email, text, cell phone, etc. shall be considered valid forms of communication.
2. Social media sites related to the Mountain House Community are recommended in monitoring emergencies, however, they are not required.
3. The contractor shall respond to emergency calls by use of Govoutreach, Gorequest, email, text, cell phone, etc. within (30) minutes and shall notify the City Representative of the estimated time of arrival (ETA) to the emergency.
4. The contractor shall report on-site (2) hours from the time of notification and shall notify the City Representative upon arrival and completion of the call-out and the work performed.
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5. The contractor shall designate a person(s) who shall be available to respond to emergency calls through Govoutreach, Gorequest, email, text, cell phone, etc. 24 hours per day.
6. The contractor shall submit telephone number(s) to the City that can be used to obtain emergency services on a 24-hour basis.
Upon arriving at an emergency, it shall be the responsibility of the Contractor to eliminate all unsafe conditions that would adversely affect the health, safety, or welfare of the public or notify the City Representative if that is not possible. Failure to respond within two (2) hours of attempt to contact shall result in a $300 Deficiency Notice penalty per incident. Failure to respond to an emergency when contacted shall subject the Contractor to all primary or secondary costs arising from said emergencies being remedied by other contractors due to non-responsiveness and may result in termination of contract.
E. SAFETY REQUIREMENTS
All work performed under this contract shall be performed in such a manner as to provide maximum safety to the public, and where applicable, comply with all laws, regulations, and applicable safety standards required by CAL-OSHA, the Work Area Traffic Control Handbook (W.A.T.C.H.) and the State of California Manual of Traffic Controls. The contractor is responsible for all safety and traffic controls during any approved lane closures and traffic detours approved by CITY OF MOUNTAIN HOUSE.
The City reservesthe right to issue restraint or cease and desist ordersto the Contractor when unsafe or harmful acts are observed or reported relative to the performance of the work under this contract.
1. HAZARDOUS CONDITIONS
The Contractor shall maintain all work sites free of hazards to persons and/or property resulting from the contractor’s operations. Any hazardous condition noted by the Contractor, which is not a result of his operations, shall be immediately reported to the City Representative.
2. SPILLS/LEAKS
The Contractor must submit a written plan for the emergency clean-up of any leaks or spillage of hydraulic fluid, oils, pesticides, and any other potentially hazardous materials.
The contractorshall prevent any material from entering the catch basins and storm drain system and will be responsible for the cost of any clean up resulting from their failure to protect the storm drain system.
3. TRAFFIC CONTROL
During the progress of the work, adequate provision shall be made by the Contractor to accommodate normal traffic over public streets and park roadways to cause a minimum of inconvenience to the public. The Contractor shall hold the City harmless from all claims arising from any act or omission on their part pertaining to any injury, death or damage to any person or property by reason of any use of any street by anyone while the Contractor is working or has any equipment or barricades thereon. a. The Contractor shall comply with all local, County, State or other legal requirements including, but not limited to, full compliance with the terms of the RFP OM2506 LANDSCAPE MAINTENANCE
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applicable O.S.H.A. and CAL O.S.H.A. Safety Orders always to protect all persons, including Contractor's employees, agents of the CITY OF MOUNTAIN HOUSE, vendors, members of the public or others from foreseeable injury or damage to their property.
b. Employees performing work in the median shall always wear an approved ANSI Class II safety vest as an outer garment.
c. Means of ingress and egress for occupants of property or buildings shall be always provided unless otherwise approved by the City.
d. The contractor shall notify the City Representative of intent to begin work at least five (5) days before work is begun if the work shall include the closure of any traffic lane unless the work is of a re-occurring nature, and a one-time submittal of a traffic control plan was completed and approval received prior to the initiation of the work.
e. The Contractor shall cooperate with local authorities and all other City departments relative to handling traffic through the area and shall make their arrangements relative to keeping the working area clear of vehicles. f. When entering or leaving roadways carrying traffic, the Contractor’s equipment, whether empty or loaded, shall in all cases yield to public traffic. g. All traffic delineation and work area protection shall conform to the Work Area Traffic Control Handbook (W.A.T.C.H.) and the State of California Manual of Traffic Controls.
h. All lane closures shall require the completion and City approval of a traffic control plan prior to conducting any work.
i. The contractor shall provide a Type B flashing sign arrow boards for all lane closures.
j. The Contractor shall make every effort to keep commercial driveways open during working hours. After working hours, all driveways shall be accessible with smooth and safe crossing through the construction area.
k. Full compensation for conforming to the requirements of this section shall be considered as included in the prices paid for the various contract items of work involved and no additional compensation shall be allowed, therefore. l. The Contractor shall not close a traffic lane between the hours of 7:00 - 9:00 AM and 4:00 - 6:00 PM without prior approval by the City Representative. m. The Contractor shall not close any traffic lanes near Mountain House High School between the hours of 6:00 - 9:00 AM and 2:00 - 6:00 PM without prior approval by the City Representative.
F. SOUND CONTROL REQUIREMENTS
The Contractorshall comply with all localsound control and noise level rules, regulations, and ordinances, which apply to any work performed pursuant to the contract. No pruning operations, use of equipment or tools shall begin before 7:00 a.m.
Each internal combustion engine used for any purpose on the job or related to the job shall be equipped with a factory recommended muffler. No internal combustion engine shall be operated on the project without said muffler.
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G. WASTE DISPOSAL
The City shall provide trash and green waste containers located in a collection area within the City for the handling of waste generated by maintenance activities within this contract. The contractorshall be responsible for the collection, removal and disposal of all trash, debris and green waste generated by landscape maintenance activities as per specifications. The Contractor shall deposit general trash and green waste each day from the contract at the City’s transfer site. Additionally, the Contractor shall deposit all generated waste into the appropriate refuse container as provided by the City. The Contractor will coordinate the emptying and tracking ofsuch waste. Contractorshall keep the refuse transfer area clean and free of any debris on the ground.
H. PROTECTION AND PRESERVATION OF PROPERTY
The Contractorshall be held responsible forthe preservation of all public and private property along and adjacent to the work area and shall be required to exercise due caution to prevent any damage or injury, thereto, because of their operation. All trees, shrubs, ground covers, fences, warning signals, street signs, walks, walls, structures, stairways, or other property shall be adequately protected and should not be removed or disturbed without permission from the City. Any damage to CITY OF MOUNTAIN HOUSE property caused by the Contractor's neglectshall be corrected and paid for by the Contractor at no cost to the CITY OF MOUNTAIN HOUSE. If Contractor fails to correct damages within forty-eight (48) hours, the CITY OF MOUNTAIN HOUSE may arrange to have the damage corrected and bill Contractor.
The Contractor shall be responsible for repairing/replacing any existing plant material or irrigation systems in public or private landscapes damaged during maintenance operations, to their original condition at Contractor expense. Any damage to landscape areas shall be reported to the City immediately.
I. PUBLIC RELATIONS
The contractor shall always maintain good public relations. The work shall be conducted in a manner that shall cause the least possible interference or annoyance to the public.
The City of Mountain House reserves the rights to contract for and perform other or additional work on or near the work covered by these specifications. When separate contracts are let within the limits of any one project, each contractor shall conduct his work so as not to interfere with or hinder the progress or completion of the work being performed by other contractors. Contractors working on the same project shall cooperate with each other as directed. Each contractor involved shall assume all liability, financial or otherwise, in connection with his contract and shall protect and hold harmless the City of Mountain House from all damages or claims that may arise because of inconvenience, delays, or loss experienced by him because of the presence and operations of other contractors working within the limits of the same project.
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J. GENERAL CLEAN-UP
The Contractor is required to ensure that all grass clippings, debris, etc. resulting from the landscape maintenance practice shall be thoroughly cleaned up and removed from the work site at the conclusion of the workday. The facility shall be left in an acceptable condition to the City. In the event the site is left in an unsatisfactory condition, the Contractor shall be required to return to the site and correct the unsatisfactory condition.
In the event the Contractor does not correct the condition in a reasonable amount of time, City forces shall be dispatched, and the Contractor shall be charged for the work. Repeated violations of this section shall result in termination of the contract. No debris may be left on site or placed in a roadway or drainage structure that is part of or drains to the City’s storm water collection system.
K. INCLEMENT WEATHER
During the periods when inclement weather hinders or prevents normal maintenance operations, the Contractor shall adjust his work force to accomplish those activities that are not affected by weather as listed below:
The Contractor shall clean drains, gutters, or other drainage structures within contracted maintenance service areas or perform other activities as needed to address weather related issues. The Contractor shall make available to the City, adequate personnel to assist in any storm related response or damage repair to sites in this contract.
The Contractor shall immediately notify the City Representative when the work force has been removed from the job site due to inclement weather or other reasons.
During rainy and windy events, the Contractor will provide supervisory inspection of the project during regular hours to prevent or minimize possible damage from severe weather.
The Contractor shall submit a report identifying any storm damage to the Authorized CITY OF MOUNTAIN HOUSE Representative attached to a site map identifying location of damage and cost estimate to repair/replace. If remedial work is required beyond the Contractor's scope of work, it shall be considered as extra work.
L. MAINTENANCE and REPAIRS EXPENSE ACCOUNT PROVISION
Notwithstanding any other provision of this agreement, the Contractor shall be responsible for repair and/or replacement of landscaping or irrigation equipment due to Vandalism, i.e., action involving deliberate destruction of or damage to City property. This also includes but is not limited to losses due to natural causes, emergency irrigation repairs, auto accidents and losses due to aging or diseased plant material. The Maintenance and Repairs Expense Account Provision is also known as the M&R Provision.
1. The contractor shall provide at the beginning of this contract and every January 1st thereof, an estimated M&R Provision equal to 8% of the Base Annual Contract RFP OM2506 LANDSCAPE MAINTENANCE
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amount estimated after the calculated annual CPI requested increase outlined in (A.
General Standards, 8. Annual Adjustments).
2. The Annual M&R estimate submitted each January 1 shall be available the following July 1. Any unexpended M&R Provision funds remaining from the previous year shall be reimbursed to the City of Mountain House. The City Representative may request the unexpended funds to “roll-over” to the next fiscal year July 1. Any unexpended M&R Provision funds remaining from the previous year must be reimbursed prior to the expiration of the contract.
3. The Annual M&R Provision total shall be presented as a dedicated line item on each invoice, divided into twelve equal increments, and invoiced monthly.
4. The contractor shall provide a monthly balance report to the City, in a form approved by the City Representative, reporting all qualified maintenance and repair expenditures from the previous month providing the total amount of funds expended, and the total balance of funds remaining.
5. All cost to repair damaged landscape caused by Contractor neglect shall be borne by the Contractor and such cost shall not affect the aggregate limit.
6. The Contractor shall utilize the M&R Provision for vandalism and associated repairs and/or plant and tree replacements as necessary upon approval of the City Representative.
7. Report all incidents of vandalism/graffiti observed to the City Representative immediately. The contractor shall document all necessary repair costs and submit a vandalism report detailing the dates, times, and locations when work was completed, with each invoice submittal.
8. All repair projectsshall be invoiced against the M&R Provision limit illustrating detailed unit priced labor and materials in the cost proposal of this agreement.
9. In the event of vandalism, emergency irrigation repairs, storm damage or any other event that may put the public at risk and repairs cost under $2,000; the Contractor shall proceed with repairs after making every reasonable effort to first contact and obtain approval from the City Representative.
10. The City Representative must approve repairs costing more than $2000 per project; however, the Contractor shall not unreasonably withhold or delay repairs when the public is at risk.
11. The City of Mountain House will be responsible for the cost of repairs that exceed the M&R Provision limit.
12. In the event the contractor utilizes employees normally assigned to maintenance for the purpose of performing extra work, the extra work estimated costs shall exclude the cost of labor of these individuals, the cost of contractor supervision, or any other individuals or contractors hired or assigned to undertake such repairs.
13. In the event additional construction personnel are needed to perform larger repair projects, unit priced labor located in the Detailed Pricing Sheet in the Cost Proposal must be followed.
14. All M&R Provision repair projects and any projects assessed towards the M&R Provision must utilize the Detailed Unit Pricing Sheet in the Cost Proposal.
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M. EXTRA WORK
1. In the event the Contractor is required by the City to perform extra work, the following procedure shall govern such work:
When required by the Authorized City Representative, an estimate of cost will be submitted for approval prior to work being done. The Contractor shall maintain records sufficient to distinguish the direct cost from other operations and shall invoice extra work on forms furnished by the Contractor, itemizing all costs for labor, materials, and equipment rental according to unit cost located in the Detailed Pricing Sheet unit pricing in Exhibit C-Cost Proposal Package. The invoice shall itemize hours worked and hourly costs. The following procedure will govern such extra work:
a. Work will be executed under the direction of the Authorized City Representative on a time and material basis consistent with the unit pricing listed in the Cost Proposal or an agreed lump sum, depending on the nature of work.
b. The CITY OF MOUNTAIN HOUSE will issue a work request for such extra work to be performed.
c. Extra work will not be initiated without written authorization by the CITY OF MOUNTAIN HOUSE, except in emergencies.
2. Extra work may include, but not be limited to, the following:
a. Replacement of plant materials due to failures beyond the Contractor's control. b. Replacement of damaged sprinkler heads, valves, quick couplers, etc. (other than those included in the contract).
c. Additional soil amendments required for planting in special situations not covered in this specification.
d. Remedial landscaping.
e. Repairs or replacements due to vandalism, vehicle accidents or Acts of God, which are otherwise, not included in this specification.
All extra work shall be performed in accordance with recognized industry standards with the use of top-quality materials and workmanship.
N. PENALTY FOR NON-CONFORMANCE WITH SPECIFICATIONS
Landscaper shall not be deemed to be in default if performance of the obligations required by this contract is delayed, disrupted, or becomes impossible because of any act of nature, war, earthquake, fire, strike, accident, civil commotion, epidemic, act of government, its agencies or offices, or any other cause beyond the control of the parties (“Force Majeure”).
Upon occurrence of any such event, Landscaper shall operate landscaped area on a “best reasonable effort” basis and shall not be responsible for damages, fines, penalties, or claims resulting therefrom. If there is a reduction in services, payments shall be reduced subject to a mutually negotiated change. If Landscaper incurs additional expenses of more than $1,000 hereunder, itshall be subject to a mutually agreed change in price consistent with extra work costs in the Cost Proposal.
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O. EXCLUDED WORK
1. Maintenance and cleaning of roadways are not part of these landscape maintenance specifications except for debris created because of the landscape maintenance services or the removal of leaves from roadway gutters and storm drains, fallen trees, fallen branches, etc.
2. Maintenance, cleaning, and sight-line clearance of regulatory signage, lights, traffic signals, and entry monuments are not a part of these landscape maintenance specifications except when they are caused by trees and shrubs. After trimming and/or removal of trees, branches, shrubs and vines these facilities must be cleaned and restored.
3. Paving repairs, fencing repairs, drinking fountain repairs, water fountain maintenance and / or repairs, structural repairs (restroom buildings, shade shelters, etc. including furnishings inside or under and roofing), play equipment repairs, replacement of trash receptacles, bench and table repairs, replacement or sports equipment, replacement of any site appurtenances unless otherwise stated herein.
P. PLANT GUARANTEE AND/OR REPLACEMENT POLICY
1. Contractor shall replace existing plants if they die due to Contractor's negligence.
2. All replacement plants shall be inspected and approved by The City prior to installation. All landscape improvements or repairs shall conform to the Mountain House Landscape Specifications and Details.
3. Warrantee: Replacement plant material shall be warranted for the full term of the contract against defect in both workmanship and materials.
Q. UNDERGROUND ALERT
The Contractor shall comply with the requirements of Assembly Bill 73. The law states that, “…every person planning to conduct any excavation is required to contact a regional notification center at least 2 days prior to excavation” Assembly Bill 73 defines excavation as, “any operation in which earth, rock, or other material in the ground is moved, removed or otherwise displaced by means of tools, equipment, or explosives in any of the following ways: grading, trenching, digging, ditching, drilling, auguring, tunneling, scraping, cable or pipe and driving, or any other way.
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SECTION 3 – LANDSCAPE AND TURF
MAINTENANCE REQUIREMENTS
A. GENERAL MAINTENANCE REQUIREMENTS
Landscape maintenance requirements listed in this section shall apply to specific areas within a District or Zone. Areas may include but not be limited to turf, shrubs, groundcover areas, drainage areas, weed abatement areas, and natural hard surfaced areas. Maintenance includes the routine mowing, pruning, or trimming of turf, shrubs, and groundcover to maintain a neat appearance. Removingweedsthat are not controlled byherbicidesbefore size or abundance becomes a cause of complaint. Generally, weeds that exceed 2 inches in height or predominate in a bare area are unacceptable and shall be removed. Keep all areas in a neat, clean, and well-maintained condition always. Animal feces, broken glass, sharp objects, or other materials detrimental to human health shall be removed immediately.
1. Trash Receptacles
a. Trash receptacles shall be maintained by the Contractor. The volume each trash receptacle gathers varies from each location. The contractor must set a schedule to properly service these receptacles to prevent overflow onto the ground. Trash receptacles that have overflowed must be serviced immediately. b. The Contractor shall inspect trash receptacles in their respective areas as many times as needed during the week so that the receptacle is never over 50% full or if offensive odors are present.
c. Contractors shall include cost of materials and labor to services and supply liners used in trash receptacles.
2. Pet Stations
a. The Contractor shall inspect pet station receptacles in their respective areas as many times as needed during the week so that the receptacle is never over 50% full or if offensive odors are present.
b. Contractors shall include cost of materials and labor to services and supply dog baggies and trash liners used in pet stations.
3. Green Waste and Trash Dumpsters
a. Dumpster for green waste and trash will be supplied by the City of Mountain House for the sole use of our Landscape Contractors and are located at the Wastewater Treatment Facility on Bethnay Road.
b. No trash other than tree, shrub and grass clippings, leaves, organic waste is allowed in the green waste bin. Contractors will be responsible for removal of inorganic waste deposited into the green waste bin and any penalties resulting from illicit contents discovered by the State of California.
B. GENERAL IRRIGATION MAINTENANCE REQUIREMENTS
The City of Mountain House utilizes the WeatherTRAK® ET Pro3 Smart Irrigation system. The programming must utilize the provided EPA WaterSense for proper irrigation management.
The ET Pro3 controls multiple sites using both conventional wire technology and advanced 2- wire technology.
The WeatherTRAK ET Pro3 smart irrigation controller uses ET Everywhere®, the most precise high-resolution weather data available, to create specific schedules. which include RFP OM2506 LANDSCAPE MAINTENANCE
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communication subscriptions and warranty for ten years.
The Contractor shall provide trained staff educated in the programming and diagnosis of the WeatherTRAK ET Pro 3 smart irrigation controller and other controllersthat are used to irrigate City of Mountain House landscape.
The City of Mountain House Representative will review irrigation controller programming, audit irrigation water usage and inspect watering zones. Any deficiencies will be reported via 'Work Order" to the contractor for immediate correction. The completed work order must be returned to the Mountain House representative with the listed corrections, and materials and labor used.
1. IRRIGATION REPAIRS AND MAINTENANCE
a. The Contractor shall be responsible for, and include all labor and materials for, the repair of all site irrigation downstream from the backflow preventer, including all pressure main lines, or any equipment in line (flow meters, master valves, etc.), through lateral lines and sprinkler heads, including all irrigation controllers, control, and communication wiring. The Contractor shall make all repairs using parts approved by the City’s Representative and in accordance with the Mountain House Irrigation Standards and listed materials found in the Cost Proposal. b. The Contractor shall provide irrigation personnel fully trained in all phases of landscape irrigation systems operation, maintenance, adjustment, and repair. This is to include diagnosis and repair of controllers, valve wires, control valves, lateral lines, gate valves, main lines, strainers, pressure regulators, backflow devices, flow sensors, master valves and electric pedestals.
c. The contractor shall notify the City Representative of any main line failure within twenty-four (24) hours of occurrence.
d. Equipment determined to be at the end of its useful lifespan by the City Representative, shall be replaced and invoiced by the Contractor (at cost of the device plus 10%) this includes non-functioning and unrepairable components (controllers, master valves, flow meters).
e. The City shall pay labor at the rate shown in the Detailed Pricing Sheet in the Cost Proposal unless the work is performed by the staff that are already dedicated to CITY OF MOUNTAIN HOUSE. The work shall be performed by staff assigned to CITY OF MOUNTAIN HOUSE as much as possible unless specialized skills are required that the assigned staff does not possess.
f. The City Representative shall approve all repairs in advance. The Contractor shall not backfill any repairs without inspection by the City, unless authorized by the City Representative.
g. Damage to irrigation systems caused by the Contractor shall be the responsibility of the Contractor to repair within 48 hours of occurrence, by self-discovery or notification by the City at no additional cost to the City. All replacement parts and materials are to be of the same type and model as original installation unless the City Representative approves a substitute. Failure to do so shall result in correction by the Contractor at no additional cost to the City.
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h. The Contractor shall perform inspections and repairs of all irrigation systems within contracted sites on the following schedule:
1) Visual inspection for dry areas during routine maintenance. 2) Facilities, Fire Stations, Medians, Parkways, Parks:
• monthly
3) Sports Fields:
• 1x / month October through February
• 2x / month March through September
i. All inspections shall be included in the work schedule and be performed in the presence of the City Representative unless otherwise authorized. All stations on any given controller shall be operated automatically, with the performance of every sprinkler observed and deficiencies noted in writing on a form provided by or approved by the City.
j. Materials: All replacement materials shall be in accordance with the City’s Irrigation Standards. The contractor shall maintain an adequate inventory of medium-to-high usage stock items for repair of the irrigation systems. The contractor shall implement repairs in accordance with all warranties. The cost of materials invoiced to the City shall be no greater than the Contractor’s actual cost plus a 10% markup. k. The Contractor shall furnish the City with copies of all invoicing, with both pricing and quantities listed, for any purchases of all irrigation products monthly. l. The Contractor shall continually maintain the irrigation system for optimum performance. This shall include adjusting all sprinkler heads and valves for proper coverage; and cleaning the entire system including controllers, controller cabinets, booster pumps and cabinets, valves, and valve boxes, etc. m. The contractor shall keep all controllers in continuous working order. The contractor shall repair and clean the irrigation controllers as needed to ensure good working performance. The contractor shall keep all controller enclosures in good working condition. This includes cleaning door panels, vacuuming interiors, pest preventioneradication, lubrication of hinges, locks, etc. The contractor is responsible for always securing the controller cabinet door.
n. All electrically operated valves shall close completely at the conclusion of the stationwatering program. As needed, valves shall be cleaned, repaired, and/or replaced promptly to restore proper operation. Valve boxes shall be kept clean of rocks, soil, debris, and silt to a depth of 2” below the bottom of the valve. The Contractor shall exercise all valves and quick couplers at each site monthly. o. Failure of the current system to provide full and proper coverage shall not relieve the Contractor of the responsibility to provide adequate irrigation. p. Prior to commencement of this agreement, the Contractor shall include in writing, accept all irrigation systems within the scope of work as being in good working order, noting any exceptions. The Authorized CITY OF MOUNTAIN HOUSE Representative and the Contractor shall agree on the status of all exceptions. Documentation of the status of the irrigation systems at the commencement of work shall be the Contractor's responsibility.
q. It shall be the Contractor's responsibility to adjust and/or install modifications to the irrigation system necessitated by the maturity of plant material. r. Weeping valves, leaking mainlines, and defective piping, or other system components RFP OM2506 LANDSCAPE MAINTENANCE
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shall be repaired within twenty-four (24) hours of discovery or notification. s. The Contractor will keep system in operation by valve or head adjustment to keep all systems operating at manufacturer's recommended operating pressure. This shall be accompanied by valve throttling pressure gauging. The valves should be throttled to prevent sprinkler heads from fogging, allowing droplets for effective watering. The Authorized CITY OF MOUNTAIN HOUSE Representative may request a coverage test to evaluate proper settings, timing, usage, or maintenance of system.
2. IRRIGATION MANAGEMENT
a. The Contractor shall manage irrigation water applied to City landscape maintenance areas included in this contract at a rate and quantity which closely matches the actual demands of plant material with little or no runoff.
b. All turf areas shall be irrigated only as required to maintain acceptable growth and appearance without excess usage.
c. Any irrigation water restrictions imposed by the water provider and the California State Water Resources Board (SWRCB) shall be strictly adhered to. d. General requirements for watering and irrigation practices for trees, shrubs, vines, groundcover, and lawns shall be as follows:
1) Irrigation duration and frequency shall be dictated by the plants' need for water. 2) A soil probe shall be used weekly to determine the depth and adequacy of the irrigation program. These checks shall be used as a guide in scheduling irrigation applications.
3) Contractor must take into consideration the variety of shrubs located in the same areas. Irrigation duration and frequency is a function of the shallowest rooted plants in the area irrigated.
4) The Contractor shall always provide efficient use of water. The controllers shall be programmed and monitored to maintain adequate moisture optimal for growth and appearance, while eliminating excessive runoff. Adequate soil moisture shall be determined by visual observation, plant resiliency and turgidity, examining cores removed by soil probe, moisture sensor devices and programming irrigation controllers accordingly. Considerations must be given to soil texture, structure, porosity water holding capacity , drainage, compaction precipitation rate, runoff, infiltration rate, percolation rate, evapotranspiration, seasonal temperatures, prevailing wind condition, time of day or night, type of plant and root structure. e. The Contractor shall pay any penalties or fines imposed by the water provider or the SWRCB due to the failure of the Contractor to follow restrictions. f. One dedicated person must be completely responsible for operating the irrigation system with the duties of adjusting controllers, observing the effectiveness of the irrigation system, and making minor adjustments to the system. g. Dedicated person shall attend irrigation programming training annually. Training confirmation to be provided to the City Representative as requested. h. Controllers shall be programmed to suspend watering with a rain prediction of 50% or greater. The irrigation system shall remain off at least 48 hours after measurable rainfall of .05" or greater, or until the moisture content of the soil has depleted below the minimum requirement for plant material.
i. The Contractor has the responsibility to adequately diagnose problems and the RFP OM2506 LANDSCAPE MAINTENANCE
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authority to take corrective action as called for in the contractspecifications. Should the CITY OF MOUNTAIN HOUSE be called upon to diagnose an irrigation problem that is the Contractor's responsibility, the CITY OF MOUNTAIN HOUSE's labor and material cost incurred will be deducted from the monthly payment to the Contractor.
3. IRRIGATION SYSTEM FAILURE AND REPORTING
a. Upon discovery, the Contractor shall immediately report any irrigation system malfunctions, vandalism, or damage to the City Representative. The Contractor shall be responsible for necessary repairs to irrigation controllers. b. Plant damage or loss resulting from the failure of the contractor to promptly report and correct irrigation system failures shall be considered Contractor negligence, and such plant material shall be repaired or restored at the Contractor's expense. c. Accidental damage, vandalism and/or equipment failure of any controllers, sprinklers, valves, laterals, and main lines not resulting from the Contractor's negligence or operations shall be reported to the Authorized CITY OF MOUNTAIN HOUSE Representative with an estimate for repairs reflecting unit pricing located in The Cost Proposal
d. The City Representative shall inspect, review, and confirm any proposed repairs to the irrigation system prior to approval.
e. The Contractor shall furnish the City with copies of all invoicing, with itemized pricing included but not limited to, materials, labor, subcontracts, etc. monthly. f. The contractor shall furnish the City with a Monthly Irrigation Report that provides information on the quantities of controllers, sprinklers, valves, laterals, and main lines repaired and categorized as vandalism, contracted repairs, or noncontract repairs.
4. IRRIGATION BOOSTER PUMP MAINTENANCE
As part of the cost of this contract, perform the following maintenance requirements for the irrigation booster pump system to ensure optimal performance, efficiency, and longevity. Regular maintenance will minimize downtime and prevent costly repairs. The Contractor will bear the cost to correct any damage or malfunctions caused by the failure to perform the following maintenance.
Monthly Routine Maintenance, or Upon Suspected Issues:
• Check for leaks, corrosion, and structural integrity of the pump and piping system. • Inspect electrical connections, wiring, and control panels for wear or damage. • Ensure the pump foundation and mounting bolts are secure. • Grease or lubricate pump bearings as per manufacturer’s recommendations. • Check and refill oil in pump motor if applicable.
• Inspect and tighten all mechanical seals and gaskets. • Check for abnormal vibrations or noises during operation. • Verify proper alignment of pump and motor shafts.
• Check pump pressure and flow rate to ensure it meets required specifications. • Inspect and clean strainers, filters, and intake screens. • Verify the operation of check valves and pressure relief valves. • Inspect motor winding insulation resistance and megohm readings. • Test voltage and current draw to ensure within acceptable limits.
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• Inspect and test starter, relay, and overload protection devices.
Annual Inspection and Preventive Maintenance Tasks & Reporting:
• Conduct a pressure test to check system efficiency.
• Compare current performance data with baseline readings. • Clean impellers, volutes, and internal components as needed. • Flush pump system to remove debris and sediment.
• Replace worn-out seals, O-rings, and gaskets to prevent leaks. • Inspect belts, pulleys, and couplings for wear and proper tension. • Test and recalibrate variable frequency drives (VFDs) if applicable. • Record all inspections, tests, and repairs performed. • Provide detailed reports on system efficiency and recommendations for improvements.
• Suggest any required system upgrades or modifications.
Corrective Maintenance (Repairs & Replacement as Needed) shall be invoiced 15% over cost. Invoicing shall include original manufacturer’s/supplier’s invoice.
1. Leak Repair – Fix leaks in piping, fittings, or pump casing.
2. Bearing Replacement – Replace worn-out bearings to avoid motor failure.
3. Impeller and Shaft Repair – Repair or replace damaged impellers or shafts.
4. Motor Repair or Replacement – Overhaul or replace motor if necessary.
5. Valve Replacement – Repair or replace malfunctioning check and control valves.
C. DRAINAGE MAINTENANCE REQUIREMENTS
1. GENERAL DRAINAGE MAINTENANCE
a. All landscaped areas employ surface drainage and area drains. The Contractor shall be responsible for drainage performance, maintenance, and management within landscape areas.
b. The Contractor shall continually maintain the drainage systems for optimum performance.
c. Regular inspection of the drainage shall include visual inspection for wet areas during routine maintenance; bi-monthly inspections of drainage clean-outs during the summer months (April through October); and monthly inspections of drainage clean-outs during November through March.
d. All malfunctioning drainage shall be repaired prior to the next scheduled irrigation. All missing or broken lids or structures must be replaced IMMEDIATELY. e. It is the Contractor's responsibility to maintain drainage to avoid over-wet conditions caused by clogged, broken or leaking drain lines. Drainage shall accommodate soil and slope conditions, and rainy weather.
f. Periodic adjustments and repairs are required to maintain desired soil moisture levels by removing surface water quickly.
g. An overly saturated landscape caused by normal irrigation or rainy weather must be reported to the City Representative immediately.
h. Corrective measuresfor overly saturated landscape caused by normal irrigation or rainy weather must be proposed to the City.
i. All proposed work shall reflect Extra Work Unit Pricing, located in The Cost Proposal and approved by the City Representative.
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j. Any failure or damage to the drainage systems, including plant damage caused by the negligence or operations of the Contractor, shall be repaired, or restored by the Contractor without charge to the CITY OF MOUNTAIN HOUSE. Such repairs shall be performed within one watering period.
2. REPAIRS AND COMPENSATION
a. Accidental damage, vandalism, or equipment failure not resulting from the Contractor's negligence or operations shall be reported to the Authorized CITY OF MOUNTAIN HOUSE Representative including copies of all invoices, with itemized pricing included but not limited to, materials, labor, subcontracts, etc. located in The Cost Proposal.
D. FERTILIZATION PROGRAM
Fertilization programs shall be based upon recommendations from initial soil Agricultural Suitability Analyses or as directed by the Authorized CITY OF MOUNTAIN HOUSE Representative. Fertilization Schedule Reporting shall be submitted annually to the authorized CITY OF MOUNTAIN HOUSE Representative.
E. SOIL ANALYSIS AND TESTING
1. CONTRACTOR RESPONSIBILITY
a. The Contractor shall schedule soil analysis upon the beginning of the contract to establish proper fertilization sequences and blends. Samples shall be taken at designated locations within the contractor’s area of maintenance. Samples shall be gathered along each arterial and park including one of shrub beds and one of turf areas and delivered to the soil-testing laboratory.
b. The laboratory and labor costs shall be borne by the Contractor. c. The Contractor may be directed to take additional samples of soil or plant tissue for analysis purposes. These tests shall be used to determine specific causes of plant failure and/or fertility levels. The cost shall be borne by the contractor.
F. INTEGRATED PEST CONTROL MANAGEMENT
The Public Works Department of the City of Mountain House encouragesthe use of effective pest control measures. The contractor shall have extensive knowledge and experience developing and implementing Integrated Pest Management (IPM) Programs and shall develop, implement, and adjust an IPM program for each site the contractor is responsible for. Effective alternatives besides Round-up and similar chemicals should be considered and presented to CITY OF MOUNTAIN HOUSE.
1. GENERAL REQUIREMENTS
a. The contractor is required to provide written Pest Control Recommendations for each product applied within the City that has an E.P.A. registration number and per DPR Regulations. The contractorshallsubmit to the City and maintain a copy on-site during any pesticide application, a Material Safety Data Sheet (MSDS) for each product as required by Labor Code Sections 6832 and 6390, General Industrial Safety Order Section 5194 and Title 8, California Administrative Code. Applicators must follow all DPR requirements for posting, personal protective equipment, label information, service container marking, required on-site information, etc., when transporting, mixing/loading, applying or equipment cleaning.
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b. All pesticide applications are to be under the supervision of a licensed pesticide applicator holding a QAL with the appropriate category for public and municipal landscape. Said person or company is to be currently registered to conduct a pest control business in the State of California and the County of San Joaquin. c. Pesticide applications are to be made in strict compliance with the product label directions, restrictions, and precautions as well as with any other requirements deemed necessary by any county, state or federal regulatory agency, or the Public Works Department of the City of Mountain House.
d. Within thirty days of the award of contract, and/or prior to the actual start of work, Contractor shall supply to the City a list of all chemicals proposed to be used in the fulfillment of said contract. No “generic” chemicals shall be allowed for substitution purposes, unless approved by the City Representative in writing. e. The most current specimen labels and Material Safety Data Sheets for all listed chemicals shall be supplied within thirty days of the award of contract, and/or prior to the actual start of work. Copies of both the P.C.A. recommendations and applicable Pest Control Advisor and Qualified Applicator Licenses or Qualified Applicator Certificates, shall be submitted, as well as documentation of San Joaquin County registration. All above-mentioned items shall be resubmitted in January of each year the Contract isin effect. The city shall be notified in writing of any changes or deviations from the above list. Application of deviated materials shall not be made prior to written approval by the City.
2. SOIL ANALYSIS REQUIREMENTS
a. Soil analysis shall include PH measurement in the saturation extract, electrical conductivity of the saturation extract and the sodium absorption ratio of the saturation extract.
b. The following elements must be determined with an approved extraction method:
1) Manganese
2) Zinc
3) Copper
4) Boron
5) Magnesium
6) Sodium
7) Sulfur
8) Molybdenum
9) Calcium
10) Iron
11) Phosphorus
12) Potassium
c. The saturations extract must be analyzed for calcium, magnesium, sodium, boron, chloride nitrate and sulfate.
d. The following trace metals must be measured by the DTPA extract:
1) Aluminum
2) Arsenic
3) Cadmium
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4) Chromium
5) Cobalt
6) Lead
7) Lithium
8) Selenium
9) Silver
10) Strontium
11) Tin
12) Vanadium
e. The presence of calcium carbonate and/pr magnesium carbonate must be determined.
f. Soil texture and organic matter content may be estimates or determined by commonly used methods.
g. Interpretation of nutritional deficiencies or excesses and potential toxicities must be given.
h. Determine the following be methods approved by the American Society of Agronomy:
1) Exchangeable ammonium cation
2) Base saturation
3) Cation exchange capacity
4) Carbonates determination
5) Soil bulk density
6) Sand, silt and clay determination
7) Water infiltration rate
Recommendationsforsoil mitigation procedures, frequency, quantities, chemical properties and recommended manufacturers or supplier for any specialty items. Only the approved testing agency shall be used for testing and analysis.
3. WEED CONTROL OF PAVED SURFACES
a. Contractor shall be responsible for controlling, by mechanical or chemical means, weeds growing in cracks, or expansion joints, within the work site (sidewalks or other hardscape) and areas contiguous to the work site including curb and gutter extending to the edge ofthe roadway and decomposed granite/crushed rock areas. b. All designated hardscape shall be inspected and maintained weekly. The Contractor shall maintain all hardscape surfaces “weed and trash free.” Weeds be more than a height of 2” shall be immediately removed manually or mechanically. The removal of cigarette butts, sand, bubble-gum, dirt, trash, etc. shall occur for each hardscape during the weekly maintenance.
4. PEST CONTROL IN LANDSCAPED AREAS
a. Control of horticulturally damaging plant pests (insects, diseases, vertebrates, mites, etc.) shall be the responsibility of the Contractor. The contractor shall treat areas within the contract on an as needed basis with EPA registered pesticides to control insects, diseases and/or snails and slugs, as determined by the City.
b. Written recommendations by a licensed California Agricultural Pest Control Adviser are required to be submitted to the City prior to any application of RFP OM2506 LANDSCAPE MAINTENANCE
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pesticides. “Control” shall mean the prevention or eradication of any pest to the satisfaction of the City.
c. The City may determine an acceptable level of impact by a pest and adjust the pest control program of the Contractor accordingly. d. Proper cultural practices shall be a part of the Contractor’s pest control program. Failure to prevent, treat, or manage any pest infestation that results in loss of plant material or create a risk to public health and safety may be remedied by the City at Contractor’s expense in the form of a reduction in payment.
e. Contractorshall Post notices at prior to pesticide applications when required.
The contractor shall supervise the site for the duration of any required reentry interval or until product is dry, whichever is greater. Posting materials, locations and verbiage shall be approved by the City in advance. f. Rodent Control: Contractor shall monitor all contracted areas for rodent activity. The Contractor shall apply City approved rodenticides as needed to manage populations to a level acceptable to the City Representative.
5. PRE-EMERGENT AND POST-EMERGENT
a. Apply pre-emergent and post-emergent weed control to all ground cover and shrub beds per Exhibit ‘B’ at the maximum allowable rate per the manufacturer’s label. Contractor may apply pre-emergent herbicide on a more frequent interval to manage weed populations at an acceptable level at no additional cost to the City.
b. Non-irrigated landscape shall have pre-emergent applied after November 1st so that seasonal rain will water it in.
6. MATERIALS
a. All pesticide including but not limited to insecticides, miticides, rodenticides, herbicides, fungicides, etc. in addition to fertilizers necessary to meet the specifications of this contract shall be supplied by the Contractor. b. Costs for all pesticide including but not limited to insecticides, miticides, rodenticides, herbicides, fungicides, etc. in addition to fertilizers necessary to meet the specifications of this contract shall be borne by the Contractor. c. All materials used shall either conform to these specifications or shall be acceptable and approved by the Authorized CITY OF MOUNTAIN HOUSE Representative.
d. The Contractor shall submit in duplicate for the Authorized CITY OF MOUNTAIN HOUSE Representative's approval, all materials proposed to be used for the work. This list shall include but not be limited to material safety data sheets and chemical analysis, registered usage, toxicological data, and any other pertinent data provided by the manufacturer of the material. Notification of changes in the list shall be in writing prior to using the new product.
e. The Contractor must comply with all federal, state, and local laws and regulations governing use of all agricultural chemicals. Also, the Contractor shall follow all pertinent OSHA and CAL OSHA regulations regarding worker safety. f. All materials shall be in strict accordance with and applied within the standards set forth in the EPA regulations and the California Food and Agricultural Code.
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g. Weed, pest and disease control measures requiring materials registered as restricted by the Director of Agriculture for the State of California shall require a written recommendation by a licensed California Agricultural Pest Control Advisor and application by a licensed California Pest Control Operator.
7. HANDLING AND APPLICATION
a. Timing: Pesticides shall be applied at times, which limit the possibility of contamination from climatic and other factors. Early morning application shall be made, when possible, to avoid contamination from drifting. (since Mountain House has high winds, they need to try to do this when wind speeds are forecasted to be low) Applicator shall monitorforecast weather conditionsto avoid making application prior to inclement weather to eliminate potential runoff from treated areas. Irrigation water applied after treatment shall be reduced to eliminate runoff. When water is required to increase pesticide efficiency, it shall be applied only in quantities of which each area can receive without excessive runoff.
b. Handling of Pesticides: Care shall be taken in transferring and mixing pesticides to prevent contaminating areas outside the target area. Application methods shall be used to ensure that materials are confined to the target area. Spray tanks containing leftover materials shall not be drained on the site to prevent contamination. Disposal of pesticides and tank rinsing materialsshall be within the guidelines established in the California Food and Agricultural code or EPA regulations. c. Equipment and Methods: Spray equipment shall be in good operating condition, quality, and design to efficiently apply material to the target area. Drift will be minimized by avoiding high-pressure application and using water-soluble drift agents. d. Sound Control: The Contractorshall comply with all localsound control and noise level rules, regulations and ordinances that apply to any work performed under these specifications.
1. While performing work prior to 7:00 AM or after 7:00 PM the Contractor's workforce shall not operate motorized equipment and shall make every effort to keep voice communication, equipment noise, and all other sound to a minimum.
2. Each internal combustion engine used for any purpose on the job or related to the job shall be equipped with a specifically designed muffler recommended by the manufacturer of such equipment.
8. REPORTING REQUIREMENTS
a. The contractor shall be responsible for the filing of all required records and reports, including but not limited to Notice of Intent to Apply, and Pesticide Use Reports, as specified by all county, state and federal agencies.
b. The contractor shall record and maintain accurate records of all pesticide applications.
Records must include date, time of day, location, type of chemical, quantity chemical, method of application, and environmental data.
c. Copies of all records and reports shall be submitted to the City and Agricultural Commissioner monthly. A copy of this report shall also be submitted to the City by the tenth of each month.
d. Site shall be monitored for pests on a continual basis. Upon discovery, a report shall be RFP OM2506 LANDSCAPE MAINTENANCE
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submitted to the City. This report shall include the site number, date, identification, extent, and location of pest problems, record of previous control measures, name of inspecting personnel, and proposed control measures if deemed necessary. e. The City shall be notified verbally within 48 hours and in writing within 5 working days of the discovery of any new pest problems previously unreported and observed by the Contractor.
f. A five working day notice (in writing) shall be given to the City prior to any pesticide application other than systemic post weed control or pre-emergent weed control.
Notice shall include name of chemical, area to be treated, rate of chemical, method of application, date and time of day application is to be performed. g. The City must give written consent prior to the application of any Category I, or restricted use, pesticide.
G. SHRUB BED MAINTENANCE
1. GENERAL REQUIREMENTS
a. Pruning: Allshrubsto be trimmed in a rounded naturalshape and proportion and shall be trimmed so as not to interfere with vehicular and pedestrian clearance, visibility, and access, unless otherwise directed by the City Representative. Prune shrubs for encouraging healthy growth habits, natural form and proportion, symmetrical appearance, and proper vertical and horizontal clearance. Pruning shall be performed as frequently as necessary to maintain shrubs at a height determined by the City Representative, but not less than monthly during periods of active growth. b. Shearing: Only those plants specifically designated by the City Representative may be sheared. These plants may also require additional thinning to maintain a healthy look and condition. No square, decorative, poodle cuts, bonsai or other unnatural shapes shall be permitted. Fortnight
lilies may not be cut with shears. Dead or dying leaves shall be removed individually with hand pruners.
c. Shearing plants that results in substantial damage or unsightly results shall result in a penalty of $100 per occurrence and the replacement of the plant(s) with a 5 gallonsize plant of the same genus and species at the Contractor’s expense.
2. GROUND COVER
a. All ground cover is to be trimmed so as not to interfere with irrigation operation or to encroach on private property, hardscape, or right-of-way. b. All dead, diseased, and unsightly branches or other growth shall be removed as they develop. All ground cover areas shall be pruned to maintain neat edges. c. All ground cover is to be kept a minimum of 6" from, but not limited to, all trees, shrubs, walls, and fences.
3. FREQUENCY OF MAINTENANCE
a. The Contractor shall maintain all shrub and groundcover areas per the above specifications, but not less than once each month. Planters are to be maintained in “weed free” condition at all times.
b. This section does not authorize the Contractor to ignore any other required maintenance activity as stated in this specification. If there is a conflict in RFP OM2506 LANDSCAPE MAINTENANCE
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specifications, the higherlevel or more frequent maintenance requirement shall apply.
4. MULCHING
The contractor shall be responsible for scheduling the installation of mulch to all planters and designated areas on a continuous basis or as directed by the City Representative. This includesthe loading,delivery, and placement ofmulch. City to provide mulch located at the City Corporation Yard. The city shall be responsible for all labor costs. The contractor shall propose and invoice all labor cost according to unit pricing in the Cost Proposal.
H. TURF MAINTENANCE
1. GENERAL REQUIREMENTS
a. The Contractor shall mow all turf grass with properly sharpened and maintained equipment in a mannerthat ensures a smooth surface without ridges, depressions, or scalping. Mowing patterns shall be alternated monthly.
b. Frequency: Turf grass shall be mowed:
1) One (1) time per week - February through October.
2) Alternate Weeks - November through January, or as needed. c. Height:
Hybrid Bermuda grass or seeded hybrid cultivars shall be cut at ¾” or as directed by the City Representative. All cool season turf grasses shall be cut at 2" throughout the year. Turf grass mowing heights may be adjusted by the City during turf grass renovations, special events, or if deemed necessary to promote the health and vigor of the grass. In general, turf shall be mowed at a height of 2” where a specification is unclear, or turf type is in question.
d. Machine Type:
Hybrid and seeded hybrid Bermuda grass cultivars shall be mowed with a reel type mower with a minimum of nine blades, unless otherwise approved by the City Representative. Warm/cool season turf blends may bemowedwith rotaryorreeltype mowers. All cool season turfgrasses shall be cut with rotary type mowers. The City encourages the use of mulching mowers whenever possible. The use of rotary mowers with clipping collection systems is required for all City facilities (community centers, or other City buildings, Downton medians and parkways or areas where mulching mowers leave an unacceptable number of clippings behind. The Contractor shall schedule sharpening of reels, back lapping of reels and reel adjustments, on a quarterly basis at a minimum, or more frequently if needed to maintain a high-quality cut.
e. Clippings:
Grass clippings shall be efficiently mulched to leave no visible trace or picked up and removed. At no time shall unsightly clippings be left following mowing operation.
Failure to remove excessive clippings on the same day shall result in the issuance of a Deficiency Notice and possible reduction in payment.
f. Edging:
All edges of turf shall be mechanically edged. Turf grass edging and trimming shall be performed weekly at the time of mowing. All clippings shallbe removed before leaving the site.All edging shallbe performed with a power edger equipped with a steel blade.
In certain situations where a string trimmer may be more effective, the City may allow RFP OM2506 LANDSCAPE MAINTENANCE
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its use. Edging shall be vertical, with no severe angling of the edge or excessive trimming with a string trimmer.
g. String Trimming:
String trimming shall be performed on the same frequency as mowing. Mechanically trim growth using string trimmers around buildings, valve boxes, lamp fixtures, walls and signage, or other items located within turf areas. Extreme care shall be exercised regarding the use ofstring trimmers to prevent damage to improvements and/or plant material. The contractor shall be responsible for all damages caused using string trimmers. String trimmers may not be used around trees. Where trees and shrubs occur in the turf areas, all grass shall be trimmed at a level equal to the mow height.
Complete removal of grass may be allowed around the base of trees but shall not exceed more than 18” from the trunk of the tree and away fromthe dripline ofshrubs.
2. INTEGRATED PEST CONTROL MANAGEMENT
a. Weeds:
All turf grass areas shall be always kept free of weeds. Any weeds remaining upon completion of herbicide treatments shall be removed manually including the root. b. Pre-Emergent Herbicide:
Pre-emergent herbicideslabeled for use on turf shall be applied Early Spring and, in the fall, as per sample schedule in Exhibit D.
c. Broadleaf weed herbicides:
Broadleaf weed herbicides shall be applied each spring according to manufacturer’s recommendations to control weed growth.
d. Rodent Control:
The Contractor shall monitor rodent activities and control populations in the most efficacious and humane way possible. The Contractor shall notify the San Joaquin County Agricultural Commissioner’s Office and the City prior to any use of restricted materials.
e. Local and State Requirements:
See; SECTION 3 - LANDSCAPE AND TURF MAINTENANCE REQUIREMENTS, F.
INTEGRATED PEST CONTROL MANAGEMENT.
3. FERTILIZER APPLICATIONS
a. The City’s Representative shall review and approval all Fertilizer types and applications, including an annual Fertilizer Schedule.
b. Turfgrass shall be fertilized as needed to maintain a healthy, vigorously growing condition with horticulturally acceptable growth and color, as determined by the City. c. The Contractor shall be required to determine plant nutrient requirements by appropriate methods including soil and/or leaf analysis in each case fertilizers or pesticides are ineffective and poor conditions do not improve. d. The Contractor shall notify the City in writing five (5) working days prior to any fertilizer application.
e. Fertilizer notification shall include the following:
1) Location and date of the fertilizer application shall be performed. 2) Type of fertilizer along with the
3) application rate and
4) Method of application to be used.
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f. The Contractor shall immediately irrigate after each fertilizer application, unless otherwise directed by the City and not required by label. g. All fertilizer applications shall be performed with properly calibrated equipment to provide a uniform application.
h. All fertilizer shall be removed from hardscape and other non-target areas immediately following application.
i. Any damage or streaking of turf shall be repaired at no cost to the City. j. No fertilizer may enter the street or any storm watersystem.
4. TURF RENOVATIONS
a. Turf Reseeding and Restoration of Bare Areas:
The contractor shall over-seed all damaged or bare areas of turf to re- establish turf to an acceptable quality on a continual basis. This task shall be performed at no additional cost to the City.
b. Seed Establishment:
Reseeded areas shall receive supplemental water by hand or portable sprinkler as needed to establish turf. Top dress, seed and application rate shall be as approved by the City.
c. Renovation:
Renovation of damaged turf grass due to public use shall be performed 1 time per year. Parkways, medians, sports fields, and parks shall be the primary areas of service unless otherwise specified by the City Representative.
• Renovation of turf shall be performed during the period between September and May.
• Turf renovation shall consist of aeriation, vertical mowing (dethatching), seeding, sodding and fertilization.
• All ruts, holes, tree root intrusion, low areas that do not drain, settling and any condition which may be hazardous shall be corrected as part of the renovation process.
• Turf renovations shall be estimated and proposed according to unit cost pricing provided in Cost Proposal and approved by the City Representative prior to commencement of work.
• Renovations required due to Contractor neglect shall be performed at no cost to the City.
I. TREE MAINTENANCE
1. GENERAL REQUIREMENTS
All trees shall be maintained in a healthy, vigorous growing condition. All specifications are based on International Society of Arboriculture, National Arborist Association and American National Standards Institute criteria. Unless specifically accepted, all trees shall be allowed to grow in and to their natural genetic form and size. Special attention shall be given to the trees of this project. The aesthetic value of the trees in this high-profile area of the CITY OF MOUNTAIN HOUSE makes it essential that the Contractor use sound horticultural practices. a. The contractor shall employ a full-time, permanent certified arborist, as accredited by the International Society of Arboriculture. This person is responsible for ensuring that the Contractor’s crews are performing work according to CITY OF MOUNTAIN HOUSE RFP OM2506 LANDSCAPE MAINTENANCE
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specifications.
b. Trees fifteen feet (15’) or less in height within areas included in this specification shall be maintained by the Contractor.
c. All tree pruning shall be performed per ANSI 9000 standards. d. Treesshall be fully pruned once every three years, beginning with Year 1 of the contract, and as needed to address specific concerns.
e. Overview of Specifications: Any tree work performed on a CITY OF MOUNTAIN HOUSE tree must be performed according to the CITY OF MOUNTAIN HOUSE’s specifications. e. The following requirements are for use during any permitted work to be performed on CITY OF MOUNTAIN HOUSE trees:
1) Proper disposal of all tree debris generated.
