CITY COUNCIL
Special Meeting
Monday, June 12, 2023
Council Chambers & Hybrid
5:30 PM
Amended Agenda
Amended agenda items appear below in RED
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference/video conference or in person. To maximize public safety while still maintaining transparency and public access, members of the public can choose to participate from home or attend in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. Masks are strongly encouraged if attending in person. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
CALL TO ORDER
This meeting will be called to order in honor of Immigrant Heritage Month.
CLOSED SESSION
1 CONFERENCE WITH LABOR NEGOTIATORS City Designated Representatives: City Manager and his Designees Pursuant to Merit System Rules and Regulations (Ed Shikada, Kiely Nose, Sandra Blanch, Tori Anthony, Molly Stump, and Jennifer Fine) Employee Organization: Service Employees International Union, (SEIU) Local 521, Utilities Management and Professional Association of Palo Alto (UMPAPA), Palo Alto Peace Officers’ Association (PAPOA), Palo Alto Police Management Association (PMA), International Association of Fire Fighters (IAFF) local 1319, Palo Alto Fire Chiefs’ Association (FCA); Authority: Government Code Section 54957.6 (a) Item removed from Agenda
SPECIAL ORDERS OF THE DAY (5:35 ‐ 5:40 PM)
2. Proclamation honoring AACI (Asian Americans for Community Involvement) AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:40 ‐ 5:55 PM)
Members of the public may speak to any item NOT on the agenda. Council reserves the right to limit the duration of Oral Communications period to 30 minutes.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (5:55 ‐ 6:00 PM) Members of the public may not speak to the item(s).
STUDY SESSION (6:00 ‐ 7:00 PM)
3. Bi‐Annual Discussion with the Independent Police Auditor CONSENT CALENDAR (7:00 ‐ 7:05 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
4. Approval of Three Contract Amendments to Citywide Landscaping Services Contracts to extend the terms to September 30, 2023 and Increase Compensation as Follows: (1) Amendment No. 1 to Contract with BrightView Landscape Services, Inc. (C18170810A) with an increase of $305,606; (2) Amendment No. 1 to Contract with Gachina Landscape Management, Inc. (C18170810B) with an increase of $19,972; and (3) Amendment No. 2 to Contract with Grassroots Ecology (C18170810C) with an increase of $15,520; CEQA Status – Categorically Exempt 15301 and 15304.
5. Authorize Amendment No. 2 to Contract No. C20175537 with Kennedy Jenks Consultants, Inc. to extend the term of the contract for the Primary Outfall Line Project (WQ‐19002) through December 31, 2027
6. Approve the Grade Separation Evaluation Criteria For Evaluating Alternatives Under Consideration for Grade Separation Projects. CEQA status – Categorically exempt under CEQA Guidelines section 15262
7. Adoption of Memorandum of Agreement with Utility Management and Professional Association of Palo Alto (UMPAPA) effective upon adoption through June 30, 2025, and Adopt revised Management and Professional salary schedule; CEQA Status ‐ Not a project
8. Approval of a Purchase of Panasonic ToughBook Replacement Equipment for Police and Fire in the amount of $422,007 with Datec Incorporated Utilitizing an NCPA Cooperative Agreement; and Approval of a Purchase of Replacement CradlePoint Modems with DiscountCell, Incorporated for Police and Fire in the Amount of $168,801 Utilizing a NASPO Cooperative Agreement; and a Budget Amendment in the Information Technology Fund; CEQA Status—not a project
9. Approval of Office of City Auditor Electronic Payment Process and Controls Audit Report; CEQA Status – Not a Project
10. SECOND READING: Adoption of a Permanent Ordinance Amending Titles 18 and 21 to Implement State Housing Legislation from the 2021 Legislative Session, Including SB 9.
Environmental Analysis: Exempt from Environmental Analysis under CEQA Guidelines Section 15061(b)(3) and Government Code Sections 66411.7(n) and 65852.21(j). The Planning and Transportation Commission (PTC) has recommended Council adopt the ordinance. (FIRST READING: May 22, 2023 PASSED 7‐0)
11. Approval of a Protocol for Council Member Co‐Hosting of Neighborhood Town Hall Meetings
12. Approval of 2023‐2024 Boards, Commissions and Commission Committees Work Plans:
A. Architectural Review Board
B. Historic Resources Board
C. Park and Recreation Commission
D. Planning and Transportation Commission
E. Public Art Commission
F. Stormwater Management Oversight Committee
G. Utilities Advisory Commission
Item Title Updated
CITY MANAGER COMMENTS (7:05 ‐ 7:20 PM)
BREAK
ACTION ITEMS (Item 13: 7:20 ‐ 8:50 PM, Item 14: 8:50 ‐ 10:20 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
13. Direction on Operating Model for Palo Alto Animal Shelter, Which May Include:
Negotiating A New Agreement with Pets In Need; Moving to In‐House Service Delivery; and/or Issuing a New Request For Proposals. CEQA Review – Not a Project Supplemental Report added
14. Approval of Homekey Lease Agreement with LifeMoves for use of 1237 San Antonio Road for a term of nine years and Revenue Agreement with Santa Clara County to enable the County to execute an operating agreement with LifeMoves for interim housing operations Supplemental Report added
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
15. Palo Alto Airport 2022 Annual Airplane Noise Report OTHER INFORMATION
Standing Committee Meetings this week
Policy & Services Committee June 13, 2023
Public Comment Letters
Schedule of Meetings
AMENDED AGENDA ITEMS
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
1 Special Meeting June 12, 2023
Materials submitted after distribution are available for public inspection at www.CityofPaloAlto.org
.
CITY COUNCIL
Special Meeting
Monday, June 12, 2023
Council Chambers & Hybrid
5:30 PM
Amended Agenda
Amended agenda items appear below in RED
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference/video conference or in person. To maximize public safety while still maintaining transparency and public access, members of the public can choose to participate from home or attend in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. Masks are strongly encouraged if attending in person. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
CALL TO ORDER
This meeting will be called to order in honor of Immigrant Heritage Month.
CLOSED SESSION
1 CONFERENCE WITH LABOR NEGOTIATORS City Designated Representatives: City Manager and his Designees Pursuant to Merit System Rules and Regulations (Ed Shikada, Kiely Nose, Sandra Blanch, Tori Anthony, Molly Stump, and Jennifer Fine) Employee Organization: Service Employees International Union, (SEIU) Local 521, Utilities Management and Professional Association of Palo Alto (UMPAPA), Palo Alto Peace Officers’ Association (PAPOA), Palo Alto Police Management Association (PMA), International Association of Fire Fighters (IAFF) local 1319, Palo Alto Fire Chiefs’ Association (FCA); Authority: Government Code Section 54957.6 (a) Item removed from Agenda
SPECIAL ORDERS OF THE DAY (5:35 ‐ 5:40 PM)
2. Proclamation honoring AACI (Asian Americans for Community Involvement) AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:40 ‐ 5:55 PM)
Members of the public may speak to any item NOT on the agenda. Council reserves the right to limit the duration of Oral Communications period to 30 minutes.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (5:55 ‐ 6:00 PM) Members of the public may not speak to the item(s).
STUDY SESSION (6:00 ‐ 7:00 PM)
3. Bi‐Annual Discussion with the Independent Police Auditor CONSENT CALENDAR (7:00 ‐ 7:05 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
4. Approval of Three Contract Amendments to Citywide Landscaping Services Contracts to extend the terms to September 30, 2023 and Increase Compensation as Follows: (1) Amendment No. 1 to Contract with BrightView Landscape Services, Inc. (C18170810A) with an increase of $305,606; (2) Amendment No. 1 to Contract with Gachina Landscape Management, Inc. (C18170810B) with an increase of $19,972; and (3) Amendment No. 2 to Contract with Grassroots Ecology (C18170810C) with an increase of $15,520; CEQA Status – Categorically Exempt 15301 and 15304.
5. Authorize Amendment No. 2 to Contract No. C20175537 with Kennedy Jenks Consultants, Inc. to extend the term of the contract for the Primary Outfall Line Project (WQ‐19002) through December 31, 2027
6. Approve the Grade Separation Evaluation Criteria For Evaluating Alternatives Under Consideration for Grade Separation Projects. CEQA status – Categorically exempt under CEQA Guidelines section 15262
7. Adoption of Memorandum of Agreement with Utility Management and Professional Association of Palo Alto (UMPAPA) effective upon adoption through June 30, 2025, and Adopt revised Management and Professional salary schedule; CEQA Status ‐ Not a project
8. Approval of a Purchase of Panasonic ToughBook Replacement Equipment for Police and Fire in the amount of $422,007 with Datec Incorporated Utilitizing an NCPA Cooperative Agreement; and Approval of a Purchase of Replacement CradlePoint Modems with DiscountCell, Incorporated for Police and Fire in the Amount of $168,801 Utilizing a NASPO Cooperative Agreement; and a Budget Amendment in the Information Technology Fund; CEQA Status—not a project
9. Approval of Office of City Auditor Electronic Payment Process and Controls Audit Report; CEQA Status – Not a Project
10. SECOND READING: Adoption of a Permanent Ordinance Amending Titles 18 and 21 to Implement State Housing Legislation from the 2021 Legislative Session, Including SB 9.
Environmental Analysis: Exempt from Environmental Analysis under CEQA Guidelines Section 15061(b)(3) and Government Code Sections 66411.7(n) and 65852.21(j). The Planning and Transportation Commission (PTC) has recommended Council adopt the ordinance. (FIRST READING: May 22, 2023 PASSED 7‐0)
11. Approval of a Protocol for Council Member Co‐Hosting of Neighborhood Town Hall Meetings
12. Approval of 2023‐2024 Boards, Commissions and Commission Committees Work Plans:
A. Architectural Review Board
B. Historic Resources Board
C. Park and Recreation Commission
D. Planning and Transportation Commission
E. Public Art Commission
F. Stormwater Management Oversight Committee
G. Utilities Advisory Commission
Item Title Updated
CITY MANAGER COMMENTS (7:05 ‐ 7:20 PM)
BREAK
ACTION ITEMS (Item 13: 7:20 ‐ 8:50 PM, Item 14: 8:50 ‐ 10:20 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
13. Direction on Operating Model for Palo Alto Animal Shelter, Which May Include:
Negotiating A New Agreement with Pets In Need; Moving to In‐House Service Delivery; and/or Issuing a New Request For Proposals. CEQA Review – Not a Project Supplemental Report added
14. Approval of Homekey Lease Agreement with LifeMoves for use of 1237 San Antonio Road for a term of nine years and Revenue Agreement with Santa Clara County to enable the County to execute an operating agreement with LifeMoves for interim housing operations Supplemental Report added
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
15. Palo Alto Airport 2022 Annual Airplane Noise Report OTHER INFORMATION
Standing Committee Meetings this week
Policy & Services Committee June 13, 2023
Public Comment Letters
Schedule of Meetings
AMENDED AGENDA ITEMS
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
2 Special Meeting June 12, 2023
Materials submitted after distribution are available for public inspection at www.CityofPaloAlto.org
.
CITY COUNCIL
Special Meeting
Monday, June 12, 2023
Council Chambers & Hybrid
5:30 PM
Amended Agenda
Amended agenda items appear below in RED
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference/video conference or in person. To maximize public safety while still maintaining transparency and public access, members of the public can choose to participate from home or attend in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. Masks are strongly encouraged if attending in person. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
CALL TO ORDER
This meeting will be called to order in honor of Immigrant Heritage Month.
CLOSED SESSION
1 CONFERENCE WITH LABOR NEGOTIATORS City Designated Representatives: City Manager and his Designees Pursuant to Merit System Rules and Regulations (Ed Shikada, Kiely Nose, Sandra Blanch, Tori Anthony, Molly Stump, and Jennifer Fine) Employee Organization: Service Employees International Union, (SEIU) Local 521, Utilities Management and Professional Association of Palo Alto (UMPAPA), Palo Alto Peace Officers’ Association (PAPOA), Palo Alto Police Management Association (PMA), International Association of Fire Fighters (IAFF) local 1319, Palo Alto Fire Chiefs’ Association (FCA); Authority: Government Code Section 54957.6 (a) Item removed from Agenda
SPECIAL ORDERS OF THE DAY (5:35 ‐ 5:40 PM)
2. Proclamation honoring AACI (Asian Americans for Community Involvement) AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:40 ‐ 5:55 PM)
Members of the public may speak to any item NOT on the agenda. Council reserves the right to limit the duration of Oral Communications period to 30 minutes.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (5:55 ‐ 6:00 PM) Members of the public may not speak to the item(s).
STUDY SESSION (6:00 ‐ 7:00 PM)
3. Bi‐Annual Discussion with the Independent Police Auditor CONSENT CALENDAR (7:00 ‐ 7:05 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
4. Approval of Three Contract Amendments to Citywide Landscaping Services Contracts to extend the terms to September 30, 2023 and Increase Compensation as Follows: (1) Amendment No. 1 to Contract with BrightView Landscape Services, Inc. (C18170810A) with an increase of $305,606; (2) Amendment No. 1 to Contract with Gachina Landscape Management, Inc. (C18170810B) with an increase of $19,972; and (3) Amendment No. 2 to Contract with Grassroots Ecology (C18170810C) with an increase of $15,520; CEQA Status – Categorically Exempt 15301 and 15304.
5. Authorize Amendment No. 2 to Contract No. C20175537 with Kennedy Jenks Consultants, Inc. to extend the term of the contract for the Primary Outfall Line Project (WQ‐19002) through December 31, 2027
6. Approve the Grade Separation Evaluation Criteria For Evaluating Alternatives Under Consideration for Grade Separation Projects. CEQA status – Categorically exempt under CEQA Guidelines section 15262
7. Adoption of Memorandum of Agreement with Utility Management and Professional Association of Palo Alto (UMPAPA) effective upon adoption through June 30, 2025, and Adopt revised Management and Professional salary schedule; CEQA Status ‐ Not a project
8. Approval of a Purchase of Panasonic ToughBook Replacement Equipment for Police and Fire in the amount of $422,007 with Datec Incorporated Utilitizing an NCPA Cooperative Agreement; and Approval of a Purchase of Replacement CradlePoint Modems with DiscountCell, Incorporated for Police and Fire in the Amount of $168,801 Utilizing a NASPO Cooperative Agreement; and a Budget Amendment in the Information Technology Fund; CEQA Status—not a project
9. Approval of Office of City Auditor Electronic Payment Process and Controls Audit Report; CEQA Status – Not a Project
10. SECOND READING: Adoption of a Permanent Ordinance Amending Titles 18 and 21 to Implement State Housing Legislation from the 2021 Legislative Session, Including SB 9.
Environmental Analysis: Exempt from Environmental Analysis under CEQA Guidelines Section 15061(b)(3) and Government Code Sections 66411.7(n) and 65852.21(j). The Planning and Transportation Commission (PTC) has recommended Council adopt the ordinance. (FIRST READING: May 22, 2023 PASSED 7‐0)
11. Approval of a Protocol for Council Member Co‐Hosting of Neighborhood Town Hall Meetings
12. Approval of 2023‐2024 Boards, Commissions and Commission Committees Work Plans:
A. Architectural Review Board
B. Historic Resources Board
C. Park and Recreation Commission
D. Planning and Transportation Commission
E. Public Art Commission
F. Stormwater Management Oversight Committee
G. Utilities Advisory Commission
Item Title Updated
CITY MANAGER COMMENTS (7:05 ‐ 7:20 PM)
BREAK
ACTION ITEMS (Item 13: 7:20 ‐ 8:50 PM, Item 14: 8:50 ‐ 10:20 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
13. Direction on Operating Model for Palo Alto Animal Shelter, Which May Include:
Negotiating A New Agreement with Pets In Need; Moving to In‐House Service Delivery; and/or Issuing a New Request For Proposals. CEQA Review – Not a Project Supplemental Report added
14. Approval of Homekey Lease Agreement with LifeMoves for use of 1237 San Antonio Road for a term of nine years and Revenue Agreement with Santa Clara County to enable the County to execute an operating agreement with LifeMoves for interim housing operations Supplemental Report added
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
15. Palo Alto Airport 2022 Annual Airplane Noise Report OTHER INFORMATION
Standing Committee Meetings this week
Policy & Services Committee June 13, 2023
Public Comment Letters
Schedule of Meetings
AMENDED AGENDA ITEMS
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
3 Special Meeting June 12, 2023
Materials submitted after distribution are available for public inspection at www.CityofPaloAlto.org
.
CITY COUNCIL
Special Meeting
Monday, June 12, 2023
Council Chambers & Hybrid
5:30 PM
Amended Agenda
Amended agenda items appear below in RED
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference/video conference or in person. To maximize public safety while still maintaining transparency and public access, members of the public can choose to participate from home or attend in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. Masks are strongly encouraged if attending in person. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
CALL TO ORDER
This meeting will be called to order in honor of Immigrant Heritage Month.
CLOSED SESSION
1. CONFERENCE WITH LABOR NEGOTIATORS City Designated Representatives: City Manager and his Designees Pursuant to Merit System Rules and Regulations (Ed Shikada, Kiely Nose, Sandra Blanch, Tori Anthony, Molly Stump, and Jennifer Fine) Employee Organization: Service Employees International Union, (SEIU) Local 521, Utilities Management and Professional Association of Palo Alto (UMPAPA), Palo Alto Peace Officers’ Association (PAPOA), Palo Alto Police Management Association (PMA), International Association of Fire Fighters (IAFF) local 1319, Palo Alto Fire Chiefs’ Association (FCA); Authority: Government Code Section 54957.6 (a) Item removed from Agenda
SPECIAL ORDERS OF THE DAY (5:35 ‐ 5:40 PM)
2. Proclamation honoring AACI (Asian Americans for Community Involvement) AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:40 ‐ 5:55 PM)
Members of the public may speak to any item NOT on the agenda. Council reserves the right to limit the duration of Oral Communications period to 30 minutes.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (5:55 ‐ 6:00 PM) Members of the public may not speak to the item(s).
STUDY SESSION (6:00 ‐ 7:00 PM)
3. Bi‐Annual Discussion with the Independent Police Auditor CONSENT CALENDAR (7:00 ‐ 7:05 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
4. Approval of Three Contract Amendments to Citywide Landscaping Services Contracts to extend the terms to September 30, 2023 and Increase Compensation as Follows: (1) Amendment No. 1 to Contract with BrightView Landscape Services, Inc. (C18170810A) with an increase of $305,606; (2) Amendment No. 1 to Contract with Gachina Landscape Management, Inc. (C18170810B) with an increase of $19,972; and (3) Amendment No. 2 to Contract with Grassroots Ecology (C18170810C) with an increase of $15,520; CEQA Status – Categorically Exempt 15301 and 15304.
5. Authorize Amendment No. 2 to Contract No. C20175537 with Kennedy Jenks Consultants, Inc. to extend the term of the contract for the Primary Outfall Line Project (WQ‐19002) through December 31, 2027
6. Approve the Grade Separation Evaluation Criteria For Evaluating Alternatives Under Consideration for Grade Separation Projects. CEQA status – Categorically exempt under CEQA Guidelines section 15262
7. Adoption of Memorandum of Agreement with Utility Management and Professional Association of Palo Alto (UMPAPA) effective upon adoption through June 30, 2025, and Adopt revised Management and Professional salary schedule; CEQA Status ‐ Not a project
8. Approval of a Purchase of Panasonic ToughBook Replacement Equipment for Police and Fire in the amount of $422,007 with Datec Incorporated Utilitizing an NCPA Cooperative Agreement; and Approval of a Purchase of Replacement CradlePoint Modems with DiscountCell, Incorporated for Police and Fire in the Amount of $168,801 Utilizing a NASPO Cooperative Agreement; and a Budget Amendment in the Information Technology Fund; CEQA Status—not a project
9. Approval of Office of City Auditor Electronic Payment Process and Controls Audit Report; CEQA Status – Not a Project
10. SECOND READING: Adoption of a Permanent Ordinance Amending Titles 18 and 21 to Implement State Housing Legislation from the 2021 Legislative Session, Including SB 9.
Environmental Analysis: Exempt from Environmental Analysis under CEQA Guidelines Section 15061(b)(3) and Government Code Sections 66411.7(n) and 65852.21(j). The Planning and Transportation Commission (PTC) has recommended Council adopt the ordinance. (FIRST READING: May 22, 2023 PASSED 7‐0)
11. Approval of a Protocol for Council Member Co‐Hosting of Neighborhood Town Hall Meetings
12. Approval of 2023‐2024 Boards, Commissions and Commission Committees Work Plans:
A. Architectural Review Board
B. Historic Resources Board
C. Park and Recreation Commission
D. Planning and Transportation Commission
E. Public Art Commission
F. Stormwater Management Oversight Committee
G. Utilities Advisory Commission
Item Title Updated
CITY MANAGER COMMENTS (7:05 ‐ 7:20 PM)
BREAK
ACTION ITEMS (Item 13: 7:20 ‐ 8:50 PM, Item 14: 8:50 ‐ 10:20 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
13. Direction on Operating Model for Palo Alto Animal Shelter, Which May Include:
Negotiating A New Agreement with Pets In Need; Moving to In‐House Service Delivery; and/or Issuing a New Request For Proposals. CEQA Review – Not a Project Supplemental Report added
14. Approval of Homekey Lease Agreement with LifeMoves for use of 1237 San Antonio Road for a term of nine years and Revenue Agreement with Santa Clara County to enable the County to execute an operating agreement with LifeMoves for interim housing operations Supplemental Report added
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
15. Palo Alto Airport 2022 Annual Airplane Noise Report OTHER INFORMATION
Standing Committee Meetings this week
Policy & Services Committee June 13, 2023
Public Comment Letters
Schedule of Meetings
AMENDED AGENDA ITEMS
1. CONFERENCE WITH LABOR NEGOTIATORS City Designated Representatives: City Manager and his Designees Pursuant to Merit System Rules and Regulations (Ed Shikada, Kiely Nose, Sandra Blanch, Tori Anthony, Molly Stump, and Jennifer Fine) Employee Organization: Service Employees International Union, (SEIU) Local 521, Utilities Management and Professional Association of Palo Alto (UMPAPA), Palo Alto Peace Officers’ Association (PAPOA), Palo Alto Police Management Association (PMA), International Association of Fire Fighters (IAFF) local 1319, Palo Alto Fire Chiefs’ Association (FCA); Authority:
Government Code Section 54957.6 (a)
12. Approval of 2023‐2024 Boards, Commissions and Commission Committees Work Plans:
A. Architectural Review Board
B. Historic Resources Board
C. Park and Recreation Commission
D. Planning and Transportation Commission
E. Public Art Commission
F. Stormwater Management Oversight Committee
G. Utilities Advisory Commission
Item Title Updated
13. Direction on Operating Model for Palo Alto Animal Shelter, Which May Include: Negotiating A New Agreement with Pets In Need; Moving to In‐House Service Delivery; and/or Issuing a New Request For Proposals. CEQA Review – Not a Project Supplemental Report
14. Approval of Homekey Lease Agreement with LifeMoves for use of 1237 San Antonio Road for a term of nine years and Revenue Agreement with Santa Clara County to enable the County to execute an operating agreement with LifeMoves for interim housing operations Supplemental Report to Report #2304‐1267 PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
4 Special Meeting June 12, 2023
Materials submitted to the Board after distribution of the agenda packet are available for public inspection
CITY COUNCIL
Special Meeting
Monday, June 12, 2023
Council Chambers & Hybrid
5:30 PM
Amended Agenda
Amended agenda items appear below in RED
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference/video conference or in person. To maximize public safety while still maintaining transparency and public access, members of the public can choose to participate from home or attend in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. Masks are strongly encouraged if attending in person. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
CALL TO ORDER
This meeting will be called to order in honor of Immigrant Heritage Month.
CLOSED SESSION
1 CONFERENCE WITH LABOR NEGOTIATORS City Designated Representatives: City Manager and his Designees Pursuant to Merit System Rules and Regulations (Ed Shikada, Kiely Nose, Sandra Blanch, Tori Anthony, Molly Stump, and Jennifer Fine) Employee Organization: Service Employees International Union, (SEIU) Local 521, Utilities Management and Professional Association of Palo Alto (UMPAPA), Palo Alto Peace Officers’ Association (PAPOA), Palo Alto Police Management Association (PMA), International Association of Fire Fighters (IAFF) local 1319, Palo Alto Fire Chiefs’ Association (FCA); Authority: Government Code Section 54957.6 (a) Item removed from Agenda
SPECIAL ORDERS OF THE DAY (5:35 ‐ 5:40 PM)
2. Proclamation honoring AACI (Asian Americans for Community Involvement) AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:40 ‐ 5:55 PM)
Members of the public may speak to any item NOT on the agenda. Council reserves the right to limit the duration of Oral Communications period to 30 minutes.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (5:55 ‐ 6:00 PM) Members of the public may not speak to the item(s).
STUDY SESSION (6:00 ‐ 7:00 PM)
3. Bi‐Annual Discussion with the Independent Police Auditor CONSENT CALENDAR (7:00 ‐ 7:05 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
4. Approval of Three Contract Amendments to Citywide Landscaping Services Contracts to extend the terms to September 30, 2023 and Increase Compensation as Follows: (1) Amendment No. 1 to Contract with BrightView Landscape Services, Inc. (C18170810A) with an increase of $305,606; (2) Amendment No. 1 to Contract with Gachina Landscape Management, Inc. (C18170810B) with an increase of $19,972; and (3) Amendment No. 2 to Contract with Grassroots Ecology (C18170810C) with an increase of $15,520; CEQA Status – Categorically Exempt 15301 and 15304.
5. Authorize Amendment No. 2 to Contract No. C20175537 with Kennedy Jenks Consultants, Inc. to extend the term of the contract for the Primary Outfall Line Project (WQ‐19002) through December 31, 2027
6. Approve the Grade Separation Evaluation Criteria For Evaluating Alternatives Under Consideration for Grade Separation Projects. CEQA status – Categorically exempt under CEQA Guidelines section 15262
7. Adoption of Memorandum of Agreement with Utility Management and Professional Association of Palo Alto (UMPAPA) effective upon adoption through June 30, 2025, and Adopt revised Management and Professional salary schedule; CEQA Status ‐ Not a project
8. Approval of a Purchase of Panasonic ToughBook Replacement Equipment for Police and Fire in the amount of $422,007 with Datec Incorporated Utilitizing an NCPA Cooperative Agreement; and Approval of a Purchase of Replacement CradlePoint Modems with DiscountCell, Incorporated for Police and Fire in the Amount of $168,801 Utilizing a NASPO Cooperative Agreement; and a Budget Amendment in the Information Technology Fund; CEQA Status—not a project
9. Approval of Office of City Auditor Electronic Payment Process and Controls Audit Report; CEQA Status – Not a Project
10. SECOND READING: Adoption of a Permanent Ordinance Amending Titles 18 and 21 to Implement State Housing Legislation from the 2021 Legislative Session, Including SB 9.
