Agenda packet, regular meeting — Rancho Cucamonga City Council, September 3, 2025 (part 4 of 5)

The City of Rancho Cucamonga
Request for Proposal (“RFP”) #25/26-003
for
Landscape and Irrigation Maintenance LMD 6R, 9 & 10 Parkways, Paseos a nd Medians __________________________________________________________________________________________________ __________________________________________________________________________________________________

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4.2.22. CONFORMING TO STATE AND FEDERAL GUIDELINES FOR STORMWATER POLLUTION PREVENTION .................... 26

4.2.23. PERMITS .......................................................................................................................................... 26

4.3. WORK AREA TRAFFIC CONTROL ................................................................................................................. 26

4.3.1. TRAFFIC CONTROL PERMIT .................................................................................................................. 26

4.3.2. SIGNS, BARRICADES, AND DELINEATORS ................................................................................................ 26

4.3.3. TRAINING ......................................................................................................................................... 27

4.3.4. ROUTINE MAINTENANCE..................................................................................................................... 27

4.3.5. TURF MAINTENANCE .......................................................................................................................... 27

4.3.6. SHRUB, GROUNDCOVER, DECOMPOSED GRANITE (DG) AND VINE MAINTENANCE ........................................ 30

4.3.7. IRRIGATION MAINTENANCE (EXCEPT AS NOTED HEREIN, PAYMENT FOR ALL IRRIGATION WORK SHALL BE INCLUDED IN THE TURF AND GROUNDCOVER LINE ITEMS.) ....................................................................................................... 39

4.3.8. PEST CONTROL .................................................................................................................................. 42

4.3.9. DEBRIS AND TRASH REMOVAL ............................................................................................................. 44

4.3.10. DRAINS (ALL SERVICE LEVELS) ............................................................................................................. 45

4.3.11. CLEAN-UP (ALL SERVICE LEVELS) .......................................................................................................... 45

4.3.12. HARDSCAPE MAINTENANCE ................................................................................................................ 46

4.3.13. TRAIL MAINTENANCE ......................................................................................................................... 46

4.3.14. MULCHSCAPE MAINTENANCE .............................................................................................................. 46

4.3.15. TRASH RECEPTACLE MAINTENANCE ...................................................................................................... 47

4.3.16. STORM DEBRIS CLEANUP .................................................................................................................... 48

4.4. EXTRA WORK .......................................................................................................................................... 48

5. EVALUATION AND VENDOR SELECTION PROCESS .............................................................................................. 49

5.1. INITIAL SCREENING ................................................................................................................................... 49

5.2. EVALUATION ACTIVITIES ........................................................................................................................... 49

5.3. COST EVALUATION ................................................................................................................................... 49

5.4. REFERENCE CHECKS .................................................................................................................................. 49

5.5. PRESENTATIONS / ORAL BOARD INTERVIEWS ............................................................................................... 50

5.6. FINANCIAL DOCUMENTATION .................................................................................................................... 50

5.7. BEST AND FINAL OFFER ............................................................................................................................. 50

5.8. VENDOR SELECTION ................................................................................................................................. 51

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5.9. LETTER OF INTENT TO AWARD .................................................................................................................... 51 “EXHIBIT A, CITY OF RANCHO CUCAMONGA CONFLICT OF INTEREST/NON-DISCLOSURE STATEMENT” ........ 52 “EXHIBIT B, PROFESSIONAL SERVICES AGREEMENT EXCEPTIONS SUMMARY” ............................................. 53 “EXHIBIT C, ACKNOWLEDGMENT OF INSURANCE REQUIREMENTS AND CERTIFICATION OF ABILITY TO PROVIDE AND MAINTAIN COVERAGES SPECIFIED” .................................................................................... 54 “EXHIBIT D, ADDENDUM ACKNOWLEDGEMENT” ....................................................................................... 55 “EXHIBIT E, DEBARMENT and SUSPENSION CERTIFICATION FORM” ............................................................ 56 “EXHIBIT F, PARTICIPATION CLAUSE” ......................................................................................................... 57 “EXHIBIT G, SIGNATURE OF AUTHORITY” ................................................................................................... 58 “EXHIBIT H” REFERENCES WORKSHEET ...................................................................................................... 59

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1. OVERVIEW

1.1. GENERAL BACKGROUND
The City of Rancho Cucamonga (hereinafter “City”) is inviting qualified Vendors (hereinafter “Vendor”) to submit a proposal response for Request for Proposals (“RFP”) #25/26-003 for Landscape and Irrigation Maintenance LMD 6R, 9 & 10 Parkways, Paseos And Medians in accordance with the minimum Scope of Services and Specifications indicated herein.

Vendors wishing to participate in the RFP solicitation must be registered as a Vendor on Planet Bids through the City website at https://www.cityofrc.us/your -government/procurement. Only those responses received from registered Vendors will be accepted. Responses must be submitted by the named Vendor that has downloaded the RFP. Submitting a response under a Vendor name that does not appear to be on the Prospective Bidders list will be deemed as non-responsive and disqualify said response from further consideration.

1.2. PROPOSAL DELIVERY AND SCHEDULE OF EVENTS
Complete RFP responses must be received electronically via Planet Bids prior to the due date and time specified in the below Schedule of Events. Please note, there will be no paper responses accepted. The City shall not be responsible for any delays by transmission errors.

Schedule of Events
Event Description Date & Time
Post RFP April 21, 2025
Questions Due May 8, 2025, by 9:00 am
Addendum Issued May 15, 2026
RFP Response Due Date June 11, 2025, by 9:00 am
Evaluation Process June 16 – 24, 2025
Short List Letter Issued June 26, 2025
Oral Board & Presentation TBD
Letter of Intent to Award TBD
Contract Award Date TBD

(The City reserves the right to change schedule of events without prior notice or responsibility to Vendor.)

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1.3. DISCREPANCIES OR OMISSIONS
Vendors finding discrepancies or omissions in the RFP or having any doubts as to the meaning or intent of any part thereof shall submit such questions or concerns in writing electronically via Planet Bids. The City bears no responsibility for oral instructions or representations. Addenda to this RFP shall be considered a part of this RFP and shall become part of any final Contract that may be derived from this RFP.

1.4. CONTINGENCIES
This RFP should not be considered as a contract to purchase goods or services but is a Request for Proposal in accordance with the terms and conditions herein and will not necessarily give rise to a Contract. However, RFP responses should be as detailed and complete as possible to facilitate the formation of a contract based on the RFP response(s) that are pursued should the City decide to do so.

Completion of this RFP form and its associated appendices are a requirement. Failure to do so may disqualify your RFP response submittal. Vendors must submit signed RFP responses by the due date and time as specified herein. Vendors will be considered non-responsive if the above requirements are not submitted as requested.

Any scope of services, contingencies, special instruction and/or terms and conditions applicable to this RFP and any purchase order derived thereafter shall be effective as of the issue date of a p urchase order for the requested work (the “Effective Date”), and shall remain in full force and effect until sixty (60) days after the City has accepted the work in writing and has made final payment, unless sooner terminated by written agreement signed by both parties.

1.5. Q

UESTIONS AND CLARIFICATIONS
All questions or clarification requests must be submitted directly through the City’s bid system no later than the due date and time indicated in the above Schedule of Events. Answers and/or clarifications will be provided in the form of an Addendum and will be posted for download from the City ’s bid system in accordance with the above “Schedule of Events”.

From the issuance date of this RFP until a Vendor is awarded, Vendors are not permitted to communicate with any City staff or officials regarding this procurement, other than during interviews, demonstrations, and/or site visits, except at the direction of Ruth Cain, Procurement Manager, the designated representative of the City of Rancho Cucamonga.

1.6. D

ISPOSITION OF MATERIAL AND CONFIDENTIAL OR PROPRIETARY INFORMATION All materials submitted in response to th is RFP solicitation will become the property of the City and will be returned only at the City ’s option and at the expense of the Vendor submitting the RFP response. A copy of the RFP response will be retained for official files and become a public record. Any material that a Vendor considers

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as confidential but does not meet the disclosure exemption requirements of the California Public Records Act may be made available to the public regardless of a notation or markings of confidentiality or otherwise.

1.7. BRAND NAMES
Any reference to brand names and/or numbers in the solicitation is intended to be descriptive, but not restrictive, unless otherwise specified. RFP responses offering equivalent items meeting the standards of quality specified may be considered, unless other specified, providing the RFP response clearly describes the article offered and how it differs from the referenced brand. Unless a Vendor specifies otherwise, it is understood that the Vendor is offering a referenced brand item as specified in the solic itation. The City reserves the right to determine whether a substitute offer is equivalent to and meets the standards of quality indicated by the brand name references, and the City may require the supply of additional descriptive material and a sample.

1.8. K

NOWLEDGE OF REQUIREMENTS
The Vendor shall carefully review all documents referenced and made a part of the solicitation document to ensure that all information required to properly respond has been submitted or made available and all requirements are priced in the RFP response. Failure to examine any documents, drawings, specifications, or instructions will be at the Vendor’s sole risk.

Vendors shall be responsible for knowledge of all items and conditions contained in their RFP responses and in this RFP, including any City issued clarifications, modifications, amendments, or addenda. The City will provide notice of any changes and clarifications to perspective Vendors by way of addenda to Planet Bids; however, it is the Vendor’s responsibility to ascertain that the RFP response includes all addenda issued prior to the RFP due date.

1.9. RESERVATION OF RIGHTS
The issuance of this RFP does not constitute an agreement by the City that any contract will be entered by the City. The City expressly reserves the right at any time to:
• Waive or correct any defect or informality in any response, RFP, or RFP procedure. • Reject any or all RFPs.
• Reissue a Request for RFPs.
• Prior to submission deadline for RFPs, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment, or services to be provided under this RFP, or the requirements for contents or format of the RFPs. • The City recognizes that price is only one of several criteria to be used in judging a product or service, and the City is not legally bound to accept the lowest RFP response.

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• The City reserves the right to conduct pre-award discussions and/or pre-Contract negotiations with any or all responsive and responsible Vendors who submit RFP responses. • Procure any materials, equipment or services specified in this RFP by any other means. • Determine that no project will be pursued.
• The City reserves the right to inspect the Vendor ’s place of business prior to award or at any time during the contract term or any extension thereof, to determine the Vendor’s capabilities and qualifications.

1.10. CALIFORNIA'S PUBLIC RECORDS ACT
The City complies with the California Public Records Act, Government Code Section 6250 et seq, Public records are open to inspection always during the office hours of the state or local agency and every person has a right to inspect any public record, except as hereafter provided. Any reasonably segregable portion of a record shall be available for inspection by any person requesting the record after deletion of the portions that are exempted by law.

Neither an RFP in its entirety, nor proposed prices shall be considered confidential and proprietary.

Notwithstanding the foregoing, companies are hereby notified that all materials submitted in response to this RFP are subject to California's Public Records Act. The City 's receipt, review, evaluation or any other act or omission concerning any such information shall not create an acceptance by the City or any obligation or duty to prevent the disclosure of any such information except as required by Government Code Section 625 3.

Companies who submit information they believe should be exempt from disclosure under the Public Records Act shall clearly mark each document as confidential, proprietary, or exempt, and state the legal basis for the exemption with supporting citations to the California Code. Pursuant to California Law, if the information is requested under the Public Records Act, the City shall make a final determination if any exemption exists for the City to deny the request and prevent disclosure. The City will withhold such information from public disclosure under the Public Records Act only if the City determines, in its sole discretion, that there is a legal basis to do so.

2. MINIMUM REQUIREMENTS

2.1. BUSINESS LICENSE
A selected Vendor awarded a co ntract shall be required to obtain a Rancho Cucamonga Business License no later than five (5) business days from notification of award prior to being issued a Purchase Order. A selected Vendor must possess and maintain all appropriate licenses/certifications necessary in the performance of duties required under this RFP and will provide copies of licenses/certifications immediately upon request throughout the term of the Contract.

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2.2. PREVAILING WAGES
Where labor is required for a public work as a part of any requirement covered by this RFP , pursuant to the provisions of the Labor Code of the State of California and/or the federal Davis-Bacon Act, a selected Vendor(s) shall pay no less than those minimum wages unless an exemption applies. In certain cases, an exemption from the prevailing wage requirement may apply to the scope of work. (See Cal. Labor Code § 1720(c)(1), (5); 42 USC § 5310(a). However, the City makes no representations in this RFP that such an exemption will apply or that prevailing wages will not be required for a scope of work covered by this RFP.

2.3. REPRESENTATIVES
Should a selected Vendor require the services of a third -party to complete the Scope of Services indicated in this RFP, the awarded Vendor will not assign, transfer, convey or otherwise dispose of the contract or its right, title, or interest in or to the same, or any part thereof. Any attempt by the awarded Vendor to so assign, transfer, or subcontract any rights, duties, or obligations arising hereunder shall be null, void and of no effect.

The awarded Vendor shall be solely responsible for the satisfactory work performance of all personnel engaged in performing the Services including Vendor s subcontractor. All Services shall be performed by the awarded Vendor or under the awarded Vendor’s direct supervision, and all personnel shall possess the qualifications, permits, and licenses required by state and local law to perform such services.

The awarded Vendor shall be responsible for payment of all employees’ and subcontractors’ wages and benefits and shall comply with all requirements pertaining to employer’s liability, workers’ compensation, unemployment insurance, and Social Security. By its execution of t his Agreement, Vendor certifies that it is aware of the provisions of Section 3700 of the California Labor Code that require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code and agrees to comply with such provisions before commencing the performance of the services.

In case of default by the Vendor, the City may take the following actions which shall include but not be limited to; cancellation of any purchase order, procurement of the articles or service from other sources and may deduct from unpaid balance due to the Vendor, or may bill for excess costs so paid, and the prices paid by the City shall be considered the prevailing market prices paid at the time such purchase is made, withholding of payment until final resolution. Cost of transportation, handling, and/or inspection on deliveries, or Vendors for delivery, which do not meet specifications, will be for the account of the Vendor.

City Representative:

For the purposes of this Agreement, the contract administrator and City ’s representative shall be__________________, or such other person as designated in writing by City (“City ’s Representative”). It shall be the Vendor ’s responsibility to assure that City ’s Representative is kept informed of the progress of the

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performance of the services, and the Vendor shall refer any decisions that must be made by City- to-City Representative. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the City Representative.

Vendor Representative:

The response to this RFP shall designate the representative of the Vendor authorized to act in its behalf with respect to the services specified herein and make all decisions in connection therewith (“ Vendor’s Representative”). It is expressly understood that the experience, knowledge, capability, and reputation of the Vendor’s Representative will be a substantial inducement for City to enter into an Agreement with the Vendor.

Therefore, the Vendor’s Representative shall be responsible during the term of any Agreement for directing all activities of Vendor and devoting enough time to personally supervise the services hereunder. The successful Vendor may not change the Vendor ’s Representative without the prior written approval of City ’s Representative.

2.4. EMPLOYEE CONDUCT
All Vendor personnel must observe all City regulations in effect at the location where the Services are being conducted. While on City property, the Vendor’s personnel shall be subject to oversight by City staff. Under no circumstances shall the Vendor’s or Vendor’s sub-contractor personnel be deemed as employees of the City.

Vendor or Vendor’s subcontractor personnel shall not represent themselves to be employees of the City.

Vendor's personnel will always make their best efforts to be responsive, polite, and cooperative when interacting with representatives of the City and City employees. The Vendor 's personnel shall be required to work in a pleasant and professional manner with City employees, outside Vendors, and the public. Nothing contained in this RFP shall be construed as granting the Vendor the sole right to supply personal or contractual services required by the City or without the proper City approval and the issuance of a Purchase Order.

3. RFP

RESPONSE FORMAT AND SUBMISSION REQUIREMENTS
Completion of this RFP form and its associated Exhibits are a requirement. To be considered responsive and evaluate RFP responses fairly and completely Vendors must comply with the format and submission requirements set out in this RFP, and provide all information requested. Failure to comply with this instruction will deem said RFP response as non -responsive and will not receive further consideration in the ev aluation process.

If only one RFP response is received, the City reserves the right to discard the response, re-bid or proceed with an RFP review and negotiations.

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3.1. COVER LETTER / INTRODUCTION
RFP responses must include a cover letter including the Vendor s business name and address of Vendor and the name, mailing address, and telephone number of the contact person regarding the RFP response. The cover letter shall condense and highlight the contents of the Vendor ’s RFP response to provide the Evaluation Committee with a broad understanding of the Vendor ’s approach, proposal, experience, and staffing. A signature by an authorized representative must be included on each RFP response. Said signature will be considered confirmation of the Vendor’s ability and willingness to comply with all provisions stated herein.

3.2. TABLE OF CONTENTS
The Table of Contents must be a comprehensive listing of the contents included in your RFP response. This section must include a clear definition of the material, exhibits and supplemental information identified by sequential page numbers and by section reference numbers. Each section of the RFP response will be separated by a title page at the beginning of each section.

3.3. P

ROJECT UNDERSTANDING AND APPROACH
Outline the Vendor’s understanding of the project and any potential challenges or delays you foresee and ways to overcome these challenges. Describe the Vendor ’s proposed approach to the scope of services listed in this RFP. Include a full, detailed task breakdown that outlines assumptions and deliverables clearly for each task.

Vendors may include options or enhancements to the scope of work for the City’s consideration.

3.4. Q

UALIFICATIONS AND EXPERIENCE
To be considered for this project, the Vendor must have a minimum of five (5) years of experience developing, fully implementing, and/or performing similar Scope of Work. The Vendor shall demonstrate their qualifications, experience, expertise, and capability to perform the requirements of this RFP. Provide an overview of the Vendor’s qualifications and experience, including.
• The number of years in business, main business focus, locations that will primarily support the project. • If the Company is involved in any pending litigation that may affect its ability to provide its proposed solution or ongoing maintenance or support of its products and services. • A statement as to whether your Company is an individual proprietorship, partnership, corporation, or private nonprofit Company, and the date your company was formed or incorporated. • Five projects with a similar scope of work completed within the last five years. Must include the project scope of work, Vendor’s team members that worked on the project, and timeline of the project delivery. • The Vendor shall provide additional information as necessary for the City to consider in the evaluation of the submitted proposal.

RFP responses are due on the date and time indicated in the above schedule of events. Submittals shall be submitted electronically via Planet Bids; no paper RFP responses will be accepted. RFP responses must include the information required by this RFP. There is no maximum page limit for this RFP.

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3.5. PROJECT TEAM
This section should introduce the key staff that the Company commits to the project. A proposed Organization Chart shall be included. Submit the resumes of the individuals who will be performing the services for the City.

Resumes shall include the following information:
• Project Role,
• Length of time with the Company,
• Years of Experience,
• Licenses, registrations, and certifications as required by law to perform the Scope of Work described herein,
• Educational background,
• Experience with the minimum requirements stated herein, • Work history on similar or like projects with the other municipalities.