2) Assuring good traffic control and minimizing disruption of the public. 3) Assuring adequate safety of employees and the public. f. The contractor shall remove broken limbs within 24 hours of notification. The Contractor shall remove limbs broken in the canopy of trees fifteen feet (15’) or less in height the same day when notified by the City.
g. The Contractor shall follow all W.A.T.C. H. requirements when working in the public right of way and when deemed appropriate by the City Representative. h. The Contractor, at times, will be contacted to remove trees/limbs/debris during inclement weather, before and after Contract hours and during normal work hours. i. There are different criteria for pruning depending on the purpose of the pruning. 1) Full Tree Pruning Specifications are used when circumstances deem the entire tree needs to be fully pruned.
2) Safety Tree Pruning Specifications require less pruning and are used when specific, possibly hazardous (dead/dying) limbs need removal to eliminate all safety concerns. Safety pruning may be recommended in some circumstances instead of complete pruning. Safety pruning specifications are used for “as needed” pruning as outlined above and address only safety concerns. Safety pruning includes only the basic requirements and does not include the fine pruning detail work outlined in a complete prune.
2. FULL TREE PRUNING SPECIFICATIONS
a. All persons performing tree work on CITY OF MOUNTAIN HOUSE treesmust be trained according to tree care standards accepted by the International Society of Arboriculture
b. All persons performing tree work on CITY OF MOUNTAIN HOUSE trees in or around primary electrical lines must be trained to do so according to the “Electrical Safety Orders” of the State of California, including all amendments and revisions. c. When tree pruning cuts are made to a side limb, such remaining limb must possess a basal thickness of at least one third (1/3) of the diameter of the wound so affected. Such cuts shall be considered proper only when such remaining limb is vigorous enough to maintain adequate foliage to produce wood growth capable of callusing the pruning cut so affected within a reasonable amount of time. d. All final tree pruning cuts shall be made in such a manner to favor the earliest possible covering of the wound by natural callus growth. Flush cuts, which produce large wounds or weaken the tree at the cut shall not be made. The branch collar shall not RFP OM2506 LANDSCAPE MAINTENANCE
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be removed.
e. Tree limbs shall be removed and controlled in such a manner as to cause no damage to other parts of the tree, or to other plants or property. f. All tools used on a tree known to contain an infectious tree disease shall be properly disinfected immediately before and after completing work on such tree. All major pest problems shall be promptly reported to the CITY OF MOUNTAIN HOUSE. g. All cutting tools and saws used in tree pruning shall be kept sharpened to result in final cuts with an unobtrusive wood surface and secure bark remaining intact. All trees, six (6) inches in diameter or less shall be pruned with hand tools only. Chain saws will not be permitted on any trees six (6) inches in diameter or less. This is to prevent any unnecessary abrasions to cambial tissue that may predispose a tree to insect and/or disease problems.
h. Whenever pruning cuts are to be made, while removing limbs too large to hold securely in one hand during the cutting operation, the limbs shall be cut off first, one (1) to two (2) feet beyond the intended final cut. Then the final cut shall be made in a manner to prevent unnecessary tearing back - of the bark and wood. Such a cutting back shall not include the removal of any live, healthy limbs more than six (6) inches in diameter without prior approval from the CITY OF MOUNTAIN HOUSE. i. No more than twenty-five (25) percent of the live wood may be removed from the crown of any tree, excepting live oaks which are limited to no more than ten (10) percent. As much of the crown should be left in the tree as possible. j. Any extraneous metal, wire, rubber, or other material (i.e., stakes, ties) interfering with tree growth shall be removed when possible.
k. Any defective or weakened trees shall be reported to the CITY OF MOUNTAINHOUSE.
Specifically, any structural weakness of a tree, decayed trunk, or branches, shall be reported in writing, noting the location of the tree by street address and a description of the hazard found in the tree.
l. Beneficial animal or bird nests or nesting cavities shall be preserved and protected whenever feasible, unless doing so creates a hazard.
m. Over street clearance shall be kept to a minimum of sixteen (16) feet above the paved surface of the street, fifteen (15) feet above the curb and eight (8) feet above the surface of a public sidewalk or pedestrian way. Exceptions are allowed
for young trees, which would be irreparably damaged by such pruning action. n. Remove all dead and dying branches and branch stubs that are one half (1/2) inch diameter or larger.
o. Remove all broken or loose branches.
p. Remove any live branches that interfere with the tree’s structural strength and healthful development, which will include the following:
1) Branches, which rub and abrade a more important branch. 2) Branches of weak structure, which are not important to the framework of the tree.
3) Branches, which if allowed to grow, would wedge apart the junction of more important branches.
4) Branches thar form multiple leaders in a single leader type tree. 5) Branches near the end of a limb, which will produce more weight or offer more resistance to wind than the limbs are likely to support. 6) Selective removal of undesirable sucker and sprout growth paying specific RFP OM2506 LANDSCAPE MAINTENANCE
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attention not to nick or damage the sprout “burl.”
7) Selective removal of one or more developing leaders where multiple branch growth exists near the end of broken or stubbed limbs.
8) Selective removal of limbs obstructing buildings or other structures or traffic signs. Generally, limbs closer than - five (5) feet to a building or other structure should be removed unless doing so would severely damage a tree. 9) Removal of branches, which project too far outward beyond an otherwise symmetrical form.
q. Cut back ends of branches and reduce weight where excessive overburden appears likely to result in breakage of supporting limbs.
r. Clear trees of sprout or sucker growth within eight (8) feet above ground level.
Exceptions are allowed for young trees, which would be irreparably damaged by such pruning action.
s. Obtain a balanced appearance when viewed from the opposite side of the street immediately opposite the tree, unless authorized by the CITY OF MOUNTAIN HOUSE to do otherwise.
t. Remove all vines entwined in trees and on tree trunks. Vine tendrils shall be removed without injury to said trees.
3. SAFETY TREE PRUNING SPECIFICATIONS
a. Safety tree pruning shall consist of regular and frequent pruning that is needed between three-year cycles.
b. Safety pruning shall include all specifications located in (Section 3 – I, Tree Maintenance, 2. Full Tree Pruning Specifications) in addition to the following requirements:
1) Total removal of dead or living branches may impact on the future health, strength, and attractiveness of trees.
2) Remove any live branches that interfere with the tree’s structural strength and healthful development.
3) Remove limbs of weak structure or otherwise hazardous. 4) Removal of limbs obstructing buildings, sound walls, signs, traffic signs or other structures. Generally, limbs closer than five (5) feet to a building or other structure should be removed unless doing so would severely damage a tree.
4. UNACCEPTABLE PRUNING
a. The following procedures, or others that will result in tree decline, are not allowed (storm damage and other extenuating circumstances exempted):
b. Severe cutting back of all growing tips usually referred to as topping, pollarding or hat racking.
c. Flush cutting where a cut is made even with the surface of the trunk or limb, removing the branch collar and branch bark ridge.
d. Stub cutting where branch removal results in the base of branch removed protruding more than approximately one fourth (1/4) inch beyond the zone of branch collar and branch bark ridge.
e. Removal of a healthy main leader, for reasons other than power line clearance. f. Excessive cutting or lifting that exceeds the International Society of Arboriculture or CITY OF MOUNTAIN HOUSE standards.
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5. PUBLIC SAFETY AND COOPERATION
a. All tree work shall be conducted in a manner as to cause the least possible interference with, or annoyance to others. Pedestrian and vehicular traffic shall be allowed to pass through the work areas only under conditions of safety and with as little inconvenience and delay as possible. Unless the work area is totally barricaded or otherwise kept safe, at least one worker shallserve to always coordinate safe operations on the ground when work operations are in progress.
b. Whenever larger tree sections are being cut within a treetop which may endanger persons or property, such sections shall be secured by ropes and lowered safely to the ground in a controlled manner.
c. All fire hydrants, meter vaults, water and gas shut off valves and similar facilities must remain accessible while working. Clear passage and reduced amount of inconvenience to public traffic ways, businesses and residences shall be maintained. d. Noise levels, resulting from tree work operations, must be always kept to a minimum.
All tree maintenance operations are subject to compliance with all local Noise Restrictions. Operation of tree pieces of equipment should not take place between the hours of 9:00 pm and 7:00 am on weekdays, or between 9:00 pm Saturday and 7:00 am Monday. Emergencies are exempt from any time restrictions. e. All tree work done to CITY OF MOUNTAIN HOUSE trees must comply with all tree related safety requirements as stated in the safety standards ANSI Z133.1-1994 of the American National Standards Institute, Inc. 1430 Broadway, New York, NY 10018.
6. DAMAGE TO PUBLIC OR PRIVATE PROPERTY
a. Should any structure or property be damaged during permitted or contracted tree operations, the persons conducting the work shall immediately notify the proper owners or authorities. Repairs to property damaged by the party responsible shall be made within forty-eight (48) hours, except utility lines, which shall be repaired the same working day. Repairs to private property shall be made in accordance with the appropriate building code under permitsissued by the CITY OF MOUNTAIN HOUSE. Any damage caused by the permitted or contracted persons shall be repaired or restored by them at their expense to a condition similar or equal to that existing before such damage or injury, or they shall repair such damage in a manner acceptable to the CITY OF MOUNTAIN HOUSE. Special attention is drawn to sprinkler systems in CITY OF MOUNTAIN HOUSE parkways and the need to avoid damage or repair damage as soon as possible.
b. No permitted or CITY OF MOUNTAIN HOUSE contracted tree worker shall perform work upon private property without the approval of the City Representative and consent of the property owner.
7. SITE CLEANUP
a. The work areas shall be kept safe at all times until all operations are completed. b. Under no circumstances shall the accumulation of debris be allowed in such a manner as to result in a hazard to the public.
c. All debris from tree pruning shall be cleaned up each day before the work crew leaves the site unless permission is given by the CITY OF MOUNTAIN HOUSE to do otherwise. d. All lawn areas, parkways, streets and sidewalks shall be raked and/or blown clean, and all brush, branches, or other debris shall be removed from the site.
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e. Areas are to be left in a condition equal to or better than that which existed prior to the commencement of tree operations.
f. All cuttings, branches, wood chips and other debris shall be cleared from the site and disposed of by the Contractor.
g. Disposal expenses will be the Contractor’s responsibility. Debris, such as wood chips, shall be left on property only atthe direct and specific request of the CITY OF MOUNTAIN HOUSE.
SEE EXHIBIT D SPECIAL PROVISIONS FOR ADDITIONAL SCOPE
AND REQUIREMENTS FOR INDIVIDUAL DISTRICTS
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Exhibit A
MAINTENANCE ZONE MAPS
WEED ABATEMENT
DISTRICT
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CITY OF MOUNTAIN HOUSE 83
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ZONE 1 – MOUNTAIN HOUSE CREEK
PARK & STORMWATER CONVEYENCE SYSTEM
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MAP 1
MOUNTAIN HOUSE CREEK PARK
and
STORMWATER CONVEYANCE SYSTEM
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MAP 2
MOUNTAIN HOUSE CREEK PARK
and
STORMWATER CONVEYANCE SYSTEM
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MAP 3
MOUNTAIN HOUSE CREEK PARK
and
STORMWATER CONVEYANCE SYSTEM
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MOUNTAIN HOUSE CREEK PARK
and
STORMWATER CONVEYANCE SYSTEM
MAP 4
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MAP 5
MOUNTAIN HOUSE CREEK PARK
and
STORMWATER CONVEYANCE SYSTEM
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MOUNTAIN HOUSE CREEK PARK
and
STORMWATER CONVEYANCE SYSTEM
MAP 6
NOT INCLUDED IN INITIAL BID
AREAS TO ADD LATER
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ZONE 2 - MOUNTAIN HOUSE PARKWAY, BYRON AND
HENDERSON
Grant Line Road
Mustang Way
Byron
Henderson
Pipeline Weed Abate Area
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ZONE 3 - WATER TRANSMISSION LINE WEED ABATEMENT ZONE
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ZONE 4 - WATER TREATMENT PLANT
18045 Kelso Road
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Item Area Square Feet
1 Shrub Beds 1,086
2 Turf
3 Weed Abate
TOTAL
ZONE 5 - WESTSIDE BOOSTER STATION
22 S. Great Valley Parkway
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2085 S. Central Parkway, Mountain House,CA 95391
ZONE 6 – COLLEGE PARK TANKS
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ZONE 7 - WATER QUALITY BASINS
WATER QUALITY BASIN 3
WATER QUALITY BASINS 1 AND 2
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Item Area Square Feet
1 Shrub Beds 57,144
2 Turf
3 Weed Abate 433,981
TOTAL
ZONE 8 - WASTEWATER TREATMENT PLANT
17103 W. Bethany Road
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ZONE 9
- OLD RIVER LIFT STATION
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ZONE 10 - FUTURE AMPHITHEATER SITE
Central Community Park
Town
Hall
Parking
Lot
East Main Street
Future Amphitheater Site
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ZONE 11 - FUTURE CENTRAL PARK PHASE II AREA South Providence Street Giotto Street
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Exhibit B
SPECIAL PROVISIONS
WEED ABATEMENT DISTRICT
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CITY OF MOUNTAIN HOUSE 102
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WEED ABATEMENT AREAS SPECIAL PROVISIONS
Please refer to “Exhibit A Maps” for locations of each area requiring weed abatement. There will be specific needs for each area, so the following information is important to meet the expectation of the City of Mountain House. Several undeveloped areas that require weed abatement exist in The City, and this will remain until development occurs. Maps provided in Exhibit A highlight these areas.
List and Description of Locations:
A. Pesticide Application General Specifications
The Public Works Department of the City of Mountain House encourages the use of effective pest control measures. The contractor shall have extensive knowledge and experience developing and implementing Integrated Pest Management (IPM) Programs and shall develop, implement, and adjust an IPM program for each site the contractor is responsible for. Effective alternatives besides Roundup and similar chemicals should be considered and presented to City of Mountain House.
1. GENERAL REQUIREMENTS
a) The contractor is required to provide written Pest Control Recommendations for each product applied within the City that has an E.P.A. registration number and per DPR Regulations. b) Contractor shall submit to the City and maintain a copy on-site during any pesticide application, a Material Safety Data Sheet (MSDS) for each product as required by Labor Code Sections 6832 and 6390, General Industrial Safety Order Section 5194 and Title 8, California Administrative Code. Applicators must follow all DPR requirements for posting, personal protective equipment, label information, service container marking, required on-site information, etc., when transporting, mixing/loading, applying or equipment cleaning. c) All pesticide applications are to be under the supervision of a licensed pesticide applicator holding a QAL with the appropriate category for public and municipal landscape. Said person or company is to be currently registered to conduct a pest control business in the State of California and the County of San Joaquin.
d) Pesticide applications are to be made in strict compliance with the product label directions, restrictions, and precautions as well as with any other requirements deemed necessary by any county, state or federal regulatory agency, or the Public Works Department of the City of Mountain House.
ZONE Service Area Description Description of area Type of Pre/Post-Emergent Control 1 MH Creek - Landscaped Areas and Weed Abatement Park, Meadow, Stormwater Conveyance Selective Post & Pre-Emergent
2 Mountain House Parkway, Byron Rd., Henderson Rd. Road Sightline Clearance Short-term Pre Emergent 3 Water Transmission Line ROW Utility Corridor Sterilant Pre emergent 4 Water Treatment Plant Utility Yard / Office Sterilant & Short-term Pre Emergent 5 Westside Booster Station Utility Landscaped Post/Pre-Emergent 6 College Park Tanks Utility Yard / Landscape Post/Pre-Emergent 7 Quality Water Basins 1, 2 and 3 Utility Basin / Meadow Sterilant & Post-Emergent 8 Waste Water Treatment Plant Utility Yard / Office Sterilant & Short-term Pre Emergent 9 Old River Lift Station Utility Yard / Landscape Post/Pre-Emergent 10 (Future) Amphitheater Parcel Future Construction Short-term Pre & Post Emergent 11 (Future) Central Park II Parcel Future Construction Short-term Pre & Post Emergent RFP OM2506 LANDSCAPE MAINTENANCE
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e) Within thirty days of the award of contract, and/or prior to the actual start of work, Contractor shall supply to the City a list of all chemicals proposed to be used in the fulfillment of said contract. No “generic” chemicals shall be allowed for substitution purposes, unless approved by the City Representative in writing.
f) The most current specimen labels and Material Safety Data Sheets for all listed chemicals shall be supplied within thirty days of the award of contract, and/or prior to the actual start of work. g) Copies of both the P.C.A. recommendations and applicable Pest Control Advisor and Qualified Applicator Licenses or Qualified Applicator Certificates, shall be submitted, as well as documentation of San Joaquin County registration.
h) All above-mentioned items shall be resubmitted in January of each year the Contract is in effect. The city shall be notified in writing of any changes or deviations from the above list.
Application of deviated materials shall not be made prior to written approval by the City.
2. PEST CONTROL IN LANDSCAPED AREAS
a) Control of horticulturally damaging plant pests (insects, diseases, vertebrates, mites, etc.) shall be the responsibility of the Contractor. Contractor shall treat areas within the contract on an as needed basis with EPA registered pesticides to control insects, diseases and/or snails and slugs, as determined by the City.
b) Written recommendations by a licensed California Agricultural Pest Control Adviser are required to be submitted to the City prior to any application of pesticides. “Control” shall mean the prevention or eradication of any pest to the satisfaction of the City. c) The City may determine an acceptable level of impact by a pest and adjust the pest control program of the Contractor accordingly.
d) Proper cultural practices shall be a part of the Contractor’s pest control program. Failure to prevent, treat, or manage any pest infestation that results in loss of plant material or create a risk to public health and safety may be remedied by the City at Contractor’s expense in the form of a reduction in payment.
e) Contractor shall Post notices at prior to pesticide applications when required. Contractor shall supervise the site for the duration of any required re-entry interval or until product is dry, whichever is greater. Posting materials, locations and verbiage shall be approved by the City in advance.
3. PRE-EMERGENT AND POST-EMERGENT
a) Apply pre-emergent and post-emergent weed control to all ground cover and shrub beds per the maximum allowable rate per the manufacturer’s label. b) Contractor may apply pre-emergent herbicide on a more frequent interval to manage weed populations at an acceptable level at no additional cost to the City. c) Non-irrigated landscape shall have pre-emergent applied after November 1st so that seasonal rain will water it in.
d) Pre‐emergent chemical applications will include a broad‐spectrum combination of pre‐ emergent herbicides to maximize the prevention of growth of broadleaf weeds and grasses. e) Post‐emergent chemical applications will include a systemic style weed killer. f)
4. MATERIALS
a) All pesticide including but not limited to insecticides, miticides, rodenticides, herbicides, fungicides, etc. in addition to fertilizers necessary to meet the specifications of this contract RFP OM2506 LANDSCAPE MAINTENANCE
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shall be supplied by the Contractor.
b) Costs for all pesticide including but not limited to insecticides, miticides, rodenticides, herbicides, fungicides, etc. in addition to fertilizers necessary to meet the specifications of this contract shall be borne by the Contractor.
c) All materials used shall either conform to these specifications or shall be acceptable and approved by the Authorized CITY OF MOUNTAIN HOUSE Representative. d) The Contractor shall submit in duplicate for the Authorized CITY OF MOUNTAIN HOUSE Representative's approval, all materials proposed to be used for the work. This list shall include but not be limited to material safety data sheets and chemical analysis, registered usage, toxicological data, and any other pertinent data provided by the manufacturer of the material.
Notification of changes in the list shall be in writing prior to using the new product. e) The Contractor must comply with all federal, state, and local laws and regulations governing use of all agricultural chemicals. Also, the Contractor shall follow all pertinent OSHA and CAL OSHA regulations regarding worker safety.
f) All materials shall be in strict accordance with and applied within the standards set forth in the EPA regulations and the California Food and Agricultural Code. g) Weed, pest and disease control measures requiring materials registered as restricted by the Director of Agriculture for the State of California shall require a written recommendation by a licensed California Agricultural Pest Control Advisor and application by a licensed California Pest Control Operator.
5. HANDLING AND APPLICATION
a) Timing: Pesticides shall be applied at times, which limit the possibility of contamination from climatic and other factors. Early morning application shall be made, when possible, to avoid contamination from drifting. (since Mountain House has high winds, they need to try to do this when wind speeds are forecasted to be low) Applicator shall monitor forecast weather conditions to avoid making application prior to inclement weather to eliminate potential runoff from treated areas. Irrigation water applied after treatment shall be reduced to eliminate runoff. When water is required to increase pesticide efficiency, it shall be applied only in quantities of which each area can receive without excessive runoff. b) Handling of Pesticides: Care shall be taken in transferring and mixing pesticides to prevent contaminating areas outside the target area. Application methods shall be used to ensure that materials are confined to the target area. Spray tanks containing leftover materials shall not be drained on the site to prevent contamination. Disposal of pesticides and tank rinsing materials shall be within the guidelines established in the California Food and Agricultural code or EPA regulations.
c) Equipment and Methods: Spray equipment shall be in good operating condition, quality, and design to efficiently apply material to the target area. Drift will be minimized by avoiding highpressure application and using water-soluble drift agents. d) Sound Control: The Contractor shall comply with all local sound control and noise level rules, regulations and ordinances that apply to any work performed under these specifications. e) While performing work prior to 7:00 AM or after 7:00 PM the Contractor's workforce shall not operate motorized equipment and shall make every effort to keep voice communication, equipment noise, and all other sound to a minimum.
f) Each internal combustion engine used for any purpose on the job or related to the job shall be equipped with a muffler of the type recommended by the manufacturer of such equipment.
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6. REPORTING REQUIREMENTS
a) Contractor shall be responsible for the filing of all required records and reports, including but not limited to Notice of Intent to Apply, and Pesticide Use Reports, as specified by all county, state and federal agencies.
b) Contractor shall record and maintain accurate records of all pesticide applications. Records must include date, time of day, location, type of chemical, quantity chemical, method of application, and environmental data.
c) Copies of all records and reports shall be submitted to the City and Agricultural Commissioner monthly. A copy of this report shall also be submitted to the City by the tenth of each month. d) Site shall be monitored for pests on a continual basis. Upon discovery, a report shall be submitted to the City. This report shall include the site number, date, identification, extent, and location of pest problems, record of previous control measures, name of inspecting personnel, and proposed control measures if deemed necessary. e) The City shall be notified verbally within 48 hours and in writing within 5 working days of the discovery of any new pest problems previously unreported and observed by the Contractor. f) A five working day notice (in writing) shall be given to the City prior to any pesticide application other than systemic post weed control or pre-emergent weed control. Notice shall include name of chemical, area to be treated, rate of chemical, method of application, date and time of day application is to be performed.
g) The City must give written consent prior to application of any Category I, or restricted use, pesticide.
B. WEED ABATEMENT SCOPE OF WORK
1. MECHANICAL WEED REMOVAL
a) A flail type‐cutting unit or a rotary cutting unit pulled by tractor may be utilized. Smaller walk‐
b) behind equipment or handheld string trimmersshall be utilized forinaccessible and tight areas. c) Non‐landscaped areas shall be maintained in a state of bare ground as closely as possible.
Control of green weed growth shall be held to a maximum height of six (6”) inches. All weed growth greater than six (6”) inches in height shall be removed mechanically. d) All areas must be inspected weekly and trash, litter and debris within non‐landscape areas shall be removed by the Contractor as it is encountered for general site cleanliness. e) The Contractor shall be held responsible for the preservation of all public and private property along and adjacent to the work area and shall be required to exercise due caution to prevent any damage or injury, thereto, as a consequence of his/her operation. f) All fences, warning signals, street signs, walks, walls, structures, or other property shall be adequately protected and should not be removed or disturbed without permission from the District. Any damage to CITY property caused by the Contractor's neglect shall be corrected and paid for by the Contractor at no cost to the CITY. If Contractor fails to correct damages within forty‐eight (48) hours, the CITY may arrange to have the damages corrected and bill Contractor.
2. HERBICIDE APPLICATIONS
a) The Contractor will be required to apply pre‐emergent annually, and as needed no earlier than November 1st to be watered in with seasonal rains.
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b) The Contractor shall provide an annual report to the City Representative by October 1, including each Zone listed in Exhibit C.1 with the dates, rates, and materials intended for each area.
c) The Contractor shall notify the City Representative one week in advance of each herbicide application.
d) Applications of Pre‐Emergent and Post‐Emergent herbicides may be combined for use in city right of ways, pipeline utility corridors and certain areas within utility yards to maintain a weed-free bare ground condition.
e) The Contractor shall touch-up a pre‐emergent application to areas previously treated areas if weeds continue to grow.
f) Post‐emergent shall be applied to any remaining weeds that may appear between mowings to maintain grounds in a weed‐free, bare condition.
3. CREEK AND STORM CONVEYANCE AREA WEED ABATEMENT
a) All requirements and conditions identified in Section 3 – Landscape and Turf Scope of Work shall apply to small picnic areas located throughout the Creek corridor. b) The Contractor shall maintain a 5-foot weed free buffer along trails and walkways within all native meadow areas, including existing native shrubs or trees. Preemergent weed herbicide treatments are REQUIRED.
c) A flail type‐cutting unit or a rotary brush‐cutting unit pulled by tractor may be utilized.
Smaller walk‐behind equipment or handheld string trimmers shall be utilized for inaccessible and tight areas.
d) Remove volunteer shrubs, trees, or any invasive plants not in the original plant pallet of the Cree Park design.
e) Remove and dispose of all litter, trash, or debris daily and prior to all weed abatements. f) All areas within the Stormwater Conveyance Zone shall be maintained to control green weed growth to a maximum height 24”, and brown and/or dead weed growth to a height of < 6”. g) Smaller walk‐behind equipment or handheld string trimmers shall be utilized for all. h) areas within the Stormwater Conveyance System.
i) Contractor is required to apply selective herbicides to Eradicate California Noxious Weeds that include but are not limited to; Thistle, mallow, mustard, and pampas grass, etc. j) Contractor shall remove volunteer shrubs, trees, or any invasive plants within the Stormwater Conveyance Zone.
k) Remove and dispose of all litter, trash, or debris daily and prior to all weed abatements.
4. STORMWATER CONVEYANCE AREA
The Stormwater Conveyance Zone (SCZ) consists of stormwater treatment facilities (Dry and Wet Ponds), also referred to as BMPs (Best Management Practices) for storm water runoff. These areas also include portions of the creek corridor surrounding each SCZ stormwater basin. The SCZ includes storm drain outfalls, berms, and shorelines. The SCZ is not contiguous, but occurs as numerous sections, each containing one or more stormwater basin. The Stormwater Conveyance Zone shall be maintained per the guidelines within this specification and the Mountain House Creek Operations and Maintenance Manual attached to this Exhibit.
a) Contractor shall be responsible to implement specific Best Management Practices (BMPs) as outlined in the current National Pollutant Discharge Elimination System (NPDES) Municipal Separate Storm Sewer System (MS4) Permit issued by the Regional Water Quality RFP OM2506 LANDSCAPE MAINTENANCE
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Control Board, and as further amended.
b) Contractor shall self‐certify that all employees have been trained on BMPs related to this contract and provide certification documentation annually to the CITY. c) The CITY is responsible for maintaining all State and Federal permits and agreements for stormwater conveyance, maintenance, and construction activities within riparian areas and WoUS.
d) The Contractor shall comply with all applicable laws of the State of California, and any political subdivision of such state, including without limitation the County of San Joaquin, and the City of Mountain House for all maintenance activities within the Creek corridor. e) Contractor shall attain copies of all permits from the CITY prior to the commencement of work and have them present at all times during the performance of all maintenance activities.
f) Maintenance activities on the pond side of the berm shall be allowed and any restrictions on equipment access are followed, as long as a CDFW streambed alteration permit is present with on‐site staff. Bird nesting season restrictions on maintenance activities may apply, depending on the details of the streambed alteration agreement. It is the responsibility of the contractor to read and comply with all requirements.
5. LIMITS OF THE STORMWATER CONVEYANCE ZONE
a) The SCZ begins from the Park Limit (continuing towards the waters of the US) to the berm that separates each dry and wet pond from the waters of the US (WOUS). b) The berms facing the creek side include areas within WOUS. This is distinguished from the ordinary high-water mark along the creek side of the berm down to the centerline of the creek. This area is not included in the maintenance scope.
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Operations and Maintenance
Manual
Mountain House Creek
Mountain House, CA
November 2017
(Previousrevised draft November 2015- PACE) (Previous
draft February 2013-PACE)
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Acknowledgements:
This document was prepared in cooperation with Pacific Advanced Civil Engineering Inc., Robertson-Bryan Inc., and Madrone Ecological Consulting.
Contact Persons:
Ron Rovansek
Pacific Advanced Civil Engineering, Inc.
17520 Newhope Street, Suite 200 Fountain
Valley, CA 92708
714-481-7300
Keith Whitener
Robertson-Bryan Inc.
9888 Kent Street
Elk Grove, CA 95624
916-714-1801
Ginger Fodge
Madrone Ecological Consulting, LLC 2617
K Street, Suite 175
Sacramento, CA 95816
916-822-3230
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Contents
1. Introduction............................................................................................................................................... 5
1.1 Mountain House Creek Corridor Zones............................................................................................ 5
1.1.1 Park Area.................................................................................................................................. 5
1.1.2 BMP Zone................................................................................................................................. 5
1.1.3 Waters of the United States...................................................................................................... 5
1.2 History of Mountain House Creek .................................................................................................... 6
2. Jurisdiction and Regulations...................................................................................................................... 7
2.1 Section 404 of the Clean Water Act.................................................................................................. 7
2.1.1 Limits of USACE Jurisdiction ................................................................................................. 7
2.1.2 Work Requiring a 404 Permit.................................................................................................. 7
2.1.2.1 Nationwide Permits................................................................................................................... 7
2.1.2.2 General Permits......................................................................................................................... 8
2.1.3 Activities Not Requiring a 404 Permit ..................................................................................... 8
2.2 Section 401 of the Clean Water Act.................................................................................................. 9
2.3 Section 1600 of the California Fish and Game Code ........................................................................ 9
3. Work Areas and Work Seasons............................................................................................................... 10
3.1 Limits of Maintenance and Jurisdictional Areas............................................................................. 10
3.2 Seasonal Restrictions on Work........................................................................................................ 10
3.2.1 Routine Work Season............................................................................................................. 10
4. Stormwater BMP Maintenance ............................................................................................................... 11
4.1 Introduction..................................................................................................................................... 11
4.2 Dry Detention Basins...................................................................................................................... 11
4.2.1 Description of Dry BMPs....................................................................................................... 11
4.2.2 Hidden Elements.................................................................................................................... 12
4.2.3 Dry BMP Maintenance Activities and Schedule ................................................................... 12
4.2.4 Dry BMP Routine Maintenance ............................................................................................ 13
4.2.5 Dry BMP Vegetation Management........................................................................................ 14
4.2.6 Dry BMP Troubleshooting..................................................................................................... 15
4.3 Wet Pond BMPs.............................................................................................................................. 16
4.3.1 Wet BMP Description............................................................................................................. 16
4.3.2 Wet BMP Maintenance Activities and Schedule................................................................... 16
4.3.3 Wet BMP Routine Maintenance ............................................................................................ 17 RFP OM2506 LANDSCAPE MAINTENANCE
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4.3.4 Wet Pond Vegetation Management ....................................................................................... 18
4.3.5 Troubleshooting...................................................................................................................... 19
4.3.6 Native Seed Mix...................................................................................................................... 19
5. Maintenance within Waters of the United States (WOUS)..................................................................... 20
5.1 Maintenance Activities and Schedule.............................................................................................. 20
5.2 Overview......................................................................................................................................... 20
5.3 Routine Maintenance....................................................................................................................... 20
5.3.1 Vegetation............................................................................................................................... 21
5.3.2 Invasive Vegetation ................................................................................................................ 21
5.3.3 Removal of Trash and Debris................................................................................................ 21
5.3.4 Woody Vegetation Control..................................................................................................... 21
5.3.5 Control of Beavers and Beaver Damage ............................................................................... 21 RFP OM2506 LANDSCAPE MAINTENANCE
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1. Introduction
1.1Mountain House Creek Corridor Zones
Mountain House Creek flows approximately 3 miles through the town of Mountain House, California in a manufactured corridor bordered by the town of Mountain House on both sides of the corridor.
The creek corridor includes three maintenance zones, each with distinct maintenance procedures and regulatory requirements. The three zones are:
1.1.1 Park Area
The Park Area is the portion of the creek corridor that is typically farthest from the creek and includes a variety of park amenities such as walking paths, sitting areas, picnic tables, and landscaped spaces.
The Park Area is not subject to regulations related to WOUS or any Streambed Alteration Agreements entered into by the California Department of Fish and Wildlife (CDFW) and MHCSD. The Park Area should be maintained per the guidelines in the current Mountain House Landscape Maintenance Guidelines. On Figure 3, the Park Area consists of all areas not shown as BMP Zone or WOUS.
1.1.2 BMP Zone
The BMP Zone consists of stormwater treatment facilities, or BMPs, and a portion of the creek corridor surrounding each BMP. The BMP Zone includes storm drain outfalls, berms, and shorelines as shown in Figure 3. The BMP Zone is not contiguous, but occurs as numerous sections, each containing one or more BMP. The BMP Zone is maintained per the guidelines in this manual.
Although the BMP Zone contains some BMPs that hold water and may appear similar to the WOUS, these features would not be considered WOUS and therefore would not be subject to restrictions on maintenance activities described herein for WOUS. However, work in the BMP Zone may require a Streambed Alteration Agreement if it could impact Mountain House Creek and/or fish and wildlife resources.
1.1.3 Waters of the United States
WOUS is a term used to describe areas subject to regulation under Section 404 of the Clean Water Act. A Section 404 Permit (404 Permit) from the U.S. Army Corps of Engineers (USACE) is required prior to the discharge of dredged or fill material into waters of the U.S. Per 40 CFR 230.3(s) the term WOUS means:
1. All waters which are currently used, or were used in the past, or may be susceptible to use in interstate or foreign commerce, including all waters which are subject to the ebb and flow of the tide.
2. All interstate waters including interstate wetlands.
3. All other waters such as intrastate lakes, rivers, streams (including intermittent streams), mudflats, sandflats, wetlands, sloughs, prairie potholes, wet meadows, playa lakes, or natural ponds, the use, degradation, or destruction of which could affect interstate or foreign commerce including any such waters:
a. Which are or could be used by interstate or foreign travelers for recreational or other purposes; or
b. From which fish or shellfish are or could be taken and sold in interstate or foreign commerce; or
c. Which are used or could be used for industrial purposes by industries in interstate commerce.
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4. All impoundments of waters otherwise defined as waters of the United States under this definition.
5. Tributaries of waters identified in paragraphs (s)(1) through (4) of this section.
6. The territorial sea.
7. Wetlands adjacent to waters (other than waters that are themselves wetlands) identified in paragraphs (s)(1) through (6) of this section; waste treatment systems, including treatment ponds or lagoons designed to meet the requirements of CWA (other than cooling ponds as defined in 40 CFR 423.11(m) which also meet the criteria of this definition) are not waters of the United States.
Although the Mountain House Creek corridor is manufactured, the WOUS zone within the creek is subject to USACE 404 Permit regulations in the same way a fully natural creek would be. During flood conditions in the creek, typically a flood larger than a 5-year to 10-year event, water from the WOUS will inundate portions of the BMP Zone and Park Area. This is consistent with the design of the creek corridor and does not change the limits of USACE jurisdiction. This manual describes activities that may be conducted within WOUS and identifies activities that require agency authorization prior to the start of work.
1.2 History of Mountain House Creek
Mountain House Creek conveys runoff from a watershed that lies beyond the limits of the town of Mountain House and from the town of Mountain House to the creek outfall at Old River (Figure 1).
In addition to occasional flows created by stormwater runoff, additional agricultural runoff generated upstream of the creek channel and urban runoff is conveyed by the creek and comprises the majority of summer flow in the creek.
Mountain House Creek, within the limits of the town of Mountain House, is a completely manufactured feature. Prior to construction of the existing facility in 2006, Mountain House Creek was an agricultural ditch that had been extensively modified by farming. The existing facility, including the creek, BMPs, and the entire creek corridor, was constructed to convey stormwater and flood flows, provide mitigation for loss of wetlands caused by construction of the town, and provide a park and other amenities.
The creek receives stormwater runoff from a significant part of the town of Mountain House and from the adjacent campus of San Joaquin Delta Community College. For much of the town of Mountain House, stormwater is collected from streets by curbs and gutters and enters the storm drain system through catch basins. Each of these catch basins is equipped with a catch basin insert device that filters the stormwater passing from the street into the drain. The insert removes particulates, trash, and natural debris such as leaves and sticks. The stormwater then flows in storm drainpipes to a BMP located along the creek. Figure 1 shows the locations of BMPs and the watershed that provides stormwater runoff to each BMP.
Stormwater in the storm drains flows toward the creek and outfalls into a stormwater BMP within the creek corridor. As shown in Figure 1, runoff from each sub-watershed within the town of Mountain House is delivered by the storm drains to a dedicated BMP that is sized to provide adequate detention to meet the regulations in force at the time the creek was constructed (see Section 2). Water that enters the BMPs is retained, in the case of small flows, or temporarily detained in the BMP then discharged to the creek in the case of larger flows. There are two styles of BMP within the creek corridor; wet BMPs are ponds that permanently hold water, while dry BMPs hold water only following rainfall event.
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2. Jurisdiction and Regulations
2.1 Section 404 of the Clean Water Act
2.1.1 Limits of USACE Jurisdiction
Section 404 of the Clean Water Act (CWA) regulates the placement of dredged or fill material into Waters of the U.S., as defined in Section 1 above. For purposes of Section 404 of the CWA, the lateral limits of jurisdiction over non-tidal waterbodies extend to the ordinary high-water mark (OHWM), in the absence of adjacent wetlands. When adjacent wetlands are present, CWA jurisdiction extends beyond the OHWM to the limits of the adjacent wetlands.
Corps regulations define the term “ordinary high-water mark” for purposes of the CWA lateral jurisdiction at 33 CFR 328.3(e), which states:
“The term ordinary high water mark means that line on the shore established by the fluctuations of water and indicated by physical characteristics such as a clear, natural line impressed on the bank, shelving, changes in the character of soil, destruction of terrestrial vegetation, the presence of litter and debris, or other appropriate means that consider the characteristics of the surrounding areas.”
Where physical characteristics are not evident or unreliable, the USACE may utilize other methods to determine OHWM, including lake and stream gauge data, elevation data, spillway height, flood predictions, historic records of water flow, and statistical evidence.
2.1.2 Work Requiring a 404 Permit
Work within WOUS that includes placement of fill in WOUS below the OHWM or within adjacent wetlands requires a 404 Permit from the USACE. Typical maintenance activities within Mountain House Creek require a 404 Permit include:
• Grading or recontouring the bank of Mountain House Creek below the OHWM. • Vegetation or debris removal (including beaver dams) conducted by heavy equipment, where the soil is displaced and redeposited below the OHWM. • Installation of riprap or construction of concrete structures below the OHWM. • Temporary fills below the OHWM, including cofferdams, necessary for construction access and activities and for dewatering construction sites; and • Temporary sidecasting of excavated soil, sand, or gravel below the OHWM
2.1.2.1 Nationwide Permits
The type of 404 Permitrequired depends on the type of activity and the acreage of impact to the WOUS.
To facilitate common types of work that have minimal individual and cumulative impacts, numerous Nationwide Permits (NWPs) have been adopted by the USACE. The NWPs are issued and reissued every five years; the current set of NWPs went into effect on March 19, 2017, and will expire on March 18, 2022. The NWPs include general conditions that must be met in order for the NWP to be valid. In addition, each USACE district adopts Regional Conditions for each set of NWPs. • Appendix A includes copies of current NWPs that could be utilized for various maintenance activities in Mountain House Creek.
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• Appendix B contains a copy of the current USACE Sacramento District Regional Conditions for the NWPs. As the NWPs expire and are replaced with a new set of NWPs, this document should be amended to replace the expired NWPs and Regional Conditions with current versions.
Depending on the NWP being used to authorize the proposed work, a Pre-Construction Notification (PCN) to the USACE may be required. Some NWPs always require a PCN, while other NWPs require a PCN only for certain circumstances, such as exceeding a certain acreage of loss of WOUS or impacting a special aquatic site, such as a wetland. In addition, the USACE district’s Regional Conditions may require a PCN for certain NWPs, when impacting certain types of WOUS such as vernal pools, or when working in particular geographic regions.
If federally listed species may be affected by the proposed work, or if cultural resources are identified within the project area, a PCN must be submitted to the USACE so that they may conduct the required consultation under Section 7 of the Endangered Species Act and Section 106 of the National Historic Preservation Act. This is required even if the NWP being utilized does not otherwise require a PCN.
When a PCN is required, work in WOUS may not proceed until the USACE issues a letter verifying the use of the NWP, or if 45 days have passed since the USACE received a complete PCN, and consultation under Section 7 of the Endangered Species Act and coordination under Section 106 of the National Historic Preservation Act was not required. The USACE may add Special Conditions to the NWP authorization.
2.1.2.2 General Permits
Individual USACE districts may also adopt Regional General Permits (RGP) or Programmatic General Permits (PGP) for activities within their district that have minimal individual and cumulative impactsto WOUS.RGPs are adopted for one or more activities within a defined geographic area within the USACE district, while PGPs are founded on an existing local, state, or other Federal program in order to avoid duplication of that program.
There is currently a USACE Sacramento District RGP for emergency actions requiring the discharge of dredged or fill material into WOUS, which is provided in Appendix C. The RGP requires notification to the USACE and has restrictions regarding the timing of the work. This RGP expires on December 31, 2019; if this RGP isrenewed this report should be appended to include an updated copy of the RGP.
2.1.3 Activities Not Requiring a 404 Permit
The CWA defines several activities that are exempt from the requirements of the Act. In section 404(f), among other exemptions, the CWA lists the activities below among activities that do not require a CWA Section 404 permit:
Dredging or fill “for the purpose of maintenance, including emergency reconstruction of recently damaged parts, of currently serviceable structures such as dikes, dams, levees, groins, riprap, breakwaters, causeways, and bridge abutments or approaches, and transportation structures” are exempt from the requirements of section 404, with
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the exception that “Any discharge of dredged or fill material into the navigable waters incidental to any activity having as its purpose bringing an area of the navigable waters into a use to which it was not previously subject, where the flow or circulation of navigable waters may be impaired or the reach of such waters be reduced, shall be required to have a permit under this section.” In addition, the emergency reconstruction must occur within a reasonable period of time after the damage occurs in order to qualify for the exemption. Activities not qualifying for this exemption may be authorized under an NWP or RGP.
In addition to the exemption listed above, some maintenance activities occurring below the OHWM of Mountain House Creek would not require a CWA Section 404 permit, including:
• Hand or mechanical removal of vegetation where the soil is not disturbed and redeposited below the OHWM.
• Sediment or debris removal involving excavation only; the excavated material must be completely removed from the creek and cannot be temporarily sidecast below the OHWM.
2.2 Section 401 of the Clean Water Act
Any activity that requires a CWA Section 404 Permit also requires Section 401 Certification (Water Quality Certification), or waiver thereof, from the appropriate Regional Water Quality Control Board, or in some cases, from the State Water Resources Control Board (SWRCB). The SWRCB has issued 401 Certification, with conditions, for 14 of the current NWPs and has denied 401 Certification for 38 of the current NWPs. For all NWPs that have been denied, an individual 401 Certification must be obtained.
Appendix A includes notation of whether the NWPs have received 401 Certification or if individual 401 Certification is required.
2.3 Section 1600 of the California Fish and Game Code
Section 1600 of the California Fish and Game Code requires that project proponents obtain a Streambed Alteration Agreement (1602 Agreement) for projects affecting the bed or bank of a lake, stream, or river, as well as adjacent riparian vegetation. This program is administered by the California Department of Fish and Wildlife (CDFW). Currently there is no defined physical limit to CDFW jurisdiction the way there is for USACE jurisdiction over WOUS, and CDFW has recently required a 1602 Agreement for a wider range of activities than they have previously. It is prudent to submit a Notification of Lake or Streambed Alteration (Notification) for any activity involving physical alteration of a creek channel or adjacent wildlife habitat, as well as activities involving diversion of water from or addition of water to a creek.
For the Mountain House Creek corridor, it is assumed that a 1602 Agreement would be needed for activities affecting either the WOUS or the BMP zones of the creek corridor. The developed parks and associated landscaped areas are not likely to be subject to 1602 Agreement requirements. After submission of a Notification CDFW may determine that certain activities do not require a 1602 Agreement and may also include conditions in the 1602 Agreement that restrict the work period, require pre-construction species surveys, and require notification before and upon completion of construction activities.
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Programmatic 1602 Agreements can be developed for ongoing, frequent maintenance activities. These Agreements can be issued for a multi-year period, eliminating the need for multiple Notifications.
3. Work Areas and Work Seasons
3.1 Limits of Maintenance and Jurisdictional Areas
The Mountain House Creek corridor includes WOUS that must be treated like any natural creek and are subject to limitations on maintenance and disturbance. In addition, the corridor includes stormwater BMP Zones that can be maintained at the discretion of the MHCSD, as long as a CDFW streambed alteration agreement is in place. The limits of WOUS and the BMP Zone are shown on Figure 3. Any area not designated as WOUS or BMP Zone is considered part of the Park Area and should be maintained per current MHCSD Landscape Maintenance Guidelines.
In general, the limits of the BMP Zone are located at the berm that separates each BMP from the WOUS. This berm is shown in the BMP cross sections of Figure 2 and plans provided in Appendix
3. On the creek side, the berm is within WOUS up to the OHWM and work below the OHWM (that is not exempt from permit requirements) would trigger a 404 Permit. On the BMP side of the berm, all maintenance activities are allowed, as long as a CDFW streambed alteration agreement is in place, and there are no restrictions on equipment access. Bird nesting season restrictions on maintenance activities may apply, depending on the details of the streambed alteration agreement.
Within WOUS, maintenance activities are allowed as defined in Section 5. Routine maintenance of culverts, bridges, and storm drain outfalls, including the outfalls from the stormwater BMPs, is allowed with a streambed alteration agreement in place. Sediment and trash removed from the creek channel should be deposited outside of the WOUS, which generally requires sediment be deposited on the upland side of the BMPs, as opposed to the creek side, or removed from the area for disposal.
Additional restrictions on work in the BMP zone may be defined by the Streambed Alteration Agreement to be obtained from CDFW.
3.2 Seasonal Restrictions on Work
Work within the WOUS and BMP Zones should be restricted to the Routine Work Season where possible as described below; however, as described above, work may also be limited by terms and conditions of the Streambed Alteration Agreement. Emergency work needed to protect public safety can be completed at any time, with procedures defined below. For purposes of this section, “Work’ does not include activities such as inspections, surveying, or other similar activities.
3.2.1 Routine Work Season
Routine work season runs from September 1 through November 15 of each year. This window avoids bird nesting season and the winter rainy season.
Key dates that apply to a wide range of maintenance activities include:
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- Bird Nesting Season typically is assumed to run from February 15 through September 1 of each year. During Bird Nesting Season, pre-construction nesting surveys should be conducted by a qualified biologist within 15 days of work that could potentially disturb nesting activities. Such activities would include:
• Cutting of brush or trees
• Mowing of brush or tall grass
• Debris or beaver dam removal involving heavy equipment. • Repair of BMP berms
• Clearing and maintenance of storm drain outfalls.
If active nests are identified, work should not commence until an avoidance and monitoring plan is developed by a qualified biologist and approved by CDFW. Upon approval by CDFW, work may continue once appropriate setbacks from active nests are established and monitoring is conducted to ensure that the birds are not disturbed by the work.
- Winter Rainy Season typically is assumed to extend from November 15 until April
15. • Earth movement and excavation should not be conducted during winter rainy season except for emergency repairs.
4. Stormwater BMP Maintenance
4.1 Introduction
This section described maintenance procedures for the BMP Zone as shown in Figure 3. Stormwater Best Management Practices (BMPs) covered in this section include dry detention basins and wet pond BMPs. The two BMP types differ in the persistence of standing water in the BMPs, the types of vegetation that is intended to grow in the basin, and the types of outlet structures. The limits of the BMP zone around each BMP or other facility are shown on Figure.
3. All activities completed in the BMP zone other than inspections, including those in both the dry and wet detention basins, require a 1602 Agreement to be in place and needs to be further discussed with CDFW prior to completion. The terms of the agreement could contain rules that supersede this manual.
4.2 Dry Detention Basins
4.2.1 Description of Dry BMPs
Several of the stormwater BMPs within the creek are typically dry (i.e., do not contain standing water) except in the several days following significant rainfall. These dry detention basins consist of a dry pond with outlets consisting of a perforated outlet buried in a subsurface gravel basin and an overflow weir. Dry detention basins include a buried gravel subsurface basin (sub-basin) intended to capture dry weather discharges. The gravel sub- basin provides treatment, allowsinfiltration, and prevents the accumulation of shallow, semi- permanent water on the surface that could support mosquito reproduction. As water moves slowly through the gravel media, microbes living as a biological film on the gravel provide water treatment by removing and converting pollutants. The gravel sub-basin is designed to stay partially filled with water under typical conditions. As water enters the BMP during typical, low flow conditions, the water will enter the gravel sub-basin. Water will accumulate in the gravel and a perforated pipe located near the bottom of the gravel layer will ensure that water can flow freely through the gravel rather than accumulate in only one part of the sub-basin. Clogging of the gravel is a common problem basins, and the perforated pipe is designed to bypass any clogged sections of gravel that might impede water movement. As water accumulates in the gravel it can RFP OM2506 LANDSCAPE MAINTENANCE
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infiltrate into the soil or be absorbed by plant roots, which will help reduce dry weather flows in the creek. If water accumulates to a depth near the gravel surface, any additional water will enter the perforated discharge pipe located near the gravel surface, and flow to the creek. The perforated outfall pipe is intended to prevent any surface water accumulation in the basin and also serves as the outfall for stormwater detained during a rain event. When stormwater is detained in the basin as a pool following a significant rain event, the water will infiltrate through the upper portion of the gravel sub-basin, enter the perforated outlet pipe, and be discharged to the creek.
Outfalls from the dry detention basins include a perforated pipe outfall from the gravel sub- basin and an overflow weir to discharge water in excess of the design treatment volume. Stormwater BMPs are designed to capture a modest volume of flow representing a typical design storm. Large flows will overfill the basin resulting in flow over an outfall weir, or low portion of the berm separating the BMP from the creek. The weirs are vegetated and Enkamat geotextile is installed just below the ground surface of the weir and a portion of the adjacent creek edge as shown in the plan for each BMP. Plans are provided in Appendix 3.
The perforated outlet pipe in the gravel sub-basin extends from the gravel bed through the soil berm and into the creek, where its outfalls.
Dry detention basin BMPs are constructed of native soil without soil amendments. The design intent is to allow infiltration of stormwater. The gravel sub-basins are lined with a permeable geotextile to separate the gravel from the soil below but otherwise are unlined.
4.2.2 Hidden Elements
Dry detention basins include several features that are not typically exposed to view. Hidden elements include the gravel sub-basin, two buried perforated pipes within the sub-basin, and Enkamat geotextile buried just below the soil surface in several locations. The gravel sub- basins are described above.
During typical operation of the BMP the gravel may be obscured by vegetation or debris. At the weir outlet, pyramat geotextile has been placed in the soil to prevent erosion. This geotextile is typically hidden within the top several inches of soil, although it may be exposed in some locations or more deeply buried if sediment deposition has occurred. Disturbance to the geotextile should be avoided. If excavation is required, the geotextile may be cut, peeled back to allow excavation, and then replaced when the excavation has been refilled. Cut edges of the geotextile should be anchored using wire anchors. Alternately, sections of the geotextile that are damaged by maintenance activities can be replaced with new geotextile that overlaps the old by at least one foot on each edge. The new geotextile is then anchored through the old and the soil cover is replaced over the new geotextile.