Environmental Analysis: Exempt from Environmental Analysis under CEQA Guidelines Section 15061(b)(3) and Government Code Sections 66411.7(n) and 65852.21(j). The Planning and Transportation Commission (PTC) has recommended Council adopt the ordinance. (FIRST READING: May 22, 2023 PASSED 7‐0)
11. Approval of a Protocol for Council Member Co‐Hosting of Neighborhood Town Hall Meetings
12. Approval of 2023‐2024 Boards, Commissions and Commission Committees Work Plans:
A. Architectural Review Board
B. Historic Resources Board
C. Park and Recreation Commission
D. Planning and Transportation Commission
E. Public Art Commission
F. Stormwater Management Oversight Committee
G. Utilities Advisory Commission
Item Title Updated
CITY MANAGER COMMENTS (7:05 ‐ 7:20 PM)
BREAK
ACTION ITEMS (Item 13: 7:20 ‐ 8:50 PM, Item 14: 8:50 ‐ 10:20 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
13. Direction on Operating Model for Palo Alto Animal Shelter, Which May Include:
Negotiating A New Agreement with Pets In Need; Moving to In‐House Service Delivery; and/or Issuing a New Request For Proposals. CEQA Review – Not a Project Supplemental Report added
14. Approval of Homekey Lease Agreement with LifeMoves for use of 1237 San Antonio Road for a term of nine years and Revenue Agreement with Santa Clara County to enable the County to execute an operating agreement with LifeMoves for interim housing operations Supplemental Report added
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
15. Palo Alto Airport 2022 Annual Airplane Noise Report OTHER INFORMATION
Standing Committee Meetings this week
Policy & Services Committee June 13, 2023
Public Comment Letters
Schedule of Meetings
AMENDED AGENDA ITEMS
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
5 Special Meeting June 12, 2023
Materials submitted after distribution are available for public inspection at www.CityofPaloAlto.org
.
City Council
Staff Report
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: City Clerk
Meeting Date: June 12, 2023
Report #:2305-1540
TITLE
Proclamation Honoring AACI (Asian Americans for Community Involvement)
ATTACHMENTS
Attachment A: AACI Proclamation
APPROVED BY:
Mahealani Ah Yun
Item 2
Item 2 Staff Report
Item 2: Staff Report
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Proclamation
__________________________
Lydia Kou
Mayor
HONORING ASIAN AMERICANS FOR COMMUNITY INVOLVEMENT
(AACI)
WHEREAS, Asian Americans for Community Involvement (AACI) was founded 50 years ago in 1973 by twelve concerned members of the community in response to the growing unmet needs of Asian Americans in Santa Clara County, and has since built a proud history of promoting health, wellness, resilience, and civic engagement among marginalized communities; and
WHEREAS, Dr. Allan Seid and Mary Chan Seid hosted the founding meetings of AACI from their Palo Alto living room and established AACI's culturally sensitive therapeutic services, including the Asian Women's Home domestic violence shelter, as AACI's first executive director and administrative director, respectively; and
WHEREAS, Leo Lowe and Paul Sakamoto, both respected leaders in the field of education, lent their credibility to AACI in its infancy, effectively shielding the organization from efforts to undermine its advocacy for social change by being labeled as "subversive"; and
WHEREAS, Palo Altans Jeanette Arakawa and Eimi Okano co -chaired AACI's first Education Committee, and went on to lead statewide advocacy efforts to enact landmark legislation that eliminated racist and sexist content in public school instructional materials; and
WHEREAS, Robert “Bob" Kam and Nilo Sarmiento established and served on AACI's Affirmative Action Committee, leading efforts to support Asian Americans who were being mistreated at their workplaces; and
WHEREAS, Paul Wong and Victor Wong used their experience as veteran community orga nizers to advise AACI's early advocacy strategies, mobilize community members, and recruit clients for AACI services; and
WHEREAS, Edward Kawazoe and Connie Young Yu, both gifted communicators, led fundraising efforts that were the cornerstone of AACI's long-term financial stability, and educated AACI members on the power of Asian American visibility and the importance of documenting the histories of Asian Americans in Santa Clara County.
NOW, THEREFORE, BE IT RESOLVED that the City of Palo Alto does hereby recognize and commend the Founders of AACI for their 50-year legacy of service, inclusion, and advocacy, and for serving as a testament to the power of community coming together for the common cause of strengthening the health, wellbeing, and resilience of our diverse communities in Santa Clara County.
PRESENTED: June 12, 2023
Item 2
Attachment A - AACI
Proclamation
Item 2: Staff Report
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City Council
Staff Report
From: City Manager
Report Type: STUDY SESSION
Lead Department: City Manager
Meeting Date: June 12, 2023
Report #:2304-1286
TITLE
Bi-Annual Discussion with the Independent Police Auditor
RECOMMENDATION
This Study Session is a bi-annual opportunity for Council discussion with the Independent Police Auditor. There is no recommended action.
BACKGROUND AND ANALYSIS
This is the study session with the City’s Independent Police Auditor (IPA). It is the first discussion in this calendar year. The previous discussion took place with the City Council on November 14, 2022.
Purpose:
In the amended contract with the OIR group, it states the following related to the IPA meetings with the City Council:
Beginning in the second half of 2021, CONSULTANT shall meet with the City Council two times per year to discuss trends in criminal justice and policing, policy and training matters, recommendations made by CONSULTANT, and other Council concerns.
CONSULTANT’S conferences with Council are not for the purpose of elaborating on published reviews of specific incidents and shall not include discussion of personnel matters prohibited by law. Semi-annual conferences shall be scheduled after publication of the CONSULTANT’S report, according to availability of Council and the CONSULTANT.
FISCAL/RESOURCE IMPACT
No additional funds are needed for this study session.
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STAKEHOLDER ENGAGEMENT
The discussion with the City Council is an opportunity for the public to also share feedback related to issues covered by the IPA.
ENVIRONMENTAL REVIEW
This is not a project.
APPROVED BY:
Ed Shikada, City Manager
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Item 3 Staff Report
Item 3: Staff Report
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Community Services
Meeting Date: June 12, 2023
Report #:2304-1333
TITLE
Approval of Three Contract Amendments to Citywide Landscaping Services Contracts to extend the terms to September 30, 2023 and Increase Compensation as Follows: (1) Amendment No. 1 to Contract with BrightView Landscape Services, Inc. (C18170810A) with an increase of $305,606; (2) Amendment No. 1 to Contract with Gachina Landscape Management, Inc. (C18170810B) with an increase of $19,972; and (3) Amendment No. 2 to Contract with Grassroots Ecology (C18170810C) with an increase of $15,520; CEQA Status – Categorically Exempt 15301 and 15304.
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager to execute three contract amendments for landscape maintenance services used throughout the City:
(1) Amendment No. 1 to Contract C18170810A with BrightView Landscape Services, Inc. with an increase of $305,606 and extend the term three months to September 30, 2023; (2) Amendment No. 1 to Contract No. C18170810B with Gachina Landscape Management, Inc. with an increase of $19,972 and extend the term three months to September 30, 2023; and (3) Amendment No. 2 to Contract C18170810C with Grassroots Ecology with an increase of $15,520 and extend the term three months to September 30, 2023.
BACKGROUND
The City issued Request for Proposals (RFP) #170810 on December 21, 2017 for landscape maintenance services and habitat restoration.
The RFP covered areas and service needs throughout the City, including:
A: Medians, Roadside Planter Strips, and Bioretention Basins B: Parking Lots and Parking Garages
C: Parks
Item 4
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Item 4: Staff Report
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D: City Facilities (City Hall, Community Centers, Fire Stations, Libraries, etc.) E: Utility Sub-stations and Well Sites
F: Tennis Court Cleaning
G: Regional Water Quality Control Plant
H: Byxbee Park Vegetation Management
I: Habitat Restoration in Foothills Park (now Foothills Nature Preserve) Proposals could be submitted for all, or a portion of the covered areas and service needs listed above. On May 29, 2018 Council approved 1 separate contracts with BrightView Landscape Services, Gachina Landscape Management, and Grassroots Ecology for the above work. The term for the five-year contracts covered the period of July 1, 2018 through June 30, 2023.
ANALYSIS
A new solicitation for the landscaping services was released on April 17, 2023 as RFP 186909 2.
Staff recommends amending the current contracts with BrightView Landscape Services, Gachina Landscape Management, and Grassroots Ecology to extend each contract for 3 months covering the period of July 1, 2023 through September 30, 2023 and adding funding to each contract. The three-month extensions will allow for continued services during the solicitation process.
The scope of work to be performed under the BrightView Landscape Services contract will be for the continuation of landscape maintenance services for medians, roadside planter strips, bioretention basins, parking lots and parking garages, Parks, City Facilities (Libraries, Fire Stations, City Hall, Art Center, Community Centers, etc.), utility sub-stations, well sites, tennis court cleaning, and Byxbee Park Vegetation Management.
The scope of work to be performed under the Gachina Landscape Management contract will be for the continuation of landscape maintenance services for the Regional Water Quality Control Plant.
Lastly, the scope of work to be performed under the Grassroots Ecology contract will be for habitat restoration work in Foothills Nature Preserve including the removal of invasive weeds and the planting of native plants.
While staff solicits for RFP 186909, extending the current contracts for three months will ensure landscape maintenance services continue.
1 Staff Report ID# 9114 https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/reports/city- manager-reports-cmrs/year-archive/2018/id-9114.pdf
2 RFP 186909 on Planet Bids https://pbsystem.planetbids.com/portal/25569/bo/bo-detail/104393 Item 4
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Item 4: Staff Report
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FISCAL/RESOURCE IMPACT
Funding for the contract extension amendments in this report is available in the Community Services Department’s Proposed FY 2024 Operating Budget with no additional budgetary action required. The additional amounts added to the contracts are pro-rated for three months based on the FY 2023 contract costs.
STAKEHOLDER ENGAGEMENT
RFP 186909 was issued in on April 17, 2023 for furtherance of landscape maintenance services and habitat restoration. The evaluation committee for this RFP includes staff from the Open Space, Parks, and Golf Division of the Community Services Department under the guidance of the City’s Purchasing and Contracts Administration Division.
ENVIRONMENTAL REVIEW
Approval of these amendments are categorically exempt under CEQA regulations 15301 (existing structures) and 15304 (minor alterations to land).
ATTACHMENTS
•Attachment A: Amendment No. 1 to Contract C18170810A with BrightView Landscape Services, Inc.
•Attachment B: Amendment No. 1 to Contract C18170810B with Gachina Landscape Management, Inc.
•Attachment C: Amendment No. 2 to Contract C18170810C with Grassroots Ecology APPROVED BY:
Kristen O'Kane, Community Services Director
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Vers.: Aug. 5, 2019
AMENDMENT NO. 1 TO CONTRACT NO. C18170810A
BETWEEN THE CITY OF PALO ALTO AND
BRIGHTVIEW LANDSCAPE SERVICES, INC.
This Amendment No. 1 (this “Amendment”) to Contract No. C18170810A (the “Contract” as defined below) is entered into as of June 12, 2023, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and BRIGHTVIEW LANDSCAPE SERVICES, INC., a California corporation, located at 4055 Bohannon Drive, Menlo Park, CA 94025 (“CONTRACTOR”).
CITY and [CONSULTANT or CONT RACTOR] are referred to collectively as the “Part ies” in this Amendment.
R E C I T A L S
A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of providing Landscape Maintenance Services, as detailed therein.
B. The Parties now wish to amend the Contract in order to extend the Contract term by three (3) months through September 30, 2023 and increase compensation accordingly by Three Hundred Five Thousand Six Hundred Six Dollars ($305,606) from Five Millio n Eight Hundred Twenty-One Thousand One Hundred Six Dollars ($5,82 1,106) to Six Million One Twenty-Six Thousand Seven Hundred Twelve Dollars ($6,126,712) as detailed herein.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
Contract. The term “Contract” shall mean Contract No.
C18170810A between CONSULTANT and C ITY, dated May 29,
2018.
a. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 3 “TERM” of the Contract is hereby amended to read as follows:
“The term of this Agreement is from July 1, 2018 to September 30, 2023 inclusive, subject to the provisions of Sections R and W of the General Terms and Conditions.”
SECTION 3. Section 5 “COMPENSATION FOR ORIGINAL TERM” of the Contract is hereby amended to read as follows:
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
Attachment A -
Amendment No. 1 to
Contract
C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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Vers.: Aug. 5, 2019
“COMPENSATION FOR ORIGINAL TERM. CITY shall pay and CONTRACTOR agrees to accept as not -to-exceed compensation for the full per formance of the Services and reimbursable expenses, if any:
The total maximum lump sum compensation of dollars ($ ); OR
The sum of dollars ($ ) per hour, not to exceed a total maximum compensation amount of dollars ($ ); OR
A sum calculated in accordance with the fee schedule set forth at Exhibit C, not to exceed a total maximum compensation amount of Six Million One Hundred Twenty-Six Thousand Seven Hundred Twelve dollars ($6,126,712).
CONTRACTOR agrees that it can perform the Services fo r an amount not to exceed the total maximum compensation set forth above. Any hours worked or services performed by CONTRACTOR fo r w hich payment wo uld result in a total exceeding the maximum amount of compensation set forth above for performance of the Services shall be at no cost to CITY.
CITY has set aside the sum of Two Hundred Nine ty-One Thousand Seven Hundred Forty- Nine Dollars ($291,749) for Additional Services. CONTRACTOR shall provide Additional Services only by advanced, written authorization from the City Manager or designee. CONTRACTOR, at the CITY’s request, shall submit a detailed written proposal including a description of the scope of services, schedule, level of effort, and CONTRACTOR’s proposed maximum compensation, including reimbursable expense, for such services. Compensation shall be based on the hourly rates set forth above or in Exhibit C (whichever is applicable), or if such rates are not applic able, a negotiated lump sum. CITY shall not authorize and CONTRACTOR shall not perform any Additional Services for which payment would exceed the amount set for th above for Additional Servic es. Payment for Additional Services is subject to all requirements and restrictions in this Agreement.”
SECTION 4. The following exhibit(s) to the Contract i s/are hereby amended or added, as indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are hereby incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “A” entitled “SCOPE OF SERVICES, AMENDMENT NO. 1”, AMENDED, REPLACES PREVIOUS.
b. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 1”, AMENDED, REPLACES PREVIOUS.
c. Exhibit “C” entitled “SCHEDULE OF FEES, AMENDMENT NO. 1”,AMENDED, REPLACES PREVIOUS.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
Attachment A -
Amendment No. 1 to
Contract
C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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Vers.: Aug. 5, 2019
SECTION 5. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 6. Incorporation of Recitals . The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
Attachment A -
Amendment No. 1 to
Contract
C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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Vers.: Aug. 5, 2019
SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written.
CITY OF PALO ALTO
_______________________________
City Manager
APPROVED AS TO FORM:
_______________________________
City Attorney or Designee
BRIGHTVIEW LANDSCAPE SERVICES,
INC.
Officer 1
By:___________________________
Name:________________________
Title:__________________________
Officer 2
By:___________________________
Name:_________________________
Title:__________________________
Attachments:
EXHIBIT “A” entitled “SCOPE OF SERVICES, AMENDMENT NO. 1 (AMENDED, REPLACES
PREVIOUS)
EXHIBIT “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 1 (AMENDED, REPLACES
PREVIOUS)
EXHIBIT “C” entitled “SCHEDULE OF FEES, AMENDMENT NO. 1 (AMENDED, REPLACES
PREVIOUS)
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Karine Stuimer
SVP
Brett Urban, Chief Financial Officer
CFO
Item 4
Attachment A -
Amendment No. 1 to
Contract
C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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1 EXHIBIT A
SCOPE OF SERVICES, AMENDMENT NO. 1
(AMENDED, REPLACES PREVIOUS)
LANDSCAPE MAINTENANCE PROJECT
Including Sections A, B, C, D, E, F, and H
Specifications for the services of Landscape Maintenance of City of Palo Alto Neighborhood Parks, Open Space, Medians, Roadside strips, and Bioretention Basins, City Facilities, Utility Sub Stations and Palo Alto Unified School sites.
I. GENERAL PROVISIONS
The following provisions, where individually applicable, apply for maintenance standards not limited to Landscape Maintenance and any and all other items selected as part of this Agreement. In the event that any of the provisions provided here under GENERAL PROVISIONS are found to be in conflict with or are contradicted by any provision found in the SPECIFICATION REQUIREMENTS listed in Sections A, B, C, D, E, F, and H, the provisions found in the SPECIFICATION REQUIREMENTS listed in Sections A, B, C, D, E, F and H will supersede the GENERAL REQUIREMENTS.
II. LOCATION OF PROPERTY
The locations of the areas to be maintained are listed in the site maps (attachment A) portions of this contract. These maps provide a general scope of the area(s) to be covered in the agreement.
III. SCOPE OF WORK- Landscape Maintenance
CONTRACTOR shall provide the highest quality of landscape maintenance services and materials. The CONTRACTOR agrees to provide the highest quality commercially accepted methods, procedures and scientific controls for landscape maintenance. "Scientific Controls" is understood to mean practices based upon recommendations of the University of California, The U.S. Forest Service, or similarly qualified experts; recommendations in University of California Cooperative Extension Publication s, Consumer Products Safety Commission Playground Guidelines and information in standard landscape industry references; This shall include the use of proper knowledge, skills, materials and equipment of a timely basis to maintain all areas in a clean, safe , healthy, and aesthetically acceptable manner during the entire term of this contract.
The CONTRACTOR agrees to be continuously alert in locating and defining problems and agrees to exercise prompt and proper corrective action. Action times will be prioritized, DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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2 and low priority items will be given a time line for corrections. Contractor shall communicate to the City, landscape, as well as non -landscape related hazards that are seen while on site. Work requests related to citizen requests or reported hazards to contractor require scheduling with the City’s Field Service Inspectors which will be prioritized dependent on each request. Immediate response may be necessary.
The contractor shall furnish landscape maintenance services by qualified site managers and horticulturists to provide a 60 -month maintenance program according to maintenance specifications. The provision of such report does not mandate the CITY to extend the Agreement to 60 months. The Contractor's supervisor or representative may be required to report to the Parks Division office, or other designated location, Monday through Friday between 6:30am and 8:00 am, except for holidays, which may fall on these days.
The contractor shall report progress to the City of Palo Alto Parks Division on the agreed reporting frequency and schedule. A qualified site manager or superintendent of operations shall represent the contractor in monthly meetings and walk- through inspections with City of Palo Alto staff. The contractor shall furnish all labor, materials, equipment, and on site supervision by qualified site managers who shall provide complete, continuous and expert landscape maintenance services.
The contractor shall provide smartphones at minimum to its Account Managers and Leads as a means of field communication to City staff.
IV. GENERALREQUIREMENTS
A.. Landscape Maintenance:
The contractor shall provide the City with a landscape maintenance program at the frequencies called for in the special provisions of this Agreement. The maintenance program is not limited to specifying daily, weekly and monthly landscape maintenance task schedules covering all areas of responsibility specified in this agreement. The maintenance program will be submitted and agreed upon within 30 calendar days following award of this contract. This program and any changes, deletions, or additions therein, if approved by the City, shall become part of this agreement and shall be used by both the contractor and the City of Palo Alto for performance monitoring of contractor obligations.
The City’s Project Manager shall receive changes to the schedule at least 24 hours prior to the scheduled time for the work. Failure to notify of a change and/or failure to perform an item or work on a scheduled day may be considered a breach of this contract.
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3 The Contractor shall adjust their schedule to compensate for all holidays. The contractor will be required to work on specified holidays and weekends as outlined in this Scope of Services.
B. Staffing Levels:
The Contractor shall maintain a minimum staffin g level of 16 full time landscaping maintenance personnel for sections A through F. The contractor is responsible for determining the proper staffing levels above the minimum of 16 full time personnel to meet the scope of services listed in this Exhibit A, including sections A through F.
Contract personnel shall remain on site every day, including all rainy days.
All contract personnel must pass live scan fingerprinting and TB testing (Tuberculin Skin Test) before being allowed to work on the City and School property. Contractor shall work with City’s Project Manager on obtaining required verification of fingerprinting and TB results. Contractor shall be responsible for performing the live scan fingerprinting and shall be responsible for the live scan fingerprinting and TB costs for their employees.
C. Monthly Progress Reports:
Upon request, the contractor shall provide the City's Open Space, Parks, and Golf Division with monthly progress reports, based on weekly summary of work performed by location and referenced to the maintenance program. The reports will be due no later than the fifth day of the month following services and is to include the following information:
a) Total labor, supervision, and horticultural hours provided at each site.
This can be in a spreadsheet format with all applicable sites covered under this agreement.
b) Problem areas encountered during the month.
c) Monthly chemical application reports for all materials applied by site.
This will include location, applic ation date, materials, amount of material applied, etc. This shall be sent to Parks Manager as well as the City’s Environmentalist Specialist, Julie Weiss.
d) Any additional reports as directed by the Parks and Golf Division.
D. Inventory/Safety Data Sheets
Within thirty days of the effective date of this agreement, the contractor will submit to the City a list of all chemicals (fertilizers, pesticides, cleansers etc.) that will be used by the contractor on the sites, together with the required SDS (Safety Da ta Sheets). SDS and product labels shall be in applicator's vehicle at all times in accordance with California Department of Pesticide Regulations.
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4 E. Extra Projects/Landscape Upgrades:
All extra projects shall require the submission of a Project Proposal Form or a Work Order Authorization Form. If the contractor does not have available such a form, a mutually agreeable format will be developed. On any extra project or landscape upgrade, the City reserves the right to obtain competitive bids or quotations.
F. Management Philosophy:
The contractor shall take a pro -active approach in correcting problems within the contractors’ span of responsibility and control. Other problems and suggestions for improvements, both short and long term, must be submitted promptl y to the City for appropriate action.
G. Public Image and Etiquette:
Contractor employees shall wear company uniforms, which consist of long pants and shirts with company name and individual’s name on the shirt. The contractor’s staff when needed will utilize rain gear, rain boots, safety shoes, and other safety equipment. All contracted employees while on the site shall exhibit a clean, neat professional appearance. Contractor’s equipment and vehicles shall also be professional in appearance, exhibit the company name and phone number, and be well maintained for safe operation. All Contractors’ vehicles must display a placard, legible from a distance of 10 feet, with the following language:
(Name of Landscape Contractor)
City of Palo Alto, Landscape Maintenance Contractor
Questions/Comments Contact: (650) 496-6962
H. Authorization Required to Begin Work
The Contractor shall begin work only after receiving written notice to proceed from the City’s Open Space, Parks and Golf Superintendent or Open Space, Parks, and Golf Division Manager.
V. TERM OF AGREEMENT
The services to be performed under the Agreement shall commence on July 1, 2018 and shall be completed by June 30, 2019 for first year of contract, July, 1 2019 and completed June 30, 2020 for the second year, July 1, 2020 and completed June 30, 2021 for the third year of contract, July 1, 2021 and completed June 30, 2022 for the fourth year of the contract and July 1, 2022 and completed June 30, 2023 for the fifth year of the contract and July 1, 2023 and completed September 30, 2023 for the sixth year of the contract. Funding after Year 1 is subject to funding approval on an annual basis.
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5 VI. GENERAL CONDITIONS
A. Permits/Parking
The Contractor shall be issued a free maintenance permit from the City's Department of Transportation. This will allow the Contractor's crews to use City parking facilities at no charge during the term of this contract and only while doing landscape maintenance work for the City's Open Space, Parks and Golf Division.
Contractor shall follow all parking restrictions throughout the City.
B. Payments and Inspection
Payment will be made for work satisfactorily completed as called for in this Agreement. The City's Representative shall inspect and notify the Contractor of any unsatisfactory work. Unsatisfactory work shall be corrected by Contractor within 24 hours. Contractor or Contractor's representative shall meet with a representative from the City at least once a month during the life of this contract to inspect Work performed.
The Contractor shall bill the City by the 5th of the month following service.
Electronic invoicing is preferred. The City will pay the Contractor on a monthly basis for labor, equipment and materials provided during the monthly billing period for each section of the contract.
C. Property Damage
Any private or City property damaged or altered in any way during the performance of the work under this contract shall be reported promptly to the City's representative, and shall be rectified in an approved manner back to its former condition, prior to damage, at the Contractor's expense.
1. Any hazardous conditions noted, or seen, by the Contractor that has occurred by any means other than during the performance of the Contractor's work, whether by vandalism or any other means, shall be promptly reported to the City’s Representative.
2. The Contractor is responsible for securing any immediate hazards with caution tape, safety cones, or barricades until a City Representative arrives to the location.
D. Safety
Contractor agrees to perform all work outlined in the Agreement in such a manner as to meet all accepted standards for safe practices during the maintenance operation and to safely maintain stored equipment, machines, and materials or other hazards consequ ential or related to the work; and agrees additionally to accept the sole responsibility for complying with all City, County, State or other legal requirements including, but not limited to, full compliance with the terms of DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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6 the applicable O.S.H.A. and CAL E.P.A. Safety Orders at all times so as to protect all person, including contractor employees, agents of the City, vendors, members of the public or others from foreseeable injury, or damage to their property.
The Contractor shall be responsible for sec uring traffic control and safety regulations as related to any City, State, or County requirements while working on medians and/or roadside strips (please refer to the following links for additional information, http://www.dot.ca.gov and/or www.osha.gov
). The design and
operation of work zone traffic controls must comply with U.S. Department of Transportation/Federal Highway Administration guidelines.
Contractor shall cooperate fully with City in the investigation of any accident, injury or death occurring on city property, including a complete written report thereof to the Project Manager within twenty -four (24) hours following the occurrence.
E. Use of Sanitary Landfill
The Contractor shall at their sole expense load, haul and deposit all rubbish, debris and green waste in compliance with applicable provisions of Palo Alto Municipal Code Chapter 5.20. Depending on the situation, this may include utilizing a transfer st ation located at the City of Sunnyvale or another means of removal at the Contractor’s expense. Contractor may be able to use onsite dumpster for garbage and/or recycling only with approval of the Field Service Inspectors and/or Project Manager.
All clippings and trimmings must be composted. Contractor shall use City’s garbage service contractor for all solid waste and mixed recycling materials (PAMC Title 5 Health and Sanitation, Chapter 5.20).
Clippings trimmings, cuttings generated by the Contractor that cannot be used as mulch shall be promptly removed from the work site at the end of the same day the work is performed. Dumpster shall not be used at sites unless approved by Field Service Inspectors and/or Project Manager.
F. Project Hours of Operation
The Contractor’s hours of operation shall conform to the hours of 6:00 a.m. and 5:00 p.m. during the life of the contract. The Contractor’s hours of operation shall conform to the hours of 9:00 a.m. and 3:00 p.m. for medians and roadside strips.
Hours of operation in the University and California Avenue Business District are an exception. Cleaning equipment, when used in public streets in business districts shall be allowed during the hours of 10:00 pm and 7:00 am, Monday through Friday, providing no such piece of equipment shall produce a noise level that exceeds 70 dB measured at a distance of 25 feet.
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7 Any other exception shall only be authorized with prior approval of the City’s Project Manager.
G. City Truck Route Ordinance
The Contractor and any subcontractor or supplies shall at all times comply with the requirements of the City Truck Route Ordinance at Palo Alto Municipal Code (PAMC) Chapter 10.48.
H. City Noise Control Ordinance
The Contractor and any subcontractor shall at all times conform their operations to the requirement of the City of Palo Alto Noise Ordinance (PAMC, Chapter
9.10) Contractors shall not utilize fuel powered leaf blowers. Contractors shall only use electric and/or battery operated leaf blowers throughout this entire contract.