3.6. STAFFING LEVELS
The vendor shall complete and submit Schedule IV, Labor Hours by Month and Job Classification. The completed Schedule IV shall list the minimum labor hours by Month and Job Classification the vendor will provide, if a contract is awarded, to complete the r outine services at the frequencies specified herein. Provision of the minimum number labor hours shall not relieve the vendor of the responsibility to complete the regularly scheduled maintenance tasks at the frequencies specified in these specifications.

“Extra work” projects shall require the assignment of additional staff. Staff assigned to “extra work” projects shall not be counted toward the minimum labor hours proposed for the routine, cyclical, services.

Failure to submit Schedule IV will deem the vendor’s proposal response to be considered non-responsive and will not move forward in the evaluation process.

3.7. T

HIRD-PARTY / SUBCONTRACTORS
If the Vendor intends to subcontract any portion of the work, a detailed list of any subcontractors, partners, or third-party Vendors who will be involved in the implementation of the proposed services should be included in this section. Information provided on subcontractors Vendors shall include:
• Description of subcontractor’s role in the project.
• Description of the Vendor’s experience with each of the proposed subcontractors, • Resumes with the same format as specified above for the key team members of the subcontracting team,

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• Three (3) customer references for each subcontractor to include references names, addresses, and telephone numbers, for products and services like those described in this RFP.

3.8. PROPOSAL RESPONSE
Under this section Vendors shall provide a full, detailed response to the City ’s Scope of Services listed herein.

Vendors should be as thorough as possible in their response as it may be the only opportunity to convey information regarding your business, ability, and qualifications to complete the services needed.

3.9. EXHIBITS A THROUGH H
The following named Exhibits A through H are a requirement and must be complete and signed where required.

Exhibits are not to be included in your proposal response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibits A – G and Exhibit H. Failure to comply with this instruction will deem your RFP submittal as non-responsive.

3.10. NON-DISCLOSURE CONFLICT OF INTEREST
Specify any possible conflicts of interest with your current clients or staff members and the City. A signed “Exhibit A, Conflict of Interest and Non- Disclosure Agreement” included herein must be submitted under the Planet Bid Response Types, Exhibits A – G.

3.11. PROFESSIONAL SERVICE AGREEMENT
In addition to the acceptance of the City ’s Terms and Conditions, the successful Vendor will be required to enter into a Professional Services Agreement (“PSA”) with the City, a “Sample” of which is attached in the City ’s bid system for review. All requirements of said PSA must be completed by the successful Vendor and signed by both applicable parties prior to any services being rendered. This RFP sets forth some of the general provisions which may be included in the final PSA. In submitting a response to this RFP, Vendor will be deemed to have agreed to each clause unless otherwise indi cated in “Exhibit B, Professional Services Agreement Exception s Summary” and the City agrees to either accept the objection or deviation or change the PSA language in writing.

Failure to raise any objections at the time of this RFP response submittal will result in a waiver of objection to any of the contractual language in the PSA at any other time. The signed Exception Summary must be submitted in Planet Bids system under the Response Types tab “Exhibits A – G”.

3.12. ACKNOWLEDGEMENT OF INSURANCE
Vendors must meet all insurance requirements as outlined in the Professional Services Agreement. Ability to comply with said requirements must be indicated with signature of “Exhibit C, Acknowledgement of Insurance Requirements and Certification of Ability to Provide and Maintain Coverages Specified”. The awarded Vendor will be responsible for providing the required Certificates of Insurance and must be the Named Insured on the Certificates. Certificates of Insurance from any other entity other than the awarded Vendor , will not be

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accepted. The signed Acknowledgement of Insurance must be submitted under the Planet Bid Response Types, Exhibits A – G.

3.13. ADDENDUM ACKNOWLEDGEMENT
The Vendor shall hereby acknowledge they have received all posted Addendums, if any. It is the Vendor ’s responsibility to log into the Bid System to identify and download the number of addenda that have been posted. Addenda issued in correspondence to this RFP shall be considered a part of this RFP and shall become part of any final Contract that may be derived from this RFP . Vendors must indicate their acknowledgement of any Addendums by way of signature on “ Exhibit D, Addendum Acknowledgement” and must be submitted under the Planet Bid Response Types, Exhibits A – G.

3.14. DEBARMENT AND SUSPENSION
Bidding Vendors must verify by way of signature to “Exhibit E, Vendor Certification Form” that they are not listed on the governmentwide exclusions in the System for Award Management (SAM), in accordance with the guidelines under 2 CFR 200 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689
(3 CFR part 1989 Comp., p. 235), and that neither Vendor nor any of its proposed subcontractors are tax delinquent with the State of California. The signed exhibit must be submitted under the Planet Bid Response Types, Exhibits A – G.

3.15. P

ARTICIPATION CLAUSE
Vendors shall provide a completed “Exhibit F, Participation Clause”, must be submitted under the Planet Bid Response Types, Exhibits A – G. This will indicate a Vendors agreement to or not to allow other entities to utilize the RFP response and awarded contract as a piggyback option.

3.16. SIGNATURE OF AUTHORITY
“Exhibit G”, Signature of Authority must be submitted under the Planet Bid Response Types, Exhibits A – G.

Unsigned RFP responses will not be accepted. The Signature of Authority declares that the Vendor has carefully examined the instruction indicated herein including all terms and condition and specifications, and hereby proposes and agrees, if the Vendor s RFP response is accepted, Vendor agrees to furnish all material in accordance with the instruction and specifications in the time and manner prescribed for the unit cost amounts set forth in the Vendors RFP response.

3.17. COMPANY REFERENCES
Provide a minimum of four (4) references, preferably with other municipalities in which similar services are being performed. References must be for work performed or completed within the past three (3) years. “Exhibit H, Reference Worksheet ”, must be complete and uploaded into the Planet Bid system under the “Response Type” section identified as “Exhibit H ”. While the Reference Worksheet accompanies your RFP

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response it is not to be discussed in any other area of the RFP response other than the “Response Type, Exhibit H” in Planet Bids.

3.18. LINE-ITEM PRICING
Line-item pricing for this RFP must be provided directly in the Planet Bids system under the “Line Items” tab.

This pricing is not an estimate and is Company fixed price for each item listed. Vendor s pricing quotes outside of the pricing listed in Planet Bids under the “Line Items” tab will not be accepted or considered for award. Any additional cost required should be noted in the additional cost line item and a summary of the cost provided in the notes section of the line item. While line-item pricing accompanies your RFP response i t is not to be discussed in any other area of the RFP response other than the “Line Item” tab in Planet Bids. The City will not be obligated to any estimated pricing or pricing not identified in the “Line Item” tab in Planet Bids . Failure to provide the required line-Item pricing in the required format will cause Vendors RFP response to be considered as non-responsive and be eliminated from proceeding any further in the process. Any questions or clarifications regarding how to correctly submit line-Item pricing should be submitted by the “Questions Due” date and time indicated in the schedule of events.

4. P

ROJECT DESCRIPTION AND SCOPE OF SERVICES

4.1. PROJECT DESCRIPTION
The scope of work is complete, continuous, consistent, and safe landscape and irrigation maintenance of the designated areas that are specified herein. During, and at the end of the contract period, all plant material shall be in a healthy, growing condition and all irrigation systems will be in the proper state of repair and adjustment.

The contractor shall provide all equipment, labor, and materials necessary for performing landscape and irrigation maintenance according to the specifications herein.

The intent and purpose of this agreement is to provide a level of maintenance to the areas such that each will present a safe, pleasing, and desirable appearance within the limitations of the contracted service levels. The contractor agrees to maintain all the designated areas covered by this Agreement at such levels. The Public Works Services Director, or their designated representative, shall be the sole judge as to the adequacy and quality of maintenance.

The work shall be done in accordance with City Standard Plans and “The ‘Green Book’ Standard Specifications for Public Works Construction” 2021 edition including subsequent amendments, supplements and/or additions.

Copies are available from the publisher, Building News, Incorporated, 1612 So. Clementine Street, Anaheim, California, 92802, telephone (714) 517-0970.

Where the Public Works Services Director is mentioned in these Special Provisions, it shall be noted that their designated representative may act in their behalf regarding administration of this agreement.

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4.2. SCOPE OF SERVICES

4.2.1. EXAMINATION OF PLANS, SPECIFICATION, AND SITE OF WORK Bidders must satisfy themselves by personal examination of the work site, plans, specifications, and other contract documents, and by any other means as they may believe necessary, as to the actual physical conditions, requirements and difficulties under which the work must be performed. No bidder shall at any time after submission of a proposal make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for the satisfactory completion of the job. Any errors, omissions, or discrepancies found in the specifications, or other contract documents shall be called to the attention of the City and clarified prior to the submission of proposals.

4.2.2. C
ONTRACTOR’S LICENSE
Contractor shall possess any and all contractor’s licenses, in form and class as required by any and all applicable laws with respect to any and all of the work to be performed under this contract; including, but not limited to, a Class A (General Engineering Contractor) or a Class C -27 (Landscape Contractor); in accordance with the provisions of the Contractor's License Law (California Business and Professions Code, Section 7000, et. seq.) and rules and regulations adopted pursuant thereto at the time this contract is awarded.

4.2.3. C

OMPETENCY OF VENDOR
The bidder shall be licensed under the provisions of Division 3, Chapter 9 of the Business and Professions Code of the State of California to do the type of work contemplated in the contract and shall be skilled and regularly engaged in the general class or type of work called for under this contract.

4.2.4. C

ONTRACT TERM
The Contract Term shall be from the date of mutual execution and shall remain in full force through June 30, 2026. Parties to any contract resulting from this RFP shall have the option to renew the Contract Term in one (1) year increments up to a total of six (6) additional years.

4.2.5. BONDS
If a contract is awarded, the Contractor shall furnish a Labor and Materials Bond in a sum equal to 100% of the contract price, as required by the provisions of Section 9554 of the California Civil Code.

4.2.6. SUPERVISION AND STAFF
The contractor shall assign an account manager to be on site each working day, working regular working hours, for the duration of this contract. Regular working hours for the purposes of this section regarding the account manager shall be Monday through Friday for eight hours per day dedicated to this contract. The contractor and his staff shall have skills, expertise, and experience in arboriculture, turf management, pest control, soils,

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fertilizers, plant identification and irrigation systems maintenance. The account manager must be fluent in the English language. The account manager shall be thoroughly knowledgeable of the provisions of this contract.

The contractor shall have on staff a full- time Water Auditor certified by the Irrigation Association (I.A.) or California Landscape Contractors Association (C.L.C.A.) as a Landscape Irrigation Auditor available to perform water audits, system checks, and irrigation scheduling as directed by the Public Works Services Director.

4.2.7. P

REVAILING WAGE
Notice is hereby given that in accordance with the provisions of California Labor Code, Division 2, Part 7, Chapter 1, Articles 1 and 2, the Contractor is required to pay not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the public work is performed, and not less than the general prevailing rate of per diem wages for holiday and overtime work. In that regard, the Director of the Department of Industrial Relations of the State of California is required to and has determined such general prevailing rates of per diem wages.

This contract is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

For all new contracts awarded on or after April 1, 2015, the contractors and subcontractors shall furnish electronic certified payroll records to the Labor Commissioner.

Each Contractor or Subcontractor shall preserve his weekly payroll records for a period of three (3) years. The payroll records shall set out accurately and completely the name, address, social security number, occupational classification, and hourly wage rate of each employee, hours worked by him during the payroll period, and full weekly wages earned by him, any deductions made from such weekly wages, and the actual weekly wages paid to him.

Such payroll records shall be made available for inspection by the City or its authorized representatives.

In addition to the foregoing payroll reporting and retention requirements, the Contractor and each of his subcontractors shall prepare payrolls on forms prescribed and in accordance with instructions furnished by the City. The Contractor shall deliver to the City a certified and legible copy of each payroll with the routine monthly invoices.

Payment will not be made prior to the submission to the City of certified payrolls prepared in accordance with Labor Code section 1776.

4.2.8. C

OMMUNICATIONS
The Contractor shall provide a cellular telephone to each account manager. Each account manager shall always carry the telephone on their person during the workday for communication with the City representative. Each

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account manager shall be on call 24 hours per day, seven days per week, for emergencies within the contract areas.

4.2.9. NON-RESPONSIVENESS OF CONTRACTOR
Failure of the Contractor or the account managers to respond immediately (within 1 hour) to the telephone notification by the Public Works Services Director of an emergency condition, or failure of the Contractor to respond within two days of written notification by the Public Works Services Director or their representative, shall give the Public Works Services Director the right to cause necessary work to be performed by City crews, or other contractors and any costs incurred in so doing shall be deducted from the payment for the month in which the work was performed.

4.2.10. S

ERVICE LEVELS
Now, or in the future, the City may have severe budget constraints within one or more of the funding sources to which this Contract applies. As a result, and at any time, the City may choose to contract for maintenance of the affected sites at less than the originally contracted service level for any, or all landscape services as described herein. Adjustments to the service level may apply to all sites covered by the contract, or a subset thereof, as needed to meet budgetary constraints. The City will noti fy the Contractor in writing fifteen (15) calendar days prior to service level adjustments.

4.2.11. S

CHEDULING OF WORK
The Contractor shall accomplish all normal landscape maintenance required under this contract between the hours of 7:00 a.m. and 4:30 p.m., Monday through Friday. Exceptions may be made to normal working hours, where incidence of use may be too great during the hours specified to allow for proper maintenance. The Public Works Services Director or their representative may grant, on an individual basis, permission to perform contract maintenance at other hours including weekends. No maintenance functions that generate excessive noise that would cause annoyanc e to residents of the area shall commence before 8:00 a.m. Monday through Saturday and 9:00 am on Sundays. Unless otherwise specified by the Public Works Services Director, the Contractor shall supply the City with a bi-weekly schedule of routine work (the Maintenance Schedule Chart) to be followed in the performance of any work required by these specifications. Said schedule shall be submitted by the contractor five working days prior to the start date listed on the schedule. Any changes in scheduling shall be immediately reported, in writing, to the Public Works Services Director.

The Public Works Services Director will be notified in writing at least 24 hours in advance of each start date of non-routine maintenance operations including, but not limited to, fertilization, chemical application and tree pruning.

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4.2.12. UNDERGROUND SERVICE ALERT
The Contractor shall comply with the requirements of Assembly Bill 73. The law states that, "every person planning to conduct any excavation is required to contract a regional notification center at least 2 working days prior to excavation." Assembly Bill 73 defines excavation as, "any operation in which earth, rock, or other material in the ground is moved, removed, or otherwise displaced by means of tools, equipment, or explosives in any of the following ways: grading, trenching, digging, ditching, dril ling, auguring, tunneling, scraping, cable or pipe lowing and driving, or any other way." The Contractor shall assume all liability incurred from any type of excavation performed at the worksite.

4.2.13. MEASUREMENT AND PAYMENT
a) The Contractor will be paid monthly based upon the u nit cost and lump sum amounts listed in the cost proposal.
b) The unit and lump sum prices to be paid shall be full compensation for the items of work and all appurtenant work, including furnishing all materials, labor, equipment, tools, and incidentals. c) Unless specifically excluded herein, payment for all items of work, including, but not limited to, the work listed in section 4.26, Routine Maintenance, shall be included in the proposed price for the following line items dependent on the contracted service level for each site:
a. Continuous Parkway Maintenance at Service Level A for Groundcover b. Continuous Parkway Maintenance at Service Level A for Turf c. Continuous Parkway Maintenance at Service Level A for Hardscape d. Continuous Parkway Maintenance at Service Level A for Mulchscape e. Continuous Parkway Maintenance at Service Level B for Groundcover f. Continuous Parkway Maintenance at Service Level B for Turf g. Continuous Parkway Maintenance at Service Level B for Hardscape h. Continuous Parkway Maintenance at Service Level B for Mulchscape i. Continuous Parkway Maintenance at Service Level C for Groundcover j. Continuous Parkway Maintenance at Service Level C for Turf k. Continuous Parkway Maintenance at Service Level C for Hardscape l. Continuous Parkway Maintenance at Service Level C for Mulchscape m. Continuous Parkway Maintenance at Service Level D for Groundcover n. Continuous Parkway Maintenance at Service Level D for Turf

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o. Continuous Parkway Maintenance at Service Level D for Hardscape p. Continuous Parkway Maintenance at Service Level D for Mulchscape d) The Estimated Annual Quantity given in the proposal is approximate, being given as a basis for the comparison of bids only, and the City does not, expressly or by implication, agree that the actual amount of work will correspond therewith, but reserves the right to increase or decrease the amount of any class or portion of the work, or to omit any portion of the work, as may be deemed advisable or necessary by the Public Works Services Director.
e) Whenever the Contractor is required to perform work or furnish equipment, labor, tools, and materials of any class for which no price is fixed in the Proposal, it shall be understood that such work, equipment, labor, tools, and material shall be provided w ithout extra charge, allowance, or direct payment of any kind. The cost of performing such work or furnishing such equipment, labor, tools, and materials shall be included in the unit bid prices in the proposal and no additional compensation will be made, therefore.
f) On or about the first day of each month, the Contractor shall present an invoice for the previous month for the contracted monthly amount. The invoice shall include the account number for each and the purchase order number for this contract.
g) Included with the monthly and/or material invoices will be notations of the routine work functions accomplished during that period that occur on frequencies greater than one month, e.g. quarterly or semi-annually, such as fertilization in accordance with S chedule I, chemical application. The quantity invoiced and paid shall be the total square feet shown in the Bid except that the Public Works Services Director shall have the right to increase or decrease the total quantity based upon documented field measurements.
h) The Public Works Services Director will make payment monthly after verification of completion. Sites which, in the opinion of the Public Works Services Director, have not been maintained in accordance with the Contract Special Provisions will be deducted from the monthly payment in accordance with section 4.15, Deductions.
i) Extra work shall be separately invoiced in accordance with the hourly rates and unit prices provided in the supplementary "Extra Work Schedule" of the contract bid. j) Draft extra work reports per Maintenance District should be delivered to the Public Works Services Director prior to invoice preparation. The purpose of which is to expedite the invoicing and payment process, and to approve the work for completion and payment.

4.2.14. D

EDUCTIONS
Deductions from monthly payments shall be divided into three categories: Performance on Schedule, Deficient Performance and Non-Performance.

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Payment deductions shall not be construed a penalty but as adjustment of payment to the Contractor for only the work performed, or as the cost to the City for inspection and other related costs from failure of the Contractor to complete the work according to schedule.
a) Performance on schedule
Failure of the Contractor to timely perform will result in additional inspection and administrative costs being incurred by the City.

The sum of One Hundred Dollars ($100.00) per site may be deducted from payments to the Contractor for each calendar day where an item of work is not completed in accordance with the bi-weekly schedule submitted pursuant to Section 4.12. This deduction applies individually to each scheduled task or subtask listed herein that is not completed in accordance with the bi-weekly schedule.

The maximum deduction per month for “Performance on Schedule” shall be equal to fifty percent (50%) of the total monthly contract price for routine maintenance.

Deductions for “Performance on Schedule” are, at the City’s option, in addition to or in lieu of other remedies provided herein.
b) Deficient Performance
Level of Maintenance: In the judgment of the City, if the level of maintenance is less than that specified herein, the City shall, at its option, in addition to or in lieu of other remedies provided herein, withhold appropriate payment from the Contractor until services are re ndered in accordance with specifications set forth within this document.