4.2.3 Dry BMP Maintenance Activities and Schedule
- Inspect twice annually - prior to or during the Routine Work Season (September 1 through November 15) and after rainy Season (April)
- All work listed below is to occur during the Routine Work Season annually, except as noted.
- Any work outside of Routine Work Season and during Bird Nesting Season (see dates in Section 3) should be preceded by a nesting survey conducted by a qualified.
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biologist.
- Mow vegetation on Berm separating BMP from WOUS using hand-held trimmer or mechanical mower at the preference of maintenance personnel. - Mow vegetation within basin using handheld trimmer or power mower where access allows.
- Mow vegetation in basin and on berms any time vegetation exceeds three feet in height.
- Locate and mark the location of the gravel bed and pipe outfall into creek. - Clear debris from outfall.
• Trash and Debris should be picked up and removed from creek. • Sediment or mud should be excavated and placed on the upland side of BMP, on berms or removed from creek corridor.
- Remove cattails and woody vegetation from gravel bed. Typically this vegetation will be small enough to inspect for bird nests. If the vegetation is larger or too dense to visually verify the absence of bird nests, or if a bird nest is present in vegetation, remove vegetation only after nesting is complete.
- Examine Berm for Low Spots. Repair low spots in berm (on the BMP side of the berm) as described below under Routine Maintenance.
- Remove any woody vegetation from BMP Zone. Inspect for bird nests prior to removal or remove outside of the Bird Nesting Season defined in Section 3. If bird nests are found stop removal activities until after it is confirmed that the young are no longer reliant on the nest.
- Inspect BMP Zone for beaver activity and evaluate per the guidelines in Section 5. - Surface water during dry periods indicates clogged gravel or outfall pipe. See discussion below under Troubleshooting.
4.2.4 Dry BMP Routine Maintenance
A list of Regular Maintenance Activities and Schedule is given above. Inspection of inlets and outlets should be performed before the onset of the rainy season and following major storms. Visually inspect the inlet and overflow weir and remove any accumulated debris. The perforated riser should be inspected to verify that all perforations are clear of obstruction and the pipe is clear of debris. Locate the discharge end of the pipe (on the creek side of the berm, within WOUS) and clear any obstruction while minimizing disturbance to the surrounding soil and vegetation. Any debris or sediment removed from the pipe should be placed outside WOUS (do not place debris or sediment within the creek). Perforated drains within the gravel sumps are equipped with a cleanout consisting of an upright section of pipe with a cap. This cleanout should be located, opened, and inspected to determine if the pipe is visibly clogged. Locate the outfall for the perforated drain (on the creek side of the berm, within WOUS) and clear any obstruction.
An inspection of the BMP should include walking the berm surrounding the BMP to look for low spots, soil movement, or erosion. In particular the berm between the BMP and creek should be inspected. The overflow weir between the BMP and creek should be clear of debris and should be the lowest elevation part of the berm. Any low spots or eroded areas of the berm, in particular any low spots that appear to be at or below the elevation of the overflow weir should be repaired by placing soil and compacting soil on the berm. Berm repairs procedures are given in section 4.3.5 but it should be noted that berm repairs below the OHWM on the creek side may require a 404 Permit.
The design intent is that smaller flows should flow over the weir, which is reinforced, rather than flow over other portions of
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the berm which are constructed of unreinforced native soil. Any part of the berm that appears to receive regular flow from the BMP should be raised with soil as described above to prevent regular overflows.
Note that in unusually large rainstorms flow over the berms may occur and does not indicate a need for berm repair.
Accumulations of debris or sediment on the gravel sub-basin should be collected and removed.
Typically, organic debris can be raked while sediment (sand, soil, mud, etc.) can be removed with shovels or similar tools. Trash and debris should be removed from the creek corridor for disposal.
Sediment can be placed on the upland side of the BMP, used in Berm repair if needed, or removed from the creek corridor.
4.2.5 Dry BMP Vegetation Management
Vegetation management in the BMP zone is regulated by the CDFW under a streambed alteration agreement and terms and conditions of the agreement could dictate how and when these activities occur.
The vegetation in dry detention basins should be low, dense herbaceous growth. This will typically include various native and naturalized grasses and perennials, similar to a hayfield. Twice-annual mowing is recommended to prevent the growth of tall vegetation that shades the lower layers of vegetation and results in sparse growth near the ground, where stormwater accumulates. For purposes of this manual, mowing means cutting all vegetation to a height of typically less than 6 inches using handheld trimmers or power mowers, depending on accessibility and the preference of maintenance personnel. The height of vegetation within dry basins and on the berms will vary from less than 6 inches tall following mowing to up to three feet tall immediately prior to mowing. If vegetation exceeds three feet tall it should be mown immediately rather than waiting for the next scheduled twice- annual mowing. If mowing is proposed during Bird Nesting Season, a thorough bird nest survey should be conducted by a qualified biologist prior to mowing.
Mowing Schedule is given below and is timed to precede twice-annual inspections. Woody vegetation should be removed within dry detention basins and on the berms separating the BMPs from the creek, with removal of any noticeable or large woody plants occurring during mowing.
Vegetation on the berm separating the BMP from WOUS and within the outlet weir (which is a part of the berm) should be mowed on the same schedule as vegetation within the basin. Accumulations of plant material should be removed from the basins. Scattered vegetation trimmings from mowing may be allowed to remain in the basin.
Vegetation on the WOUS side of the berm is subject to separate rules outlined below.
The gravel sumps may be allowed to develop scattered herbaceous vegetation such as bulrush, sedges, or other small plants. Cattails may sprout in gravel sumps but should be removed annually to prevent the development of dense growth that may interfere with water flow across the gravel and dense root growth that may clog the sump. Any vegetation that develops dense roots should be removed annually. This includes Cattail (Typha sp.), Tules (large bulrushes in the genus Scirpus), and nonnative plants including Arundo species and Pampas Grass. Woody vegetation and exotic weeds should be removed by pulling if possible. Alternately, cutting at soil level may be used for larger plants.
Invasive non-native plants should be removed or cut near ground level and the stumps treated with herbicide to prevent regrowth. All herbicide used in or near the creek or stormwater treatment areas should be conducted with herbicides labeled for use near aquatic environments and applied by trained personnel, if allowed by the 1602 Agreement.
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Weed abatement, specifically the eradication of non-native, invasive plant species, can take place at any time of year. Vegetation removal should occur outside of the Bird Nesting Season (see Section 3 for dates) unless nesting surveys have been conducted by a qualified biologist and either 1) no active nests are identified within the work area or 2) an avoidance and monitoring plan for active nests has been approved by CDFW.
4.2.6 Dry BMP Troubleshooting
Standing water during dry weather
General Considerations:
- If water must be pumped from a BMP, the water must be pumped to another BMP with enough capacity to hold the water or spread on upland as irrigation.
Persistent standing water within the basin lasting more than three days in the absence of rainfall is an indication that the perforated drain within the gravel is clogged. Locate and inspect the drain and drain outfall (on the creek side of the berm, within WOUS). Clear any accumulated debris or sediment from the outfall. If water does not begin to drain, clear the perforated pipe by accessing though the cleanout.
If cleanout of the perforated drain does not eliminate standing water this may be an indication that either the filter fabric surrounding the perforated drain has become clogged, or the gravel within the sump is clogged. In either case excavation of the pipe or gravel will be required. When the pipe must be excavated and replaced it is likely that the gravel will soon require replacement as well, therefore it is recommended that the entire gravel bed and perforated drain be replaced, which must be completed under terms and conditions of the Streambed Alteration Agreement.
Persistent standing water within the basin but outside of the gravel sub-basin is an indication that the soil within the basin has settled, creating a depression, and the soil has lost permeability due to the accumulation of fine sediments. The simplest approach to eliminating standing water is to scarify or turn over the soil to increase permeability. This will also raise the soil surface potentially eliminating shallow depressions. Surface films should be disturbed or removed to restore permeability. The bottom of the dry basins should slope slightly toward the gravel sub-basin so that water will flow toward the outlet located within the outlet pipe buried in the gravel. Depressions may be eliminated by moving soil to create a way for water to flow to the gravel sub-basin.
Damaged Berms
If the berm separating the BMP from WOUS is damaged to the point that the BMP cannot contain water to the depth of the outlet weir, or if water from the WOUS side of the berm can cross into the BMP under normal (not flood) conditions, the berm should be repaired. In areas of the creek corridor where beaver activity is common, berm repair should include the addition of chain link or similar material, as allowed by CDFW under the Streambed Alteration Agreement, to cover the berm and prevent future damage. See section 4.3.5 for Berm Repair procedures.
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4.3 Wet Pond BMPs
4.3.1 Wet BMP Description
Wet Pond BMPs (also called Wet BMPs in this manual) are designed to hold standing water throughout the year, and to capture additional water during rainy weather. The inlet for each Wet BMP is a storm drainpipe; some of the Wet BMPs receive water from another Wet BMP through a pipe, rather than receiving water directly from a storm drain. The primary outlet from a Wet BMP is a discharge pipe. Water enters the discharge pipe through a grate, typically 8 inches in diameter, connected to an 8-inch diameter discharge pipe that discharges from the Wet BMP to the adjacent creek. Several of the larger Wet BMPs are equipped with outlet pipes larger than 8 inches diameter.
Wet BMPs also include an overflow weir to discharge flow from the Wet BMP into the creek during heavy runoff events or in the event that the primary drain clogs or fails. The overflow weir is a portion of the berm between the Wet BMP and adjacent creek channel that is lower than the rest of the berm.
Wet ponds BMPs are designed to hold a standing pool of water in order to facilitate stormwater treatment and to minimize mosquito reproduction. A Wet BMP should hold standing water at least six inches deep year-round and should be largely free of emergent vegetation (rooted vegetation that stands above water level, for example cattails - Typha latifolia) over most of the pond surface. The design goal is that the vegetation is open enough and the water is deep enough to allow small fish and other predators of mosquito larvae access to all parts of the pond; these predators, which are present naturally in any pond, will largely eliminate mosquito larvae from the pond. The permanent pool also supports a community of algae and microbes that serve a valuable role in stormwater treatment.
The largest wet pond BMPs in the creek corridor are located north of the Main Street bridge. The two large Wet BMPs labeled T1 and T2 are situated on the east side of the creek are designed to serve together as the wet pond BMP for watershed T located along Central Parkway. The two Wet BMPs T1 and T2 are connected by a large pipe that carries excess flow from the southern pond to the northern pond. The discharge from these ponds is located in the southern pond.
4.3.2 Wet BMP Maintenance Activities and Schedule
- Inspect twice annually prior to or during Routine Work Season (See Section 3 for dates); after rainy Season (April)
- All work listed below is to occur during Routine Work Season (See Section 3 for dates) annually except as noted.
- Any work during bird nesting season (See Section 3 for dates) should be preceded by a nest survey conducted by a qualified biologist. Locate Staff gage and clear vegetation and trash within 3 feet of gage. Record water depth at Staff Gage on Maintenance Record - Mow vegetation on Berm surrounding BMP (except for creek side of the berm below the OHWM) using hand-held trimmer or mechanical mower at the preference of maintenance personnel. Mow vegetation to height of 6 inches or less. • Remove woody vegetation from BMP Zone.
• Locate and examine inlets, clear debris and vegetation from inlet using hand tools.
- Inspect Reno mat (Wire cage filled with rock) at inlet and remove accumulated.
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trash. Record any observed erosion on Maintenance Record. • Locate and examine outlet, clear debris and vegetation using hand tools. • Locate overflow weir and verify that vegetation height is less than 6 inches after mowing.
• Remove trash and debris from BMP.
- Inspect berms and repair on BMP side, as needed. Repair work on the creek side of the berm, below the OHWM, may require a 404 Permit.
4.3.3 Wet BMP Routine Maintenance
Wet Pond BMPs should be inspected before the onset of the rainy season and following any significant storm events, asistrue for all BMPs and critical locations in the creek. In addition, wet pond BMPs should be inspected at the end of the rainy season due to the tendency of Wet BMPs to accumulate trash from stormwater or wind-blown trash.
A staff gage should be permanently installed in each Wet Pond BMP at a location where open water is present and staff gage can be read from shore.
An inspection of the Wet BMP should include walking the berm surrounding the BMP to look for low spots, soil movement, or erosion. In particular the berm between the BMP and creek should be inspected. The overflow weir between the BMP and creek should be clear of debris and should be the lowest elevation part of the BMP berm. Any low spots or eroded areas, in particular any low spots that appear to be at or below the elevation of the overflow weir should be repaired. See the Berm Repair procedure below. The design intent is that stormwater that exceeds the capacity of the lowflow outlet of the BMP should flow over the weir, which is reinforced, rather than flow over other portions of the berm which are constructed of unreinforced native soil.
Trash should be removed from the BMP to prevent it from being transported into the creek. Excessive vegetation should be identified, with particular attention to any areas of extensive vegetation and water depth less than 6 inches; these areas are prone to supporting mosquito reproduction and should be noted for Major Vegetation Management (see below 4.3.4 Wet Pond Vegetable Management).
The inlet should be inspected and any debris or trash removed. Any signs of erosion should be noted.
Any accumulation of sediment should be noted, and excessive sediment accumulation should be removed to restore water depth of at least 18 inches near the inlet. The inlet is typically equipped with a rock-filled reno mat to prevent erosion. A Reno Mattress is a double twisted hexagonal woven galvanized steel wire mesh compartmented basket with a rectangular mattress shape. The compartment or cells of the reno mattress are of equal size and dimension and are formed by internal diaphragms being placed within the basket providing even distribution of the stone fill throughout the mattress even after structural movement. Even distribution of the stone fill ensures that the reno mattress maintains intimate contact with the foundation soil. This mat should be inspected for erosion or deterioration of the wire. The reno mat tends to collect trash, and any accumulated trash should be removed to prevent it from being transported into the wet BMP or WOUS.
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The outlet pipe from the wet pond should be located and inspected. The grate should be clear of any debris or vegetation. Vegetation within 3 feet of the outlet grate should be removed, and any dense vegetation separating the outlet from the main open water area of the pond should be removed. A condition where the Wet BMP water level is higher than the grate elevation and water is not actively draining through the outlet pipe is an indication of a clogged pipe and should be investigated.
The discharge point of the pipe should be located and inspected. The outlet point should be clear of sediment, vegetation, and debris and a clear path for water discharge should be present.
4.3.4 Wet Pond Vegetation Management
Wet BMP Vegetation Management includes Routine Vegetation Maintenance and occasional Major Vegetation Control, both of which require a 1602 Agreement to be in place.
Routine Vegetation Maintenance
Routine Vegetation Maintenance is limited to cutting or pulling of vegetation that interferes with regular operation of the BMP, or similar maintenance that can be accomplished with hand tools:
Pull or cut vegetation in the following areas:
- Within 10 feet of inlet or outlet
- Vegetation that interferes with reading of staff gage Major Vegetation Management
Excessive growth of emergent vegetation in a Wet BMP indicates that sediment accumulation in the BMP has reduced water depth to typically less than 4 feet. Emergent vegetation (vegetation such as Cattails and Tules that are rooted in the bottom sediment with leaves or stalks above water level) grows best in water depth less than 4 feet, although growth can occur in deeper water under certain conditions. The design intent of wet BMPs is that a majority of the BMP should be open water rather than thick stands of emergent vegetation. Excessive emergent vegetation limits the water storage capacity of the BMP and reduces treatment effectiveness and can harbor mosquitoes. When less than 50% of the BMP surface is open water Major Vegetation Management is indicated.
When Major Vegetation Management is required, the following steps should be followed:
- Water present in the BMP should be pumped to another BMP or spread on uplands at a rate that does not create runoff.
- Vegetation and sediment should be removed to a depth of six to eight feet. Materials removed from the BMP must be placed outside of WOUS and should be removed completely from the creek corridor.
- Maintain depth of 18 inches within two feet of pond edge as safety feature. - Typically, heavy equipment will not be able to reach all of the Wet BMP, necessitating draining of the BMP for Major Vegetation Maintenance. Draining will also reduce the water content of the materials removed from the BMP.
- The Wet BMPs are not lined to retain water; no need for lining after Major Vegetation Management is anticipated.
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4.3.5 Troubleshooting
Potential problems with wet BMPs include excessive algae growth, excessive sediment accumulation, and occasional or seasonal loss of water. Excessive algae growth is a common problem in manufactured or urban lakes and ponds, and the conditions in Wet BMPs are well suited to algae growth. In general, algae in a Wet BMP are beneficial. Algaecides are not recommended for use in the Wet BMPs. Excessive growth of emergent vegetation is discussed above.
Damaged Berms
If the berm separating the BMP from WOUS is damaged to the point that the BMP cannot contain water to the depth of the outlet weir, or if water from the WOUS side of the berm can cross into the BMP under normal (not flood) conditions, the berm should be repaired. In areas of the creek corridor where beaver activity is common, berm repair should include the addition of chain link or similar material to cover the berm and prevent future damage.
Berm Repair Procedure
- Hand tools or heavy equipment may be used within the BMP Zone, if allowed by the 1602 Agreement.
- Soil and sediment used to repair the berm may be moved from inside the BMP Zone or may be imported from outside the creek corridor.
- Soil and sediment should be compacted to minimize settling. Compaction may be accomplished by hand tools.
- When soil repair is complete, chain link or similar material should be placed over the berm, if permitted by the 1602 Agreement. The end of the chain link should be anchored in a trench at least 2 feet deep to prevent Beavers from digging under the edge of the chain link. Anchor chain link with metal pins or similar methods. - Replant disturbed soil with native seed mix, including any soil under the chain link. - Irrigation of seeds is typically not required when seeding during Routine Work Season, which precedes the annual rainy season.
- Work on the creek side of the berm, below the OHWM, may require a 404 Permit.
4.3.6 Native Seed Mix
When soil is disturbed within the BMP Zone, the disturbed soil should be seeded with a native plant seed mix except in areas where shrubs or other native plants will be placed and mulched at the direction of the MHCSD. The recommended seed mix below includes seeds suited for a wide variety of soil and moisture conditions and is intended to be a simple mixture suitable for any area of the BMP Zone.
Recommended Native Seed Mix (approximate mixture):
Common Name Scientific Name Percentage
Basin Wild Rye Elymus triticoides 80
Common Rush Juncus effuses 10
Red Monkeyflower Mimulus cardinalis 2-3
Yellow Monkeyflower Mimulus guttatus 2-3
California Aster Aster chilensis 2-3
California Buckwheat Eriogonum fasciculatum 2-3
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5. Maintenance within Waters of the United States (WOUS)
5.1 Maintenance Activities and Schedule
• Waters of the US (See Figure 2; WOUS) are regulated by USACE and restrictions on activities apply.
• All conditions of work performed with the WOUS zone will be dictated by the USACE permit.
• WOUS should be inspected monthly. Inspection should particularly focus on areas near bridges and on areas of beaver activity, including visual inspection of BMPs (which are not within WOUS) in areas of Beaver activity.
• Beaver activity resulting in water crossing the boundary between WOUS and BMP should be addressed. See below for details.
• Remove beaver structures and beaver dams within 50 feet upstream or 50 feet downstream of bridges. See Section 5.2.5 for additional information related to beaver control.
• Remove accumulations of debris larger than 1 cubic yard of materials within 50 feet of bridges.
• Remove woody vegetation within 50 feet upstream or downstream of bridges. • Inspect culvert area for accumulation or erosion of sediment. • Remove trash throughout
• Remove woody vegetation, which is taller than 6 feet or larger than 4-inch diameter from the WOUS.
5.2 Overview
The creek corridor includes Park Areas, BMP Zones, and WOUS, which is the area containing the low flow creek channel and bordered by the BMP Zone in some locations and Park Areas of the creek in other locations. Limits of WOUS are shown in Figure 3.
Several types of maintenance activities are required for WOUS. These include the control or removal of invasive vegetation, removal of debris and trash, and control of beavers and beaver dams.
The entire length of the WOUS should be inspected monthly, with particular attention paid to beaver activities at any month, and flood impacts following any large rainfall events. During WOUS inspections, inspector should also examine the BMPs that are in areas of high beaver activity.
5.3 Routine Maintenance
Several roads cross Mountain House Creek. The structures that support the roads are technically arch culverts but are referred to in this manual as bridges. Two Pedestrian Bridges also cross the creek and are referred to in this manual as Pedestrian Bridges. The term bridge refersto only the road bridges.
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through October 15) and following any significant rainfall events larger than a 10-year storm event to schedule work activities that will occur during the Routine Work Season. These inspections may be the same as one of the monthly inspections of the entire WOUS. Large accumulations of debris greater than 1 cubic yard of material located within 50 feet upstream or downstream of a bridge should be removed. Woody vegetation within 50 feet upstream and 50 feet downstream of the bridges should be removed.
The abutments and concrete aprons of the bridges should be inspected for any signs of erosion or excessive accumulations of sediment. Any sediment accumulation greater than 1 foot deep on a concrete apron or invert should be removed. Examine the downstream edge of the apron and invert for erosion or undercutting. If erosion or undercutting of the concrete apron is deeper than 2 feet, a qualified engineer should be consulted.
Any sediment removal that includes the removal and sediment and debris from WOUS does not require a permit from the USACE, however, any actions that include redeposit of sediment into WOUS must be permitted by the USACE prior to work. See Section 2 of this manual for details.
5.3.1 Vegetation
The WOUS area primarily supports wetland and riparian vegetation which is typically not mown or maintained. Mowing of vegetation within the limits of WOUS may be conducted without a USACE permit but may require a 1602 Agreement.
5.3.2 Invasive Vegetation
At the time of writing of this manual, most of the invasive, non-native vegetation problems within the creek corridor are restricted to the upland portions of the corridor. In the future, invasive vegetation may become a concern within the wetlands and creek channel, and eradication measures should be taken as soon as the problem is detected. A qualified landscape maintenance professional should be consulted to select appropriate herbicides and application methods, and regulatory agencies should be consulted to verify the rules regarding invasive species control methods.
5.3.3 Removal of Trash and Debris
The removal of trash and debris are permitted in the WOUS without a USACE permit. Particular attention should be given to the accumulation of large woody debris within 50 feet upstream of any bridge crossing of the creek. SeeSection 2 of this manualforrestrictions on the use of equipment within WOUS.
5.3.4 Woody Vegetation Control
Woody vegetation larger than 6 feet tall or larger than 4 inches in trunk diameter at 1 foot from the ground surface should be removed from WOUS, with the exception of landscape trees designated by MHCSD to remain. Woody vegetation removal should take place during the Routine Work Season annually and must be completed under a 1602 Agreement. A CWA Section 404 permit is not needed for vegetation removal that does not involve soil disturbance that results in a discharge below the OHWM of the creek.
5.3.5 Control of Beavers and Beaver Damage
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Beavers (Castor canadensis) are a large rodent that inhabit the creek and are also present in other waters of the San Joaquin Delta. Beavers can potentially cause significant damage to waterways, trees, and banks. The beaver management plan at Mountain House Creek has several goals:
- Maintain separation between WOUS and BMPs
- Preserve safe conditions at bridges.
- Limit damage to park landscaping.
Inspection and Action Criteria
During the monthly inspection of the WOUS and BMP Zones all beaver dams and diversions of water by beavers should be inspected to verify that the flow of water in the creek and any creek water impounded by beaver dams does not cross the berms separating BMPs from WOUS. If this occurs the dam or other feature that creates the diversion must be removed or disrupted to restore the separation of WOUS and BMPs.
Any beaver structure within 50 feet upstream or downstream from a bridge (not including Pedestrian Bridges) should be removed. Removal of dams or structures using hand tools, or removal using mechanical equipment that does not result in the discharge of fill material into WOUS can be conducted without a 404 Permit. Any materials removed should be placed outside WOUS and may not be temporarily sidecast below the OHWM. See Section 2 of this manual for instructions on notifying USACE.
In addition to constructing dams and lodges above ground, beavers also burrow and tunnel into banks and berms. Beaver excavations in the berms separating WOUS from a BMP should be carefully examined to verify that intermixing of water from the WOUS and BMP is not occurring. If water is crossing the boundary the berm should be repaired. See Section 4.3.5.
Beaver tunnels into banks other than the berms separating BMPs from WOUS should be evaluated for danger to the stability of the banks or threats to public safety. In particular, deep excavations should be carefully evaluated to evaluate the risk of bank collapse. Repair of banks that are located outside of WOUS can be repaired using standard earth moving equipment and techniques and requires a 1602 permit. Within WOUS bank repair involving the placement of soil or riprap will require a 1602 permit and a CWA Section 404 permit (See Section 2).
Beaver dams and other structures that do not violate any of the criteria listed above can remain in place at the discretion of maintenance personnel. This is true both for beaver constructions within the WOUS and within BMPs. For example, a beaver lodge within a BMP may be allowed to remain in place, or it may be removed to limit damage the beavers cause to the BMP berms, at the discretion of maintenance personnel.
Repair of Beaver Damage
When beaver dams or other structures cause water to cross the boundary between WOUS and BMP the dam or structure must be removed or disrupted to prevent water from crossing the boundary.
The first option will typically be to manually pull apart or disrupt a portion of the dam or structure.
Beavers will typically attempt to reconstruct any damage to their structures, so the larger the RFP OM2506 LANDSCAPE MAINTENANCE
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opening that can be created, the longer it will take for beavers to repair the dam. Any materials removed from the beaver structure should be removed from WOUS.
Beaver structures that repeatedly result in water crossing the boundary between WOUS and BMPs may be disrupted by placing a perforated pipe through an opening created in the dam. A pipe of approximately
20 feet in length perforated along the entire length of the pipe should be placed with approximately the middle of the pipe crossing the dam. The pipe should be weighted in place. if the pipe material is plastic, PVC, or similar material. NOTE: If pipe placement requires the placement of fil below the OHWM of the creek a 404 Permit would be required (See Section 2).
Another option for removing beaver dams is to remove all or most of the dam material from the WOUS. Heavy equipment may be used without prior authorization from USACE provided that the work does not result in the placement or redistribution of soil or other fill material into WOUS, and equipment is operated from outside of WOUS. All materials moved either by power equipment or by hand must be placed outside WOUS.
Beaver damage to berms that allow water from the BMP to enter the WOUS (other than through the designed outlets) or allow water from WOUS to enter BMP during normal (not flood) conditions should be repaired. See Section 4.3.5.for repair procedure.
Beaver tunnels or excavations in banks outside of WOUS may be repaired using standard construction methods at the discretion of maintenance personnel, under the terms and conditions of a 1602 permit.
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Exhibit D
ERGONOMICS PLANT
SCHEDULE
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Specifications: Fertilizer - Pesticide - Preemergent
Turf Fertilization Program
Application Dates Type Maintenance Description (unit of measure) Recommended Material or Similar Feb G Tall Fescue Late Winter Fertilization (lb) Nitra King 19-4-4 (5 lbs. Nitrogen / 1000 sq. ft.) April G Tall Fescue and Hybred Bermuda Fertilization SCU (lb) 39-0-0 JDL 100%PPSCU (5 lbs. Nitrogen / 1000 sq. ft.
May G Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (5 lbs. Nitrogen / 1000 sq. ft.
June G Tall Fescue and Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (1 lbs. Nitrogen / 1000 sq. ft.
July G Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (1 lbs. Nitrogen / 1000 sq. ft.
August G Tall Fescue and Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (1 lbs. Nitrogen / 1000 sq. ft.
September G Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (1 lbs. Nitrogen / 1000 sq. ft.
October G Tall Fescue Fall Fertilization Fall (lb.) Nitra King 19-4-4 (5 lbs. Nitrogen / 1000 sq. ft.) IPM and Misc. Applications
January -early Feb L Preemergence Crabgrass Control 1st app. (oz.) Dimension 2EW January -early Feb G Fertilization with preemergent (lb.) option DIMENSION 0.21% 18-0-10 50%PPSCU All year L Backpack Systemic BL Weed Control As Needed (oz.) Speed Zone Southern All year L Systemic BL Weed Control - oxalis control (oz.) Elliptical All year L General BL Weed Control - CA Restricted Danger (fl oz.) Trimec Classic Mid April L Preemergence Crabgrass Control 2nd app. (oz.) Dimension 2EW Mid April L Preemergence Crabgrass and early post (oz.) Dimension Ultra 40WP Mid April G Optional Pre and early post Crab Control (lb.) DIMENSION 0.21% 18-0-10 50%PPSCU Mid April G Optional Pre and early post Crab Control (lb.) DIMENSION 0.21% 0-0-7M April- May L Sedge control as needed (g) Sedgehammer
June - August L Sedge Suppression as needed (g) Sedgehammer May June G Grub preventative - imidicloprid (lb.) Bandit 0.5G May - October L contact broadleaf postemergence (fl. oz.) Quicksilver Aug - Oct L Grub reactive Arena 0.25G
All year L Control of Oxalis as needed (fl oz) Turflon Ester Ultra All year L Kikuyugrass conrtrol 2 to 3 apps 4 weeks apart Turflon Ester Ultra Aug - Sept L Preemergence Poa annua Control (oz.) Dimension 2EW Aug - Sept G Granular Option Pre poa annua control (lb.) DIMENSION 0.21% 18-0-10 50%PPSCU Aug - Sept G Granular Option Pre poa annua control (lb.) DIMENSION 0.21% 0-0-7M Nov - Dec L Postemergence Poa Control (fl.oz.) for coolseason turf Prograss/Poa Constrictor Ornamental Program
Application Dates Type Maintenance Description (unit of measure) Material At Color Change G Fertilization of Seasonal Color (.75 oz/SF) 19-6-12 BLOOM APEX All year G General Shrub and Ground Cover Fertilization (lbs) Urea January L Preemergence Bed Weed Control - Broadleaf (oz) Gallery DF September L Preemergence Bed Weed Control - Broadleaf (oz) Gallery DF January L Preemergence Bed Weed Control - grasses (oz) Dimension 2EW September L Preemergence Bed Weed Control - grasses (oz) Dimension 2EW Jan and Sept G Ornamental Bed Broadleaf and grassy Weed Control (option) Freehand 1.75G Jan and Sept G Ornamental Bed Broadleaf and grassy Weed Control (option) Snapshot 2.5G (lb) Nov Dec L Pansey /Viola crown rot application (fl oz.) Subdue Maxx Nov Dec G Pansey /Viola crown rot application oz. Subdue GR1 IPM and Misc Applications
Mar - June L Postemergence Grass Control as needed (fl oz) Fusiliade II May & July L Preemergence Sedge Control as needed (fl oz) Pennant EC As needed G Snail and Slug control (lb) Metaldehyde 4 (lbs) Deadline Bullets All year L Post emergence non-selective systemic weed control (oz) Prosecutor Pro All year L Post emergence non-selective systemic weed control (oz) Prosecutor Pro All year L Non-selective contact and system weed control Roundup QuikPro (oz) January - April L Aphid, whitefly other sucking insects imidicloprid (oz./100 gal) Bandit soil injection Feb March L Olive fruit control (fl.oz/100 gal.) Maintain CF 125 (fl oz/100 gal) March - April L Olive and fruit control (fl.oz/100 gal.) Atrimmec March - April L Olive and fruit control (fl.oz/100 gal.) Silicone surfactant March - April Fruit control - flower spray Florel
As needed L Insect Control General bifenthrin (fl.oz./100 gal) Crosscheck Plus .66FL As needed L Insect Control General (gal/100 gal) Horticultural Oil As needed L Mite Control (fl oz/100 gal) Avid 0.15EC
As needed L Rust Powdery Mildew Control as needed (fl. oz./100 gal) Eagle 20EW As needed L Phytophthora root rot and overall chlorotic plants (fl oz) Green Flo Phyte RFP OM2506 LANDSCAPE MAINTENANCE
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Plant Growth Control
<48hr after shear L Abelia as needed (fl oz/100 gal) Atrimmec <48hr after shear L Ligustrum, Bougainvillea, Lantana others as needed (fl oz/100 gal) Atrimmec <48hr after shear L General Plant Material as needed (fl oz/100 gal) Atrimmec <48hr after shear L Photinia, high rate- Elaeagnus, Euonymus, creeping fig, xylosma (fl oz/100 Atrimmec >7 day after shear L Ivy, Jasmine, Honeysuckle (fl oz/100 gal) Embark
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General Maintenance Schedules
1 2 3 4 5 6 7 8 9 10 11 12
Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec
Ornamental Shrub beds and Trees
Fetilization
Pre-emergent
Hard pruning
Small tree pruning
Tree stake removal
Limb ups
Final leaf clean up
Mow groundcover
Agapanthus flower cleaning
Day lily shearing
Society garlic shearing
Ornamental grass shearing
Seasonal Flower Beds and Pots
2 changes
3 changes
Turf Areas
Fescue Fertilization
Hybrid Bermuda Fertilization
Aeration Fescue
Aeration Hybrid Bermuda
Hybrid Burmuda Verticle Mowing
Poa pre-emergent
Poa post-emergent
Sedge post-emergent
Broad leaf post-emergent As Needed
Irrigation
Pre-Spring Start Up Inspections
Spring / Summer Inspections
Reduce irrigation Times (dial down)
Significantly reduce irrigation
Clock shut-down
Winter Diagnostics and Evaluation
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Item 8.3
CONTRACT ID # A-2526-10
12 EXHIBIT B
COMPENSATION SCHEDULE & REIMBURSABLE EXPENSES
1) Compensation Schedule.
2) Reimbursable Expenses.
Reimbursable expenses for Consultants working for City of Mountain House shall follow the guidelines outlined below. An invoice and receipts, outlining travel expenses, shall be submitted to City of Mountain House after the travel has occurred.
Expense Type Reimbursement Policies Receipt Required
Airfare Actual cost of the least expensive class available.
Business class and first class are not reimbursable.
Yes
Airline Baggage Fees Actual expense. Yes
Rental Car Reimbursement for rental cars will be for a
standard size car or smaller and will be
reimbursed for the actual expense.
Yes
Airport Shuttle Actual expense, including gratuity. Yes Taxi Actual expense, including gratuity. Yes
Meals & Incidentals Actual expense, including gratuity. Itemized receipts must be included for reimbursement. No
alcohol.
Other incidentals per itemized receipt.
Yes
Hotel Lodging obtained will be reasonable and in line
with the moderate priced hotels for the area.
Reimbursement will be only for room charge,
taxes, and parking (if applicable).
Itemized receipts must be included for
reimbursement.
Yes
Privately Owned Vehicle
Mileage Rate
IRS allowable rate for the current year. No
Office Incidentals Actual expense.
Copies/printing, courier/express delivery fees,
phone calls.
Yes
Item 8.3
CONTRACT ID # A-2526-10
13 EXHIBIT C
INSURANCE REQUIREMENTS
1) Required Coverage. Consultant shall maintain all required insurance listed herein for the duration of this Agreement.
TYPE OF INSURANCE MINIMUM LIMITS
Commercial General Liability
Premises Liability; Products and Completed
Operations; Contractual Liability; Personal
Injury and Advertising Liability
$1,000,000 per occurrence;
Bodily Injury and Property Damage
$2,000,00 in the aggregate; Commercial general
coverage shall be at least as broad as Insurance
Services Office Commercial General Liability
occurrence form CG 0001 (most recent edition)
covering comprehensive General Liability on an
“occurrence” basis
Commercial or Business Automobile
Liability
All owned vehicles, hired or leased
vehicles, non-owned, borrowed and
permissive uses. Personal Automobile
Liability is acceptable for individual
Consultants with no transportation or
hauling related activities
$1,000,000 per occurrence;
Any Auto; Bodily Injury and Property Damage.
Automobile coverage shall be at least as broad as
Insurance Services Office Automobile Liability
form CA 0001 (most recent edition), Code 1 (any
auto). No endorsement shall be attached limiting
the coverage.
Workers’ Compensation (WC) and
Employers Liability (EL)
Required for all Consultants with
employees
WC: Statutory Limits
EL: $100,000 per accident for bodily injury or
disease. Consultant may rely on a self-insurance
program to meet those requirements, but only if the
program of self-insurance complies fully with the
provisions of the California Labor Code. The
insurer shall waive all rights of subrogation against
City of Mountain House and its officers, officials,
employees, and volunteers for loss arising from
Work performed under this Agreement
Professional Liability/Errors &
Omissions
Required for all Consultants performing
services with licensed professionals.
Includes endorsements of contractual
liability
$1,000,000 per occurrence
$2,000,000 policy aggregate; Any deductible or
self-insured retention shall not exceed $150,000 per
claim
Item 8.3
CONTRACT ID # A-2526-10
14 2) Additional requirements. Each of the following shall be included in the insurance coverage or added as a certified endorsement to the policy:
a) Term. All required insurance shall be maintained during the entire term of the Agreement with the following exception: Insurance policies and coverage(s) written on a claims-made basis shall be maintained during the entire term of the Agreement and until three (3) years following termination and acceptance of all Work provided under the Agreement, with the retroactive date of said insurance (as may be applicable) concurrent with the commencement of activities pursuant to this Agreement. b) Additional Insured. All insurance required above with the exception of Professional Liability, Personal Automobile Liability, Workers’ Compensation and Employers Liability, shall be endorsed to name as additional insured: City of Mountain House, its Board of Directors, and all City of Mountain House officers, agents, employees, volunteers and representatives.
c) Primary Insurance. For any claims related to this Agreement or the Work hereunder, the Consultant’s insurance covered shall be primary insurance as respects City of Mountain House, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by City of Mountain House, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it. d) Cancellation. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after 30 days’ prior written notice has been provided to City of Mountain House.
e) Certificates of Insurance. Before commencing operations under this Agreement, Consultant shall provide Certificate(s) of Insurance and applicable insurance endorsements, in form and satisfactory to City of Mountain House, evidencing that all required insurance coverage is in effect. City of Mountain House reserves the rights to require the Consultant to provide complete, certified copies of all required insurance policies.
f) Sub-Consultants. Consultant shall include all sub-Consultants as an insured (covered party) under its policies or shall furnish separate certificates and endorsements for each sub-Consultant. All coverages for sub-Consultants shall be subject to all of the requirements stated herein.
g) Claims-made limitations. The following provisions shall apply if the professional liability coverage is written on a claims-made form:
i) The retroactive date of the policy must be shown and must be before the date of the Agreement.
ii) Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the Agreement or the Work, so long as commercially available at reasonable rates.
iii) If coverage is canceled or not renewed and it is not replaced with another claimsmade policy form with a retroactive date that precedes the date of this Agreement, Item 8.3
CONTRACT ID # A-2526-10
15 Consultant must purchase an extended period coverage for a minimum of three (3) years after completion of Work under this Agreement. iv) A copy of the claim reporting requirements must be submitted to City of Mountain House for review prior to the commencement of any Work under this Agreement.
3) All Policies Requirements.
a) Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII. Insurance shall be maintained through an insurer with a minimum A.M. Best Rating of A- or better, with deductible amounts acceptable to City of Mountain House. Acceptance of Consultant’s insurance by City of Mountain House shall not relieve or decrease the liability of Consultant hereunder. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Consultant.
b) Deductibles and Self-Insured Retentions. Consultant shall disclose to and obtain the written approval of City of Mountain House for the self-insured retentions and deductibles before beginning any of the Work called for by any term of this Agreement.
At the option of City of Mountain House, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects City of Mountain House, its officers, employees, and volunteers; or the Consultant shall provide a financial guarantee satisfactory to City of Mountain House guaranteeing payment of losses and related investigations, claim administration and defense expenses. c) Wasting Policies. No policy required by this Section 4 shall include a “wasting” policy limit (i.e. limit that is eroded by the cost of defense). d) Waiver of Subrogation. Consultant hereby agrees to waive subrogation which any insurer or Consultant may require from vendor by virtue of the payment of any loss.
Consultant agrees to obtain any endorsements that may be necessary to affect this waiver of subrogation. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the entity for all Work performed by Consultant, its employees, agents, and sub-Consultants.
4) Remedies. In addition to any other remedies City of Mountain House may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City of Mountain House may, at its sole option exercise any of the following remedies, which are alternatives to other remedies City of Mountain House may have and are not the exclusive remedy for Consultant’s breach:
a) Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement;
b) Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or c) Terminate this Agreement.
Item 8.3
CONTRACT ID # A-2526-10
16 EXHIBIT D
REQUIREMENTS OF PUBLIC WORKS CONTRACTS
1) Wages. As applicable pursuant to Federal and State of California statutes and regulations:
a) In accordance with Labor Code Section 1773.2, City of Mountain House has determined the general prevailing wages in the locality in which the Work described in Exhibit A are to be performed for each craft or type of work needed, as published by the State of California Department of Industrial Relations, Division of Labor Statistics and Research, a copy of which is on file in City of Mountain House Public Works Office, and shall be made available on request. Consultant and sub-Consultants engaged in the performance of the Work shall pay no less than these rates to all persons engaged in performance of the Work.
b) In accordance with Labor Code Section 1775, Consultant and any sub-Consultants engaged in performance of the Work shall comply with Labor Code Section 1775, which establishes a penalty of up to $200 per day for each worker engaged in the performance of the Work for which Consultant or any sub-Consultant pays less than the specified prevailing wage. A mistake, inadvertence, or neglect in failing to pay the correct rate of prevailing wages is not excusable if Consultant or sub-Consultant had knowledge of their obligations under the Labor Code. Consultant or sub-Consultant shall pay the difference between the prevailing wage rates and the amount paid to each worker for each calendar day or portion thereof for which each worker was paid less than the prevailing wage rate.
If a sub-Consultant worker engaged in performance of the services described in Exhibit A is not paid the general prevailing per diem wages by the sub-Consultant, Consultant is not liable for any penalties therefore unless Consultant had knowledge of that failure or unless the Consultant fails to comply with all of the following requirements:
i) The contract executed between Consultant and the sub-Consultant for the performance of part of the Work shall include a copy of the provisions of Labor Code Sections 1771, 1775, 1776, 1777.5, 1813, and 1815.
ii) Consultant shall monitor payment of the specified general prevailing rate of per diem wages by the sub-Consultant by periodic review of the sub-Consultant’s certified payroll records.
iii) Upon becoming aware of a sub-Consultant’s failure to pay the specified prevailing rate of wages, Consultant shall diligently take corrective action to halt or rectify the failure, including, but not limited to, retaining sufficient funds due the sub-Consultant for performance of the Work.
iv) Prior to making final payment to the sub-Consultant, Consultant shall obtain an affidavit signed under penalty of perjury from the sub-Consultant that the subConsultant has paid the specified general prevailing rate of per diem wages for employees engaged in the performance of the Work any amounts due pursuant to Labor Code Section 1813.
c) In accordance with Labor Code Section 1776, Consultant and each sub-Consultant engaged in performance of the Work shall keep accurate payroll records showing the name, address, social security number, work, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed in performance of the Work. Each payroll record Item 8.3
CONTRACT ID # A-2526-10
17 shall contain or be verified by a written declaration that it is made under penalty of perjury, stating both of the following:
i) The information contained in the payroll record is true and correct. ii) The employer has complied with the requirements of Sections 1771, 1811, and 1815 for any work performed by the employer’s employees on the public works project.
The payroll records required pursuant to Labor Code Section 1776 shall be certified and shall be available for inspection by City of Mountain House and its authorized representatives, the Division of Labor Standards Enforcement, and the Division of Apprenticeship Standards of the Department of Industrial Relations, and shall otherwise be available for inspection in accordance with Labor Code Section 1776. d) In accordance with Labor Code Section 1777.5, Consultant, on behalf of Consultant and any sub-Consultants engaged in performance of the Work, shall be responsible for ensuring compliance with Labor Code Section 1777.5 governing employment and payment of apprentices on public works contracts.
e) Consultant or any sub-Consultant, in performance of the Work, employs any person in a trade or occupation (except executive, supervisory, administrative, clerical, or other nonmanual workers as such) for which no minimum wage rate has been determined by the Director of the Department of Industrial Relations, Consultant shall pay the minimum rate of wages specified therein for the classification that most nearly corresponds to the Work performed by that person. The minimum rate thus furnished shall be applicable as a minimum for such trade or occupation from the time of the initial employment of the person affected and during the continuance of such employment. 2) DIR Registration.
At all times, Consultant shall be registered with the Department of Industrial Relations and qualified to perform public work consistent with Labor Code section 1725.5, except in limited circumstances as set forth in Labor Code section 1771.1. No Consultant or sub-Consultant may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5. Consultant agrees, in accordance with Section 1771.4 of the Labor Code, that if the Work under this Agreement qualifies as a public works project, it is subject to compliance monitoring and enforcement by the Department of Industrial Relations.
5615290.3
Item 8.3
251 E MAIN STREET, MOUNTAIN HOUSE, CA 95391
(209) 831-2300 ● (209) 831-5610 FAX
CONSULTANT AGREEMENT
CONTRACT ID # A-2526-06
DATE: July 1, 2025
PARTIES: City of Mountain House: City of Mountain House 251 E. Main Street
Mountain House, CA 95391
CONSULTANT: Gachina Landscape Management, Inc.
1130 O’Brien Drive
Menlo Park, CA 94025
The Parties agree as follows:
1. Priority of Documents:
Each of the items listed below is hereby incorporated into this Agreement by this reference. In the event of an inconsistency in this Agreement, the inconsistency shall be resolved by giving precedence in the following order:
Α. Applicable Federal and State of California statutes and regulations, this Agreement and its exhibits.
B. Consultant’s Proposal dated April 18, 2025
2. Terms of Services:
2.1 Scope of Services. Subject to the terms and conditions set forth in this Agreement, Consultant agrees to provide Community Facility District landscape maintenance, as further described in Exhibit A, Scope of Service (the “Work”).
2.2 Term of Agreement. This Agreement shall commence on the July 1, 2025 and continue until June 30, 2028 unless said Work is completed on a date prior thereto or unless terminated earlier as provided herein. Consultant shall complete the Work described in Exhibit A on or before that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to Item 8.3
CONTRACT ID # A-2526-06
2 complete the services required by this Agreement shall not affect City of Mountain House’s right to terminate the Agreement, as referenced in Section 8.
2.3 Standard of Performance. Consultant shall perform all Work in a first-class manner in conformance with the standards of quality normally observed by a person practicing in Consultant’s profession.
2.4 Inspection. All Work performed and materials (if any) provided by Consultant shall be subject to inspection and approval by City of Mountain House.
2.5 Consultant’s Warranties and Guarantee. Consultant warrants to City of Mountain House that all materials and equipment furnished under this Agreement will be new unless City of Mountain House agrees otherwise in writing, and that all Work will be of good quality, free from faults and defects and in conformance with this Agreement. All Work not so conforming to these standards may be deemed defective by City of Mountain House. If required by City of Mountain House, the Consultant shall furnish to City of Mountain House satisfactory evidence as to the kind and quality of materials, equipment, and methods of installation by the Consultant or sub-Consultants.
Consultant shall guarantee the Work to be free of defects in material and workmanship for a period of one (1) year following City of Mountain House’s acceptance of the Work (“Consultant’s Guarantee”). As part of Consultant’s Guarantee, Consultant agrees to make, at Consultant’s sole cost and expense, all repairs or replacements made necessary by defects in material or workmanship which become evident within the one-year guarantee period.
2.6 Assignment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City of Mountain House, in its sole discretion and at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of Mountain House of such desire of City of Mountain House, reassign such person or persons.
2.7 Time is of the Essence. The parties agree time is of the essence. Consultant shall devote such time to the performance of the Work as may be reasonably necessary to timely finish the Work, meet the standard of performance provided in Section 2.3 above, and satisfy Consultant’s obligations hereunder.
2.8 Public Works Requirements. Because the Work described in Exhibit A constitutes a public works within the definition of Section 1720(a)(1) of the Labor Code, Consultant is required to comply with the provisions of the Labor Code applicable to public works projects, as further described in Exhibit D. Consultant shall waive, indemnify, hold harmless, and defend City of Mountain House concerning any liability arising out of Labor Code Section 1720 et seq.
3. Terms of Payment.
3.1 Compensation. City of Mountain House hereby agrees to pay Consultant a sum not to exceed two hundred eighty seven thousand, eight hundred twenty nine dollars and seventy seven cents, ($287,829.77) notwithstanding any contrary indications that may be Item 8.3
CONTRACT ID # A-2526-06
3 contained in Consultant’s proposal for services to be performed and reimbursable costs incurred under this Agreement. City of Mountain House shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City of Mountain House to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to City of Mountain House in the manner specified herein. Except as specifically authorized by City of Mountain House in writing, Consultant shall not bill City of Mountain House for duplicate services performed by more than one person.
Consultant and City of Mountain House acknowledge and agree that compensation paid by City of Mountain House to Consultant under this Agreement is based upon Consultant’s estimated costs of providing the services required hereunder, including salaries and benefits of employees and sub-Consultants of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and sub-Consultants may be eligible. City of Mountain House therefore has no responsibility for such contributions beyond compensation required under this Agreement.
3.2 Invoices. Consultant shall submit invoices not more often than once a month during the term of this Agreement based on the cost for services performed and reimbursable costs incurred prior to the invoice date via e-mail to [email protected]. Invoices delivered to any other e-mail address will be deemed undelivered and not paid.
Invoices shall contain the following information:
a. Contract ID number;
b. Federal Tax Payer Identification Number;
c. The beginning and ending dates of the billing period; d. A task summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion;
e. At City of Mountain House’s option, for each Work item in each task, a copy of the applicable time entries or time sheets shall be submitted showing the name of the person doing the Work, the hours spent by each person, a brief description of the Work, and each reimbursable expense;
f. The total number of hours of Work performed under the Agreement by Consultant and each employee, agent, and sub-Consultant of Consultant performing services hereunder; and
g. The Consultant’s signature.
3.3 Monthly Payment. City of Mountain House shall make monthly payments, based on invoices received, for services satisfactorily performed and for authorized reimbursable Item 8.3
CONTRACT ID # A-2526-06
4 costs incurred. City of Mountain House shall have thirty (30) days from the receipt of an invoice that complies with all of the requirements above to pay Consultant.
3.4 Final Payment; Retention Payment. If all services required have been satisfactorily performed, City of Mountain House shall pay the last five percent (5%) of the total sum due pursuant to this Agreement within sixty (60) days after completion and acceptance of the Work, or other applicable event under law, and submittal to City of Mountain House of a final invoice.
3.5 Total Payment.
a. City of Mountain House shall pay for the Work performed by Consultant pursuant to this Agreement. City of Mountain House shall make no payment for any extra, further, or additional service pursuant to this Agreement. b. In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment. c. City of Mountain House shall not pay any invoice or otherwise provide compensation to Consultant in excess of the maximum amount of compensation provided herein unless the Agreement is modified prior to the performance of such Work or services. d. City of Mountain House shall not pay any invoice or otherwise provide compensation to Consultant for Work or services performed after the expiration or termination of this Agreement unless the Agreement is modified prior to the performance of such Work or services.
3.6 Hourly Rate/Fees. Unless the services provided are for a lump sum or flat fee, fees for Work performed by Consultant on an hourly basis shall not exceed the amounts shown on the compensation cost proposal attached hereto as Exhibit B and incorporated herein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit B, the Agreement shall prevail.
3.7 Reimbursable Expenses. Reimbursable expenses are specified in Exhibit B.
Reimbursable expenses not listed in Exhibit B are not chargeable to City of Mountain House. Reimbursable expenses shall not include a mark-up and shall be billed as a direct costs. In no event shall expenses be advanced by City of Mountain House to the Consultant. Reimbursable expenses are included in the total amount of compensation provided under this Agreement that shall not be exceeded.
3.8 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes.
3.9 Payment upon Termination. In the event that City of Mountain House or Consultant terminates this Agreement pursuant to Section 8, City of Mountain House shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for Work satisfactorily completed as of the date of written notice of termination.
Item 8.3
CONTRACT ID # A-2526-06
5 Consultant shall maintain adequate logs and timesheets to verify costs incurred to that date.
3.10 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator.
4. Consultant’s Status:
4.1 Independent Consultant. In the performance of the Work, duties, and other obligations imposed by this Agreement, the Consultant is at all times acting as an Independent Consultant practicing his or her profession and not as an employee of City of Mountain House. Consultant shall perform the Work in accordance with currently approved methods and standards of practice in the Consultant’s professional specialty. A copy of Consultant’s current business license shall be provided to City of Mountain House. The Consultant shall not have any claim under this Agreement or otherwise against City of Mountain House for vacation, sick leave, retirement benefits, social security or worker’s compensation benefits. The Consultant shall be responsible for federal and state payroll taxes such as social security and unemployment. San Joaquin County will issue a form 1099 at year-end on behalf of City of Mountain House for fees earned.