I. Spare the Air Days
The Contractor must comply with regional “Spare the Air” recommendations on designated “Spare the Air Days” that occur throughout the year. At a minimum, no gasoline powered equipment shall be used after 10 a.m. on “Spare the Air Days”. The City’s Field Service Inspectors and/or Project Manager will notify the contractor when a “Spare the Air” alert has been designated. The Contractor must coordinate work schedules to accommodate “Spare the Air” recommendations.
J. Materials
All materials shall be provided by the Contractor and shall be the highest quality available. Commercial fertilizers and pesticides shall bear the manufacturer's label and guaranteed analysis. The Contractor shall have SDS sheets for all chemicals available upon request. The City’s Field Service Inspectors and/or Project Manager must approve all materials.
The City reserves the right to contact any vendor directly, if the contractor fails to meet scheduled deadline given by Field Service Inspectors and/or Project Manager within Exhibit A.
1. Water is to be furnished by the City.
2. Fertilizer shall be a complete, seasonably appropriate organic (OMRI certified) granular fertilizer furnishing the required percentage of nitrogen, phosphoric acid and potassium to k eep lawns, trees, shrubs and other plants in a healthy and vigorous growing condition at all times. For acidic loving plants (Camellia’s, Rhododendron’s, Azalea’s, etc) an organic acidic fertilizer shall be used.
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8 If there arises a question as to the need for application of fertilizer or the formulation of a fertilizer, soil samples shall be taken from locations specified by the City's representative. They shall be analyzed by a licensed soil analyst at the Contractor's expense and the results and recommendations for the formulation and rates of applications of a complete fertilizer shall be submitted to the City's representative.
Contractor shall formulate and apply the fertilizer as per the recommendations of the soil analyst. If the application of iron, zinc or
other trace minerals is recommended by the soil analyst or by a recognized plant pathologist to correct a specific soil deficiency, it shall also be applied according to these recommendations at the Contractor's expense.
3. Pesticides shall be of the highest quality obtainable, brought to the job site in the original manufacturer's containers, properly labeled with guaranteed analysis. Any necessary permits, recommendations, etc. shall be the responsibility of the Contractor.
4. Plant materials shall be of the highest quality, displaying a healthy appearance and of a size relevant to their container size. The City’s Field Service Inspectors and/or Project Manager must inspect and approve all plant materials prior to planting.
5. Turf seed shall be of the highest quality available, industry recognized, and approved by the City’s Field Service Inspectors and/or Project Manager prior to application.
6. Plant stakes, ties, guy wires shall be of materials to match those existing on the site or approved equal.
K. Shrub, Tree and Ground Cover Care
Maintain all shrubs and all ground cover in a healthy growing condition by performing the following operations and other work incidental thereto:
1. Water Management - Water to establish moisture to the full depth of the root zone. Watering shall be done in a manner to avoid erosion, excessive runoff, puddles, or creation of a waterlogged soil condition. Hoses and portable sprinklers shall be used to supplement the sprinkler system where necessary to ensure complete coverage.
2. Pruning and Trimming
A. Pruning and trimming shall he done by qualified, trained professional personnel. Documentation of training and experience shall be given to City’s Project Manager upon request for each employee.
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9 B. Excessive pruning or stubbing back shall not be permitted.
C. All pruning cuts shall be properly made: They shall be cleanly cut with no tearing of the bark.
D. The Contractor is responsible for replacing, at their cost, any damage to plant materials caused by excessive pruning, improper pruning techniques, poor equipment, etc.
E. All dead or damaged branches shall be removed immediately from shrubs and ground covers. Any dead or damaged branches located in trees shall be secured (either by the means of caution tape, cones, or barricades) and reported to City’s Field Service Inspectors and/or City Project Manager.
F. Pruning and trimming of shrubs and ground cover shall be done as needed, and/or requested by Field Service Inspectors, to achieve the following:
1. To cut back branches that are rubbing on walkways, fences and impairing or posing a safety hazard to pedestrians, bicycles, or vehicles.
Contractor shall not prune any tree branches.
2. To maintain desired shape of plant material.
3. To maintain proper maintenance on plant material.
4. To remove dead branches, diseased sections of shrubs, spent flowers, etc.
G. Staking Plant Material
Maintain and replace stakes and plant ties with equal material.
Maintain and replace plant ties to provide support without chafing of bark. Plant ties shall be loosened accordingly to avoid chafing of bark.
Additional stakes and/or guys shall be placed fro m time to time to correct misshaping caused by wind. Stakes and guys shall be removed upon request of City’s Field Service Inspectors and/or Project Manager.
3. Flower beds and perennial areas shall be raked, cultivated, and pruned/dead-headed as needed, but no less than once per week.
4 Ground cover along curbs must be kept within curb and height trimmed as needed.
5. Ivy ground cover shall be mowed with a composting mower once a year in DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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10 the winter as scheduled by City’s Field Service Inspectors and/or City’s
Project Manager. Areas are to be determined by City’s Field Service Inspectors. Most ivy/ground cover areas have irrigation, primarily fixed risers. The City shall flag all irrigation components prior to ivy mowing. The contractor is responsible for repairing any damage to the irrigation system due to negligence.
6. Tree Pruning/Maintenance
a) No tree pruning shall be performed to any trees at any site in this Agreement unless authorized by Field Service Inspector and/or Project Manager.
b) All trees that measure below the A.D.A height requirement of 84” above ground level shall be reported to City’s Field Service Inspectors and/or City Project Manager. Field Service Inspectors and/or Project Manager will schedule the tree pruning with City’s Public Works Tree Department.
c) Suckers located at the base of each tree shall be removed by trained employees, limited to only using hand pruners . City contractor will designate employees that have been trained to perform this duty and have been trained by City Staff to perform this duty. Hedge trimmer, line trimmer, herbicides or any other type of mechanical or chemical mechanism shall not be used to remove or control suckers.
d) Tree volunteers shall be removed at first sight. These volunteers shall be removed before reaching 4ft in height, but are preferred to be removed by 2ft. If the height exceeds 4ft, tree volunteer shall be reported to Field Service Inspectors and/or Project Manager for proper postings and removal process through Public Works Tree’s Department.
e) Contractor shall keep tree wells weed free and mulched with a 3” deep layer to assist in suppressing weeds in Parks, Medians, and City Facilities. A post emergent, RoundUp Pro Max may be used to assist in controlling weeds in medians and City Substations, unless it is listed as a pesticide free site. A California licensed and qualified applicator must apply any herbicide in a manner consistent with the SDS, label, and California Department of Pesticide Regulation to avoid
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11 overspray to the tree trunk, leaves, or non- target vegetation.
Tree well diameters may vary dependent on location, size, and drip line of trees. A minimum of a 6ft in diameter, or 3ft in all directions from the tree trunk shall be maintained unless otherwise directed by Field Service Inspectors and/or Project Manager.
VII. INTEGRATED PEST MANAGEMENT (IPM) and SUSTAINBLE LANDSCAPING
The City of Palo Alto has an award winning IPM program and received Department of Pesticide Regulation IPM Innovator Award in 2003 and 2011. The City’s IPM policy and practices have improved pest control and plant health and reduced staff and environmental exposure to pesticides. Total pesticide use from 2013 to 2016 was reduced to an average of 105 pounds per year, a reduction of 73% since 2001-2007.The City prioritizes maintaining site conditions to maximize plant health to minimize pests.
Preferred pest management techniques include: using California native plant species or varieties that resist pests; plant selection, pruning, fertilizing, and irrigation practices that reduce pest problems and disease and selecting the least toxic chemical control options for pest management as a last resort. The City also maintains 18 pesticide-free locations which include:
1) Bol Park
2) Boulware Park
3) El Palo Alto Park
4) Flood Basin (excludes aquatic portions)
5) Hopkins Creek Side Parquets
6) Monroe Park
7) Sarah Wallis Park
8) Scott Park
9) Terman Park
10) Ventura Park
11) Adobe Creek Substations
12) Animal Services
13) Children’s Theater
14) Hale Well Substations
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12 15) Matadero Well Station
16) Mitchell Park Library and Community Center
17) Water Quality Control Plant
18) San Francisquito Creek Pump Station (excludes aquatic portions)
The Contractor must:
1. Minimize pesticide use and to favor least- toxic pesticides when chemical use is needed;
2. Utilize IPM and BayFriendly/Rescape expertise;
3. Within 45 days and annually on the anniversary of this agreement, the Contractor shall submit to the City's Open Space, Parks and Golf Division an Integrated Pest Management Plan that complies with the City of Palo Alto IPM policy, goals and specifications outlined in this RFP. This IPM program shall be reviewed annually for updates and modifications with Open Space Parks and Golf Division staff. Frequent and thorough site inspections, on foot, will be needed to ensure no major infestations occur.
The first priority in addressing pests will be to conserve naturally occurring beneficial insects through the use of selective applications of the least toxic effective materials;
4. Contractor shall provide any SDS sheets of chemicals that will be utilized;
5. The City’s contractor must comply with the City’s Municipal Regional Storm Water Permit requirements to avoid pesticide runoff to creeks and San Francisco Bay. The contractor will be required to:
a) submit the Contractor Pesticide Use Log in Excel format to the City’s Project Manager within ten business days upon request (usually requested annually in December). The Excel form will be provided by the City and include specific date and application information.
This information is used in the City’s annual Pest Management and Pesticide Use Report (the City is required to
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13 report the total quantity of the active ingredient used as a permit condition and requires additional information beyond County Agricultural pesticide use reporting requirements).
b) agree to permit provisions that require a City of Palo Alto Project Manager or Watershed Protection Manager to periodically shadow work to confirm that pesticide applications conform with pesticide practices outlined in the contract;
c) prohibit company use of any of the following pesticides without written permission from the City’s Project Manager:
• Carbamates including: aldicarb, carbaryl, propoxur, oxamyl and terbucarb
• Diamides including:Broflanilide, chlorantraniliprole, cyantraniliprole, cyclaniliprole, cyhalodiamide,
flubendiamide, tetraniliprole
• Diuron;
• Indoxacarb;
• Organo-phosphates including: chlorpyrifos, diazinon, and malathion;
• Pyrethroids (allethrins, bifenthrin, cyfluthrin, cyhalothrin, cypermethrin, cyphenothrin, deltamethrin, esfenvalerate, etofenprox, flumethrin, imiprothrin, metofluthrin,
momfluothrin, permethrin, prallethrin, resmethrin,
sumethrin [d-Phenothrin], tau-fluvalinate, tetramethrin, tralomethrin);
• Neonicotinoids: acetamiprid, clothianidin, dinotefuran, imidacloprid, imidaclothiz, nitenpyram, nithiazine,
paichongding, thiacloprid, and thiamethoxam.
d) Provide a list in advance of herbicides or other pesticides that are proposed for use for pre-approval by the City’s Watershed Project Manager/IPM Coordinator. The list must include the product name, active ingredient and EPA ID number. All chemicals must be approved for use prior to application.
6. Demonstrate in the proposal how weed control is maximized prioritizing non-chemical weed management techniques. City of Palo Alto relies on weed prevention as its first line of defense using thick mulches to suppress weeds, mowing, hand removal, weed flower and seed removal, sheet mulching and least toxic chemical control as a last resort. Using these strategies, the City of Palo Alto has reduced herbicides by as much DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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14 as 89% compared to highest use years.
For the properties listed in this Agreement, the City Palo Alto only uses herbicides in spot treatments (applying the herbicide to each weed) in the following situations:
a) In select planter beds, fence lines, or cracks in hardscapes as needed–typically two times per year;
b) to control invasive weeds that can overtake native plants; c) to control weeds such as thistles and foxtails which harm dogs and trail users.
7. Contractor shall comply with all California Department of Pesticide Regulations when applying any pesticide.
8. Use only OMRI Certified Fertilizers, unless otherwise approved by City’s Project Manager;
A. Pest control shall be done only by qualified, trained personnel, under the supervision of a State licensed pest control operator, using materials approved by the City’s Field Service Inspectors and/or Project Manager. The pesticide application s hall be done with extreme care to avoid any hazard to any person, pet, or wildlife in the area or adjacent areas, or any property damage. Application shall be in strict accordance with all governing regulations. The Contractor must provide, within 30 days of the Notice to Proceed, their Pest Control Operators License, and the names and license/certification numbers of any individuals responsible for or applying pesticides in accordance with this agreement. Upon request by Field Service Inspectors and/or Project Manager, contractor shall supply the City an updated list of employees that have received the yearly Herbicide Application Training requirement per California Department of Pesticide Regulation.
B. All pest infestations shall be reported to the City’s Field Service Inspectors and/or Project Manager. The Project Manager prior to application shall approve all pesticides applications. Records of all pest control operations stating dates, locations, times, methods of application, chemical formulations, applicators names and weather conditions shall be made and retained in an active file for a minimum of three (3) years.
C. Rodent Control - Contractor shall control gophers, moles and other rodents causing damage to City Property under the site area of responsibility using trapping only.
Rodenticide shall not be used. In the event of visible evidence of such pests, DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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15 contractor will restore the area to its proper condition if the damage is current and prevention is within the contractor's control.
D. All chemicals requiring a special permit for use must be registered with the county Agricultural Commissioner's Office (CDPR) and a permit obtained with a copy to the Parks Open Space, and Golf Division.
E. All regulations and safety precautions listed in the "Pesticide Information and Safety Manual, published by the University of California and the Pesticide Safety Information Series (PSIS) published by the California Department of Pesticide Regulation shall be adhered to.
F. Spraying is not permitted during heavy traffic (vehicle, bicycle, or pedestrian) periods or when winds create uncontrollable material drift and/or exceeds 5mph and/or as directed per chemical label. The Field Service Inspector and/or Project Manager will permit no spraying without prior approval and have the ability to permit no spraying if he/she believes one of the above is in violation. Contractor is to contact Field Service Inspectors for ideal times to spray certain sites when traffic is at its minimum to avoid conflicts with Park users.
G. Pesticide Use in Parks and City Facilities
Currently all Parks and City Facilities shall be treated as Pesticide Free.
However, if a new herbicide is approved for use in California, with City’s approval, there may be flexibility to use that herbicide at certain sites.
Regardless of any City approved pesticides, no pesticide may be used within 100 feet of any playgrounds and creeks at ALL sites.
H. Pesticide Free Sites- No pesticides of any kind shall be used on designated Pesticide Free Sites. Pesticide Free sites are listed below:
Pesticide Free Parks
1) Bol Park
2) Boulware Park
3) Cameron Park
4) El Palo Alto Park
5) Flood Basin (excludes aquatic portions, no fertilizers used on turf as well) DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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16 6) Hopkins Creek Side Parquets
7) Monroe Park
8) Sarah Wallis Park
9) Scott Park
10) Terman Park
11) Ventura Park
12) Werry Park
Pesticide Free City Facilities
1. Adobe Creek Substations
2. Animal Control Services (this includes no fertilizers on turf areas)
3. Children’s Theater
4. Hale Well Substation
5. Matadero Well Station
6. Mitchell Park Library and Community Center (includes green roofs and green wall)
7. Water Quality Control Plant (please see Section H for scope)
8. San Francisquito Creek Pump Station (excludes aquatic portions)
9. All Community Gardens
I. Temporary notice shall be posted during and after a City location within this scope (excludes Pesticide-free Parks) has been sprayed. All areas sprayed shall be flagged and signed until the chemical has completely dried according to product label and/or SDS. Signs shall be provided by City upon the request of the contractor.
J. Contractor shall replace any plant material that has suffered severely due to lack of proper pest management techniques and/or overspray of chemical (pesticides, herbicides, etc), if such pest control is possible and practicable DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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17 K. All treated areas must be posted and monitored during and after pesticide application until material has settled and treatment area is completely dry accordingly to product label, SDS, and California Department of Pesticide Regulations. No unprotected person, pet, or wildlife may enter a treated area until all re-entry intervals have been satisfied. Contractor shall comply with all California Department of Pesticide Regulations laws when applying any pesticide within the scope of this Agreement.
L. Weeding
All areas, including but not limited to: shrub beds, flower beds, groundcover beds, tree wells, paved areas, sidewalks, cracks, stairways, pavers, expansion joints, decomposed granite paths, picnic areas, playgrounds, under bleachers/benches, shall be kept maintained at an acceptable level.
An acceptable level for weeds shall be viewed as the following:
*Weed tolerance shall not exceed 10% of each site.
*Weeds shall not exceed a height of 6”
Weeds shall be removed whenever the appearance becomes unsightly or when requested to do so by City’s Field Service Inspectors and/or Project Manager.
M. Fertilization
Fertilize all shrub, ground cover, and planter bed areas three times a year with an OMRI certified granular organic fertilizer . Fertilize trees as requested by City’s Field Service Inspectors and/or Project Manager or City’s Public Works Tree’s Department, not to exceed twice per year with organic fertilizer specified for Tree’s. Fertilizer shall be applied in the spring, summer and in the fall to all sites.
N. Replacement of Material
Remove dead and damaged plants and replace with material of equivalent size, condition and variety, subject to approval and purchase owner’s representative. Labor shall be provided by the Contractor in a timely manner. Plant material shall be provided by the City's Open Space, Parks and Golf Division unless damaged is caused by Contractor’s negligence (i.e. chemical damage, mechanical damage, water stress.)
Damage not resulting from Contractor's negligence, such as vandalism, vehicle, or weather shall be reported promptly to the City’s Field Service Inspectors and/or Project Manager. The City will provide all necessary materials. Labor shall be provided by the Contractor in a timely manner.
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18 Contractor shall inspect all sites prior to the contract and contact Field Service Inspectors and/or Project Manager with any concerns in regards to the condition of plant material.
O. Nurturing Soil Health:
Leaf drop shall become part of the mulch layer in the trees, shrubs or groundcover areas in an attractive manner and away from high traffic areas. Leaf drop shall not be allowed to enter storm drains.
P. Mulch shall be maintained under all trees and shrubs and on bare soil with a minimum 3-inch layer or organic material. To the greatest extent practicable, CONTRACTOR shall not procure mulch products that originate from forest products. When possible CONTRACTOR shall give preference to mulch products that are produced on- site, or from regionally generated plant debris including that made at the City of Palo Alto.
Mulch shall be provided by City’s Public Works Tree’s Department. All labor costs in regards to, but not limited to spreading, transporting, and maintaining the mulch shall be covered by the Contractor.
VIII. TURF MAINTENANCE
A) The following turf maintenance guidelines apply to all turf areas included in this agreement (unless otherwise specified). Turf shall be maintained areas in a healthy, safe, and aesthetically pleasing condition by performing the following operations and other work incidental there to:
a. Mowing - All turf areas are to be mowed once a week. An additional weekly mowing may be requested due to weather conditions, special events, and growth flush after fertilizing. Mower settings are to be at 2” to 3" in height, depending of turf variety. All clippings shall be removed when unsightly and requested by the City’s Field Service Inspectors and/or Project Manager or be mulched using mulching blades dependent on the amount of clippings. All turf areas at each site must be mowed on same day.
b. Playing Fields shall be mowed twice per week May through September. Playing Fields are only the area of turf where a sports DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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19 league may use the field for a sport activity. Please refer to Section B, Playing Fields Maintenance Procedures for details.
c. Aerification - All turf areas are to be aerified twice a year, Spring (by the end of May) and Fall (by the end of October). Core size shall be at least 3/4" in diameter and 3" - 4" in depth and aerated in two directions. Hydraulic and/or gas aerators may be requested by Field Service Inspectors if depth is not being met. Cores do not need to be removed.
d. Playing Fields shall be aerated once per month May throug h September. Please refer to Section B, Playing Fields Maintenance Procedures for details.
e. City staff shall flag/mark irrigation system heads, valve boxes, and quick couplers. Contractor shall notify City Staff of aerification scheduling minimum of two days prior to start of aerification.
Contractor is responsible for repairing any damage caused by aerification equipment. This includes but not limited to, irrigation boxes, quick couplers, sprinkler heads, valves, etc.
f. Edging - All turf edging shall be edged at least once per month.
Examples of edges: along pathways, walkways, around shrubs, trees, sprinklers heads, valve boxes, mow bands, curbs, benches, light poles, or any other fixed object. HERBICIDES SHALL NOT BE USED AS AN EDGING TOOL. Care must be taken not to damage trees, shrubs, or any other fixed object with edging equipment.
String trimmer damage to trees and roots will not be tolerated.
g. Grub/Larvae Control – Contractor shall keep all turf areas free of grubs and larvae. Damage caused by grubs and larvae shall be re - seeded with an approved turf seed. Grub and larvae species including, but not limited to, Australian Sod Fly, Bermuda grass Mite, Billbugs, Cutworms, Armyworms, Ground Pearls, Lawn moths, Sod webworms, White Grubs. City may have an approved insecticide that can be used to control grubs/larvae. Please DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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20 contact the City’s Field Service Inspectors or Project Manager for the approved products.
h. Fertilizing turf shall be done three times annually early Spring (by the end of March), late Spring early Summer (by the end of May), Fall (by the end of October) using 6 pounds per 1,000 square feet, using OMRI approved NatureSafe 10 -2-8 all seasons organic fertilizer (or approved equal) at a rate of 1.0 pound of actual nitrogen per 1,000 square feet.
i. Playing Fields shall be fertilized once per month May through September. Please refer to Section B, Playing Fields Maintenanc e Procedures for details.
j. Safety hazards must be addressed immediately. Fill holes in turf areas immediately, regardless of cause, as they develop with sufficient soil to prevent tripping hazards. Soil shall be provided by City unless due to Contractors neglect, then Contractor shall supply soil.
k. Contractor shall re-seed small bare areas, not to exceed 200 sq. feet per park, on a monthly basis using materials and methods approved by the City’s Field Service Inspector and/or City’s Project Manager.
These methods shall consist of the same materials used for turf renovations as specified in this contract.
l. Playing Fields shall be slit seeded once month May through September Seed variety shall be approved by Contract Manager and/or Field Service Inspectors. Please refer to Section B, Playing Fields Maintenance Procedures for details.
m. Turf Sweeping – The contractor shall sweep turf areas manually or mechanically at the request of the City’s Field Service Inspectors or City’s Project Manager. Sweeping will be requested to remove or disburse excess turf clippings or leaves. Requests will be more DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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21 frequent during the fall season, after wind related events, and skipped mowing intervals by the Contractor.
B) Playing Fields Maintenance Procedure
The contractor shall apply Playing Field Maintenance Procedures to the following sites May through September per each year of contract:
1) Cubberley Community Center
2) Briones Park
3) Eleanor Park
4) Peers Park
5) Hoover Park
6) Mitchell Park
7) Ramos Park
8) Rinconada Park
9) Robles Park
10) Seale Park
11) Ventura Park
a. All playing fields shall be mowed twice per week. Mower settings are to be at 2” to 3" in height, depending of turf variety.
b. Playing field turf areas shall be aerated using a conventional slicing/shattering tines drum aerator similar to the Aerway slicing aerator.
This will be completed by aerating in one direction. All sprinklers, quick couplers, or other impediments shall be flagged by City staff before this procedure is initiated.
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22 c. All playing fields shall be slit seeded once per month. Seeding rates shall be 20% Bluegrass and 80% Perennial Rye grass, or approved equal.
Contractor shall provide Bermuda seed upon request of the Field Service Inspectors. Field Service Inspectors shall approve Bermuda type prior to seeding area. Seed varieties must be industry recognized for quality and approved by City’s Field Service Inspectors and/or City’s Project Manager.
Both seed varieties shall be applied uniformly, either by mixing or separate applications of 250 lbs per acre in total.
d. Contractor shall provide verification of seed varieties (seed label tags) and quantities (shipping tags) during and after each area of renovation.
Contractor will document all procedures and provide a daily diary of grow- in activities.
e. Field areas will be fertilized using “starter” type fertilizer (15 -15-15) to enhance germination and initial seed vigor. Fertilizer is to be evenly distributed at 10 pounds per 1,000 square feet. Areas shall be fertilized after each slit seeding has been completed.
f. City shall furnish water and all watering schedules. Contractor shall report watering concerns to Watering Manager (Miguel Chacon) throughout grown-in period.
C) Soccer Field/Turf Renovation Procedures
a. Orange snow fencing (6ft high portable chain link fence shall be used for Cubberley Community Center) shall be installed to isolate the soccer field renovation area from use or encroachment by the general public. Fence opening shall be locked using the contractors lock and City’s corbin lock, linked together.
b. A minimum of four signs (additional signs may be requested) must be provided in a Who What Where Fact sheet format. Who What Where Fact sheet template can be given to contractor as requested. Fenced area shall be placed in a manner not to interfere with irrigation system DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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23 watering the newly renovated area. Contractor shall be responsible to maintain the fencing throughout the renovation period.
c. If necessary and upon approval of Field Service Inspectors, the field shall be treated with a post emergent (RoundUp Pro Max) material to eliminate weed infestations and competition with the materials to be planted.
d. Turf areas shall be scalped mowed down to approximately 1" or less in height. Excess clippings shall be vacuumed or finely swept up and disposed.
e. All turf areas will be double aerated using either a conventional drum aerator or a pull behind mechanical hydraulic and/or gas tine aerator. This will be completed by aerating in two perpendicular directions. All sprinklers, quick couplers, or other impediments shall be flagged by City staff before this procedure is initiated. Core size shall be 3/4" diameter minimum, using a deep hollow tine aerator to a depth of 3" to 4”. The turf areas shall be dragged afterwards to break up the cores.
f. After aerating, fields shall be dragged with a drag mat to break the cores down to level and fill and low areas. After dragging has been completed, holes or low spots greater than 1" in depth are to be filled with a of Topdressing mix (40% sand, 20% organic compost (1/4” minus), and 40% loam) or approved equal by Field Service Inspector/Project Manager.
g. The goal is to level the field and eliminate low spots and bumpy areas to create a consistent and even playing field (25 yards per full size soccer field is an estimated amount needed to achieve this result) The Contractor must provide a sufficient amount of soil to achieve the desired field grade. Field Service Inspector and/or Project Manager shall provide the final amount of topdressing mix needed.
h. 100 yards of PRZ Mix (70% TD-320 sand, 30% organic compost (1/4” minus, shall be free/screened of rocks, trash, clumps, and other debris) or DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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24 approved equal shall be top dressed on each soccer field and material shall be dragged into the aeration holes.
i. After leveling and dressing fields, fields shall be slit seeded in two directions. Seeding rates shall be 20% Bluegrass and 80% Perennial Rye grass (Fiesta 4), or approved equal. Contractor shall provide Bermuda seed upon request of the Field Service Inspectors. Field Service Inspectors shall approve Bermuda type prior to seeding area. Seed varieties must be industry recognized for quality and approved by City’s Field Service Inspectors and/or City’s Project Manager. Both seed varieties shall be applied uniformly, either by mixing or separate applications of 250 lbs per acre in total. If the maximum discharge rate on the slit seeder does not meet the application rates, broadcast seeding will be allowed after the above procedures have been completed at the maximum rate setting.
j. Broadcast seeding shall be used to seed large bare areas where slit seeding would not be ideal to use. Upon completion of the drill seeding/broadcast seeding procedure, fields shall be dragged in two directions to set the seed in the soil and into the holes.
k. Field areas will be fertilized using “starter” type fertilizer (15 -15-15) to enhance germination and initial seed vigor. Fertilizer is to be evenly distributed at 10 pounds per 1,000 square feet.
l. Field areas will be top -dressed using a top dre sser to evenly distribute material (not to be spread by hand) with a 1/4" inch layer of top dressing material, which shall be organic compost (1/4” minus, shall be free/screened of rocks, trash, clumps, and other debris), . Field Service Inspectors shall approve compost prior to top-dressing.
m. Contractor shall be responsible for grow in of the renovated areas. This includes multiple daily irrigation(s) as necessary to provide optimum moisture conditions for turf germination (this includes weekends and holidays). The grow in period shall be not less than 15 days for preliminary germination of the ryegrasses. After this period, soil
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25 conditions will be kept at a moisture level sufficient for development and germination of the bluegrass seedlings, which is normally 25 -30 days.