The contractor is required to correct deficiencies within the time specified by the City. If noted deficient work has not been completed, payment for subject deficiency shall be deducted during the current billing period and shall continue to be deducted i n subsequent billing periods until deficiency is corrected, without right to retroactive payments. The amount to be withheld per deficient site shall be the amount paid for the entire site.

Minimum Manpower: Failure of the Contractor to comply with minimum required manpower, as listed in Schedule IV, Tables 1, 2, 3, and 4 submitted with the proposal, shall result in a deficiency deduction.

The deduction shall be calculated by the following formula:
(Labor Hours Proposed - Labor Hours Provided) ÷ Labor Hours Provided × Monthly Rate = Deduction Example:

Labor Hours Proposed: 100
Labor Hours Provided: 80
Monthly Rate: $1,000
(100-80) ÷ 100 × $1,000 = $200 Deduction

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Other deficiencies: Examples include, but are not limited to, failure to comply with conditions, specifications, reports, schedules and/or directives from the Public Works Services Director. Any such deficiency will result in a deficiency deduction of One Hundred Dollars ( $100.00) per instance per working day.

The maximum cumulative deduction per month for “Deficient Performance” shall be equal to the sum of the monthly fees for all locations.

Deductions for “Deficient Performance” are, at the City’s option, in addition to or in lieu of other remedies provided herein.
c) Non-Performance
Schedules: Failure to provide bi -weekly schedules in compliance with the contract specifications may result in a deficiency deduction of fifty Dollars ($50) per calendar day.

Reports: Failure to provide reports in compliance with the contract specifications may result in a deficiency deduction of fifty Dollars ($50) per calendar day.

Notifications: Failure to provide notifications to in compliance with the Contract Specifications may result in a deficiency deduction of One Thousand Dollars ($1,000) per instance.

4.2.15. DEFICIENT PERFORMANCE – NOTIFICATION AND CORRECTIVE ACTION a) The Contractor shall be notified both verbally and in writing, each time its performance is unsatisfactory and corrective action is necessary.
b) Upon notification of deficient performance, the Contractor will be immediately subject to the deductions listed in Section 4.15. Deductions.
c) The Contractor shall complete corrective action within the following time frames following notification:
a. Weekly Duties
i. Deficient performance of Weekly Duties shall be corrected during the first working day following notification of deficiency.
ii. If corrective work is completed during the first working day following notification of deficiency, the deductions outlined in Section 4.15.b, Deficient Performance, shall be waived.
b. Bi-Weekly Duties
i. Deficient performance of Bi -Weekly Duties shall be corrected within two working days following notification of deficiency.
ii. If corrective work is completed within two working days following notification of deficiency, the deductions outlined in Section 4.15.b, Deficient Performance, shall be

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waived.
c. Monthly Duties
i. Deficient performance of Monthly Duties shall be corrected within four working days following notification of deficiency.
ii. If corrective work is completed within four working days following notification of deficiency, the deductions outlined in Section 4.15.b, Deficient Performance, shall be waived.
d. Bi-Monthly Duties
i. Deficient performance of Bi-Monthly Duties shall be corrected within eight working days following notification of deficiency.
ii. If corrective work is completed within eight working days following notification of deficiency, the deductions outlined in Section 4.15.b, Deficient Performance, shall be waived.
e. Quarterly, Semi-Annual, and Annual Duties
i. Deficient performance of Quarterly, Semi- Annual, and Annual Duties shall be corrected within ten working days following notification of deficiency. ii. If corrective work is completed within ten working days following notification of deficiency, the deductions outlined in Section 4.15.b, Deficient Performance, shall be waived.

4.2.16. W

ORK SITES
LMD 6R: The boundaries of the district are generally described as north of I -210, south of Banyan Street, west of Rochester Avenue and east of Milliken Avenue, also known as the Caryn Planned Community. The boundaries also include Tract No. 13835 east of Rochester Avenue and Tracts No. 13748, 13857 and 13858 west of Milliken Avenue. See map in Appendix B for e xact LMD boundaries and site locations. The site descriptions for LMD 6R are in Schedule III.

LMD 9: The boundaries of the district are generally described as that area of the City known as Lower Etiwanda, which is generally bounded by I-210 to the north, Etiwanda Avenue to the west, Foothill Boulevard to the south and East Avenue to the east. See map in Appendix B for exact LMD boundaries and site locations. The site descriptions for LMD 9 are in Schedule III.

LMD 10: The boundaries of the district are generally described as that area of the City known as Rancho Etiwanda, which is generally bounded by I -210 on the south, Day Creek Channel on the west, the Southern California Edison powerlines on the north and Blue Grass on the east. See map in Appendix B for exact LMD boundaries and site locations. The site descriptions for LMD 10 are in Schedule III.

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Reference is also made to the maps included in Appendix B.

4.2.17. ADDITIONS
During the term of the contract, landscapes may be added to or deleted from this contract. In addition, sites may be modified, or the landscape area audited, and the inventory adjusted accordingly. The Contractor will be given no less than fifteen (15) ca lendar days’ notice prior to any changes to the inventory and pay quantities.

Further, the Contractor may have the option of accompanying the City inspector on final inspection, prior to acceptance of the site, to comment about the condition of the site. Payment shall be adjusted based on the unit costs listed in the proposal.

4.2.18. Q

UALITY OF WORK
All work shall be performed in accordance with the service level for which the work is contracted, and the best irrigation and landscape maintenance practices shall be implemented to provide aesthetically pleasing, healthy and safe parkways, paseos and med ians. The Public Works Services Director or his representative shall be the sole judge as to the adequacy and quality of maintenance.

All materials, equipment and supplies used to repair and maintain devises and materials pursuant to the specifications for LANDSCAPE AND IRRIGATION MAINTENANCE FOR LMD 6R, LMD 9, AND LMD 10 PARKWAYS, PASEOS AND MEDIANS shall meet current City standards for the individual landscape sites.

4.2.19. I

NSPECTIONS
Scheduled on a specific day of the week and on a semi -monthly basis during the middle of the month, the Contractor or their representative will walk and/or drive the project with the Public Works Services Director or their representative for the purpose of determining compliance with the specifications or to discuss required work. Any specific problem area which does not meet the conditions of the specifications set forth herein shall be called to the attention of the Contractor and, if not corrected within the timeframes listed in section 4.16(c), shall be deducted in accordance with Section 4-15, Deductions.

4.2.20. R

EPLACEMENT OF LANDSCAPE MATERIALS & CITY PROPERTY
The Contractor shall be responsible for replacement of dead plants, City property, and any other items deemed necessary due to contractor negligence. This includes (but is not limited to) trees, shrubs, and turf damaged by untrained or negligent equipment operators, fencing damaged by mower operator negligence, or the failure of the contractor to provide water to plant material. This includes sites where the irrigation cannot be repaired in a reasonable amount of time even in circumstances beyond the contractor’s control. If the irrigation cannot be repaired in a reasonable amount of time and it is out the contractor’s control, then the contractor shall use

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alternative irrigation methods including but not limited to a water tender, station masters, renting hydrant meters, etc. This type of temporary alternative irrigation shall be approved and paid as an extra by the City.

4.2.21. UTILITY BILLS
The City shall bear all the costs for water and electricity used on the sites covered by this contract as billed on the regular monthly invoices received by the City from the utility agencies.

4.2.22. C

ONFORMING TO STATE AND FEDERAL GUIDELINES FOR STORMWATER POLLUTION PREVENTION State and Federal guidelines for storm water pollution prevention are known as Best Management Practices (BMP’s). These practices will help reduce groundwater contamination and pollution to our wetlands, beaches, and coastlines. Since Landscaping can and does contribute to storm water pollution, BMP guidelines taken from the California Storm Water Quality Association’s Handbook are provided for the Contractor’s reference. In addition, these BMPs shall be reviewed with any new employee before he begins work in the field, and with all crews on at least an annual basis. (See Appendix C)

4.2.23. PERMITS
Prior to the start of any work, the Contractor shall obtain the applicable City permits and plan for City inspections. The City will issue the permits at no charge to the Contractor. The Contractor and all subcontractors shall each obtain a City business license and shall be licensed in accordance with State Business and Professions Code. The Contractor shall also obtain all other permits, licenses, inspections, certificates, or authorizations required by any governing body or entity.

4.3. WORK AREA TRAFFIC CONTROL

4.3.1. TRAFFIC CONTROL PERMIT
The Contractor shall prepare a permit application for street CLOSURE AND SHALL ATTACH TWO COPIES OF THE PROPOSED TRAFFIC CONTROL signing, barricading and/or detour routing. The permit application and accompanying attachments shall be reviewed by the City Traffic Engineer. Upon the Traffic Engineer's approval, a no-fee Street Closure Permit shall be issued. No Street Closure, Lane Closure, Detour or other work requiring traffic control shall commence prior to issuance of said permit.

4.3.2. S

IGNS, BARRICADES, AND DELINEATORS
The Contractor shall provide and install barricades, delineators, warning devices and construction signs in accordance with the current California Joint Utility Traffic Control Manual (CJUTCM) published by the California Inter- Utility Coordinating Committee, the Work Area Traffic Control Handbook (WATCH) and the current Caltrans Manual of Traffic Controls for C onstruction and Maintenance Work Zones unless otherwise approved by the Engineer. During adverse weather or unusual traffic or working conditions additional traffic devices shall be placed as directed by the Engineer.

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4.3.3. TRAINING
Upon award of the contract and before work can begin within the public right- of-way, the contractor shall provide written proof of work zone safety training of all supervisory staff. The contractor will be responsible for all work zone safety inspections and regular training of all staff setting up any traffic control.

4.3.4. ROUTINE MAINTENANCE
See section 4 -14 for information on payment for routine maintenance tasks not listed on the cost proposal sheet.

4.3.5. TURF MAINTENANCE
a) Mowing
The Contractor shall use mulching-type mowers that are approved prior to use by the Public Works Services Director. An example of the completed work done by each mulching mower must be presented for approval to the Public Works Services Director. Regardless of the season, the mowing height of tall fescue shall be 2 ½ to 3” unless directed otherwise by the Public Works Services Director. All equipment shall be well maintained, adjusted properly, and blades shall always be kept sharp.

All turf and adjacent hardscape areas are required to present a neat, clean, and relatively debris free appearance upon the completion of the mowing project for the day. Since this contract requires the use of mulching type mowers, this may require that accumulated debris including leaves, trash, tree bark, branches, twigs, etc. be removed from the turf and surrounding hardscape areas prior to mowing.

Mowing dates shall be set on the Maintenance Schedule Chart to provide the required number of mowings per year. Work shall be performed on the same day each week. Mowing days will be coordinated with the City so that, if possible, mowing occurs 1 day pri or to street sweeping. Street sweeper schedules will be provided to the contractor by the City Representative upon request. All mowing missed due to inclement weather shall be rescheduled within 3 working days on the weekly schedule and within 7 days on the biweekly schedule. If weather or ground conditions persist, the Public Works Services Director may change the annual schedule to allow fewer than the required number of mowings per year.

Mowing Frequency
Service Level A - All turf areas shall be mowed once per week during the period of March 1st through October 31
st; and at least once every other week, or as needed, during the period of November 1st through February 28th (February 29th in leap years).

Service Level B - All turf areas shall be mowed once per week during the period of March 1st through October 31 st; and as required during the period November 1 st through February 28 th (February 29th in leap years).

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Service Level C - All turf areas shall be mowed every other week during the period of March 1st through October 31st; and as required during the period November 1st through February 28th (February 29th in leap years).

Service Level D - All turf areas shall be mowed once per month throughout the year.

b) Edging
All turf grass borders including but not limited to valve boxes, curbs, mow curbs, pads, headers, turf and planter interfaces without headers, sidewalks, and tree wells, shall be neatly and uniformly edged concurrently with every mowing. Mechanical methods shall be used except where physically not possible or practical. Tree wells and valve boxes in turf areas shall be trimmed concurrently with each mowing. Trimming shall be done in a manner to prevent any damage to the tree trunk. "Arbor- Guards" or approved equal shall be always kept in place on all tree trunks 4” in diameter or less within turf areas. Bare -soil tree wells are required in all turf areas and shall be maintained by chemical, not mechanical means.

Edging Frequency
Service Level A - Concurrent with mowing, the contractor shall edge all turf grass borders once per week during the period of March 1st through October 31
st; and at least once every other week,
or as needed, during the period of November 1st through February 28th (February 29th in leap years). In addition, an edger with a metal blade will be required for use on all turf grass borders at least once per month during the period of March 1 st through October 31st.

Service Level B - Concurrent with mowing, the contractor shall edge all turf grass borders once per week during the period of March 1st through October 31
st; and as required during the period
November 1st through February 28th (February 29th in leap years). In addition, an edger with a metal blade will be required for use on all turf grass borders at least once per month during the period of March 1
st through October 31st.

Service Level C - Concurrent with mowing, the contractor shall edge all turf grass borders every other week during the period of March 1st through October 31st; and as required during the period November 1st through February 28th (February 29th in leap years). An edger with a metal blade will not be required as part of the turf maintenance program at Service Level C.

Service Level D - Concurrent with mowing, the contractor shall edge all turf grass borders once per month throughout the year. An edger with a metal blade will not be required as part of the turf maintenance program at Service Level D.
c) Fertilization
Fertilizer shall be applied in such a manner as to insure uniform coverage with minimum overlap. Turf shall be free of moisture at the time of application. Application of the fertilizer shall be done in sections coinciding

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with the areas covered by the timing stations on the automatic controllers in order that the soil may be thoroughly moistened immediately after the broadcast of fertilizer.

All damages resulting from the use of unauthorized fertilizers or improper watering after fertilization shall be repaired or replaced at the expense of the Contractor.

Fertilization Frequency
Service Level A - The contractor shall fertilize all turf areas in accordance with Schedule I.

Service Level B - The contractor shall fertilize all turf areas in accordance with Schedule I.

Service Level C - The contractor shall fertilize all turf areas in accordance with Schedule I.

Service Level D - Fertilization of turf areas is not required as part of routine maintenance.

The City may request fertilization in addition to the above -described work. Any additional fertilization requested requires written pre-authorization by the Public Works Director or his agent and will be paid as extra work.

d) Aeration
Aeration Frequency
Service Level A - The contractor shall mechanically aerate all turf areas in spring and fall. The contractor shall use a core type aerator with ½ inch tines or approved equal. The aeration period will be recorded on the Maintenance Schedule Chart and should be performed prior to scheduled fertilizing, dethatching, overseeding, or pre -emergent applications. Do not aerate for at least 3 months following turf pre -emergent applications or as directed on the pesticide label. In areas where soil conditions are poor, top dressing may be required.

The application of top dressing would be paid as an extra work.

Service Level B - The Contractor shall not be required to aerate turf areas.

Service Level C - The Contractor shall not be required to aerate turf areas.

Service Level D - The Contractor shall not be required to aerate turf areas.

e) Overseeding (Overseeding requires written pre -authorization by the Public Works Director or his agent and will be paid as extra work.)

All overseeding shall be done with a seed type or blend approved by the Public Works Services Director. The Contractor shall over seed where needed in such a manner as to insure uniform growth with minimum bare areas. One month prior to overseeding, the Contractor shall notify the Public Works Services Director for approval of scope of work.

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Overseeding will be scheduled either in early fall or early spring. Fertilization and overseeding will be concurrently applied.

Prior to overseeding, the area will be dethatched as required.

Grass seed shall be applied at the rate specified on the label for the type of seed being used. Seed quality shall meet the following criteria: Minimum purity shall be 98% weed free for all grasses; minimum germination rate shall be 85% for all grasses; no seed shall be applied without prior verification of seed mix and quality by the Public Works Services Director.

Once seed has been applied, the contractor shall firm the soil and cover the seed with a high-quality compost top dressing to prevent erosion and reduce evaporation of soil moisture.

Pre-emergent herbicide applications shall be applied no sooner than three (3) mowings following seed germination. Overseeding shall not be done within at least four months of any pre -emergent herbicide application or as directed on the pesticide label – whichever length of time is greater.

4.3.6. S

HRUB, GROUNDCOVER, DECOMPOSED GRANITE (DG) AND VINE MAINTENANCE

4.3.6.1. SHRUB MAINTENANCE
Note: Shrub maintenance shall be performed at the service level for which ground cover maintenance is contracted. Payment for shrub maintenance shall be included in the price proposed for groundcover maintenance.

All shrubs growing in the work areas shall be pruned, as specified herein, to consistently maintain plants in a healthy, growing condition, and to maintain plant growth within reasonable bounds to prevent encroachment of passageways, walks, adjacent properties, streets, view of signs, traffic or in any manner deemed objectionable by the Public Works Services Director. Dead or damaged limbs or branches shall be removed immediately, and all pruning cuts shall be made cleanly with sharp pruning tools, with no projections or stubs remaining.

Shrub Maintenance Frequency
Service Level A - The Contractor shall selectively prune all shrubs whenever required such that each shrub grows vigorously and healthily without encroaching upon any adjacent area, improved street or sidewalk, or otherwise becomes a public hazard. Pruning shall be done in a manner to permit plants to grow naturally in accordance with their normal growth characteristics. Shearing, hedging or severe pruning of plants, unless authorized by the Public Works Services Director or his representative, shall not be permitted.

The Contractor shall fertilize the entire shrub planter twice per year in the spring and fall using 15-15-15 with trace elements or approved equal. All other applications that may be

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requested by the Public Works Director shall be paid as extra work. Fertilization periods shall be recorded on the Maintenance Schedule Chart.

Service Level B - The Contractor shall shear all shrubs as often as required such that each shrub is attractive and neat without encroaching upon any adjacent improved area, street, or sidewalk, or otherwise becoming a public hazard. Shearing shall be done in a manner to permit plants to grow in accordance with their natural growth characteristics. Shrubs shall not be individualized and/or sheared into “boxed,” “balled” or any other unnatural shapes.

The Contractor shall fertilize the entire shrub planter once per year using 15 -15-15 with trace elements or approved equal. All other applications that may be requested by the Public Works Director shall be paid as extra work. Fertilization periods shall be recorded on the Maintenance Schedule Chart.

Service Level C - The Contractor shall shear all shrubs two times per year in the spring and fall such that each shrub is attractive and neat without encroaching upon any adjacent improved area, street, or sidewalk, or otherwise becoming a public hazard. Shearing shall be done in a manner to permit plants to grow in accordance with their natural growth characteristics.

Shrubs shall not be individualized and/or sheared into “boxed,” “balled” or any other unnatural shapes.

The Contractor shall not be required to fertilize shrubs at “C” level.

Service Level D - The Contractor shall shear all shrubs one time per year in the fall or whenever the City Public Works Director (or his agent) deems the shrub to be a hazard. Shrubs shall be trimmed such that each shrub is attractive and neat without encroaching upon any adjacent improved area, street, or sidewalk, or otherwise becoming a public hazard.