4.2 Consultant Not an Agent. Except as City of Mountain House may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City of Mountain House in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City of Mountain House to any obligation whatsoever.
4.3 Non-Exclusive Rights. This Agreement does not grant to Consultant any exclusive privileges or rights to provide services to City of Mountain House. Consultant may contract with other agencies, private companies, or individuals for similar services.
5. Legal Requirements.
5.1 Compliance. Consultant shall comply with all Federal, State and local laws, regulations and requirements necessary for performance of the Work. Consultant shall comply with all laws applicable to wages and hours of employment, occupational safety, and to fire safety, health and sanitation.
5.2 Licenses and Permits. Consultant represents and warrants to City of Mountain House that Consultant and its employees, agents, and any sub-Consultants have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required for the performance of the Work. Consultant represents and warrants to City of Mountain House that Consultant and its employees, agents, and any sub-Consultants shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to perform the Work.
5.3 Conflict of Interest Statement. Consultant covenants that Consultant, its officers or employees or their immediate family, presently has no interest, including, but not limited to, other projects or independent contracts, and shall not acquire any such interest, direct or indirect, which would conflict in any manner or degree with the performance of the Item 8.3
CONTRACT ID # A-2526-06
6 Work. Consultant further covenants that in the performance of this Agreement no person having any such interest shall be employed or retained by Consultant under this Agreement. Consultant shall not hire City of Mountain House’s employees to perform any portion of the Work, including secretarial, clerical, and similar incidental services, except upon the written approval of City of Mountain House. Performance of the Work by associates or employees of Consultant shall not relieve Consultant from any responsibility under this Agreement.
5.4 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person’s race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, gender identity, or sexual orientation against any employee, applicant for employment, sub-Consultant, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant pursuant to this Agreement. Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby.
5.5 Drug Free Workplace. Consultant shall comply with the provisions of Government Code Section 8350 et seq., otherwise known as the Drug-Free Workplace Act.
5.6 Form Law. The Laws of the State of California shall govern this Agreement. Venue is San Joaquin County. The provision of this paragraph shall survive expiration or other termination of this Agreement regardless of the cause of such termination.
5.7 Subcontracts. Consultant shall include the provisions of this Section 5 in any subcontract approved by the Contract Administrator or this Agreement.
6. Indemnification, Hold Harmless and Defense.
To the fullest extent permitted by law, Consultant shall indemnify, hold harmless and defend City of Mountain House, its directors, officers, employees, agents and authorized volunteers, and each of them, from and against any and all claims, demands, causes of action, damages, penalties, judgments, awards, decrees, costs, expenses, attorneys’ fees, losses or liabilities, in law or in equity, of every kind or nature, including but not limited to personal injury, bodily injury, wrongful death, and property damage including any damage to City of Mountain House’s property, arising out of Consultant’s alleged negligence, or wrongful acts related to or in connection with Consultant’s performance of duties under the terms and conditions of this Agreement.
To the fullest extent permitted by law, City of Mountain House shall indemnify, hold harmless and defend the Consultant, its directors, officers, employees, agents and each of them (collectively referred to as “Consultant Indemnified Parties”) from and against any and all claims, demands, causes of action, damages, penalties, judgments, awards, decrees, costs, expenses, attorneys’ fees, losses or liabilities, in law or in equity, of every kind or nature, including but not limited to personal injury, bodily injury, wrongful death, and property damage including any damage to the Consultant’s property, arising out of City of Mountain House’s Item 8.3
CONTRACT ID # A-2526-06
7 alleged negligence, or wrongful acts related to or in connection with City of Mountain House’s performance of duties under the terms and conditions of this Agreement.
Notwithstanding the forgoing, to the extent this Agreement is a “construction contract” as defined by Civil Code Section 2782, as may be amended from time to time, such duties of Consultant to indemnify shall not apply when to do so would be prohibited by Civil Code Section 2782.
7. Insurance.
Before beginning any Work under this Agreement, Consultant, at its own cost and expense, unless otherwise specified below, shall procure the types and amounts of insurance described in Exhibit C, incorporated herein, against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the Work hereunder by the Consultant and its agents, representatives, employees, and sub-Consultants. Consistent with the following provisions, Consultant shall provide proof satisfactory to City of Mountain House of such insurance that meets the requirements of Exhibit C and under forms of insurance satisfactory in all respects, and that such insurance is in effect prior to beginning Work to City of Mountain House. Consultant shall maintain the insurance policies required by Exhibit C throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant’s proposal. Consultant shall not allow any sub-Consultant to commence Work on any subcontract until Consultant has obtained all insurance required by Exhibit C for the sub-Consultant(s) and provided evidence that such insurance is in effect to City of Mountain House. Verification of the required insurance shall be submitted and made part of this Agreement prior to execution.
8. Termination and Modification.
8.1 Termination. City of Mountain House may cancel this Agreement at any time and without cause upon written notification to Consultant. Consultant may cancel this Agreement upon sixty (60) days’ written notice to City of Mountain House and shall include in such notice the reasons for cancellation.
In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; City of Mountain House, however, may condition payment of such compensation upon Consultant delivering to City of Mountain House any or all work product, including, but not limited to documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or City of Mountain House in connection with this Agreement.
8.2 Extension. City of Mountain House may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Section 2.2. Any such extension shall require a written amendment to this Agreement, as provided for herein. The City of Mountain House City Manager is hereby authorized to negotiate and execute such extension.
8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties.
Item 8.3
CONTRACT ID # A-2526-06
8 8.4 Assignment and Subcontracting. City of Mountain House and Consultant recognize and agree that this Agreement contemplates performance of specialized services by Consultant and is based upon a determination of Consultant’s unique competence, experience, and specialized knowledge. Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator.
Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the sub-Consultants noted in the proposal, without prior written approval of the Contract Administrator. Any such assignment, transfer, delegation or subcontract without the prior written consent shall be considered null and void.
8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City of Mountain House and Consultant shall survive the termination of this Agreement.
8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms of this Agreement, City of Mountain House’s remedies shall include, but not be limited to, the following:
a. Immediately terminate the Agreement;
b. Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement; c. Retain a different Consultant to complete the Work described in Exhibit A not finished by Consultant; or
d. Charge Consultant the difference between the cost to complete the Work described in Exhibit A that is unfinished at the time of breach and the amount that City of Mountain House would have paid Consultant pursuant to Section 3 if Consultant had completed the Work.
9. Miscellaneous.
9.1 Contract Administrator. The Consultant Administrator shall be designated, and may be changed, by the City of Mountain House City Manager in writing.
9.2 Notices. Any notice required to be given pursuant to the terms and provisions hereof shall be in writing and shall be effected by personal delivery or by first class mail, registered or certified, postage prepaid, return receipt requested. Unless otherwise designated by either party in writing, such notices shall be mailed as shown on the first page of this Agreement.
9.3 Non-Liability of Officials, Employees and Agents. No officer, official, employee or agent of City of Mountain House shall be personally liable to Consultant in the event of any default or breach by City of Mountain House or for any amount that may become due to Consultant pursuant to this Agreement.
9.4 Attorneys’ Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provisions of this Agreement, the prevailing Item 8.3
CONTRACT ID # A-2526-06
9 party shall be entitled to reasonable attorneys’ fees in addition to any other relief to which such party may be entitled.
9.5 Documents. All drawings, specifications, documents and other memoranda or writings relating to the Work hereunder, shall remain or become the property of City of Mountain House upon termination of this Agreement, whether executed by or for the Consultant for City of Mountain House, or otherwise, by or for the Consultant, or by or for a subConsultant operating under the Consultant’s supervision, or direction, and all such documents and copies thereof shall be returned or transmitted to City of Mountain House forthwith upon termination or completion of the Work under this Agreement. Prior to termination Consultant shall deliver to City of Mountain House any such records upon request.
9.6 Force Majeure. It is agreed that neither party shall be responsible for delays in delivery or acceptance of delivery or failure to perform when such delay or failure is attributable to Acts of God, war, strikes, riots, lockouts, accidents, rules or regulations of any governmental agencies or other matters or conditions beyond the control of either the seller/Consultant or the purchaser.
9.7 Waiver. No waiver of any breach of any covenant or provision of this Agreement shall be deemed a waiver of any other covenant or provision hereof, and no waiver shall be valid unless in writing and executed by the waiving party. An extension of time for performance of any obligation or act shall not be deemed an extension of the time for performance of any other obligation or act, and no extension shall be valid unless in writing and executed by the waiving party.
9.8 No Third Party Beneficiaries. Nothing contained in this Agreement is intended to or shall be deemed to confer upon any person, other than the parties, any rights or remedies hereunder.
9.9 Headings. The headings of the sections and exhibits of this Agreement are inserted for convenience only. They do not constitute part of this Agreement and are not to be used in its construction.
9.10 Entire Agreement and Modification. This Agreement supersedes all previous Agreements either oral or in writing and constitutes the entire understanding of the parties hereto. No changes, amendments or alterations shall be effective unless in writing and signed by both parties.
9.11 Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. *Signatures on following page*
Item 8.3
CONTRACT ID # A-2526-06
10 IN WITNESS WHEREOF, City of Mountain House and Consultant have executed this Agreement on the day and year first written above.
Gachina Landscape Maintenance, Inc. City of Mountain House State of California
By: ____________________________
H. Jaclyn Ishimaru-Gachina
President
By: ___________________________
Steven J. Pinkerton
City Manager
Date: _________________________ Date: _________________________ Approved as to Form:
By: ___________________________
John Bakker
City Attorney
Item 8.3
CONTRACT ID # A-2526-06
11 EXHIBIT A
SCOPE OF SERVICES
[Attached]
Item 8.3
11 Gachina Landscape Management Tyler M. Stocking Director - Strategy 1130 O'Brien Dr Menlo Park, CA 94025 650-853-0400 [email protected] Item 8.3
Unit Price
1 $ 0.0398
2 $ 0.0327
3 $ 0.00380
ZONE Sq. Ft. Unit Price Monthly Fee Annual Fee
1 11,356 $ 0.0398 $ 451.97 $ 5,423.63
8,184 $ 0.0327 $ 267.62 $ 3,211.40
2 20,931 $ 0.0398 $ 833.05 $ 9,996.65
41,860 $ 0.0327 $ 1,368.82 $ 16,425.86
86,208 $ 0.0038 $ 327.59 $ 3,931.08
3 23,164 $ 0.0398 $ 921.93 $ 11,063.13
50,369 $ 0.0327 $ 1,647.07 $ 19,764.80
130,488 $ 0.0038 $ 495.85 $ 5,950.25
4 4,259 $ 0.0398 $ 169.51 $ 2,034.10
21,465 $ 0.0327 $ 701.91 $ 8,422.87
Sq. Ft. Unit Price Monthly Fee Annual Fee
1 59,710 $ 0.0398 $ 2,376.46 $ 28,517.50
2 121,878 $ 0.0327 $ 3,985.41 $ 47,824.93
3 216,696 $ 0.0038 $ 823.44 $ 9,881.34
4 398,284 7,185.31$ $ 86,223.76
Weed Abate Area
Total
Shrub Beds
SUMMARY
TURF AREA
SHRUB BED AREA
College Park NH A/B Location: Zinnia & Nipot Ranch Area Turf
Shrub Beds
Weeb Abatement Area
Vince Street Area
Turf
Exhibit C.1 - COMMUNITY FACILITY DISTRICT COST PROPOSAL Service Area Description
Turf - Standard unit price per square foot
Weeb Abatement Area
Shrub Bed - Standard unit price per square foot
Weed Abatement - Standard Unit Price per SF
The square foot pricing entered shall be used as unit cost when adding future landscaped areas.
Service Area Description
Questa Pocket-Park Location: Museo and Aventino
Turf
Shrub Beds
Linear Park Location: Cordes NH, Dairy Park, Gregorio Park Turf
Shrub Beds
21 Item 8.3
Item
1 2
3 4
5 Item
6 7
8 9
10 11
12 13
14 Item
15 16
17 18
19 20
21 Item
22 23
24 25
26 27
28 29
Fifteen (15) Gallon Tree w/Triple 3” Stakes & Ties ea $ 378.00 24" Box Size Tree w/Triple 3” Stakes & Ties ea $ 742.00 Two (2) Gallon ea $ 35.00
Five (5) Gallon ea $ 63.00
Fifteen (15) Gallon shrub ea $ 200.00
Annual Color (4") ea $ 6.37
Ground Cover flat $ 96.62
One (1) Gallon ea $ 25.00
Synthetic/Steel Header Board install lin ft $ 16.24
PLANT MATERIAL - Labor, Materials, fertilization, Warrantee per Decomposed Granit - walkway install cu yd $ 425.00
Playground Fibar - playground install cu yd $ 265.00
Baseball Infield Mix 60/40 install cu yd $ 307.00
Installation of Walk-on or Shredded Mulch install cu yd $ 98.00 (3) Guywire Set For 6” Diameter Tree Per Install occurrence $ 378.00 (2 per tree) 3” trees stakes and Ties Per Install occurrence $ 166.00 MISCELLANEOUS ITEMS - Labor and Materials per
Shrub Bed Maintenance (pruning, detailing weeding, etc.) sf $ 0.03 Pressure Wash Walkways, Walls and Structures hr $ 55.00 Weed Abatement Tractor, Flail or Rotary Equipment (1 operator) day $ 1,120.00 Topdressing (80% sand/20% amendments) 1,000 sf $ 425.00 De-Thatching (including removal) 1,000 sf $ 4.43
Weed Control Turf/shrub beds - Chemical Pre and Post Emergent 1,000 sf $ 26.06 Mowing (includes edging and clean-up) 1,000 sf $ 36.00
Turf Fertilization - granular 1lb Nitrogen per 1,000sf 1,000 sf $ 18.00 Hollow / Solid Core Aeriation (with removal of cores) 1,000 sf $ 11.38 Certified Playground Inspector hr $ 150.00
LANDSCAPE MAINTENANCE INDIVIDUAL TASKS per
Laborer hr $ 51.95
Irrigation Tech hr $ 71.20
Irrigation Laborer hr $ 71.20
Exhibit C.2 - ANCILLARY WORK UNIT PRICING
EXTRA WORK LABOR HOURLY RATES per
Foreman/Crew leader hr $ 63.00
12 Item 8.3
30 31
32 33
34 Item
35 36
37 38
39 40
41 42
43 44
45 46
47 48
49 50
51 52
53 54
55 56
57 58
59 60
61 62
63 Hunter MP Rotator 1000 Series w/nozzle (ea.) installed ea $ 86.00 Hunter MP Rotator 2000 Series w/nozzle (ea.) installed ea $ 96.00 Hunter I-40 4” (ea.) installed ea $ 150.00
Hunter I-40 6” (ea.) installed ea $ 165.00
Hunter I-60 6” (ea.) installed ea Not available
Hunter I-20 4” (ea.) installed ea $ 122.00
Hunter I-20 6” (ea.) installed ea $ 138.00
Wire Tracing per Linear Foot lin ft $ 9.25
Quick-coupler riser repair/replace occurrence $ 225.00
Buckner Superior Master Valve 3100 2” Replacement occurrence $ 821.00 Buckner Superior Master Valve 3100 3” Replacement occurrence $ 986.00 Flow Sensor (Netafim) 360CT02GAL0.1 occurrence $ 2,064.00 Backflow remove and replace 825YD 3” occurrence $ 2,496.00 Backflow remove and replace 825YD 4” occurrence $ 3,050.00 Buckner Superior Master Valve 3100 1” Replacement occurrence $ 684.00 Backflow remove and replace 825Y 1” occurrence $ 660.00 Backflow remove and replace 825Y 1-1/2” occurrence $ 1,445.00 Backflow remove and replace 825Y 2” occurrence $ 1,706.00 Rain Bird Valve 100 PEB Series 1” (ea.) ea $ 470.00
Solenoid Replacement (ea.) ea $ 135.00
Backflow Flush per Backflow occurrence $ 180.00
Toro Valve P-220 Series 1” inline angle w/solenoids (ea.) ea $ 507.00 Toro Valve P-220 Series 2” inline angle w/solenoids (ea.) ea $ 699.00 Toro Valve P-220 Series 3” inline angle w/solenoids (ea.) ea $ 733.00 Trenching by hand 6” deep lin ft $ 12.00
Trenching by hand 12” deep lin ft $ 22.00
Toro Valve P-220 Series 1-1/2” inline angle w/solenoids (ea.) ea $ 470.00 IRRIGATION REPAIRS - Labor and Materials per
Mainline Repair 1" to 2-1/2" occurrence $ 840.00
Lateral Line Repair 3/4" to 1-1/2" occurrence $ 225.00
Hydro seed (including binder, fertilizer; seed excluded) sf $ 0.24 48" Box Size Tree w/ Triple 3” Stakes & Ties ea Varies
Seeded and Top-dressed Turf Repair sf $ 2.02
Sodded Turf (remove, soil prep and replace) sf $ 3.29
36" Box Size Tree w/Triple 3” Stakes & Ties ea $ 1,308.00 13 Item 8.3
64 65
66 67
68 69
70 71
72 73
74 Item
75 76
77 78
79 80
81 82
83 84
85 86
87 88
89 90
91 92
93 Chipper 12” Pull Behind and Truck hr $ 160.00
Rototiller hr $ 125.00
Pesticide Spray Truck / Trailer, 200-gallon Capacity hr $ 160.00 Backpack Sprayer hr $ 55.00
Mini Excavator hr $ 125.00
Walk Behind Trencher hr $ 125.00
Sod Cutter hr $ 125.00
3/4 Ton Pickup Truck and Trailer hr $ 98.00
5 CY Dump Truck hr $ 98.00
Skid Steer hr $ 98.00
Bed Edger hr $ 55.00
String Edger hr $ 55.00
Backpack Blower hr $ 55.00
21”- 28” Mower hr $ 55.00
Gang Reel Mower 72” – 150” and Tractor hr $ 75.00
Reel Mower 72” – 150” hr $ 75.00
72” Mower hr $ 55.00
48” Mower hr $ 55.00
36” Mower hr $ 55.00
Eco Mat installed sf $ 85.00
EQUIPMENT AND OPERATOR
Toro Nozzle (any size) (ea.) installed ea $ 7.50
Shrub Bubbler (any size) (ea.) installed ea $ 22.00
Eco Line installed lin ft $ 18.00
Toro Pop-up 4” w/nozzle (ea.) installed ea $ 45.00
Toro Pop-up 6” w/nozzle (ea.) installed ea $ 65.00
Toro Pop-up 12” w/nozzle installed ea $ 85.00
Hunter 4" pop up with nozzle ea $ 45.00
Hunter 6" pop up with nozzle ea $ 65.00
Hunter 12" pop up with nozzle ea $ 85.00
Hunter MP Rotator Nozzle (ea.) installed ea $ 30.00
14 Item 8.3
VENDOR APPLICATION FORM FOR
RFP No. OM2501-OM2507
CITY LANDSCAPE MAINTENANCE
Legal Contractual Name of Corporation:
Contact Person for Agreement:
E-Mail Address
Corporate Mailing Address:
City, State Zip Code:
Phone: Fax:
Contact Person for Proposals:
Title:
Business Telephone: E-Mail Address:
Business Fax:
Is your business: (check one)
NON PROFIT CORPORATION FOR PROFIT CORPORATION
CORPORATION LIMITED LIABILITY PARTNERSHIP
INDIVIDUAL SOLE PROPRIETORSHIP
PARTNERSHIP UNINCORPORATED ASSOCIATION
Names & Titles of Corporate Board Members
(Also, list Names & Titles of persons with written authorization/resolution to sign contracts) Name Title Phone Number
Federal Tax Identification Number:
5 Gachina Landscape Management, Inc. 1130 O' Brien Drive Menlo Park, CA 94025 650-853-0400 650-853-0430 x 94-3235914
Toni Scurti [email protected] Rene Estrada Senior Account Manager 650.853.0400 [email protected] H. Jaclyn Ishimaru-Gachina President 650-853-0400 650.853.0430 Item 8.3
LICENSE INFORMATION
Individual/Firm Name:
DBA:
State License #: Type of License:
Business License Number: Expiration Date:
(If none, you must obtain a Business License upon award of contract.) City, State of License:
If Applicable:
County of San Joaquin Business License
for Pest Control #
Pest Control Advisor’s License Category Expiration Date Individual’s Name on License
Qualified Applicator License Category 12/31/2025
Individual’s Name on License
Include copies of licenses with the proposal if applicable.
Signing this day of , 20
By:
SIGNED
Print Name Title
Address:
Telephone:
Cristina Prevarin
6 Gachina Landscape Management, Inc. 473815 C27 54041 12/31/2025 Menlo Park, California 18th April 25 Toni Scurti Business Development Manager 1130 O'Brian Drive, Menlo Park, CA 94025 650.713.7684 Item 8.3
EX PARTE COMMUNICATIONS CERTIFICATION
Please indicate by signing below one of the following two statements. Only sign one statement.
I certify that Proposer and Proposer’s representatives have not had any communication with the Mountain House City Council regarding RFP No. OM2501, OM2502, OM2503, OM2504, OM2505, OM2506, or OM2507 for landscape maintenance services at any time after ______________, 20 ___
Signature: Date:
Printed Name:
OR
I certify that Proposer or Proposer’s representatives have communicated after ______, 20 ___ with Mountain House City Council regarding RFP No.
OM2501, OM2502, OM2503, OM2504, OM2505, OM2506, or OM2507 for landscape maintenance services. A copy of all such communications is attached to this form for public distribution.
Signature: Date:
Printed Name:
7 25 March 7 4/18/25 Toni Scurti
Item 8.3
DISQUALIFICATION QUESTIONNAIRE
The Contractor shall complete the following questionnaire:
Has the Contractor, any officer of the Contractor, or any employee of the Contractor who has proprietary interest in the Contractor, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation?
Yes No
If the answer is yes, explain the circumstances in the following space. 8 X
Item 8.3
DRUG-FREE WORKPLACE ACKNOWLEDGEMENT
THE BELOW SIGNED RESPONDENT CERTIFIES that it has implemented a drug-free workplace program. In order to have a drug-free workplace program, a business shall:
1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that are under quote a copy of the statement specified in subsection 1.
4. In the statement specified in subsection 1, notify the employees that, as a condition of working on the commodities or contractual services that are under quote, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893, Florida Statues, or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in, drug abuse assistance or rehabilitation program if such is available in employee’s community, by any employee who is convicted.
6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.
As the person authorized to sign this statement, I certify that this firm complies fully with the above requirements.
Date Company
Signature Address
Name E-Mail
Title Phone No.
9 April 18,2025 Gachina Landscape Management 1130 O'Brian Drive, Menlo Park, CA 94025 Toni Scurti [email protected] Business Development Manager 650.713.7684 Item 8.3
ADDENDUM ACKNOWLEDGEMENT FORM
City of Mountain House Landscape Maintenance Services
No. OM2501
This form is an acknowledgement that I have reviewed and acknowledge the receipt of the following Addendums for the subject Contract:
Addendum No.
Proposer
Name
Title
Signature
Date
When issued, Addendum shall automatically become a part of the proposal documents and shall supersede any previousspecification(s) and/or provision(s) in conflict with the Addendum. Itisthe responsibility of each prospective Proposer to obtain all Addendum associated with this solicitation. By submitting a response to this solicitation, the proposer shall be deemed to have received all Addendum and will be incorporated into their proposal
59 #1, #2, #3 OM2501-OM2507 and #2 OM2504 Gachina Landscape Management Toni Scurti Business Development Manager 4/29/25 #4 OM2504 Item 8.3
CITY LANDSCAPE MAINTENANCE SERVICES
COMMUNITY FACILITIES DISTRICT
RFP OM2507
REQUEST FOR PROPOSALS
Proposals must be submitted to the City of Mountain House by:
2:00 p.m. Pacific Standard Time on Friday, May 2, 2025
The City of Mountain House will reject any proposals received after the date and time noted above.
Proposals will be evaluated by the Selection Committee for review following the criteria set forth within this RFP.
INQUIRIES REGARDING THIS RFP: Do not contact City personnel other than the person(s) indicated below. If needed, please send a single email inquiry if there are multiple questions concerning the scope of professional services required.
Doug Louie, O & M Superintendent: [email protected] | (209) 831-2300 Pedro Vieira, Landscape Maintenance Supervisor: [email protected] | (209)278-8788 Item 8.3
SECTION 2 - SCOPE
Landscape Maintenance Standards and Specifications
A. GENERAL STANDARDS
1. DURATION OF AGREEMENT
The agreement shall remain in full force and effect for an initial period of three (3) years, unless terminated by either party. The agreement may be extended, with approval of both parties, for one (3) three -year period, for a maximum term not to exceed six (6) years.
2. QUALITY OF WORK
The Operations and Maintenance Superintendent, or his designated representative, shall be the sole judge as to the adequacy and quality of maintenance. Where the Operations and Maintenance Superintendent is mentioned in these Specifications, it shall be noted that his designated representative may act on his behalf regarding the administration of this agreement. To ensure the consistent quality of the work being performed, the City representative may inspect all areas covered by this contract within 24 hours after work is scheduled to be performed for the month. Any deficiencies shall be recorded on the Performance Deficiency Notification form and submitted to the contractor for review and corrective action. After the correction period allowed in the Performance Deficiency Notification form has passed, the City representative shall re-inspect the deficient work and complete and submit a Performance Deficiency Status Memo to the Contractor. Any deficiencies not corrected shall result in the value of the work being deducted from the monthly payment to the Contractor. The bid prices quoted by the contractor in the Cost Proposal shall be used to determine the dollar value of any deficiencies.
3. LOCATIONS
See Exhibit A – Maintenance Zone Maps
4. CANCELATION
CITY OF MOUNTAIN HOUSE reserves the right to cancel this contract without cause with a 60-day written notice.
5. NON-PERFORMANCE
In case of termination by the City for nonperformance, the City may contract or cause to be done any work not completed at the time of the termination. Payment to the Contractor shall be reduced by the cost of the work. If it is determined the Contractor has not performed the work satisfactorily under a provision of this contract, a non-credit status may be enforced during this period on “noncompliance.” This proration shall be based on the total yearly amount for labor divided by the working days available. If a nonRFP OM2507 LANDSCAPE MAINTENANCE
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credit status is imposed due to the Contractor’s nonperformance and/or noncompliance to the specifications and provisions contained herein or any other work applicable under this contract, it is agreed that the City may withhold payment for the value of the disputed work until the nonperformance or noncompliance is corrected. If not correctable, the City may deduct from any payment due, the value of the work that was either not performed or not in compliance with the specifications. This provision shall have no effect on any other rights the City may have under this contract.
6. NOTICE REQUIREMENT
Notice shall be deemed to have been given by either party by posting a registered letter, email, or fax to the business address of the other party.
Operations and Maintenance
Superintendent
City of Mountain House
251 East Main Street
Mountain House, CA 95391
Phone: (209) 831-2300
Company Name:
Name & Title Representative:
Street Address:
City , State & zip code:
Phone Number:
Fax Number:
7. COMPENSATION
a. The Contractor shall be compensated in 12 equal monthly payments based on the annual contract amount for satisfactorily completed base maintenance under the scope of this contract. This payment includes all necessary costs, such as vehicles, equipment, tools, labor, materials, and travel to and from the job site. However, expenses related to airline travel, hotels, employee training, and company events shall not be included in the monthly maintenance fees, nor will the City provide additional compensation for these items.
b. All billing is based on prevailing wage or otherwise mandated by changes in laws and/or regulations by Federal and/or State entities with authority over the classifications of workers for this contract.
c. The Contractor must meet all applicable State and Federal requirements and must be registered with the State Department of Industrial Relations for this project. d. Certified payroll reportsfor all employees performing work on the contract during the billing period shall be submitted with each invoice.
e. Payment Withheld: The City may withhold payment to such extent as it may be necessary to protect the City from loss due to:
• Work required in the specifications, which is defective, incomplete, or not performed.
• Claims filed or reasonable evidence indicating probable filing of claims. • Failure of the contractor to make payments properly to subcontractors for materials and labor.
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• There is a reasonable doubt that the contract may be completed, for the balance then unpaid.
• Failure to submit required reports or other documents required by the contract.
8. ANNUAL ADJUSTMENT
Annual adjustments to the Unit Price per Square Foot for Landscape Maintenance and ancillary unit priced work will be based on the “Bureau of Labor Statistics, U.S.
Department of Labor, Consumer Price Index (CPI), San Francisco Area” up to a maximum adjustment of 3%. The most recent CPI data must be utilized for estimated increases, prior to the submittal of the requested increase that is due no later than January 1 each year for increasesthat will be applied to the following fiscal year beginning July 1. Newly added landscape areas must be under contract for at least 6 months to qualify for a CPI requested increase.
9. RIGHTS RESERVED
a) Rejection of Work:
The contractor agrees that the City of Mountain House has the right to make all final determinations as to whether the work has been satisfactorily completed. b) Completion of Work:
If Contractor fails to comply with the conditions of the contract, or fails to complete the required work or furnish the required materials within the time stipulated, the City of Mountain House reserves the right to purchase in the open market, or to complete the required work, at the expense of the Contractor, including but not limited to, by recourse to provisions of the performance bond ifsuch bond is required under the conditions of this Proposal. The original Contractor can be liable for any resulting increased costs.
10. ASSIGNMENT OR CHANGE OF OWNERSHIP
Except for the case of a sale of all or substantially all of the assets of the Contractor, a merger, consolidation, or transfer of 50% or more of the Contractor stock cumulatively during the term of this agreement, the rights and obligations of the Contractor there undershall be assignable only upon the express written request of the Contractor and the express written consent of the CITY OF MOUNTAIN HOUSE; such approval shall not be unreasonably withheld or delayed.
11. CONFLICT OF INTEREST
The contractor shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with the best interest of the City. This obligation shall apply to Contractor’s employees, agents, sub-Contractors, or other parties associated with accomplishing the work. Contractor’s efforts shall include, but not be limited to, establishing precautions to prevent its employees or agents from making, receiving, providing, or offering gifts, entertainment, payments, loans, or other considerations which could be deemed to appear to influence individuals to act contrary RFP OM2507 LANDSCAPE MAINTENANCE
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to the best interest of the City.
12. RECORDS AUDIT
Contractor’s financial books, employment records, maintenance related records, and plans or such part thereof may be engaged in the performance of this contract, shall at all reasonable times be subject to inspection and audit by any authorized representative of the City unless otherwise protected by applicable laws.
13. BUDGETARY APPROPRIATIONS
This agreement is subject to and contingent upon applicable budgetary appropriations being made by the Mountain House City Council each fiscal year during the term of this contract. If such appropriations are not forthcoming, the contract may be terminated or reduced in scope without penalty to the City with required prior notice.
14. INTERPRETATION OF CONTRACT
This agreement shall be construed and interpreted according to the laws of the State of California.
15. CHANGES TO DOCUMENT
Any changes beyond this document shall occur only when ordered in writing by the Mountain House Operations and Maintenance Superintendent or Authorized Representative. In the absence of such a written order, any such product supplied, or work performed shall be considered unauthorized and will not be paid.
16. STANDARDS OF ITEMS
As applicable, all items furnished in this contract shall meet or exceed the standards established by the California Occupational Safety and Health Act of 1973 and current amendments thereto, provided the end use of the item is for the purpose for which the item is intended.
17. SAFETY AND HEALTH ORDINANCES
The contractor shall comply with all air pollution control, water pollution, Safety and Health Ordinances and statutes which apply to the work performed or supplies provided pursuant to this contract including, but not limited to, any requirementsspecified in State government codes.
18. INDEPENDENT CONTRACTOR
Contractor is, for all purposes arising out of this contract, an independent Contractor and shall not be deemed an employee of the City of Mountain House. It is expressly understood and agreed that the successful Contractor and its employeesshall in no event, because of this contract, be entitled to any benefits to which City of Mountain House employees are entitled to, including but not limited to, overtime, any retirement benefits, worker's compensation benefits, injury leave or other leave benefits.
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19. PREVAILING WAGE
It shall be mandatory upon the Contractor to whom the contract is awarded to pay not less than the said prevailing rates of wages to all workers employed by the firm in the execution of the contract. The Contractor will be required to comply with the California Labor Code, Article 2, Section 1770 through 1780 inclusive and Article 5, Section 1810 through 1861 inclusive. (Laws and Regulations governing the payment of prevailing wages). The Contractor shall pay its employees the general prevailing rate of wages as determined by the Director of the Department of Industrial Relations. Contractor and any of their subcontractors shall keep an accurate payroll record showing the name, address, socialsecurity number, work classification,straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed. The payroll records shall be certified, available for inspection, and copies thereof furnished with the payment requests as prescribed in Section 1776 of the Labor Code. The contractor shall keep the City informed as to the location of the records and shall be responsible for the compliance with these requirements by all subcontractors. The provisions of Article 2 and 3, Division 2, Chapter 1 of the Labor Code, State of California, are made by this reference as a part of this solicitation.
20. ASSIGNMENT OR SUBCONTRACTING
No performance of this agreement or any portion thereof may be assigned or subcontracted by the Contractor without the express written consent of the City. Any attempt by the Contractor to assign or subcontract any performance of this agreement without the express written consent of the City shall be invalid and shall constitute a breach of this agreement. Whenever the Contractor is authorized to subcontract or assign, the terms thereof shall incorporate by reference and not conflict with this agreement.
21. QUALIFIED EMPLOYEES AND APPEARANCE
The Contractor warrants that all persons employed have satisfactory past records indicating their ability to accept the kind of responsibility anticipated in this type of work.
All employees shall be required to wear uniforms, badges, or other means of identification acceptable to the City which are to be furnished by the Contractor and must be always worn while working on City property.
22. SAFETY REQUIREMENTS
Whenever the Contractor’s operations create a condition that is potentially hazardous to traffic or to the public, he shall furnish, erect, and maintain at his expense and without cost to the City of Mountain House, flagger and/or control devices as are necessary to prevent accidents, damage, or injury to the public. Signs, lights, flags, and other warning and safety devices shall conform to the requirements set forth in the current Work Area Traffic Control Handbook, published by Building News, Inc.
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23. SPECIFICATIONS
All changes in specifications and/or contract requirements will be issued in writing. The City of Mountain House is not responsible for any oral instruction.
24. PROPOSAL REQUIREMENTS
In submitting the Proposal, the Contractor acknowledges that the Contractor has thoroughly and carefully read and understands the RFP documents and attachments; agrees to furnish the product at the prices, quantities, and terms and conditions stated, and certifies that the information contained in the Proposal is true and complete to the best of the Contractor’s knowledge.
25. CONTRACTOR AGREEMENT
The Contractor acknowledges that he has read and agrees to all terms and conditions of this agreement.
26. PAYMENTS
After service, the Contractor must submit an invoice for payment. Invoices shall be sent to: City of Mountain House, Attention: Accounts Payable, 251 East Main Street, Mountain House, CA 95391 or emailed to [email protected] . Invoices shall include the purchase order number, description of the service provided, type of service provided, and price.
Payment shall be made within thirty (30) days after receipt of the invoice. Any “prompt payment discounts” will be taken by the City of Mountain House, if possible, and will be included in the bid evaluation if the terms offered are for twenty (20) days or longer.
27. PENALTY ASSESSMENTS
Deficiency Notices shall be issued due to lack of response, performance and contractor neglect as listed throughout this agreement. Monetary penalties shall accompany these notices. The Deficiency Notice shall include date, reason for penalty and monetary amount of penalty. The dollar amount of each penalty shall be added and become a part of the M&R Provision balance.
B. CONTRACTOR’S RESPONSIBILITY
1. EXPERIENCE
Prior to contract award, the successful Contractor for this contract shall be required to demonstrate to the City that they can successfully perform maintenance work of the type involved in this contract by providing a list of similar local projects they are maintaining of similar nature and possesses suitable equipment to perform the work.
2. LOCALITY OF OFFICE AND YARD
The Contractor shall maintain a local office within forty (40) miles of the City from which the company’s representative can be reached during normal working hours or emergencies. This location shall also include additional personnel authorized to make decisions on matters pertaining to this contract with the City during normal business RFP OM2507 LANDSCAPE MAINTENANCE
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hours. This facility shall include a corporation yard suitable to store all equipment and vehicles to support daily operations for services provided in Mountain House.
3. EQUIPMENT LIST
a. The City reserves the right to determine the capability of the equipment and to reserve acceptance or rejection of deficient equipment. b. All Contractors must provide a list of equipment they will use to fulfill the contract.
This list must include the make, model, year of equipment and whether the equipment is owned or leased.
c. All equipment necessary to provide the specified maintenance shall be provided and maintained by the Contractor. Equipment shall be safe, proper, efficient, and suited to and for the job.
d. The Contractor shall maintain all equipment in prime working order; all cutting blades shall be kept sharp.
e. Equipment shall have all the required safety devices in place and in operation. f. Installed equipment or replacement equipment shall be in new condition. g. Equipment operation times and noise levels shall comply with CITY OF MOUNTAIN HOUSE requirements.
4. REPORTS, SERVICE, AND INSPECTIONS LOGS
a. The Contractor will provide the City Representative with all reports as identified throughout this specification. The required documentation shall be provided as described, completed and legible in a timely manner as scheduled. b. By March 31 of each calendar year thereafter a report shall be submitted, reporting all missing shrubs, trees and turf areas requiring replacement due to contractor neglect. All replacements shall be installed by the contractor no later than January 1st of each calendar year. Plant material that has perished due to contractor neglect will be replaced at the expense of the contractor.
c. The Contractor shall maintain and keep records of all ongoing, seasonal, and additional work and maintenance functions performed daily by the Contractor's personnel. Such reportsshall be submitted to the City in concurrent with the monthly invoice. The monthly payment will not be made until such a report is received by the CITY OF MOUNTAIN HOUSE.
d. The Contractor shall also provide additional documentation as requested by the City Representative including:
• Suggestions for improving plant health, vigor or irrigation efficiency and effectiveness.
• Cost estimates for landscape renovations, repairs, and modifications. Unit prices shall correspond to Contractor's current landscape maintenance bid. • Proposed solutions to perceived problems presented by the City’s Authorized Representative.
5. FAILED PLANT MATERIAL
a. The Contractor shall accept all plant material within the scope of work in writing as RFP OM2507 LANDSCAPE MAINTENANCE
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viable and healthy, noting any exceptions within 60 days of the inception of the contract. The City Representative and the Contractor shall agree on the status of all exceptions. Documentation of the status of plant material at the commencement of work shall be the Contractor's responsibility.
b. The Contractor shall restore or replace at their own expense, any lawn area, groundcover, perennial or annual plants, trees, shrubs, or other plant materials requiring restoration or replacement due to the Contractor's actions or failure of action, including plant materials severely damaged by pests or disease. c. The Contractor shall not be liable for plant losses due to maladies beyond the Contractor's control; this includes but is not limited to disease or insect attack for which there is no legal recommended control, acts of vandalism, earthquakes, fires, and the like.
d. Plants that fail because of improper maintenance or as the result of toxicity from Contractor applied chemical or other materials shall be replaced by the Contractor at no cost to CITY OF MOUNTAIN HOUSE.
6. LICENSES AND PERMITS
The Contractorshall, prior to submitting the Proposal, and forthe duration of the contract period, possess all licenses and permits required for the performance of the work required by this contract as follows:
a. Contractor must possess a California Qualified Pest Control Applicators License with categories “B” and “C.”
b. The Contractor must employ, or contract with, a person possessing a valid Pest Control Advisers License.
c. All personnel supervising employees that apply and handle pesticides shall possess a valid Qualified Applicator’s certificate in the applicable categories. d. All employees that apply and handle pesticides shall be trained and certified by qualified trainers annually.
e. No Proposal shall be considered from a Contractor who, at the time the Proposal is submitted, is not licensed (C-27) to contract for this project in accordance with the law under provisions of Division 3, Chapter 9, of the Business and Professions Code of the State of California.
f. In the event of a dispute as to the classification of the license required, the opinion of the Contractor’s State License Board shall prevail. This requirement is not a mere formality, and it shall not be waived.
g. All vehicle operators performing work on this project shall have a valid State of California driver’s license for the class of vehicle being operated. h. While working in the City all vehicles shall have signage on two sides of each truck stating “Authorized Contractor for the City of Mountain House”: with Name of Company, Phone number(s) of Company and State Contractor’s license number(s).
7. CONTRACTOR IS AN INDEPENDENT CONTRACTOR
The Contractorshall act under the contract as an independent contractor vis-à-visthe City of Mountain House and shall not be an agent or employee of the City. The Contractor RFP OM2507 LANDSCAPE MAINTENANCE
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shall not represent or otherwise hold out itself or any of its subcontractors, directors, directors, officers, partners, employees, or agentsto be an agent or employee of the City.
8. INDEMNIFICATION
The Contractor shall indemnify and otherwise hold harmless the City, and its officials, officers, employees, agents and other representatives, from all liability, loss or damage, including reasonable attorney’s fees and other costs of defense resulting from damage or injury to persons or property caused, or claimed to have been caused, by acts or omissions of the Contractor or of any of its agents in the course of or in connection with the Contractor’s performance under the contract. The parties agree to cooperate fully in the resolution of any claims for such liability, loss, or damage.
9. COMPLIANCE WITH THE LAW
The Contractor agrees that his performance under the contract shall comply with all applicable laws of the State of California, and any political subdivision of such state, including without limitation the County of San Joaquin, and the City of Mountain House.
10. EQUAL EMPLOYMENT OPPORTUNITY
The Contractor shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of race, religion, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or sexual orientation, except as permitted pursuant to Section 12940 of the Government Code. Violation of this provision may result in the imposition of penalties referred to in Labor Code Section 1735.
11. PERSONNEL – MINIMUM STAFFING LEVELS/SUPERVISION & CERTIFICATIONS/VEHICLES a. The Contractor and/or their representative shall be experienced in landscape maintenance and preferably have academic education in horticulture and/or agronomy. They shall be qualified to analyze any problems with the landscaping and provide reports and solutions to the City on dealing with such problems. The Contractor shall supply CITY OF MOUNTAIN HOUSE with a listing of employee experience, degrees, and certifications.
b. Supervision: The Contractor shall assign adequate supervisory personnel to be on site each working day, working regular working hours, for the duration of this contract.
The Contractor and the assigned supervisor shall have expertise and experience in comprehensive maintenance of a wide range of municipal facilities, including but not limited to plant care, irrigation management, Irrigation repair and replacement, pest control, soils, fertilizers, and plant identification. The assigned supervisor(s) must be fluent in the English language (written and spoken) and must be able to communicate effectively with City Authorized Representatives, the public and subordinate staff.
There shall be regular meetings on site with the Contractor and the City to determine progress and to establish areas requiring attention to meet specifications. The city shall retain the right to schedule meetings at any frequency. c. Certification: Contractormust assign one Certified Irrigation Technician (CIT) that will RFP OM2507 LANDSCAPE MAINTENANCE
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be responsible for irrigation testing, identifying, and making any necessary irrigation repairs as well as recommending/requesting specific irrigation scheduling changes. d. The work force shall consist of U.S. citizens and/or legal residents. e. The Contractor shall supply the CITY OF MOUNTAIN HOUSE with an Organizational Flow Chart of the Company and Management/Employees specific to Mountain House.
f. The workforce shall be directly employed and supervised by the Contractor. The work force shall always be under supervision while working in CITY OF MOUNTAIN HOUSE landscape areas. The Authorized CITY OF MOUNTAIN HOUSE Representative shall be notified of all changes in supervision. All supervisors must speak English. g. No subcontract may be entered into by the contractor without the prior approval of the MH City Superintendent or the MH Representative. Should the CITY OF MOUNTAIN HOUSE approve such subcontract, Landscaper shall continue to be primarily responsible forthe performance of each term and condition of this contract and to ensure full compliance by its subcontractor to the satisfaction of the CITY OF MOUNTAIN HOUSE.
h. The employees shall present a neat, well-groomed appearance always. The employeesshall act in a courteous, professional manner always while working on the project. Every effort shall be made to perform the work while creating minimum disturbance to the CITY OF MOUNTAIN HOUSE landscape areas, residents, owners, or visitors. Any employee who is determined by the Authorized CITY OF MOUNTAIN HOUSE Representative to be incompetent, disorderly, intemperate or otherwise objectionable considering these specifications and public safety concerns shall be immediately removed from the project and replaced with a satisfactory replacement. i. The Contractor shall pay for and bear the maintenance cost of uniforms for all employees working on the project. The uniforms shall be identified in writing and submitted to the Authorized CITY OF MOUNTAIN HOUSE Representative annually for approval. The uniform shall be worn as a complete unit and be fitted properly. The uniform shall be clean daily with no rips, tears, or permanent stains present. j. All vehicles used on the projectshall be no olderthan ten (10) years, unless otherwise approved by the CITY OF MOUNTAIN HOUSE, and maintained in good mechanical and body repair.
k. All vehicles shall always be clean with the exterior paint in good condition and shall be equipped with tool and equipment racks to hold all tools and equipment in a neat and orderly fashion.
l. All vehicles shall bear on both sides of each vehicle in a legible fashion; the contractor's name, contractor’s phone number, contractor’s State Contractor’s License number and “Authorized Contractor for the City of Mountain House.”
12. SCHEDULING OF WORK
On a monthly basis or more frequently if the City determines it is necessary, the Contractor shall provide a comprehensive schedule for the work to be conducted during the next monthly work period. The schedule shall be formatted as a calendar and include:
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a. Tasks to be accomplished per site on each day of service. b. Number of employees and labor-hours that will be dedicated to the work. c. Indicate any special work assignments i.e., pesticide application, tree trimming, playground inspections, pressure washing, etc.
d. The schedules shall be submitted to the City five (5) working days prior to the first working day of the month. Failure to submit schedules within the period specified shall result in a penalty of $100 per occurrence and each calendar day until schedules are received.
e. The City may grant, on an individual basis, permission to perform contract maintenance with an alternative schedule.
C. ADDITIONS/DELETIONS
The CITY OF MOUNTAIN HOUSE is required to install landscaping and irrigation as dictated by the Mountain House Community Master Plan (Master Plan), Specific Plans and Design Guidelines. The City, with thirty days’ written notice, may submit additional new landscaped areas to be maintained by the Contractor. These improvements may be in the right-of-way or setback. Property in the right-of-way will become part of the City landscape areas. Upon written notice from the City of Mountain House, the Contractor shall add these areas to the maintenance contract. The Contractor shall submit updated pricing with a revised Exhibit C All such changes shall only be made upon written notification in the form of a change order approved by the Director of Public Works or the assigned representative, which shall clearly state the effective date of the change, the adjusted contract amount, and the scope of any changes. The contract amount shall be adjusted to reflect the additions or deletions.
Prior to commencing work on additional sites, the Contractor shall meet with the City Representative to review maintenance requirements for the additional sites.
D. EMERGENCY CALLS
The Contractor shall have the capability to receive and to respond immediately to calls of an emergency nature during normal working hours and during hours outside of normal working hours. Calls of an emergency nature received by the City may be referred to the Contractor for immediate response.
1. Emergency calls relayed and reported by use of Govoutreach, Gorequest, email, text, cell phone, etc. shall be considered valid forms of communication.
2. Social media sites related to the Mountain House Community are recommended in monitoring emergencies, however, they are not required.
3. The contractor shall respond to emergency calls by use of Govoutreach, Gorequest, email, text, cell phone, etc. within (30) minutes and shall notify the City Representative of the estimated time of arrival (ETA) to the emergency.
4. The contractor shall report on-site (2) hours from the time of notification and shall notify the City Representative upon arrival and completion of the call-out and the work performed.
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5. The contractor shall designate a person(s) who shall be available to respond to emergency calls through Govoutreach, Gorequest, email, text, cell phone, etc. 24 hours per day.
6. The contractor shall submit telephone number(s) to the City that can be used to obtain emergency services on a 24-hour basis.
Upon arriving at an emergency, it shall be the responsibility of the Contractor to eliminate all unsafe conditions that would adversely affect the health, safety, or welfare of the public or notify the City Representative if that is not possible. Failure to respond within two (2) hours of attempt to contact shall result in a $300 Deficiency Notice penalty per incident. Failure to respond to an emergency when contacted shall subject the Contractor to all primary or secondary costs arising from said emergencies being remedied by other contractors due to non-responsiveness and may result in termination of contract.
E. SAFETY REQUIREMENTS
All work performed under this contract shall be performed in such a manner as to provide maximum safety to the public, and where applicable, comply with all laws, regulations, and applicable safety standards required by CAL-OSHA, the Work Area Traffic Control Handbook (W.A.T.C.H.) and the State of California Manual of Traffic Controls. The contractor is responsible for all safety and traffic controls during any approved lane closures and traffic detours approved by CITY OF MOUNTAIN HOUSE.
The City reservesthe right to issue restraint or cease and desist ordersto the Contractor when unsafe or harmful acts are observed or reported relative to the performance of the work under this contract.
1. HAZARDOUS CONDITIONS
The Contractor shall maintain all work sites free of hazards to persons and/or property resulting from the contractor’s operations. Any hazardous condition noted by the Contractor, which is not a result of his operations, shall be immediately reported to the City Representative.
2. SPILLS/LEAKS
The Contractor must submit a written plan for the emergency clean-up of any leaks or spillage of hydraulic fluid, oils, pesticides, and any other potentially hazardous materials.
The contractorshall prevent any material from entering the catch basins and storm drain system and will be responsible for the cost of any clean up resulting from their failure to protect the storm drain system.
3. TRAFFIC CONTROL
During the progress of the work, adequate provision shall be made by the Contractor to accommodate normal traffic over public streets and park roadways to cause a minimum of inconvenience to the public. The Contractor shall hold the City harmless from all claims arising from any act or omission on their part pertaining to any injury, death or damage to any person or property by reason of any use of any street by anyone while the Contractor is working or has any equipment or barricades thereon. a. The Contractor shall comply with all local, County, State or other legal requirements including, but not limited to, full compliance with the terms of the RFP OM2507 LANDSCAPE MAINTENANCE
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applicable O.S.H.A. and CAL O.S.H.A. Safety Orders always to protect all persons, including Contractor's employees, agents of the CITY OF MOUNTAIN HOUSE, vendors, members of the public or others from foreseeable injury or damage to their property.
b. Employees performing work in the median shall always wear an approved ANSI Class II safety vest as an outer garment.
c. Means of ingress and egress for occupants of property or buildings shall be always provided unless otherwise approved by the City.
d. The contractor shall notify the City Representative of intent to begin work at least five (5) days before work is begun if the work shall include the closure of any traffic lane unless the work is of a re-occurring nature, and a one-time submittal of a traffic control plan was completed and approval received prior to the initiation of the work.
e. The Contractor shall cooperate with local authorities and all other City departments relative to handling traffic through the area and shall make their arrangements relative to keeping the working area clear of vehicles. f. When entering or leaving roadways carrying traffic, the Contractor’s equipment, whether empty or loaded, shall in all cases yield to public traffic. g. All traffic delineation and work area protection shall conform to the Work Area Traffic Control Handbook (W.A.T.C.H.) and the State of California Manual of Traffic Controls.
h. All lane closures shall require the completion and City approval of a traffic control plan prior to conducting any work.
i. The contractor shall provide a Type B flashing sign arrow boards for all lane closures.
j. The Contractor shall make every effort to keep commercial driveways open during working hours. After working hours, all driveways shall be accessible with smooth and safe crossing through the construction area.
k. Full compensation for conforming to the requirements of this section shall be considered as included in the prices paid for the various contract items of work involved and no additional compensation shall be allowed, therefore. l. The Contractor shall not close a traffic lane between the hours of 7:00 - 9:00 AM and 4:00 - 6:00 PM without prior approval by the City Representative. m. The Contractor shall not close any traffic lanes near Mountain House High School between the hours of 6:00 - 9:00 AM and 2:00 - 6:00 PM without prior approval by the City Representative.