Mowing may occur as necessary during this period. An expected germination and establishment rate of 95% of all seedlings is required.
n. Contractor shall provide verification of seed varieties (seed label tags) and quantities (shipping tags) during and after each area of renovation.
Contractor will document all procedures and provide a daily diary of grow- in activities.
o. Soccer field and turf renovation shall be completed within 10 working days after the date upon which notice to proceed is issued by Field Service Inspectors or Project Manager.
p. City shall furnish water and all watering schedules. Contractor shall report watering concerns to the Irrigation Manager throughout grown-in period.
IX. GENERAL MAINTENANCE AND CLEANUP
The following general maintenance and clean up guidelines apply to all areas included in this agreement.
A. All clippings, trimmings, cuttings generated by the Contractor shall be promptly removed from the work site at the end of the same day the work is performed.
Dumpsters shall not be used on the sites unless approved by Field Service Inspectors and/or Project Manager.
B. All areas covered by this Agreement, including but not limited to: areas around shrubs and trees, non- landscaped islands, sidewalks, patios, planter beds, curbs and gutters shall be kept free from weeds, litter, non-ornamental rocks, glass and debris. Debris including, but not limited to: paper litter, leaf and plant debris, household furniture, household appliances, cardboard, cigarette butts, shopping carts (shall be returned to local business on same day), animal feces, biohazards (human feces, hypodermic needles), illegal drug paraphernalia, and vehicle parts.
The Contractor shall provide its employees’ OSHA approved environmental, health and safety training to ensure compliance with all federal, state, and local laws or regulations.
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26 C. Paved areas in all sites, including play and picnic areas, shall be swept and cleaned of any dirt, debris, weeds, litter or soils.
D. Picnic Area: All Tables, benches and barbecue pits shall be kept cleaned. BBQ pits debris shall be removed twice weekly, Mondays and Fridays year round. Picnic area tables, BBQ pits and benches shall be scrubbed and washed using a biodegradable cleanser.
E. All sand areas including sand volleyball courts shall be kept raked and cleaned of any debris. Sand shall be furnished by Contractor on an “as-needed” basis, type to be determined by Field Service Inspectors.
F. All parks shall be inspected by contractor for glass and other safety hazards by 10:00 a.m. on a daily basis.
G. All decomposed granite pathways must be raked and not blown where indicated by the Field Service Inspectors and/or Project Manager. During summer months decomposed granite pathways shall be watered down prior to using an electric blower to clean pathways where indicated by Field Service Inspectors.
H. Ornamental garbage enclosures and dumpster enclosures shall be kept clean with a biodegradable cleaner.
All garbage cans and recycling containers (recycling containers that are not serviced by Green Waste) must be emptied at the sites listed in this agreement.
Garbage cans and recycling containers more than half full must be emptied into their correct locations (example: recycling shall be recycled). Mechanically or physically compressing garbage is not permitted in lieu of emptying. All garbage containers and recycling containers must be emptied on Mondays and Fridays. All garbage cans must have a garbage can liner. The Contractor is responsible for providing garbage can liners. Re-using soiled garbage can liners are not permitted.
Compostable Plastic Bags shall be used in comp ost bins and shall meet the following standards: Biodegradable Products Institute (BPI), non- Genetically Modified Organism (GMO) preferred, www.bpiworld.org
http://www.bpiworld.org/BPIPublic/Approved/1.html. Bags must be of sufficient thickness and within date shelf-life to prevent breakage during waste collection handling.
I. Skate bowls, multipurpose bowls and handball courts must be kept clean. Bowls and handball courts are located at: Mitchell Park, Rinconada Park, Robles Park, Eleanor Park, and Hoover Park.
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27 J. All signs including but not limited to Park signs, Park rules signs, and ornamental signs shall be kept clean.
K. All drinking fountains shall be kept clean and free of debris at all times.
X. PLAYGROUND and PLAYGROUND EQUIPMENT MAINTENANCE
The following playground and playground equipment maintenance guidelines apply to all playground areas included in this agreement.
Playground and playground equipment maintenance needs to be performed on a daily basis. The Contractor must schedule playground maintenance in a logical time frame where playground use is typically low in the morning hours so the playground can be thoroughly cleaned and inspected with minimal interference to and from park users.
Contractor shall post sign(s) in the playground stating, “Playground is Closed for Cleaning” during each cleaning. Playgrounds shall be cleaned by 10:00am at all sites.
A. All playground sites and equipment shall be inspected at the start of each workday.
The fall cushioning material (sand, wood fibar, rubber surfacing) shall be cleaned and raked level to remove any foreign and hazardous material and neatly groomed daily.
B. Any playground equipment showing signs of wear, fatigue, vandalism or otherwise presenting an unsafe condition shall be reported immediately to the Field Service Inspectors and/or Project Manager.
C. Special attention shall be made to areas around and immediately adjacent to play equipment. The fall cushioning material in these areas shall be leveled by distributing material from high areas to low areas, material shall be added to edges. Edges shall not have a lip that exceeds 3”in height where applicable or requested by Contractor Manager or Field Service Inspector.
D. During the leveling and distribution of fall cushioning material, no concrete footings or bases of play equipment shall be exposed that could allow children to trip or fall on.
E. During regular maintenance, the raking and filling of depressions shall be done in a manner to prevent material compaction. Material shall be rototilled in compacted areas upon the request of Field Service Inspectors. The Contractor shall be responsible fo r supplying material (sand, engineered wood fiber, etc) to playgrounds so that the uniform depth meets safety guidelines at all times DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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28 (American Society of Testing Materials (ASTM) 1292 and ASTM 2223). Contractor shall provide labor to ins tall all fall cushioning materials and material shall be applied within 30 days of initial request. If unable to meet deadline, contractor shall supply a letter (electronic or handwritten) from the supplier stating the reason for not meeting the time frame listed above. If the contractor is not able to provide the City this information, the City reserves the right to contact the vendor directly.
Contractor shall supply an approximate amount of 700 cubic yards of engineered wood fiber and an approximate amount of 200 tons of playground sand per year of this contract. Fiber must have a certificate showing its compliance for use as a playground fall cushioning material. Certificate shall be given to City’s Project Manager prior to installation. Materials will be specified by Field Service Inspectors and/or Project Manager for each site. Please note types of playground sand differ from site to site.
Contractor shall supply a copy of the invoices from the suppliers to City’s Contract Manager and Field Service Inspectors.
If materials are mixed together in a play area (example: sand and fiber), material shall be removed and replaced by Contractor with original material in area. Sand must be kept separate from fiber.
F. The raking and distribution of fall cushioning material around and below the play equipment shall have a cushioning potential and this condition shall extend through the use zone of any part of the play equipment. Use zones vary depending upon equipment type and designed use. The Contractor shall consult with the Field Service Inspectors and/or Project Manager for questions regarding use zones around playground equipment. Contractor shall match existing or approved equal by Field Service Inspectors and/or Project Manager. Contractor shall be responsible for providing a sample of the fill with appropriate specifications prior to receiving approval from the City’s Fields Service Inspectors and/or Project Manager.
G. All play areas shall be maintained free of litter, cans, pop tops, broken glass, sticks, Band-Aids, rocks, cigarette butts, ropes, toys, and other harmful and unsightly debris. Sweep or blow walks around play areas and return fall cushioning material to play area.
Gather loose belongings and set aside on a bench for two days until disposing.
H. Sweep or blow all playground equipment surfaces.
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29 XI. HOMELESSENCAMPMENTS
The Contractor shall report to the Field Service Inspectors and/or Project Manager to any signs of any homeless encampments on any sites listed in this agreement. Encampment debris includes, but is not limited to, large cardboard, plywood, shopping carts, blankets, sleeping bags, coolers, tents, tarps. The Contractor at the reque st of the Field Service Inspector and/or Project Manager shall remove incidental litter/debris generated by any homeless activity. The Contractor at the request of the Field Service Inspector and/or Project Manager must remove encampments debris generated by any homeless activity after the encampment has been posted for removal by the Palo Alto Police Department.
The Contractor shall cover all costs related to dumping fees.
XII. EQUIPMENT
The Contractor is to provide an inventory list of the equipment to be u sed during this project. The inventory list must include: description, model/make, and picture (if applicable) of equipment to be used for the maintenance of the landscaped and non- landscaped grounds specified in this package. The Contractor’s equipment inventory shall include but is not limited to: 36” and 72" mowers a large rotary riding mower with a minimum of a 11’ wing span, aerator’s (walk behind and tractor attachments, includes slicing aerator and hollow tine aerator), generators, line trimmers, pressure washer, two greens mower with groomer attachment, an artificial synthetic turf broom (to maintain artificial soccer field)walk behind thatcher and battery operated leaf blowers that satisfy the City of Palo Alto’s noise ordinance requirements.
The Contractor shall at all times furnish and maintain sufficient equipment as necessary to perform the work of this contract. Such equipment shall be subject to the inspection and approval of the City's Representative.
If the contractor is unable to consistently provide the necessary equipment to perform the work, it may be considered a breach of this contract.
Exceptions proposed and acceptance: None.
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30 SITE LOCATIONS AND SPECIAL INSTRUCTIONS
Site names, locations, address (when applicable) are listed below. Special maintenance instructions are listed, when applicable, for each site and shall be adhered to, in addition to, all other maintenance requirements listed in these specifications.
SECTION A
MEDIANS, ROADSIDE PLANTER STRIPS, AND BIORETENTION BASINS
Medians are defined as a landscaped area between traffic lanes used for the control of traffic. Roundabouts/traffic circles are considered medians in this scope.
Roadside planter strips are defined as landscaped areas between sidewalk and roadway.
Bioretention Basins are defined as basins that collect storm water runoff into the treatment area which consists of plant materials.
Pesticides shall not be used in any bioretention basins.
A. MEDIAN AND ROADSIDE STRIPS
Item 1 - Alma St. – Eastside of street from San Antonio Rd. to Ferne and Greenmeadow to East Meadow.
Trim ground cover 2 feet away from fence. Trim ground cover off fence upon resident request.
Item 1A - Alma St. West- Alma between El Carmelo and El Dorado, corners at West Meadow and Alma, corners @ West Charleston and Alma
Keep all plant material below 3ft in height at West Meadow and West Charleston.
Maintain plant material located between El Carmelo and El Dorado.
Item 2 - Arastradero Rd. – Hubbartt Dr. to east of Deer Creek Rd.
Includes sidewalks, fence lines, and sidewalk strips on the west side from Hubbartt Dr. to the Arastradero West driveway
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
Attachment A -
Amendment No. 1 to
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C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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31 Includes cement medians on the east and west side of the intersection at the Foothill Expwy.
Includes traffic control median across from Gunn High School.
Includes the cement and landscaped medians west of Foothill Expwy. to Deer Creek Rd.
Item 3 -Birch St. Medians – center medians from California Ave. to Oregon Expressway.
Item 4 - Bryant/Addison Circle – Landscaped traffic round a bout at the intersection of Addison Ave. and Bryant St.
Item 5 - California Avenue -- medians and sidewalk planting strips on California Avenue from El Camino Real to CalTrain Property
Contractor is responsible for maintaining the ornamental water fountain at the east end of California Ave. at Park Blvd. The contractor shall perform the following routine/regular maintenance. Please refer to Lytton Plaza’s Fountain Protocol for details.
Item 6 -- California Avenue Business District Tree Wells – Any and all tree wells within the California Avenue business corridor between Cambridge Ave. and Sherman Ave.
Item 7 - N. California Ave. – Landscaped right-of-way on the north side of street between Middlefield Rd. and Barbara Drive (up to resident’s driveway).
Item 8 – Charleston- Arastradero Corridor Medians and Bioretention Basins (east and west) – Please take note: Areas are not built, upon request, City will provide drawings.
Phase 1- Miranda Ave to Clemo Ave on Arastradero
Maintenance to start on June 1, 2019
Phase 2- Alma to Louis on Charleston
Maintenance to start on June 1, 2019
Phase 3-Clemo Ave to Alma Street on Arastradero
Maintenance to start on June 1, 2021
Includes cement/landscaped median at Louis Rd and East Charleston
Sidewalks and planting strips from Carlson Ct. to Alma St, North side of Charleston.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
Attachment A -
Amendment No. 1 to
Contract
C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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38 Packet Pg. 47 of 461
32 Trim plant material 2 feet away from fence. Trim ground cover off fences upon resident and/or Field Service Inspectors request.
Item 9 - Downtown Tree Wells – Lytton St. to Forest Ave. (north to south boundary) and from Alma St. to Webster St. (east to west boundary)
Remove litter weekly. Remove tree suckers monthly.
Item 10 - El Camino Real – Medians and planter strips on El Cam ino Real from the intersection of Alma St. to Dinahs Ct. All Manzanita’s on islands, do not trim tops. Keep growing naturally, only thin to keep behind curb.
Includes triangular planter at the intersection of Alma St.
Does not include center medians and sidewalk planter strips from Sand Hill Rd. to Quarry Rd. Does not include medians near University Ave.
Includes medians and landscaped areas on El Camino Way
Item 11 - Eleanor Park Area Cul de Sacs – Landscaped medians (7) in the Eleanor Pardee Park area located on Arcadia Pl (Pollinator Garden)., Island Dr (Pollinator Garden)., Kent Pl., Tevis Pl., Kirby Pl., Somerset Pl., and Regent Pl.
Note: Certain medians are maintained by residents, please confirm with Field Service Inspectors for details on specific ones.
Item 12 - Embarcadero Rd. Islands/Underpass – medians/planter strips located on the south side of Embarcadero Road at the following intersections: Kingsley Avenue, Bryant Street, Churchill Avenue, Middlefield Road, Guinda Street, Seale Avenue, North California Avenue; north side of Embarcadero Road at the following intersections: Emerson Street, Kingsley Avenue, Melville Avenue, Primrose Way, St. Francis Drive;
Underpass east of El Camino Real: landscaping (includes slopes and landscape located on east corner of High Street) on the north side of Embarcadero (Town and Country Shopping Center side) to east side of Emerson St. and south side from El Camino Real (includes slopes) to east side of Kingsley Ave.
Please note, majority of this landscaping will be renovated in 2018. Maintenance shall commence on January 1, 2019 for all newly renovated landscape. Ivy located on east side of Alma Underpass will not be touched and shall be maintained starting on July 1, 2018.
Upon request, City will provide drawings.
Kingsley Ave. medians has natural turf and shall be mowed weekly.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
Attachment A -
Amendment No. 1 to
Contract
C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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39 Packet Pg. 48 of 461
33 Primrose Pollinator Garden at Primrose. Weed and dead head as requested by Field Service Inspector.
All walkways along the underpass must be cleaned weekly.
Item 13 - Evergreen Park Closures/Park Blvd. Medians - Landscaped and cement street closures (13 locations) located between Park Blvd. and El Camino Real at or near the following intersections: W. Meadow, Margarita Ave., Chestnut Ave., Mariposa St., Park Ave., College St., Oxford St., College St., Birch St., Ash St., and Leland St.
Item 14 - Forest Ave. – Center median (turf) between Lincoln Ave. and Boyce Ave.
Item 15 - E. & W. Greenwich St. Cul de Sacs - Landscaped/turfed medians located on the east and west side of Newell Rd.
Turf shall be mowed weekly.
Item 16- Kellogg at Middlefield- Landscaping on all four corners. Total of 8 bioretention basin.
Item 17 - Lytton/Guinda –Landscaped median at Lytton Ave. and Guinda St.
Item 18 - Melville Island – Landscaped median at Greenwood Ave.
Manually water as requested by Field Service Inspectors and/or Project Manager.
Item 19 - Miranda Avenue – Medians along east road shoulder from Arastradero Rd. to Arroyo Ct.
Item 20 - Oregon Expressway – Medians and planter strips from West Bayshore Rd. to Alma St.
Height and side trimming of shrubs shall be completed twice a year in April and October or as scheduled by Field Service Inspectors. Height trimming shall be at current level, about 12 feet.
Includes sidewalks on south and north side.
Keep vegetation off of sidewalks, blow walkways weekly.
Includes keeping ivy and shrubs off of fence line on south side.
Includes cul-de-sacs: High St., Emerson St., Ramona St., South Ct., Tasso St. (off Marion Ave.), Warren Way.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
Attachment A -
Amendment No. 1 to
Contract
C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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34 Item 21 - Page Mill Rd. – Alma St. to Page Mill Rd.
Includes landscaped medians and slopes between Alma St. and El Camino Real
Includes ivy/vines along guardrails, fence lines, and bridge railings in the proximity of the Alma St. on/off ramps between Sheridan Ave. and Sherman Ave.
Keep ivy/vines trimmed away from signage attached to all overpasses Keep all hardscaped areas along on/off ramps from Page Mill Rd. to Alma St. free of weeds
Clean drainage outlets and gutters clear of weeds along the north side of the underpass from the Alma St. ramp to the California Ave. turn off.
Includes weed control on all cement traffic light medians at the intersection of Page Mill Rd. and El Camino Real.
Includes cement and landscaped center medians from El Camino Real to Foothill Expressway.
Includes pathway on the west side of Page Mill Rd. from Peter Couts Way to Foothill Expwy.
Item 22 - Quarry Rd. – Median west of Welch Rd.
Item 23- Roundabouts-
Everett Ave at Emerson (Downtown)
Everett Ave at Webster (Downtown)
Lytton at Fulton (Downtown)
Bryant at Addison (Downtown)
Park Blvd at Stanford Ave (Peers Park)
College Ave at Yale St. (College Terrace)
Cambridge Ave at Yale St. (College Terrace)
Item 24 - San Antonio Rd. Medians/Planter Strips/Interchange/Right- of-way – San Antonio Road (one way street) to Alma, includes all medians and planter strips, north and south along wa lkways as well as center median. Also includes center median on Alma.
Excluding Jewish Community Center planter median located on the north side of San Antonio Road at the corner of Charleston. Contact Field Service Inspector or Project Manager for details.
Alma to San Antonio Road keep all cement medians free of weeds.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
Attachment A -
Amendment No. 1 to
Contract
C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
Pg.
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35 Manual watering of underpass shall be done 2 times a week between March and November.
San Antonio Ave. Landscape Maintenance Guidelines
(Middlefield to Alma)
Shrubs & Groundcover
Monthly maintenance:
Monthly maintenance is to include a weekly visit to the site to confirm that no major landscape issues are needing to be addressed. This weekly inspection is to include a drive by of all landscape areas. Attention to any maintenance issue to be performed within 2 days of its observation, unless immediate attention is needed, which should be done when the issue is observed.
Seasonal Fall Pruning Schedule:
September:
Daylilies: Remove dead leaves from under part of plant by pulling them off by hand.
Remove spent flower stocks by pulling them upwards by hand.
Tulbaghia: Remove dead leaves from under part of plant by pulling them off by hand. Remove spent flower stocks by pulling them upward by hand.
October:
Roses (pink & yellow): Dead head flowers and reduce size of bush, removing all dead branches. Plants to be hand trimmed above the 5 & 3 leaf sprouts. Fertilize with slow release organic fertilizer after pruning.
Prunus: Shear 3” from branch ends to promote denser growth. Plant height to be topped @ 7’. Remove stakes when plants are able to support their own weight or after 4 years’ time, this shall be done when requested by Field Service Inspectors.
Salvia chamaedryoides: Shear back in size to a 2’ dia. sphere.
Salvia luecantha: Shear back in size to a 2’ dia. sphere.
December:
Pennisetum ‘ rubrum’: Prune entire clump to 5” above soil level in December.
Fertilize massing in late January with a slow release fertilizer.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
Attachment A -
Amendment No. 1 to
Contract
C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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36 **Plants Not to be Pruned:
Ceanothus: Hand prune plants along edges as necessary to eliminate road encroachment. Mechanical shearers are not to be used when pruning plants. No pruning of shoots should take place along the tops of the plant.
Archotostaphylos ‘Howard McMinn’: Pruning of plants should only be done to remove dead branches. No shearing or plants shall be.
Dietes: No pruning should be done of any kind. Plants to be physically divided when clump has become too large. This is to be determined in the field.
Plant Replacement
Submit a list to the City’s Field Service Inspectors in the fall of the total number of plants that need to be replaced.
Middlefield to Highway 101
Trees are not to be pruned by contractor. Tree trimming per city staff only.
Planting Maintenance Specifications:
Arctostaphylos ‘John Dorley’ - Must only be trimmed when encroaching into the sidewalk or roadway only. Trim back by hand do not shear.
Ceanothus griseus ‘horizontalis’ - Must only be trimmed when encroaching into the sidewalk or roadway only. Trim back by hand do not shear.
Dietes vegata - No pruning or shearing necessary. Divide large mature clumps every 5 years. Discard removed sections of replanting is not an option.
Hemerocallis (all varieties) – Dead head dried flower stalks after blooming season. Hand pull all dried leaves at base of plant every 6 months (fall & spring) Lavandula angustifolia – Shear plant back 1/3 of its overall size once yearly after blooming season (Fall)
Prunus caroliniana – Shear sides every 6 months to a year to keep plant dense. Maintain hedge at 8’ height.
Roses (all varieties) – Cut back to 2/3 of the plants overall size in November of each year and fertilizer. Hand pruning @ the 3 & 5 leaflets is preferred method.
Salvia chamaedryoides – Shear plant back 1/3 to 1/2 of its overall size once yearly after blooming season (Fall)
Carex tumulicola – Cut back 1” above finish surface every two years. When planted in mass cut every other plant every year.
Festuca californica - Cut back 2” above finish surface every two years. When planted in mass cut every other plant every year.
Contractor to provide the city with a list of all plants that need to be replaced every 6 months.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
Attachment A -
Amendment No. 1 to
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C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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37 Item 25- Southgate Bioretention Basins 16 basins total. 2 at Sequoia and Madrono
2 at Sequoia and Escobita
4 near Sequoia and Castilleja 2
at Miramonte and Castilleja 2
at Miramonte and Escobita 2
at Miramonte and Madrono 2
at Miramonte and Portola
Item 26 - University Ave. – El Camino Real to Woodland Ave. Median islands from El Camino Real on-ramp to High St. Tree wells from Alma St. to Webster St. Landscaped corners (28) between Emerson St. and Cowper St. Lytton Plaza at the corner of Lytton Ave. and University Ave. Landscaping on the North side of University Ave. and Woodland Ave. (City of Palo Alto sign)
Litter and debris shall be removed daily from all landscaped areas and walkways.
University Ave. median island at El Camino Real.
Includes landscape on southeast corner near backflow
Includes bike path.
Includes planter strip on Arroyo Ct.
Item 27 - 101/West Bayshore Rd. Soundwalls – North soundwalls from Embarcadero Rd. to City Limits; South soundwalls from Oregon Expwy. to Amarillo Ave.
Includes area from gutter to sound wall
Keep vines trimmed behind curb line
Thin vines as needed to prevent top heaviness
Item 28- West Meadow and East Meadow Medians- Maintain medians between Alma Street and Wilkie Way on West Meadow. Re -seed median with native poppy seeds as request by Field Service Inspectors and/or Project Ma nager. Maintain planter strip on East Meadow, located on the south side.
Prune plants down to keep height under 2ft. Deadhead plant material as requested by Field Service Inspector.
Item 29- Welch Road Center Medians
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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Amendment No. 1 to
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C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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38 Quarry Road to Pasteur Drive
Item 30- AMBLUR
Ross at Corina - 2 middle islands
Ross at Eastmeadow - roundabout
Ross at Colorado - 2 middle islands
Ross and Loma Verde - 2 middle medians
Ross at Stone (south side) - 2 side medians (speed hump) Ross south of Ames Street- 2 side medians, 3 bioretention basins across from 3412 Ross at Richardson Court -2 side medians
Ross at Allen Court- 3 side median
Allen Ct and Loma Verde on Ross- 2 medians mid-block planter (speed hump) Ross at Stern 3 side medians ,includes curb extensions
Ross, North of Stern- 2 side medians (speed hump)
Ross, south of Sutter- 2 side medians (speed hump)
Ross at Moreno- roundabout
Easmeadow Drive at Eastmeadow Circle- 1 round about 4 side planters and 4 medians Eastmeadow at Louis- roundabout
Ross at Louis- roundabout
Bryant at El Verano- 2 islands
Bryant at Campesino –traffic circle
Bryant and N. Cal Ave.- traffic circle 4 side medians (corners) Bryant at Lowell -2 middle medians on Lowell
Bryant at Kingsley -roundabout and 4 side medians (corners) Bryant and Addison- 4 side medians (corners)
Bryant and Evertt Ave- 4 bioretention basins
Bryant and Palo Alto Ave- roundabout 1 center median, and 2 medians
Amarillo and Tanland- 5 side landscaped
Amarillo and West Bayshore 1 median on Amarillo and 3 on West Bayshore.
Amarillo and Greer - roundabout
Amarillo west of Greer -8 medians in front of elementary school
Louis and Felding- landscape strips
Louis and Moreno –landscape strips
Maintenance shall commence on October 1, 2018. Upon request, City will provide drawings to contractor.
Item 31- Rincon Circle Roundabout- across from 4198 Rincon Circle DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
Attachment A -
Amendment No. 1 to
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C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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39 SECTION B
PARKING LOTS and PARKING GARAGES
B. PA
RKING LOTS and PARKING GARAGES
Item 1 - California Avenue Business District Lots and Garages -- Landscape and hardscape maintenance. This includes litter removal from the entire parking lot, not just islands; and includes blowing the sidewalks.
Item 1A - Parking Lot 1 off Cambridge Ave.
Item 1B - Parking Lot 2 off Cambridge Ave.
Item 1C- Parking Lot 3/Ted Thompson Garage Cambridge Ave. & Birch St.
Train camellias to espalier. Keep shrubs pruned for visibility below 3ft in height. Remove dead buds from camellias and pinch back. Fertilize camellias with organic acidic fertilizer.
Ite
m 1D - Parking Lot 4 off Cambridge Ave.
Item 1E - Parking Lot 5 (Garage) off Cambridge Ave. at Mimosa Ln.
Item 1F - Parking Lot 6 off Birch St. and Sherman Ave.
Item 1G - Parking Lot 7 off Sherman Ave. at Ash St.
Item 1H - Parking Lot 8 off Sherman Ave. and El Camino Real Item 1I - Parking Lot 9 off Cambridge Ave. at Birch St.
Item 2 - University Avenue Business District Parking Lots and Garages Landscape and hardscape maintenance. This includes litter removal from the entire parking lot, not just islands; and includes blowing the sidewalks.
Item 2A - Parking Lot A – 400 block of Emerson St.
Item 2B - Parking Lot C – 400 block of Ramona St.