Shearing shall be done in a manner to permit plants to grow in accordance with their natural growth characteristics. Shrubs shall not be individualized and/or sheared int o “boxed,” “balled” or any other unnatural shapes.

The Contractor shall not be required to fertilize shrubs at “C” level.

4.3.6.2. GROUND COVER MAINTENANCE
Trim ground cover adjacent to any hardscape, structure, fixture, plant, or other area into which it should not encroach including, but not limited to, walks, walls, curbs, mow curbs and fences as required for general containment to present a neat, clean appearance of the planter and surrounding hardscapes within the landscape site.

All sidewalks, mow curbs, boxes, etc. shall be edged completely with all remaining soil, groundcover and other debris removed completely off these surfaces. A flat shovel will often be required to conform with this specification.

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Any paper, litter, or other debris including, but not limited to, excessive pine needles or leaf litter, large rocks, or anything else that accumulates in ground cover areas, shall be picked up concurrent with trimming.

Keep ground cover trimmed back from all controller units, valve boxes, quick couplers, or other appurtenances or fixtures. Do not allow ground covers to grow up trees, into shrubs, or on structures or walls. Keep it trimmed back approximately 4 inches from structures or walls. Coordinate trimming around base of shrubs/trees with the City Representative.

Bare soil areas shall be replanted, composted, or wood chipped as directed. Coordinate replanting/chipping with the City Representative. The contractor shall pay the costs to replant/mulch bare soil areas caused by contractor negligence. Negligence includes (but is not limited to) the failure to provide water to sites that cannot be repaired in a reasonable amount of time due to circumstances beyond the control of the contractor.

Groundcover Maintenance Frequency
Service Level A - The Contractor shall trim ground cover adjacent to any hardscape, structure, fixture, plant, or other area into which it should not encroach such that a neatly trimmed appearance and hazard free condition is consistently maintained.

The Contractor shall on a weekly basis clean any accumulated debris and trash from all ground cover areas.

The Contractor shall fertilize 100% of all ground cover areas two times per year in the spring and fall with 15 -15-15 or approved equal. All other applications that may be requested by the Public Works Director shall be paid as extra work. Fertilization p eriods shall be recorded on the Maintenance Schedule Chart.

The Contractor shall mechanically "bowl", as often as is required, around all irrigation heads that are blocked by ground cover.

Service Level B - The Contractor shall o n a monthly basis trim ground cover adjacent to any hardscape, structure, fixture, plant or other area into which it should not encroach.

The Contractor shall on a bi-weekly basis clean any accumulated debris and trash from all ground cover areas.

The Contractor shall fertilize 100% of all ground cover areas once per year in the spring with 15-15-15 or approved equal. All other applications that may be requested by the Public Works Director shall be paid as extra work. Fertilization periods shall b e recorded on the Maintenance Schedule Chart.

The Contractor shall at the direction of the Public Works Services Director, edge any groundcover deemed a public safety hazard.

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The Contractor shall mechanically "bowl", as often as is required, around all irrigation heads that are blocked by ground cover.

Service Level C - The Contractor shall on a bi -monthly basis trim all ground cover adjacent to any hardscape, structure, fixture, plant, or other area into which it should not encroach.

The Contractor shall on a bi-weekly schedule clean any accumulated debris and trash from all ground cover areas.

The Contractor shall not be required to fertilize ground cover.

The Contractor shall at the direction of the Public Works Services Director, mow, or otherwise lower, to a height of three inches all ground cover that is a fire hazard.

The Contractor shall at the direction of the Public Works Services Director, edge any groundcover deemed a public safety hazard.

The Contractor shall mechanically or chemically "bowl" as often as is required around each irrigation head that is blocked by ground cover.

Service Level D - The Contractor shall on a monthly basis trim all ground cover adjacent to any hardscape, structure, fixture, plant or other area into which it should not encroach.

The Contractor shall on a monthly schedule clean any accumulated debris and trash from all ground cover areas.

The Contractor shall not be required to fertilize ground cover.

The Contractor shall at the direction of the Public Works Services Director, edge any groundcover deemed a public safety hazard.

4.3.6.3. D

ECOMPOSED GRANITE (DG)
To reduce water use, maintenance, and run-off; some areas within this contract may currently (or in the future) contain relatively small areas of DG as a landscape element. These relatively low maintenance areas are contained within the landscape and do not include equestrian and walking trails. DG areas shall be inventoried and paid at the same monthly unit cost as groundcover.

Any paper, litter, rocks, trash, or other debris that accumulates in these DG areas shall be picked up at the frequencies specified in Section 4.26.5, Debris and Trash Removal.

The Contractor shall provide complete and continuous control and/or eradication of all weeds, roots, suckers, and pests. Pests include, but are not limited to insects, other invertebrates, and rodents. Pests may be controlled by mechanical means as well as with chemicals.

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The contractor shall provide maintenance of all non-trail DG surfaces within the landscape at no additional cost to the City. Maintenance shall include but will not be limited to filling and compacting low areas, ruts, washed- out areas, vandalized areas, and any other area deemed hazardous.

Maintenance shall include not only the repairs but shall also include the removal of eroded or contaminated DG materials from sidewalks, drains, curbs, gutters, cobble, turf areas, planters, and any other areas where the DG does not belong. Eroded DG mate rials shall not be re -used in the trails or landscape and these materials shall be disposed of off-site at no additional cost to the City.

Surface repair materials shall be clean and uncontaminated stabilized California Gold DG maintained at Header, sidewalk, and curb height. DG is available from Gail Materials in Corona, CA Phone no. (951) 667 -6106.

Submittal of all DG materials to the Public Works Services Director (or his agent) is required prior to any and all surface repairs. Materials placed without prior approval that do not meet City specifications will be removed and replaced at the expense of the contractor.

Proper placement will require good preparation, wetting and compaction. DG shall be placed, wetted, and compacted at no more than 2” of lift at a time. In some cases, an additional lift may be required for the repair.

Remove rocks, debris and loose mate rials and grade smooth. For each 2” of lift, spread the material over the area and grade level and smooth. Take the time necessary to thoroughly water the entire area to ensure the entire depth and profile is moist. Use a shovel to confirm moisture depth . Once properly wetted, roll, vibra - plate, or tamp the surface and allow enough time to dry. The surface shall be flush with all curbs, walks, headers and drains. In some instances, it may be necessary to build the material ¼” higher than the hardscapes to promote proper drainage.

Decomposed Granite Surface Repair Frequency
Service Level A - Surface repairs including the off- site removal and disposal of eroded and/or contaminated DG materials shall be complete and continuous as required.

Service Level B - Surface repairs shall be performed in May when the rainy season has ended, or when it has been determined by the Public Works Services Director (or his agent) that there is an immediate safety hazard. The off-site removal and disposal of eroded DG materials shall be complete and continuous as required.

Service Level C - Except for the removal of eroded materials, surface repairs will be completed by City crews. The off -site removal and disposal of eroded DG materials shall be performed by the contractor completely and continuously as required.

Service Level D - Removal of eroded materials and surface repairs will be completed by City crews.

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4.3.6.4. VINE MAINTENANCE
Vines are to be maintained such that they always present a neat appearance and are not a public hazard.

To help prevent vines from falling off the wall, vines are to be trimmed and maintained closely to the wall to which they are attached.

Vines that are not growing over the top of a wall will not be allowed to grow over the top.

Vines that are growing over the top of a wall will be neatly trimmed on the city side and along the top without allowing clippings to fall onto the homeowner's side.

Cut as few vines growing over to the homeowner's side as is necessary to achieve a neat appearance on the top of the wall but attempting not to kill the vines on the homeowner's side. If a homeowner requests that the City's vines be removed from the homeowner's side, remove them by pulling the vines from the homeowner's side to the City side and trimming off the excess.

In addition to trimming vines at the top of the wall, vines shall also be trimmed along the bottom of the wall to prevent them from encroaching into and damaging irrigation, groundcover, hardscapes, trees, shrubs, trails, and sidewalks.

The Contractor will not remove any vines from the homeowner’s side without the homeowner’s permission.

The Contractor will reattach to a wall any vines that fall off a wall by using the attachments detailed on City Standard Plan #510.

Vine Maintenance Frequency
Service Level A - The Contractor shall trim vines as often as required such that they consistently present a neat appearance.

The Contractor shall immediately re-attach to a wall any vines that fall off a wall or fence by using the attachments required on the construction plans for the site.

The Contractor shall ensure that no vines grow into undesirable places such as groundcover, hardscapes, trees or shrubs.

Service Level B - The Contractor shall trim vines twice per year in March and September.

The Contractor shall immediately re-attach to a wall or fence any vines that fall off a wall by using the attachments required on the construction plans for the site.

Concurrent with March and September vine trimming, the Contractor shall twice per year remove vines that grow into undesirable places such as groundcover, hardscapes, trees, or shrubs.

Service Level C - The Contractor shall trim vines once per year in Fall.

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The Contractor shall re-attach to a wall or fence once per year in Fall vines that fall off the wall by using the attachments required on the construction plans for the site.

The Contractor shall annually, in Fall, remove all vines that grow into undesirable places such as groundcover, hardscapes, trees or shrubs.

Service Level D - The Contractor shall trim vines once per year in Fall, or whenever the vines present a public safety hazard.

4.3.6.5. T

REE MAINTENANCE
a) All trees in the work site shall be maintained in their natural shapes . Work shall be accomplished in a manner which will ensure that each individual tree is carefully maintained as described in Appendix A, Pruning Standards, to promote the health and appearance of the tree. All work shall be of the highest quality, performed in accordance with the International Society of Arboriculture’s (ISA) standards. The Contractor shall only be responsible for tree pruning as called out herein. Tree work not described herein will be the responsibility of the City’s Urban Forestry Division and their tree maintenance contractor. b) Low branches overhanging park and paseo maintenance driveways, and all streets shall be raised to a height of thirteen (13) feet above street grade. Low branches overhanging sidewalks and parkways shall be raised to a height of nine (9) feet above grade. Tree branches overhanging equestrian trails shall be raised to a height of ten (10) feet.
c) Young trees that need training shall be pruned on a continuing basis as needed. Under no circumstances will stripping of lower branches (raising up) of young trees be permitted. Lower branches shall be retained in a “ tipped back ” or pinched condition with as much foliage as possible to promote establishment, increased caliper, and a strong tapered trunk. If there are any doubts or questions, contract the Public Works Services Director or his representative. d) On all newly planted and unestablished trees (except for palms) Agriform 20 -10-5 Plant Tablets (or approved equal) shall be applied as per the manufacturer’s directions. All Date Palms shall be fertilized in spring and fall with an approved Palm specific fertilizer. Fan Palms shall not be fertilized unless otherwise directed by the Public Works Director.
e) The Contractor shall bring to the attention of the Public Works Services Director within twenty-four (24) hours any tree that shows signs of root heaving, leaning, having hanger limbs, or for any reason is a safety hazard.
f) The City shall bear all costs for the removal and replacement of dead or dying trees unless the need for removal was due to faulty maintenance or negligence. Faulty maintenance or negligence includes (but is not limited to) mower and string-trimmer damage. The Contractor, as determined by The Public Works Services Director, shall replace trees requiring replacement due to faulty maintenance or negligence.

Replacement shall be made by the Contractor in the kind and size of trees as determined by the Publ ic Works Services Director. Where there is a difference in value between the trees lost and the

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replacement of trees, this difference will be deducted from the contract payment. In all cases, the value of the trees lost will be determined by the Public Works Services Director using the latest edition of ISA’s “Guide for Plant Appraisal” written by the Council of Tree and Landscape Appraisers. g) All trees requiring staking shall always be securely staked with two approved stakes set perpendicular to prevailing NE winds and secured to the stakes with at least two flexible ties and approved by the Public Works Services Director. The ties and stakes shall be inspected regularly to ensure against girdling and abrasion. Stakes shall not be allowed to touch the trunk or any major lateral branches. Therefore, reducing the height of the stakes may be required to prevent damage. Stakes shall be removed as soon as it is determined that a tree can stand on its own without support. Should 36 -inch box or larger sized trees need guying, the cost shall be paid by the City.
h) Except for irrigation, debris removal, and fall and spring fertilization, the City shall perform all maintenance on palm trees within the worksite.

Tree Maintenance Frequency
Service Level A - Low branches overhanging park and paseo maintenance driveways, streets, sidewalks, parkways, and equestrian trails shall continuously be maintained at the following heights above grade:
• Low branches overhanging park and paseo maintenance driveways, and all streets shall be raised to a height of thirteen (13) feet above street grade. • Low branches overhanging sidewalks and parkways shall be raised to a height of nine (9) feet above grade.
• Tree branches overhanging equestrian trails shall be raised to a height of ten (10) feet above grade.

Low hanging tree branches shall be trimmed as required as to not encroach onto shrubs and surrounding plant materials as well as provide an aesthetically pleasing appearance.

The Contractor shall maintain young trees in a “tipped-back”, not stripped, condition.

The Contractor shall maintain the staking for each tree requiring staking in accordance with the current City tree planting standard.

All tree hazards that are beyond the scope of the specifications of this contract shall be immediately reported to the Public Works Service Director or his representative.

Service Level B - Low branches overhanging park and paseo maintenance driveways, streets, sidewalks, parkways, and equestrian trails shall continuously be maintained at the following heights above grade:
• Low branches overhanging park and paseo maintenance driveways, and all streets shall be raised to a height of thirteen (13) feet above street grade.

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• Low branches overhanging sidewalks and parkways shall be raised to a height of nine (9) feet above grade.
• Tree branches overhanging equestrian trails shall be raised to a height of ten (10) feet above grade.

Low hanging tree branches shall be trimmed as required as to not encroach onto shrubs and surrounding plant materials as well as provide an aesthetically pleasing appearance.

The Contractor shall maintain young trees in a “tipped-back”, not stripped, condition.

The Contractor shall maintain the staking for each tree requiring staking in accordance with the current City tree planting standard.

All tree hazards that are beyond the scope of the specifications of this contract shall be immediately reported to the Public Works Service Director or his representative.

Service Level C - As often as required for safety purposes, low branches overhanging park and paseo maintenance driveways, streets, sidewalks, parkways, and equestrian trails shall be raised to the following heights above grade:
• Low branches overhanging park and paseo maintenance driveways, and all streets shall be raised to a height of thirteen (13) feet above street grade. • Low branches overhanging sidewalks and parkways shall be raised to a height of nine (9) feet above grade.
• Tree branches overhanging equestrian trails shall be raised to a height of ten (10) feet above grade.

Low hanging tree branches shall be trimmed in Fall as to not encroach onto shrubs and surrounding plant materials as well as provide an aesthetically pleasing appearance.

Hanging tree branches shall be trimmed as required as to not encroach onto shrubs and surrounding plant materials as well as provide an aesthetically pleasing appearance.

All tree hazards that are beyond the scope of the specifications of this contract shall be immediately reported to the Public Works Service Director or his representative.

Young trees requiring staking or training shall be reported to the Public Works Services Director.

Service Level D - As often as required for safety purposes, low branches overhanging park and paseo maintenance driveways, streets, sidewalks, parkways, and equestrian trails shall be raised to the following heights above grade:
• Low branches overhanging park and paseo maintenance driveways, and all streets shall be raised to a height of thirteen (13) feet above street grade.

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All tree hazards that are beyond the scope of the specifications of this contract shall be immediately reported to the Public Works Service Director or his representative.

Young trees requiring staking or training shall be reported to the Public Works Services Director.

4.3.7. IRRIGATION MAINTENANCE (EXCEPT AS NOTED HEREIN, PAYMENT FOR ALL IRRIGATION WORK SHALL BE INCLUDED IN THE TURF AND GROUNDCOVER LINE ITEMS.)

4.3.7.1. GENERAL
a) Irrigation shall be done using automatic sprinkler systems where available and operable. However, failure of an existing irrigation system to provide full and proper coverage shall not relieve the Contractor of the responsibility to provide adequate irrigation with full and proper coverage to all areas within the work site. Providing full and adequate coverage may require hand watering, a station master, a battery backup, or a water tender. This type of watering may be billed as an extra on a case -by-case basis depending upon the circumstances. Failure to comply with this specification resulting in loss of plant material will be subject to the remedies in section 4.21, Replacement of Landscape Materials & City Property. Field controllers are installed for scheduling. The field controllers communicate with a central computer to receive daily evapotranspiration data.
b) The irrigation schedule for each controller will be set by the City’s Water Management Team along with regular input from the contractor ’s account manager. The elements of the schedule to be set by City Staff are days of the week to irrigate, start times, finish times, minutes per cycle, soak in times, demand and percentage of daily evapo-transpiration per station and assignment of stations to programs. These settings will be done within the guidelines established by the City. c) The Contractor will be expected to use the absolute minimum amounts of water in all areas required to maintain healthy plant growth. With regular required contractor input, the Water Management Team will adjust the soil depletion numbers and percentages o f evapo-transpiration for each station on the field controller to ensure that the zone covered by each station is not too dry or too wet. d) The Contractor shall periodically inspect the operation of the systems for any malfunction. The Contractor shall maintain all sprinkler systems, at no additional cost to the City, in such a way as to guarantee proper coverage and full working capability; and make whatever adjustments may be necessary (including raising the sprinkler heads to the proper height) in order to provide proper irrigation to plants and to prevent excessive runoff into street rights -of-way or other areas not meant to be

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irrigated.
e) The periodic inspections may occur more often, but not less frequently than one inspection each week.

No watering shall be done during the day unless approved by the Public Works Services Director. The Contractor must provide adequate personnel to observe any irrigation system operations during the day. f) In addition to the weekly inspections, written quarterly irrigation system reports will also be required for each landscape site in the contract. Reports shall include but are not limited to the following information:
name of inspector, site number, date, recommended schedule changes, recommended upgrades, soil moisture and depth, repairs made, repairs needed, overall coverage and distribution, and overall condition of the turf, planters, and trees. Reports shall be attached to the monthly routine billing and will be required for monthly payment.
g) Sprinkler heads will be kept clear of overgrowth that may obstruct operation. Chemical edging with herbicides around turf heads will not be permitted. However, an approved plant growth regulator may be used.
h) Any damages to public or private property resulting from excessive irrigation water or irrigation water runoff shall be charged against the contract payment unless immediate repairs are made by the Contractor to the satisfaction of the Public Works Services Director. i) The centralized irrigation control will be operated by City employees. The field controllers communicate alerts to the Centralized irrigation control. The contractor will be responsible for receiving alerts electronically, and all account managers will be required to have a smart phone or other hand -held device that can communicate with these controllers to bring up alert data and operate stations remotely.