F. SOUND CONTROL REQUIREMENTS
The Contractorshall comply with all localsound control and noise level rules, regulations, and ordinances, which apply to any work performed pursuant to the contract. No pruning operations, use of equipment or tools shall begin before 7:00 a.m.
Each internal combustion engine used for any purpose on the job or related to the job shall be equipped with a factory recommended muffler. No internal combustion engine shall be operated on the project without said muffler.
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G. WASTE DISPOSAL
The City shall provide trash and green waste containers located in a collection area within the City for the handling of waste generated by maintenance activities within this contract. The contractorshall be responsible for the collection, removal and disposal of all trash, debris and green waste generated by landscape maintenance activities as per specifications. The Contractor shall deposit general trash and green waste each day from the contract at the City’s transfer site. Additionally, the Contractor shall deposit all generated waste into the appropriate refuse container as provided by the City. The Contractor will coordinate the emptying and tracking ofsuch waste. Contractorshall keep the refuse transfer area clean and free of any debris on the ground.
H. PROTECTION AND PRESERVATION OF PROPERTY
The Contractorshall be held responsible forthe preservation of all public and private property along and adjacent to the work area and shall be required to exercise due caution to prevent any damage or injury, thereto, because of their operation. All trees, shrubs, ground covers, fences, warning signals, street signs, walks, walls, structures, stairways, or other property shall be adequately protected and should not be removed or disturbed without permission from the City. Any damage to CITY OF MOUNTAIN HOUSE property caused by the Contractor's neglectshall be corrected and paid for by the Contractor at no cost to the CITY OF MOUNTAIN HOUSE. If Contractor fails to correct damages within forty-eight (48) hours, the CITY OF MOUNTAIN HOUSE may arrange to have the damage corrected and bill Contractor.
The Contractor shall be responsible for repairing/replacing any existing plant material or irrigation systems in public or private landscapes damaged during maintenance operations, to their original condition at Contractor expense. Any damage to landscape areas shall be reported to the City immediately.
I. PUBLIC RELATIONS
The contractor shall always maintain good public relations. The work shall be conducted in a manner that shall cause the least possible interference or annoyance to the public.
The City of Mountain House reserves the rights to contract for and perform other or additional work on or near the work covered by these specifications. When separate contracts are let within the limits of any one project, each contractor shall conduct his work so as not to interfere with or hinder the progress or completion of the work being performed by other contractors. Contractors working on the same project shall cooperate with each other as directed. Each contractor involved shall assume all liability, financial or otherwise, in connection with his contract and shall protect and hold harmless the City of Mountain House from all damages or claims that may arise because of inconvenience, delays, or loss experienced by him because of the presence and operations of other contractors working within the limits of the same project.
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J. GENERAL CLEAN-UP
The Contractor is required to ensure that all grass clippings, debris, etc. resulting from the landscape maintenance practice shall be thoroughly cleaned up and removed from the work site at the conclusion of the workday. The facility shall be left in an acceptable condition to the City. In the event the site is left in an unsatisfactory condition, the Contractor shall be required to return to the site and correct the unsatisfactory condition.
In the event the Contractor does not correct the condition in a reasonable amount of time, City forces shall be dispatched, and the Contractor shall be charged for the work. Repeated violations of this section shall result in termination of the contract. No debris may be left on site or placed in a roadway or drainage structure that is part of or drains to the City’s storm water collection system.
K. INCLEMENT WEATHER
During the periods when inclement weather hinders or prevents normal maintenance operations, the Contractor shall adjust his work force to accomplish those activities that are not affected by weather as listed below:
The Contractor shall clean drains, gutters, or other drainage structures within contracted maintenance service areas or perform other activities as needed to address weather related issues. The Contractor shall make available to the City, adequate personnel to assist in any storm related response or damage repair to sites in this contract.
The Contractor shall immediately notify the City Representative when the work force has been removed from the job site due to inclement weather or other reasons.
During rainy and windy events, the Contractor will provide supervisory inspection of the project during regular hours to prevent or minimize possible damage from severe weather.
The Contractor shall submit a report identifying any storm damage to the Authorized CITY OF MOUNTAIN HOUSE Representative attached to a site map identifying location of damage and cost estimate to repair/replace. If remedial work is required beyond the Contractor's scope of work, it shall be considered as extra work.
L. MAINTENANCE and REPAIRS EXPENSE ACCOUNT PROVISION
Notwithstanding any other provision of this agreement, the Contractor shall be responsible for repair and/or replacement of landscaping or irrigation equipment due to Vandalism, i.e., action involving deliberate destruction of or damage to City property. This also includes but is not limited to losses due to natural causes, emergency irrigation repairs, auto accidents and losses due to aging or diseased plant material. The Maintenance and Repairs Expense Account Provision is also known as the M&R Provision.
1. The contractor shall provide at the beginning of this contract and every January 1st thereof, an estimated M&R Provision equal to 8% of the Base Annual Contract RFP OM2507 LANDSCAPE MAINTENANCE
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amount estimated after the calculated annual CPI requested increase outlined in (A.
General Standards, 8. Annual Adjustments).
2. The Annual M&R estimate submitted each January 1 shall be available the following July 1. Any unexpended M&R Provision funds remaining from the previous year shall be reimbursed to the City of Mountain House. The City Representative may request the unexpended funds to “roll-over” to the next fiscal year July 1. Any unexpended M&R Provision funds remaining from the previous year must be reimbursed prior to the expiration of the contract.
3. The Annual M&R Provision total shall be presented as a dedicated line item on each invoice, divided into twelve equal increments, and invoiced monthly.
4. The contractor shall provide a monthly balance report to the City, in a form approved by the City Representative, reporting all qualified maintenance and repair expenditures from the previous month providing the total amount of funds expended, and the total balance of funds remaining.
5. All cost to repair damaged landscape caused by Contractor neglect shall be borne by the Contractor and such cost shall not affect the aggregate limit.
6. The Contractor shall utilize the M&R Provision for vandalism and associated repairs and/or plant and tree replacements as necessary upon approval of the City Representative.
7. Report all incidents of vandalism/graffiti observed to the City Representative immediately. The contractor shall document all necessary repair costs and submit a vandalism report detailing the dates, times, and locations when work was completed, with each invoice submittal.
8. All repair projectsshall be invoiced against the M&R Provision limit illustrating detailed unit priced labor and materials in the cost proposal of this agreement.
9. In the event of vandalism, emergency irrigation repairs, storm damage or any other event that may put the public at risk and repairs cost under $2,000; the Contractor shall proceed with repairs after making every reasonable effort to first contact and obtain approval from the City Representative.
10. The City Representative must approve repairs costing more than $2000 per project; however, the Contractor shall not unreasonably withhold or delay repairs when the public is at risk.
11. The City of Mountain House will be responsible for the cost of repairs that exceed the M&R Provision limit.
12. In the event the contractor utilizes employees normally assigned to maintenance for the purpose of performing extra work, the extra work estimated costs shall exclude the cost of labor of these individuals, the cost of contractor supervision, or any other individuals or contractors hired or assigned to undertake such repairs.
13. In the event additional construction personnel are needed to perform larger repair projects, unit priced labor located in the Detailed Pricing Sheet in the Cost Proposal must be followed.
14. All M&R Provision repair projects and any projects assessed towards the M&R Provision must utilize the Detailed Unit Pricing Sheet in the Cost Proposal.
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M. EXTRA WORK
1. In the event the Contractor is required by the City to perform extra work, the following procedure shall govern such work:
When required by the Authorized City Representative, an estimate of cost will be submitted for approval prior to work being done. The Contractor shall maintain records sufficient to distinguish the direct cost from other operations and shall invoice extra work on forms furnished by the Contractor, itemizing all costs for labor, materials, and equipment rental according to unit cost located in the Detailed Pricing Sheet unit pricing in Exhibit C-Cost Proposal Package. The invoice shall itemize hours worked and hourly costs. The following procedure will govern such extra work:
a. Work will be executed under the direction of the Authorized City Representative on a time and material basis consistent with the unit pricing listed in the Cost Proposal or an agreed lump sum, depending on the nature of work.
b. The CITY OF MOUNTAIN HOUSE will issue a work request for such extra work to be performed.
c. Extra work will not be initiated without written authorization by the CITY OF MOUNTAIN HOUSE, except in emergencies.
2. Extra work may include, but not be limited to, the following:
a. Replacement of plant materials due to failures beyond the Contractor's control. b. Replacement of damaged sprinkler heads, valves, quick couplers, etc. (other than those included in the contract).
c. Additional soil amendments required for planting in special situations not covered in this specification.
d. Remedial landscaping.
e. Repairs or replacements due to vandalism, vehicle accidents or Acts of God, which are otherwise, not included in this specification.
All extra work shall be performed in accordance with recognized industry standards with the use of top-quality materials and workmanship.
N. PENALTY FOR NON-CONFORMANCE WITH SPECIFICATIONS
Landscaper shall not be deemed to be in default if performance of the obligations required by this contract is delayed, disrupted, or becomes impossible because of any act of nature, war, earthquake, fire, strike, accident, civil commotion, epidemic, act of government, its agencies or offices, or any other cause beyond the control of the parties (“Force Majeure”).
Upon occurrence of any such event, Landscaper shall operate landscaped area on a “best reasonable effort” basis and shall not be responsible for damages, fines, penalties, or claims resulting therefrom. If there is a reduction in services, payments shall be reduced subject to a mutually negotiated change. If Landscaper incurs additional expenses of more than $1,000 hereunder, itshall be subject to a mutually agreed change in price consistent with extra work costs in the Cost Proposal.
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O. EXCLUDED WORK
1. Maintenance and cleaning of roadways are not part of these landscape maintenance specifications except for debris created because of the landscape maintenance services or the removal of leaves from roadway gutters and storm drains, fallen trees, fallen branches, etc.
2. Maintenance, cleaning, and sight-line clearance of regulatory signage, lights, traffic signals, and entry monuments are not a part of these landscape maintenance specifications except when they are caused by trees and shrubs. After trimming and/or removal of trees, branches, shrubs and vines these facilities must be cleaned and restored.
3. Paving repairs, fencing repairs, drinking fountain repairs, water fountain maintenance and / or repairs, structural repairs (restroom buildings, shade shelters, etc. including furnishings inside or under and roofing), play equipment repairs, replacement of trash receptacles, bench and table repairs, replacement or sports equipment, replacement of any site appurtenances unless otherwise stated herein.
P. PLANT GUARANTEE AND/OR REPLACEMENT POLICY
1. Contractor shall replace existing plants if they die due to Contractor's negligence.
2. All replacement plants shall be inspected and approved by The City prior to installation. All landscape improvements or repairs shall conform to the Mountain House Landscape Specifications and Details.
3. Warrantee: Replacement plant material shall be warranted for the full term of the contract against defect in both workmanship and materials.
Q. UNDERGROUND ALERT
The Contractor shall comply with the requirements of Assembly Bill 73. The law states that, “…every person planning to conduct any excavation is required to contact a regional notification center at least 2 days prior to excavation” Assembly Bill 73 defines excavation as, “any operation in which earth, rock, or other material in the ground is moved, removed or otherwise displaced by means of tools, equipment, or explosives in any of the following ways: grading, trenching, digging, ditching, drilling, auguring, tunneling, scraping, cable or pipe and driving, or any other way.
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SECTION 3 – LANDSCAPE AND TURF
MAINTENANCE REQUIREMENTS
A. GENERAL MAINTENANCE REQUIREMENTS
Landscape maintenance requirements listed in this section shall apply to specific areas within a District or Zone. Areas may include but not be limited to turf, shrubs, groundcover areas, drainage areas, weed abatement areas, and natural hard surfaced areas. Maintenance includes the routine mowing, pruning, or trimming of turf, shrubs, and groundcover to maintain a neat appearance. Removingweedsthat are not controlled byherbicidesbefore size or abundance becomes a cause of complaint. Generally, weeds that exceed 2 inches in height or predominate in a bare area are unacceptable and shall be removed. Keep all areas in a neat, clean, and well-maintained condition always. Animal feces, broken glass, sharp objects, or other materials detrimental to human health shall be removed immediately.
1. Trash Receptacles
a. Trash receptacles shall be maintained by the Contractor. The volume each trash receptacle gathers varies from each location. The contractor must set a schedule to properly service these receptacles to prevent overflow onto the ground. Trash receptacles that have overflowed must be serviced immediately. b. The Contractor shall inspect trash receptacles in their respective areas as many times as needed during the week so that the receptacle is never over 50% full or if offensive odors are present.
c. Contractors shall include cost of materials and labor to services and supply liners used in trash receptacles.
2. Pet Stations
a. The Contractor shall inspect pet station receptacles in their respective areas as many times as needed during the week so that the receptacle is never over 50% full or if offensive odors are present.
b. Contractors shall include cost of materials and labor to services and supply dog baggies and trash liners used in pet stations.
3. Green Waste and Trash Dumpsters
a. Dumpster for green waste and trash will be supplied by the City of Mountain House for the sole use of our Landscape Contractors and are located at the Wastewater Treatment Facility on Bethnay Road.
b. No trash other than tree, shrub and grass clippings, leaves, organic waste is allowed in the green waste bin. Contractors will be responsible for removal of inorganic waste deposited into the green waste bin and any penalties resulting from illicit contents discovered by the State of California.
B. GENERAL IRRIGATION MAINTENANCE REQUIREMENTS
The City of Mountain House utilizes the WeatherTRAK® ET Pro3 Smart Irrigation system. The programming must utilize the provided EPA WaterSense for proper irrigation management.
The ET Pro3 controls multiple sites using both conventional wire technology and advanced 2- wire technology.
The WeatherTRAK ET Pro3 smart irrigation controller uses ET Everywhere®, the most precise high-resolution weather data available, to create specific schedules. which include RFP OM2507 LANDSCAPE MAINTENANCE
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communication subscriptions and warranty for ten years.
The Contractor shall provide trained staff educated in the programming and diagnosis of the WeatherTRAK ET Pro 3 smart irrigation controller and other controllersthat are used to irrigate City of Mountain House landscape.
The City of Mountain House Representative will review irrigation controller programming, audit irrigation water usage and inspect watering zones. Any deficiencies will be reported via 'Work Order" to the contractor for immediate correction. The completed work order must be returned to the Mountain House representative with the listed corrections, and materials and labor used.
1. IRRIGATION REPAIRS AND MAINTENANCE
a. The Contractor shall be responsible for, and include all labor and materials for, the repair of all site irrigation downstream from the backflow preventer, including all pressure main lines, or any equipment in line (flow meters, master valves, etc.), through lateral lines and sprinkler heads, including all irrigation controllers, control, and communication wiring. The Contractor shall make all repairs using parts approved by the City’s Representative and in accordance with the Mountain House Irrigation Standards and listed materials found in the Cost Proposal. b. The Contractor shall provide irrigation personnel fully trained in all phases of landscape irrigation systems operation, maintenance, adjustment, and repair. This is to include diagnosis and repair of controllers, valve wires, control valves, lateral lines, gate valves, main lines, strainers, pressure regulators, backflow devices, flow sensors, master valves and electric pedestals.
c. The contractor shall notify the City Representative of any main line failure within twenty-four (24) hours of occurrence.
d. Equipment determined to be at the end of its useful lifespan by the City Representative, shall be replaced and invoiced by the Contractor (at cost of the device plus 10%) this includes non-functioning and unrepairable components (controllers, master valves, flow meters).
e. The City shall pay labor at the rate shown in the Detailed Pricing Sheet in the Cost Proposal unless the work is performed by the staff that are already dedicated to CITY OF MOUNTAIN HOUSE. The work shall be performed by staff assigned to CITY OF MOUNTAIN HOUSE as much as possible unless specialized skills are required that the assigned staff does not possess.
f. The City Representative shall approve all repairs in advance. The Contractor shall not backfill any repairs without inspection by the City, unless authorized by the City Representative.
g. Damage to irrigation systems caused by the Contractor shall be the responsibility of the Contractor to repair within 48 hours of occurrence, by self-discovery or notification by the City at no additional cost to the City. All replacement parts and materials are to be of the same type and model as original installation unless the City Representative approves a substitute. Failure to do so shall result in correction by the Contractor at no additional cost to the City.
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h. The Contractor shall perform inspections and repairs of all irrigation systems within contracted sites on the following schedule:
1) Visual inspection for dry areas during routine maintenance. 2) Facilities, Fire Stations, Medians, Parkways, Parks:
• monthly
3) Sports Fields:
• 1x / month October through February
• 2x / month March through September
i. All inspections shall be included in the work schedule and be performed in the presence of the City Representative unless otherwise authorized. All stations on any given controller shall be operated automatically, with the performance of every sprinkler observed and deficiencies noted in writing on a form provided by or approved by the City.
j. Materials: All replacement materials shall be in accordance with the City’s Irrigation Standards. The contractor shall maintain an adequate inventory of medium-to-high usage stock items for repair of the irrigation systems. The contractor shall implement repairs in accordance with all warranties. The cost of materials invoiced to the City shall be no greater than the Contractor’s actual cost plus a 10% markup. k. The Contractor shall furnish the City with copies of all invoicing, with both pricing and quantities listed, for any purchases of all irrigation products monthly. l. The Contractor shall continually maintain the irrigation system for optimum performance. This shall include adjusting all sprinkler heads and valves for proper coverage; and cleaning the entire system including controllers, controller cabinets, booster pumps and cabinets, valves, and valve boxes, etc. m. The contractor shall keep all controllers in continuous working order. The contractor shall repair and clean the irrigation controllers as needed to ensure good working performance. The contractor shall keep all controller enclosures in good working condition. This includes cleaning door panels, vacuuming interiors, pest preventioneradication, lubrication of hinges, locks, etc. The contractor is responsible for always securing the controller cabinet door.
n. All electrically operated valves shall close completely at the conclusion of the stationwatering program. As needed, valves shall be cleaned, repaired, and/or replaced promptly to restore proper operation. Valve boxes shall be kept clean of rocks, soil, debris, and silt to a depth of 2” below the bottom of the valve. The Contractor shall exercise all valves and quick couplers at each site monthly. o. Failure of the current system to provide full and proper coverage shall not relieve the Contractor of the responsibility to provide adequate irrigation. p. Prior to commencement of this agreement, the Contractor shall include in writing, accept all irrigation systems within the scope of work as being in good working order, noting any exceptions. The Authorized CITY OF MOUNTAIN HOUSE Representative and the Contractor shall agree on the status of all exceptions. Documentation of the status of the irrigation systems at the commencement of work shall be the Contractor's responsibility.
q. It shall be the Contractor's responsibility to adjust and/or install modifications to the irrigation system necessitated by the maturity of plant material. r. Weeping valves, leaking mainlines, and defective piping, or other system components RFP OM2507 LANDSCAPE MAINTENANCE
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shall be repaired within twenty-four (24) hours of discovery or notification. s. The Contractor will keep system in operation by valve or head adjustment to keep all systems operating at manufacturer's recommended operating pressure. This shall be accompanied by valve throttling pressure gauging. The valves should be throttled to prevent sprinkler heads from fogging, allowing droplets for effective watering. The Authorized CITY OF MOUNTAIN HOUSE Representative may request a coverage test to evaluate proper settings, timing, usage, or maintenance of system.
2. IRRIGATION MANAGEMENT
a. The Contractor shall manage irrigation water applied to City landscape maintenance areas included in this contract at a rate and quantity which closely matches the actual demands of plant material with little or no runoff.
b. All turf areas shall be irrigated only as required to maintain acceptable growth and appearance without excess usage.
c. Any irrigation water restrictions imposed by the water provider and the California State Water Resources Board (SWRCB) shall be strictly adhered to. d. General requirements for watering and irrigation practices for trees, shrubs, vines, groundcover, and lawns shall be as follows:
1) Irrigation duration and frequency shall be dictated by the plants' need for water. 2) A soil probe shall be used weekly to determine the depth and adequacy of the irrigation program. These checks shall be used as a guide in scheduling irrigation applications.
3) Contractor must take into consideration the variety of shrubs located in the same areas. Irrigation duration and frequency is a function of the shallowest rooted plants in the area irrigated.
4) The Contractor shall always provide efficient use of water. The controllers shall be programmed and monitored to maintain adequate moisture optimal for growth and appearance, while eliminating excessive runoff. Adequate soil moisture shall be determined by visual observation, plant resiliency and turgidity, examining cores removed by soil probe, moisture sensor devices and programming irrigation controllers accordingly. Considerations must be given to soil texture, structure, porosity water holding capacity , drainage, compaction precipitation rate, runoff, infiltration rate, percolation rate, evapotranspiration, seasonal temperatures, prevailing wind condition, time of day or night, type of plant and root structure. e. The Contractor shall pay any penalties or fines imposed by the water provider or the SWRCB due to the failure of the Contractor to follow restrictions. f. One dedicated person must be completely responsible for operating the irrigation system with the duties of adjusting controllers, observing the effectiveness of the irrigation system, and making minor adjustments to the system. g. Dedicated person shall attend irrigation programming training annually. Training confirmation to be provided to the City Representative as requested. h. Controllers shall be programmed to suspend watering with a rain prediction of 50% or greater. The irrigation system shall remain off at least 48 hours after measurable rainfall of .05" or greater, or until the moisture content of the soil has depleted below the minimum requirement for plant material.
i. The Contractor has the responsibility to adequately diagnose problems and the RFP OM2507 LANDSCAPE MAINTENANCE
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authority to take corrective action as called for in the contractspecifications. Should the CITY OF MOUNTAIN HOUSE be called upon to diagnose an irrigation problem that is the Contractor's responsibility, the CITY OF MOUNTAIN HOUSE's labor and material cost incurred will be deducted from the monthly payment to the Contractor.
3. IRRIGATION SYSTEM FAILURE AND REPORTING
a. Upon discovery, the Contractor shall immediately report any irrigation system malfunctions, vandalism, or damage to the City Representative. The Contractor shall be responsible for necessary repairs to irrigation controllers. b. Plant damage or loss resulting from the failure of the contractor to promptly report and correct irrigation system failures shall be considered Contractor negligence, and such plant material shall be repaired or restored at the Contractor's expense. c. Accidental damage, vandalism and/or equipment failure of any controllers, sprinklers, valves, laterals, and main lines not resulting from the Contractor's negligence or operations shall be reported to the Authorized CITY OF MOUNTAIN HOUSE Representative with an estimate for repairs reflecting unit pricing located in The Cost Proposal
d. The City Representative shall inspect, review, and confirm any proposed repairs to the irrigation system prior to approval.
e. The Contractor shall furnish the City with copies of all invoicing, with itemized pricing included but not limited to, materials, labor, subcontracts, etc. monthly. f. The contractor shall furnish the City with a Monthly Irrigation Report that provides information on the quantities of controllers, sprinklers, valves, laterals, and main lines repaired and categorized as vandalism, contracted repairs, or noncontract repairs.
4. IRRIGATION BOOSTER PUMP MAINTENANCE
As part of the cost of this contract, perform the following maintenance requirements for the irrigation booster pump system to ensure optimal performance, efficiency, and longevity. Regular maintenance will minimize downtime and prevent costly repairs. The Contractor will bear the cost to correct any damage or malfunctions caused by the failure to perform the following maintenance.
Monthly Routine Maintenance, or Upon Suspected Issues:
• Check for leaks, corrosion, and structural integrity of the pump and piping system. • Inspect electrical connections, wiring, and control panels for wear or damage. • Ensure the pump foundation and mounting bolts are secure. • Grease or lubricate pump bearings as per manufacturer’s recommendations. • Check and refill oil in pump motor if applicable.
• Inspect and tighten all mechanical seals and gaskets. • Check for abnormal vibrations or noises during operation. • Verify proper alignment of pump and motor shafts.
• Check pump pressure and flow rate to ensure it meets required specifications. • Inspect and clean strainers, filters, and intake screens. • Verify the operation of check valves and pressure relief valves. • Inspect motor winding insulation resistance and megohm readings. • Test voltage and current draw to ensure within acceptable limits.
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• Inspect and test starter, relay, and overload protection devices.
Annual Inspection and Preventive Maintenance Tasks & Reporting:
• Conduct a pressure test to check system efficiency.
• Compare current performance data with baseline readings. • Clean impellers, volutes, and internal components as needed. • Flush pump system to remove debris and sediment.
• Replace worn-out seals, O-rings, and gaskets to prevent leaks. • Inspect belts, pulleys, and couplings for wear and proper tension. • Test and recalibrate variable frequency drives (VFDs) if applicable. • Record all inspections, tests, and repairs performed. • Provide detailed reports on system efficiency and recommendations for improvements.
• Suggest any required system upgrades or modifications.
Corrective Maintenance (Repairs & Replacement as Needed) shall be invoiced 15% over cost. Invoicing shall include original manufacturer’s/supplier’s invoice.
1. Leak Repair – Fix leaks in piping, fittings, or pump casing.
2. Bearing Replacement – Replace worn-out bearings to avoid motor failure.
3. Impeller and Shaft Repair – Repair or replace damaged impellers or shafts.
4. Motor Repair or Replacement – Overhaul or replace motor if necessary.
5. Valve Replacement – Repair or replace malfunctioning check and control valves.
C. DRAINAGE MAINTENANCE REQUIREMENTS
1. GENERAL DRAINAGE MAINTENANCE
a. All landscaped areas employ surface drainage and area drains. The Contractor shall be responsible for drainage performance, maintenance, and management within landscape areas.
b. The Contractor shall continually maintain the drainage systems for optimum performance.
c. Regular inspection of the drainage shall include visual inspection for wet areas during routine maintenance; bi-monthly inspections of drainage clean-outs during the summer months (April through October); and monthly inspections of drainage clean-outs during November through March.
d. All malfunctioning drainage shall be repaired prior to the next scheduled irrigation. All missing or broken lids or structures must be replaced IMMEDIATELY. e. It is the Contractor's responsibility to maintain drainage to avoid over-wet conditions caused by clogged, broken or leaking drain lines. Drainage shall accommodate soil and slope conditions, and rainy weather.
f. Periodic adjustments and repairs are required to maintain desired soil moisture levels by removing surface water quickly.
g. An overly saturated landscape caused by normal irrigation or rainy weather must be reported to the City Representative immediately.
h. Corrective measuresfor overly saturated landscape caused by normal irrigation or rainy weather must be proposed to the City.
i. All proposed work shall reflect Extra Work Unit Pricing, located in The Cost Proposal and approved by the City Representative.
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j. Any failure or damage to the drainage systems, including plant damage caused by the negligence or operations of the Contractor, shall be repaired, or restored by the Contractor without charge to the CITY OF MOUNTAIN HOUSE. Such repairs shall be performed within one watering period.
2. REPAIRS AND COMPENSATION
a. Accidental damage, vandalism, or equipment failure not resulting from the Contractor's negligence or operations shall be reported to the Authorized CITY OF MOUNTAIN HOUSE Representative including copies of all invoices, with itemized pricing included but not limited to, materials, labor, subcontracts, etc. located in The Cost Proposal.
D. FERTILIZATION PROGRAM
Fertilization programs shall be based upon recommendations from initial soil Agricultural Suitability Analyses or as directed by the Authorized CITY OF MOUNTAIN HOUSE Representative. Fertilization Schedule Reporting shall be submitted annually to the authorized CITY OF MOUNTAIN HOUSE Representative.
E. SOIL ANALYSIS AND TESTING
1. CONTRACTOR RESPONSIBILITY
a. The Contractor shall schedule soil analysis upon the beginning of the contract to establish proper fertilization sequences and blends. Samples shall be taken at designated locations within the contractor’s area of maintenance. Samples shall be gathered along each arterial and park including one of shrub beds and one of turf areas and delivered to the soil-testing laboratory.
b. The laboratory and labor costs shall be borne by the Contractor. c. The Contractor may be directed to take additional samples of soil or plant tissue for analysis purposes. These tests shall be used to determine specific causes of plant failure and/or fertility levels. The cost shall be borne by the contractor.
F. INTEGRATED PEST CONTROL MANAGEMENT
The Public Works Department of the City of Mountain House encouragesthe use of effective pest control measures. The contractor shall have extensive knowledge and experience developing and implementing Integrated Pest Management (IPM) Programs and shall develop, implement, and adjust an IPM program for each site the contractor is responsible for. Effective alternatives besides Round-up and similar chemicals should be considered and presented to CITY OF MOUNTAIN HOUSE.
1. GENERAL REQUIREMENTS
a. The contractor is required to provide written Pest Control Recommendations for each product applied within the City that has an E.P.A. registration number and per DPR Regulations. The contractorshallsubmit to the City and maintain a copy on-site during any pesticide application, a Material Safety Data Sheet (MSDS) for each product as required by Labor Code Sections 6832 and 6390, General Industrial Safety Order Section 5194 and Title 8, California Administrative Code. Applicators must follow all DPR requirements for posting, personal protective equipment, label information, service container marking, required on-site information, etc., when transporting, mixing/loading, applying or equipment cleaning.
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b. All pesticide applications are to be under the supervision of a licensed pesticide applicator holding a QAL with the appropriate category for public and municipal landscape. Said person or company is to be currently registered to conduct a pest control business in the State of California and the County of San Joaquin. c. Pesticide applications are to be made in strict compliance with the product label directions, restrictions, and precautions as well as with any other requirements deemed necessary by any county, state or federal regulatory agency, or the Public Works Department of the City of Mountain House.
d. Within thirty days of the award of contract, and/or prior to the actual start of work, Contractor shall supply to the City a list of all chemicals proposed to be used in the fulfillment of said contract. No “generic” chemicals shall be allowed for substitution purposes, unless approved by the City Representative in writing. e. The most current specimen labels and Material Safety Data Sheets for all listed chemicals shall be supplied within thirty days of the award of contract, and/or prior to the actual start of work. Copies of both the P.C.A. recommendations and applicable Pest Control Advisor and Qualified Applicator Licenses or Qualified Applicator Certificates, shall be submitted, as well as documentation of San Joaquin County registration. All above-mentioned items shall be resubmitted in January of each year the Contract isin effect. The city shall be notified in writing of any changes or deviations from the above list. Application of deviated materials shall not be made prior to written approval by the City.
2. SOIL ANALYSIS REQUIREMENTS
a. Soil analysis shall include PH measurement in the saturation extract, electrical conductivity of the saturation extract and the sodium absorption ratio of the saturation extract.
b. The following elements must be determined with an approved extraction method:
1) Manganese
2) Zinc
3) Copper
4) Boron
5) Magnesium
6) Sodium
7) Sulfur
8) Molybdenum
9) Calcium
10) Iron
11) Phosphorus
12) Potassium
c. The saturations extract must be analyzed for calcium, magnesium, sodium, boron, chloride nitrate and sulfate.
d. The following trace metals must be measured by the DTPA extract:
1) Aluminum
2) Arsenic
3) Cadmium
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4) Chromium
5) Cobalt
6) Lead
7) Lithium
8) Selenium
9) Silver
10) Strontium
11) Tin
12) Vanadium
e. The presence of calcium carbonate and/pr magnesium carbonate must be determined.
f. Soil texture and organic matter content may be estimates or determined by commonly used methods.
g. Interpretation of nutritional deficiencies or excesses and potential toxicities must be given.
h. Determine the following be methods approved by the American Society of Agronomy:
1) Exchangeable ammonium cation
2) Base saturation
3) Cation exchange capacity
4) Carbonates determination
5) Soil bulk density
6) Sand, silt and clay determination
7) Water infiltration rate
Recommendationsforsoil mitigation procedures, frequency, quantities, chemical properties and recommended manufacturers or supplier for any specialty items. Only the approved testing agency shall be used for testing and analysis.
3. WEED CONTROL OF PAVED SURFACES
a. Contractor shall be responsible for controlling, by mechanical or chemical means, weeds growing in cracks, or expansion joints, within the work site (sidewalks or other hardscape) and areas contiguous to the work site including curb and gutter extending to the edge ofthe roadway and decomposed granite/crushed rock areas. b. All designated hardscape shall be inspected and maintained weekly. The Contractor shall maintain all hardscape surfaces “weed and trash free.” Weeds be more than a height of 2” shall be immediately removed manually or mechanically. The removal of cigarette butts, sand, bubble-gum, dirt, trash, etc. shall occur for each hardscape during the weekly maintenance.
4. PEST CONTROL IN LANDSCAPED AREAS
a. Control of horticulturally damaging plant pests (insects, diseases, vertebrates, mites, etc.) shall be the responsibility of the Contractor. The contractor shall treat areas within the contract on an as needed basis with EPA registered pesticides to control insects, diseases and/or snails and slugs, as determined by the City.
b. Written recommendations by a licensed California Agricultural Pest Control Adviser are required to be submitted to the City prior to any application of RFP OM2507 LANDSCAPE MAINTENANCE
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pesticides. “Control” shall mean the prevention or eradication of any pest to the satisfaction of the City.
c. The City may determine an acceptable level of impact by a pest and adjust the pest control program of the Contractor accordingly. d. Proper cultural practices shall be a part of the Contractor’s pest control program. Failure to prevent, treat, or manage any pest infestation that results in loss of plant material or create a risk to public health and safety may be remedied by the City at Contractor’s expense in the form of a reduction in payment.
e. Contractorshall Post notices at prior to pesticide applications when required.
The contractor shall supervise the site for the duration of any required reentry interval or until product is dry, whichever is greater. Posting materials, locations and verbiage shall be approved by the City in advance. f. Rodent Control: Contractor shall monitor all contracted areas for rodent activity. The Contractor shall apply City approved rodenticides as needed to manage populations to a level acceptable to the City Representative.
5. PRE-EMERGENT AND POST-EMERGENT
a. Apply pre-emergent and post-emergent weed control to all ground cover and shrub beds per Exhibit ‘B’ at the maximum allowable rate per the manufacturer’s label. Contractor may apply pre-emergent herbicide on a more frequent interval to manage weed populations at an acceptable level at no additional cost to the City.
b. Non-irrigated landscape shall have pre-emergent applied after November 1st so that seasonal rain will water it in.
6. MATERIALS
a. All pesticide including but not limited to insecticides, miticides, rodenticides, herbicides, fungicides, etc. in addition to fertilizers necessary to meet the specifications of this contract shall be supplied by the Contractor. b. Costs for all pesticide including but not limited to insecticides, miticides, rodenticides, herbicides, fungicides, etc. in addition to fertilizers necessary to meet the specifications of this contract shall be borne by the Contractor. c. All materials used shall either conform to these specifications or shall be acceptable and approved by the Authorized CITY OF MOUNTAIN HOUSE Representative.
d. The Contractor shall submit in duplicate for the Authorized CITY OF MOUNTAIN HOUSE Representative's approval, all materials proposed to be used for the work. This list shall include but not be limited to material safety data sheets and chemical analysis, registered usage, toxicological data, and any other pertinent data provided by the manufacturer of the material. Notification of changes in the list shall be in writing prior to using the new product.
e. The Contractor must comply with all federal, state, and local laws and regulations governing use of all agricultural chemicals. Also, the Contractor shall follow all pertinent OSHA and CAL OSHA regulations regarding worker safety. f. All materials shall be in strict accordance with and applied within the standards set forth in the EPA regulations and the California Food and Agricultural Code.
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g. Weed, pest and disease control measures requiring materials registered as restricted by the Director of Agriculture for the State of California shall require a written recommendation by a licensed California Agricultural Pest Control Advisor and application by a licensed California Pest Control Operator.
7. HANDLING AND APPLICATION
a. Timing: Pesticides shall be applied at times, which limit the possibility of contamination from climatic and other factors. Early morning application shall be made, when possible, to avoid contamination from drifting. (since Mountain House has high winds, they need to try to do this when wind speeds are forecasted to be low) Applicator shall monitorforecast weather conditionsto avoid making application prior to inclement weather to eliminate potential runoff from treated areas. Irrigation water applied after treatment shall be reduced to eliminate runoff. When water is required to increase pesticide efficiency, it shall be applied only in quantities of which each area can receive without excessive runoff.
b. Handling of Pesticides: Care shall be taken in transferring and mixing pesticides to prevent contaminating areas outside the target area. Application methods shall be used to ensure that materials are confined to the target area. Spray tanks containing leftover materials shall not be drained on the site to prevent contamination. Disposal of pesticides and tank rinsing materialsshall be within the guidelines established in the California Food and Agricultural code or EPA regulations. c. Equipment and Methods: Spray equipment shall be in good operating condition, quality, and design to efficiently apply material to the target area. Drift will be minimized by avoiding high-pressure application and using water-soluble drift agents. d. Sound Control: The Contractorshall comply with all localsound control and noise level rules, regulations and ordinances that apply to any work performed under these specifications.
1. While performing work prior to 7:00 AM or after 7:00 PM the Contractor's workforce shall not operate motorized equipment and shall make every effort to keep voice communication, equipment noise, and all other sound to a minimum.
2. Each internal combustion engine used for any purpose on the job or related to the job shall be equipped with a specifically designed muffler recommended by the manufacturer of such equipment.
8. REPORTING REQUIREMENTS
a. The contractor shall be responsible for the filing of all required records and reports, including but not limited to Notice of Intent to Apply, and Pesticide Use Reports, as specified by all county, state and federal agencies.
b. The contractor shall record and maintain accurate records of all pesticide applications.
Records must include date, time of day, location, type of chemical, quantity chemical, method of application, and environmental data.
c. Copies of all records and reports shall be submitted to the City and Agricultural Commissioner monthly. A copy of this report shall also be submitted to the City by the tenth of each month.
d. Site shall be monitored for pests on a continual basis. Upon discovery, a report shall be RFP OM2507 LANDSCAPE MAINTENANCE
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submitted to the City. This report shall include the site number, date, identification, extent, and location of pest problems, record of previous control measures, name of inspecting personnel, and proposed control measures if deemed necessary. e. The City shall be notified verbally within 48 hours and in writing within 5 working days of the discovery of any new pest problems previously unreported and observed by the Contractor.
f. A five working day notice (in writing) shall be given to the City prior to any pesticide application other than systemic post weed control or pre-emergent weed control.
Notice shall include name of chemical, area to be treated, rate of chemical, method of application, date and time of day application is to be performed. g. The City must give written consent prior to the application of any Category I, or restricted use, pesticide.
G. SHRUB BED MAINTENANCE
1. GENERAL REQUIREMENTS
a. Pruning: Allshrubsto be trimmed in a rounded naturalshape and proportion and shall be trimmed so as not to interfere with vehicular and pedestrian clearance, visibility, and access, unless otherwise directed by the City Representative. Prune shrubs for encouraging healthy growth habits, natural form and proportion, symmetrical appearance, and proper vertical and horizontal clearance. Pruning shall be performed as frequently as necessary to maintain shrubs at a height determined by the City Representative, but not less than monthly during periods of active growth. b. Shearing: Only those plants specifically designated by the City Representative may be sheared. These plants may also require additional thinning to maintain a healthy look and condition. No square, decorative, poodle cuts, bonsai or other unnatural shapes shall be permitted. Fortnight
lilies may not be cut with shears. Dead or dying leaves shall be removed individually with hand pruners.
c. Shearing plants that results in substantial damage or unsightly results shall result in a penalty of $100 per occurrence and the replacement of the plant(s) with a 5 gallonsize plant of the same genus and species at the Contractor’s expense.
2. GROUND COVER
a. All ground cover is to be trimmed so as not to interfere with irrigation operation or to encroach on private property, hardscape, or right-of-way. b. All dead, diseased, and unsightly branches or other growth shall be removed as they develop. All ground cover areas shall be pruned to maintain neat edges. c. All ground cover is to be kept a minimum of 6" from, but not limited to, all trees, shrubs, walls, and fences.
3. FREQUENCY OF MAINTENANCE
a. The Contractor shall maintain all shrub and groundcover areas per the above specifications, but not less than once each month. Planters are to be maintained in “weed free” condition at all times.
b. This section does not authorize the Contractor to ignore any other required maintenance activity as stated in this specification. If there is a conflict in RFP OM2507 LANDSCAPE MAINTENANCE
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specifications, the higherlevel or more frequent maintenance requirement shall apply.
4. MULCHING
The contractor shall be responsible for scheduling the installation of mulch to all planters and designated areas on a continuous basis or as directed by the City Representative. This includesthe loading,delivery, and placement ofmulch. City to provide mulch located at the City Corporation Yard. The city shall be responsible for all labor costs. The contractor shall propose and invoice all labor cost according to unit pricing in the Cost Proposal.
H. TURF MAINTENANCE
1. GENERAL REQUIREMENTS
a. The Contractor shall mow all turf grass with properly sharpened and maintained equipment in a mannerthat ensures a smooth surface without ridges, depressions, or scalping. Mowing patterns shall be alternated monthly.
b. Frequency: Turf grass shall be mowed:
1) One (1) time per week - February through October.
2) Alternate Weeks - November through January, or as needed. c. Height:
Hybrid Bermuda grass or seeded hybrid cultivars shall be cut at ¾” or as directed by the City Representative. All cool season turf grasses shall be cut at 2" throughout the year. Turf grass mowing heights may be adjusted by the City during turf grass renovations, special events, or if deemed necessary to promote the health and vigor of the grass. In general, turf shall be mowed at a height of 2” where a specification is unclear, or turf type is in question.
d. Machine Type:
Hybrid and seeded hybrid Bermuda grass cultivars shall be mowed with a reel type mower with a minimum of nine blades, unless otherwise approved by the City Representative. Warm/cool season turf blends may bemowedwith rotaryorreeltype mowers. All cool season turfgrasses shall be cut with rotary type mowers. The City encourages the use of mulching mowers whenever possible. The use of rotary mowers with clipping collection systems is required for all City facilities (community centers, or other City buildings, Downton medians and parkways or areas where mulching mowers leave an unacceptable number of clippings behind. The Contractor shall schedule sharpening of reels, back lapping of reels and reel adjustments, on a quarterly basis at a minimum, or more frequently if needed to maintain a high-quality cut.
e. Clippings:
Grass clippings shall be efficiently mulched to leave no visible trace or picked up and removed. At no time shall unsightly clippings be left following mowing operation.
Failure to remove excessive clippings on the same day shall result in the issuance of a Deficiency Notice and possible reduction in payment.
f. Edging:
All edges of turf shall be mechanically edged. Turf grass edging and trimming shall be performed weekly at the time of mowing. All clippings shallbe removed before leaving the site.All edging shallbe performed with a power edger equipped with a steel blade.
In certain situations where a string trimmer may be more effective, the City may allow RFP OM2507 LANDSCAPE MAINTENANCE
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its use. Edging shall be vertical, with no severe angling of the edge or excessive trimming with a string trimmer.
g. String Trimming:
String trimming shall be performed on the same frequency as mowing. Mechanically trim growth using string trimmers around buildings, valve boxes, lamp fixtures, walls and signage, or other items located within turf areas. Extreme care shall be exercised regarding the use ofstring trimmers to prevent damage to improvements and/or plant material. The contractor shall be responsible for all damages caused using string trimmers. String trimmers may not be used around trees. Where trees and shrubs occur in the turf areas, all grass shall be trimmed at a level equal to the mow height.
Complete removal of grass may be allowed around the base of trees but shall not exceed more than 18” from the trunk of the tree and away fromthe dripline ofshrubs.
2. INTEGRATED PEST CONTROL MANAGEMENT
a. Weeds:
All turf grass areas shall be always kept free of weeds. Any weeds remaining upon completion of herbicide treatments shall be removed manually including the root. b. Pre-Emergent Herbicide:
Pre-emergent herbicideslabeled for use on turf shall be applied Early Spring and, in the fall, as per sample schedule in Exhibit D.
c. Broadleaf weed herbicides:
Broadleaf weed herbicides shall be applied each spring according to manufacturer’s recommendations to control weed growth.
d. Rodent Control:
The Contractor shall monitor rodent activities and control populations in the most efficacious and humane way possible. The Contractor shall notify the San Joaquin County Agricultural Commissioner’s Office and the City prior to any use of restricted materials.
e. Local and State Requirements:
See; SECTION 3 - LANDSCAPE AND TURF MAINTENANCE REQUIREMENTS, F.
INTEGRATED PEST CONTROL MANAGEMENT.
3. FERTILIZER APPLICATIONS
a. The City’s Representative shall review and approval all Fertilizer types and applications, including an annual Fertilizer Schedule.
b. Turfgrass shall be fertilized as needed to maintain a healthy, vigorously growing condition with horticulturally acceptable growth and color, as determined by the City. c. The Contractor shall be required to determine plant nutrient requirements by appropriate methods including soil and/or leaf analysis in each case fertilizers or pesticides are ineffective and poor conditions do not improve. d. The Contractor shall notify the City in writing five (5) working days prior to any fertilizer application.
e. Fertilizer notification shall include the following:
1) Location and date of the fertilizer application shall be performed. 2) Type of fertilizer along with the
3) application rate and
4) Method of application to be used.
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f. The Contractor shall immediately irrigate after each fertilizer application, unless otherwise directed by the City and not required by label. g. All fertilizer applications shall be performed with properly calibrated equipment to provide a uniform application.
h. All fertilizer shall be removed from hardscape and other non-target areas immediately following application.
i. Any damage or streaking of turf shall be repaired at no cost to the City. j. No fertilizer may enter the street or any storm watersystem.
4. TURF RENOVATIONS
a. Turf Reseeding and Restoration of Bare Areas:
The contractor shall over-seed all damaged or bare areas of turf to re- establish turf to an acceptable quality on a continual basis. This task shall be performed at no additional cost to the City.
b. Seed Establishment:
Reseeded areas shall receive supplemental water by hand or portable sprinkler as needed to establish turf. Top dress, seed and application rate shall be as approved by the City.
c. Renovation:
Renovation of damaged turf grass due to public use shall be performed 1 time per year. Parkways, medians, sports fields, and parks shall be the primary areas of service unless otherwise specified by the City Representative.
• Renovation of turf shall be performed during the period between September and May.
• Turf renovation shall consist of aeriation, vertical mowing (dethatching), seeding, sodding and fertilization.
• All ruts, holes, tree root intrusion, low areas that do not drain, settling and any condition which may be hazardous shall be corrected as part of the renovation process.
• Turf renovations shall be estimated and proposed according to unit cost pricing provided in Cost Proposal and approved by the City Representative prior to commencement of work.
• Renovations required due to Contractor neglect shall be performed at no cost to the City.
I. TREE MAINTENANCE
1. GENERAL REQUIREMENTS
All trees shall be maintained in a healthy, vigorous growing condition. All specifications are based on International Society of Arboriculture, National Arborist Association and American National Standards Institute criteria. Unless specifically accepted, all trees shall be allowed to grow in and to their natural genetic form and size. Special attention shall be given to the trees of this project. The aesthetic value of the trees in this high-profile area of the CITY OF MOUNTAIN HOUSE makes it essential that the Contractor use sound horticultural practices. a. The contractor shall employ a full-time, permanent certified arborist, as accredited by the International Society of Arboriculture. This person is responsible for ensuring that the Contractor’s crews are performing work according to CITY OF MOUNTAIN HOUSE RFP OM2507 LANDSCAPE MAINTENANCE
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specifications.
b. Trees fifteen feet (15’) or less in height within areas included in this specification shall be maintained by the Contractor.
c. All tree pruning shall be performed per ANSI 9000 standards. d. Treesshall be fully pruned once every three years, beginning with Year 1 of the contract, and as needed to address specific concerns.
e. Overview of Specifications: Any tree work performed on a CITY OF MOUNTAIN HOUSE tree must be performed according to the CITY OF MOUNTAIN HOUSE’s specifications. e. The following requirements are for use during any permitted work to be performed on CITY OF MOUNTAIN HOUSE trees:
1) Proper disposal of all tree debris generated.
2) Assuring good traffic control and minimizing disruption of the public. 3) Assuring adequate safety of employees and the public. f. The contractor shall remove broken limbs within 24 hours of notification. The Contractor shall remove limbs broken in the canopy of trees fifteen feet (15’) or less in height the same day when notified by the City.
g. The Contractor shall follow all W.A.T.C. H. requirements when working in the public right of way and when deemed appropriate by the City Representative. h. The Contractor, at times, will be contacted to remove trees/limbs/debris during inclement weather, before and after Contract hours and during normal work hours. i. There are different criteria for pruning depending on the purpose of the pruning. 1) Full Tree Pruning Specifications are used when circumstances deem the entire tree needs to be fully pruned.
2) Safety Tree Pruning Specifications require less pruning and are used when specific, possibly hazardous (dead/dying) limbs need removal to eliminate all safety concerns. Safety pruning may be recommended in some circumstances instead of complete pruning. Safety pruning specifications are used for “as needed” pruning as outlined above and address only safety concerns. Safety pruning includes only the basic requirements and does not include the fine pruning detail work outlined in a complete prune.
2. FULL TREE PRUNING SPECIFICATIONS
a. All persons performing tree work on CITY OF MOUNTAIN HOUSE treesmust be trained according to tree care standards accepted by the International Society of Arboriculture
b. All persons performing tree work on CITY OF MOUNTAIN HOUSE trees in or around primary electrical lines must be trained to do so according to the “Electrical Safety Orders” of the State of California, including all amendments and revisions. c. When tree pruning cuts are made to a side limb, such remaining limb must possess a basal thickness of at least one third (1/3) of the diameter of the wound so affected. Such cuts shall be considered proper only when such remaining limb is vigorous enough to maintain adequate foliage to produce wood growth capable of callusing the pruning cut so affected within a reasonable amount of time. d. All final tree pruning cuts shall be made in such a manner to favor the earliest possible covering of the wound by natural callus growth. Flush cuts, which produce large wounds or weaken the tree at the cut shall not be made. The branch collar shall not RFP OM2507 LANDSCAPE MAINTENANCE
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be removed.
e. Tree limbs shall be removed and controlled in such a manner as to cause no damage to other parts of the tree, or to other plants or property. f. All tools used on a tree known to contain an infectious tree disease shall be properly disinfected immediately before and after completing work on such tree. All major pest problems shall be promptly reported to the CITY OF MOUNTAIN HOUSE. g. All cutting tools and saws used in tree pruning shall be kept sharpened to result in final cuts with an unobtrusive wood surface and secure bark remaining intact. All trees, six (6) inches in diameter or less shall be pruned with hand tools only. Chain saws will not be permitted on any trees six (6) inches in diameter or less. This is to prevent any unnecessary abrasions to cambial tissue that may predispose a tree to insect and/or disease problems.
h. Whenever pruning cuts are to be made, while removing limbs too large to hold securely in one hand during the cutting operation, the limbs shall be cut off first, one (1) to two (2) feet beyond the intended final cut. Then the final cut shall be made in a manner to prevent unnecessary tearing back - of the bark and wood. Such a cutting back shall not include the removal of any live, healthy limbs more than six (6) inches in diameter without prior approval from the CITY OF MOUNTAIN HOUSE. i. No more than twenty-five (25) percent of the live wood may be removed from the crown of any tree, excepting live oaks which are limited to no more than ten (10) percent. As much of the crown should be left in the tree as possible. j. Any extraneous metal, wire, rubber, or other material (i.e., stakes, ties) interfering with tree growth shall be removed when possible.
k. Any defective or weakened trees shall be reported to the CITY OF MOUNTAINHOUSE.
Specifically, any structural weakness of a tree, decayed trunk, or branches, shall be reported in writing, noting the location of the tree by street address and a description of the hazard found in the tree.
l. Beneficial animal or bird nests or nesting cavities shall be preserved and protected whenever feasible, unless doing so creates a hazard.
m. Over street clearance shall be kept to a minimum of sixteen (16) feet above the paved surface of the street, fifteen (15) feet above the curb and eight (8) feet above the surface of a public sidewalk or pedestrian way. Exceptions are allowed
for young trees, which would be irreparably damaged by such pruning action. n. Remove all dead and dying branches and branch stubs that are one half (1/2) inch diameter or larger.
o. Remove all broken or loose branches.
p. Remove any live branches that interfere with the tree’s structural strength and healthful development, which will include the following:
1) Branches, which rub and abrade a more important branch. 2) Branches of weak structure, which are not important to the framework of the tree.
3) Branches, which if allowed to grow, would wedge apart the junction of more important branches.
4) Branches thar form multiple leaders in a single leader type tree. 5) Branches near the end of a limb, which will produce more weight or offer more resistance to wind than the limbs are likely to support. 6) Selective removal of undesirable sucker and sprout growth paying specific RFP OM2507 LANDSCAPE MAINTENANCE
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attention not to nick or damage the sprout “burl.”