Item 2C - Parking Lot D – Hamilton Ave. at Waverly St.
Item 2D - Parking Lot E – Gilman St. at Bryant St.
Item 2E -Parking Lot F – Florence St. at Waverly St.
Item 2F -Parking Lot G – Gilman St. at Waverly St.
Item 2G -Parking Lot H – Cowper St. at Hamilton Ave.
Item 2H -Parking Lot Cowper-Webster
Ro
utine Maintenance
Re
port any safety issues or vandalism during your site visit.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
Attachment A -
Amendment No. 1 to
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C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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46 Packet Pg. 55 of 461
40 Report any irrigations problems
Remove litter and debris from site Monday and Friday.
Replace plant material as needed-plants to be approved by City.
Weed removal chemical or mechanically in accordance with Agreement specifications.
Ite
m 2I -Parking Lot K – Lytton Ave. at Waverly St.
Item 2J -Parking Lot N – 500 block of Emerson St.
Item 2K -Parking Lot O – 400 block of High St.
Item 2L -Parking Lot P – 500 block of High St. (includes alley way across High Street).
Item 2M -Parking Lot R – 500 block of High St. at Alma St.
Item 2N -Parking Lot S – 400 block of Bryant St. (Includes Parking Lots L & S) Parking Lot L – Bryant St. at Lytton Ave. (See Bid Item 2N) Item 2O -Parking Lot T – Corner of Lytton Ave. at Kipling St.
Item 3 - Midtown Shopping District – Middlefield Rd. between Colorado Ave. and Moreno Ave.
Includes parking lot and landscaping only, as well as alley way. Please refer to maps for detailed location.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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Amendment No. 1 to
Contract
C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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41 SECTION C
PARKS
C. PARKS
Item 1 - Bol Park – PESTICIDE FREE PARK - Laguna Ave. between Matadero Ave. and Barron Ave.
South boundary extends to the north side of the Matadero Creek bridge Ope
n space/native plant areas to the north/west of bike path: Native plant materials shall not be touched. Palo Alto Friends Groups maintain these natives throughout area.
This park has decomposed granite pathways that can be cleaned w/ a leaf blower with prior watering of the pathway to keep dust particles down. Field Service inspector may request pathways be cleaned manually (with a rake) if dust particles are visible and/or upon residents’ complaints.
Item 2 - Boulware Park -- PESTICIDE FREE PARK- Between Fernando Ave. and Chestnut Ave.
Inc
ludes pump station on the south west side of park. Keep vines off building and fence lines clear to 3 feet.
Basketball court shall be cleaned Monday-Friday.
Item 3 - Bowden Park – High St. at N. California Ave.
Item 4- Bowling Green- 474 Embarcadero road at Cowper
Internal Turf Care
*Th
e contractor shall begin by having a Soil Fertility and Agricultural suitability test.
This test shall be performed annually. Soil samples must be taken from different areas of the green.
*Mow at a maximum height of 1/8 inch with a greens mower MWF during the months of March – November. Mowing to be done in diagonal directions Remove clippings. *Mow 2x/weekly in December, remove clippings
*All grass clippings shall be removed
*Activate groomer 4x monthly in opposite directions.
*Thatch the green to ¼ inch every 5 weeks May - October *Clean the green of debris 3x weekly prior to mowing.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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Amendment No. 1 to
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C18170810A with
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Item 4: Staff Report
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42 *Manually supplement watering of green edges or dry spots as needed. Especially east edge beneath Oak trees. (Usually 3x /weekly)
*Edge green twice monthly, be cautious of wood border to not damage. *Rake and clean sand bunkers 2x monthly
*Clean asphalt and walkway areas around the clubhouse and green 3x/week, MWF *Manually aerate dry spots, and edges of the green as needed (edges need to done 3x annually as a minimum).Remove cores, topdress with kiln dried sand to fill holes and seed with hybrid Bermuda.
*Aerate the entire green with 5/8 tines in May and July and topdress with kiln dried sand (about 5 yards).
*Apply fungicide, pesticide, and/or herbicides to the green as needed. All chemicals shall be approved by City prior to contractor’s use.
*Control weeds outside of green once monthly.
*Fertilize with ammonium sulfate once every 5 weeks June –October. Scheduling shall be done with Field Service Inspector prior to application. *Fertilize with Andersons Contec DG 18-9-18 and PEL-LIME (OMRI Certified) 3x annually or as requested by Field Service Inspector and/or Project Manager. *Report any hazards and secure until they can be repaired. *Empty cans, litter removal 2x weekly, MF
*Remove ivy from the trees around the green monthly
*Trim ivy along the fence line 4x annually
*Clean needles behind the clubhouse annually –end of December *Contractor shall have two greens mowers with groomer attachment Green Renovation
*Green shall be renovated each year of contract.
, Aerate the green with 5/8 inch tines. Remove cores, Topdress the green with Kiln dry sand (usually about 4 yards). Fill aeration holes to top and remove excessive sand.
Broad cast seed - a hybrid Bermuda seed along edges and other bare areas. Keep moist through the grow in period (approx. 4-5weeks). Fertilize with Andersons Contec DG 18-9-18 and PEL-LIME (OMRI Certified) or recommended products by Field Service Inspector.
Ex
ternal Landscape/Turf
* Mow turf once/weekly
*Edge monthly
*Clean leaves from turf as needed (weekly November – December) *Weed walkway landscaping – weekly
*Trim landscaping 3x annually
*Clean walkways weekly after mowing
*Fertilizing turf shall be done three times annually early Spring (by the end of March), late Spring early Summer (by the end of May), Fall (by the end of October) using 6 pounds per 1,000 square feet, using OMRI approved NatureSafe 10-2-8 all DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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C18170810A with
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Item 4: Staff Report
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43 seasons organic fertilizer (or approved equal) at a rate of 1.0 pound of actual nitrogen per 1,000 square feet.
* Aerate turf 3x annually to a depth of four inches
*Litter removal 2xweekly, empty cans
*Prune all Carpet Roses in February
*Prune and maintain (weed, mulch, etc) Carpet Roses located in front of the Gamble Garden (between Waverly and driveway to Bowling Green on Embarcadero).
Item 5 - Briones Park – Arastradero Rd. at Clemo Ave.
Includes traffic barrier at the north side of Clemo Ave. at Maybell Ave.
This park has decomposed granite pathways that can be cleaned w/ a leaf blower with prior watering of the pathway to keep dust particles down.
Includes fence line at west side of park from Arastradero Rd. to Maybell Ave.
Basketball court shall be cleaned Monday-Friday.
Item 6 - Cameron Park – Wellesley St. between Stanford Ave. and College Ave.
Item 7 - Cogswell Plaza – Lytton Ave. between Ramona St. and Bryant St.
Item 8 - El Palo Alto Park – PESTICIDE FREE PARK - Palo Alto Ave. at Alma St.
Clean signs once per month along pathways.
Item 9 - Eleanor Park – Channing Ave. at Center Dr.
Garbage/recycling can located inside of garden near well site shall be serviced 3x per week.
Item 10 - Flood Basin- PESTICIDE FREE - East Bayshore Rd. between Animal Shelter and Adobe Creek.
There will be no chemical application of pesticides in the Flood Basin.
Mow 3 feet on east side of path.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
Attachment A -
Amendment No. 1 to
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C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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44 Remove dead plants and report any pest problems to Field Service Inspector and Project Manager.
Item 11 – Hale Well Park Area – PESTICIDE FREE PARK -Palo Alto Ave. at Hale Ave.
Turf and landscape on the west side of the Hale Well Site Keep 3-foot clearance area behind creek side fence line Item 12- Heritage Park- Corner of Waverly St. and Homer Ave.
Item 13 - Hoover Park – Cowper St. between Colorado Ave. and Loma Verde Ave.
Includes storage, bench, bleacher, and warm-up areas around Little League field.
Infield Maintenance
Mow infield 2x/week with walk-behind mower. Clippings shall be picked up.
Edge infield bi-monthly.
Fill in low spots with AT&T infield mix 1x/week.
Clean tennis courts twice per month in accordance with posted schedule. Field Service Inspectors may request additional cleaning if there is debris on the courts between scheduled cleaning.
Inc
ludes Dog Run located at the south east side of park. Decomposed granite area must be inspected for holes and filled daily. Fill low spots with decomposed granite as needed.
Water and compact loose d.g. as needed. Leaf material shall be raked up on a weekly basis.
Includes walkway to Middlefield Rd (planters not included) Item 14 - Johnson Park – Hawthorne Ave. at Waverly St.
Does not include Community Garden, but does include perimeter of garden. Use caution when blowing leaves and/or debris on pathways surrounding the community garden.
Leaves and/or debris should not collect around the perimeter of garden.
Sand
volleyball court shall be kept raked and clean of debris. Sand volleyball court shall be kept rototilled to relieve compaction and filled with approved sand as needed and as requested by Field Service Inspectors and/or Project Manager. Perimeter of volleyball court shall be edged bi-monthly.
Item 15- Lytton Plaza- Corner of Emerson and University Ave.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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Amendment No. 1 to
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C18170810A with
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Services, Inc.
Item 4: Staff Report
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45 Remove litter and debris, empty garbage cans as requested by Field Service Inspectors.
Rak
e decompose granite pad to eliminate litter, debris and to eliminate low spots and pot holes. Do not use blowers on decomposed granite pad.
Kee
p fountain filter clean and free of litter and debris. Keep screens around fountain free of any litter and debris. 1” Chlorine conditioning tabs and chlorine granular shall be purchased and applied by contractor to fountain. Contractor shall apply 4 ounces of chlorine granular and two 1” chlorine conditioning tabs weekly (every Monday morning).
Filters shall be cleaned weekly as well as scrubbing the face of the fountain with a pool brush that will not scratch the face of the fountain to remove all algae from surface. Please refer to Maintenance Protocol for Lytton Plaza Fountain for additional details. This shall be given upon request of the contractor.
Item 16 - Mayfield Park/College Terrace Library – Wellesley St. between College Ave. and California Ave.
Area must be blown before library is open. Opening time may vary per day.
Keep vines off of roof.
Area also includes plant material on side of road around day care center.
Item 17- Mitchell Park- 3800 Middlefield Road
Routine Maintenance
*R
eport any safety or vandalism issues each day
*Report any irrigation problems
*Clean and groom play areas, skate rinks, and sand boxes daily *Paddle ball courts and Tennis courts should be cleaned twice monthly in accordance with the posted schedule. Field Service Inspectors may request additional cleaning if there are debris on the courts between scheduled cleaning. *Utilize an electric blower once weekly to clean hardscape and pathway areas. D.G. shall be watered down prior to blowing to avoid creating dusty conditions. *Remove litter/debris from site daily.
*Clean BBQ areas and grills twice weekly Monday/Friday year around. *Edge turf area monthly
*Turf shall be mowed weekly
*Remove grass clippings from pathways and clumps of grass from turf after mowing cycles.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
Attachment A -
Amendment No. 1 to
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C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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52 Packet Pg. 61 of 461
46 *Leaves should be removed from turf each week prior to mowing as needed (Especially Fall Season).
*Prune shrubs zones as needed.
*Mow ivy once per year during March.
*Chemical and mechanical control of weeds as needed and/or requested by Field Service Inspectors.
*Aerate 2x’s annually, by the end of May and end of October. Minimum of 3” in depth *Fertilize 3xs annually. Clean hardscape areas after fertilizing *Replace landscaping as needed – Plants to be approved by Field Service Inspectors and/or Project Manager.
*Level areas in the turf on an as needed basis to prevent tripping hazards and to prevent muddy or areas of standing water.
* Trim shrubs and remove weeds along west fence line as needed and/or requested by Field Service Inspectors. Add decomposed granite if needed to level the area.
Dog Run Renovation
Annua
lly renovate the decomposed granite area within one full work day and level the site. Area should be wet and rolled until packed before opening. Advance notice of closure must be posted two weeks in advance.
Annually renovate the turf area located inside of the dog run (March through June, schedule exact closure with Field Service Inspectors and/or Project Manager.
Renovation closure notices shall be posted on exterior fence of dog run two weeks prior to the start of the renovation. Entire area shall be fenced off using portable 6ft high chain link fencing with orange snow fencing at the bottom to avoid dogs, balls, and dog toys intruding into the turf area while being closed off. Temporary water supply will be supplied by City staff if needed. Below are the steps for the renovation:
1) Close off area.
2) Hand weed Common Mallow in turf (remove root and all). 3) Edge turf along D.G. (line up edge with irrigations rotors). 4) Scalp mow turf area, remove all clippings.
5) Double aerate turf (two different directions).
6) Slit seed area in two directions, broadcast seed in all bare areas. Seed variety:70%Fescue 30% Kentucky Blue.
7) Fill in holes and low spots greater than 1” using PRZ mix from TMT or equal to (about 6 yards).
8) Topdress are a with remainder of PRZ mix.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
Attachment A -
Amendment No. 1 to
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C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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47 9) Broadcast seed throughout entire turf area. Seed variety:70%Fescue 30% Kentucky Blue.
10) Topdress with ¼” layer of compost, uniformly throughout entire turf area (about 2 yards).
11) Fertilize area with starter type fertilizer. Field Service Inspector and/or Project manager shall approve variety prior to application. 12) Communicate to Field Service Inspectors and/or Project Manager when renovation has been completed.
Magic
al Bridge Playground Maintenance
In addition to Mon-Fri routine cleanings, the contractor shall clean the playground on every Saturday and Sunday mornings for each year of this contract. This shall include the following:
1. Servicing of all garbage/recycling enclosures
2. Loose litter pick up
3. Clean-up of all debris
4. Wipe down of all playground equipment, seating areas, walls, picnic areas, play house, and drinking fountains .
Lig
ht pressure washing of all equipment, walkways, picnic area, playhouse, bridges, slide mound, PIP (poured-in-place) surfacing, 3x per year. This shall be scheduled with Field Service Inspector and Project Manager. If any damage is done due to contractor’s negligence, contractor shall repair items to its original state.
Item 18- Monroe Park – PESTICIDE FREE PARK- Monroe Dr. at Miller Ave.
Item 19 - Peers Park – Park Blvd. between Stanford Ave. and Sequoia Ave Area also includes pump station and driveway at the south east corner of park. Keep plant material off building. Keep fence lines clear to 3 feet.
Fen
ce line at the east side of park, along the railroad tracks, must be inspected daily for vandalism. Contractor must enclose holes in fence with yellow caution tape immediately if a hole is found. Contact Field Service Inspector and/or Project Manager immediately.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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Amendment No. 1 to
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C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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48 Tennis courts shall be cleaned twice per month in accordance with posted schedule. Field Service Inspectors may request additional cleaning if there are debris on the courts between scheduled cleaning.
Item 20 - Ramos Park – 800 East Meadow Ave.
Item-21- Rinconada Park- 777 Embarcadero Road
*Includes the perimeter of two sub-stations on the Hopkins St. side of Park. *I
ncludes the Girl Scout Building.
*Includes demonstration garden on west side of Girl Scout Building. Maintenance will be on “as requested” basis by Field Service Inspectors. Specifications on maintenance for the garden shall be given as requested by contractor. *I
ncludes pool turf and hardscape area. Maintenance schedule with pool area must be coordinated with the recreation department seasonally around scheduled events. *Includes yearly turf renovation of turf located inside of pool area. . Refer to Pg 29, VIII, section 2, Soccer Field/Turf Renovations for details. Seed variety for area may differ than typical seed variety specified in Soccer Field/Turf Renovation section of contract.
Field Service Inspector will provide seed variety information for turf area. Turf area shall be open for use by first weekend of May. Schedule of renovation may vary dependent on pool scheduling. (look at options for removing turf, synthetic).
Ro
utine Maintenance
*Report any safety or vandalism issues each day
*Report any irrigation problems
*Clean and groom play areas and skate rink daily
*Tennis courts to be cleaned twice monthly in accordance with the posted schedule
* Utilize an electric blower once weekly to clean hardscape and pathway areas.
* Remove litter/debris from site daily.
* Clean BBQ areas and grills twice weekly Monday/Friday * Edge turf area monthly
*Mow all turf areas (including pool area) weekly
*Remove grass clippings from pathways and clumps of grass from turf after mowing cycles.
*Leaves should be removed from turf each week prior to mowing as needed (Especially Fall Season).
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
Attachment A -
Amendment No. 1 to
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C18170810A with
BrightView Landscape
Services, Inc.
Item 4: Staff Report
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49 *Prune shrubs zones as needed, and/or requested by Field Service Inspectors. *Mow ivy once year during March.
*Chemical and mechanical control of weeds as needed
*Aerate 2x’s annually, by the end of May and end of October. Minimum of 3” in depth *Fertilize 3x’s annually . Clean hardscape areas after fertilizing *Replace landscaping as needed – Plants to be approved by Field Service Inspectors and/or Project Manager.
Level areas in the turf on an as needed basis to prevent tripping hazards and to prevent muddy or areas of standing water.
Item 22 - Robles Park – 4116 Park Blvd.
This park has decomposed granite pathways that can be cleaned w/ a leaf blower with prior watering of the pathway to keep dust particles down.
Item 23- Sarah Wallis Park – PESTICIDE FREE PARK -202 Ash St.
Item 24 - Scott Park – PESTICIDE FREE PARK- Channing Ave. at Scott St.
Item 25 - Seale Park – Maddux Dr. at Stockton Place
This park has decomposed granite pathways that can be cleaned w/ a leaf blower with prior watering of the pathway to keep dust particles down.
Upon request of Field Service Inspectors, arbors shall be washed down.
All maintenance must be completed after 8:00am.
Item 26- Terman Park- PESTICIDE FREE PARK- 655 Arastradero Road Includes turf area and jasmine on west side of main driveway at Arastradero (reference map for details on areas of responsibilities).
Includes parking lot medians and planter strips (reference map for details on areas of responsibilities).
Includes planter strip located between walkway and apartment complex on west side of field, behind west soccer goal on field #1 (reference map for details on areas o f responsibilities).
Includes planter strip located between walkway and residents homes behind north goal on field #2 (reference map for details on areas of responsibilities).
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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Item 4: Staff Report
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50 Includes basketball courts on the interior of the fence line as well as basketball court on the exterior of fence line.
Includes sidewalk located on west side of Terman Drive.
Item 27- Timothy Hopkins Creekside Parks- PESTICIDE FREE PARK Includes 3 feet behind fence lines—maintain as directed by Field Service Inspector and/or Project Manager
Item 28- Ventura School Grounds – PESTICIDE FREE PARK- Between Ventura Ct. and 2nd Ave.
Includes north parking lot and alley way that runs between fence line and building.
Black tops must be kept weed free at all times, blow loose material off of black top.
Item 29 - Weisshaar Park – 2298 Dartmouth St. between College Ave. and California Ave.
Tennis Courts shall be cleaned twice per month in accordance with posted schedule.
Item 30 - Werry Park – 2100 Dartmouth St. between College Ave. and Stanford Ave.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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Item 4: Staff Report
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51 SECTION D
CITY FACILITIES
D. CITY FACILITIES
Item 1 - Alma Fire Station – 301 Alma St.
*Keep vine in courtyard off of roof.
*Includes courtyard in the back.
Item 2 - Animal Shelter -- PESTICIDE FREE- 3281 East Bayshore Rd. *No fertilizers and chemicals shall be used.
*Fac
ility shall be serviced on Tuesday, before 8:00am
*I
ncludes front and rear (employee) parking lots
*I
ncludes front landscaping
*Includes patios and hardscaped areas, maintenance routine may require adjusting due to unforeseen circumstances with sheltered animals. Mowing to be done on Tuesdays only.
*I
ncludes turf area in front of kennels
*Includes emptying one garbage can
*Includes fence lines along exercise area and on the north side of complex Item 3 - Arastradero Fire Station – 600 Arastradero Rd.
Activate 7 manual valves twice per week..
In the courtyard, do not prune fruit trees.
Clean wash rack weekly.
Item 4 -Art Center – 1313 Newell Rd.
Leaf blower use is restricted in certain areas of property. Do not use leaf blowers at or around open windows. Area cannot be blown after 10:00 am.
Contractor mows children’s courtyard and lawns on the west side of building, along Newell.
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C18170810A with
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Item 4: Staff Report
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52 Neaten flowerbeds weekly. Prune azaleas, hydrangeas, roses and camellias as directed by Field Service Inspectors. Mow lawns and prep courtyards for special events as requested.
Enclosed patio on west side requires power washing as requested. Manually water container plants (includes raised planter on north side of fountain) that aren’t being irrigated this includes the plants located in the fountain. Fountain shall be filled once per week to keep water level just below the rocks. Keep all planters leaf and debris free.
Contractor must be prepared to change schedule around special events planned at the Cultural Center.
Em
barcadero parking lot between Community Garden and Art Center, north curb plant material (between garden and north parking lot curb, should be kept low and mulched.
Maintenance Specifications
Ornamental Grasses:
Muhlenbergia variety: To be trimmed to the ground in early January Leymus: To be trimmed to the ground in early January.
Carex: Hand pull all Bermuda weeds. To be mowed on the lawn mowers highest level in March. Lawn mower to be washed clean before mowing.
‘No Mow Grass’: Is to be blown clean of leaf debris in the fall/winter.
Other grass types: Trim to ground level in January when appearance of the grass is untidy.
Fer
ns:
Remove dead fronds only. Cut stem clean 1” above surface.
Sa
lvia:
Cut back yearly to 1/3 the plant overall height in November/December. No other pruning to take place during the year.
Ach
illea:
Dead head dry flower stocks when necessary. Use lawn mower on highest setting in March to cut back mass.
Boxwood Hedge:
Keep pruned a foot below fence height.
Hyd
rangeas (New & Old plants):
Cut back yearly to 1/3 the plant overall height in November/December. No other pruning to take place during the year.
Gr
oundcover Bamboo:
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Item 4: Staff Report
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53 Cut down to the ground every year to keep appearance clean. Remove all leaf debris at time of pruning.
Beschorneria:
Remove old leaves at base of plant . Cut to be clean @ base of plant. Remove flower stalks when flower is completely spent.
Item 5 - Bike Paths – Locations varied (see below)
Locations: 1. Wilke Ave. to Monroe Dr.
2. Bol Park Bike Path (starts at Hanover St. to SCCVWD Reservoir, near Gunn High School)
*Keep plant material off of bike path.
*Remove debris in landscaping and dead plant material.
*Keep line of sight clear around bends of bike paths.
*Upon request of Field Service Inspector, and/or Project Manager, leaf debris located between Matadero and Hanover shall be picked- up and off hauled.
*includes pruning of vegetation along both fence lines
2. 1048 Loma Verde Ave.
3. Greer Bike Paths 3142 Greer Rd. to Morris Dr., Morris Dr. to Stockton Pl.
4. 300 Manzanita Ave.
5. 1500 Portola Ave.
6. 200 Sequoia Ave.
7. 443 Ferne Ave.
8. Duncan Pl.
9. 1445 Hamilton Ave.
10. 101 Freeway Bridge to East Bayshore Rd.
.
12. Embarcadero Bike Path-Churchill Ave north (along train tracks) until Cal Train parking lot.
13. Palo Alto Bowl Bike Path- Monroe Drive south to Cesano Court.
14. Wilkie Way Bike Corridor (across from 4287 Wilkie Way) Item 6 - Children’s Library – 1276 Harriet St.
*Yearly turf renovation on 3 small lawns located in the back of the library. Seed variety shall be a shade tolerant fescue. Renovation will be scheduled by Fields Service Inspectors and Project Manager. Refer to Pg 29, VIII, Section B, Soccer Field/Turf Re novations for details.
*I
ncludes both front and rear landscaping and secret garden *Keep ivy pruned back against fence along North driveway.
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Item 4: Staff Report
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54 *This are also includes both driveways, with dumpsters and shrubs. *Ke
ep vines off of roof.
*This area also includes both driveways, with dumpsters and shrubs.
Item 7 – Children’s Theatre – PESTICIDE FREE-1305 Middlefield Rd. *Prune Xylosma hedges three times per year, maintain current shape *P
rune roses around wishing well on a regular basis throughout the growing season and perform winter pruning
*Ma
nually water container plants as needed
*Ma
intenance schedule must be adjusted to accommodate special events *Yearly turf renovation of lawn located in front of theater stage. Seed variety shall be a shade tolerant fescue. Renovation will be scheduled by Fields Service Inspectors and Project Manager. Refer to,VIII, Turf Maintenance, Section C, Soccer Field/Turf Renovation Procedures for details.
Item 8 - City Hall – 250 Hamilton Ave.
Aerification, overseed and top-dress turf two times a year in spring and fall.
Cle
an plaza daily by 10:00 am, including stairways and sidewalk around building. Clean slippery areas where moss, mud and other debris make walkways hazardous.
Wash plaza as requested between May and November. Empty garbage cans daily.
Use of blowers to be restricted in certain areas near the air ventilator intake.
Manually water containers and raised planters. Careful watering of camellias is required to prevent leaking to floors below and to prevent standing water 3x per week year around or as requested by Field Service Inspectors.
Keep drains cleared during rainy season.
Re
arrange park furnishing on plaza to correct locations each morning.
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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Item 4: Staff Report
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55 Water outdoor container plants, near main entrance. Be cautious to not overwater the containers.
Item 9- Cubberley Community Center and Playing Fields
• No pesticides shall be used on the Cubberley Campus (this excludes the playing fields).
• All natural turf shall be mowed on Friday mornings.
• Playing Fields shall be treated in accordance with Playing Field Maintenance Procedures. Mowing shall be completed on Tuesday and Friday mornings.
• All garbage cans along perimeter of playing fields shall be serviced by contractor 2x per week (Mondays and Fridays). An additional service may be required during each week upon the request of the Field Service or Project Manager.
• Contractor shall keep the decomposed granite running track level and free of debris (weeds, litter, etc.) at all times. Contractor shall supply stabilized decomposed granite to fill in any low areas of track on an “as needed” basis or as requested by City’s Field Service Inspector. Contractor shall level, wet down, and compact area once new material has been applied. • Contractor shall keep synthetic soccer field clean of debris on a daily basis. • Contractor shall drag the synthetic field once every 6 weeks (this may vary dependent on life span of turf. Older the turf is, the less dragging it will require) with a drag behind synthetic turf broom with de -thatcher and magnetic attachment. Broom shall be dragged behind a light weight utility cart similar to a Club Car to avoid damaging the turf.
• SPORTS TURF RENOVATION - Contractor shall renovate natural sports turf fields once per year. Please refer to VIII - Turf Maintenance, Section C - Soccer Field/T urf Renovation Procedure for details. Renovation shall be scheduled with Field Service Inspector and/or Project Manager. • SOFTBALL FIELDS RENOVATION
DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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Item 4: Staff Report
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56 Four softball infields shall be rototilled (ripped) with PTO driven tractor rototiller attachment to remove weeds along with “fluffing” (depth to be determined by City’s Field Service Inspector), leveling and compacting each infield toward the end of each turf renovation closure period (ideally a few weeks prior to opening of the fields). Scheduling shall be determined by City’s Project Manager and/or Field Service Inspector. This shall be completed once yearly. All sprinklers, quick couplers, bases, pegs, or other impediments shall be flagged before this procedure is initiated.