Alerts that are not transmitted automatically will be sent electronically to the account manager Monday through Thursday. The alerts in many cases will be needed repairs or adjustments to systems in the field. These reports are valuable for locating and identifying many irrigation issues but normally list only a small portion of the irrigation issues that are in the field. Responding to an alert is not a substitute for required weekly routine irrigation inspections and repairs. Any irrigation repairs requested by the Public Works Services Director (including but not limited to alerts) are required to be expeditiously corrected within a reasonable amount of time. The Public Works Services Director will determine the reasonable amount of time, in which the contractor must adhere. The contractor is also required to train the irrigation technicians to a competent level in the use of the centralized irrigation system. The Public Works Services Director will evaluate the competence of the technicians. Upon request of the contractor, the City may provide training concerning the centralized irrigation system. j) As needed or at least annually, all drip irrigation systems will be flushed out and filter screens cleaned or replaced. This work shall be reported on the quarterly irrigation reports required in section 4.26.3.1 f.
k) As needed and at least annually for each point of connection incorporating a filter, the contractor will inspect, clean, and replace as required. This work shall be reported on the quarterly irrigation reports

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required in section 4.26.3.1 f.
l) As needed and at least annually the contractor will also inspect the point of connection for correct operating pressure. If operating pressure is above or below specifications, the condition shall be reported immediately to the Public Works Services Direc tor. The Public Works Services Director or his agent will determine course of action.
m) All irrigation heads that are not watering plant material shall immediately be reported to the Public Works Services director for corrective action. In most cases, these heads will be capped, or nozzle radii will be reduced in the interest of water savings. Capping of heads and nozzle changes on bare areas may be billed as an extra.

4.3.7.2. SHRUB BEDS & PLANTER AREAS
Shrub beds and planter areas shall be irrigated as required, to maintain horticulturally acceptable growth and color, and to promote deep rooting. Irrigation rates for shrub and planter areas shall be applied in such a manner as to keep surface runoff at a minimum. The irrigation rates shall be adjusted to the needs of shrub types, seasons, weather conditions, and water budget.

4.3.7.3. TURF AREAS
Turf areas shall be irrigated as required to maintain acceptable growth and color. Turf areas shall be maintained using the least amount of water possible. These low water use specifications will cause some slight stress.

However, if horticultural programs such as regular aerification, correct mower heights, proper fertility, weed control, and required system maintenance/programming is implemented, the stress should be mild enough for the turf plants to recover quickly when irrigated. Irrigation shall be applied in such a manner as to reduce runoff yet provide deep watering to promote deep rooting and improved drought resistance. Failure of the contractor to address severe and on-going over-watering issues and system maintenance will be subject to a site deduction for the month.

4.3.7.4. N

EW PLANT MATERIALS
Newly planted trees, shrubs, ground cover and turf shall receive adequate and regular attention until these plants are established. Adequate water shall be applied to promote normal, healthy growth. Proper berms or basins shall be maintained during the e stablishment period. Routine supplemental deep watering either by quick coupler, water tender, or by the installation of a supplemental irrigation system will be required to avoid dead plant material as well as the prevention of overwatering established pl ants located on the same hydro - zone.

4.3.7.5. R

EPAIRS AND REPLACEMENT
Routine repairs to irrigation systems such as replacement of wiper seals, worn or broken nozzles, heads and risers and other routine maintenance shall be completed by the Contractor at no cost to the City. Replaced or

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newly installed irrigation heads shall be identical to the heads specified in the approved City Standard Plans unless otherwise specified by the Public Works Services Director or his representative. Further, any other irrigation work shall also conform to the current approved City Standard Plans. Any deviation from these plans is considered a variance and all variances shall be approved in writing by the Public Works Services Director or his representative prior to the commencement of any work.

Costs of repairs to backflow preventers, pressure lines, valves, irrigation pumps and controllers requires written pre-authorization by the Public Works Director or his agent and will be paid as extra work. Additionally, costs of repairs beyond the control of the Contractor such as vandalism, vehicular accidents, acts of nature, or other events not deemed contractor negligence shall also be paid as extra work . Any irrigation repairs requested by the Public Works Services Director (including but not limited to alerts) are required to be expeditiously corrected within a reasonable amount of time. Irrigation work not completed within the timeframes outlined in section

4.16 c may result in a deduction pursuant to section 4.15, Deductions. The Public Works Serv ices Director will determine the reasonable amount of time, in which the contractor must adhere. The City reserves the right to use other contractors or City staff to complete any work not performed by the contractor. Per section 4.10, Non-Responsiveness of Contractor, of the special provisions in this contract, the City also reserves the right to deduct those costs from the routine billing for the month if the contractor is non-responsive to any emergency.

4.3.8. P

EST CONTROL
The Contractor shall provide complete control and/or eradication of all plant pests and weeds at the frequencies specified herein . Pests include, but are not limited to, insects, mites, other invertebrates, pathogens, nematodes, and vertebrates. Pests may be controlled by mechanical means as well as with chemicals. Chemical controls may include plant growth regulators.

Annually at the time of contract renewal, the Contractor shall submit a list for approval by the Public Works Services Director of all chemical pesticides proposed for use under this contract. Attached to the list will be the current label and safety data sheet (SDS), for each chemical on the list. Additionally, any changes or updates made to this list shall be supplied to the Public Works Services Director as they are made. Materials included on this list shall be limited to chemicals approved for use by the State of California Department of Food and Agriculture. No chemical pesticide shall be applied until its use is approved in writing by the Public Works Services Director. The application of chemicals shall conform to the current California Department of Food and Agriculture regulations.

Use of all E.P.A. registered pesticides must be preceded by notification to the Public Works Services Director a minimum of one week prior to the planned application date. The notification must be in writing and shall include the pest control advisor's wr itten recommendation and State of California Agriculture Pest Control Advisor License number. A permit from the County Agricultural Commissioner's office to apply any restricted use pesticide must be obtained, and a notice of intent shall be filed at least forty-eight (48) hours before applications

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with the San Bernardino County Agricultural Commissioner's office as per State and County guidelines.

Only the safest, lowest odor and most environmentally friendly pesticides shall be used whenever possible. In addition, integrated pest management techniques shall also be used whenever possible, e.g., use of approved biological, mechanical, or exclusionary control methods.

The Contractor shall select and supply proper materials and licensed personnel and obtain any necessary permits, licenses, registrations, and pest control advisor recommendations, to comply with City, County, State or Federal regulations and laws. Copies of all County and State licenses, registrations, and permits required shall be supplied to the Public Works Services Director on an annual basis. The contractor will assume responsibility and liability for the use of all chemicals and their applications.

Spray pattern indicators or dye markers shall not be used anywhere within this contract without the expressed written consent of the Public Works Services Director.

The Contractor's applicator shall hold a valid Qualified Applicator License or a Certified Commercial Applicator Certificate, issued by the State of California Department of Food and Agriculture, and be certified, or licensed, in at least Categories B and C. The Contractor must supply the City with a photocopy of the License or Certificate.

If subcontractors are used for any pesticide applications, photocopies of their License or Certificate, County Registration and City Business License must be provided.

Pest control advisor recommendations shall be written for all types of chemical applications made in City parks or rights -of-way. Recommendations shall be written on forms approved by the San Bernardino County Agricultural Commissioner and a copy shall be provided to the Public Works Services Director prior to the application for his approval. All recommendations shall follow the guidelines set forth by the State and County Departments of Food and Agriculture, regarding pest control advisor recommendation s. Pest control recommendations are registered by the County for one calendar year in January. Therefore, updated recommendations shall be submitted every January.

Pesticide application records shall be kept on forms identical to the format provided in Schedule II. A copy of each application form shall be provided to the City at the time of monthly invoicing.

Additionally, and prior to bid acceptance or contract renewal, the contractor shall provide to the Public Works Services Director a schedule outlining a written annual integrated pest management plan describing what products and/or alternative methods of pest control that will be scheduled each month. This monthly information shall include:
• The target pest (gophers, grassy weeds, broadleaf weeds, shrub growth, insects, etc.) • The type of control method to be used (mechanical, chemical, cultural)

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• Where the method of control will be used (turf, hardscape, groundcover, mulchscape) • The name of the product to be used (Roundup Pro, Dimension, Ronstar, etc.) • The type of product to be used (Pre-emergent, PGR, insecticide, rodenticide, etc.) • The application rate to be used (lbs. or ozs. per acre or per 1000 sq. ft.) Pest Control Frequency
Service Level A - Complete and continuous control and/or eradication of all Landscape pests and weeds.

Service Level B - Complete and continuous control and/or eradication of all Landscape pests and weeds.

Service Level C - Complete, thorough, and consistent control and eradication of all Landscape pests and weeds within the landscape every 90 days or whenever the Public Works Services Director determines that a pest or weed problem has become a public health or safety hazard. Complete, thorough, and consistent control of weeds shall include the use of pre-emergent herbicides broadcast over the entire planter area, as well as post emergent herbicides spot sprayed as required to achieve complete weed control.

Complete, thorough, and consistent weed control utilizing the proper selection and application of herbicides on schedule, will result in a relatively acceptable level of control for this reduced service level lasting the entire length of the 90-day period.

Service Level D - Complete, and thorough control and eradication of all Landscape pests and weeds within the landscape two times per year (Spring and Fall) or whenever the Public Works Services Director determines that a pest or weed problem has become a public health or safety hazard. Complete and thorough, control of weeds shall include the use of pre -emergent herbicides broadcast over the entire planter a rea, as well as post emergent herbicides spot sprayed as required to achieve complete weed control.

4.3.9. D

EBRIS AND TRASH REMOVAL
Debris and Trash Removal Frequency
Service Level A - The Contractor shall on a weekly basis remove any trash and debris that accumulates on the landscape site including turf, groundcover, mulchscape, hardscape, and decomposed granite areas including adjacent flowlines.

Service Level B - The Contractor shall on a weekly basis remove any trash and debris that accumulates on the landscape site including turf, groundcover, mulchscape, hardscape, and decomposed granite areas including adjacent flowlines.

Service Level C - The Contractor shall on a bi-weekly basis remove any trash and debris that accumulates on the landscape site including turf, groundcover, mulchscape, hardscape, and decomposed granite areas including adjacent flowlines.

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Service Level D - The Contractor shall monthly remove any trash and debris that accumulates on the landscape site including turf, groundcover, mulchscape, hardscape, and decomposed granite areas including adjacent flowlines.

4.3.10. DRAINS (ALL SERVICE LEVELS)
The Contractor shall be responsible for periodic inspections of surface flowlines, intake grates, and under sidewalk drains located within the landscaped areas. These drains shall be inspected during, prior to, and following any rain event. Any debris or vegetation that could block the flow of water will require prompt removal.

4.3.11. C

LEAN-UP (ALL SERVICE LEVELS)
a) At no time will the Contractor blow grass cuttings and/or debris into public streets, trails, or gutters without promptly removing the cuttings and/or debris and disposing of it legally, off site. b) Unless a chipper is used as described below in section 4.26.7(d), the Contractor shall remove all debris resulting from the maintenance operations and legally dispose of it off- site. All grass or other clippings shall be picked up after each mowing or trimming operation. c) All debris resulting from any of the Contractor's operations shall be removed and disposed of legally at the Contractor's expense. No debris will be allowed to remain at the end of the workday. d) To improve the fertility of planter beds, save water, reduce weeds, reduce the amount of green waste in the landfill, lower soil pH, and improve efficiency, the contractor may be required in many instances to utilize a chipper to mulch brush clippings back into the landscape planter from where the clippings had originated. The contractor will always be required to have a trained chipper operator on staff to accommodate this request at no additional cost to the City. This chipper program will be used where ver and whenever it is practical and will be utilized primarily wherever there are larger planter beds that are not wood-chipped. Only clippings from shrubs and trees will be allowed. Grass clippings, leaves, palm fronds, trash and weeds shall not be inc luded in this program. The contractor shall always have a commercial brush chipper available at no additional cost to the City. e) All walkways will be kept clean/clear of debris and weed growth. Care shall be taken not to create unnecessary hazards to the public.
f) Any paper, plastic, metal, leaves, pine needles, branches, rocks, DG, sand, soil, dead plant materials, litter or any other debris determined objectionable by the Public Works Services Director that accumulates within the work site shall be picked up weekly (or whenever the debris presents a hazard) and legally disposed of offsite. All illegal dumping, including but not limited to hazardous waste, within the work site shall be reported immediately to the Public Works Services Director or his representative.

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4.3.12. HARDSCAPE MAINTENANCE
Hardscape is all masonry or rock materials on a site from the edge of the asphalt/curb and gutter to the tract wall – the edge of the asphalt/curb and gutter shall include the crack or void between the asphalt and the concrete. Hardscape includes features within the landscape such as curbs, mow curbs, cobblestones, concrete pavers and concrete flowlines and sidewalks. All hardscape is to be maintained within the landscape site (including sidewalks) at the frequencies listed below. Maintenance shall include keeping the hardscape clean, debris- and weed free by using whatever approved methods are necessary. Graffiti removal is not required but known instances of graffiti shall be reported immediately to the City Graffiti Hotline at 909-481-7999. Also, any spills, stains or damage on the hardscape shall be reported to the Public Works Services Director or his representative. This contract may or may not have hardscapes listed separately on a site inventory or paid separately from the turf and groundcover areas . In either case, all hardscapes shall be maintained as part of the landscape maintenance contract at the same service level as the adjacent landscape.

Service Level A - The Contractor shall, on a weekly basis remove any weeds, trash and debris that accumulates on the hardscape.

Service Level B - The Contractor shall on a bi- weekly basis, remove any weeds, trash and debris that accumulates on the hardscape.

Service Level C - The Contractor shall, on a bi-weekly basis, remove any weeds, trash and or debris that accumulates on the hardscape.

Service Level D - The Contractor shall, on a monthly basis remove any weeds, trash and or debris that accumulates on the hardscape.

4.3.13. TRAIL MAINTENANCE
Many sites within the LMD’s will have trails. Trails are defined as any PVC fencing and/or headers delineating one or both sides of a decomposed granite (DG) surface and the decomposed granite itself. The City will be responsible for all trail maintenance within the sites except for excessive irrigation runoff and encroaching plant material from contractor-maintained landscapes; debris caused by landscape maintenance; eroded mulch and soil from contractor-maintained sites, broken PVC fencing caused by Contractor negligence; and any other trail maintenance problem caused by Contractor negligence.

4.3.14. M

ULCHSCAPE MAINTENANCE
“Mulchscape” refers to formerly landscaped areas that have been renovated and removed from regular contract maintenance. These areas will be covered with a layer of composted mulch and/or wood chips and use little or no water. Any trees growing within the mulchscaped sites will remain after conversion. Additionally, some low- maintenance shrubs and groundcover may remain whenever practical. Any maintenance on remaining groundcover or shrubs within the mulchscaped areas may be billed as extra work. Maintenance of these areas will include the following:

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Service Level A - Mulchscaped areas will be consistently maintained on a weekly basis to present a neat and clean appearance free of trash and accumulated debris.

In May of each year, mulch will be added to all mulchscaped areas as required to restore the depth of mulch to three inches throughout each mulchscaped site. Submittals are required for approval by the Public Works Services Director or his representative on all materials prior to installation.

Service Level B - Mulchscaped areas will be consistently maintained on a weekly basis to present a neat and clean appearance free of trash and accumulated debris.

Service Level C - On a bi-weekly basis, mulchscaped areas will be maintained to present a neat and clean appearance free of trash and accumulated debris.

When specified by the Public Works Services Director, mulch shall be applied by the contractor to a depth of no less than three inches and billed as extra work. Submittals are required for approval by the Public Works Services Director or his representative on all materials prior to installation.

Service Level D - On a monthly basis, mulchscaped areas will be maintained to present a neat and clean appearance free of trash and accumulated debris.

4.3.15. T

RASH RECEPTACLE MAINTENANCE
There are an unspecified number of trashcans within this contract and additional trash cans may be added as required. bags will be collected once per week and replaced with new bags. These bags shall be provided by the contractor. Any trash can with dama ge, missing lids, graffiti or vandalism shall be reported to the Public Works Services Director immediately. In addition, pest control including (but not limited to) ant control will be required whenever necessary.

The trash cans along the Pacific Electric Trail and at bus stops are maintained under a separate contract or by another agency and will not be included herein.

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4.3.16. STORM DEBRIS CLEANUP
a) The City of Rancho Cucamonga is subject to frequent wind, rain, and other types of storms. The storms cause an accumulation of debris on the contracted sites. The debris includes such items as downed trees, limbs, leaves, tumbleweeds, trash , and soil deposits. Because it is impractical to perform routine maintenance operations during and immediately following these storms, the Contractor shall promptly remove the debris such that routine maintenance operations are practical. Because the Cont ractor is removing debris in lieu of routine maintenance, the removal is at no extra charge to the City. In the case of an excessive accumulation of debris that is attributable to another agency, such as blown sand from a recently graded site, the City will act to have the responsible agency remove the debris. The cost for replanting new plant material to replace storm damaged plant material that cannot be repaired will be an extra.
b) Emergency Storm Work Documentation and Tracking:

All costs borne by the City for emergency storm clean -up work may be subject to re -imbursement through government disaster funds. In the event of an emergency, the City could easily be eligible for Federal, State, or local funds and therefore all costs th at are storm related including labor, rentals and materials that are charged to the City shall be recorded and billed separately and labeled/dated as emergency related. In addition, since labor will be shifted away from routine work, all the shifted routi ne labor shall be tracked and recorded as emergency related since emergency labor may also be reimbursable. Once the contractor returns to normal operations, the contractor will be required to send a report outlining the shifted routine labor used during the emergency.

4.4. E

XTRA WORK
a) Extra work may be required because of vandalism, accidents, or acts of nature. Further, work may be required to add new landscaping, or to delete or modify existing landscape. b) Extra work will not be performed without prior approval by the Public Works Services Director unless a condition exists wherein it appears there is a danger of injury to persons or property. c) Payment for extra work shall be in accordance with the hourly rates and unit prices in the Extra Work Schedule. The invoiced amount for material not listed in the schedule will be at the Contractor ’s cost including sales tax plus 15%; the 15% being for the Contractor’s costs of overhead. d) Except for routinely billed and ordinary irrigation repairs, extra work shall not commence without a written and approved proposal. Further, the extra work shall not be invoiced and billed until the work has been inspected and approved for completeness by the Public Works Services Director. e) The City reserves the right to cause any extra work deemed necessary by the Public Works Services Director to be performed by City crews or other contractors, at no cost to the Contractor.

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5. EVALUATION AND VENDOR SELECTION PROCESS

5.1. INITIAL SCREENING
All RFP responses will undergo an initial review to determine re sponsiveness to the instructions herein. Those RFP responses initially determined to be responsive by meeting the RFP requirement as indicated herein will proceed to the next phase of the evaluation process.

5.2. EVALUATION ACTIVITIES
RFP responses deemed as having met the standard RFP requirements as indicated herein are then evaluated by an Evaluation Committee. The RFP submittals are scored and assigned a ranking of zero (0) through ten (10), ten being the highest possible score. The following criteria have been assigned percentages that the criteria will be scored against, based upon but not limited to the following evaluation criteria factors:

Criteria
Criteria Description
Assigned
Percentage
Vendor Expertise 10
Quality of proposed services or goods 15
Extent to which the Vendors services or goods meet the City ’s needs 25
Cost 15
Vendor’s history and resources available to provide the required services 15
Experience and professional qualifications of staff 20

5.3. COST EVALUATION
Cost Proposals are evaluated and scored based on the following calculations.

Score = Lowest Proposal Cost / Cost of Proposal being scored X Maximum Points Available (10) The score is then added to the spreadsheet criteria scores.