7) Selective removal of one or more developing leaders where multiple branch growth exists near the end of broken or stubbed limbs.
8) Selective removal of limbs obstructing buildings or other structures or traffic signs. Generally, limbs closer than - five (5) feet to a building or other structure should be removed unless doing so would severely damage a tree. 9) Removal of branches, which project too far outward beyond an otherwise symmetrical form.
q. Cut back ends of branches and reduce weight where excessive overburden appears likely to result in breakage of supporting limbs.
r. Clear trees of sprout or sucker growth within eight (8) feet above ground level.
Exceptions are allowed for young trees, which would be irreparably damaged by such pruning action.
s. Obtain a balanced appearance when viewed from the opposite side of the street immediately opposite the tree, unless authorized by the CITY OF MOUNTAIN HOUSE to do otherwise.
t. Remove all vines entwined in trees and on tree trunks. Vine tendrils shall be removed without injury to said trees.
3. SAFETY TREE PRUNING SPECIFICATIONS
a. Safety tree pruning shall consist of regular and frequent pruning that is needed between three-year cycles.
b. Safety pruning shall include all specifications located in (Section 3 – I, Tree Maintenance, 2. Full Tree Pruning Specifications) in addition to the following requirements:
1) Total removal of dead or living branches may impact on the future health, strength, and attractiveness of trees.
2) Remove any live branches that interfere with the tree’s structural strength and healthful development.
3) Remove limbs of weak structure or otherwise hazardous. 4) Removal of limbs obstructing buildings, sound walls, signs, traffic signs or other structures. Generally, limbs closer than five (5) feet to a building or other structure should be removed unless doing so would severely damage a tree.
4. UNACCEPTABLE PRUNING
a. The following procedures, or others that will result in tree decline, are not allowed (storm damage and other extenuating circumstances exempted):
b. Severe cutting back of all growing tips usually referred to as topping, pollarding or hat racking.
c. Flush cutting where a cut is made even with the surface of the trunk or limb, removing the branch collar and branch bark ridge.
d. Stub cutting where branch removal results in the base of branch removed protruding more than approximately one fourth (1/4) inch beyond the zone of branch collar and branch bark ridge.
e. Removal of a healthy main leader, for reasons other than power line clearance. f. Excessive cutting or lifting that exceeds the International Society of Arboriculture or CITY OF MOUNTAIN HOUSE standards.
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Item 8.3
5. PUBLIC SAFETY AND COOPERATION
a. All tree work shall be conducted in a manner as to cause the least possible interference with, or annoyance to others. Pedestrian and vehicular traffic shall be allowed to pass through the work areas only under conditions of safety and with as little inconvenience and delay as possible. Unless the work area is totally barricaded or otherwise kept safe, at least one worker shallserve to always coordinate safe operations on the ground when work operations are in progress.
b. Whenever larger tree sections are being cut within a treetop which may endanger persons or property, such sections shall be secured by ropes and lowered safely to the ground in a controlled manner.
c. All fire hydrants, meter vaults, water and gas shut off valves and similar facilities must remain accessible while working. Clear passage and reduced amount of inconvenience to public traffic ways, businesses and residences shall be maintained. d. Noise levels, resulting from tree work operations, must be always kept to a minimum.
All tree maintenance operations are subject to compliance with all local Noise Restrictions. Operation of tree pieces of equipment should not take place between the hours of 9:00 pm and 7:00 am on weekdays, or between 9:00 pm Saturday and 7:00 am Monday. Emergencies are exempt from any time restrictions. e. All tree work done to CITY OF MOUNTAIN HOUSE trees must comply with all tree related safety requirements as stated in the safety standards ANSI Z133.1-1994 of the American National Standards Institute, Inc. 1430 Broadway, New York, NY 10018.
6. DAMAGE TO PUBLIC OR PRIVATE PROPERTY
a. Should any structure or property be damaged during permitted or contracted tree operations, the persons conducting the work shall immediately notify the proper owners or authorities. Repairs to property damaged by the party responsible shall be made within forty-eight (48) hours, except utility lines, which shall be repaired the same working day. Repairs to private property shall be made in accordance with the appropriate building code under permitsissued by the CITY OF MOUNTAIN HOUSE. Any damage caused by the permitted or contracted persons shall be repaired or restored by them at their expense to a condition similar or equal to that existing before such damage or injury, or they shall repair such damage in a manner acceptable to the CITY OF MOUNTAIN HOUSE. Special attention is drawn to sprinkler systems in CITY OF MOUNTAIN HOUSE parkways and the need to avoid damage or repair damage as soon as possible.
b. No permitted or CITY OF MOUNTAIN HOUSE contracted tree worker shall perform work upon private property without the approval of the City Representative and consent of the property owner.
7. SITE CLEANUP
a. The work areas shall be kept safe at all times until all operations are completed. b. Under no circumstances shall the accumulation of debris be allowed in such a manner as to result in a hazard to the public.
c. All debris from tree pruning shall be cleaned up each day before the work crew leaves the site unless permission is given by the CITY OF MOUNTAIN HOUSE to do otherwise. d. All lawn areas, parkways, streets and sidewalks shall be raked and/or blown clean, and all brush, branches, or other debris shall be removed from the site.
RFP OM2507 LANDSCAPE MAINTENANCE
COMMUNTTY FACILITIES DISTRICT
CITY OF MOUNTAIN HOUSE 52
Item 8.3
e. Areas are to be left in a condition equal to or better than that which existed prior to the commencement of tree operations.
f. All cuttings, branches, wood chips and other debris shall be cleared from the site and disposed of by the Contractor.
g. Disposal expenses will be the Contractor’s responsibility. Debris, such as wood chips, shall be left on property only atthe direct and specific request of the CITY OF MOUNTAIN HOUSE.
SEE EXHIBIT D SPECIAL PROVISIONS FOR ADDITIONAL SCOPE
AND REQUIREMENTS FOR INDIVIDUAL DISTRICTS
RFP OM2507 LANDSCAPE MAINTENANCE
COMMUNTTY FACILITIES DISTRICT
CITY OF MOUNTAIN HOUSE 53
Item 8.3
Exhibit A
MAINTENANCE ZONE MAPS
COMMUNITY FACILITIES
DISTRICT
RFP OM2507 LANDSCAPE MAINTENANCE
COMMUNTTY FACILITIES DISTRICT
CITY OF MOUNTAIN HOUSE 83
Item 8.3
Item Area Square Feet
1 Shrub Beds 8,184
2 Turf 11,356
3 Weed Abate
TOTAL 19,540
Zone 1- QUESTA POCKET-PARK
Corner of N. Museo Drive
And
W. Aventino Ave.
RFP OM2507 LANDSCAPE MAINTENANCE
COMMUNTTY FACILITIES DISTRICT
CITY OF MOUNTAIN HOUSE 84
Item 8.3
Zone Shrub Beds Turf Weed Abate Total
Linear Park 30,623 10,716 86,208 127,547
Dairy Park 9,387 8,798 18,185
Gregorio
Park
1,850 1,417 3,267
ZONE 2 - LINEAR PARK AREA
Future Development
Linear park
Dairy park
Gregorio Park
RFP OM2507 LANDSCAPE MAINTENANCE
COMMUNTTY FACILITIES DISTRICT
CITY OF MOUNTAIN HOUSE 85
Item 8.3
Area Location Description (street) Shrub Beds sf Turf sf Weed Abate sf Total sf 1 11,831 5,566 33,118 50,515
2 18,462 8,234 53,760 80,456
3 2,290 6,145 8,435
4 4,386 4,386
5 7,108 3,219 10,327
6 6,292 43,610 49,902
50,369 23,164 130,488 204,021
ZONE 3 - COLLEGE PARK AREA
Pending Development
1 2
4 5
6 3
RFP OM2507 LANDSCAPE MAINTENANCE
COMMUNTTY FACILITIES DISTRICT
CITY OF MOUNTAIN HOUSE 86
Item 8.3
Area Location Description (street) Shrub Beds sf Turf sf Weed Abate sf Total sf 1 Vince Street area 21,465 4,259 25,724
2 3
4 5
ZONE 4 - VINCE STREET AREA
RFP OM2507 LANDSCAPE MAINTENANCE
COMMUNTTY FACILITIES DISTRICT
CITY OF MOUNTAIN HOUSE 87
Item 8.3
Exhibit B
ERGONOMICS PLANT
SCHEDULE
RFP OM2507 LANDSCAPE MAINTENANCE
COMMUNTTY FACILITIES DISTRICT
CITY OF MOUNTAIN HOUSE 88
Item 8.3
Specifications: Fertilizer - Pesticide - Preemergent
Turf Fertilization Program
Application Dates Type Maintenance Description (unit of measure) Recommended Material or Similar Feb G Tall Fescue Late Winter Fertilization (lb) Nitra King 19-4-4 (5 lbs. Nitrogen / 1000 sq. ft.) April G Tall Fescue and Hybred Bermuda Fertilization SCU (lb) 39-0-0 JDL 100%PPSCU (5 lbs. Nitrogen / 1000 sq. ft.
May G Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (5 lbs. Nitrogen / 1000 sq. ft.
June G Tall Fescue and Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (1 lbs. Nitrogen / 1000 sq. ft.
July G Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (1 lbs. Nitrogen / 1000 sq. ft.
August G Tall Fescue and Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (1 lbs. Nitrogen / 1000 sq. ft.
September G Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (1 lbs. Nitrogen / 1000 sq. ft.
October G Tall Fescue Fall Fertilization Fall (lb.) Nitra King 19-4-4 (5 lbs. Nitrogen / 1000 sq. ft.) IPM and Misc. Applications
January -early Feb L Preemergence Crabgrass Control 1st app. (oz.) Dimension 2EW January -early Feb G Fertilization with preemergent (lb.) option DIMENSION 0.21% 18-0-10 50%PPSCU All year L Backpack Systemic BL Weed Control As Needed (oz.) Speed Zone Southern All year L Systemic BL Weed Control - oxalis control (oz.) Elliptical All year L General BL Weed Control - CA Restricted Danger (fl oz.) Trimec Classic Mid April L Preemergence Crabgrass Control 2nd app. (oz.) Dimension 2EW Mid April L Preemergence Crabgrass and early post (oz.) Dimension Ultra 40WP Mid April G Optional Pre and early post Crab Control (lb.) DIMENSION 0.21% 18-0-10 50%PPSCU Mid April G Optional Pre and early post Crab Control (lb.) DIMENSION 0.21% 0-0-7M April- May L Sedge control as needed (g) Sedgehammer
June - August L Sedge Suppression as needed (g) Sedgehammer May June G Grub preventative - imidicloprid (lb.) Bandit 0.5G May - October L contact broadleaf postemergence (fl. oz.) Quicksilver Aug - Oct L Grub reactive Arena 0.25G
All year L Control of Oxalis as needed (fl oz) Turflon Ester Ultra All year L Kikuyugrass conrtrol 2 to 3 apps 4 weeks apart Turflon Ester Ultra Aug - Sept L Preemergence Poa annua Control (oz.) Dimension 2EW Aug - Sept G Granular Option Pre poa annua control (lb.) DIMENSION 0.21% 18-0-10 50%PPSCU Aug - Sept G Granular Option Pre poa annua control (lb.) DIMENSION 0.21% 0-0-7M Nov - Dec L Postemergence Poa Control (fl.oz.) for coolseason turf Prograss/Poa Constrictor Ornamental Program
Application Dates Type Maintenance Description (unit of measure) Material At Color Change G Fertilization of Seasonal Color (.75 oz/SF) 19-6-12 BLOOM APEX All year G General Shrub and Ground Cover Fertilization (lbs) Urea January L Preemergence Bed Weed Control - Broadleaf (oz) Gallery DF September L Preemergence Bed Weed Control - Broadleaf (oz) Gallery DF January L Preemergence Bed Weed Control - grasses (oz) Dimension 2EW September L Preemergence Bed Weed Control - grasses (oz) Dimension 2EW Jan and Sept G Ornamental Bed Broadleaf and grassy Weed Control (option) Freehand 1.75G Jan and Sept G Ornamental Bed Broadleaf and grassy Weed Control (option) Snapshot 2.5G (lb) Nov Dec L Pansey /Viola crown rot application (fl oz.) Subdue Maxx Nov Dec G Pansey /Viola crown rot application oz. Subdue GR1 IPM and Misc Applications
Mar - June L Postemergence Grass Control as needed (fl oz) Fusiliade II May & July L Preemergence Sedge Control as needed (fl oz) Pennant EC As needed G Snail and Slug control (lb) Metaldehyde 4 (lbs) Deadline Bullets All year L Post emergence non-selective systemic weed control (oz) Prosecutor Pro All year L Post emergence non-selective systemic weed control (oz) Prosecutor Pro All year L Non-selective contact and system weed control Roundup QuikPro (oz) January - April L Aphid, whitefly other sucking insects imidicloprid (oz./100 gal) Bandit soil injection Feb March L Olive fruit control (fl.oz/100 gal.) Maintain CF 125 (fl oz/100 gal) March - April L Olive and fruit control (fl.oz/100 gal.) Atrimmec March - April L Olive and fruit control (fl.oz/100 gal.) Silicone surfactant March - April Fruit control - flower spray Florel
As needed L Insect Control General bifenthrin (fl.oz./100 gal) Crosscheck Plus .66FL As needed L Insect Control General (gal/100 gal) Horticultural Oil As needed L Mite Control (fl oz/100 gal) Avid 0.15EC
As needed L Rust Powdery Mildew Control as needed (fl. oz./100 gal) Eagle 20EW As needed L Phytophthora root rot and overall chlorotic plants (fl oz) Green Flo Phyte RFP OM2507 LANDSCAPE MAINTENANCE
COMMUNTTY FACILITIES DISTRICT
CITY OF MOUNTAIN HOUSE 89
Item 8.3
Plant Growth Control
<48hr after shear L Abelia as needed (fl oz/100 gal) Atrimmec <48hr after shear L Ligustrum, Bougainvillea, Lantana others as needed (fl oz/100 gal) Atrimmec <48hr after shear L General Plant Material as needed (fl oz/100 gal) Atrimmec <48hr after shear L Photinia, high rate- Elaeagnus, Euonymus, creeping fig, xylosma (fl oz/100 Atrimmec >7 day after shear L Ivy, Jasmine, Honeysuckle (fl oz/100 gal) Embark
MOUNTAIN HOUSE
RFP OM2507 LANDSCAPE MAINTENANCE
COMMUNTTY FACILITIES DISTRICT
CITY OF MOUNTAIN HOUSE 90
Item 8.3
General Maintenance Schedules
1 2 3 4 5 6 7 8 9 10 11 12
Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec
Ornamental Shrub beds and Trees
Fetilization
Pre-emergent
Hard pruning
Small tree pruning
Tree stake removal
Limb ups
Final leaf clean up
Mow groundcover
Agapanthus flower cleaning
Day lily shearing
Society garlic shearing
Ornamental grass shearing
Seasonal Flower Beds and Pots
2 changes
3 changes
Turf Areas
Fescue Fertilization
Hybrid Bermuda Fertilization
Aeration Fescue
Aeration Hybrid Bermuda
Hybrid Burmuda Verticle Mowing
Poa pre-emergent
Poa post-emergent
Sedge post-emergent
Broad leaf post-emergent As Needed
Irrigation
Pre-Spring Start Up Inspections
Spring / Summer Inspections
Reduce irrigation Times (dial down)
Significantly reduce irrigation
Clock shut-down
Winter Diagnostics and Evaluation
MOUNTAIN HOUSE
RFP OM2507 LANDSCAPE MAINTENANCE
COMMUNTTY FACILITIES DISTRICT
CITY OF MOUNTAIN HOUSE 91
Item 8.3
Exhibit D
ERGONOMICS PLANT
SCHEDULE
RFP OM2507 LANDSCAPE MAINTENANCE
COMMUNTTY FACILITIES DISTRICT
CITY OF MOUNTAIN HOUSE 100
Item 8.3
Specifications: Fertilizer - Pesticide - Preemergent
Turf Fertilization Program
Application Dates Type Maintenance Description (unit of measure) Recommended Material or Similar Feb G Tall Fescue Late Winter Fertilization (lb) Nitra King 19-4-4 (5 lbs. Nitrogen / 1000 sq. ft.) April G Tall Fescue and Hybred Bermuda Fertilization SCU (lb) 39-0-0 JDL 100%PPSCU (5 lbs. Nitrogen / 1000 sq. ft.
May G Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (5 lbs. Nitrogen / 1000 sq. ft.
June G Tall Fescue and Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (1 lbs. Nitrogen / 1000 sq. ft.
July G Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (1 lbs. Nitrogen / 1000 sq. ft.
August G Tall Fescue and Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (1 lbs. Nitrogen / 1000 sq. ft.
September G Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (1 lbs. Nitrogen / 1000 sq. ft.
October G Tall Fescue Fall Fertilization Fall (lb.) Nitra King 19-4-4 (5 lbs. Nitrogen / 1000 sq. ft.) IPM and Misc. Applications
January -early Feb L Preemergence Crabgrass Control 1st app. (oz.) Dimension 2EW January -early Feb G Fertilization with preemergent (lb.) option DIMENSION 0.21% 18-0-10 50%PPSCU All year L Backpack Systemic BL Weed Control As Needed (oz.) Speed Zone Southern All year L Systemic BL Weed Control - oxalis control (oz.) Elliptical All year L General BL Weed Control - CA Restricted Danger (fl oz.) Trimec Classic Mid April L Preemergence Crabgrass Control 2nd app. (oz.) Dimension 2EW Mid April L Preemergence Crabgrass and early post (oz.) Dimension Ultra 40WP Mid April G Optional Pre and early post Crab Control (lb.) DIMENSION 0.21% 18-0-10 50%PPSCU Mid April G Optional Pre and early post Crab Control (lb.) DIMENSION 0.21% 0-0-7M April- May L Sedge control as needed (g) Sedgehammer
June - August L Sedge Suppression as needed (g) Sedgehammer May June G Grub preventative - imidicloprid (lb.) Bandit 0.5G May - October L contact broadleaf postemergence (fl. oz.) Quicksilver Aug - Oct L Grub reactive Arena 0.25G
All year L Control of Oxalis as needed (fl oz) Turflon Ester Ultra All year L Kikuyugrass conrtrol 2 to 3 apps 4 weeks apart Turflon Ester Ultra Aug - Sept L Preemergence Poa annua Control (oz.) Dimension 2EW Aug - Sept G Granular Option Pre poa annua control (lb.) DIMENSION 0.21% 18-0-10 50%PPSCU Aug - Sept G Granular Option Pre poa annua control (lb.) DIMENSION 0.21% 0-0-7M Nov - Dec L Postemergence Poa Control (fl.oz.) for coolseason turf Prograss/Poa Constrictor Ornamental Program
Application Dates Type Maintenance Description (unit of measure) Material At Color Change G Fertilization of Seasonal Color (.75 oz/SF) 19-6-12 BLOOM APEX All year G General Shrub and Ground Cover Fertilization (lbs) Urea January L Preemergence Bed Weed Control - Broadleaf (oz) Gallery DF September L Preemergence Bed Weed Control - Broadleaf (oz) Gallery DF January L Preemergence Bed Weed Control - grasses (oz) Dimension 2EW September L Preemergence Bed Weed Control - grasses (oz) Dimension 2EW Jan and Sept G Ornamental Bed Broadleaf and grassy Weed Control (option) Freehand 1.75G Jan and Sept G Ornamental Bed Broadleaf and grassy Weed Control (option) Snapshot 2.5G (lb) Nov Dec L Pansey /Viola crown rot application (fl oz.) Subdue Maxx Nov Dec G Pansey /Viola crown rot application oz. Subdue GR1 IPM and Misc Applications
Mar - June L Postemergence Grass Control as needed (fl oz) Fusiliade II May & July L Preemergence Sedge Control as needed (fl oz) Pennant EC As needed G Snail and Slug control (lb) Metaldehyde 4 (lbs) Deadline Bullets All year L Post emergence non-selective systemic weed control (oz) Prosecutor Pro All year L Post emergence non-selective systemic weed control (oz) Prosecutor Pro All year L Non-selective contact and system weed control Roundup QuikPro (oz) January - April L Aphid, whitefly other sucking insects imidicloprid (oz./100 gal) Bandit soil injection Feb March L Olive fruit control (fl.oz/100 gal.) Maintain CF 125 (fl oz/100 gal) March - April L Olive and fruit control (fl.oz/100 gal.) Atrimmec March - April L Olive and fruit control (fl.oz/100 gal.) Silicone surfactant March - April Fruit control - flower spray Florel
As needed L Insect Control General bifenthrin (fl.oz./100 gal) Crosscheck Plus .66FL As needed L Insect Control General (gal/100 gal) Horticultural Oil As needed L Mite Control (fl oz/100 gal) Avid 0.15EC
As needed L Rust Powdery Mildew Control as needed (fl. oz./100 gal) Eagle 20EW As needed L Phytophthora root rot and overall chlorotic plants (fl oz) Green Flo Phyte RFP OM2507 LANDSCAPE MAINTENANCE
COMMUNTTY FACILITIES DISTRICT
CITY OF MOUNTAIN HOUSE 101
Item 8.3
Plant Growth Control
<48hr after shear L Abelia as needed (fl oz/100 gal) Atrimmec <48hr after shear L Ligustrum, Bougainvillea, Lantana others as needed (fl oz/100 gal) Atrimmec <48hr after shear L General Plant Material as needed (fl oz/100 gal) Atrimmec <48hr after shear L Photinia, high rate- Elaeagnus, Euonymus, creeping fig, xylosma (fl oz/100 Atrimmec >7 day after shear L Ivy, Jasmine, Honeysuckle (fl oz/100 gal) Embark
MOUNTAIN HOUSE
RFP OM2507 LANDSCAPE MAINTENANCE
COMMUNTTY FACILITIES DISTRICT
CITY OF MOUNTAIN HOUSE 102
Item 8.3
General Maintenance Schedules
1 2 3 4 5 6 7 8 9 10 11 12
Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec
Ornamental Shrub beds and Trees
Fetilization
Pre-emergent
Hard pruning
Small tree pruning
Tree stake removal
Limb ups
Final leaf clean up
Mow groundcover
Agapanthus flower cleaning
Day lily shearing
Society garlic shearing
Ornamental grass shearing
Seasonal Flower Beds and Pots
2 changes
3 changes
Turf Areas
Fescue Fertilization
Hybrid Bermuda Fertilization
Aeration Fescue
Aeration Hybrid Bermuda
Hybrid Burmuda Verticle Mowing
Poa pre-emergent
Poa post-emergent
Sedge post-emergent
Broad leaf post-emergent As Needed
Irrigation
Pre-Spring Start Up Inspections
Spring / Summer Inspections
Reduce irrigation Times (dial down)
Significantly reduce irrigation
Clock shut-down
Winter Diagnostics and Evaluation
MOUNTAIN HOUSE
RFP OM2507 LANDSCAPE MAINTENANCE
COMMUNTTY FACILITIES DISTRICT
CITY OF MOUNTAIN HOUSE 103
Item 8.3
CONTRACT ID # A-2526-06
12 EXHIBIT B
COMPENSATION SCHEDULE & REIMBURSABLE EXPENSES
1) Compensation Schedule.
2) Reimbursable Expenses.
Reimbursable expenses for Consultants working for City of Mountain House shall follow the guidelines outlined below. An invoice and receipts, outlining travel expenses, shall be submitted to City of Mountain House after the travel has occurred.
Expense Type Reimbursement Policies Receipt Required
Airfare Actual cost of the least expensive class available.
Business class and first class are not reimbursable.
Yes
Airline Baggage Fees Actual expense. Yes
Rental Car Reimbursement for rental cars will be for a
standard size car or smaller and will be
reimbursed for the actual expense.
Yes
Airport Shuttle Actual expense, including gratuity. Yes Taxi Actual expense, including gratuity. Yes
Meals & Incidentals Actual expense, including gratuity. Itemized receipts must be included for reimbursement. No
alcohol.
Other incidentals per itemized receipt.
Yes
Hotel Lodging obtained will be reasonable and in line
with the moderate priced hotels for the area.
Reimbursement will be only for room charge,
taxes, and parking (if applicable).
Itemized receipts must be included for
reimbursement.
Yes
Privately Owned Vehicle
Mileage Rate
IRS allowable rate for the current year. No
Office Incidentals Actual expense.
Copies/printing, courier/express delivery fees,
phone calls.
Yes
Item 8.3
CONTRACT ID # A-2526-06
13 EXHIBIT C
INSURANCE REQUIREMENTS
1) Required Coverage. Consultant shall maintain all required insurance listed herein for the duration of this Agreement.
TYPE OF INSURANCE MINIMUM LIMITS
Commercial General Liability
Premises Liability; Products and Completed
Operations; Contractual Liability; Personal
Injury and Advertising Liability
$1,000,000 per occurrence;
Bodily Injury and Property Damage
$2,000,00 in the aggregate; Commercial general
coverage shall be at least as broad as Insurance
Services Office Commercial General Liability
occurrence form CG 0001 (most recent edition)
covering comprehensive General Liability on an
“occurrence” basis
Commercial or Business Automobile
Liability
All owned vehicles, hired or leased
vehicles, non-owned, borrowed and
permissive uses. Personal Automobile
Liability is acceptable for individual
Consultants with no transportation or
hauling related activities
$1,000,000 per occurrence;
Any Auto; Bodily Injury and Property Damage.
Automobile coverage shall be at least as broad as
Insurance Services Office Automobile Liability
form CA 0001 (most recent edition), Code 1 (any
auto). No endorsement shall be attached limiting
the coverage.
Workers’ Compensation (WC) and
Employers Liability (EL)
Required for all Consultants with
employees
WC: Statutory Limits
EL: $100,000 per accident for bodily injury or
disease. Consultant may rely on a self-insurance
program to meet those requirements, but only if the
program of self-insurance complies fully with the
provisions of the California Labor Code. The
insurer shall waive all rights of subrogation against
City of Mountain House and its officers, officials,
employees, and volunteers for loss arising from
Work performed under this Agreement
Professional Liability/Errors &
Omissions
Required for all Consultants performing
services with licensed professionals.
Includes endorsements of contractual
liability
$1,000,000 per occurrence
$2,000,000 policy aggregate; Any deductible or
self-insured retention shall not exceed $150,000 per
claim
Item 8.3
CONTRACT ID # A-2526-06
14 2) Additional requirements. Each of the following shall be included in the insurance coverage or added as a certified endorsement to the policy:
a) Term. All required insurance shall be maintained during the entire term of the Agreement with the following exception: Insurance policies and coverage(s) written on a claims-made basis shall be maintained during the entire term of the Agreement and until three (3) years following termination and acceptance of all Work provided under the Agreement, with the retroactive date of said insurance (as may be applicable) concurrent with the commencement of activities pursuant to this Agreement. b) Additional Insured. All insurance required above with the exception of Professional Liability, Personal Automobile Liability, Workers’ Compensation and Employers Liability, shall be endorsed to name as additional insured: City of Mountain House, its Board of Directors, and all City of Mountain House officers, agents, employees, volunteers and representatives.
c) Primary Insurance. For any claims related to this Agreement or the Work hereunder, the Consultant’s insurance covered shall be primary insurance as respects City of Mountain House, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by City of Mountain House, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it. d) Cancellation. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after 30 days’ prior written notice has been provided to City of Mountain House.
e) Certificates of Insurance. Before commencing operations under this Agreement, Consultant shall provide Certificate(s) of Insurance and applicable insurance endorsements, in form and satisfactory to City of Mountain House, evidencing that all required insurance coverage is in effect. City of Mountain House reserves the rights to require the Consultant to provide complete, certified copies of all required insurance policies.
f) Sub-Consultants. Consultant shall include all sub-Consultants as an insured (covered party) under its policies or shall furnish separate certificates and endorsements for each sub-Consultant. All coverages for sub-Consultants shall be subject to all of the requirements stated herein.
g) Claims-made limitations. The following provisions shall apply if the professional liability coverage is written on a claims-made form:
i) The retroactive date of the policy must be shown and must be before the date of the Agreement.
ii) Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the Agreement or the Work, so long as commercially available at reasonable rates.
iii) If coverage is canceled or not renewed and it is not replaced with another claimsmade policy form with a retroactive date that precedes the date of this Agreement, Item 8.3
CONTRACT ID # A-2526-06
15 Consultant must purchase an extended period coverage for a minimum of three (3) years after completion of Work under this Agreement. iv) A copy of the claim reporting requirements must be submitted to City of Mountain House for review prior to the commencement of any Work under this Agreement.
3) All Policies Requirements.
a) Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII. Insurance shall be maintained through an insurer with a minimum A.M. Best Rating of A- or better, with deductible amounts acceptable to City of Mountain House. Acceptance of Consultant’s insurance by City of Mountain House shall not relieve or decrease the liability of Consultant hereunder. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Consultant.
b) Deductibles and Self-Insured Retentions. Consultant shall disclose to and obtain the written approval of City of Mountain House for the self-insured retentions and deductibles before beginning any of the Work called for by any term of this Agreement.
At the option of City of Mountain House, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects City of Mountain House, its officers, employees, and volunteers; or the Consultant shall provide a financial guarantee satisfactory to City of Mountain House guaranteeing payment of losses and related investigations, claim administration and defense expenses. c) Wasting Policies. No policy required by this Section 4 shall include a “wasting” policy limit (i.e. limit that is eroded by the cost of defense). d) Waiver of Subrogation. Consultant hereby agrees to waive subrogation which any insurer or Consultant may require from vendor by virtue of the payment of any loss.
Consultant agrees to obtain any endorsements that may be necessary to affect this waiver of subrogation. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the entity for all Work performed by Consultant, its employees, agents, and sub-Consultants.
4) Remedies. In addition to any other remedies City of Mountain House may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City of Mountain House may, at its sole option exercise any of the following remedies, which are alternatives to other remedies City of Mountain House may have and are not the exclusive remedy for Consultant’s breach:
a) Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement;
b) Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or c) Terminate this Agreement.
Item 8.3
CONTRACT ID # A-2526-06
16 EXHIBIT D
REQUIREMENTS OF PUBLIC WORKS CONTRACTS
1) Wages. As applicable pursuant to Federal and State of California statutes and regulations:
a) In accordance with Labor Code Section 1773.2, City of Mountain House has determined the general prevailing wages in the locality in which the Work described in Exhibit A are to be performed for each craft or type of work needed, as published by the State of California Department of Industrial Relations, Division of Labor Statistics and Research, a copy of which is on file in City of Mountain House Public Works Office, and shall be made available on request. Consultant and sub-Consultants engaged in the performance of the Work shall pay no less than these rates to all persons engaged in performance of the Work.
b) In accordance with Labor Code Section 1775, Consultant and any sub-Consultants engaged in performance of the Work shall comply with Labor Code Section 1775, which establishes a penalty of up to $200 per day for each worker engaged in the performance of the Work for which Consultant or any sub-Consultant pays less than the specified prevailing wage. A mistake, inadvertence, or neglect in failing to pay the correct rate of prevailing wages is not excusable if Consultant or sub-Consultant had knowledge of their obligations under the Labor Code. Consultant or sub-Consultant shall pay the difference between the prevailing wage rates and the amount paid to each worker for each calendar day or portion thereof for which each worker was paid less than the prevailing wage rate.
If a sub-Consultant worker engaged in performance of the services described in Exhibit A is not paid the general prevailing per diem wages by the sub-Consultant, Consultant is not liable for any penalties therefore unless Consultant had knowledge of that failure or unless the Consultant fails to comply with all of the following requirements:
i) The contract executed between Consultant and the sub-Consultant for the performance of part of the Work shall include a copy of the provisions of Labor Code Sections 1771, 1775, 1776, 1777.5, 1813, and 1815.
ii) Consultant shall monitor payment of the specified general prevailing rate of per diem wages by the sub-Consultant by periodic review of the sub-Consultant’s certified payroll records.
iii) Upon becoming aware of a sub-Consultant’s failure to pay the specified prevailing rate of wages, Consultant shall diligently take corrective action to halt or rectify the failure, including, but not limited to, retaining sufficient funds due the sub-Consultant for performance of the Work.
iv) Prior to making final payment to the sub-Consultant, Consultant shall obtain an affidavit signed under penalty of perjury from the sub-Consultant that the subConsultant has paid the specified general prevailing rate of per diem wages for employees engaged in the performance of the Work any amounts due pursuant to Labor Code Section 1813.
c) In accordance with Labor Code Section 1776, Consultant and each sub-Consultant engaged in performance of the Work shall keep accurate payroll records showing the name, address, social security number, work, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed in performance of the Work. Each payroll record Item 8.3
CONTRACT ID # A-2526-06
17 shall contain or be verified by a written declaration that it is made under penalty of perjury, stating both of the following:
i) The information contained in the payroll record is true and correct. ii) The employer has complied with the requirements of Sections 1771, 1811, and 1815 for any work performed by the employer’s employees on the public works project.
The payroll records required pursuant to Labor Code Section 1776 shall be certified and shall be available for inspection by City of Mountain House and its authorized representatives, the Division of Labor Standards Enforcement, and the Division of Apprenticeship Standards of the Department of Industrial Relations, and shall otherwise be available for inspection in accordance with Labor Code Section 1776. d) In accordance with Labor Code Section 1777.5, Consultant, on behalf of Consultant and any sub-Consultants engaged in performance of the Work, shall be responsible for ensuring compliance with Labor Code Section 1777.5 governing employment and payment of apprentices on public works contracts.
e) Consultant or any sub-Consultant, in performance of the Work, employs any person in a trade or occupation (except executive, supervisory, administrative, clerical, or other nonmanual workers as such) for which no minimum wage rate has been determined by the Director of the Department of Industrial Relations, Consultant shall pay the minimum rate of wages specified therein for the classification that most nearly corresponds to the Work performed by that person. The minimum rate thus furnished shall be applicable as a minimum for such trade or occupation from the time of the initial employment of the person affected and during the continuance of such employment. 2) DIR Registration.
At all times, Consultant shall be registered with the Department of Industrial Relations and qualified to perform public work consistent with Labor Code section 1725.5, except in limited circumstances as set forth in Labor Code section 1771.1. No Consultant or sub-Consultant may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5. Consultant agrees, in accordance with Section 1771.4 of the Labor Code, that if the Work under this Agreement qualifies as a public works project, it is subject to compliance monitoring and enforcement by the Department of Industrial Relations.
5615290.3
Item 8.3
251 E MAIN STREET, MOUNTAIN HOUSE, CA 95391
(209) 831-2300 ● (209) 831-5610 FAX
CONSULTANT AGREEMENT
CONTRACT ID # A-2526-05
DATE: July 1, 2025
PARTIES: City of Mountain House: City of Mountain House 251 E. Main Street
Mountain House, CA 95391
CONSULTANT: Odyssey Landscape Maintenance, Inc.
5400 W. Hwy 12
Lodi, CA 95242
The Parties agree as follows:
1. Priority of Documents:
Each of the items listed below is hereby incorporated into this Agreement by this reference. In the event of an inconsistency in this Agreement, the inconsistency shall be resolved by giving precedence in the following order:
Α. Applicable Federal and State of California statutes and regulations, this Agreement and its exhibits.
B. Consultant’s Proposal dated May 1, 2025.
2. Terms of Services:
2.1 Scope of Services. Subject to the terms and conditions set forth in this Agreement, Consultant agrees to provide East West Arterial District Landscape Maintenance, as further described in Exhibit A, Scope of Service (the “Work”).
2.2 Term of Agreement. This Agreement shall commence on July 1, 2025 and continue until June 30, 2029. unless said Work is completed on a date prior thereto or unless terminated earlier as provided herein. Consultant shall complete the Work described in Exhibit A on or before that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services Item 8.3
CONTRACT ID # A-2526-05
2 required by this Agreement shall not affect City of Mountain House’s right to terminate the Agreement, as referenced in Section 8.
2.3 Standard of Performance. Consultant shall perform all Work in a first-class manner in conformance with the standards of quality normally observed by a person practicing in Consultant’s profession.
2.4 Inspection. All Work performed and materials (if any) provided by Consultant shall be subject to inspection and approval by City of Mountain House.
2.5 Consultant’s Warranties and Guarantee. Consultant warrants to City of Mountain House that all materials and equipment furnished under this Agreement will be new unless City of Mountain House agrees otherwise in writing, and that all Work will be of good quality, free from faults and defects and in conformance with this Agreement. All Work not so conforming to these standards may be deemed defective by City of Mountain House. If required by City of Mountain House, the Consultant shall furnish to City of Mountain House satisfactory evidence as to the kind and quality of materials, equipment, and methods of installation by the Consultant or sub-Consultants.
Consultant shall guarantee the Work to be free of defects in material and workmanship for a period of one (1) year following City of Mountain House’s acceptance of the Work (“Consultant’s Guarantee”). As part of Consultant’s Guarantee, Consultant agrees to make, at Consultant’s sole cost and expense, all repairs or replacements made necessary by defects in material or workmanship which become evident within the one-year guarantee period.
2.6 Assignment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City of Mountain House, in its sole discretion and at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of Mountain House of such desire of City of Mountain House, reassign such person or persons.
2.7 Time is of the Essence. The parties agree time is of the essence. Consultant shall devote such time to the performance of the Work as may be reasonably necessary to timely finish the Work, meet the standard of performance provided in Section 2.3 above, and satisfy Consultant’s obligations hereunder.
2.8 Public Works Requirements. Because the Work described in Exhibit A constitutes a public works within the definition of Section 1720(a)(1) of the Labor Code, Consultant is required to comply with the provisions of the Labor Code applicable to public works projects, as further described in Exhibit D. Consultant shall waive, indemnify, hold harmless, and defend City of Mountain House concerning any liability arising out of Labor Code Section 1720 et seq.
3. Terms of Payment.
3.1 Compensation. City of Mountain House hereby agrees to pay Consultant a sum not to exceed Two million, one hundred thirty-one thousand, one hundred fifty dollars and twenty-four cents, ($2,131,150.24) notwithstanding any contrary indications that may be Item 8.3
CONTRACT ID # A-2526-05
3 contained in Consultant’s proposal for services to be performed and reimbursable costs incurred under this Agreement. City of Mountain House shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City of Mountain House to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to City of Mountain House in the manner specified herein. Except as specifically authorized by City of Mountain House in writing, Consultant shall not bill City of Mountain House for duplicate services performed by more than one person.
Consultant and City of Mountain House acknowledge and agree that compensation paid by City of Mountain House to Consultant under this Agreement is based upon Consultant’s estimated costs of providing the services required hereunder, including salaries and benefits of employees and sub-Consultants of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and sub-Consultants may be eligible. City of Mountain House therefore has no responsibility for such contributions beyond compensation required under this Agreement.
3.2 Invoices. Consultant shall submit invoices not more often than once a month during the term of this Agreement based on the cost for services performed and reimbursable costs incurred prior to the invoice date via e-mail to [email protected]. Invoices delivered to any other e-mail address will be deemed undelivered and not paid.
Invoices shall contain the following information:
a. Contract ID number;
b. Federal Tax Payer Identification Number;
c. The beginning and ending dates of the billing period; d. A task summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion;
e. At City of Mountain House’s option, for each Work item in each task, a copy of the applicable time entries or time sheets shall be submitted showing the name of the person doing the Work, the hours spent by each person, a brief description of the Work, and each reimbursable expense;
f. The total number of hours of Work performed under the Agreement by Consultant and each employee, agent, and sub-Consultant of Consultant performing services hereunder; and
g. The Consultant’s signature.
3.3 Monthly Payment. City of Mountain House shall make monthly payments, based on invoices received, for services satisfactorily performed and for authorized reimbursable Item 8.3
CONTRACT ID # A-2526-05
4 costs incurred. City of Mountain House shall have thirty (30) days from the receipt of an invoice that complies with all of the requirements above to pay Consultant.
3.4 Final Payment; Retention Payment. If all services required have been satisfactorily performed, City of Mountain House shall pay the last five percent (5%) of the total sum due pursuant to this Agreement within sixty (60) days after completion and acceptance of the Work, or other applicable event under law, and submittal to City of Mountain House of a final invoice.
3.5 Total Payment.
a. City of Mountain House shall pay for the Work performed by Consultant pursuant to this Agreement. City of Mountain House shall make no payment for any extra, further, or additional service pursuant to this Agreement. b. In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment. c. City of Mountain House shall not pay any invoice or otherwise provide compensation to Consultant in excess of the maximum amount of compensation provided herein unless the Agreement is modified prior to the performance of such Work or services. d. City of Mountain House shall not pay any invoice or otherwise provide compensation to Consultant for Work or services performed after the expiration or termination of this Agreement unless the Agreement is modified prior to the performance of such Work or services.
3.6 Hourly Rate/Fees. Unless the services provided are for a lump sum or flat fee, fees for Work performed by Consultant on an hourly basis shall not exceed the amounts shown on the compensation cost proposal attached hereto as Exhibit B and incorporated herein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit B, the Agreement shall prevail.
3.7 Reimbursable Expenses. Reimbursable expenses are specified in Exhibit B.
Reimbursable expenses not listed in Exhibit B are not chargeable to City of Mountain House. Reimbursable expenses shall not include a mark-up and shall be billed as a direct costs. In no event shall expenses be advanced by City of Mountain House to the Consultant. Reimbursable expenses are included in the total amount of compensation provided under this Agreement that shall not be exceeded.
3.8 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes.
3.9 Payment upon Termination. In the event that City of Mountain House or Consultant terminates this Agreement pursuant to Section 8, City of Mountain House shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for Work satisfactorily completed as of the date of written notice of termination.
Item 8.3
CONTRACT ID # A-2526-05
5 Consultant shall maintain adequate logs and timesheets to verify costs incurred to that date.
3.10 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator.
4. Consultant’s Status:
4.1 Independent Consultant. In the performance of the Work, duties, and other obligations imposed by this Agreement, the Consultant is at all times acting as an Independent Consultant practicing his or her profession and not as an employee of City of Mountain House. Consultant shall perform the Work in accordance with currently approved methods and standards of practice in the Consultant’s professional specialty. A copy of Consultant’s current business license shall be provided to City of Mountain House. The Consultant shall not have any claim under this Agreement or otherwise against City of Mountain House for vacation, sick leave, retirement benefits, social security or worker’s compensation benefits. The Consultant shall be responsible for federal and state payroll taxes such as social security and unemployment. San Joaquin County will issue a form 1099 at year-end on behalf of City of Mountain House for fees earned.
4.2 Consultant Not an Agent. Except as City of Mountain House may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City of Mountain House in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City of Mountain House to any obligation whatsoever.
4.3 Non-Exclusive Rights. This Agreement does not grant to Consultant any exclusive privileges or rights to provide services to City of Mountain House. Consultant may contract with other agencies, private companies, or individuals for similar services.
5. Legal Requirements.
5.1 Compliance. Consultant shall comply with all Federal, State and local laws, regulations and requirements necessary for performance of the Work. Consultant shall comply with all laws applicable to wages and hours of employment, occupational safety, and to fire safety, health and sanitation.
5.2 Licenses and Permits. Consultant represents and warrants to City of Mountain House that Consultant and its employees, agents, and any sub-Consultants have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required for the performance of the Work. Consultant represents and warrants to City of Mountain House that Consultant and its employees, agents, and any sub-Consultants shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to perform the Work.
5.3 Conflict of Interest Statement. Consultant covenants that Consultant, its officers or employees or their immediate family, presently has no interest, including, but not limited to, other projects or independent contracts, and shall not acquire any such interest, direct or indirect, which would conflict in any manner or degree with the performance of the Item 8.3
CONTRACT ID # A-2526-05
6 Work. Consultant further covenants that in the performance of this Agreement no person having any such interest shall be employed or retained by Consultant under this Agreement. Consultant shall not hire City of Mountain House’s employees to perform any portion of the Work, including secretarial, clerical, and similar incidental services, except upon the written approval of City of Mountain House. Performance of the Work by associates or employees of Consultant shall not relieve Consultant from any responsibility under this Agreement.
5.4 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person’s race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, gender identity, or sexual orientation against any employee, applicant for employment, sub-Consultant, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant pursuant to this Agreement. Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby.
5.5 Drug Free Workplace. Consultant shall comply with the provisions of Government Code Section 8350 et seq., otherwise known as the Drug-Free Workplace Act.
5.6 Form Law. The Laws of the State of California shall govern this Agreement. Venue is San Joaquin County. The provision of this paragraph shall survive expiration or other termination of this Agreement regardless of the cause of such termination.
5.7 Subcontracts. Consultant shall include the provisions of this Section 5 in any subcontract approved by the Contract Administrator or this Agreement.
6. Indemnification, Hold Harmless and Defense.
To the fullest extent permitted by law, Consultant shall indemnify, hold harmless and defend City of Mountain House, its directors, officers, employees, agents and authorized volunteers, and each of them, from and against any and all claims, demands, causes of action, damages, penalties, judgments, awards, decrees, costs, expenses, attorneys’ fees, losses or liabilities, in law or in equity, of every kind or nature, including but not limited to personal injury, bodily injury, wrongful death, and property damage including any damage to City of Mountain House’s property, arising out of Consultant’s alleged negligence, or wrongful acts related to or in connection with Consultant’s performance of duties under the terms and conditions of this Agreement.
To the fullest extent permitted by law, City of Mountain House shall indemnify, hold harmless and defend the Consultant, its directors, officers, employees, agents and each of them (collectively referred to as “Consultant Indemnified Parties”) from and against any and all claims, demands, causes of action, damages, penalties, judgments, awards, decrees, costs, expenses, attorneys’ fees, losses or liabilities, in law or in equity, of every kind or nature, including but not limited to personal injury, bodily injury, wrongful death, and property damage including any damage to the Consultant’s property, arising out of City of Mountain House’s Item 8.3
CONTRACT ID # A-2526-05
7 alleged negligence, or wrongful acts related to or in connection with City of Mountain House’s performance of duties under the terms and conditions of this Agreement.
Notwithstanding the forgoing, to the extent this Agreement is a “construction contract” as defined by Civil Code Section 2782, as may be amended from time to time, such duties of Consultant to indemnify shall not apply when to do so would be prohibited by Civil Code Section 2782.
7. Insurance.
Before beginning any Work under this Agreement, Consultant, at its own cost and expense, unless otherwise specified below, shall procure the types and amounts of insurance described in Exhibit C, incorporated herein, against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the Work hereunder by the Consultant and its agents, representatives, employees, and sub-Consultants. Consistent with the following provisions, Consultant shall provide proof satisfactory to City of Mountain House of such insurance that meets the requirements of Exhibit C and under forms of insurance satisfactory in all respects, and that such insurance is in effect prior to beginning Work to City of Mountain House. Consultant shall maintain the insurance policies required by Exhibit C throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant’s proposal. Consultant shall not allow any sub-Consultant to commence Work on any subcontract until Consultant has obtained all insurance required by Exhibit C for the sub-Consultant(s) and provided evidence that such insurance is in effect to City of Mountain House. Verification of the required insurance shall be submitted and made part of this Agreement prior to execution.
8. Termination and Modification.
8.1 Termination. City of Mountain House may cancel this Agreement at any time and without cause upon written notification to Consultant. Consultant may cancel this Agreement upon sixty (60) days’ written notice to City of Mountain House and shall include in such notice the reasons for cancellation.
In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; City of Mountain House, however, may condition payment of such compensation upon Consultant delivering to City of Mountain House any or all work product, including, but not limited to documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or City of Mountain House in connection with this Agreement.
8.2 Extension. City of Mountain House may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Section 2.2. Any such extension shall require a written amendment to this Agreement, as provided for herein. The City of Mountain House City Manager is hereby authorized to negotiate and execute such extension.
8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties.
Item 8.3
CONTRACT ID # A-2526-05
8 8.4 Assignment and Subcontracting. City of Mountain House and Consultant recognize and agree that this Agreement contemplates performance of specialized services by Consultant and is based upon a determination of Consultant’s unique competence, experience, and specialized knowledge. Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator.
Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the sub-Consultants noted in the proposal, without prior written approval of the Contract Administrator. Any such assignment, transfer, delegation or subcontract without the prior written consent shall be considered null and void.
8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City of Mountain House and Consultant shall survive the termination of this Agreement.
8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms of this Agreement, City of Mountain House’s remedies shall include, but not be limited to, the following:
a. Immediately terminate the Agreement;
b. Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement; c. Retain a different Consultant to complete the Work described in Exhibit A not finished by Consultant; or
d. Charge Consultant the difference between the cost to complete the Work described in Exhibit A that is unfinished at the time of breach and the amount that City of Mountain House would have paid Consultant pursuant to Section 3 if Consultant had completed the Work.
9. Miscellaneous.
9.1 Contract Administrator. The Consultant Administrator shall be designated, and may be changed, by the City of Mountain House City Manager in writing.
9.2 Notices. Any notice required to be given pursuant to the terms and provisions hereof shall be in writing and shall be effected by personal delivery or by first class mail, registered or certified, postage prepaid, return receipt requested. Unless otherwise designated by either party in writing, such notices shall be mailed as shown on the first page of this Agreement.
9.3 Non-Liability of Officials, Employees and Agents. No officer, official, employee or agent of City of Mountain House shall be personally liable to Consultant in the event of any default or breach by City of Mountain House or for any amount that may become due to Consultant pursuant to this Agreement.
9.4 Attorneys’ Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provisions of this Agreement, the prevailing Item 8.3
CONTRACT ID # A-2526-05
9 party shall be entitled to reasonable attorneys’ fees in addition to any other relief to which such party may be entitled.
9.5 Documents. All drawings, specifications, documents and other memoranda or writings relating to the Work hereunder, shall remain or become the property of City of Mountain House upon termination of this Agreement, whether executed by or for the Consultant for City of Mountain House, or otherwise, by or for the Consultant, or by or for a subConsultant operating under the Consultant’s supervision, or direction, and all such documents and copies thereof shall be returned or transmitted to City of Mountain House forthwith upon termination or completion of the Work under this Agreement. Prior to termination Consultant shall deliver to City of Mountain House any such records upon request.
9.6 Force Majeure. It is agreed that neither party shall be responsible for delays in delivery or acceptance of delivery or failure to perform when such delay or failure is attributable to Acts of God, war, strikes, riots, lockouts, accidents, rules or regulations of any governmental agencies or other matters or conditions beyond the control of either the seller/Consultant or the purchaser.
9.7 Waiver. No waiver of any breach of any covenant or provision of this Agreement shall be deemed a waiver of any other covenant or provision hereof, and no waiver shall be valid unless in writing and executed by the waiving party. An extension of time for performance of any obligation or act shall not be deemed an extension of the time for performance of any other obligation or act, and no extension shall be valid unless in writing and executed by the waiving party.
9.8 No Third Party Beneficiaries. Nothing contained in this Agreement is intended to or shall be deemed to confer upon any person, other than the parties, any rights or remedies hereunder.
9.9 Headings. The headings of the sections and exhibits of this Agreement are inserted for convenience only. They do not constitute part of this Agreement and are not to be used in its construction.
9.10 Entire Agreement and Modification. This Agreement supersedes all previous Agreements either oral or in writing and constitutes the entire understanding of the parties hereto. No changes, amendments or alterations shall be effective unless in writing and signed by both parties.
9.11 Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. *Signatures on following page*
Item 8.3
CONTRACT ID # A-2526-05
10 IN WITNESS WHEREOF, City of Mountain House and Consultant have executed this Agreement on the day and year first written above.
Odyssey Landscaping Company Inc. City of Mountain House State of California
By: ____________________________
Martin Gates
CEO
By: ___________________________
Steven J. Pinkerton
City Manager
Date: _________________________ Date: _________________________ Approved as to Form:
By: ___________________________
John Bakker
City Attorney
Item 8.3
CONTRACT ID # A-2526-05
11 EXHIBIT A
SCOPE OF SERVICES
[Attached]
Item 8.3
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CITY LANDSCAPE MAINTENANCE SERVICES
EAST-WEST ARTERIALS
DISTRICT
RFP OM2503
REQUEST FOR PROPOSALS
Proposals must be submitted to the City of Mountain House by:
2:00 p.m. Pacific Standard Time on Friday, May 2, 2025
The City of Mountain House will reject any proposals received after the date and time noted above.