Twenty five (25) tons of Baseball Infield Mix (70% red lava cinder, 1/8” fines mixed with 30% wilder clay or equal) shall be added and mixed to EACH FIELD ONLY FIRST YEAR of Agreement to bring areas up to grade and fill in low spots.
Lower raised turf located on the perimeter of infields (between the infield mix and turf), caused by infield mix being dragged into the turf over the years. This shall be completed by sod cutting existing turf on the perimeter, remove excess material and dispose of old sod and material. New sod (blue/rye variety with approval of City’s Project Manager) shall be installed to re -establish turf perimeter along with amending the soil prior to installation. The arch of the turf lip shall be determined by specifications found in the ASA softball rule book. This shall be done ONLY FIRST YEAR of contract. as well.
Scheduling of work shall be agreed upon within the contractor and City’s Project Manager. Sod shall be established along perimeter and infields shall be ready for play prior to the removal of the fencing.
Item 10 - Downtown Library – 270 Forest Ave.
Wash entrance as requested by Field Service Inspectors.
Clean parking lot and dumpster area twice per month.
Item 11 - Embarcadero Fire Station – 799 Embarcadero Rd.
Fire station will be closed January 2018 through January of 2019. Maintenance shall commence on July 1, of 2019. Upon request, City shall provide contractor with landscape plans.
*Temporary fire station located on Geng Road shall be maintained July 1, 2018 through June 30, 2019.
Item 12 - Hanover Fire Station – 2675 Hanover St.
Includes blowing the parking lot area.
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57 Item 13 - Junior Museum – 1451 Middlefield Rd.
Ramp and entrance must be blown and kept free of debris to avoid slip hazard.
Item 14 – Lucie Stern Community Center – 1305 Middlefield Rd.
Includes parking lot and landscaped medians
Includes all parking lot area landscaping
Includes all exterior landscaping
Contractor mows small lawns in open courtyard and interior courtyard Includes landscaping around air conditioner building
Includes interior courtyard/fire ring at the Boy Scout area Br
ick pathways must be kept weed-free and free of moss/mold by the means of pressure washing.
Ivy shall be kept off of the wall of Community Theater (Theater Works).
Clean brick pathways and open courtyard once per week
Includes stairway on west side of building, as well as stairway on north side of building near boys scouts building.
Mai
ntenance schedule must be adjusted to accommodate special events Keep all plant material off of roof and off of walls, unless otherwise specified by Field Service Inspectors.
Includes yearly turf renovation of Kitchen Courtyard. Please refer to VIII Turf Maintenance, Section C for details. Seed variety shall be determined by Field Service Inspector/Project Manager. Scheduling and material amounts shall be determined by Field Service Inspector/Project Manager.
Item 15 - Rinconada Library and Rinconada Community Garden– 1213 Newell Rd.
Blowers at this site may be restricted and shall be used only before the library is open.
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58 Pr
une hydrangeas and roses in winter.
Trim vines away from building and roof.
Clean patios weekly.
Walkways must be cleaned three times a week.
Rock
area around library and connection road must be kept clean and free of weeds at all times. Stabilized decomposed granite shall be replenished on and as -needed basis in the connection road.
Pl
ants around main entrance to Community Garden should be pruned and weeds removed regularly.
Remove debris in parking lot and clean along fire lane.
Keep bioretention basins free of debris
Includes well site. .
Item 16 - Mitchell Community Center and Library – 3800 Middlefield Rd.
Includes parking lot and medians
Includes all patios
Kee
p bioretention basins free of debris located on Middlefield side of building and in parking area.
Walkways shall be blown/cleaned on a daily basis.
Includes Green Roof and Green Wall Maintenance
Contractor shall follow below safety guidelines and maintenance specifications for the four green roofs:
Ge
neral Green Roofs and Green Walls Safety Requirements
*Body harnesses, hard hats, steel toed boots, eye protection (when using equipment), gloves, safety vest shall be worn at all times when working on the roofs.
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59 *Harnesses where appropriate shall be used at all times when working on the roofs. *T
raining shall be given to all employees working on the Green Roofs Green Walls per Cal Osha specifications. Training record shall be provided to City Project Manager upon request.
*H
arnesses shall be inspected per Cal Osha specifications. Inspection record of harnesses shall be provided to City Project Manager upon request. *Ma
intain proper footing and awareness of surroundings at all times. *C
ontractor shall be responsible for checking with all applicable regulatory agencies to make sure you are in compliance at all times while working on Green Roofs and Green Walls.
Plant Maintenance
Assessing moisture levels
*Moisture levels shall be assessed at each visit. Based on the contractor’s observations, the irrigation shall be adjusted to meet the watering needs and/or requirements for the green roofs and plant materials throughout each se ason (spring, summer, fall, winter).
Contractor shall asses the soil visually and tactually. Visually by looking at the surface of the soil and tactually by using a probe (shallow probe) or a finger to test the soil moisture level.
Assessing plant health
*Plants shall be inspected for pests, disease, and disorders (including nutrient deficiencies) on a monthly basis. Contractor shall take detailed photographs when a problem is suspected and given to the City’s Field Service Inspector and/or Project Manager for discussion and recommendations on how to repair the problem. Plants that have died shall be removed and replaced with equivalent size, condition, and variety.
Labor shall be provided by Contractor in a timely manner. Plant material (other than wild flower seed) shall be provided by City’s Open Space, Parks, and Golf Division unless damage is caused by Contractor’s negligence (i.e. mechanical damage, water stress, etc.). *D
amage not resulting from Contractor’s negligence, such as vandalism, weather, p ests shall be reported to City’s Field Service Inspector and/or Project Manager. *R
eport succulents that need to be replaced to City’s Field Service Inspector and/or Project Manager.
Pruning
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60 *Pruning shall be used to promote healthy growth, remove unhealthy, dead, and diseased portions, as well as keeping plant material in control and not allowing the plant material to grow onto or into the facility.
*Removal of all plants along the Vegetation Free Zones at perimeters, drains and other penetrations.
*Contractor shall mow native wildflower plants two times per year (October and March).
Fertilize
*Contractor shall fertilize plant material three times annually, early Spring (by end of March, late Spring early Summer (by end of May), and Fall (by end of October) with organic OMRI approved fertilizer.
Seeding
*C
ontractor shall seed areas that haven’t taken with specific seed variety used during project to fill in areas, as needed starting in March through November. Seed originally purchased from Pacific Coast Seed.
Weed Maintenance
*Manual weed green roofs bi -weekly (twice per month). Take particular attention to eucalyptus volunteers. Removal of these volunteers at first site is crucial to avoid much larger future problems.
*Here are some common types of weeds that you may encounter on the green roofs (Oxalis, nut sedge, poplar seedlings, spurge, purslane, lambswarter). *No pesticides or herbicides shall be used anywhere on green roofs.
Irrigation System Maintenance
*Contractor shall inspect irrigation system once per month. Written report shall be completed after each inspection and given to City’s Field Service Inspector and/or Project Manager that includes date, time, location, and details on inspections (i.e. broken lines, plugged emitters, irrigation clock adjustment, etc.). Contractor shall work with City to schedule any repairs that may be present.
*C
ontractor shall provide irrigation schedule to City’s Field Service Inspector and/or Project Manager.
*C
ontractor shall inspect all filters once per month and clean on an “as-needed” basis dependent on each inspection findings.
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61 Item 17 - Mitchell Fire Station – 3600 Middlefield Rd.
Area includes driveway along church: trim back and spray weeds.
Mow Ivy once a year. Upon request of Field Service Inspector, an additional mowing of the ivy shall be completed.
Item 18 - Municipal Service Center (MSC)– 3201 East Bayshore Rd.
Boundary extends from the exterior of the north parking lot to the exterior of the south parking lot.
Includes SCAADA building and parking lot on the south side of MSC Vines must be kept trimmed for visibility
Parking lot maintenance must be performed on Fridays or Saturdays when parking lot is least full. Maintenance shall be completed once per month.
Areas includes parking lot and parking lot landscaping
Area includes weed and litter control inside facility, picnic area, along all edges, around gas stations, parking lots, and fence lines.
Al
l exterior fence lines must maintain a minimum 3-foot clearance; this includes area behind material bins on the east side of the facility.
Oleanders in front of parking lot and suckers on poplar must be trimmed for visibility.
The sidewalk strip must be continually free of weeds.
The area around the “A” building, including the warehouse exterior storage area must be cleaned and kept weed free.
Includes servicing all exterior aggregate garbage containers.
Item 19 - Roth Building – Homer St. at Bryant St.
Includes manually watering 5 building valves (turf and landscape), and watering camellias in patios/entry with hoses 3x’s a week March through November.
Areas protected from rainfall must be watered year round.
Item 20 – Alma Tower Well Site – Alma St. at Hawthorne Ave.
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62 Includes sidewalk strips on Alma St. and on Hawthorne Ave.
Trim vines on back of structure as directed by the Field Service Inspectors.
Wash benches and informational signs once per month
Item 21-Sterling Canal
Service shall begin after 8:30am
Keep pathways free of weeds
Keep decomposed granite pathways level and free of potholes.
Wee
d parkway area beginning at the Loma Verde entrance. The area should include fence to fence boundaries, until the end of the decomposed granite pathways.
Remove litter and empty trash receptacles.
Mow ivy and vines once annually.
Prune vegetation 3x annually.
Prune “no-mow” yearly, February.
Hand pull weeds within “no-mow”.
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63 SECTION E
UTILITY SUB-STATIONS and WELL SITES
E. UT
ILITY SUB-STATIONS AND WELL SITES
All substations need to be cleaned on a monthly basis inside and outside fenced areas as directed by City’s Field Service Inspectors and/or project manager. City’s Field Service Inspector shall remain onsite while clean ings take place for safety. Fence lines must be kept free of plant material. Includes all landscaping surrounding these sites. Interior access shall be provided by Field Service Inspectors to all substations and well sites.
Item 1 - Adobe Creek Substation and Pumpstation- PESTICIDE FREE– 1157 East Meadow Ave.
Includes electric station on east side of street and the pump station on the west side of street. Does not include inside of fence line in electric sub-station. Does include inside of fence line on pump-station and exterior on an as requested basis by Field Service Insepctors.
Item 2 – Arastradero Rd. Fluoride Station – 694 Arastradero Rd.
Includes strips across from Cemetery entrance, west of 694 Arastradero Rd to flouride station.
Item 3 - Colorado Substation – 1040 Colorado Ave.
Area includes booster station across the street on the east side of W. Bayshore Rd.
Does not include interior fence line of the electric substation. *Please note surveillance cameras inside substation.
Item 4 - Gas Recovery Station 4 - Oak Rd. and Searsville Rd. (Stanford) Includes interior and exterior
Item 5 - Geng Road Substation – Embarcadero Rd. at Geng Rd.
Includes interior and exterior maintenance.
Item 6 - Hale Well Site –PESTICIDE FREE- 999 Hale Ave.
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64 No pesticides or herbicides applications shall be used.
Maintain a 3-foot clearance along fence lines and reservoir.
Item 7 - Hanover Substation – 3350 Hanover St.
Does not include interior maintenance of the electric substation.
Item 8 - Hansen Substation – 950 Hansen Way.
Does not include interior maintenance of the electric substation Item 9 - Matadero Well-Site – PESTICIDE FREE- 635 Matadero Ave. near Whitsell St.
Includes maintenance of cement pad
Keep ivy off building and fence lines clear to 3 feet
Includes interior and exterior
Item 10 - Maybell Substation – 527 Maybell Ave.
Only exterior of substation, does not include interior of electric substation.
Item 11- Middlefield Sub Station- 1150 Middlefield Rd
Pick up debris and keep weeded, 4x’s per year or as requested by Field Service Inspectors.
Item 12 -Mitchell Substation – 3600 block of Middlefield Does not include interior maintenance of the electric substation Item 13 - Page Mill Substation – Page Mill Rd. at Old Page Mill Rd. *Please note poison ivy in area.
*Please note surveillance cameras inside of substation.
Item 14 - Park Blvd Substation – 3291 Park Blvd.
Does not include interior maintenance of the electric substation DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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65 Item 15 - PG&E Substation – West Bayshore Rd. south of Colorado Ave.
Only maintenance of east and south side of exterior fence line.
Item 16 - Quarry Electric Station – 281 Quarry Rd. (Stanford) Does not include interior maintenance of the electric substation Item 17- San Francisquito (SF) Creek and Substation- PESTICIDE FREE- East Bayshore Rd.
Contractor is responsible for maintaining plant material located in the parking area and west side of pump station located inside of the fence area along fence line.
Contractor is responsible for monthly control of all weeds on slopes with string trimmer to a height of 2”. Immediate removal of all Lepidium latifolium (Pepperweed plants especially along the lower banks of the mitigation site). Mitigation site is located on the north side of the pump station, on the sides of the creek basin. Contractor shall schedule with City Staff and Santa Clara Valley Water District for access to the area.
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66 SECTION F
TENNIS COURT CLEANING
F. Tennis Court Cleaning
Specifications for the services of Tennis Court Cleaning of City of Palo Alto and Palo Alto Unified School District tennis courts.
GEN
ERAL PROVISIONS
The following provisions, where individually applicable, apply for maintenance standards not limited to Tennis Court cleaning, and any and all other items selected as part of this proposal.
Locations
Co
ntractor shall clean 22 various courts at City parks, and 31 various courts at school facilities twice a month. The cleanings shall be done in accordance with posted schedule on each court. The work is to be performed at the locations listed below. The Contractor shall provide all cleaning equipment, materials and labor necessary to perform the required service. Contractors are highly encouraged to visit each individual propert y independently in addition to the mandatory Pre-Bid Site Tour.
Scope of
Work
1) During the months of March through November (9 months), the courts shall be water broomed to remove all debris. During the months of December through February (3 months), the courts shall be blown to remove all debris. Upon request of Field Service Inspector, an additional water brooming may be required.. 2) Litte
r shall be picked up on each court every time a court is cleaned. Litter cannot be blown out of the court and onto adjacent paths and park areas. Litter must be picked up with a 3-foot perimeter of the courts. Litter is to include not only man- made objects, but also debris from plants.
3) Ga
rbage receptacles located within or adjacent to the tennis courts shall be emptied during each cleaning.
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67 4) Litter is to be removed from under the bleachers each time the court is cleaned at Mitchell Park.
5) Co
urts are not to be cleaned when it rains, but scheduled soon after rain has stopped without disruption to tennis court users.
6) Field
Service Inspectors and/or Project Manager may request additional cleanings.
Par
k Courts
Item 1 -- Peers Park, 1899 Park Blvd
Courts: 2
Trash receptacles: 1
Item 2 -- Rinconada Park, 777 Embarcadero Rd. and 1415 Hopkins Courts: 9
Trash receptacles: 5
Ite
m 3 -- Weisshaar Park, 2298 Dartmouth
Courts: 2
Trash receptacles: 2
Ite
m 4 -- Hoover Park, 2855 Cowper
Courts: 2
Trash receptacles: 2
Item 5 -- Mitchell Park, 600 E. Meadow
Courts: 7 tennis courts and 2 Paddle tennis courts
Trash receptacles: 3
Item 6 -- Terman Park, Arastradero Rd
Courts: 2
Trash receptacles: 2
PAU
SD and Community Center Courts
Ite
m 7 -- Palo Alto High School, 50 Embarcadero
Courts: 7
Trash receptacles: 2
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68 Ite
m 8 -- Gunn High School, 780 Arastradero
Courts: 7
Trash receptacles: 2
Item 9 -- JLS, 480 E. Meadow
Courts: 6
Trash receptacles: 1
Ite
m 10 - Jordan Junior High, 750 N. California
Courts: 6
Trash receptacles: 1
Ite
m 11 – Cubberley Community Center
Courts: 6
Trash receptacles: 3
Park Courts
1st and 3rd Tuesday of each month- Rinconada, Hopkins, Peers, Weisshaar 1st and 3rd Wednesday of each month- Mitchell and Hoover.
Sc
hool and Community Center Courts
2nd and 4th Tuesday of each month – JLS, Jordan, and Terman 2nd and 4th Wednesday of each month- Palo Alto High School and Gunn High School. 2nd and 4th Tuesday morning of each month – Cubberely Community Center DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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69 SECTION H
BYXBEE PARK
VEGETATION MANAGEMENT PROJECT
Byxbee Map 1: Byxbee Park in the Palo Alto Baylands
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70 BYXBEE PARK - VEGETATION MANAGEMENT PROJECT
Scope of Work:
Vegetation Management in Palo Alto’s Byxbee Park.
Background:
Byxbee Park is an approximately 149 acre park built on the former Palo Alto Landfill. The park consists of rolling terrain, trails, benches, and a number of art installations.
Approximately 122 acres are to be maintained under this contract.
The Public Arts Commission took a lead role in the design of the park and the Commission has determined a look for the park. The Open Space, Parks and Golf Division of the Community Services Department has the responsibility for implementing the Commission’s plans and for general upkeep of the park.
General Structure:
For purposes of this Agreement the park has been divided into two areas: the top of the old landfill (the “rolling terrain”), and the slopes that go from the levee roads up to the top. The top area is highlighted in blue in the Byxbee Map 2, below. The slopes are divided into additional sections that are to be mowed in different years; see Byxbee Map 3, below.
Mowi
ng is to be done as needed to maintain vegetation heights of six to ten inches (6- 10 inches).
There are several “vegetation island” berms in the park that are planted with native plants. Contractor is not responsible for these areas but will mow up to and around the islands to reduce vegetation near them.
The
City may, at its discretion, decide to eliminate one or more of the following tasks for any given year.
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71 Tasks:
1. Mowing Maintenance:
Mowing will begin during the month of May or June to reduce annual weedy bio-mass, remove plants with root systems greater than a foot in depth (i.e., coyote brush, mustard, Russian thistle) and provide sunlight to emerging perennial natives.
The
slopes will be mowed from the levee road to the midpoint of the slope, according to this schedule. Please refer to the color-coded areas of Byxbee Map.
Orange: Years 1 and 4.
Green: Years 2 and 5.
Blue: Year 3.
The
mowing shall be repeated as needed during the year to meet the height specifications.
Mowi
ng will be done with a wheeled tractor and flail or rotary mower, and with weed- whips as needed.
2. Byxbee Park V-Ditch:
The V-ditch is a concrete ditch that circles the park near the levee roads. The V-ditch shall by maintained by mowing vegetation in May, July and September or October. See Byxbee Map 4, below.
• On the upper slope side of the v-ditch, mow 6’-8’ uphill from the ditch. • On the down slope side, mow from the v-ditch to the road. • Inside the v-ditch, pull and remove all vegetation.
• Blow all vegetation from interior of v-ditch.
• Haul away all pulled vegetation.
3. Co
yote Brush Removal:
Pursuant to State law, Coyote Brush and other non-native, invasive species whose roots exceed one foot in depth must be removed on an ongoing basis. Under this Agreement, this task will be done as part of the annual mowing. It includes all sections of the park specified in this Agreement.
4. Burro
wing Owl Habitat:
Byxbee Park is burrowing owl habitat. There may be no mowing within 250 feet of a burrowing owl nest burrow. Nest burrows will be clearly marked by City staff.
5. Artis
tic Features:
Within the mowing area specified above, the contractor shall be responsible for the maintenance of the vegetation on and near artistic features named Chevrons, Pole Field and Wind Waves. This will include the removal of existing weeds and other tall DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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72 vegetation and weed-whipping of the surrounding areas to keep a neat appearance. See Byxbee Map 2, below.
6. Restoration of Trails or Paths, Including Social Trails:
Formal walking and bicycle trail routes have been constructed at Byxbee Park of 10-12 foot widths. Concurrent with mowing work, the Contractor shall remove all vegetation from the tread of the pathways to maintain unobstructed pathways for park visitors by mowing or the application of herbicide. Herbicide will only be applied with prior written permission from the City’s Supervising Ranger.
Herbicide Use:
While herbicides are not preferred for the control of weeds, herbicides may be used with the express, written permission of the Baylands Supervising Ranger. Herbicides may be used only for specific designated areas and may only be applied within a designated time frame. When Contractor is ready to use herbicides, they must submit a written request to the Baylands Supervising Ranger at least two weeks prior to such usage. Contractor will post signage at entry points to the work area one day prior to herbicide usage explaining the purpose of spraying and the herbicide to be used. All signage will be removed the day following herbicide application.
Beca
use cyclists and hikers will from time to time create “social” trails or paths, the contractor will be responsible for restoring these areas by reseeding the area with the seed mix indicated below. This work will be performed on an as-needed basis. The Contractor will submit a proposal for specific restoration projects that will be reviewed and approved by the City’s Supervising Ranger. The City will pay Contractor for each of these projects on a “change order” basis to the approved Agreement amount. a. Soil
Preparation:
Chisel the areas to be seeded to a depth of 6-8 inches. The areas to be seeded will be tilled in two directions and then harrowed.
b. Fertilization of newly seeded areas:
A balanced fertilizer (18-18-18) to be applied at 50 pounds per acre, and shall be tilled into the soil to an even depth of 6-8 inches. Two inches of compost provided by the City’s landfill operation shall also be tilled into the soil. c. Se
eding:
Native wild grasses are to be used to replenish social trails. The following plant species will be used in the seeding of Byxbee Park:
California brome Bromus carinatus 10 pounds/acre
Blue Wildrye Elymus glaucus 10 pounds/acre
Pacific hairgrass Deschampsia holciformus 5 pounds/acre DocuSign Envelope ID: D333EE91-2A28-4275-8B11-F372C4289A3C Item 4
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73 California Poppy Eschscholzia californica 4 pounds/acre Creeping Rye Leymus triticoides grass plugs
d. Cover:
The seeded area is to be covered by mulch or weed-free straw to reduce erosion and protect the seeded area.
Additional Services Required:
1. Contractor will be responsible for clearing vegetation from everything in the work area. This includes both sides of the drainage ditch (V-ditch) and around all benches. They will also weed-whip around the art structures. The exceptions to this are the native vegetation islands and the area from the midpoint of the slopes to the top area of the park.
2. Co
ntractor will mow as often as is needed to keep the weeds and grasses at the 6-10 inch level.
3. Contractor will mow four (4) feet on each side of the trails to keep trails clear of vegetation.
4. Contractor will repair social trails by seeding them with the specified native grass seed.
5. Contractor will notify the Supervising Ranger by telephone (650-617-3156) before coming out to work in the area.
6. Contractor will notify the Supervising Ranger two (2) days in advance when they are scheduled to spray herbicides.
7. Co
ntractor is responsible for monitoring vegetation height to ensure that it remains within height limits. In the event the City feels it is too high, the Supervising Ranger will contact Contractor for service as needed.
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74 Maps
Byxbee Map 2: The area highlighted in blue is the top of Byxbee Park (i.e., the area above the slopes). This area is to be mowed several times a year to keep vegetation heights to 6-10 inches. It includes the Pole Field, Chevrons and Wind Waves art installations.
Byxbee Map 3: Areas in color are the slopes of Byxbee Park that require mowing from the levee roads up to the midpoint of the slope. Orange area is to be mowed in Years 1 and 4. Green is Years 2 and 5. Blue is Year 3. Colors show general area and are not exact.
Pole Field
Wind Waves
Chevrons
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75 Byxbee Map 4: V-Ditch. To be mowed several times a year to keep vegetation heights on either side to 4-6 inches, and to keep ditch itself clear of any vegetation. See Task 2 above.
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76 EXHIBIT B SCHEDULE OF PERFORMANCE, AMENDMENT NO. 1
(AMENDED, REPLACES PREVIOUS)
CONTRACTOR shall perform the Services according to the following schedule:
The Contractor’s hours of operation shall conform to the hours of 6:00 a.m. and 5:00 p.m. during the life of the Agreement unless specified otherwise in this Agreement. The Contractor’s hours of operation shall conform to the hours of 9:00 a.m. and 3:00 p.m. for medians and roadside strips.
Ho
urs of operation in the University and California Avenue Busin ess District are an exception. Cleaning equipment, when used in public streets in business districts shall be allowed during the hours of 10:00 pm and 7:00 am, Monday through Friday, providing no such piece of equipment shall produce a noise level that exceeds 70 dBA measured at a distance of 25 feet.
SERV
ICE LEVELS-Service frequencies are listed below unless delineated otherwise in Section A, B, C, D, E, F, and H.
I. DAILY SERVICE- (Monday through Friday)
The following sites require daily service.
City Facilities
Mitchell Community Center
Mitchell Library
City Hall
Parks
Bol Park
Boulware Park
Bowden Park
Briones Park
Cameron Park
Cogswell Park
Eleanor Pardee Park
Heritage Park
Hoover Park
Johnson Park
Lytton Plaza
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77 Mitchell Park
Monroe Park
Peers Park
Ramos Park
Rinconada Park
Robles Park
Scott Park
Seale Park
Terman Park
Ventura School grounds
Werry Park
Median, Roadside Strips, & Bioretention Basins
University Ave.
California Ave.
II. MONDAY, WEDNESDAY, FRIDAY SERVICE
Th
e following sites require service on every Monday, Wednesday, and Friday:
Parks
Bowling Green
El Palo Alto Park
Mayfield Park
Sarah Wallis Park
Weisshaar Park
City Facilities
Art Center
Children’s Theatre
Children’s Library
Cubberley Community Center
Downtown Library
Lucie Stern Community Center
Rinconada Library
Roth Building
III. SEMI-WEEKLY SERVICE
The
following sites require service twice per week. Actual days to be determined by Field Service Inspectors and/or Project Manager.
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78 City Facilities
Sterling Canal
Parking Lots
University Ave Business District
California Ave Business District
Cowper/Webster
Ted Thompson Garage
Median, Roadside Strips, & Bioretention Basins
San Antonio Rd.
Embarcadero Islands/Underpass
(Maintenance shall commence on January 1, 2019, for new landscaping) IV. WEEKLY SERVICE
The
following sites require service once per week. Actual day to be determined by the Field Service Inspectors and/or Project Manager.
Parks
Hale Well Park
Timothy Hopkins Creekside Parks
Terman Park
City Facilities
Arastradero Fire Station
Alma Fire Station
Alma Tower
Animal Shelter
Embarcadero Fire Station (commence July 1, 2019)
Flood Basin
Hanover Fire Station
Mitchell Fire Station
Municipal Service Center
Junior Museum
Median, Roadside Strips, & Bioretention Basins
Alma St
Arastradero Islands
Arcadia Pl.
California Ave/Birch Medians
California Avenue Business District Tree Wells
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79 Charleston Rd.