5.4. REFERENCE CHECKS
If determined to be required reference checks are conducted by the Procurement Division and the requesting department may or may not be present during the process. The reference checks may be conducted by phone with the information being scribed or conducted by a written form, submitted to the Vendor ’s reference

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contact. Reference contacts will be asked several predetermined questions for response and to provide a score from one (1) to ten (10), ten being the highest. Scores are then tabulated and added to the spreadsheet with the criteria scores. It is imperative that Vendors provide up to date and accurate information regarding contact information for reference checks. All scores are then tabulated into the final Vendor ranking.

Evaluators do not see the Vendor References or pricing line items. The proposed pricing is evaluated by the Procurement Division during the initial review of the RFP response, only to ensure that the proposed cost is not over the City ’s budgeted amount or Not-to-Exceed amount for the project.

5.5. P

RESENTATIONS / ORAL BOARD INTERVIEWS
Upon completion of the RFP evaluations and data analysis, and only, if necessary, selected top ranked Vendors will be provided an opportunity to interview and conduct a demonstration or presentation to further expand on their RFP response. Vendor interviews/demonstrations are scored and assigned a ranking of zero (0) through ten (10), ten being the highest possible score, based upon but not limited to the evaluation criteria factors as stated within the RFP.

5.6. F

INANCIAL DOCUMENTATION
Vendors that proceed to the short- list may be required to submit financial documentation as proof of its Company’s financial stability and strength. A financial review will be conducted by the City Finance Department.

Should a Vendor wish for its financial documentation to be treated as proprietary or be returned upon completion of the review, the documentation must clearly be marked as such. The following documentation will be required of each Vendor on the short-list:
• A copy of the Vendor’s most recent annual report.
• Audited (by a third party), balance sheets and income statements for the past three (3) years. • If audited data is not available, Vendor shall submit copies of complete tax returns for the past three (3) years.
• Describe any regulatory censure and past or pending litigation related to services provided by the Vendor.
• Indicate all applicable information regarding Vendor ownership changes in the last three (3) years.

5.7. BEST AND FINAL OFFER
Upon completion of Vendor presentations, the City reserves the right to conduct pre-award discussions and/or pre-contract negotiations with all or only top ranked Vendor s. At which time the City may request a Best and Final Offer to be submitted from one or all finalists.

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5.8. VENDOR SELECTION
The final Vendor selection is based on which Vendor is the most responsive, meeting the City ’s requirements, offering the best value at the most competitive price. The City is not obligated to award to the lowest price proposal.

The City may conduct negotiations with several Vendors simultaneously. The City may also negotiate contract terms with the selected Vendor s prior to award. The City, at its sole discretion, reserves the right, unless otherwise stated, to accept or reject all or any RFP responses, or any part thereof, either separately or to waive any informality and to split or make the award in any manner determined to be in the best interest of the City.

5.9. LETTER OF INTENT TO AWARD
After a final Vendor selection is determined, a Letter of Intent to Award (LOI) will be posted for review by all participating, responsive Vendors. Negotiations shall be confidential and not subject to disclosure to competing Vendors unless an agreement is reached. If contract negotiations cannot be concluded successfully, City may negotiate a contract with the next highest scoring Vendor or withdraw the RFP entirely.

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“EXHIBIT A, CITY OF RANCHO CUCAMONGA CONFLICT OF INTEREST/NON-DISCLOSURE STATEMENT”

It is the policy of the City to prevent personal or organizational conflict of interest, or the appearance of such conflict of interest, in the award and administration of City Contracts, including, but not limited to Contracts for Professional Services Agreements (“PSA”) with potential Vendors.

I do not have specific knowledge of confidential information regarding RFP responses received in response to the Request for Proposal (“RFP”) #25/26-003 LMD 6R, 9 & 10 Parkways, Paseos and Medians

I agree not to disclose or otherwise divulge any information pertaining to the contents, status, or ranking of any RFP response to anyone. I understand the terms and "disclose or otherwise divulge" to include, but are not limited to, verbal conversations, written correspondence, reproduction of any part or any portion of any RFP response, or removal of same from designated areas.

I, the undersigned, hereby certify that the following statements are true and correct and that I understand and agree to be bound by commitments contained herein.

______________________________________ (Print Name)

______________________________________ (Relationship to the City)

______________________________________ (Relationship to the Vendors)

______________________________________ (Signature)

______________________________________ (Date)

Exhibits are not to be included in your bid response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibits A – G.

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“EXHIBIT B, PROFESSIONAL SERVICES AGREEMENT EXCEPTIONS SUMMARY”

Mark the appropriate choice, below:

_____ Vendors accepts the PSA without exception.

_____ Vendors proposes exceptions to the PSA.

Summarize all exceptions on a separate document. Enclose a written summary of each change and title as “Exception Summary”, which shall include the Vendors’ rationale for proposing each such exception. Each exception must be labeled with the Section number in the PSA. Failure to properly reference exceptions in the submitted summary may deem the response as non-responsive.

___________________________________
Signature

___________________________________
Printed Name

___________________________________
Title

___________________________________
Date
Exhibits are not to be included in your bid response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibits A – G.

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“EXHIBIT C, ACKNOWLEDGMENT OF INSURANCE REQUIREMENTS AND CERTIFICATION OF ABILITY TO PROVIDE AND MAINTAIN COVERAGES SPECIFIED”

I, _______________________________ the ______________________________________________ (President, Secretary, Manager, Owner or Representative)

of __________________________________________________________________, certify that the (Name of Company, Corporation or Owner)

Specifications and General Provisions regarding insurance requirements as stated within the Professional Services Agreement (PSA), for the Purchase Contract designated Request for Proposal (“RFP”) #25/26-003 for Landscape and Irrigation Maintenance LMD 6R, 9 & 10 Parkways, Paseos and Medians have been read and understood and that our Vendors is able to provide and maintain the coverage as specified in the PSA. Failure to provide said coverage, upon request to finalize the PSA prior to award shall be enough cause for immediate disqualification of award. Failure to maintain said coverage shall result in termination of the contract.

___________________________________
Signature

___________________________________
Printed Name

___________________________________
Title

___________________________________
Date

Exhibits are not to be included in your bid response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibits A – G.

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“EXHIBIT D, ADDENDUM ACKNOWLEDGEMENT”
The Vendors hereby acknowledges the following Addenda Number(s) to this RFP have been received, if any.

Vendors understands failure to acknowledge any addenda issued may cause the RFP response to be considered non-responsive. It is the Vendors’ responsibility to log into the Bid System to identify and download the number of addenda that have been posted.

• __________________
• __________________
• __________________
• __________________

___________________________________
Signature

___________________________________
Printed Name

___________________________________
Title

___________________________________
Date

Exhibits are not to be included in your bid response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibits A – G.

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“EXHIBIT E, DEBARMENT and SUSPENSION CERTIFICATION FORM”

I certify that neither _____________________________ (Vendor) nor any of its proposed subcontractors are not currently listed on the governmentwide exclusions in the System for Award Management (SAM), in accordance with the guidelines under 2 CFR 200 that implement Executive Orders 12549 ( 3 CFR part 1986 Comp., p. 189) and 12689 ( 3 CFR part 1989 Comp., p. 235), and that neither Vendor nor any of its proposed subcontractors are tax delinquent with the State of California.

I acknowledge that if Vendor s or any of its subcontractors subsequently are placed under suspension or debarment by a local, state, or federal government entity, or if Vendor s or any of its subcontractors subsequently become delinquent in California taxes, our Proposal will be disqualified.

___________________________________
Signature

___________________________________
Printed Name

___________________________________
Title

___________________________________
Date

Exhibits are not to be included in your bid response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibits A – G.

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“EXHIBIT F, PARTICIPATION CLAUSE”
It is hereby understood that other government entities, such as cities, counties, and special/school districts may utilize this RFP response at their option for equipment or services at the RFP response price for a period of ________ days. Said entities shall have the option to participate in any award made because of this solicitation.

Any such piggy-back awards will be made independently by each agency, and the City is not an agent, partner or representative of these agencies and is not obligated or liable for any action of debts that may arise out of such independently negotiated piggy-back procurement. Each public agency shall accept sole responsibility of its own order placement and payments of the Vendors.

Successful Vendors will extend prices as proposed herein to other governmental agencies, please specify.

YES __________ NO _________

Exhibits are not to be included in your bid response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibits A – G.

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“EXHIBIT G, SIGNATURE OF AUTHORITY”

The undersigned Company declares that he has carefully examined the specifications and read the above terms and conditions, and hereby proposes and agrees, if this RFP response is accepted, to furnish all material in accordance with the specifications and instructions, in the time and manner therein prescribed for the unit cost amounts set forth in the following RFP response.

THE VENDOR IN SUBMITTING THIS RFP RESPONSE MUST FILL IN THE FOLLOWING INFORMATION. FAILURE TO DO SO MAY DEEM YOUR RFP RESPONSE AS NON-RESPONSIVE.

Company Name:

Address:
(Street, Su. # City, State, Zip)
Telephone #:

Fax #:

E-mail address:

Web Address:

Authorized Representative: (print)

Title:

Signature:

Date:

Exhibits are not to be included in your bid response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibits A – G.

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“EXHIBIT H” REFERENCES WORKSHEET
The following References Worksheet must be complete, please do not mark “See Attached”. Provide a minimum of four (4) clients that are similar in size to the City of Rancho Cucamonga that your company has conducted comparable or like services. Preferred references should be government agencies and be a current customer within the past three (3) years. Please verify accuracy of contact information.

Reference 1
Company Name
Contact Name and Title
Company Address
Contact Telephone Number
Contact Email
Description of Comparative Services and
Project Cost (please be specific)

Reference 2
Company Name
Contact Name and Title
Company Address
Contact Telephone Number
Contact Email
Description of Comparative Services and
Project Cost (please be specific)

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Reference 3
Company Name
Contact Name and Title
Company Address
Contact Telephone Number
Contact Email
Description of Comparative Services and
Project Cost (please be specific)

Reference 4
Company Name
Contact Name and Title
Company Address
Contact Telephone Number
Contact Email
Description of Comparative Services and
Project Cost (please be specific)

Exhibits are not to be included in your bid response. All referenced Exhibits must be submitted in Planet Bids system under the Response Types, Exhibit H.

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PREPARED FOR:

City of Rancho Cucamonga
Procurement Division
10500 Civic Center, Rancho Cucamonga, CA 91730
Ruth Cain
(909) 774-2500
[email protected]
PREPARED BY:

Mariposa Landscapes Inc.
6232 Santos Diaz St, Irwindale, CA 91702
Joceylin Figueroa, Estimator
(626) 210-9495
[email protected]
RESPONSE TO:

RFP # 25/26-003
Landscape and Irrigation Maintenance for LMD 6R, LMD 9 and LMD 10 Parkways, Paseos and Medians
June 11th, 2025

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Safety • Teamwork • Quality • Integrity 3

3.2 Table of Contents

3.1 Cover Letter/Introduction ................................ ................................ ......................... 2

3.2 Table of Contents ................................ ................................ ................................ .... 3

3.3 Project Understanding and Approach ................................ ................................ ........ 4

3.4 Qualifications and Experience ................................ ................................ .................. 6

3.5 Project Team ................................ ................................ ................................ ......... 15

3.6 Staffing Levels ................................ ................................ ................................ ....... 17

3.7 Third-Party/Subcontractors ................................ ................................ .................... 18

3.8 Proposal Response ................................ ................................ ................................ 19

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Safety • Teamwork • Quality • Integrity 4

3.3 Project Understanding and Approach
Understanding the Project
We understand that the City of Rancho Cucamonga is seeking a qualified contractor to provide comprehensive, consistent, and high-quality landscape and irrigation maintenance services for Landscape and Irrigation Maintenance LMD 6R, 9 &10 Parkways, Paseos and Medians.

Our team recognizes the City’s emphasis on:
• Maintaining a safe, clean, and aesthetically pleasing environment. • Adhering to strict service schedules and performance standards. • Minimizing water usage through efficient irrigation practices. • Ensuring compliance with prevailing wage laws and environmental regulations.

Approach to Scope of Services
We propose a structured, proactive approach that includes:

Dedicated Account Manager
• Responsible for all communication and quality control. This individual will serve as the City’s primary point of contact and will oversee all field operations, coordinate crew schedules, conduct site inspections, and ensure that all work meets the City’s service level standards. The Account Manager will also be responsible for submitting maintenance schedules, responding to emergency calls, and maintaining detailed records of completed work, deficiencies, and corrective actions.

Routine Maintenance
• This includes turf, groundcover, shrubs, trees, hardscape, restrooms, etc. which will all be performed per service level requirements. Our crews will follow a detailed, site-specific maintenance schedule that aligns with the frequencies outlined in the RFP. Tasks include mowing, edging, pruning, debris removal, and hardscape cleaning. All work will be documented and reviewed regularly to ensure compliance with the City’s expectations and to maintain a clean, safe, and visually appealing environment.

Irrigation Management
• We will monitor all irrigation systems for leaks, coverage issues, and efficiency. Our team will provide input on controller settings and make routine repairs to heads, nozzles, risers and provide weekly inspections and quarterly reports. Any major repairs or upgrades will be reported and proposed as extra work, with full documentation and photos.

Pest and Weed Control
• Our approach emphasizes prevention and low-toxicity solutions by implementing the approved Integrated Pest Management (IPM) plan and having licensed applicators. We will submit an annual pest control plan for City approval, including product labels and safety data sheets. All applications will be performed by certified professionals and documented in reports.

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Safety • Teamwork • Quality • Integrity 5

Reporting and Communication
• We will maintain open, transparent communication with the City. Our reports will include summaries of completed work, upcoming tasks, irrigation performance, and any issues requiring City input or approval.

Assumptions and Enhancements:
• All work will be performed per the scope and service levels outlined in Section 4 of the RFP. • We anticipate periodic changes to site inventory and service levels and will respond with flexibility and updated cost proposals as needed.
• We are exploring additional efficiency tools to enhance performance tracking and reduce the administrative burden on City staff.

Our team is committed to maintaining a safe, clean, and welcoming public environment across Rancho Cucamonga’s community space, reflecting the City’s high standards and expectations for its residents and visitors.

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Safety • Teamwork • Quality • Integrity 6

3.4 Qualifications and Experience
Company Information
Mariposa Landscapes, Inc. has been in business for over 45 years . Our main business focus has been in Landscape Construction, Maintenance, Tree Care, Irrigation, and Drought -Tolerant Conversions . To support this project, we will leverage our headquarters in Irwindale, CA, which is centrally located and fully equipped with a modern fleet, trained personnel, and in -house mechanics. Additionally, we have a network of strategically located branch offic es throughout Southern California and Arizona. For this contract we will be providing services from our Fontana Branch office located at: 11093 Almond Ave.

Fontana, CA 92337.

Pending Litigation
The following table lists Mariposa's pending litigations. None of these litigations will affect our performance for the city.

Statement of incorporation
Mariposa Landscapes Inc. is a corporation founded in 1977.

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Safety • Teamwork • Quality • Integrity 7
Projects of Similar Scope of Work
Here at Mariposa Landscapes, Inc. we take pride in our work and thrive on keeping our company as one of the most recommended in the industry. Our steady record of customer satisfaction has allowed us to maintain positive relationships with our clients.

1. City of Fontana (2023-present)
Scope of Work: Landscape Maintenance Services Area 4
Landscape Maintenance, Irrigation maintenance and Installation. Scope includes inspections, mowing, trimming, pruning, fertilization, aeration, weed control, cultivation, pest control, tree surgery, de- thatching, plant replacements, renovation, clean-up of park facilities and drainage facilities.

Key Team Members:

Area Manager – Roberto Perez
Account Manager – Edgar Garibay

Timeline of project delivery:

The contract has been currently serviced by Mariposa landscapes since 2023.

2. City of Chino Hills (2022-present)
Scope of Work: Landscape Maintenance Services for North Service Area Landscape Maintenance- Turf maintenance, shrub/slope maintenance, ground cover maintenance, tree trimming, irrigation maintenance and repairs, water management, infield maintenance, mowing, litter and trash control, pesticide application, weed control, rodent control, aeration, and fertilization.

Key Team Members:

Area Manager – Roberto Perez
Account Manager – Jesus Ramirez

Timeline of project delivery:

The contract has been currently serviced by Mariposa landscapes since 2022.

3. Riverside Utilities (2006-present)
Scope of Work: Landscape Maintenance
Landscape maintenance of approximately 82 utilities facilities. Scope includes mowing, edging, dethatching, aeration, weeding, fertilization, watering, insect, pest and vermin control, irrigation and sprinkler system maintenance, trimming, pruning, and treatment and control of plant diseases, litter removal, clean-up and herbicides application.

Key Team Members:

Area Manager – Roberto Perez
Account Manager – Gustavo Suarez

Timeline of project delivery:

The contract has been currently serviced by Mariposa landscapes since 2006.

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Safety • Teamwork • Quality • Integrity 8

4. Inland Empire Health Plan (2024-present)
Scope of Work: Campus Landscape Maintenance Program Services Tree maintenance, turf maintenance , weed pest and disease control, Fertilization, Ground Cover maintenance, aerification, hard pruning, watering, mulching/ ground cover, shrub maintenance, vine maintenance, annual color, irrigation equipment and operations, repairs, cleanup & waste disposal, gopher control, paved area weed control

Key Team Members:

Area Manager – Roberto Perez
Account Manager – Dirk Bennet

Timeline of project delivery:

The contract has been currently serviced by Mariposa landscapes since 2024.

5. City of Corona (2023-present)
Scope of Work: Cajalco and I-15 Interchange Landscape Maintenance Services Rebid, NIB 23-051AS General landscape maintenance including fertilization, pruning, tree trimming, shrubs, vines and groundcover, weed control and plant disease, mowing, edging, maintain and repair irrigation system, general clean-up, removal of leaves, trash, and other debris, maintain hardscape, including DG and rockscape areas

Key Team Members:

Area Manager – Roberto Perez
Account Manager – Gustavo Suarez

Timeline of project delivery:

The contract has been currently serviced by Mariposa landscapes since 2023.

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Safety • Teamwork • Quality • Integrity 9
Additional Information
Mariposa Landscapes, Inc. has been transforming outdoor spaces with expertise and innovation since 1977. What began as a small operation in Rosemead, California, has grown into one of the most trusted names in landscaping across Southern California and Ari zona. Today, we proudly employ over 800 dedicated professionals, including Certified Arborists, Pest Control Advisors, Certified Irrigators, and Landscape Technicians.

Our Core Values
Our success is driven by a set of core values that underpin every aspect of our operations:
• Safety: Ensuring the well-being of our team and clients on every project. • Teamwork: Collaborating with clients and stakeholders to achieve shared goals. • Quality: Setting the highest standards for every service we provide. • Integrity: Building trust through transparency, accountability, and ethical practices.