Proposals will be evaluated by the Selection Committee for review following the criteria set forth within this RFP.
INQUIRIES REGARDING THIS RFP: Do not contact City personnel other than the person(s) indicated below. If needed, please send a single email inquiry if there are multiple questions concerning the scope of professional services required.
Doug Louie, O & M Superintendent: [email protected] | (209) 831-2300 Pedro Vieira, Landscape Maintenance Supervisor: [email protected] | (209)278-8788 Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
SECTION 2 - SCOPE
Landscape Maintenance Standards and Specifications
A. GENERAL STANDARDS
1. DURATION OF AGREEMENT
The agreement shall remain in full force and effect for an initial period of four (4) years, unless terminated by either party. The agreement may be extended, with approval of both parties, for one (3) three -year period, for a maximum term not to exceed seven (7) years.
2. QUALITY OF WORK
The Operations and Maintenance Superintendent, or his designated representative, shall be the sole judge as to the adequacy and quality of maintenance. Where the Operations and Maintenance Superintendent is mentioned in these Specifications, it shall be noted that his designated representative may act on his behalf regarding the administration of this agreement. To ensure the consistent quality of the work being performed, the City representative may inspect all areas covered by this contract within 24 hours after work is scheduled to be performed for the month. Any deficiencies shall be recorded on the Performance Deficiency Notification form and submitted to the contractor for review and corrective action. After the correction period allowed in the Performance Deficiency Notification form has passed, the City representative shall re-inspect the deficient work and complete and submit a Performance Deficiency Status Memo to the Contractor. Any deficiencies not corrected shall result in the value of the work being deducted from the monthly payment to the Contractor. The bid prices quoted by the contractor in the Cost Proposal shall be used to determine the dollar value of any deficiencies.
3. LOCATIONS
See Exhibit A – Maintenance Zone Maps
4. CANCELATION
CITY OF MOUNTAIN HOUSE reserves the right to cancel this contract without cause with a 60-day written notice.
5. NON-PERFORMANCE
In case of termination by the City for nonperformance, the City may contract or cause to be done any work not completed at the time of the termination. Payment to the Contractor shall be reduced by the cost of the work. If it is determined the Contractor has not performed the work satisfactorily under a provision of this contract, a non-credit status may be enforced during this period on “noncompliance.” This proration shall be based on the total yearly amount for labor divided by the working days available. If a nonRFP OM2503 LANDSCAPE MAINTENANCE
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credit status is imposed due to the Contractor’s nonperformance and/or noncompliance to the specifications and provisions contained herein or any other work applicable under this contract, it is agreed that the City may withhold payment for the value of the disputed work until the nonperformance or noncompliance is corrected. If not correctable, the City may deduct from any payment due, the value of the work that was either not performed or not in compliance with the specifications. This provision shall have no effect on any other rights the City may have under this contract.
6. NOTICE REQUIREMENT
Notice shall be deemed to have been given by either party by posting a registered letter, email, or fax to the business address of the other party.
Operations and Maintenance
Superintendent
City of Mountain House
251 East Main Street
Mountain House, CA 95391
Phone: (209) 831-2300
Company Name:
Name & Title Representative:
Street Address:
City , State & zip code:
Phone Number:
Fax Number:
7. COMPENSATION
a. The Contractor shall be compensated in 12 equal monthly payments based on the annual contract amount for satisfactorily completed base maintenance under the scope of this contract. This payment includes all necessary costs, such as vehicles, equipment, tools, labor, materials, and travel to and from the job site. However, expenses related to airline travel, hotels, employee training, and company events shall not be included in the monthly maintenance fees, nor will the City provide additional compensation for these items.
b. All billing is based on prevailing wage or otherwise mandated by changes in laws and/or regulations by Federal and/or State entities with authority over the classifications of workers for this contract.
c. The Contractor must meet all applicable State and Federal requirements and must be registered with the State Department of Industrial Relations for this project. d. Certified payroll reportsfor all employees performing work on the contract during the billing period shall be submitted with each invoice.
e. Payment Withheld: The City may withhold payment to such extent as it may be necessary to protect the City from loss due to:
• Work required in the specifications, which is defective, incomplete, or not performed.
• Claims filed or reasonable evidence indicating probable filing of claims. • Failure of the contractor to make payments properly to subcontractors for materials and labor.
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• There is a reasonable doubt that the contract may be completed, for the balance then unpaid.
• Failure to submit required reports or other documents required by the contract.
8. ANNUAL ADJUSTMENT
Annual adjustments to the Unit Price per Square Foot for Landscape Maintenance and ancillary unit priced work will be based on the “Bureau of Labor Statistics, U.S.
Department of Labor, Consumer Price Index (CPI), San Francisco Area” up to a maximum adjustment of 3%. The most recent CPI data must be utilized for estimated increases, prior to the submittal of the requested increase that is due no later than January 1 each year for increasesthat will be applied to the following fiscal year beginning July 1. Newly added landscape areas must be under contract for at least 6 months to qualify for a CPI requested increase.
9. RIGHTS RESERVED
a) Rejection of Work:
The contractor agrees that the City of Mountain House has the right to make all final determinations as to whether the work has been satisfactorily completed. b) Completion of Work:
If Contractor fails to comply with the conditions of the contract, or fails to complete the required work or furnish the required materials within the time stipulated, the City of Mountain House reserves the right to purchase in the open market, or to complete the required work, at the expense of the Contractor, including but not limited to, by recourse to provisions of the performance bond ifsuch bond is required under the conditions of this Proposal. The original Contractor can be liable for any resulting increased costs.
10. ASSIGNMENT OR CHANGE OF OWNERSHIP
Except for the case of a sale of all or substantially all of the assets of the Contractor, a merger, consolidation, or transfer of 50% or more of the Contractor stock cumulatively during the term of this agreement, the rights and obligations of the Contractor there undershall be assignable only upon the express written request of the Contractor and the express written consent of the CITY OF MOUNTAIN HOUSE; such approval shall not be unreasonably withheld or delayed.
11. CONFLICT OF INTEREST
The contractor shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with the best interest of the City. This obligation shall apply to Contractor’s employees, agents, sub-Contractors, or other parties associated with accomplishing the work. Contractor’s efforts shall include, but not be limited to, establishing precautions to prevent its employees or agents from making, receiving, providing, or offering gifts, entertainment, payments, loans, or other considerations which could be deemed to appear to influence individuals to act contrary RFP OM2503 LANDSCAPE MAINTENANCE
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to the best interest of the City.
12. RECORDS AUDIT
Contractor’s financial books, employment records, maintenance related records, and plans or such part thereof may be engaged in the performance of this contract, shall at all reasonable times be subject to inspection and audit by any authorized representative of the City unless otherwise protected by applicable laws.
13. BUDGETARY APPROPRIATIONS
This agreement is subject to and contingent upon applicable budgetary appropriations being made by the Mountain House City Council each fiscal year during the term of this contract. If such appropriations are not forthcoming, the contract may be terminated or reduced in scope without penalty to the City with required prior notice.
14. INTERPRETATION OF CONTRACT
This agreement shall be construed and interpreted according to the laws of the State of California.
15. CHANGES TO DOCUMENT
Any changes beyond this document shall occur only when ordered in writing by the Mountain House Operations and Maintenance Superintendent or Authorized Representative. In the absence of such a written order, any such product supplied, or work performed shall be considered unauthorized and will not be paid.
16. STANDARDS OF ITEMS
As applicable, all items furnished in this contract shall meet or exceed the standards established by the California Occupational Safety and Health Act of 1973 and current amendments thereto, provided the end use of the item is for the purpose for which the item is intended.
17. SAFETY AND HEALTH ORDINANCES
The contractor shall comply with all air pollution control, water pollution, Safety and Health Ordinances and statutes which apply to the work performed or supplies provided pursuant to this contract including, but not limited to, any requirementsspecified in State government codes.
18. INDEPENDENT CONTRACTOR
Contractor is, for all purposes arising out of this contract, an independent Contractor and shall not be deemed an employee of the City of Mountain House. It is expressly understood and agreed that the successful Contractor and its employeesshall in no event, because of this contract, be entitled to any benefits to which City of Mountain House employees are entitled to, including but not limited to, overtime, any retirement benefits, worker's compensation benefits, injury leave or other leave benefits.
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19. PREVAILING WAGE
It shall be mandatory upon the Contractor to whom the contract is awarded to pay not less than the said prevailing rates of wages to all workers employed by the firm in the execution of the contract. The Contractor will be required to comply with the California Labor Code, Article 2, Section 1770 through 1780 inclusive and Article 5, Section 1810 through 1861 inclusive. (Laws and Regulations governing the payment of prevailing wages). The Contractor shall pay its employees the general prevailing rate of wages as determined by the Director of the Department of Industrial Relations. Contractor and any of their subcontractors shall keep an accurate payroll record showing the name, address, socialsecurity number, work classification,straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed. The payroll records shall be certified, available for inspection, and copies thereof furnished with the payment requests as prescribed in Section 1776 of the Labor Code. The contractor shall keep the City informed as to the location of the records and shall be responsible for the compliance with these requirements by all subcontractors. The provisions of Article 2 and 3, Division 2, Chapter 1 of the Labor Code, State of California, are made by this reference as a part of this solicitation.
20. ASSIGNMENT OR SUBCONTRACTING
No performance of this agreement or any portion thereof may be assigned or subcontracted by the Contractor without the express written consent of the City. Any attempt by the Contractor to assign or subcontract any performance of this agreement without the express written consent of the City shall be invalid and shall constitute a breach of this agreement. Whenever the Contractor is authorized to subcontract or assign, the terms thereof shall incorporate by reference and not conflict with this agreement.
21. QUALIFIED EMPLOYEES AND APPEARANCE
The Contractor warrants that all persons employed have satisfactory past records indicating their ability to accept the kind of responsibility anticipated in this type of work.
All employees shall be required to wear uniforms, badges, or other means of identification acceptable to the City which are to be furnished by the Contractor and must be always worn while working on City property.
22. SAFETY REQUIREMENTS
Whenever the Contractor’s operations create a condition that is potentially hazardous to traffic or to the public, he shall furnish, erect, and maintain at his expense and without cost to the City of Mountain House, flagger and/or control devices as are necessary to prevent accidents, damage, or injury to the public. Signs, lights, flags, and other warning and safety devices shall conform to the requirements set forth in the current Work Area Traffic Control Handbook, published by Building News, Inc.
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23. SPECIFICATIONS
All changes in specifications and/or contract requirements will be issued in writing. The City of Mountain House is not responsible for any oral instruction.
24. PROPOSAL REQUIREMENTS
In submitting the Proposal, the Contractor acknowledges that the Contractor has thoroughly and carefully read and understands the RFP documents and attachments; agrees to furnish the product at the prices, quantities, and terms and conditions stated, and certifies that the information contained in the Proposal is true and complete to the best of the Contractor’s knowledge.
25. CONTRACTOR AGREEMENT
The Contractor acknowledges that he has read and agrees to all terms and conditions of this agreement.
26. PAYMENTS
After service, the Contractor must submit an invoice for payment. Invoices shall be sent to: City of Mountain House, Attention: Accounts Payable, 251 East Main Street, Mountain House, CA 95391 or emailed to [email protected] . Invoices shall include the purchase order number, description of the service provided, type of service provided, and price.
Payment shall be made within thirty (30) days after receipt of the invoice. Any “prompt payment discounts” will be taken by the City of Mountain House, if possible, and will be included in the bid evaluation if the terms offered are for twenty (20) days or longer.
27. PENALTY ASSESSMENTS
Deficiency Notices shall be issued due to lack of response, performance and contractor neglect as listed throughout this agreement. Monetary penalties shall accompany these notices. The Deficiency Notice shall include date, reason for penalty and monetary amount of penalty. The dollar amount of each penalty shall be added and become a part of the M&R Provision balance.
B. CONTRACTOR’S RESPONSIBILITY
1. EXPERIENCE
Prior to contract award, the successful Contractor for this contract shall be required to demonstrate to the City that they can successfully perform maintenance work of the type involved in this contract by providing a list of similar local projects they are maintaining of similar nature and possesses suitable equipment to perform the work.
2. LOCALITY OF OFFICE AND YARD
The Contractor shall maintain a local office within forty (40) miles of the City from which the company’s representative can be reached during normal working hours or emergencies. This location shall also include additional personnel authorized to make decisions on matters pertaining to this contract with the City during normal business RFP OM2503 LANDSCAPE MAINTENANCE
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hours. This facility shall include a corporation yard suitable to store all equipment and vehicles to support daily operations for services provided in Mountain House.
3. EQUIPMENT LIST
a. The City reserves the right to determine the capability of the equipment and to reserve acceptance or rejection of deficient equipment. b. All Contractors must provide a list of equipment they will use to fulfill the contract.
This list must include the make, model, year of equipment and whether the equipment is owned or leased.
c. All equipment necessary to provide the specified maintenance shall be provided and maintained by the Contractor. Equipment shall be safe, proper, efficient, and suited to and for the job.
d. The Contractor shall maintain all equipment in prime working order; all cutting blades shall be kept sharp.
e. Equipment shall have all the required safety devices in place and in operation. f. Installed equipment or replacement equipment shall be in new condition. g. Equipment operation times and noise levels shall comply with CITY OF MOUNTAIN HOUSE requirements.
4. REPORTS, SERVICE, AND INSPECTIONS LOGS
a. The Contractor will provide the City Representative with all reports as identified throughout this specification. The required documentation shall be provided as described, completed and legible in a timely manner as scheduled. b. By March 31 of each calendar year thereafter a report shall be submitted, reporting all missing shrubs, trees and turf areas requiring replacement due to contractor neglect. All replacements shall be installed by the contractor no later than January 1st of each calendar year. Plant material that has perished due to contractor neglect will be replaced at the expense of the contractor.
c. The Contractor shall maintain and keep records of all ongoing, seasonal, and additional work and maintenance functions performed daily by the Contractor's personnel. Such reportsshall be submitted to the City in concurrent with the monthly invoice. The monthly payment will not be made until such a report is received by the CITY OF MOUNTAIN HOUSE.
d. The Contractor shall also provide additional documentation as requested by the City Representative including:
• Suggestions for improving plant health, vigor or irrigation efficiency and effectiveness.
• Cost estimates for landscape renovations, repairs, and modifications. Unit prices shall correspond to Contractor's current landscape maintenance bid. • Proposed solutions to perceived problems presented by the City’s Authorized Representative.
5. FAILED PLANT MATERIAL
a. The Contractor shall accept all plant material within the scope of work in writing as RFP OM2503 LANDSCAPE MAINTENANCE
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viable and healthy, noting any exceptions within 60 days of the inception of the contract. The City Representative and the Contractor shall agree on the status of all exceptions. Documentation of the status of plant material at the commencement of work shall be the Contractor's responsibility.
b. The Contractor shall restore or replace at their own expense, any lawn area, groundcover, perennial or annual plants, trees, shrubs, or other plant materials requiring restoration or replacement due to the Contractor's actions or failure of action, including plant materials severely damaged by pests or disease. c. The Contractor shall not be liable for plant losses due to maladies beyond the Contractor's control; this includes but is not limited to disease or insect attack for which there is no legal recommended control, acts of vandalism, earthquakes, fires, and the like.
d. Plants that fail because of improper maintenance or as the result of toxicity from Contractor applied chemical or other materials shall be replaced by the Contractor at no cost to CITY OF MOUNTAIN HOUSE.
6. LICENSES AND PERMITS
The Contractorshall, prior to submitting the Proposal, and forthe duration of the contract period, possess all licenses and permits required for the performance of the work required by this contract as follows:
a. Contractor must possess a California Qualified Pest Control Applicators License with categories “B” and “C.”
b. The Contractor must employ, or contract with, a person possessing a valid Pest Control Advisers License.
c. All personnel supervising employees that apply and handle pesticides shall possess a valid Qualified Applicator’s certificate in the applicable categories. d. All employees that apply and handle pesticides shall be trained and certified by qualified trainers annually.
e. No Proposal shall be considered from a Contractor who, at the time the Proposal is submitted, is not licensed (C-27) to contract for this project in accordance with the law under provisions of Division 3, Chapter 9, of the Business and Professions Code of the State of California.
f. In the event of a dispute as to the classification of the license required, the opinion of the Contractor’s State License Board shall prevail. This requirement is not a mere formality, and it shall not be waived.
g. All vehicle operators performing work on this project shall have a valid State of California driver’s license for the class of vehicle being operated. h. While working in the City all vehicles shall have signage on two sides of each truck stating “Authorized Contractor for the City of Mountain House”: with Name of Company, Phone number(s) of Company and State Contractor’s license number(s).
7. CONTRACTOR IS AN INDEPENDENT CONTRACTOR
The Contractorshall act under the contract as an independent contractor vis-à-visthe City of Mountain House and shall not be an agent or employee of the City. The Contractor RFP OM2503 LANDSCAPE MAINTENANCE
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shall not represent or otherwise hold out itself or any of its subcontractors, directors, directors, officers, partners, employees, or agentsto be an agent or employee of the City.
8. INDEMNIFICATION
The Contractor shall indemnify and otherwise hold harmless the City, and its officials, officers, employees, agents and other representatives, from all liability, loss or damage, including reasonable attorney’s fees and other costs of defense resulting from damage or injury to persons or property caused, or claimed to have been caused, by acts or omissions of the Contractor or of any of its agents in the course of or in connection with the Contractor’s performance under the contract. The parties agree to cooperate fully in the resolution of any claims for such liability, loss, or damage.
9. COMPLIANCE WITH THE LAW
The Contractor agrees that his performance under the contract shall comply with all applicable laws of the State of California, and any political subdivision of such state, including without limitation the County of San Joaquin, and the City of Mountain House.
10. EQUAL EMPLOYMENT OPPORTUNITY
The Contractor shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of race, religion, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or sexual orientation, except as permitted pursuant to Section 12940 of the Government Code. Violation of this provision may result in the imposition of penalties referred to in Labor Code Section 1735.
11. PERSONNEL – MINIMUM STAFFING LEVELS/SUPERVISION & CERTIFICATIONS/VEHICLES a. The Contractor and/or their representative shall be experienced in landscape maintenance and preferably have academic education in horticulture and/or agronomy. They shall be qualified to analyze any problems with the landscaping and provide reports and solutions to the City on dealing with such problems. The Contractor shall supply CITY OF MOUNTAIN HOUSE with a listing of employee experience, degrees, and certifications.
b. Supervision: The Contractor shall assign adequate supervisory personnel to be on site each working day, working regular working hours, for the duration of this contract.
The Contractor and the assigned supervisor shall have expertise and experience in comprehensive maintenance of a wide range of municipal facilities, including but not limited to plant care, irrigation management, Irrigation repair and replacement, pest control, soils, fertilizers, and plant identification. The assigned supervisor(s) must be fluent in the English language (written and spoken) and must be able to communicate effectively with City Authorized Representatives, the public and subordinate staff.
There shall be regular meetings on site with the Contractor and the City to determine progress and to establish areas requiring attention to meet specifications. The city shall retain the right to schedule meetings at any frequency. c. Certification: Contractormust assign one Certified Irrigation Technician (CIT) that will RFP OM2503 LANDSCAPE MAINTENANCE
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be responsible for irrigation testing, identifying, and making any necessary irrigation repairs as well as recommending/requesting specific irrigation scheduling changes. d. The work force shall consist of U.S. citizens and/or legal residents. e. The Contractor shall supply the CITY OF MOUNTAIN HOUSE with an Organizational Flow Chart of the Company and Management/Employees specific to Mountain House.
f. The workforce shall be directly employed and supervised by the Contractor. The work force shall always be under supervision while working in CITY OF MOUNTAIN HOUSE landscape areas. The Authorized CITY OF MOUNTAIN HOUSE Representative shall be notified of all changes in supervision. All supervisors must speak English. g. No subcontract may be entered into by the contractor without the prior approval of the MH City Superintendent or the MH Representative. Should the CITY OF MOUNTAIN HOUSE approve such subcontract, Landscaper shall continue to be primarily responsible forthe performance of each term and condition of this contract and to ensure full compliance by its subcontractor to the satisfaction of the CITY OF MOUNTAIN HOUSE.
h. The employees shall present a neat, well-groomed appearance always. The employeesshall act in a courteous, professional manner always while working on the project. Every effort shall be made to perform the work while creating minimum disturbance to the CITY OF MOUNTAIN HOUSE landscape areas, residents, owners, or visitors. Any employee who is determined by the Authorized CITY OF MOUNTAIN HOUSE Representative to be incompetent, disorderly, intemperate or otherwise objectionable considering these specifications and public safety concerns shall be immediately removed from the project and replaced with a satisfactory replacement. i. The Contractor shall pay for and bear the maintenance cost of uniforms for all employees working on the project. The uniforms shall be identified in writing and submitted to the Authorized CITY OF MOUNTAIN HOUSE Representative annually for approval. The uniform shall be worn as a complete unit and be fitted properly. The uniform shall be clean daily with no rips, tears, or permanent stains present. j. All vehicles used on the projectshall be no olderthan ten (10) years, unless otherwise approved by the CITY OF MOUNTAIN HOUSE, and maintained in good mechanical and body repair.
k. All vehicles shall always be clean with the exterior paint in good condition and shall be equipped with tool and equipment racks to hold all tools and equipment in a neat and orderly fashion.
l. All vehicles shall bear on both sides of each vehicle in a legible fashion; the contractor's name, contractor’s phone number, contractor’s State Contractor’s License number and “Authorized Contractor for the City of Mountain House.”
12. SCHEDULING OF WORK
On a monthly basis or more frequently if the City determines it is necessary, the Contractor shall provide a comprehensive schedule for the work to be conducted during the next monthly work period. The schedule shall be formatted as a calendar and include:
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a. Tasks to be accomplished per site on each day of service. b. Number of employees and labor-hours that will be dedicated to the work. c. Indicate any special work assignments i.e., pesticide application, tree trimming, playground inspections, pressure washing, etc.
d. The schedules shall be submitted to the City five (5) working days prior to the first working day of the month. Failure to submit schedules within the period specified shall result in a penalty of $100 per occurrence and each calendar day until schedules are received.
e. The City may grant, on an individual basis, permission to perform contract maintenance with an alternative schedule.
C. ADDITIONS/DELETIONS
The CITY OF MOUNTAIN HOUSE is required to install landscaping and irrigation as dictated by the Mountain House Community Master Plan (Master Plan), Specific Plans and Design Guidelines. The City, with thirty days’ written notice, may submit additional new landscaped areas to be maintained by the Contractor. These improvements may be in the right-of-way or setback. Property in the right-of-way will become part of the City landscape areas. Upon written notice from the City of Mountain House, the Contractor shall add these areas to the maintenance contract. The Contractor shall submit updated pricing with a revised Exhibit C All such changes shall only be made upon written notification in the form of a change order approved by the Director of Public Works or the assigned representative, which shall clearly state the effective date of the change, the adjusted contract amount, and the scope of any changes. The contract amount shall be adjusted to reflect the additions or deletions.
Prior to commencing work on additional sites, the Contractor shall meet with the City Representative to review maintenance requirements for the additional sites.
D. EMERGENCY CALLS
The Contractor shall have the capability to receive and to respond immediately to calls of an emergency nature during normal working hours and during hours outside of normal working hours. Calls of an emergency nature received by the City may be referred to the Contractor for immediate response.
1. Emergency calls relayed and reported by use of Govoutreach, Gorequest, email, text, cell phone, etc. shall be considered valid forms of communication.
2. Social media sites related to the Mountain House Community are recommended in monitoring emergencies, however, they are not required.
3. The contractor shall respond to emergency calls by use of Govoutreach, Gorequest, email, text, cell phone, etc. within (30) minutes and shall notify the City Representative of the estimated time of arrival (ETA) to the emergency.
4. The contractor shall report on-site (2) hours from the time of notification and shall notify the City Representative upon arrival and completion of the call-out and the work performed.
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5. The contractor shall designate a person(s) who shall be available to respond to emergency calls through Govoutreach, Gorequest, email, text, cell phone, etc. 24 hours per day.
6. The contractor shall submit telephone number(s) to the City that can be used to obtain emergency services on a 24-hour basis.
Upon arriving at an emergency, it shall be the responsibility of the Contractor to eliminate all unsafe conditions that would adversely affect the health, safety, or welfare of the public or notify the City Representative if that is not possible. Failure to respond within two (2) hours of attempt to contact shall result in a $300 Deficiency Notice penalty per incident. Failure to respond to an emergency when contacted shall subject the Contractor to all primary or secondary costs arising from said emergencies being remedied by other contractors due to non-responsiveness and may result in termination of contract.
E. SAFETY REQUIREMENTS
All work performed under this contract shall be performed in such a manner as to provide maximum safety to the public, and where applicable, comply with all laws, regulations, and applicable safety standards required by CAL-OSHA, the Work Area Traffic Control Handbook (W.A.T.C.H.) and the State of California Manual of Traffic Controls. The contractor is responsible for all safety and traffic controls during any approved lane closures and traffic detours approved by CITY OF MOUNTAIN HOUSE.
The City reservesthe right to issue restraint or cease and desist ordersto the Contractor when unsafe or harmful acts are observed or reported relative to the performance of the work under this contract.
1. HAZARDOUS CONDITIONS
The Contractor shall maintain all work sites free of hazards to persons and/or property resulting from the contractor’s operations. Any hazardous condition noted by the Contractor, which is not a result of his operations, shall be immediately reported to the City Representative.
2. SPILLS/LEAKS
The Contractor must submit a written plan for the emergency clean-up of any leaks or spillage of hydraulic fluid, oils, pesticides, and any other potentially hazardous materials.
The contractorshall prevent any material from entering the catch basins and storm drain system and will be responsible for the cost of any clean up resulting from their failure to protect the storm drain system.
3. TRAFFIC CONTROL
During the progress of the work, adequate provision shall be made by the Contractor to accommodate normal traffic over public streets and park roadways to cause a minimum of inconvenience to the public. The Contractor shall hold the City harmless from all claims arising from any act or omission on their part pertaining to any injury, death or damage to any person or property by reason of any use of any street by anyone while the Contractor is working or has any equipment or barricades thereon. a. The Contractor shall comply with all local, County, State or other legal requirements including, but not limited to, full compliance with the terms of the RFP OM2503 LANDSCAPE MAINTENANCE
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applicable O.S.H.A. and CAL O.S.H.A. Safety Orders always to protect all persons, including Contractor's employees, agents of the CITY OF MOUNTAIN HOUSE, vendors, members of the public or others from foreseeable injury or damage to their property.
b. Employees performing work in the median shall always wear an approved ANSI Class II safety vest as an outer garment.
c. Means of ingress and egress for occupants of property or buildings shall be always provided unless otherwise approved by the City.
d. The contractor shall notify the City Representative of intent to begin work at least five (5) days before work is begun if the work shall include the closure of any traffic lane unless the work is of a re-occurring nature, and a one-time submittal of a traffic control plan was completed and approval received prior to the initiation of the work.
e. The Contractor shall cooperate with local authorities and all other City departments relative to handling traffic through the area and shall make their arrangements relative to keeping the working area clear of vehicles. f. When entering or leaving roadways carrying traffic, the Contractor’s equipment, whether empty or loaded, shall in all cases yield to public traffic. g. All traffic delineation and work area protection shall conform to the Work Area Traffic Control Handbook (W.A.T.C.H.) and the State of California Manual of Traffic Controls.
h. All lane closures shall require the completion and City approval of a traffic control plan prior to conducting any work.
i. The contractor shall provide a Type B flashing sign arrow boards for all lane closures.
j. The Contractor shall make every effort to keep commercial driveways open during working hours. After working hours, all driveways shall be accessible with smooth and safe crossing through the construction area.
k. Full compensation for conforming to the requirements of this section shall be considered as included in the prices paid for the various contract items of work involved and no additional compensation shall be allowed, therefore. l. The Contractor shall not close a traffic lane between the hours of 7:00 - 9:00 AM and 4:00 - 6:00 PM without prior approval by the City Representative. m. The Contractor shall not close any traffic lanes near Mountain House High School between the hours of 6:00 - 9:00 AM and 2:00 - 6:00 PM without prior approval by the City Representative.
F. SOUND CONTROL REQUIREMENTS
The Contractorshall comply with all localsound control and noise level rules, regulations, and ordinances, which apply to any work performed pursuant to the contract. No pruning operations, use of equipment or tools shall begin before 7:00 a.m.
Each internal combustion engine used for any purpose on the job or related to the job shall be equipped with a factory recommended muffler. No internal combustion engine shall be operated on the project without said muffler.
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G. WASTE DISPOSAL
The City shall provide trash and green waste containers located in a collection area within the City for the handling of waste generated by maintenance activities within this contract. The contractorshall be responsible for the collection, removal and disposal of all trash, debris and green waste generated by landscape maintenance activities as per specifications. The Contractor shall deposit general trash and green waste each day from the contract at the City’s transfer site. Additionally, the Contractor shall deposit all generated waste into the appropriate refuse container as provided by the City. The Contractor will coordinate the emptying and tracking ofsuch waste. Contractorshall keep the refuse transfer area clean and free of any debris on the ground.
H. PROTECTION AND PRESERVATION OF PROPERTY
The Contractorshall be held responsible forthe preservation of all public and private property along and adjacent to the work area and shall be required to exercise due caution to prevent any damage or injury, thereto, because of their operation. All trees, shrubs, ground covers, fences, warning signals, street signs, walks, walls, structures, stairways, or other property shall be adequately protected and should not be removed or disturbed without permission from the City. Any damage to CITY OF MOUNTAIN HOUSE property caused by the Contractor's neglectshall be corrected and paid for by the Contractor at no cost to the CITY OF MOUNTAIN HOUSE. If Contractor fails to correct damages within forty-eight (48) hours, the CITY OF MOUNTAIN HOUSE may arrange to have the damage corrected and bill Contractor.
The Contractor shall be responsible for repairing/replacing any existing plant material or irrigation systems in public or private landscapes damaged during maintenance operations, to their original condition at Contractor expense. Any damage to landscape areas shall be reported to the City immediately.
I. PUBLIC RELATIONS
The contractor shall always maintain good public relations. The work shall be conducted in a manner that shall cause the least possible interference or annoyance to the public.
The City of Mountain House reserves the rights to contract for and perform other or additional work on or near the work covered by these specifications. When separate contracts are let within the limits of any one project, each contractor shall conduct his work so as not to interfere with or hinder the progress or completion of the work being performed by other contractors. Contractors working on the same project shall cooperate with each other as directed. Each contractor involved shall assume all liability, financial or otherwise, in connection with his contract and shall protect and hold harmless the City of Mountain House from all damages or claims that may arise because of inconvenience, delays, or loss experienced by him because of the presence and operations of other contractors working within the limits of the same project.
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 29
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
J. GENERAL CLEAN-UP
The Contractor is required to ensure that all grass clippings, debris, etc. resulting from the landscape maintenance practice shall be thoroughly cleaned up and removed from the work site at the conclusion of the workday. The facility shall be left in an acceptable condition to the City. In the event the site is left in an unsatisfactory condition, the Contractor shall be required to return to the site and correct the unsatisfactory condition.
In the event the Contractor does not correct the condition in a reasonable amount of time, City forces shall be dispatched, and the Contractor shall be charged for the work. Repeated violations of this section shall result in termination of the contract. No debris may be left on site or placed in a roadway or drainage structure that is part of or drains to the City’s storm water collection system.
K. INCLEMENT WEATHER
During the periods when inclement weather hinders or prevents normal maintenance operations, the Contractor shall adjust his work force to accomplish those activities that are not affected by weather as listed below:
The Contractor shall clean drains, gutters, or other drainage structures within contracted maintenance service areas or perform other activities as needed to address weather related issues. The Contractor shall make available to the City, adequate personnel to assist in any storm related response or damage repair to sites in this contract.
The Contractor shall immediately notify the City Representative when the work force has been removed from the job site due to inclement weather or other reasons.
During rainy and windy events, the Contractor will provide supervisory inspection of the project during regular hours to prevent or minimize possible damage from severe weather.
The Contractor shall submit a report identifying any storm damage to the Authorized CITY OF MOUNTAIN HOUSE Representative attached to a site map identifying location of damage and cost estimate to repair/replace. If remedial work is required beyond the Contractor's scope of work, it shall be considered as extra work.
L. MAINTENANCE and REPAIRS EXPENSE ACCOUNT PROVISION
Notwithstanding any other provision of this agreement, the Contractor shall be responsible for repair and/or replacement of landscaping or irrigation equipment due to Vandalism, i.e., action involving deliberate destruction of or damage to City property. This also includes but is not limited to losses due to natural causes, emergency irrigation repairs, auto accidents and losses due to aging or diseased plant material. The Maintenance and Repairs Expense Account Provision is also known as the M&R Provision.
1. The contractor shall provide at the beginning of this contract and every January 1st thereof, an estimated M&R Provision equal to 8% of the Base Annual Contract RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 30
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
amount estimated after the calculated annual CPI requested increase outlined in (A.
General Standards, 8. Annual Adjustments).
2. The Annual M&R estimate submitted each January 1 shall be available the following July 1. Any unexpended M&R Provision funds remaining from the previous year shall be reimbursed to the City of Mountain House. The City Representative may request the unexpended funds to “roll-over” to the next fiscal year July 1. Any unexpended M&R Provision funds remaining from the previous year must be reimbursed prior to the expiration of the contract.
3. The Annual M&R Provision total shall be presented as a dedicated line item on each invoice, divided into twelve equal increments, and invoiced monthly.
4. The contractor shall provide a monthly balance report to the City, in a form approved by the City Representative, reporting all qualified maintenance and repair expenditures from the previous month providing the total amount of funds expended, and the total balance of funds remaining.
5. All cost to repair damaged landscape caused by Contractor neglect shall be borne by the Contractor and such cost shall not affect the aggregate limit.
6. The Contractor shall utilize the M&R Provision for vandalism and associated repairs and/or plant and tree replacements as necessary upon approval of the City Representative.
7. Report all incidents of vandalism/graffiti observed to the City Representative immediately. The contractor shall document all necessary repair costs and submit a vandalism report detailing the dates, times, and locations when work was completed, with each invoice submittal.
8. All repair projectsshall be invoiced against the M&R Provision limit illustrating detailed unit priced labor and materials in the cost proposal of this agreement.
9. In the event of vandalism, emergency irrigation repairs, storm damage or any other event that may put the public at risk and repairs cost under $2,000; the Contractor shall proceed with repairs after making every reasonable effort to first contact and obtain approval from the City Representative.
10. The City Representative must approve repairs costing more than $2000 per project; however, the Contractor shall not unreasonably withhold or delay repairs when the public is at risk.
11. The City of Mountain House will be responsible for the cost of repairs that exceed the M&R Provision limit.
12. In the event the contractor utilizes employees normally assigned to maintenance for the purpose of performing extra work, the extra work estimated costs shall exclude the cost of labor of these individuals, the cost of contractor supervision, or any other individuals or contractors hired or assigned to undertake such repairs.
13. In the event additional construction personnel are needed to perform larger repair projects, unit priced labor located in the Detailed Pricing Sheet in the Cost Proposal must be followed.
14. All M&R Provision repair projects and any projects assessed towards the M&R Provision must utilize the Detailed Unit Pricing Sheet in the Cost Proposal.
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 31
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
M. EXTRA WORK
1. In the event the Contractor is required by the City to perform extra work, the following procedure shall govern such work:
When required by the Authorized City Representative, an estimate of cost will be submitted for approval prior to work being done. The Contractor shall maintain records sufficient to distinguish the direct cost from other operations and shall invoice extra work on forms furnished by the Contractor, itemizing all costs for labor, materials, and equipment rental according to unit cost located in the Detailed Pricing Sheet unit pricing in Exhibit C-Cost Proposal Package. The invoice shall itemize hours worked and hourly costs. The following procedure will govern such extra work:
a. Work will be executed under the direction of the Authorized City Representative on a time and material basis consistent with the unit pricing listed in the Cost Proposal or an agreed lump sum, depending on the nature of work.
b. The CITY OF MOUNTAIN HOUSE will issue a work request for such extra work to be performed.
c. Extra work will not be initiated without written authorization by the CITY OF MOUNTAIN HOUSE, except in emergencies.
2. Extra work may include, but not be limited to, the following:
a. Replacement of plant materials due to failures beyond the Contractor's control. b. Replacement of damaged sprinkler heads, valves, quick couplers, etc. (other than those included in the contract).
c. Additional soil amendments required for planting in special situations not covered in this specification.
d. Remedial landscaping.
e. Repairs or replacements due to vandalism, vehicle accidents or Acts of God, which are otherwise, not included in this specification.
All extra work shall be performed in accordance with recognized industry standards with the use of top-quality materials and workmanship.
N. PENALTY FOR NON-CONFORMANCE WITH SPECIFICATIONS
Landscaper shall not be deemed to be in default if performance of the obligations required by this contract is delayed, disrupted, or becomes impossible because of any act of nature, war, earthquake, fire, strike, accident, civil commotion, epidemic, act of government, its agencies or offices, or any other cause beyond the control of the parties (“Force Majeure”).
Upon occurrence of any such event, Landscaper shall operate landscaped area on a “best reasonable effort” basis and shall not be responsible for damages, fines, penalties, or claims resulting therefrom. If there is a reduction in services, payments shall be reduced subject to a mutually negotiated change. If Landscaper incurs additional expenses of more than $1,000 hereunder, itshall be subject to a mutually agreed change in price consistent with extra work costs in the Cost Proposal.
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 32
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
O. EXCLUDED WORK
1. Maintenance and cleaning of roadways are not part of these landscape maintenance specifications except for debris created because of the landscape maintenance services or the removal of leaves from roadway gutters and storm drains, fallen trees, fallen branches, etc.
2. Maintenance, cleaning, and sight-line clearance of regulatory signage, lights, traffic signals, and entry monuments are not a part of these landscape maintenance specifications except when they are caused by trees and shrubs. After trimming and/or removal of trees, branches, shrubs and vines these facilities must be cleaned and restored.
3. Paving repairs, fencing repairs, drinking fountain repairs, water fountain maintenance and / or repairs, structural repairs (restroom buildings, shade shelters, etc. including furnishings inside or under and roofing), play equipment repairs, replacement of trash receptacles, bench and table repairs, replacement or sports equipment, replacement of any site appurtenances unless otherwise stated herein.
P. PLANT GUARANTEE AND/OR REPLACEMENT POLICY
1. Contractor shall replace existing plants if they die due to Contractor's negligence.
2. All replacement plants shall be inspected and approved by The City prior to installation. All landscape improvements or repairs shall conform to the Mountain House Landscape Specifications and Details.
3. Warrantee: Replacement plant material shall be warranted for the full term of the contract against defect in both workmanship and materials.
Q. UNDERGROUND ALERT
The Contractor shall comply with the requirements of Assembly Bill 73. The law states that, “…every person planning to conduct any excavation is required to contact a regional notification center at least 2 days prior to excavation” Assembly Bill 73 defines excavation as, “any operation in which earth, rock, or other material in the ground is moved, removed or otherwise displaced by means of tools, equipment, or explosives in any of the following ways: grading, trenching, digging, ditching, drilling, auguring, tunneling, scraping, cable or pipe and driving, or any other way.
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 33
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
SECTION 3 – LANDSCAPE AND TURF
MAINTENANCE REQUIREMENTS
A. GENERAL MAINTENANCE REQUIREMENTS
Landscape maintenance requirements listed in this section shall apply to specific areas within a District or Zone. Areas may include but not be limited to turf, shrubs, groundcover areas, drainage areas, weed abatement areas, and natural hard surfaced areas. Maintenance includes the routine mowing, pruning, or trimming of turf, shrubs, and groundcover to maintain a neat appearance. Removingweedsthat are not controlled byherbicidesbefore size or abundance becomes a cause of complaint. Generally, weeds that exceed 2 inches in height or predominate in a bare area are unacceptable and shall be removed. Keep all areas in a neat, clean, and well-maintained condition always. Animal feces, broken glass, sharp objects, or other materials detrimental to human health shall be removed immediately.
1. Trash Receptacles
a. Trash receptacles shall be maintained by the Contractor. The volume each trash receptacle gathers varies from each location. The contractor must set a schedule to properly service these receptacles to prevent overflow onto the ground. Trash receptacles that have overflowed must be serviced immediately. b. The Contractor shall inspect trash receptacles in their respective areas as many times as needed during the week so that the receptacle is never over 50% full or if offensive odors are present.
c. Contractors shall include cost of materials and labor to services and supply liners used in trash receptacles.
2. Pet Stations
a. The Contractor shall inspect pet station receptacles in their respective areas as many times as needed during the week so that the receptacle is never over 50% full or if offensive odors are present.
b. Contractors shall include cost of materials and labor to services and supply dog baggies and trash liners used in pet stations.
3. Green Waste and Trash Dumpsters
a. Dumpster for green waste and trash will be supplied by the City of Mountain House for the sole use of our Landscape Contractors and are located at the Wastewater Treatment Facility on Bethnay Road.
b. No trash other than tree, shrub and grass clippings, leaves, organic waste is allowed in the green waste bin. Contractors will be responsible for removal of inorganic waste deposited into the green waste bin and any penalties resulting from illicit contents discovered by the State of California.
B. GENERAL IRRIGATION MAINTENANCE REQUIREMENTS
The City of Mountain House utilizes the WeatherTRAK® ET Pro3 Smart Irrigation system. The programming must utilize the provided EPA WaterSense for proper irrigation management.
The ET Pro3 controls multiple sites using both conventional wire technology and advanced 2- wire technology.
The WeatherTRAK ET Pro3 smart irrigation controller uses ET Everywhere®, the most precise high-resolution weather data available, to create specific schedules. which include RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 34
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
communication subscriptions and warranty for ten years.
The Contractor shall provide trained staff educated in the programming and diagnosis of the WeatherTRAK ET Pro 3 smart irrigation controller and other controllersthat are used to irrigate City of Mountain House landscape.
The City of Mountain House Representative will review irrigation controller programming, audit irrigation water usage and inspect watering zones. Any deficiencies will be reported via 'Work Order" to the contractor for immediate correction. The completed work order must be returned to the Mountain House representative with the listed corrections, and materials and labor used.
1. IRRIGATION REPAIRS AND MAINTENANCE
a. The Contractor shall be responsible for, and include all labor and materials for, the repair of all site irrigation downstream from the backflow preventer, including all pressure main lines, or any equipment in line (flow meters, master valves, etc.), through lateral lines and sprinkler heads, including all irrigation controllers, control, and communication wiring. The Contractor shall make all repairs using parts approved by the City’s Representative and in accordance with the Mountain House Irrigation Standards and listed materials found in the Cost Proposal. b. The Contractor shall provide irrigation personnel fully trained in all phases of landscape irrigation systems operation, maintenance, adjustment, and repair. This is to include diagnosis and repair of controllers, valve wires, control valves, lateral lines, gate valves, main lines, strainers, pressure regulators, backflow devices, flow sensors, master valves and electric pedestals.
c. The contractor shall notify the City Representative of any main line failure within twenty-four (24) hours of occurrence.
d. Equipment determined to be at the end of its useful lifespan by the City Representative, shall be replaced and invoiced by the Contractor (at cost of the device plus 10%) this includes non-functioning and unrepairable components (controllers, master valves, flow meters).
e. The City shall pay labor at the rate shown in the Detailed Pricing Sheet in the Cost Proposal unless the work is performed by the staff that are already dedicated to CITY OF MOUNTAIN HOUSE. The work shall be performed by staff assigned to CITY OF MOUNTAIN HOUSE as much as possible unless specialized skills are required that the assigned staff does not possess.
f. The City Representative shall approve all repairs in advance. The Contractor shall not backfill any repairs without inspection by the City, unless authorized by the City Representative.
g. Damage to irrigation systems caused by the Contractor shall be the responsibility of the Contractor to repair within 48 hours of occurrence, by self-discovery or notification by the City at no additional cost to the City. All replacement parts and materials are to be of the same type and model as original installation unless the City Representative approves a substitute. Failure to do so shall result in correction by the Contractor at no additional cost to the City.
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 35
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
h. The Contractor shall perform inspections and repairs of all irrigation systems within contracted sites on the following schedule:
1) Visual inspection for dry areas during routine maintenance. 2) Facilities, Fire Stations, Medians, Parkways, Parks:
• monthly
3) Sports Fields:
• 1x / month October through February
• 2x / month March through September
i. All inspections shall be included in the work schedule and be performed in the presence of the City Representative unless otherwise authorized. All stations on any given controller shall be operated automatically, with the performance of every sprinkler observed and deficiencies noted in writing on a form provided by or approved by the City.
j. Materials: All replacement materials shall be in accordance with the City’s Irrigation Standards. The contractor shall maintain an adequate inventory of medium-to-high usage stock items for repair of the irrigation systems. The contractor shall implement repairs in accordance with all warranties. The cost of materials invoiced to the City shall be no greater than the Contractor’s actual cost plus a 10% markup. k. The Contractor shall furnish the City with copies of all invoicing, with both pricing and quantities listed, for any purchases of all irrigation products monthly. l. The Contractor shall continually maintain the irrigation system for optimum performance. This shall include adjusting all sprinkler heads and valves for proper coverage; and cleaning the entire system including controllers, controller cabinets, booster pumps and cabinets, valves, and valve boxes, etc. m. The contractor shall keep all controllers in continuous working order. The contractor shall repair and clean the irrigation controllers as needed to ensure good working performance. The contractor shall keep all controller enclosures in good working condition. This includes cleaning door panels, vacuuming interiors, pest preventioneradication, lubrication of hinges, locks, etc. The contractor is responsible for always securing the controller cabinet door.
n. All electrically operated valves shall close completely at the conclusion of the stationwatering program. As needed, valves shall be cleaned, repaired, and/or replaced promptly to restore proper operation. Valve boxes shall be kept clean of rocks, soil, debris, and silt to a depth of 2” below the bottom of the valve. The Contractor shall exercise all valves and quick couplers at each site monthly. o. Failure of the current system to provide full and proper coverage shall not relieve the Contractor of the responsibility to provide adequate irrigation. p. Prior to commencement of this agreement, the Contractor shall include in writing, accept all irrigation systems within the scope of work as being in good working order, noting any exceptions. The Authorized CITY OF MOUNTAIN HOUSE Representative and the Contractor shall agree on the status of all exceptions. Documentation of the status of the irrigation systems at the commencement of work shall be the Contractor's responsibility.
q. It shall be the Contractor's responsibility to adjust and/or install modifications to the irrigation system necessitated by the maturity of plant material. r. Weeping valves, leaking mainlines, and defective piping, or other system components RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 36
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
shall be repaired within twenty-four (24) hours of discovery or notification. s. The Contractor will keep system in operation by valve or head adjustment to keep all systems operating at manufacturer's recommended operating pressure. This shall be accompanied by valve throttling pressure gauging. The valves should be throttled to prevent sprinkler heads from fogging, allowing droplets for effective watering. The Authorized CITY OF MOUNTAIN HOUSE Representative may request a coverage test to evaluate proper settings, timing, usage, or maintenance of system.
2. IRRIGATION MANAGEMENT
a. The Contractor shall manage irrigation water applied to City landscape maintenance areas included in this contract at a rate and quantity which closely matches the actual demands of plant material with little or no runoff.
b. All turf areas shall be irrigated only as required to maintain acceptable growth and appearance without excess usage.
c. Any irrigation water restrictions imposed by the water provider and the California State Water Resources Board (SWRCB) shall be strictly adhered to. d. General requirements for watering and irrigation practices for trees, shrubs, vines, groundcover, and lawns shall be as follows:
1) Irrigation duration and frequency shall be dictated by the plants' need for water. 2) A soil probe shall be used weekly to determine the depth and adequacy of the irrigation program. These checks shall be used as a guide in scheduling irrigation applications.
3) Contractor must take into consideration the variety of shrubs located in the same areas. Irrigation duration and frequency is a function of the shallowest rooted plants in the area irrigated.
4) The Contractor shall always provide efficient use of water. The controllers shall be programmed and monitored to maintain adequate moisture optimal for growth and appearance, while eliminating excessive runoff. Adequate soil moisture shall be determined by visual observation, plant resiliency and turgidity, examining cores removed by soil probe, moisture sensor devices and programming irrigation controllers accordingly. Considerations must be given to soil texture, structure, porosity water holding capacity , drainage, compaction precipitation rate, runoff, infiltration rate, percolation rate, evapotranspiration, seasonal temperatures, prevailing wind condition, time of day or night, type of plant and root structure. e. The Contractor shall pay any penalties or fines imposed by the water provider or the SWRCB due to the failure of the Contractor to follow restrictions. f. One dedicated person must be completely responsible for operating the irrigation system with the duties of adjusting controllers, observing the effectiveness of the irrigation system, and making minor adjustments to the system. g. Dedicated person shall attend irrigation programming training annually. Training confirmation to be provided to the City Representative as requested. h. Controllers shall be programmed to suspend watering with a rain prediction of 50% or greater. The irrigation system shall remain off at least 48 hours after measurable rainfall of .05" or greater, or until the moisture content of the soil has depleted below the minimum requirement for plant material.
i. The Contractor has the responsibility to adequately diagnose problems and the RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 37
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
authority to take corrective action as called for in the contractspecifications. Should the CITY OF MOUNTAIN HOUSE be called upon to diagnose an irrigation problem that is the Contractor's responsibility, the CITY OF MOUNTAIN HOUSE's labor and material cost incurred will be deducted from the monthly payment to the Contractor.
3. IRRIGATION SYSTEM FAILURE AND REPORTING
a. Upon discovery, the Contractor shall immediately report any irrigation system malfunctions, vandalism, or damage to the City Representative. The Contractor shall be responsible for necessary repairs to irrigation controllers. b. Plant damage or loss resulting from the failure of the contractor to promptly report and correct irrigation system failures shall be considered Contractor negligence, and such plant material shall be repaired or restored at the Contractor's expense. c. Accidental damage, vandalism and/or equipment failure of any controllers, sprinklers, valves, laterals, and main lines not resulting from the Contractor's negligence or operations shall be reported to the Authorized CITY OF MOUNTAIN HOUSE Representative with an estimate for repairs reflecting unit pricing located in The Cost Proposal
d. The City Representative shall inspect, review, and confirm any proposed repairs to the irrigation system prior to approval.
e. The Contractor shall furnish the City with copies of all invoicing, with itemized pricing included but not limited to, materials, labor, subcontracts, etc. monthly. f. The contractor shall furnish the City with a Monthly Irrigation Report that provides information on the quantities of controllers, sprinklers, valves, laterals, and main lines repaired and categorized as vandalism, contracted repairs, or noncontract repairs.
4. IRRIGATION BOOSTER PUMP MAINTENANCE
As part of the cost of this contract, perform the following maintenance requirements for the irrigation booster pump system to ensure optimal performance, efficiency, and longevity. Regular maintenance will minimize downtime and prevent costly repairs. The Contractor will bear the cost to correct any damage or malfunctions caused by the failure to perform the following maintenance.
Monthly Routine Maintenance, or Upon Suspected Issues:
• Check for leaks, corrosion, and structural integrity of the pump and piping system. • Inspect electrical connections, wiring, and control panels for wear or damage. • Ensure the pump foundation and mounting bolts are secure. • Grease or lubricate pump bearings as per manufacturer’s recommendations. • Check and refill oil in pump motor if applicable.
• Inspect and tighten all mechanical seals and gaskets. • Check for abnormal vibrations or noises during operation. • Verify proper alignment of pump and motor shafts.
• Check pump pressure and flow rate to ensure it meets required specifications. • Inspect and clean strainers, filters, and intake screens. • Verify the operation of check valves and pressure relief valves. • Inspect motor winding insulation resistance and megohm readings. • Test voltage and current draw to ensure within acceptable limits.
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 38
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
• Inspect and test starter, relay, and overload protection devices.
Annual Inspection and Preventive Maintenance Tasks & Reporting:
• Conduct a pressure test to check system efficiency.
• Compare current performance data with baseline readings. • Clean impellers, volutes, and internal components as needed. • Flush pump system to remove debris and sediment.