Downtown Tree Wells
El Camino Real Islands
Forest Lawn Parkway
Oregon Expressway
Page Mill Islands
Southgate Bioretention Basins
E. & W. Greenwich Cul de Sacs
University Islands/Underpass
Utility Sub-Stations & Well-Sites
Colorado Substation
V. MONTHLY
City Facilities
Bike Paths
Parking Lots
Midtown Parking Lots
Median, Roadside Strips, & Bioretention Basins
Alma St. West @ El Carmelo
AMBLUR (Maintenance shall commence on October 1, 2018)
Caltrans Underpass
N. California Ave (across from Jordan Middle School)
Arastradero Rd
Charleston-Arastradero Corridor Medians, Roadside Strips, and Bioretention Basins (Maintenance shall commence on the following dates: Phase 1 and phase 2- June 1, 2019 and phase 3 June 1, 2021)
Evergreen Park Closures/Park Blvd. Medians
Quarry Islands
Roundabouts
Miranda Islands
101 Sound walls (north and south)
Bryant/Addison Circle
Lytton/Guinda Circle
Eleanor Park Area Cul de Sacs
Island Drive
Melville Island
Welch Rd Center Medians
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80 Utility Sub-Stations & Well-Sites
Adobe Creek Substation and Pump Station
Alma Electric Substation
Arastradero Rd. Fluoride Station
Gas Recovery Station 4
Geng Rd. Substation
Hale Well Site
Hanover Substation
Hansen Substation
Matadero Substation
Middlefield Substation
Maybell Substation
Mitchell Substation
Page Mill Substation
PG&E Substation
Quarry Substation
SCAADA Substation
San Francisquito (SF) Creek and Substation
VI. SITES THAT REQUIRE HOLIDAY SERVICE
Bol Park
Boulware Park
Briones Park
Cameron Park
Cogswell Park
Eleanor Pardee Park
Hoover Park
Johnson Park
Lytton Plaza
Mitchell Park (includes Magical Bridge Playground)
Monroe Park
Peers Park
Ramos Park
Rinconada Park
Robles Park
Scott Park
Seale Park
Ventura School grounds
Werry Park
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81 Note: The contractor must provide all General Maintenance Clean-up and Playground Equipment Maintenance at the above sites on these following holidays and specific holiday weekend days:
Memorial Day Weekend (Sunday and Monday)
Fourth of July Weekend as follows:
Wednesday July 4, 2018
Thursday July 4, 2019
Saturday July 4, 2020 and Sunday July 5, 2020)
Sunday July 4, 2021 and Monday, July 5, 2021
Monday, July 4th, 2022 and Tuesday, July 4, 2023
Labor Day Weekend (Sunday and Monday)
Secti
on H, Byxbee Park Vegetation Management Project
Byxbee Park, for purposes of this contract, is defined as having two areas: the slope that goes around the entirety of the old landfill that creates Byxbee Park, and the "top". The top area is shown on Byxbee Map 2 in final scope of work/services.
Mowing of the top shall begin during the month of May or June to reduce annual weedy bio-mass, remove plants with root systems greater than a foot in depth (i.e., coyote brush, mustard, Russian thistle) and provide sunlight to emerging perennial natives.
The
slopes will be mowed from the levee road to the midpoint of the slope, according to this schedule. Please refer to the color-coded areas of Byxbee Map 3 in final scope of work/services.
Orange: Years 1 and 4.
Green: Years 2 and 5.
Blue: Year 3.
The
mowing shall be repeated as needed during the year to meet the height specifications.
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82 EXHIBIT C
SCHEDULE OF FEES
CITY shall pay CONTRACTOR according to the following rate schedule. The maximum amount of compensation to be paid to CONTRACTOR, including both payment for services and reimbursable expenses, shall not exceed the amounts set forth in Sections 5 and 6 of the Agreement. Any services provided or hours worked for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to CITY.
The contracts yearly total for each section A, B, C, D, E, F, and H shall be divided by 12 months for a monthly billing cycle. Please see chart below for monthly totals.
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1 AMENDMENT NO. 1 TO CONTRACT NO. C18170810B
BETWEEN THE CITY OF PALO ALTO AND
GACHINA LANDSCAPE MANAGEMENT
This Amendment No. 1 (this “Amendment”) to Contract No. C18170810B (the “Contract” as defined below) is entered into as of June 12, 2023, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and GACHINA LANDSCAPE MANAGEMENT, INC., a California corporation, located at 1130 O’Brien Drive, Menlo Park, CA 94025 (“CONTRACTOR”). CITY and [CONSULTANT or CONTRACTOR] are referred to collectively as the “Parties” in this Amendment.
R E C I T A L S
A. The Contract (as defined below) was entered into by and between the P arties hereto for the provision of providing Landscape Maintenance Services, as detailed therein.
B. The Parties now wish to amend the Contract in order to extend the Contract term by three (3) months through September 30, 2023 and increase compensation accordingly by N ineteen Thousand Nine Hundred Seventy-Two Dollars ($19,972) from Three Hundred Seventy-Six Thousand Eight Hundred Forty-Two Dollars ($376,842) to Three Hundred Ninety-Six Thousand Eight Hundred Fourteen Dollars ($396,814), as detailed herein.
NOW, THEREFORE, in consideration of the covenants, terms, co nditions, and provisions of this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
Contract. The term “Contract” shall mean Contract No. C18170810B between CONSULTANT and CITY, dated May 29, 2018.
a. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 3 “TERM” of the Contract is hereby amended to read as follows:
“The term of this Agreement is from July 1, 2018 to September 30, 2023 inclusive, subject to the provisions of Sections R and W of the General Terms and Conditions.”
SECTION 3. Section 5 “COMPENSATION FOR ORIGINAL TERM” of the Contract is hereby amended to read as follows:
“COMPENSATION FOR ORIGINAL TERM. CITY shall pay and CONTRACTOR agrees to accept as not -to- exceed compensation for the full performance of the Services and reimbursable expenses, if any:
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2 The total maximum lump sum compensation of dollars ($ ); OR
The sum of dollars ($ ) per hour, not to exceed a total maximum compensation amount of dollars ($ ); OR
A sum calculated in accordance with the fee schedule set forth at Exhibit C, not to exceed a total maximum compensation amount of Three Hundred Ninety-Six Thousand Eight Hundred Fourteen Dollars ($396,814).
CONTRACTOR a grees that it can perform the Services fo r an amount not to exceed the total maximum compensation set forth above. Any hours worked or ser vices performed by CONTRACTOR for which payment would result in a total exceeding the maximum amount of compensation set forth above for performance of the Services shall be at no cost to CITY.
CITY has set aside the sum of Eighteen Thousand Eight Hundred Ninety-Six Dollars ($18,896) for Additional Services. CONTRACTOR shall provide Additional Services only by advanced, written authorization from the City Manager or designee. CONTRACTOR, at the CITY’s request, shall su bmit a detailed written proposal including a description of the scope of services, schedule, level of effort, and C ONTRACTOR’s proposed maximum compensation, including reimbursable expense, for such services. Compensation shall be based on the hourly rates set forth above or in Exhibit C (whichever is applicable), or if such rates are not applicable, a negotiated lump sum. CITY shall not authorize and CONTRACTOR shall not perform any Additional Services for which payment would exceed the amount set forth above for Additional Services.
Payment for Additional Services is subject to all requirements and restrictions in this Agreement.”
SECTION 4. The following exhibit(s) to the Contract is/are hereby amended or added, as indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are hereby incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “A” entitled “ SCOPE OF SERVICES, AMENDMENT NO . 1”, AMENDED, REPLACES PREVIOUS.
b. Exhibit “C” entitled “ SCHEDULE OF FEES, AMENDMEN T NO. 1 ”,AMENDED, REPLACES PREVIOUS.
SECTION 5. Legal Effect. Except as m odified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 6. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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3 SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the P arties have by their duly authorized representatives executed this Amendment effective as of the date first above written.
CITY OF PALO ALTO
_______________________________
City Manager
APPROVED AS TO FORM:
_______________________________
City Attorney or Designee
GACHINA LANDSCAPE MANAGEMENT
Officer 1
By:___________________________
Name:________________________
Title:__________________________
Officer 2
By:___________________________
Name:_________________________
Title:__________________________
Attachments:
EXHIBIT “A” entitled “SCOPE OF SERVICES, AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS).
EXHIBIT “C” entitled “SCHEDULE OF FEES, AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS).
DocuSign Envelope ID: 5DBD165F-D7F9-4EDB-957F-5065E410FE2D Jaclyn Ishimaru Gachina
President and CEO
Sharon Chao, Finance Director
Director Finance
Item 4
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4 EXHIBIT A SCOPE OF SERVICES, AMENDMENT NO. 1
(AMENDED, REPLACES PREVIOUS)
GENERAL REQUIREMENTS
A. Landscape Maintenance:
The contractor shall prov ide the City with a landscape maintenance program at the frequencies called fo r in the special provisions of this Agreement. The maintenance program is not limited to specifying daily, weekly and monthly landscape maintenance task schedules covering all areas of responsibility specified in this agreement. The maintenance program will be submitted and agreed upon within 30 calendar days following award of this Agreement. This program and any changes, deletions, or additions therein, if approved by the City, shall become part of this agreement and shall be used by both the contractor and the City of Palo Alto for performance monitoring of contractor obligations.
The City’s Project Manager shall receive changes to the schedule at least 24 hours prior to the scheduled time for the work. Failure to notify of a change and/or failure to perform an item or work on a scheduled day may be considered a breach of this Agreement.
The Contractor shall adjust their schedule to compensate for all holidays. The contractor will be required to work on specified holidays and weekends as outlined in this Scope of Work.
B. Staffing Levels:
Regional Water Quality Control Plant (RWQCP), Section G requires a total of 32 hours per week. Please refer to Section G for details.
All contract personnel must pass live scan fingerprinting and TB testing (Tuberculin S kin Test) before being allowed to work on the City and School property. Contractor shall work with City’s Project Manager on obtaining requir ed verification of fingerprin ting and TB results. Contractor shall be responsible for performing the live scan fingerprinting and shall be responsible for the live scan fingerprinting and TB costs for their employees.
C. Monthly Progress Reports:
Upon request, the contractor shall provide the City's Open Space, Parks, and Golf Division with monthly progress reports, based on weekly summary of work performed by location and referenced to the maintenance program. The reports will be due no later than the fifth day of the month following services and is to include the following information:
a) Total labor, supervision, and horticultural hours provided at each site. This can be in a spreadsheet format with all applicable sites covered under this agreement.
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5 b) Problem areas encountered during the month.
c) Monthly chemical application reports for all materials applied by site. This will include location, application date, materials, amount of material applied, etc. This shall be sent to Parks Manager as well as the City ’s Public Works–Watershed Protection Project Manager, Julie Weiss.
d) Any additional reports as directed by the Parks and Golf Division.
D. Inventory/Safety Data Sheets
Within thirty days of the effective date of this agreement, the contractor will submit to the City a list of all chemicals (fertilizers, pesticides, cleansers etc.) that will be used by the contractor on the si tes, together with the required SDS (Safety Da ta Sheets). SDS and product labels shall be in applicator's vehicle at all times in accord ance with California Department of Pesticide Regulations.
E. Extra Projects/Landscape Upgrades:
All extra projects shall require the submission of a Project Proposal Form or a Work Order Authorization Form. If the contractor does not have available such a f orm, a mutually agreeable format will be developed. On any extra project or landscape upgrade, the City reserves the right to obtain competitive bids or quotations.
F. Management Philosophy:
The contractor shall take a pro -active approach in correcting prob lems within the contractors’ span of responsibility and control. Other problems and suggestions for improvements, both short and long term, must be submitted promptly to the City for appropriate action.
G. Public Image and Etiquette:
Contractor employees shall wear company uniforms, which consist of long pants and shirts with company name and individual’s name on the shirt. The contractor’s staff when needed will utilize rain gear, rain boots, safety shoes, and other safety equipment. All contracted employees while on the site shall exhibit a clean, neat professional appearance.
Contractor’s equipment and vehicles shall also be professional in appearance, exhibit the company name and phone number, and be well maintained for DocuSign Envelope ID: 5DBD165F-D7F9-4EDB-957F-5065E410FE2D Item 4
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6 safe operation. All Contractors’ vehicles must display a placard, legible from a distance of 10 feet, with the following language:
(Name of Landscape Contractor)
City of Palo Alto, Landscape Maintenance Contractor
Questions/Comments Contact: (650) 496-6962
H. Authorization Required to Begin Work
The Contractor shall begin work only after receiving written notice to proceed from the Open Space, Parks and Golf Superintendent or Open Space, Parks, and Golf Division Manager.
I. TERM OF CONTRACT
The services to be performed under the contract shall commence on July 1, 2018 and shall be completed by June 30, 2019 for first year of contract, July 1,2019 and completed June 30, 2020 for the second year, July 1, 2020 and completed June 30, 2021 for the third year of contract, July 1, 2021 and completed June 30, 2022 for the fourth year of the contract and July 1, 2022 and completed June 30, 2023 for the fifth year of the contract and July 1, 2023 and July 1, 2 023 and completed September 30, 2023 for the sixth year of the contract. . Funding after Year 1 is subject to funding approval on an annual basis.
II. GENERAL CONDITIONS
A. Permits/Parking
The Contractor shall be is sued a free maintenance parking permit from the City's Department of Transportation. This will allow the Contractor's crews to use City par king facilities at no charge during the term of this contract and only while doing landscape maintenance work for the City's Open Space, Parks and Golf Division.
Contractor shall follow all parking restrictions throughout the City.
B. Payments and Inspection
Payment will be made for work satisfactorily completed as called for in this Agreement.
The City's Representative shall inspect and notify the Contractor of any unsatisfactory work. Unsatisfactory work shall be corrected within 24 hours. Contractor or Contractor's representative shall meet with a representative from the City at least once a month during the life of this contract to inspect work performed.
The Contractor will bill the City by the 5th of the month following service. Electronic invoicing is preferred. The City will pay the Contractor on a monthly basis for services DocuSign Envelope ID: 5DBD165F-D7F9-4EDB-957F-5065E410FE2D Item 4
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7 and materials authorized under this Agreement provided during the monthly billing period.
C. Property Damage
1. Any private or City property damaged or altered in any way during the performance of the work under this contract shall be reported promptly to the City's representative, and shall be rectified in an approved manner back to its former condition, prior to damage, at the Contractor's expense.
2. Any hazardous conditions noted, or seen, by the Contractor that has occurred by any means other than during the performance of the Contractor's work, whether by vandalism or any other means, shall be promptly reported to the City’s Representative.
3. The Contractor is responsible for securing any immediate hazards with caution tape, safety cones, or barricades until a City Representative arrives to the location.
D. Safety
Contractor agrees to perform all work outlined in the Agreement in such a manner as to meet all accepted standards for safe practices during the maintenance operation and to safely maintain stored equipment, machines, and materials or other hazards consequential or related to the work; and agrees additionally to accept the sole responsibility for complying with all City, County, State or other legal requirements including, but not limited to, full compliance with the terms of the applicable O.S.H.A. and CAL E.P.A. Safety Orders at all times so as to protect all person, including contractor employees, agents of the City, vendors, members of the public or others from foreseeable injury, or damage to their property.
The Contractor shall be responsible for securing traffic control and safety regulations as related to any City, State, or Co unty requirements while working on medians and/or roadside strips (please refer to the following links for additional information, http://www.dot.ca.gov and/or www.osha.gov
). The design and operation of work zone
traffic controls must comply with U .S. Department of Transportation/Federal Highway Administration guidelines.
Contractor shall cooperate fully with City in the investigation of any accident, injury or death occurring on city property, including a complete written report thereof to the Project Manager within twenty-four (24) hours following the occurrence.
E. Use of Sanitary Landfill
The contractor shall at their sole expense load, haul and deposit all rubbish, debris and green waste in compliance with applicable provisions of Palo Alto Municipal Code Chapter
5.20. Depending on the situation, this may include utilizing a transfer station located at the City of Sunnyvale or another means of removal at the contractor’s expens e.
Contractor may be able to use onsite dumpster for garbage and/or recycling only with approval of the Field Service Inspectors and/or Project Manager.
All clippings and trimmings must be composted. Contractor shall use City’s garbage service DocuSign Envelope ID: 5DBD165F-D7F9-4EDB-957F-5065E410FE2D Item 4
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8 contractor for all solid waste and mixed recycling materials (PAMC Title 5 Health and Sanitation, Chapter 5.20).
Clippings trimmings, cuttings generated by the Contractor that cannot be used as mulch shall be promptly removed from the work site a t the end of the same day the work is performed. Dumpster shall not be used at sites unless approved by Field Service Inspectors and/or Project Manager. The Contractor must be able t o sho w upon request where compostable materials are processed for use as compost.
F. Project Hours of Operation
The Contractor’s hours of operation shall conform to the hours of 6:00 a.m. and 5:00 p.m. during the life of the Agreement unless specified more specifically elsewhere in this Agreement. The Contractors hours of operation shall conform to the hours of 9:00 a.m. and 3:00 p.m. for medians and roadside strips.
Any other exception shall only be authorized with prior approval of the City’s Project Manager.
G. City Truck Route Ordinance
The Contractor and any subcontractor or supplies shall at all times comply with the requirements of the City Truck Route Ordinance as found in the Palo Alto Municipal Code (PAMC), Chapter 10.48.
H. City Noise Control Ordinance
The Contractor and any subcontractor shall at all times conform their operations to the requirement of the City of Palo Alto Noise Ordinance (PAMC, Chapter 9.10).
Contractors shall not utilize fuel powered leaf blowers. Contractors shall only use electric and/or battery operated leaf blowers throughout this entire contract.
I. Spare the Air Days
The Contractor must comply with regional “S pare the Air” recommendations on designated “Spare the Air Days” that occur throughout the year. At a minimum, no gasoline powered equipment shall be used after 10 a.m. on “Spare the Air Days”. The City’s Field Service Inspectors and/or Project Manager will notify the contractor when a “Spare the Air” alert has been designated. The Contractor must coordinate work schedules to accommodate “Spare the Air” recommendations.
J. Materials
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9 All materials shall be provided by the Contractor and shall be the highest quality available.
Commercial fertilizers and pesticides shall bear the manufacturer's label and guaranteed analysis. The Contractor shall have SDS sheets for all chemicals available upon request. The City’s Field Service Inspectors and/or Project Manager must approve all materials.
The City reserves the right to contact any vendor directly, if the contractor fails to meet scheduled deadline within Section G.
1. Water is to be furnished by the City.
2. Fertilizer shall be a complete, seasonably appropriate organic (OMRI certified) granular fertilizer furnishing the required percentage of nitrogen, phosphoric acid and potassium to keep lawns, trees, shrubs and other plants in a healthy and vigorous growing condition at all times. For acidic loving plants (Camellia’s, Rhododendron’s, Azalea’s, etc) an organic acidic fertilizer shall be used.
If there arises a question as to th e nee d for application of fertilizer or the formulation of a fertilizer, soil samples shall be taken from locations specified by the City's representative. They shall be analyzed by a licensed soil analyst at the Contractor's expense and the results and re commendations for the formulation and rates of applications of a complete fertilizer shall be submitted to the City's representative. Contr actor shall formulate and apply the fertilizer as per the recommendations of the soil analyst. If the application of iron, zinc or other trace minerals is recommended by the soil analyst or by a recognized plant pathologist to correct a specific soil deficiency, it shall also be applied according to these recommendations at the Contractor's expense.
site
3. Pesticides shall be of the highest quality obtainable, brought to the job
in the original manufacturer's containers, properly labeled with guaranteed analysis. Any necessary permits, recommendations, etc. shall be the responsibility of the Contractor.
4. Plant materials shall be of the highest quality, displaying a healthy appearance and of a size relevant to their container size. The City’s Field Service Inspectors and/or Project Manager must inspect and approve all plant materials prior to planting.
5. Turf seed shall be of the highest quality available, industry recognized, and approved by the City’s Field Service Inspectors and/or Project Manager prior to application.
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10 6. Plant stakes, ties, guy wires shall be of materials to match those existing on the site or approved equal.
K. Shrub, Tree and Ground Cover Care
Maintain all shrubs and all ground cover in a healthy growing condition by performing the following operations and other work incidental thereto:
1. Water Management - Water to establish moisture to the full depth of the root zone. Watering shall be done in a manner to avoid erosion, excessive runoff, puddles, or creation of a waterlogged soil condition.
Hoses and portable sprinklers shall be used to supplement the sprinkler system where necessary to ensure complete coverage.
2. Pruning and Trimming
A. Pruning and trimming shall he done by qualified, trained professional personnel. Documentation of training and experience shall be given to City’s Project Manager upon request for each employee.
B. Excessive pruning or stubbing back shall not be permitted.
C. All pruning cuts shall be properly made: They shall be cleanly cut with no tearing of the bark.
D. The Contractor is responsible for replacing, at their cost, any damage to plant materials caused by excessive pruning, improper pruning techniques, poor equipment, etc.
E. All dead or damaged branches shall be removed immediately from shrubs and ground covers. Any dead or damaged branches located in trees shall be secured (either by the means of caution tape, cones, or barricades) and reported to City’s Field Service Inspectors and/or City Project Manager.
F. Pruning and trimming of shrubs and ground cover shall be done as needed, and/or requested by Field Service Inspectors, to achieve the following:
I. To cut back branches that are rubbing on walkways, fences and impairing or posing a safety hazard to pedestrians, bicycles, or vehicles.
Contractor shall not prune any tree branches.
II. To maintain desired shape of plant material.
III. To maintain proper maintenance on plant material.
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11 IV. To remove dead branches, diseased sections of shrubs, spent flowers, etc.
G. Staking Plant Material
Maintain and replace stakes and plant ties with equal material. Maintain and replace plant ties to provide support without chafing of bark. Plant ties shall be loosened accordingly to avoid chafing of bark. Additional stakes and/or guys shall be placed from time to time to correct misshaping caused by wind. Stakes and guys shall be removed upon request of City’s Field Service Inspectors and/or Project Manager.
3. Flower beds and perennial areas shall be raked, cultivated, and pruned/dead- headed as needed, but no less than once per week.
4. Ground cover along curbs must be kept within curb and height trimmed as needed.
5. Ivy ground cover shall be mowed with a composting mower once a year in the winter as scheduled by City’s Field Service Inspectors and/or City’s Project Manager. Areas are to be determined by City’s Field Service Inspectors. Most ivy/ground cover areas have irrigation, primarily fixed risers. The City shall flag all irrigation components prior to ivy mowing. The contractor is responsible for repairing any damage to the irrigation system due to negligence.
6. Tree Pruning/Maintenance
A. No tree pruning shall be performed to any trees at any site in this contract unless authorized by Field Service Inspector and/or Project Manager.
B. b) All trees that measure below the A.D.A height
requirement of 84” above ground level shall be reported to City’s Field Service Inspectors and/or City Project Manager.
Field Service Inspectors and/or Project Manager will
schedule the tree pruning with City’s Public Works Tree Department.
C. Suckers located at the base of each tree shall be removed by trained employees, limited to only using hand pruners.
City contractor will designate employees that have been trained to perform this duty and have been trained by City Staff to perform this duty. Hedge trimmer, line trimmer, herbicides or any other type of mechanical or chemical
mechanism shall not be used to remove or control suckers.
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12 D. Tree volunteers shall be removed at first sight. These volunteers shall be removed before reaching 4ft in height, but are preferred to be removed by 2ft. If the height
exceeds 4ft, tree volunteer shall be reported to Field
Service Inspectors and/or Project Manager for proper
postings and removal process through Public Works Tree’s Department.
E. Contractor shall keep tree wells weed free and mulched with a 3” deep layer to assist in suppressing weeds in Parks, Medians, and City Facilities. A post emergent, RoundUp Pro Max may be used to assist in controlling weeds in
medians and City Substations, unless it is listed as a
pesticide free site. A California licensed and qualified applicator must apply any herbicide in a manner consistent with the SDS, label, and California Department of Pesticide Regulation to avoid overspray to the tree trunk, leaves, or non-target vegetation. Tree well diameters may vary
dependent on location, size, and drip line of trees. A
minimum of a 6ft in diameter, or 3ft in all directions from the tree trunk shall be maintained unless otherwise
directed by Field Service Inspectors and/or Project
Manager.
III. INTEGRATED PEST MANAGEMENT (IPM) and SUSTAINBLE LANDSCAPING
The City of Palo Alto has an award winning IPM program and received Department of Pesticide Regulation IPM Innovator Award in 2003 and 2011. The City’s IPM policy and practices have improved pest control and plant health and reduced staff and environmental exposure to pesticides. Total pesticide use from 2013 to 2016 was reduced to an average of 105 pounds per year, a reduction of 73% since 2001 -2007.The City prioritizes maintaining site conditions to maximize plant health to minimize pests.
Preferred pest management techniques include: using California native plant specie s or varieties that resist pests; plant selection, pruning, fertilizing, and irrigation practices that reduce pest problems and disease and selecting the least toxic chemical control options for pest management as a last resort. The City also maintains 18 pesticide-free locations which include:
1) Bol Park
2) Boulware Park
3) El Palo Alto Park
4) Flood Basin (excludes aquatic portions)
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13 5) Hopkins Creek Side Parquets
6) Monroe Park
7) Sarah Wallis Park
8) Scott Park
9) Terman Park
10) Ventura Park
11) Adobe Creek Substations
12) Animal Services
13) Children’s Theater
14) Hale Well Substations
15) Matadero Well Station
16) Mitchell Park Library and Community Center
17) Water Quality Control Plant
18) San Francisquito Creek Pump Station (excludes aquatic portions) The Contractor must:
1. Minimize pesticide use and to favor least-toxic pesticides when chemical use is needed;
2. Utilize IPM and BayFriendly/Rescape expertise;
3. Within 45 days and annually on the anniversary of this agreement, the Contractor shall submit to the City's Open Space, Parks and Golf Division an Integrated Pest Management Plan that complies with the City of Palo Alto IPM policy, goals and specifications outlined in this RFP. This IPM program shall be reviewed annually for updates and modifications with Open Space Parks and Golf Division staff. Frequent and thorough site inspections, on foot, will be needed to ensure no major infestations occur. The first priority in addressing pests will be to conserve naturally occurring beneficial insects through the use of selective applications of the least toxic effective materials;
4. Contractor shall provide any SDS sheets of chemicals that will be utilized;
5. The City’s contractor must comply with the City’s Municipal Regional Storm Water Permit requirements to avoid pesticide runoff to creeks and San Francisco Bay. The contractor will be required to:
a) submit the Contractor Pesticide Use Log in Excel format to the City’s Project Manager within ten business days upon r equest (usually requested annually in December). The Excel form will be provided by the City and include spe cific da te an d application information. This information is used in the City’s annual Pest Management and Pesticide Use Report (the City is required to report the total quantity of the active ingredient used as a permit condition and requires additional informatio n bey ond County Agricultural pesticide use reporting requirements).agree to permit provisions that r equire a City of Palo Alto Project Man ager or DocuSign Envelope ID: 5DBD165F-D7F9-4EDB-957F-5065E410FE2D Item 4
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14 Watershed Protection Manager to periodically shadow work to confirm that pesticide applications conform with pesticide practices outlined in the contract;
b) prohibit company use of any of the following pesticides without written permission from the City’s Project Manager:
• Carbamates including: aldicarb, carbaryl, propoxur, oxamyl and terbucarb
• Diamides including:Broflanilide, chlorantraniliprole, cyantraniliprole, cyclaniliprole, cyhalodiamide,
flubendiamide, tetraniliprole
• Diuron;
• Indoxacarb;
• Organo-phosphates including: chlorpyrifos, diazinon, and malathion;
• Pyrethroids (allethrins, bifenthrin, cyfluthrin, cyhalothrin, cypermethrin, cyphenothrin, deltamethrin, esfenvalerate, etofenprox, flumethrin, imiprothrin, metofluthrin,
momfluothrin, permethrin, prallethrin, resmethrin,
sumethrin [d-Phenothrin], tau-fluvalinate, tetramethrin, tralomethrin);
• Neonicotinoids: acetamiprid, clothianidin, dinotefuran, imidacloprid, imidaclothiz, nitenpyram, nithiazine,
paichongding, thiacloprid, and thiamethoxam.
c) Provide a list in advance of herbicides or other pesticides that are proposed for use for pre-approval by the City’s Watershed Project Manager/IPM Coordinator. The list must include the product name, active ingredient and EPA ID number. All chemicals must be approved for use prior to application.