With over 45 years of experience, Mariposa is
renowned for excellence in Landscape Construction,
Maintenance, Tree Care, Irrigation, and Drought -
Tolerant Conversions. Our portfolio reflects a rich
history of award -winning projects - more than 100
recognitions to date - demonstrating our unwavering
commitment to quality and craftsmanship. As a fully
licensed company in both California and Arizona, we
carry $100 million in bonding capacity and maintain
large insurance coverage, including $10 million in
general liability and $1 million in workers'
compensation, ensuring our clients’ peace of mind on
every project.

At Mariposa, we are more than a landscaping company - we are stewards of the environment.

Sustainability is at the heart of everything we do, from implementing water -saving irrigation systems to promoting native plant restoration and integrating environmentally friendly practices into every project.

Our approach is guided by a deep understanding of Southern California and Arizona’s unique ecosystems, allowing us to create outdoor spaces that are as functional and beautiful as they are sustainable. We take pride in enhancing landscapes while contributing to the well-being of the communities we serve.

Why Choose Mariposa Landscapes?
• Award-Winning Excellence: A proven track record with over 95 industry recognitions for innovative and high-quality landscaping projects.
• Comprehensive Expertise: From public parks and commercial landscapes to large -scale restoration projects, we have the expertise to handle a wide variety of landscaping needs. • Sustainability Leadership: Implementing drought-resistant designs and sustainable practices that protect natural resources while enhancing aesthetic value. • Client-Centered Approach: A commitment to understanding and exceeding our clients’ expectations with tailored, results-driven solutions.

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Key Facts at a Glance
With strategically located offices across Southern California and Arizona, Mariposa Landscapes delivers exceptional landscape solutions using advanced equipment, innovative technologies, and a skilled team, transforming landscapes and enriching communities with every project.

The following table provides a complete overview of Mariposa Landscapes, Inc., highlighting our relevant information, areas of expertise, and operational capabilities:

Company Mariposa Landscapes, Inc. Awards Over 95 awards for project excellence Founded 1977 Primary
Services
Landscape construction, maintenance,
tree care, irrigation, and drought tolerant
conversions
Address 6232 Santos Diaz St, Irwindale, CA
91702
Service Areas Southern California and Arizona
Telephone (626) 960-0196 Office
Locations
1) HQ: Irwindale, CA
2) Orange County: Santa Ana, CA
3) San Bernardino County: Fontana, CA
4) Riverside County: Chino, CA
5) LA South Bay: Gardena, CA
6) North LA. & Ventura: Somis, CA
7) Palm Springs: Bermuda Dunes, CA
8) San Diego County: Oceanside, CA
9) Arizona: Glendale, AZ
10) Arizona: Phoenix, AZ
Fax (626) 960-8477
Employees Over 800 employees
Licensed In California + Arizona
Insurance $1M workers’ compensation, $10M
general
Bonding $100 million

Organizations, Current and Past Memberships
• CACM (California Association of Community Managers)
• CAI Orange County (Community Association Institute)
• CAI Los Angeles (Community Associations Institute)
• CAI Greater Inland Empire (Community Association
Institute)
• CAI Coachella Valley (Community Association Institute) • ASA (American Subcontractors Association)
• BIA Southern California (Building Industry Association) • BIA Orange County (Building Industry Association)
• BOMA IE (Building Owners and Managers Association)
• CLCA (California Landscape Contractors Association)
• ISA (International Society of Arboriculture)
• CAPCA (California Association of Pest Control Advisors)

Licensing and Certifications
• California Contractor License
592268 C27, A, D49/C61, C31
• Certified Arborists on staff
• Certified Tree Workers on staff
• Tree Work – Line Clearance
Certified
• Tree Work – Line Clearance
Certified Instructor
• Certified Playground Equipment
Inspectors
• Certified Water Auditor
• Certified Backflow Inspectors
• Licensed Pest Control
Company/Pest Control Advisor
• Certified Pest Control Applicators
on staff

Proposal Contact: Joceylin Figueroa
[email protected]
(626) 210-9495

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Safety • Teamwork • Quality • Integrity 11
Our Services
Mariposa offers a full spectrum of landscaping services, blending expertise, innovation, and sustainability to meet each client's unique needs. Below is an overview of our capabilities.

Landscape Maintenance
Maintaining vibrant landscapes requires strategic care and attention to detail. Our services encompass large-scale mowing, efficient irrigation, eco-friendly pest control, and year-round fertilization to support plant health and ecosystem vitality. Additional offerings include athletic turf maintenance, detailed baseball field preparation, porter services, and parking lot sweeping to ensure a clean and professional appearance. We focus on creating sustainable landscapes that thrive in all seasons.

Tree Care
Our certified arborists provide expert tree management, including trimming, removal, stump grinding, and disease treatment. Utilizing advanced GIS tree mapping, we offer tailored growth and maintenance programs for urban forests and individual trees alike. These services not only ensure the safety and health of trees but also enhance their contribution to the environment and aesthetics of any property. By integrating technology and expertise, we help preserve the natural canopy, ensuring long -term sustainability for both urban and rural spaces.

Landscape Construction
We transform outdoor spaces into functional, visually stunning environments. From site preparation, grading, and drainage to strategic planting and native plant rehabilitation, we focus on integrating aesthetics with sustainability. Our portfolio includes durable parks, playgrounds, and athletic fields designed for both community engagement and environmental balance. • Tree Trimming & Pruning • On-site Diagnosis
• Hazardous Tree Removal • Long-term Tree Care
• Stump Grinding &
Disposal
• GIS Tree Mapping & Asset
Management
• Tree Disease & Pest
Treatment
• Tree Planting

• Turf Management • Irrigation Management
• Integrated Pest
Management
• Seasonal Planting &
Enhancements
• Athletic Turf Maintenance • Porter Services
• Parking Lot Sweeping
• Color Design
• Clean-up and Debris Removal

• Site Preparation & Grading
• Native Plant Restoration
• Playground Construction
• Irrigation Systems Installation
• Park Construction
• Tree, Shrub & Ground
Cover Planting
• Park Construction
• Athletic Field Construction
• Drainage System Setup

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Irrigation Retrofits
Modern irrigation systems are key to sustainable water management. Our retrofit solutions include weather-responsive controllers, high -efficiency sprinklers, and precision drip irrigation systems. These upgrades ensure optimized water use, reduced runoff, and compliance with regulatory requirements, all while delivering significant cost savings. We also provide system performance monitoring and proactive maintenance to maximize efficiency and extend system lifespan.

Drought-Tolerant Conversions
As water conservation becomes increasingly important, our drought-tolerant landscape conversions help clients adapt effectively. By incorporating native plants, soil enhancements, drip irrigation, and functional hardscape features like pathways and seating, we create sustainable, low -maintenance landscapes that reduce water usage and improve environmental outcomes. Thes e eco -friendly designs also enhance property value and promote biodiversity, contributing to a greener community.

Hardscape Construction
Hardscapes play a vital role in enhancing landscape functionality and aesthetics. Our services include custom concrete work, masonry, stonework, flagstone, and tile installations. We focus on integrating these elements seamlessly into existing landscapes, ensuring durability and timeless appeal.

Complementing these are drainage systems, overhead structures, water features, and low -voltage lighting, creating safe and inviting outdoor spaces with a unique visual appeal.

At Mariposa Landscapes, our commitment extends beyond delivering services; we aim to craft environments that leave lasting impressions. From sustainable designs to innovative technologies, our work reflects a blend of functionality, beauty, and environment al responsibility. With every project, we strive to exceed expectations, creating landscapes that serve as vibrant spaces for communities to thrive.

• Custom Concrete Features
• Water Features
• Monuments
• Overhead Structures
Installation
• Masonry
• Stonework
• Low-voltage Lighting
• Drainage Systems

• Irrigation System Upgrades • Leak Detection & Repair
• Zone Adjustments • Drip Irrigation Installation
• Real-Time Monitoring
• System Performance
Assessments
• Compliance with Water
Regulations

• Plant Selection • Site Assessment & Analysis
• Soil Enhancement • Drip Irrigation Installation
• Mulching and Ground
Cover Application
• Hardscape Integration
• Water Conservation Design

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Safety • Teamwork • Quality • Integrity 13
Quality Control Program
At Mariposa Landscapes, Inc., quality control is not just a process, it’s a philosophy. Rooted in the principle of "Plan your work and work your plan," our Quality Control Program is designed to ensure every project exceeds client expectations. We proactively manage quality and systematically address issues, we free up our clients’ representatives - such as Public Works Inspectors or Property Managers - so they can focus on higher priorities. This approach fosters a positive working relationship and ensures consistent, high- quality results.

Key Components of the Quality Control Program
Our Quality Control Program is built on a foundation of structured processes and proactive management, ensuring every aspect of our work meets the highest standards. The following components outline how we maintain excellence at every stage of the project.

Quality Control Aspect How It Ensures Excellence
Work-in-Process
Inspections
Account Managers conduct initial and ongoing inspections of work tasks to ensure compliance with quality standards. Non-conformances are logged and addressed immediately.

Systematic Problem
Resolution
Issues are contained and corrected promptly, with solutions that include repair, replacement, or rework. Completed work is re-inspected to prevent recurrence.

Management
Monitoring
Supervisors oversee operations to ensure adherence to quality plans, leveraging structured problem-solving methods and enhanced process controls.

Client Feedback
Integration
Regular communication with clients ensures alignment on quality expectations and facilitates continuous improvement.

Implementation Process

Core Objectives
• Consistency: Deliver uniform, high-quality results across all projects and service areas. • Proactive Problem-Solving: Address potential issues early to prevent disruptions. • Client Satisfaction: Build trust by meeting deadlines and maintaining transparency. • Continuous Improvement: Refine processes based on feedback and data to enhance future performance.

Monthly Work Plans
Each month, the Account Manager submits a detailed
Monthly Work Plan outlining scheduled maintenance
tasks, such as trimming, pruning, and chemical
applications. This plan is reviewed and approved
during the monthly client meeting and correlates with
the Annual Work Schedule. A Monthly Schedule
Evaluation Form is completed to assess the current
month’s performance.

Irrigation Reports
The Irrigation Technician conducts scheduled
inspections of irrigation systems, logging results in
an Irrigation Inspection Report. This report includes
all service requests, emergency work, and repairs.

The Account Manager ensures these reports are
accurate and delivered to the client representative
on time.
1 2

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Advanced Tools and Technology
Our team leverages cutting-edge tools and technologies to enhance the efficiency and effectiveness of our Quality Control Program.
• Digital Inspection Checklists streamline the reporting process, allowing for real-time tracking and immediate feedback on service performance. These checklists ensure that quality standards are consistently upheld and any issues are promptly addressed. • GIS Mapping Systems provide precise asset inventories, enabling accurate management of trees, irrigation systems, and other landscape elements. By visualizing and analyzing these assets, Mariposa ensures optimized resource allocation and improved service outcomes.

Our quality control philosophy focuses on preemptive action and systematic improvement, ensuring issues are addressed efficiently and resolved through structured processes. This approach is exemplified in our Sample Inspection Form and Inspection Action Items Form, which document inspections, corrective actions, and follow-up measures to maintain the highest standards.

Each month, the Account Manager submits a detailed
Monthly Work Plan outlining scheduled maintenance
tasks, such as trimming, pruning, and chemical
applications. This plan is reviewed and approved
during the monthly client meeting and correlates with
the Annual Work Schedule. A Monthly Schedule
Evaluation Form is completed to assess the current
month’s performance.

The Irrigation Technician conducts scheduled
inspections of irrigation systems, logging results in
an Irrigation Inspection Report. This report includes
all service requests, emergency work, and repairs.

The Account Manager ensures these reports are
accurate and delivered to the client representative
on time.

Work Quality Evaluations
Communication is critical to aligning interpretations of quality. Before regular meetings, the Mariposa
Supervisor and client representative independently
grade the landscape’s quality using a standard
evaluation form. Any discrepancies are addressed
during the meeting to ensure mutual understanding of
expectations.

Action Item Lists
During inspections or meetings, any requests,
concerns, or additional tasks are documented in an
Action Item List with a clear target completion
date. This approach ensures timely resolution,
fosters client confidence, and promotes
transparent communication by tracking progress
and accountability.
3 4

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Safety • Teamwork • Quality • Integrity 15

3.5 Project Team
Key personnel for this contract
Roberto Perez - Branch Manager
With over 25 years of experience, Roberto Perez is an expert in large - scale public works landscape maintenance. His background as a public works inspector provides him with valuable insight into regulatory compliance, quality control, and efficiency improvements in municipal and commercial landscaping projects.

Robert has been with the company for about 3 years. Before that, he was with various city within southern California, specializing in managing landscape contracts.

Robert, has been managing similar works for many years. A more current notable work includes with the City of Rancho Cucamonga, Chino Hills, Fontana, Moreno Valley, San Bernardino County, Riverside County, Etc.

Role in the Project: Account/Project Manager
Length of time with the company: 4 Years
Years of Experience: Over 30 years
Position with the company: Branch Manager
Experience, Educational Background, Licenses and Certifications:
• Graduate of the Pacific Southwest Maintenance Management School • MSAC Irrigation Design and Plant ID Certificate
• Leadership Academy Certificate, Cal Poly Pomona
• Calsense 3000 Certified

Ongoing Training
• Continuous OSHA safety training
• Qualified Applicator License – In Process
• Cal State Fullerton Water Auditor – In Process

Work History:
• City of Rancho Cucamonga
• City of Fontana
• City of Chino Hills

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Dirk Bennett - Account Manager
With over 11 years of experience, Dirk Bennett will be the person in- charge and responsible for project management, communication with foreman, field supervisor and primary contact with the City of Rancho Cucamonga. He is experience in conducting and overseeing Public Works, Commercial and Residential landscape maintenance work.

With a vast experience in all aspects of Landscape maintenance

Dirk has been with the company for about 3.5 years.

Dirk has been managing the City of Rancho Cucamonga contract(s) for Mariposa Landscapes. His extensive experience with scheduling and understanding of the City's needs has proven him to be a reliable lead.

Role in the Project: Supervision, Billing and Consultation Length of time with the company: 3 Years
Years of Experience: Over 11 years
Position with the company: Maintenance Account Manager
Experience, Educational Background, Licenses and Certifications:
• Qualified Applicators License, Cat B, #145235
• Horticulture and Turf Grass Management certificate, Mt. San Jacinto College. • Safe Work Zone, trained.
• CPR and Safety trained.
• OSHA 10 Hour – Construction Safety
• Recycled Water Site Supervisor Certified, Inland Empire Utilities Agency Ongoing Training
• Horticulture, arboriculture Turf Management certificate, Mt. San Jacinto College/ San Antonio College.
• Integrated Pest Management continuation training.
• Weathertrack – Hydropoint controller management Company safety training • Qualified Pesticide Applicators continuation training. • Cal Sense controller management Company safety training

Work History:
• City of Rancho Cucamonga
• Jurupa Community Service District

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Safety • Teamwork • Quality • Integrity 17

3.6 Staffing Levels
Please see attached Schedule lV for estimated minimum labor hours.

The labor hours do not indicate the maximum labor that we will provide. We are anticipating providing labor as necessary to get the work done.

Extra Work project will be assigned to additional staff and not from the proposed routine staff members.

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3.7 Third-Party/Subcontractors
Mariposa Landscapes Inc. will not use any subcontractors for this contract.

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3.8 Proposal Response
Mariposa Landscapes will deliver consistent, high -quality landscape maintenance across LMD 6R, 9 and 10 parkways, paseos and medians in Rancho Cucamonga. Our staffing plan and daily operations are structured to meet all contractual requirements while providing additional value where needed. Staffing will differ slightly depending on the service level.

Crew Deployment:
• Detail Crew (3 personnel):
o Handles planter maintenance, edging, trimming shrubs and groundcover, trash pickup, and hardscape cleaning.
o Crew floats between properties daily based on rotation schedule and seasonal needs. • Mowing Crew (2 personnel):
o Responsible for turf areas.
o Equipped with 60" mulching mowers to maintain weekly mowing cycles per service level A and B requirements.
o Crew rotates across designated properties Monday through Friday to meet weekly schedule requirements.
• Irrigation Technician (1 Personnel)
o Responsible for irrigation maintenance throughout specified LMDs for this contract. • Spray Technician (1 Personnel)
o Responsible for any annual chemical application as required per service level.

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Workplan and Approach
The schedule outlined below is subject to change and requires approval from the designated representatives. Any adjustments will be made to align with operational requirements. At the commencement of the contract, our Project Manager will submit the annual schedule, and a monthly report will be provided at the start of each month for the representatives.

Weekly Average

Monday Tuesday Wednesday Thursday Friday
Weed Removal X X X X X
Litter Removal X X X X X
Irrigation System Inspection X
Turf Mowing, Edging, Trimming X
Pruning, Trimming X X X X X

Yearly Average

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Weed Removal WK WK WK WK WK WK WK WK WK WK WK WK
Litter Removal WK WK WK WK WK WK WK WK WK WK WK WK
Irrigation System
Inspection

WK WK WK WK WK WK WK WK WK WK WK WK
Lawn Mowing,
Edging,
Trimming

WK WK WK WK WK WK WK WK WK WK WK WK
Herbicide, Pest
Control
x x x x x x
Pruning MO MO MO MO MO MO MO MO MO MO MO MO
Fertilize Turf x x x x
Mulching AN AN AN AN AN AN AN AN AN AN AN AN
*AN = as needed *MO = monthly *WK = weekly *BI= Biweekly *DY = Daily *2X/DY = 2 times a day

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Project Specific Equipment
Mariposa Landscapes Inc. is proud to maintain a modern fleet, consisting of the latest models of vehicles and equipment, including all the essential tools needed to fulfill our contract work. Our fleet is under five years old and is meticulously maintained by our in -house mechanics. Notably, we offer large -capacity mowing equipment, a unique advantage that sets us apart from most competitors.

To ensure reliable service, we employ a full team of skilled mechanics, and we maintain an extensive inventory of backup equipment, which allows us to consistently adhere to our project schedules.

Each of our crew trucks is fully equipped with all necessary hand tools for landscape maintenance, along with a First Aid kit, water, and clear instructions in the event of an accident. Our mechanics are strategically stationed within 30 to 60 minutes of each project site, ensuring rapid response times. In addition, we have backup 72” and 21” mowers available for deployment within one hour, further reinforcing our ability to maintain schedule continuity.

We are confident that the equipment detailed in our proposal will provide comprehensive coverage and surpass the city’s established standards. Our commitment to excellence is demonstrated through our meticulous selection of resources and skilled personnel. Mariposa Landscape Inc. is dedicated to ensuring that every aspect of our work exemplifies the highest quality, reflecting both our expertise and our commitment to delivering superior results. We believe that our approach will not only meet but exceed the expectations set forth, showcasing our dedication to excellence and reinforcing our reputation for exceptional service.

Anticipated Equipment
Equipment will vary based on service level.