• Replace worn-out seals, O-rings, and gaskets to prevent leaks. • Inspect belts, pulleys, and couplings for wear and proper tension. • Test and recalibrate variable frequency drives (VFDs) if applicable. • Record all inspections, tests, and repairs performed. • Provide detailed reports on system efficiency and recommendations for improvements.
• Suggest any required system upgrades or modifications.
Corrective Maintenance (Repairs & Replacement as Needed) shall be invoiced 15% over cost. Invoicing shall include original manufacturer’s/supplier’s invoice.
1. Leak Repair – Fix leaks in piping, fittings, or pump casing.
2. Bearing Replacement – Replace worn-out bearings to avoid motor failure.
3. Impeller and Shaft Repair – Repair or replace damaged impellers or shafts.
4. Motor Repair or Replacement – Overhaul or replace motor if necessary.
5. Valve Replacement – Repair or replace malfunctioning check and control valves.
C. DRAINAGE MAINTENANCE REQUIREMENTS
1. GENERAL DRAINAGE MAINTENANCE
a. All landscaped areas employ surface drainage and area drains. The Contractor shall be responsible for drainage performance, maintenance, and management within landscape areas.
b. The Contractor shall continually maintain the drainage systems for optimum performance.
c. Regular inspection of the drainage shall include visual inspection for wet areas during routine maintenance; bi-monthly inspections of drainage clean-outs during the summer months (April through October); and monthly inspections of drainage clean-outs during November through March.
d. All malfunctioning drainage shall be repaired prior to the next scheduled irrigation. All missing or broken lids or structures must be replaced IMMEDIATELY. e. It is the Contractor's responsibility to maintain drainage to avoid over-wet conditions caused by clogged, broken or leaking drain lines. Drainage shall accommodate soil and slope conditions, and rainy weather.
f. Periodic adjustments and repairs are required to maintain desired soil moisture levels by removing surface water quickly.
g. An overly saturated landscape caused by normal irrigation or rainy weather must be reported to the City Representative immediately.
h. Corrective measuresfor overly saturated landscape caused by normal irrigation or rainy weather must be proposed to the City.
i. All proposed work shall reflect Extra Work Unit Pricing, located in The Cost Proposal and approved by the City Representative.
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 39
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
j. Any failure or damage to the drainage systems, including plant damage caused by the negligence or operations of the Contractor, shall be repaired, or restored by the Contractor without charge to the CITY OF MOUNTAIN HOUSE. Such repairs shall be performed within one watering period.
2. REPAIRS AND COMPENSATION
a. Accidental damage, vandalism, or equipment failure not resulting from the Contractor's negligence or operations shall be reported to the Authorized CITY OF MOUNTAIN HOUSE Representative including copies of all invoices, with itemized pricing included but not limited to, materials, labor, subcontracts, etc. located in The Cost Proposal.
D. FERTILIZATION PROGRAM
Fertilization programs shall be based upon recommendations from initial soil Agricultural Suitability Analyses or as directed by the Authorized CITY OF MOUNTAIN HOUSE Representative. Fertilization Schedule Reporting shall be submitted annually to the authorized CITY OF MOUNTAIN HOUSE Representative.
E. SOIL ANALYSIS AND TESTING
1. CONTRACTOR RESPONSIBILITY
a. The Contractor shall schedule soil analysis upon the beginning of the contract to establish proper fertilization sequences and blends. Samples shall be taken at designated locations within the contractor’s area of maintenance. Samples shall be gathered along each arterial and park including one of shrub beds and one of turf areas and delivered to the soil-testing laboratory.
b. The laboratory and labor costs shall be borne by the Contractor. c. The Contractor may be directed to take additional samples of soil or plant tissue for analysis purposes. These tests shall be used to determine specific causes of plant failure and/or fertility levels. The cost shall be borne by the contractor.
F. INTEGRATED PEST CONTROL MANAGEMENT
The Public Works Department of the City of Mountain House encouragesthe use of effective pest control measures. The contractor shall have extensive knowledge and experience developing and implementing Integrated Pest Management (IPM) Programs and shall develop, implement, and adjust an IPM program for each site the contractor is responsible for. Effective alternatives besides Round-up and similar chemicals should be considered and presented to CITY OF MOUNTAIN HOUSE.
1. GENERAL REQUIREMENTS
a. The contractor is required to provide written Pest Control Recommendations for each product applied within the City that has an E.P.A. registration number and per DPR Regulations. The contractorshallsubmit to the City and maintain a copy on-site during any pesticide application, a Material Safety Data Sheet (MSDS) for each product as required by Labor Code Sections 6832 and 6390, General Industrial Safety Order Section 5194 and Title 8, California Administrative Code. Applicators must follow all DPR requirements for posting, personal protective equipment, label information, service container marking, required on-site information, etc., when transporting, mixing/loading, applying or equipment cleaning.
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 40
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b. All pesticide applications are to be under the supervision of a licensed pesticide applicator holding a QAL with the appropriate category for public and municipal landscape. Said person or company is to be currently registered to conduct a pest control business in the State of California and the County of San Joaquin. c. Pesticide applications are to be made in strict compliance with the product label directions, restrictions, and precautions as well as with any other requirements deemed necessary by any county, state or federal regulatory agency, or the Public Works Department of the City of Mountain House.
d. Within thirty days of the award of contract, and/or prior to the actual start of work, Contractor shall supply to the City a list of all chemicals proposed to be used in the fulfillment of said contract. No “generic” chemicals shall be allowed for substitution purposes, unless approved by the City Representative in writing. e. The most current specimen labels and Material Safety Data Sheets for all listed chemicals shall be supplied within thirty days of the award of contract, and/or prior to the actual start of work. Copies of both the P.C.A. recommendations and applicable Pest Control Advisor and Qualified Applicator Licenses or Qualified Applicator Certificates, shall be submitted, as well as documentation of San Joaquin County registration. All above-mentioned items shall be resubmitted in January of each year the Contract isin effect. The city shall be notified in writing of any changes or deviations from the above list. Application of deviated materials shall not be made prior to written approval by the City.
2. SOIL ANALYSIS REQUIREMENTS
a. Soil analysis shall include PH measurement in the saturation extract, electrical conductivity of the saturation extract and the sodium absorption ratio of the saturation extract.
b. The following elements must be determined with an approved extraction method:
1) Manganese
2) Zinc
3) Copper
4) Boron
5) Magnesium
6) Sodium
7) Sulfur
8) Molybdenum
9) Calcium
10) Iron
11) Phosphorus
12) Potassium
c. The saturations extract must be analyzed for calcium, magnesium, sodium, boron, chloride nitrate and sulfate.
d. The following trace metals must be measured by the DTPA extract:
1) Aluminum
2) Arsenic
3) Cadmium
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 41
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
4) Chromium
5) Cobalt
6) Lead
7) Lithium
8) Selenium
9) Silver
10) Strontium
11) Tin
12) Vanadium
e. The presence of calcium carbonate and/pr magnesium carbonate must be determined.
f. Soil texture and organic matter content may be estimates or determined by commonly used methods.
g. Interpretation of nutritional deficiencies or excesses and potential toxicities must be given.
h. Determine the following be methods approved by the American Society of Agronomy:
1) Exchangeable ammonium cation
2) Base saturation
3) Cation exchange capacity
4) Carbonates determination
5) Soil bulk density
6) Sand, silt and clay determination
7) Water infiltration rate
Recommendationsforsoil mitigation procedures, frequency, quantities, chemical properties and recommended manufacturers or supplier for any specialty items. Only the approved testing agency shall be used for testing and analysis.
3. WEED CONTROL OF PAVED SURFACES
a. Contractor shall be responsible for controlling, by mechanical or chemical means, weeds growing in cracks, or expansion joints, within the work site (sidewalks or other hardscape) and areas contiguous to the work site including curb and gutter extending to the edge ofthe roadway and decomposed granite/crushed rock areas. b. All designated hardscape shall be inspected and maintained weekly. The Contractor shall maintain all hardscape surfaces “weed and trash free.” Weeds be more than a height of 2” shall be immediately removed manually or mechanically. The removal of cigarette butts, sand, bubble-gum, dirt, trash, etc. shall occur for each hardscape during the weekly maintenance.
4. PEST CONTROL IN LANDSCAPED AREAS
a. Control of horticulturally damaging plant pests (insects, diseases, vertebrates, mites, etc.) shall be the responsibility of the Contractor. The contractor shall treat areas within the contract on an as needed basis with EPA registered pesticides to control insects, diseases and/or snails and slugs, as determined by the City.
b. Written recommendations by a licensed California Agricultural Pest Control Adviser are required to be submitted to the City prior to any application of RFP OM2503 LANDSCAPE MAINTENANCE
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Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
pesticides. “Control” shall mean the prevention or eradication of any pest to the satisfaction of the City.
c. The City may determine an acceptable level of impact by a pest and adjust the pest control program of the Contractor accordingly. d. Proper cultural practices shall be a part of the Contractor’s pest control program. Failure to prevent, treat, or manage any pest infestation that results in loss of plant material or create a risk to public health and safety may be remedied by the City at Contractor’s expense in the form of a reduction in payment.
e. Contractorshall Post notices at prior to pesticide applications when required.
The contractor shall supervise the site for the duration of any required reentry interval or until product is dry, whichever is greater. Posting materials, locations and verbiage shall be approved by the City in advance. f. Rodent Control: Contractor shall monitor all contracted areas for rodent activity. The Contractor shall apply City approved rodenticides as needed to manage populations to a level acceptable to the City Representative.
5. PRE-EMERGENT AND POST-EMERGENT
a. Apply pre-emergent and post-emergent weed control to all ground cover and shrub beds per Exhibit ‘B’ at the maximum allowable rate per the manufacturer’s label. Contractor may apply pre-emergent herbicide on a more frequent interval to manage weed populations at an acceptable level at no additional cost to the City.
b. Non-irrigated landscape shall have pre-emergent applied after November 1st so that seasonal rain will water it in.
6. MATERIALS
a. All pesticide including but not limited to insecticides, miticides, rodenticides, herbicides, fungicides, etc. in addition to fertilizers necessary to meet the specifications of this contract shall be supplied by the Contractor. b. Costs for all pesticide including but not limited to insecticides, miticides, rodenticides, herbicides, fungicides, etc. in addition to fertilizers necessary to meet the specifications of this contract shall be borne by the Contractor. c. All materials used shall either conform to these specifications or shall be acceptable and approved by the Authorized CITY OF MOUNTAIN HOUSE Representative.
d. The Contractor shall submit in duplicate for the Authorized CITY OF MOUNTAIN HOUSE Representative's approval, all materials proposed to be used for the work. This list shall include but not be limited to material safety data sheets and chemical analysis, registered usage, toxicological data, and any other pertinent data provided by the manufacturer of the material. Notification of changes in the list shall be in writing prior to using the new product.
e. The Contractor must comply with all federal, state, and local laws and regulations governing use of all agricultural chemicals. Also, the Contractor shall follow all pertinent OSHA and CAL OSHA regulations regarding worker safety. f. All materials shall be in strict accordance with and applied within the standards set forth in the EPA regulations and the California Food and Agricultural Code.
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g. Weed, pest and disease control measures requiring materials registered as restricted by the Director of Agriculture for the State of California shall require a written recommendation by a licensed California Agricultural Pest Control Advisor and application by a licensed California Pest Control Operator.
7. HANDLING AND APPLICATION
a. Timing: Pesticides shall be applied at times, which limit the possibility of contamination from climatic and other factors. Early morning application shall be made, when possible, to avoid contamination from drifting. (since Mountain House has high winds, they need to try to do this when wind speeds are forecasted to be low) Applicator shall monitorforecast weather conditionsto avoid making application prior to inclement weather to eliminate potential runoff from treated areas. Irrigation water applied after treatment shall be reduced to eliminate runoff. When water is required to increase pesticide efficiency, it shall be applied only in quantities of which each area can receive without excessive runoff.
b. Handling of Pesticides: Care shall be taken in transferring and mixing pesticides to prevent contaminating areas outside the target area. Application methods shall be used to ensure that materials are confined to the target area. Spray tanks containing leftover materials shall not be drained on the site to prevent contamination. Disposal of pesticides and tank rinsing materialsshall be within the guidelines established in the California Food and Agricultural code or EPA regulations. c. Equipment and Methods: Spray equipment shall be in good operating condition, quality, and design to efficiently apply material to the target area. Drift will be minimized by avoiding high-pressure application and using water-soluble drift agents. d. Sound Control: The Contractorshall comply with all localsound control and noise level rules, regulations and ordinances that apply to any work performed under these specifications.
1. While performing work prior to 7:00 AM or after 7:00 PM the Contractor's workforce shall not operate motorized equipment and shall make every effort to keep voice communication, equipment noise, and all other sound to a minimum.
2. Each internal combustion engine used for any purpose on the job or related to the job shall be equipped with a specifically designed muffler recommended by the manufacturer of such equipment.
8. REPORTING REQUIREMENTS
a. The contractor shall be responsible for the filing of all required records and reports, including but not limited to Notice of Intent to Apply, and Pesticide Use Reports, as specified by all county, state and federal agencies.
b. The contractor shall record and maintain accurate records of all pesticide applications.
Records must include date, time of day, location, type of chemical, quantity chemical, method of application, and environmental data.
c. Copies of all records and reports shall be submitted to the City and Agricultural Commissioner monthly. A copy of this report shall also be submitted to the City by the tenth of each month.
d. Site shall be monitored for pests on a continual basis. Upon discovery, a report shall be RFP OM2503 LANDSCAPE MAINTENANCE
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submitted to the City. This report shall include the site number, date, identification, extent, and location of pest problems, record of previous control measures, name of inspecting personnel, and proposed control measures if deemed necessary. e. The City shall be notified verbally within 48 hours and in writing within 5 working days of the discovery of any new pest problems previously unreported and observed by the Contractor.
f. A five working day notice (in writing) shall be given to the City prior to any pesticide application other than systemic post weed control or pre-emergent weed control.
Notice shall include name of chemical, area to be treated, rate of chemical, method of application, date and time of day application is to be performed. g. The City must give written consent prior to the application of any Category I, or restricted use, pesticide.
G. SHRUB BED MAINTENANCE
1. GENERAL REQUIREMENTS
a. Pruning: Allshrubsto be trimmed in a rounded naturalshape and proportion and shall be trimmed so as not to interfere with vehicular and pedestrian clearance, visibility, and access, unless otherwise directed by the City Representative. Prune shrubs for encouraging healthy growth habits, natural form and proportion, symmetrical appearance, and proper vertical and horizontal clearance. Pruning shall be performed as frequently as necessary to maintain shrubs at a height determined by the City Representative, but not less than monthly during periods of active growth. b. Shearing: Only those plants specifically designated by the City Representative may be sheared. These plants may also require additional thinning to maintain a healthy look and condition. No square, decorative, poodle cuts, bonsai or other unnatural shapes shall be permitted. Fortnight
lilies may not be cut with shears. Dead or dying leaves shall be removed individually with hand pruners.
c. Shearing plants that results in substantial damage or unsightly results shall result in a penalty of $100 per occurrence and the replacement of the plant(s) with a 5 gallonsize plant of the same genus and species at the Contractor’s expense.
2. GROUND COVER
a. All ground cover is to be trimmed so as not to interfere with irrigation operation or to encroach on private property, hardscape, or right-of-way. b. All dead, diseased, and unsightly branches or other growth shall be removed as they develop. All ground cover areas shall be pruned to maintain neat edges. c. All ground cover is to be kept a minimum of 6" from, but not limited to, all trees, shrubs, walls, and fences.
3. FREQUENCY OF MAINTENANCE
a. The Contractor shall maintain all shrub and groundcover areas per the above specifications, but not less than once each month. Planters are to be maintained in “weed free” condition at all times.
b. This section does not authorize the Contractor to ignore any other required maintenance activity as stated in this specification. If there is a conflict in RFP OM2503 LANDSCAPE MAINTENANCE
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specifications, the higherlevel or more frequent maintenance requirement shall apply.
4. MULCHING
The contractor shall be responsible for scheduling the installation of mulch to all planters and designated areas on a continuous basis or as directed by the City Representative. This includesthe loading,delivery, and placement ofmulch. City to provide mulch located at the City Corporation Yard. The city shall be responsible for all labor costs. The contractor shall propose and invoice all labor cost according to unit pricing in the Cost Proposal.
H. TURF MAINTENANCE
1. GENERAL REQUIREMENTS
a. The Contractor shall mow all turf grass with properly sharpened and maintained equipment in a mannerthat ensures a smooth surface without ridges, depressions, or scalping. Mowing patterns shall be alternated monthly.
b. Frequency: Turf grass shall be mowed:
1) One (1) time per week - February through October.
2) Alternate Weeks - November through January, or as needed. c. Height:
Hybrid Bermuda grass or seeded hybrid cultivars shall be cut at ¾” or as directed by the City Representative. All cool season turf grasses shall be cut at 2" throughout the year. Turf grass mowing heights may be adjusted by the City during turf grass renovations, special events, or if deemed necessary to promote the health and vigor of the grass. In general, turf shall be mowed at a height of 2” where a specification is unclear, or turf type is in question.
d. Machine Type:
Hybrid and seeded hybrid Bermuda grass cultivars shall be mowed with a reel type mower with a minimum of nine blades, unless otherwise approved by the City Representative. Warm/cool season turf blends may bemowedwith rotaryorreeltype mowers. All cool season turfgrasses shall be cut with rotary type mowers. The City encourages the use of mulching mowers whenever possible. The use of rotary mowers with clipping collection systems is required for all City facilities (community centers, or other City buildings, Downton medians and parkways or areas where mulching mowers leave an unacceptable number of clippings behind. The Contractor shall schedule sharpening of reels, back lapping of reels and reel adjustments, on a quarterly basis at a minimum, or more frequently if needed to maintain a high-quality cut.
e. Clippings:
Grass clippings shall be efficiently mulched to leave no visible trace or picked up and removed. At no time shall unsightly clippings be left following mowing operation.
Failure to remove excessive clippings on the same day shall result in the issuance of a Deficiency Notice and possible reduction in payment.
f. Edging:
All edges of turf shall be mechanically edged. Turf grass edging and trimming shall be performed weekly at the time of mowing. All clippings shallbe removed before leaving the site.All edging shallbe performed with a power edger equipped with a steel blade.
In certain situations where a string trimmer may be more effective, the City may allow RFP OM2503 LANDSCAPE MAINTENANCE
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Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
its use. Edging shall be vertical, with no severe angling of the edge or excessive trimming with a string trimmer.
g. String Trimming:
String trimming shall be performed on the same frequency as mowing. Mechanically trim growth using string trimmers around buildings, valve boxes, lamp fixtures, walls and signage, or other items located within turf areas. Extreme care shall be exercised regarding the use ofstring trimmers to prevent damage to improvements and/or plant material. The contractor shall be responsible for all damages caused using string trimmers. String trimmers may not be used around trees. Where trees and shrubs occur in the turf areas, all grass shall be trimmed at a level equal to the mow height.
Complete removal of grass may be allowed around the base of trees but shall not exceed more than 18” from the trunk of the tree and away fromthe dripline ofshrubs.
2. INTEGRATED PEST CONTROL MANAGEMENT
a. Weeds:
All turf grass areas shall be always kept free of weeds. Any weeds remaining upon completion of herbicide treatments shall be removed manually including the root. b. Pre-Emergent Herbicide:
Pre-emergent herbicideslabeled for use on turf shall be applied Early Spring and, in the fall, as per sample schedule in Exhibit D.
c. Broadleaf weed herbicides:
Broadleaf weed herbicides shall be applied each spring according to manufacturer’s recommendations to control weed growth.
d. Rodent Control:
The Contractor shall monitor rodent activities and control populations in the most efficacious and humane way possible. The Contractor shall notify the San Joaquin County Agricultural Commissioner’s Office and the City prior to any use of restricted materials.
e. Local and State Requirements:
See; SECTION 3 - LANDSCAPE AND TURF MAINTENANCE REQUIREMENTS, F.
INTEGRATED PEST CONTROL MANAGEMENT.
3. FERTILIZER APPLICATIONS
a. The City’s Representative shall review and approval all Fertilizer types and applications, including an annual Fertilizer Schedule.
b. Turfgrass shall be fertilized as needed to maintain a healthy, vigorously growing condition with horticulturally acceptable growth and color, as determined by the City. c. The Contractor shall be required to determine plant nutrient requirements by appropriate methods including soil and/or leaf analysis in each case fertilizers or pesticides are ineffective and poor conditions do not improve. d. The Contractor shall notify the City in writing five (5) working days prior to any fertilizer application.
e. Fertilizer notification shall include the following:
1) Location and date of the fertilizer application shall be performed. 2) Type of fertilizer along with the
3) application rate and
4) Method of application to be used.
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f. The Contractor shall immediately irrigate after each fertilizer application, unless otherwise directed by the City and not required by label. g. All fertilizer applications shall be performed with properly calibrated equipment to provide a uniform application.
h. All fertilizer shall be removed from hardscape and other non-target areas immediately following application.
i. Any damage or streaking of turf shall be repaired at no cost to the City. j. No fertilizer may enter the street or any storm watersystem.
4. TURF RENOVATIONS
a. Turf Reseeding and Restoration of Bare Areas:
The contractor shall over-seed all damaged or bare areas of turf to re- establish turf to an acceptable quality on a continual basis. This task shall be performed at no additional cost to the City.
b. Seed Establishment:
Reseeded areas shall receive supplemental water by hand or portable sprinkler as needed to establish turf. Top dress, seed and application rate shall be as approved by the City.
c. Renovation:
Renovation of damaged turf grass due to public use shall be performed 1 time per year. Parkways, medians, sports fields, and parks shall be the primary areas of service unless otherwise specified by the City Representative.
• Renovation of turf shall be performed during the period between September and May.
• Turf renovation shall consist of aeriation, vertical mowing (dethatching), seeding, sodding and fertilization.
• All ruts, holes, tree root intrusion, low areas that do not drain, settling and any condition which may be hazardous shall be corrected as part of the renovation process.
• Turf renovations shall be estimated and proposed according to unit cost pricing provided in Cost Proposal and approved by the City Representative prior to commencement of work.
• Renovations required due to Contractor neglect shall be performed at no cost to the City.
I. TREE MAINTENANCE
1. GENERAL REQUIREMENTS
All trees shall be maintained in a healthy, vigorous growing condition. All specifications are based on International Society of Arboriculture, National Arborist Association and American National Standards Institute criteria. Unless specifically accepted, all trees shall be allowed to grow in and to their natural genetic form and size. Special attention shall be given to the trees of this project. The aesthetic value of the trees in this high-profile area of the CITY OF MOUNTAIN HOUSE makes it essential that the Contractor use sound horticultural practices. a. The contractor shall employ a full-time, permanent certified arborist, as accredited by the International Society of Arboriculture. This person is responsible for ensuring that the Contractor’s crews are performing work according to CITY OF MOUNTAIN HOUSE RFP OM2503 LANDSCAPE MAINTENANCE
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specifications.
b. Trees fifteen feet (15’) or less in height within areas included in this specification shall be maintained by the Contractor.
c. All tree pruning shall be performed per ANSI 9000 standards. d. Treesshall be fully pruned once every three years, beginning with Year 1 of the contract, and as needed to address specific concerns.
e. Overview of Specifications: Any tree work performed on a CITY OF MOUNTAIN HOUSE tree must be performed according to the CITY OF MOUNTAIN HOUSE’s specifications. e. The following requirements are for use during any permitted work to be performed on CITY OF MOUNTAIN HOUSE trees:
1) Proper disposal of all tree debris generated.
2) Assuring good traffic control and minimizing disruption of the public. 3) Assuring adequate safety of employees and the public. f. The contractor shall remove broken limbs within 24 hours of notification. The Contractor shall remove limbs broken in the canopy of trees fifteen feet (15’) or less in height the same day when notified by the City.
g. The Contractor shall follow all W.A.T.C. H. requirements when working in the public right of way and when deemed appropriate by the City Representative. h. The Contractor, at times, will be contacted to remove trees/limbs/debris during inclement weather, before and after Contract hours and during normal work hours. i. There are different criteria for pruning depending on the purpose of the pruning. 1) Full Tree Pruning Specifications are used when circumstances deem the entire tree needs to be fully pruned.
2) Safety Tree Pruning Specifications require less pruning and are used when specific, possibly hazardous (dead/dying) limbs need removal to eliminate all safety concerns. Safety pruning may be recommended in some circumstances instead of complete pruning. Safety pruning specifications are used for “as needed” pruning as outlined above and address only safety concerns. Safety pruning includes only the basic requirements and does not include the fine pruning detail work outlined in a complete prune.
2. FULL TREE PRUNING SPECIFICATIONS
a. All persons performing tree work on CITY OF MOUNTAIN HOUSE treesmust be trained according to tree care standards accepted by the International Society of Arboriculture
b. All persons performing tree work on CITY OF MOUNTAIN HOUSE trees in or around primary electrical lines must be trained to do so according to the “Electrical Safety Orders” of the State of California, including all amendments and revisions. c. When tree pruning cuts are made to a side limb, such remaining limb must possess a basal thickness of at least one third (1/3) of the diameter of the wound so affected. Such cuts shall be considered proper only when such remaining limb is vigorous enough to maintain adequate foliage to produce wood growth capable of callusing the pruning cut so affected within a reasonable amount of time. d. All final tree pruning cuts shall be made in such a manner to favor the earliest possible covering of the wound by natural callus growth. Flush cuts, which produce large wounds or weaken the tree at the cut shall not be made. The branch collar shall not RFP OM2503 LANDSCAPE MAINTENANCE
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be removed.
e. Tree limbs shall be removed and controlled in such a manner as to cause no damage to other parts of the tree, or to other plants or property. f. All tools used on a tree known to contain an infectious tree disease shall be properly disinfected immediately before and after completing work on such tree. All major pest problems shall be promptly reported to the CITY OF MOUNTAIN HOUSE. g. All cutting tools and saws used in tree pruning shall be kept sharpened to result in final cuts with an unobtrusive wood surface and secure bark remaining intact. All trees, six (6) inches in diameter or less shall be pruned with hand tools only. Chain saws will not be permitted on any trees six (6) inches in diameter or less. This is to prevent any unnecessary abrasions to cambial tissue that may predispose a tree to insect and/or disease problems.
h. Whenever pruning cuts are to be made, while removing limbs too large to hold securely in one hand during the cutting operation, the limbs shall be cut off first, one (1) to two (2) feet beyond the intended final cut. Then the final cut shall be made in a manner to prevent unnecessary tearing back - of the bark and wood. Such a cutting back shall not include the removal of any live, healthy limbs more than six (6) inches in diameter without prior approval from the CITY OF MOUNTAIN HOUSE. i. No more than twenty-five (25) percent of the live wood may be removed from the crown of any tree, excepting live oaks which are limited to no more than ten (10) percent. As much of the crown should be left in the tree as possible. j. Any extraneous metal, wire, rubber, or other material (i.e., stakes, ties) interfering with tree growth shall be removed when possible.
k. Any defective or weakened trees shall be reported to the CITY OF MOUNTAINHOUSE.
Specifically, any structural weakness of a tree, decayed trunk, or branches, shall be reported in writing, noting the location of the tree by street address and a description of the hazard found in the tree.
l. Beneficial animal or bird nests or nesting cavities shall be preserved and protected whenever feasible, unless doing so creates a hazard.
m. Over street clearance shall be kept to a minimum of sixteen (16) feet above the paved surface of the street, fifteen (15) feet above the curb and eight (8) feet above the surface of a public sidewalk or pedestrian way. Exceptions are allowed
for young trees, which would be irreparably damaged by such pruning action. n. Remove all dead and dying branches and branch stubs that are one half (1/2) inch diameter or larger.
o. Remove all broken or loose branches.
p. Remove any live branches that interfere with the tree’s structural strength and healthful development, which will include the following:
1) Branches, which rub and abrade a more important branch. 2) Branches of weak structure, which are not important to the framework of the tree.
3) Branches, which if allowed to grow, would wedge apart the junction of more important branches.
4) Branches thar form multiple leaders in a single leader type tree. 5) Branches near the end of a limb, which will produce more weight or offer more resistance to wind than the limbs are likely to support. 6) Selective removal of undesirable sucker and sprout growth paying specific RFP OM2503 LANDSCAPE MAINTENANCE
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attention not to nick or damage the sprout “burl.”
7) Selective removal of one or more developing leaders where multiple branch growth exists near the end of broken or stubbed limbs.
8) Selective removal of limbs obstructing buildings or other structures or traffic signs. Generally, limbs closer than - five (5) feet to a building or other structure should be removed unless doing so would severely damage a tree. 9) Removal of branches, which project too far outward beyond an otherwise symmetrical form.
q. Cut back ends of branches and reduce weight where excessive overburden appears likely to result in breakage of supporting limbs.
r. Clear trees of sprout or sucker growth within eight (8) feet above ground level.
Exceptions are allowed for young trees, which would be irreparably damaged by such pruning action.
s. Obtain a balanced appearance when viewed from the opposite side of the street immediately opposite the tree, unless authorized by the CITY OF MOUNTAIN HOUSE to do otherwise.
t. Remove all vines entwined in trees and on tree trunks. Vine tendrils shall be removed without injury to said trees.
3. SAFETY TREE PRUNING SPECIFICATIONS
a. Safety tree pruning shall consist of regular and frequent pruning that is needed between three-year cycles.
b. Safety pruning shall include all specifications located in (Section 3 – I, Tree Maintenance, 2. Full Tree Pruning Specifications) in addition to the following requirements:
1) Total removal of dead or living branches may impact on the future health, strength, and attractiveness of trees.
2) Remove any live branches that interfere with the tree’s structural strength and healthful development.
3) Remove limbs of weak structure or otherwise hazardous. 4) Removal of limbs obstructing buildings, sound walls, signs, traffic signs or other structures. Generally, limbs closer than five (5) feet to a building or other structure should be removed unless doing so would severely damage a tree.
4. UNACCEPTABLE PRUNING
a. The following procedures, or others that will result in tree decline, are not allowed (storm damage and other extenuating circumstances exempted):
b. Severe cutting back of all growing tips usually referred to as topping, pollarding or hat racking.
c. Flush cutting where a cut is made even with the surface of the trunk or limb, removing the branch collar and branch bark ridge.
d. Stub cutting where branch removal results in the base of branch removed protruding more than approximately one fourth (1/4) inch beyond the zone of branch collar and branch bark ridge.
e. Removal of a healthy main leader, for reasons other than power line clearance. f. Excessive cutting or lifting that exceeds the International Society of Arboriculture or CITY OF MOUNTAIN HOUSE standards.
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5. PUBLIC SAFETY AND COOPERATION
a. All tree work shall be conducted in a manner as to cause the least possible interference with, or annoyance to others. Pedestrian and vehicular traffic shall be allowed to pass through the work areas only under conditions of safety and with as little inconvenience and delay as possible. Unless the work area is totally barricaded or otherwise kept safe, at least one worker shallserve to always coordinate safe operations on the ground when work operations are in progress.
b. Whenever larger tree sections are being cut within a treetop which may endanger persons or property, such sections shall be secured by ropes and lowered safely to the ground in a controlled manner.
c. All fire hydrants, meter vaults, water and gas shut off valves and similar facilities must remain accessible while working. Clear passage and reduced amount of inconvenience to public traffic ways, businesses and residences shall be maintained. d. Noise levels, resulting from tree work operations, must be always kept to a minimum.
All tree maintenance operations are subject to compliance with all local Noise Restrictions. Operation of tree pieces of equipment should not take place between the hours of 9:00 pm and 7:00 am on weekdays, or between 9:00 pm Saturday and 7:00 am Monday. Emergencies are exempt from any time restrictions. e. All tree work done to CITY OF MOUNTAIN HOUSE trees must comply with all tree related safety requirements as stated in the safety standards ANSI Z133.1-1994 of the American National Standards Institute, Inc. 1430 Broadway, New York, NY 10018.
6. DAMAGE TO PUBLIC OR PRIVATE PROPERTY
a. Should any structure or property be damaged during permitted or contracted tree operations, the persons conducting the work shall immediately notify the proper owners or authorities. Repairs to property damaged by the party responsible shall be made within forty-eight (48) hours, except utility lines, which shall be repaired the same working day. Repairs to private property shall be made in accordance with the appropriate building code under permitsissued by the CITY OF MOUNTAIN HOUSE. Any damage caused by the permitted or contracted persons shall be repaired or restored by them at their expense to a condition similar or equal to that existing before such damage or injury, or they shall repair such damage in a manner acceptable to the CITY OF MOUNTAIN HOUSE. Special attention is drawn to sprinkler systems in CITY OF MOUNTAIN HOUSE parkways and the need to avoid damage or repair damage as soon as possible.
b. No permitted or CITY OF MOUNTAIN HOUSE contracted tree worker shall perform work upon private property without the approval of the City Representative and consent of the property owner.
7. SITE CLEANUP
a. The work areas shall be kept safe at all times until all operations are completed. b. Under no circumstances shall the accumulation of debris be allowed in such a manner as to result in a hazard to the public.
c. All debris from tree pruning shall be cleaned up each day before the work crew leaves the site unless permission is given by the CITY OF MOUNTAIN HOUSE to do otherwise. d. All lawn areas, parkways, streets and sidewalks shall be raked and/or blown clean, and all brush, branches, or other debris shall be removed from the site.
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 52
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
e. Areas are to be left in a condition equal to or better than that which existed prior to the commencement of tree operations.
f. All cuttings, branches, wood chips and other debris shall be cleared from the site and disposed of by the Contractor.
g. Disposal expenses will be the Contractor’s responsibility. Debris, such as wood chips, shall be left on property only atthe direct and specific request of the CITY OF MOUNTAIN HOUSE.
SEE EXHIBIT D SPECIAL PROVISIONS FOR ADDITIONAL SCOPE
AND REQUIREMENTS FOR INDIVIDUAL DISTRICTS
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 53
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
Exhibit A
MAINTENANCE ZONE MAPS
EAST-WEST ARTERIALS DIST
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 83
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
EXHIBIT A –ZONE 1 ARNAUDO SECTION 1
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 84
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
EXHIBIT A –ZONE 1 ARNAUDO SECTION 2
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 85
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
EXHIBIT A –ZONE 1 ARNAUDO SECTION 3
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 86
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
EXHIBIT A –ZONE 2 ARTUROSECTION 1
JARDINE TERRACE
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RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 87
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
EXHIBIT A –ZONE 2 ARTUROSECTION 2
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 88
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
EXHIBIT A –ZONE 2 ARTUROSECTION 3
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 89
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
EXHIBIT A –ZONE 5 GRANT LINE ROAD SECTION 1
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 90
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
EXHIBIT A –ZONE 5 GRANT LINE ROAD SECTION 2
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 91
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
EXHIBIT A –ZONE 5 GRANT LINE ROAD SECTION 3
.
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 92
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
EXHIBIT A –ZONE 3 MAIN SECTION 1
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 93
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
EXHIBIT A –ZONE 3 MAIN SECTION 2
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 94
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
EXHIBIT A –ZONE 3 MAIN SECTION 3
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 95
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
EXHIBIT A –ZONE 4 MUSTANGSECTION 1
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 96
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
EXHIBIT A –ZONE 4 MUSTANGSECTION 2
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 97
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
EXHIBIT A –ZONE 4 MUSTANGSECTION 3
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 98
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
Exhibit B
ERGONOMICS PLANT
SCHEDULE
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 99
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
Specifications: Fertilizer - Pesticide - Preemergent
Turf Fertilization Program
Application Dates Type Maintenance Description (unit of measure) Recommended Material or Similar Feb G Tall Fescue Late Winter Fertilization (lb) Nitra King 19-4-4 (5 lbs. Nitrogen / 1000 sq. ft.) April G Tall Fescue and Hybred Bermuda Fertilization SCU (lb) 39-0-0 JDL 100%PPSCU (5 lbs. Nitrogen / 1000 sq. ft.
May G Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (5 lbs. Nitrogen / 1000 sq. ft.
June G Tall Fescue and Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (1 lbs. Nitrogen / 1000 sq. ft.
July G Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (1 lbs. Nitrogen / 1000 sq. ft.
August G Tall Fescue and Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (1 lbs. Nitrogen / 1000 sq. ft.
September G Hybrid Bermuda Fertilization SCU (lb.) 39-0-0 JDL 100%PPSCU (1 lbs. Nitrogen / 1000 sq. ft.
October G Tall Fescue Fall Fertilization Fall (lb.) Nitra King 19-4-4 (5 lbs. Nitrogen / 1000 sq. ft.) IPM and Misc. Applications
January -early Feb L Preemergence Crabgrass Control 1st app. (oz.) Dimension 2EW January -early Feb G Fertilization with preemergent (lb.) option DIMENSION 0.21% 18-0-10 50%PPSCU All year L Backpack Systemic BL Weed Control As Needed (oz.) Speed Zone Southern All year L Systemic BL Weed Control - oxalis control (oz.) Elliptical All year L General BL Weed Control - CA Restricted Danger (fl oz.) Trimec Classic Mid April L Preemergence Crabgrass Control 2nd app. (oz.) Dimension 2EW Mid April L Preemergence Crabgrass and early post (oz.) Dimension Ultra 40WP Mid April G Optional Pre and early post Crab Control (lb.) DIMENSION 0.21% 18-0-10 50%PPSCU Mid April G Optional Pre and early post Crab Control (lb.) DIMENSION 0.21% 0-0-7M April- May L Sedge control as needed (g) Sedgehammer
June - August L Sedge Suppression as needed (g) Sedgehammer May June G Grub preventative - imidicloprid (lb.) Bandit 0.5G May - October L contact broadleaf postemergence (fl. oz.) Quicksilver Aug - Oct L Grub reactive Arena 0.25G
All year L Control of Oxalis as needed (fl oz) Turflon Ester Ultra All year L Kikuyugrass conrtrol 2 to 3 apps 4 weeks apart Turflon Ester Ultra Aug - Sept L Preemergence Poa annua Control (oz.) Dimension 2EW Aug - Sept G Granular Option Pre poa annua control (lb.) DIMENSION 0.21% 18-0-10 50%PPSCU Aug - Sept G Granular Option Pre poa annua control (lb.) DIMENSION 0.21% 0-0-7M Nov - Dec L Postemergence Poa Control (fl.oz.) for coolseason turf Prograss/Poa Constrictor Ornamental Program
Application Dates Type Maintenance Description (unit of measure) Material At Color Change G Fertilization of Seasonal Color (.75 oz/SF) 19-6-12 BLOOM APEX All year G General Shrub and Ground Cover Fertilization (lbs) Urea January L Preemergence Bed Weed Control - Broadleaf (oz) Gallery DF September L Preemergence Bed Weed Control - Broadleaf (oz) Gallery DF January L Preemergence Bed Weed Control - grasses (oz) Dimension 2EW September L Preemergence Bed Weed Control - grasses (oz) Dimension 2EW Jan and Sept G Ornamental Bed Broadleaf and grassy Weed Control (option) Freehand 1.75G Jan and Sept G Ornamental Bed Broadleaf and grassy Weed Control (option) Snapshot 2.5G (lb) Nov Dec L Pansey /Viola crown rot application (fl oz.) Subdue Maxx Nov Dec G Pansey /Viola crown rot application oz. Subdue GR1 IPM and Misc Applications
Mar - June L Postemergence Grass Control as needed (fl oz) Fusiliade II May & July L Preemergence Sedge Control as needed (fl oz) Pennant EC As needed G Snail and Slug control (lb) Metaldehyde 4 (lbs) Deadline Bullets All year L Post emergence non-selective systemic weed control (oz) Prosecutor Pro All year L Post emergence non-selective systemic weed control (oz) Prosecutor Pro All year L Non-selective contact and system weed control Roundup QuikPro (oz) January - April L Aphid, whitefly other sucking insects imidicloprid (oz./100 gal) Bandit soil injection Feb March L Olive fruit control (fl.oz/100 gal.) Maintain CF 125 (fl oz/100 gal) March - April L Olive and fruit control (fl.oz/100 gal.) Atrimmec March - April L Olive and fruit control (fl.oz/100 gal.) Silicone surfactant March - April Fruit control - flower spray Florel
As needed L Insect Control General bifenthrin (fl.oz./100 gal) Crosscheck Plus .66FL As needed L Insect Control General (gal/100 gal) Horticultural Oil As needed L Mite Control (fl oz/100 gal) Avid 0.15EC
As needed L Rust Powdery Mildew Control as needed (fl. oz./100 gal) Eagle 20EW As needed L Phytophthora root rot and overall chlorotic plants (fl oz) Green Flo Phyte RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 100
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
Plant Growth Control
<48hr after shear L Abelia as needed (fl oz/100 gal) Atrimmec <48hr after shear L Ligustrum, Bougainvillea, Lantana others as needed (fl oz/100 gal) Atrimmec <48hr after shear L General Plant Material as needed (fl oz/100 gal) Atrimmec <48hr after shear L Photinia, high rate- Elaeagnus, Euonymus, creeping fig, xylosma (fl oz/100 Atrimmec >7 day after shear L Ivy, Jasmine, Honeysuckle (fl oz/100 gal) Embark
MOUNTAIN HOUSE
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 101
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
General Maintenance Schedules
1 2 3 4 5 6 7 8 9 10 11 12
Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec
Ornamental Shrub beds and Trees
Fetilization
Pre-emergent
Hard pruning
Small tree pruning
Tree stake removal
Limb ups
Final leaf clean up
Mow groundcover
Agapanthus flower cleaning
Day lily shearing
Society garlic shearing
Ornamental grass shearing
Seasonal Flower Beds and Pots
2 changes
3 changes
Turf Areas
Fescue Fertilization
Hybrid Bermuda Fertilization
Aeration Fescue
Aeration Hybrid Bermuda
Hybrid Burmuda Verticle Mowing
Poa pre-emergent
Poa post-emergent
Sedge post-emergent
Broad leaf post-emergent As Needed
Irrigation
Pre-Spring Start Up Inspections
Spring / Summer Inspections
Reduce irrigation Times (dial down)
Significantly reduce irrigation
Clock shut-down
Winter Diagnostics and Evaluation
MOUNTAIN HOUSE
RFP OM2503 LANDSCAPE MAINTENANCE
EAST-WEST ARTERIALS DISTRICT
CITY OF MOUNTAIN HOUSE 102
Docusign Envelope ID: CD40CE28-69D6-47FE-9CF8-60EE624190A5 Item 8.3
CONTRACT ID # A-2526-05
12 EXHIBIT B
COMPENSATION SCHEDULE & REIMBURSABLE EXPENSES
1) Compensation Schedule.
2) Reimbursable Expenses.
Reimbursable expenses for Consultants working for City of Mountain House shall follow the guidelines outlined below. An invoice and receipts, outlining travel expenses, shall be submitted to City of Mountain House after the travel has occurred.
Expense Type Reimbursement Policies Receipt Required
Airfare Actual cost of the least expensive class available.
Business class and first class are not reimbursable.
Yes
Airline Baggage Fees Actual expense. Yes
Rental Car Reimbursement for rental cars will be for a
standard size car or smaller and will be
reimbursed for the actual expense.
Yes
Airport Shuttle Actual expense, including gratuity. Yes Taxi Actual expense, including gratuity. Yes
Meals & Incidentals Actual expense, including gratuity. Itemized receipts must be included for reimbursement. No
alcohol.
Other incidentals per itemized receipt.
Yes
Hotel Lodging obtained will be reasonable and in line
with the moderate priced hotels for the area.
Reimbursement will be only for room charge,
taxes, and parking (if applicable).
Itemized receipts must be included for
reimbursement.
Yes
Privately Owned Vehicle
Mileage Rate
IRS allowable rate for the current year. No
Office Incidentals Actual expense.
Copies/printing, courier/express delivery fees,
phone calls.
Yes
Item 8.3
CONTRACT ID # A-2526-05
13 EXHIBIT C
INSURANCE REQUIREMENTS
1) Required Coverage. Consultant shall maintain all required insurance listed herein for the duration of this Agreement.
TYPE OF INSURANCE MINIMUM LIMITS
Commercial General Liability
Premises Liability; Products and Completed
Operations; Contractual Liability; Personal
Injury and Advertising Liability
$1,000,000 per occurrence;
Bodily Injury and Property Damage
$2,000,00 in the aggregate; Commercial general
coverage shall be at least as broad as Insurance
Services Office Commercial General Liability
occurrence form CG 0001 (most recent edition)
covering comprehensive General Liability on an
“occurrence” basis
Commercial or Business Automobile
Liability
All owned vehicles, hired or leased
vehicles, non-owned, borrowed and
permissive uses. Personal Automobile
Liability is acceptable for individual
Consultants with no transportation or
hauling related activities
$1,000,000 per occurrence;
Any Auto; Bodily Injury and Property Damage.
Automobile coverage shall be at least as broad as
Insurance Services Office Automobile Liability
form CA 0001 (most recent edition), Code 1 (any
auto). No endorsement shall be attached limiting
the coverage.
Workers’ Compensation (WC) and
Employers Liability (EL)
Required for all Consultants with
employees
WC: Statutory Limits
EL: $100,000 per accident for bodily injury or
disease. Consultant may rely on a self-insurance
program to meet those requirements, but only if the
program of self-insurance complies fully with the
provisions of the California Labor Code. The
insurer shall waive all rights of subrogation against
City of Mountain House and its officers, officials,
employees, and volunteers for loss arising from
Work performed under this Agreement
Professional Liability/Errors &
Omissions
Required for all Consultants performing
services with licensed professionals.
Includes endorsements of contractual
liability
$1,000,000 per occurrence
$2,000,000 policy aggregate; Any deductible or
self-insured retention shall not exceed $150,000 per
claim
Item 8.3
CONTRACT ID # A-2526-05
14 2) Additional requirements. Each of the following shall be included in the insurance coverage or added as a certified endorsement to the policy:
a) Term. All required insurance shall be maintained during the entire term of the Agreement with the following exception: Insurance policies and coverage(s) written on a claims-made basis shall be maintained during the entire term of the Agreement and until three (3) years following termination and acceptance of all Work provided under the Agreement, with the retroactive date of said insurance (as may be applicable) concurrent with the commencement of activities pursuant to this Agreement. b) Additional Insured. All insurance required above with the exception of Professional Liability, Personal Automobile Liability, Workers’ Compensation and Employers Liability, shall be endorsed to name as additional insured: City of Mountain House, its Board of Directors, and all City of Mountain House officers, agents, employees, volunteers and representatives.
c) Primary Insurance. For any claims related to this Agreement or the Work hereunder, the Consultant’s insurance covered shall be primary insurance as respects City of Mountain House, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by City of Mountain House, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it. d) Cancellation. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after 30 days’ prior written notice has been provided to City of Mountain House.
e) Certificates of Insurance. Before commencing operations under this Agreement, Consultant shall provide Certificate(s) of Insurance and applicable insurance endorsements, in form and satisfactory to City of Mountain House, evidencing that all required insurance coverage is in effect. City of Mountain House reserves the rights to require the Consultant to provide complete, certified copies of all required insurance policies.
f) Sub-Consultants. Consultant shall include all sub-Consultants as an insured (covered party) under its policies or shall furnish separate certificates and endorsements for each sub-Consultant. All coverages for sub-Consultants shall be subject to all of the requirements stated herein.
g) Claims-made limitations. The following provisions shall apply if the professional liability coverage is written on a claims-made form:
i) The retroactive date of the policy must be shown and must be before the date of the Agreement.
ii) Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the Agreement or the Work, so long as commercially available at reasonable rates.
iii) If coverage is canceled or not renewed and it is not replaced with another claimsmade policy form with a retroactive date that precedes the date of this Agreement, Item 8.3
CONTRACT ID # A-2526-05
15 Consultant must purchase an extended period coverage for a minimum of three (3) years after completion of Work under this Agreement. iv) A copy of the claim reporting requirements must be submitted to City of Mountain House for review prior to the commencement of any Work under this Agreement.
3) All Policies Requirements.
a) Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII. Insurance shall be maintained through an insurer with a minimum A.M. Best Rating of A- or better, with deductible amounts acceptable to City of Mountain House. Acceptance of Consultant’s insurance by City of Mountain House shall not relieve or decrease the liability of Consultant hereunder. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Consultant.
b) Deductibles and Self-Insured Retentions. Consultant shall disclose to and obtain the written approval of City of Mountain House for the self-insured retentions and deductibles before beginning any of the Work called for by any term of this Agreement.
At the option of City of Mountain House, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects City of Mountain House, its officers, employees, and volunteers; or the Consultant shall provide a financial guarantee satisfactory to City of Mountain House guaranteeing payment of losses and related investigations, claim administration and defense expenses. c) Wasting Policies. No policy required by this Section 4 shall include a “wasting” policy limit (i.e. limit that is eroded by the cost of defense). d) Waiver of Subrogation. Consultant hereby agrees to waive subrogation which any insurer or Consultant may require from vendor by virtue of the payment of any loss.
Consultant agrees to obtain any endorsements that may be necessary to affect this waiver of subrogation. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the entity for all Work performed by Consultant, its employees, agents, and sub-Consultants.
4) Remedies. In addition to any other remedies City of Mountain House may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City of Mountain House may, at its sole option exercise any of the following remedies, which are alternatives to other remedies City of Mountain House may have and are not the exclusive remedy for Consultant’s breach:
a) Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement;
b) Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or c) Terminate this Agreement.
Item 8.3
CONTRACT ID # A-2526-05
16 EXHIBIT D
REQUIREMENTS OF PUBLIC WORKS CONTRACTS
1) Wages. As applicable pursuant to Federal and State of California statutes and regulations:
a) In accordance with Labor Code Section 1773.2, City of Mountain House has determined the general prevailing wages in the locality in which the Work described in Exhibit A are to be performed for each craft or type of work needed, as published by the State of California Department of Industrial Relations, Division of Labor Statistics and Research, a copy of which is on file in City of Mountain House Public Works Office, and shall be made available on request. Consultant and sub-Consultants engaged in the performance of the Work shall pay no less than these rates to all persons engaged in performance of the Work.
b) In accordance with Labor Code Section 1775, Consultant and any sub-Consultants engaged in performance of the Work shall comply with Labor Code Section 1775, which establishes a penalty of up to $200 per day for each worker engaged in the performance of the Work for which Consultant or any sub-Consultant pays less than the specified prevailing wage. A mistake, inadvertence, or neglect in failing to pay the correct rate of prevailing wages is not excusable if Consultant or sub-Consultant had knowledge of their obligations under the Labor Code. Consultant or sub-Consultant shall pay the difference between the prevailing wage rates and the amount paid to each worker for each calendar day or portion thereof for which each worker was paid less than the prevailing wage rate.
If a sub-Consultant worker engaged in performance of the services described in Exhibit A is not paid the general prevailing per diem wages by the sub-Consultant, Consultant is not liable for any penalties therefore unless Consultant had knowledge of that failure or unless the Consultant fails to comply with all of the following requirements:
i) The contract executed between Consultant and the sub-Consultant for the performance of part of the Work shall include a copy of the provisions of Labor Code Sections 1771, 1775, 1776, 1777.5, 1813, and 1815.
ii) Consultant shall monitor payment of the specified general prevailing rate of per diem wages by the sub-Consultant by periodic review of the sub-Consultant’s certified payroll records.
iii) Upon becoming aware of a sub-Consultant’s failure to pay the specified prevailing rate of wages, Consultant shall diligently take corrective action to halt or rectify the failure, including, but not limited to, retaining sufficient funds due the sub-Consultant for performance of the Work.
iv) Prior to making final payment to the sub-Consultant, Consultant shall obtain an affidavit signed under penalty of perjury from the sub-Consultant that the subConsultant has paid the specified general prevailing rate of per diem wages for employees engaged in the performance of the Work any amounts due pursuant to Labor Code Section 1813.
c) In accordance with Labor Code Section 1776, Consultant and each sub-Consultant engaged in performance of the Work shall keep accurate payroll records showing the name, address, social security number, work, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed in performance of the Work. Each payroll record Item 8.3
CONTRACT ID # A-2526-05
17 shall contain or be verified by a written declaration that it is made under penalty of perjury, stating both of the following:
i) The information contained in the payroll record is true and correct. ii) The employer has complied with the requirements of Sections 1771, 1811, and 1815 for any work performed by the employer’s employees on the public works project.