6. Demonstrate in the proposal how weed control is maximized prioritizing non-chemical weed management techniques. City of Palo Alto relies on weed prevention as its first line of defense using thick mulches to suppress weeds, mowing, hand removal, weed flower and seed removal, sheet mulching and least toxic chemical control as a last resort. Using these strategies, the City of Palo Alto has reduced herbicides by as much as 89% compared to highest use years.
For the properties listed in this proposal, the City Palo Alto only uses herbicides in spot treatments (applying the herbicide to each weed) in the following situations:
a) In select planter beds, fence lines, or cracks in hardscapes as needed–typically two times per year;
b) to control invasive weeds that can overtake native plants; c) to control weeds such as thistles and foxtails which harm dogs DocuSign Envelope ID: 5DBD165F-D7F9-4EDB-957F-5065E410FE2D Item 4
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15 and trail users.
7. Contractor shall comply with all California Department of Pesticide Regulations when applying any pesticide.
8. Use only OMRI Certified Fertilizers, unless otherwise approved by City’s Project Manager.
9. Pest control shall be done only by qualified, trained personnel, under the supervision of a State licensed pest control operator, using materials approved by the City’s Field Service Inspectors and/or Project Manager. The pesticide application shall be done with extreme care to avoid any hazard to any person, pet, or wildlife in the area or adjacent areas, or any property damage. Application shall be in strict accordance with all governing regulations. The Contractor must provide, within 30 days of the Notice to Proceed, their P est Control O perators License, and the names a nd license/certification numbers of any individuals responsible for or applying pesticides in accordance with this agreement. Upon request by Field Service Inspectors and/or Project Manager, contractor shall su pply the City an updated list of employees tha t have received the yearly Herbicide Application Training requirement per California Department of P esticide Regulation.
10. All pest infestations shall be reported to the City’s Field Service Inspectors and/or Pr oject Ma nager. The Project Manager prior t o application shall approve all pesticides applications. Records of all pest control operations stating dates, locations, times, methods of application, chemical formulations, applicators names and weather conditions shall be made and retained in an active file for a minimum of three (3) years.
Rodent Control- Contractor shall control gophers, moles and other rodents causing damage to City Property under the site area of responsibility using trapping only.
Rodenticide shall not be used. In the event of visible evidence of such pests, contractor will restore the area to its proper condition if the damage is current and prevention is within the contractor's control.
11. All chemicals requiring a special permit for use must be registered with the county Agricultural Commissioner's Office (CDPR) and a permit obtained with a copy to the Parks Open Space, and Golf Division.
12. All regulations and safety precautions listed in the "Pesticide Information and Safety Manual, published by the University of California and the DocuSign Envelope ID: 5DBD165F-D7F9-4EDB-957F-5065E410FE2D Item 4
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16 Pesticide Safety Information Series (PSIS) published by the California Department of Pesticide Regulation shall be adhered to.
13. Spraying is not permitted during heavy traffic (vehicle, bicycle, or pedestrian) periods or when winds create uncontrollable material drift and/or exceeds 5mph and/or as directed per chemical label. The Field Service Inspector and/or Project Manager will permit no spraying without prior approval and have the ability to permit no spraying if he/she believes one of the above is in violation. Contractor is to contact Field Service Inspectors for ideal times to spray certain sites when traffic is at its minimum to avoid conflicts with Park users.
14. Pesticide Use in Parks and City Facilities
Currently all Parks and City Facilities shall be treated as Pesticide Free.
However, if a new herbicide is approved for use in California, with City’s approval, there may be flexibility to use that herbicide at certain sites.
Regardless of any City approved pesticides, no pesticide may be used within 100 feet of any playgrounds and creeks at ALL sites.
16. Pesticide Free Sites- No pesticides of any kind shall be used on designated Pesticide Free Sites.
17. Temporary notice shall be posted during and after a City location within this scope (excludes Pesticide-free Parks) has been sprayed. All areas sprayed shall be flagged and signed until the chemical has completely dried according to product label and/or SDS.
Signs shall be provided by City upon the request of the contractor.
18. Contractor shall replace any plant material that has suffered severely Due to lack of proper pest management techniques and/or overspray of chemical (pesticides, herbicides, etc.), if such pest control is possible and practicable.
19. All treated areas must be posted and monitored during and after pesticide application until material has settled and treatment area is completely dry accordingly to product label, SDS, and California Department of Pesticide Regulations. No unprotected person, pet, or wildlife may enter a treated area until all re-entry intervals have been satisfied. Contractor shall comply with all California Department of Pesticide Regulations laws when applying any pesticide within the scope of this contract.
L. Weeding
All areas, including but not limited to: shrub beds, flower beds, groundcover beds, tree wells, paved areas, sidewalks, cracks, stairways, pavers, expansion joints, decomposed DocuSign Envelope ID: 5DBD165F-D7F9-4EDB-957F-5065E410FE2D Item 4
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17 granite paths, picnic areas, playgrounds, under bleachers/benches, shall be kept maintained at an acceptable level.An acceptable level for weeds shall be viewed as the following:
*Weed tolerance shall not exceed 10% of each site.
*Weeds shall not exceed a height of 6”
Weeds shall be removed whenever the appearance becomes unsightly or when requested to do so by City’s Field Service Inspectors and/or Project Manager.
M. Fertilization
Fertilize all shrub, ground cover, and planter bed areas three times a year with an OMRI certified granular organic fertilizer. Fertilize trees as requested by City’s Field Service Inspectors and/or Project Manager or City’s Public Works Tree’s Department, not to exceed twice per year with organic fertilizer specified for Tree’s. Fertilizer shall be applied in the spring, summer and in the fall to all sites.
N. Replacement of Material
Remove dead and damaged plants and replace with material of equivalent size, condition and variety, subject to approval Labor shall be provided by the Contractor in a timely manner. Plant material shall be provided by the City's Public Works Division unless damaged is caused by Contractor’s negligence (i.e. chemical damage, mechanical damage, water stress.)
Damage not resulting from Contractor's negligence, such as vandalism, vehicle, or weather shall be reported promptly to the City’s Field Service Inspectors and/or Project Manager. The City will provide all necessary materials. Labor shall be provided by the Contractor in a timely manner.
Contractor shall inspect all sites prior to the contract and contact Field Service Inspectors and/or Project Manager with any concerns in regards to the condition of plant material.
O. Nurturing Soil Health:
Leaf drop shall become part of the mulch layer in the trees, shrubs or groundcover areas in an attractive manner and away from high traffic areas. Le af drop shall not be allowed to enter storm drains.
P. Mulch shall be maintained under all trees and shrubs and on bare soil with a minimum 3-inch layer or organic material. To the greatest extent practicable, CONTRACTOR shall not procure mulch products that originate from forest products.
When possible CONTRACTOR shall give preference to mulch products that are produced DocuSign Envelope ID: 5DBD165F-D7F9-4EDB-957F-5065E410FE2D Item 4
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18 on-site, or from regionally generated plant debris including that made at the City of Palo Alto. Mulch shall be provided by City’s Public Works Tree’s Department. All labor costs in regards to, but not limited to spreading, transporting, and maintaining the mulch shall be covered by the Contractor.
GENERAL MAINTENANCE AND CLEANUP
The following general maintenance and clean up guidelines apply to all areas included in this agreement.
A. All clippings, trimmings, cuttings generated by the Contractor shall be promptly removed from the work site at the end of the same day the work is performed.
Dumpsters shall not be used on the sites unless approved by Field Service Inspectors and/or Project Manager.
B. All areas covered by this agreement, including but not limited to: areas around shrubs and trees, non-landscaped islands, sidewalks, patios, planter beds, curbs and gutters shall be kept free from weeds, litter, non-ornamental rocks, glass and debris.
Debris including, but not limited to: paper litter, leaf and plant debris, household furniture, household appliances, cardboard, cigarette butts, shopping carts (shall be returned to local business on same day), animal feces, biohazards (human feces, hypodermic needles), illegal drug paraphernalia, and vehicle parts. The Contractor shall provide its employees’ OSHA approved environmental, health and safety training to ensure compliance with all federal, state, and local laws or regulations.
C. Paved areas in all sites, including play and picnic areas, shall be swept and cleaned of any dirt, debris, weeds, litter or soils.
D. Picnic Area: All Tables and shall be kept cleaned.
E. All decomposed granite pathways must be raked and not blown where indicated by the Field Service Inspectors and/or Project Manager. During summer months decomposed granite pathways shall be watered down prior to using an electric blower to clean pathways where indicated by Field Service Inspectors.
F. Ornamental garbage enclosures and dumpster enclosures shall be kept clean with a biodegradable cleaner.
All garbage cans and recycling containers (recycling containers that are not serviced by Green Waste) must be emptied at the sites listed in this agreement. Garbage cans and recycling containers more than half full must be emptied into their correct locations (example: recycling shall be recycled). Mechanically or physically compressing garbage is not permitted in lieu of emptying. All garbage containers and recycling containers must be emptied on Mondays and Fridays. All garbage cans must have a garbage can DocuSign Envelope ID: 5DBD165F-D7F9-4EDB-957F-5065E410FE2D Item 4
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19 liner. The Contractor is responsible for providing garbage can liners. Re-using soiled garbage can liners are not permitted.
Compostable Plastic Bags shall be used in compost bins and shall meet the following standards: Biodegradable Products Institute (BPI), non Genetically Modified Organism (GMO) preferred, www.bpiworld.org
http://www.bpiworld.org/BPIPublic/Approved/1.html. Bags must be of sufficient thickness and within date shelf-life to prevent breakage during waste collection handling.
G. Skate bowls, multipurpose bowls and handball courts must be kept clean. Bowls and handball courts are located at: Mitchell Park, Rinconada Park, Robles Park, Eleanor Park, and Hoover Park.
H. All signs including but not limited to Park signs, Park rules signs, and ornamental signs shall be kept clean.
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20 Section G
Regional Water Quality Control Plant and Household Hazardous Waste Station Site Specific Landscape Maintenance Scope of Services
Location:
City of Palo Alto
Regional Water Quality Control Plant
(RWQCP) and Household Hazardous Waste
Station (HHWS)
2501 Embarcadero Way, Palo Alto, CA 94303
Site contact:
Julie Weiss
Public Works
Environmental Services–Watershed Protection
Project Manager
650.329.2117
[email protected]
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21 Regional Water Quality Control Plant Basic Services
A. Background
The Regional Water Quality Control Plant (RWQCP or “Plant”) Landscaping was constructed in 2015. The existing approximately eight acres of landscaping screens the 25 acre RWQCP (total) to reduce its visibility from the Palo Alto Baylands. Professional landscaping is also maintained at the RWQCP campus entrance and interior and the Household Hazardous Waste Station (HHWS) which is immediately adjacent to the RWQCP entrance.
There are three main project areas for this location. See attachment L1.0 for project area boundaries.
1. The Regional Water Quality Control Plant campus landscaping located at 2501 Embarcadero Way (70,000 sf). Note that this area includes the site of the future Sludge Dewatering Building as noted on L1.0 and detailed on L.3;
2. The Household Hazardous Waste Station located immediately adjacent to the entrance of the RWQCP (11,000 sf);
3. The RWQCP exterior property begins at the corner of Embarcadero Way and Embarcadero Road. The property wraps southeast around the corner of Embarcadero Road at the Palo Alto Baylands and continues to the end across from Byxbee Park (279,000 sf). Note: Attachment L1.2 –shows mature tree stands on the exterior property (67,000 sf) which do not require maintenance. The San Antonio Pump Station is a satellite location that requires weed maintenance (Attachment L1.4).
B. Site Contacts and Communication
The City of Palo Alto Parks Supervisor will administer the landscape maintenance contract. The RWQCP Watershed Protection Project Manager (“RWQCP Project Manager”) will be the site contact for the three RWQCP and HHWS locations. The contractor will meet with the RWQCP Project Manager monthly to review the checklist, prioritize work tasks and discuss site needs.
C. Workplan and Checklist
The contractor will draft a workplan and a monthly checklist of tasks that are to be completed for the three locations to ensure that weekly, monthly and annual tasks are scheduled, tracked, and completed (e.g., twice-annual herbicide application to biofilters which require advance coordination with the RWQCP Operations). The draft workplan and checklist will be provided to the RWQCP Project Manager before August 1, 2018 for review and approval. The RWQCP Project Manager will approve the workplan and checklist for use.
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22 D. Days and Hours of Service
Maintenance demands for other project sites may not preclude hours of service or quality of service levels for the RWQCP and HHWS sites. Unless otherwise negotiated with the RWQCP Project Manager, the contractor must provide onsite service a minimum of 32 hours per week with service on Monday, Wednesdays and Thursdays.
Substitutions for this schedule due to lower service needs during the winter must be approved by the Project Manager.
Weekend service dates are only available for the exterior project area. Friday service hours are restricted after noon.
E. Weed Management
1. Weed Management Expectations
Weeds are defined as plants not deliberately planted or included in the City’s plant palette for this location. Weed threshold for the exterior and interior sites is 10%. Weed removal should be performed during each regular site visit. All portions of weeds for all locations must be bagged and removed from site and not discarded on premises in order to deter weed establishment and reduce seed bank. Flowering weeds must be removed before seeds are present and before higher than 18”. In addition:
a) Sheet mulching, mowing, steaming or other mechanical removal are acceptable for weed removal. Burning or propane torch are only acceptable for weeds in hardscaped areas.
b) Herbicides may be used only with RWQCP Project Manager’s approval unless otherwise stated in this scope of services. All pesticides must be approved in advance by the Project Manager.
c) All seasonal weed services must be coordinated with the RWQCP Project Manager at least two weeks advance to not impair RWQCP operations or construction activity.
d) If chemical use is required because of contractor inattention to non-chemical weed management, the chemical application will provided at no cost to the City and RWQCP Project Manager pre-approval.
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23 2. Weed management locations and service levels:
a) RWQCP exterior, RWQCP interior and HHWS landscaped areas:
Weed management for landscaping in these areas is an ongoing task except for the Redwood Grove and Employee Garden as specified below. The weed threshold is 10%. See attachment L1.0 for locations.
b) Redwood Grove: The redwood grove requires weed knockback three times annually in March, July, and November.
c) RWQCP Employee Garden requires hand removal in March and November.
Knock back and hand removal as needed at the direction of the RWQCP Project Manager.
d) Biofilters will be treated twice annually in January and June with pre-and post-emergent and weed knock back each time unless otherwise recommended by contractor and approved by RWQCP Project Manager. The three biofilters are the only sites requiring herbicide use as part of regular maintenance. Approved pre- and post-emergents include:
Chipco Ronstar 50 WSP Herbicide Pre-emergent
Dimension Ultra 40WP Pre-emergent
(Dithiopyr)
Lontrel T & O (2011 Formulation) Post-emergent
(Clopyralid,
Monoethanolamine
Salt)
Prosecutor Pro (Lesco) Post-emergent
(Glyphosate,
isopropylamine)
Quicksilver T & O Herbicide Post-emergent
(Carfentrazone-
ethyl)
Revolver Herbicide Post-emergent
(Formamsulfuron)
Roundup Pro Herbicide Post-emergent
(Glyphosate)
Roundup ProMax Herbicide Post-emergent
(Glyphosate)
Sapphire Post-emergent
(Penoxsulam)
Barricade 65WG Pre-emergent
(Prodiamine)
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24 Gallery 75 Dry Flowable Pre-emergent
(Isoxaben)
Esplanade 200 SC Pre-emergent
(Indaziflam)
Contractor shall schedule herbicide application date for biofilters one month in advance with RWQCP Project Manager.
e) Building and fence perimeters: Building and fence perimeters will receive knock back three times annually in March, July and November unless otherwise scheduled by the City and contractor. Contractor will apply City mulch as needed to suppress weeds between scheduled knockbacks.
f) Administration building rear parking lot: The parking lot behind the Administration Building will have weeds knocked back three times annually in March, July, November. See Attachment L1.0.
g) San Antonio Pump Station: The San Antonio Pump Station near the corner of East Bayshore Road and San Antonio Road will have weeds knocked back twice annually March and November. Contractor may apply City mulch to suppress weeds in interim between scheduled knockbacks. See Attachment L1.4). Contractor must schedule service for this locked facility in advance with RWQCP Project Manager.
F. Pest Management
Pest management needs will be subject to the Integrated Pest Management Requirements listed in Exhibit A Section III and in the Weed Management Section E listed above.
G. Fertilizer Application
No supplemental fertilizing is necessary for established plant material.
H. Mulching
The City can provide shredded tree trimmings which can be used as mulch. Mulch areas are to be topped once a year unless otherwise specified to maintain a three to six inches layer around shrub, ground cover and tree planting areas. A two inch layer of mulch is allowed under newly planted groundcover. Groundcover should be allowed to grow over the mulch. The contractor must maintain six inches from mulch to tree trunks and shrubs.
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25 I. Debris and Trash
Debris and trash should be removed from planter areas immediately during every service day. Landscape trimmings will be swept and composted immediately each service day.
J. Mechanical Edging
All planting edges including, but not limited to, sidewalks, patios, drives, curbs, shrub beds, flowerbeds, ground cover beds and native grasses shall be edged to a uniform line, with constant clearance maintained at public use pathway edges. Turf lawn edges will be edged to a uniform line each time turf is mowed. Chemical edging is not allowed.
K. Wildlife Protection
Contractor must take care to not harm existing wildlife areas and specifically the activities related to the gray fox. Gray fox dens and fox paths exist within the facilities grounds and require special attention given that gray fox sightings are common.
Prior to service, contractor staff and supervisors must receive basic gray fox informational training, provided by RWQCP staff.
L. Hardscape and Site Amenities
1. Decomposed Granite Fines Paths. Decomposed granite paths will be maintained with an even surface adding material as needed to keep path even.
Patch accordingly with decomposed granite fines and stabilizer per manufacturer’s recommendations. Service will be provided annually unless otherwise agreed upon.
2. Sweeping and litter collection. Sweeping up leaves from walkways, the parking lot and around recycling containers shall occur a minimum of weekly. Any trimming or clippings from mowing, pruning or other activity shall be swept and removed that same day.
3. Tables (5). Inside the RWQCP campus shall be completely wiped down and table surfaces shall be spray cleaned with soapy water weekly to remove spider webs, dirt, and grease.
4. Interpretative signage (up to three). On the RWQCP campus and exterior (one) shall be wiped and spray cleaned with soapy water weekly.
5. Arbors. Vegetation on arbors shall be trimmed quarterly to ensure that public art installations are visible. Ensure that arbors are clean and clear of debris.
City shall be notified if damage is present.
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26 6. Seatwalls. City shall be notified if damage is present or if painting is needed.
7. Manhole walkway art. Care should be taken to ensure that manhole and supporting structural framing are clean and clear of debris. City shall be notified if damage is present.
M. Shrubs, groundcovers and vines
1. Pruning frequency: RWQCP and HHWS shall be pruned at least four (4) times per year or more as needed dependent upon the growth patterns of the plant species and location in question. General pruning seasons shall be established with project manager as part of the workplan and monthly checklist to be provided to Project Manager as discussed in Section C
2. Contractor shall prune all plants on a site within a two (2) week period or as authorized by the City. Contractor shall not exceed one (1) month to complete all pruning operations once started.
3. All dead shrubs shall be removed, the planting location flagged and inventoried for replacement. Notify City prior to removal.
4. Hand prune along path and walkway edges as necessary to eliminate road or pathway encroachment.
5. Hand prune hedges and shrubs to keep curbs and walkways clear.
6. No pruning shoots on tops of the plant.
7. When cutting out a stem, cut to a side branch that is about one-third the diameter of the stem being removed.
8. Pruning cuts shall be smooth and leave no stubs. Ragged or chewed appearance is not acceptable.
9. Remove all dead, diseased-and unsightly branches from shrubs. Remove all vines or other growth as it develops within the shrubs/hedge. Any runners that start to climb buildings, shrubs or trees shall be pruned out of these areas.
10. Ground cover shall be kept free of weeds, litter, debris and leaves. Ground cover shall not exceed three inches (3”) beyond the inside edge of the curb or border. Hand pruning only. Pruning groundcover plants should only be done to remove dead branches. No shearing.
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27 11. Mechanical shearers are not to be used when pruning plants.
N. Strap Leaf Shrubs No pruning. Plants to be physically divided when clump has become too large.
O. Ornamental Grasses Twice annual hedging as needed to replenish growth. Plants to be maintained on every site visit and dead plant material removed by hand.
P. Rosa species Dead head flowers and reduce size of bush, removing all dead branches quarterly. Plants to be hand trimmed above the 5 and 3 leaf sprouts. No stubs acceptable as they deter plant growth.
Q. Perennials Perennials must be cut back in late fall. Most perennials should be cut completely to the ground once the plant has exhausted all or most life signs.
Contractor must make distinction to crews between perennials and shrubs.
Deadhead perennial blooms in spring, summer, and fall months to stimulate additional growth and flowers. Remove dead leaves from under part of plant by pulling them off by hand. Remove spent flower stocks by pulling them upward by hand.
R. Turf
1. Turf located inside the RWQCP should be mowed to a 4-6” height. Turf shall have the appearance of being healthy and green during the entire term of the contract.
2. Weeds such as Bermuda grass will be removed from turf weekly to avoid weed infestations.
3. Thatch removal shall be performed annually. All grass clippings shall be collected and removed from the site on the same day the area is mowed and edged and removed for composting.
4. Mowing operations shall be performed to ensure a smooth surface appearance throughout the year, without scalping or allowing excessive cuttings to remain.
Precautions shall be taken to prevent rutting, damage to trees, shrubs and sprinklers.
5. Walkways and gutters, etc. shall be cleaned immediately following each mowing/edging.
6. Aeration of all turf areas shall be done by using a device that removes cores to a depth of 3” to 4” (spring and fall).
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28 7. All cores shall be removed from the turf and composted of off-site or thoroughly pulverized within twenty-four (24) hours after aerating.
8. Flag/mark irrigation system heads, valve boxes, and quick couplers. Contractor is responsible for repairing any damaged caused by aerification equipment, this would include but not limited to irrigation heads, valve boxes and quick couplers.
S. Exterior Native Grasses
The exterior project site includes large areas of native grasses. Native grasses shall appear healthy during the entire term of the contract. Native grasses shall be maintained as necessary to be a competitive stand of growth in all areas where established.
Native grasses shall be mowed annually only after a majority of the grasses have developed full viable seed heads. The time period for mowing to occur given a normal year of precipitation is generally from May 15th to July 15th. Upon approval by the City the Contractor shall mow all areas within 10 working days after receiving notification from the City. All areas should be mowed to a height between 6 (six) to 8 (eight) inches.
One month prior to mowing in areas outside the RWQCP fence line (reference drawings L1.0) contractor must coordinate with RWQCP staff to confirm site features area protected. Mowing operations shall be performed to ensure a smooth surface without scalping. Precautions shall be taken to prevent rutting, damage to trees, shrubs, and sprinklers. All equipment shall be adjusted to the proper cutting heights and shall be adequately sharpened.
All debris including but not limited to trash, stones, and limbs shall be removed prior to mowing.
Walkways, drainage inlets and channels, planters, etc. shall be cleaned immediately following each mowing/edging. All grass clippings shall be collected and removed from these areas but retained in those areas where native grasses are to naturalize.
T. Plant flagging and replacement
1. Exterior project site: The contractor shall flag, inventory and replace plants exterior project area twice annually.
2. RWQCP Campus and HHWS: The RWQCP and HHWS shall have expired plants replaced monthly unless otherwise approved by the Project Manager. The contractor will supply the list and quantity of replacement plants needed to the Project Manager for approval prior to purchase.
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29 U. Exclusions
1. Irrigation. City of Palo Alto Parks Department is responsible for all irrigation maintenance, repair installation and replacement except for minor irrigation tasks associated with the RWQCP Employee Garden and Redwood Grove (primarily related to Netafim placement).
2. Contractor shall notify Parks Supervisor and RWQCP Project Manager if there are any signs of irrigation breaks or damage, uneven or overwatering on the same day damage is observed, track repair status and report to the RWQCP Project Manager and Park Supervisor if repairs have not been made after five days of notification to the Parks Supervisor.
Supplemental manual watering shall be done by contractor as requested by City. All manual irrigation will be done Monday through Friday from 7a.m. to 4p.m.
3. Tree Maintenance
Tree maintenance will be performed by the City of Palo Alto. However, any observed tree damage or health concerns should be reported to the Parks Supervisor and Project Manager within five business days after damage is observed.
DocuSign Envelope ID: 5DBD165F-D7F9-4EDB-957F-5065E410FE2D Item 4
Attachment B -
Amendment No. 1 to
Contract
C18170810B with
Gachina Landscape
Management, Inc.
Item 4: Staff Report
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Amendment No. 1 to
Contract
C18170810B with
Gachina Landscape
Management, Inc.
Item 4: Staff Report
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31 L1.2 Mature Tree Stands on RWQCP Property Which Do Not Require Maintenance
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Amendment No. 1 to
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C18170810B with
Gachina Landscape
Management, Inc.
Item 4: Staff Report
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32 L1.3 Future Sludge Dewatering Building
DocuSign Envelope ID: 5DBD165F-D7F9-4EDB-957F-5065E410FE2D Item 4
Attachment B -
Amendment No. 1 to
Contract
C18170810B with
Gachina Landscape
Management, Inc.
Item 4: Staff Report
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33 L1.4 San Antonio Pump Station
DocuSign Envelope ID: 5DBD165F-D7F9-4EDB-957F-5065E410FE2D Item 4
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Amendment No. 1 to
Contract
C18170810B with
Gachina Landscape
Management, Inc.
Item 4: Staff Report
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EXHIBIT C SCHEDULE OF FEES, AMENDMENT NO. 1
(AMENDED, REPLACES PREVIOUS)
CITY shall pay CONT RACTOR according to the following rate schedule. The maximum amount of compensation to be paid to CONTRACTOR, including both payment for services and reimbursable expenses, shall not exceed the amounts set forth in Sections 5 and 6 of the Agreement. Any se rvices provided or hours worked for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to CITY. Payment will be made for work satisfactorily completed as called for in this contract. The City's Representative shall inspect and notify the Contractor of any unsatisfactory wor k. Unsatisfactory work shall be corrected within 24 hours. Contractor or Contractor's representative shall meet with a representative from the C ity at least once a month during the life of this contract to inspect Work performed.
The Contractor shall bill the City by the 5th of the month following service.
Electronic invoicing is preferred. The City will pay the Contractor on a monthly basis for labor, equipment and mat erials provided during the monthly billing period for each section of the contract.
The contract yearly total for sections G shall be divided by 12 months for a monthly billing cycle. Please see chart below for monthly totals for each year of contract.
DocuSign Envelope ID: 5DBD165F-D7F9-4EDB-957F-5065E410FE2D Item 4
Attachment B -
Amendment No. 1 to
Contract
C18170810B with
Gachina Landscape
Management, Inc.
Item 4: Staff Report
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Packet Pg. 133 of 461
Vers.: Aug. 5, 2019