Regular Vehicles Periodic Vehicles
QTY Vehicles QTY Vehicles
1 2
1 Truck Toyota Tacoma w/Irrigation Setup
Truck Chevy 2500HD, Dbl Cab, Landscape body
Truck Chevy 3500HD, Single Cab, Spray Truck
1 Regular Equipment Periodic Equipment
QTY Equipment QTY Equipment
2 2
2 1
1 Trimmer String (Weedeater)
Blower backpack
Hedge Trimmer 51” Long Staff
Edger Stick Type
Truck and Tools Equipment
1 1
1 Trailer 82” x 16”, GVWR 7000, Mow Crew
Mower 60in, Recycler
Aerator Walkhebind

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Extra Work Pricing
When a customer desires additional work or an emergency arises where work above and beyond the contract scope becomes necessary, there must be some mechanism to quickly communicate and agree upon the cost. Many times, situations arise where it is difficult to come up with a cost ahead of time. We solve that issue with the following:

Our process is designed to ensure
clarity and professionalism, founded
on the principles of Simplicity,
Transparency, Honesty, and No
Surprises.

If an issue arises that alters the scope
of the original estimate, we will
revise the proposal accordingly and
resubmit it for client approval. The
updated proposal will include clear
explanations and supporting
documentation, such as photos.

Work will not proceed until the client
has reviewed and approved the
revised scope and associated costs,
ensuring full agreement before
moving forward.

4-Step Pricing Process

1. The scope of work is identified, and a "Not-to-Exceed" proposal is prepared.

2. The customer reviews and approves the proposal.

3. Work proceeds, with labor tracked and receipts documented.

4. Billing will never exceed the original proposal and will be either equal to or less than the proposed amount.

The sample proposal to the right
pertains to an irrigation-related
project, where multiple valves
require replacement due to damage
sustained in an auto accident.

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Continual Employee Training
The Certified Landscape Technician Test is widely regarded as one of the most challenging exams across any industry. It is a timed, hands -on field test that covers a wide range of skills and disciplines essential for landscape work. Three certifications can be earned through this test: Certified Landscape Technician in Landscape, Maintenance, and Irrigation. Each category has its own specific modules, but all candidates must pass a core set of 13 modules. Employees at Mariposa not only maintain their current CLT skills but are also continuously working to expand their knowledge and pursue further certifications.

Core Elements

1.02 - First Aid and Safety

1.03 - Plan Reading

1.05 - Plant Identification

1.06 - Sod Installation

1.07 - Work Orders and Reports

1.08 - Program Controller

1.09 - Irrigation Identification

1.10 - Lateral Repair and Head Adjustment

1.11 - Truck & Trailer

1.12 - Tree Planting and Staking/Guying

1.14 - Chainsaw
Landscape Maintenance Elements

3.01 - Written General Comprehension

3.02 - Pruning

3.03 - 21” Mower

3.04 – Intermediate Walk-Behind Mower

3.05 - Aerator

3.06 - Edger & Trimmer

3.07 - Riding Mower

3.08 - Pesticides

3.09 - Fertilizer

3.10 - Power Blower

1.14 - Chainsaw

Irrigation Elements

4.01 - Irrigation General Comprehension

4.02 - Irrigation Plan Reading

4.03 - Lateral Installation

4.04 - Mainline Installation

4.05 - Valve Repair

4.06 - Valve Wiring

4.07 - Pipe Installation Equipment

1.14 - Chainsaw

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Safety • Teamwork • Quality • Integrity 24
Safety
Employee safety is our highest priority. At Mariposa Landscapes, we have implemented thorough and continuous safety training for all our employees. We have specially designed intensive training programs for new and onboarding employees that include both on -site training and classroom sessions.

Furthermore, all employees are required to participate in ongoing training sessions to prevent accidents, ensure the safe handling of equipment, and develop their judgment in anticipating hazards before they occur. Additionally, on new sites or sites new to the employee s, a supervisor conducts site -specific risk prevention training focusing on the most frequent hazards and risks known to the site and region.

Employee Training & Supervision
Our safety program is built on thorough employee training and supervision, with the main objective to ensure a safe work environment through well-prepared personnel.

Training begins within the first 3 days of employment,
following a structured agenda that covers orientation,
safety basics, equipment and chemical safety, and
practical training and review. This initial training covers the use of equipment, chemicals, supplys, and protective gear. To maintain high safety standards, ongoing training is provided weekly and bi-monthly, ensuring all employees stay up-to-date with the latest safety protocols.

Training in the Use of Supplies, Chemicals and Equipment We divide this training session into the following modules:

Supplies & Chemicals Equipment
Safety Basics All exposed employees receive
training on chemical safety
fundamentals, including hazard
identification, labeling systems,
proper storage, and interpreting
Safety Data Sheets to understand
chemical properties and risks.

Familiarization This training covers the proper use
of equipment, including chainsaws,
hedge trimmers, edgers, blowers,
mowers, and trailers, with an
overview of each machine's
functions, common uses, and
associated risks.

Safe Handling Comprehensive guidelines are
established for safely handling
herbicides, pesticides, fertilizers,
and cleaning agents. Employees are
trained on safe mixing, application,
storage, correct application rates,
and the importance of proper
ventilation.

Operational
Safety
This session covers the safe
operation of equipment, including
start-up, shutdown, proper use,
and safety checks. It focuses on
recognizing and avoiding hazards
like chainsaw kickback, trimmer
debris, and mower rollover risks.

Emergency Training includes protocols for spills,
leaks and exposure incidents so
employees can act quickly and
mitigate risks in a timely manner.

Maintenance &
Inspection
In this module we cover instruction
on routine and maintenance tasks,
such as sharpening blades,
changing oil and inspecting and
recognizing wear and tear.

Figure 2: Training on the Use of Supplies, Chemicals and Equipment Figure 1: Employee Training Held On-site

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Safety • Teamwork • Quality • Integrity 25
All of our training and safety sessions are led by our highly qualified supervisors or safety coordinators who have been previously trained in safe and correct operating procedures and are determined by competent management. All trainers have undergone certification from recognized agencies such as the California Department of Pesticide Regulation and the American Heart Association. Trainers are selected based on their expertise and ability to communicate effectively.

Protective Equipment
Our PPE program includes detailed instructions on the types of protective equipment required for various tasks, as well as proper usage techniques and maintenance procedures to ensure equipment stays effective. We follow strict internal protective equipment protocols and conduct regular unannounced site inspection to verify that all PPE is in good condition and worn properly. All employees must wear the appropriate PPE pictured below and in the following page . Workers wear appropriate PPEs as needed, where job safety requires it.

Ongoing Training
Ongoing and continuous training are of great importance to our company. We hold weekly meetings designed to keep employees updated on specific seasonal hazards (for instance, when we have noticed an increase in snake sightings), new equipment, site -specific risks or updated safety practices regarding chemicals or equipment used. Our supervisors hold regular evaluations to reinforce safety protocols and accident prevention but also to improve performance.

Aside from our weekly meetings, we hold bi-monthly long-format sessions which last from 2-3 hours and provide insights, feedback and learnings from new job sites and new site challenges. In these sessions, new materials and chemicals are being discussed and introduced to the team. Equipment training courses are often held separately or in smaller groups. Supervisors and trainers conduct daily inspections to identify and reduce potential hazards, ensuring compliance with safety procedures. Their checklists cover proper PPE usage and protocols, equipment condition, chemical storage, and work zone setup. All findings and learnings are then discussed in our bi-monthly meeting and focus on areas where improvements can be made. Employees are encouraged to provide feedback on safety practices, helping to identify new hazards and refine training programs.

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Green Initiative
Mariposa Landscapes, Inc. is dedicated to implementing environmentally sustainable practices and energy conservation measures. We operate a comprehensive recycling program for green waste and paper products, which is enforced at both our local offices and all job sites.

Our company currently uses hybrid vehicles and is actively researching and pursuing the adoption of hybrid equipment for use on our contracts. We are committed to being as environmentally responsible as possible and are continuously expanding our operations to meet this goal.

Mariposa Landscapes has earned certification from the American Green Zone Alliance under the Sustainable Land Care Certification (Electric Equipment). This certification ensures we are at the forefront of industry advancements, selecting cost -effective sol utions with the latest commercial -grade electric small equipment.

We collaborate closely with clients to optimize water usage wherever possible. With hundreds of ET “Smart” Controller installations over the years, we are proficient in assessing properties for water-saving opportunities, providing tailored solutions, and programming these advanced irrigation devices for maximum efficiency.

Beyond these initiatives, we remain committed to leading the industry in minimizing environmental impact and advancing sustainable practices.

The key points of its strategy to achieve this are:
• Minimize waste by evaluating operations and ensuring they are as efficient as possible. • Minimize toxic emissions through the selection and use of its fleet and equipment. • Actively promote recycling both internally and amongst its customers and suppliers. • Meet or exceed all the environmental legislation that relates to the Company. • Adhere to all local codes and ordinances regarding water conservation.

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Integrated Pest Management Program
Integrated pest management (IPM) is an
ecosystem-based strategy that focuses on
long-term prevention of pests or their
damage through a combination of
techniques such as biological control,
habitat manipulation, modification of
cultural practices, and use of resistant
varieties. Pesticides are used only after
monitoring indicates they are needed
according to established guidelines, and
treatments are made with the goal of
removing only the target organism. Pest
control materials are selected and applied in
a manner that minimizes risks to human
health, beneficial and non-target organisms,
and the environment.

Biological Control Biological control is the use of natural enemies—predators, parasites, pathogens, and competitors—to control pests and their damage. Though Mariposa does not introduce any beneficial organisms into the environment, we do identify and encourage their presence.

Cultural Controls Cultural controls are practices that reduce pest establishment, reproduction, dispersal, and survival. For example, changing irrigation practices can reduce pest problems, since too much water can increase root disease and weeds.

Mechanical & Physical
Controls
Mechanical and physical controls kill a pest directly or make the environment unsuitable for it. Traps for rodents are examples of mechanical control. Physical controls include mulches for weed management, steam sterilization of the soil for disease management, or barriers such as screens to keep birds or insects out.

Chemical Controls Chemical control is the use of pesticides. Mariposa Landscapes uses pesticides only when needed and in combination with other approaches for more effective, long-term control. Also, pesticides are selected and applied in a way that minimizes their possible harm to people and the environment. With IPM we use the most selective pesticide that will do the job and be the safest for other organisms and for air, soil, and water quality.

Step 2
Prevention
Step 3
Observation
Step 4
Intervention
Step 5
Evaluation
& Planning
Step 1
Knowledge

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Safety • Teamwork • Quality • Integrity 29
1 2
3 4
5 Job Start Up

Contract Execution and Official Notice to Proceed
For new contracts, we need a signed commitment before purchasing trucks and equipment. Startups within 30 days may face supply chain delays, so we prefer a 60 to 90-day lead time. During this period, we may have meetings with the client to introduce the team and review the schedule. We also use this time to prepare area maps, take measurements, and order necessary materials like fertilizer, weed control products, and other supplies.

Job Start
On the first day of the project, our crews will be equipped with detailed maps, task lists, and an initial schedule. Our management team is actively involved in logistics at this stage. We also conduct a thorough inspection of the irrigation systems with o ur technicians. If any issues, such as broken or inoperative components, are identified, we will create a detailed list of required repairs, including pricing and a completion schedule for the customer.
30-Day Evaluation
At the 30-day mark, we will hold a special evaluation meeting with the customer. This meeting addresses aspects of the project that may not have been fully outlined in the scope or specifications, such as customized timelines, work sequences, and specific site needs. We will review the progress so far, identify successes, and discuss any areas requiring adjustment. The customer will receive an action plan with clear timelines for any necessary changes, along with an updated irrigation system inspection. 60-Day Evaluation
By the 60-day point, we expect operations to be running smoothly and in line with expectations. We will conduct a customer survey to assess their experience with the proposal process, the transition to operations, and overall job performance. Our goal is to achieve the highest satisfaction score possible and ensure complete customer satisfaction.
90-Day Evaluation
At the 90-day mark, the customer will receive a survey with a single question: "Would you recommend Mariposa Landscapes to other customers right now?" Our goal is to receive an enthusiastic “Yes” response, confirming their satisfaction and confidence in our services.

Notice to
Proceed Job Start
30-Day
Evaluation 60-Day
Evaluation
90-Day
Evaluation

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City of Rancho Cucamonga - Non-Construction Procurement Bid Results for Project Request for Proposals (RFP) #25/26-003 for Landscape and Irrigation Maintenance LMD 6r, 9, and 10, Parkways, Paseos, and Medians (Request for Proposals (RFP) #25/26-003 for Landscape and Irrigation Maintenance LMD 6r, 9, and 10, P) Issued on 04/21/2025
Bid Due on June 11, 2025 9:00 AM (PDT)
Exported on 07/28/2025
Line Totals (Unit Price * Quantity)
Item Num Section Description Unit of Measure Quantity Mariposa Landscapes Inc. 1 Service Level A - LMD 6R Continuous Landscape Maintenance at Service Level A f Monthly co 922929 $23,719.28 2 Service Level A - LMD 6R Continuous Landscape Maintenance at Service Level A f Monthly co 178257 $3,119.50 3 Service Level A - LMD 6R Continuous Landscape Maintenance at Service Level A f Monthly co 238489 $1,430.93 Subtotal $28,269.71
4 Service Level A - LMD 9 Continuous Landscape Maintenance at Service Level A f Monthly co 181595 $5,248.10 5 Service Level A - LMD 9 Continuous Landscape Maintenance at Service Level A f Monthly co 150732 $904.39 Subtotal $6,152.49
6 Service Level A - LMD 10 Continuous Landscape Maintenance at Service Level A f Monthly co 317728 $9,150.57 7 Service Level A - LMD 10 Continuous Landscape Maintenance at Service Level A f Monthly co 135570 $813.42 Subtotal $9,963.99
8 Service Level B - LMD 6R Continuous Landscape Maintenance at Service Level B f Monthly co 922929 $23,719.28 9 Service Level B - LMD 6R Continuous Landscape Maintenance at Service Level B f Monthly co 178257 $2,780.81 10 Service Level B - LMD 6R Continuous Landscape Maintenance at Service Level B f Monthly co 238489 $1,287.84 Subtotal $27,787.93
11 Service Level B - LMD 9 Continuous Landscape Maintenance at Service Level B f Monthly co 181595 $4,666.99 12 Service Level B - LMD 9 Continuous Landscape Maintenance at Service Level B f Monthly co 150732 $813.95 Subtotal $5,480.94
13 Service Level B - LMD 10 Continuous Landscape Maintenance at Service Level B f Monthly co 317728 $8,165.61 14 Service Level B - LMD 10 Continuous Landscape Maintenance at Service Level B f Monthly co 135570 $732.08 Subtotal $8,897.69
15 Service Level C - LMD 6R Continuous Landscape Maintenance at Service Level C f Monthly co 922929 $22,704.05 16 Service Level C - LMD 6R Continuous Landscape Maintenance at Service Level C f Monthly co 178257 $2,673.86 17 Service Level C - LMD 6R Continuous Landscape Maintenance at Service Level C f Monthly co 238489 $1,240.14 Subtotal $26,618.05
18 Service Level C - LMD 9 Continuous Landscape Maintenance at Service Level C f Monthly co 181595 $4,467.24 19 Service Level C - LMD 9 Continuous Landscape Maintenance at Service Level C f Monthly co 150732 $783.81 Subtotal $5,251.04
20 Service Level C - LMD 10 Continuous Landscape Maintenance at Service Level C f Monthly co 317728 $7,816.11 21 Service Level C - LMD 10 Continuous Landscape Maintenance at Service Level C f Monthly co 135570 $704.96 Subtotal $8,521.07
22 Service Level D - LMD 6R Continuous Landscape Maintenance at Service Level D f Monthly co 922929 $19,935.27 23 Service Level D - LMD 6R Continuous Landscape Maintenance at Service Level D f Monthly co 178257 $2,317.34 24 Service Level D - LMD 6R Continuous Landscape Maintenance at Service Level D f Monthly co 238489 $1,097.05 Subtotal $23,349.66
25 Service Level D - LMD 9 Continuous Landscape Maintenance at Service Level D f Monthly co 181595 $3,940.61 26 Service Level D - LMD 9 Continuous Landscape Maintenance at Service Level D f Monthly co 150732 $693.37 Subtotal $4,633.98
27 Service Level D - LMD 10 Continuous Landscape Maintenance at Service Level D f Monthly co 317728 $6,894.70 28 Service Level D - LMD 10 Continuous Landscape Maintenance at Service Level D f Monthly co 135570 $623.62 Subtotal $7,518.32
29 Planting, Mulch and DG Un Plant 5 Gallon Tree and Stake EA 1 $53.56 30 Planting, Mulch and DG Un Plant 15 Gallon Tree and Stake EA 1 $172.01 31 Planting, Mulch and DG Un Plant 1 Gallon Shrub EA 1 $17.51 32 Planting, Mulch and DG Un Plant 5 Gallon Shrub EA 1 $46.35 33 Planting, Mulch and DG Un Plant 1 Flat Ground Cover EA 1 $46.35 34 Planting, Mulch and DG Un Prep, Place and Grade Mulch CY 1 $77.25 35 Planting, Mulch and DG Un Prep, Place, Compact and Grade DG CY 1 $154.50 Subtotal $567.53
36 Labor Rates Landscape Maintenance Laborer - Routine HOUR 1 $46.35 37 Labor Rates Landscape Maintenance Laborer - Complex HOUR 1 $77.25 38 Labor Rates Landscape Operating Engineer HOUR 1 $154.50 39 Labor Rates Licensed or Certified Chemical Applicator HOUR 1 $77.25 40 Labor Rates Supervisor/Foreman HOUR 1 $72.10
41 Labor Rates Landscape/Irrigation Laborer HOUR 1 $133.90 42 Labor Rates Landscape Hydro Seeder HOUR 1 $133.90
43 Labor Rates Landscape/Irrigation Tender HOUR 1 $87.55 Subtotal $782.80
44 Tree Removals/Grinds Tree Removal with Stump Grind: 0" to 3" EA 1 $144.20 45 Tree Removals/Grinds Tree Removal with Stump Grind: >3" to 12" EA 1 $592.25 46 Tree Removals/Grinds Tree Removal with Stump Grind: >12" to 24" EA 1 $1,328.70 47 Tree Removals/Grinds Tree Removal with Stump Grind: >24" to 36" EA 1 $2,513.20 48 Tree Removals/Grinds Tree Removal with Stump Grind: >36" EA 1 $4,439.30 49 Tree Removals/Grinds Tree Removal without Stump Grind: 0" to 3" EA 1 $110.47 50 Tree Removals/Grinds Tree Removal without Stump Grind: >3" to 12" EA 1 $518.09 51 Tree Removals/Grinds Tree Removal without Stump Grind: >12" to 24" EA 1 $1,073.26 52 Tree Removals/Grinds Tree Removal without Stump Grind: >24" to 36" EA 1 $2,070.30 53 Tree Removals/Grinds Tree Removal without Stump Grind: >36" EA 1 $3,701.56 54 Tree Removals/Grinds Stump Grind Only: 0" to 3" EA 1 $73.65 55 Tree Removals/Grinds Stump Grind Only: >3" to 12" EA 1 $370.80 56 Tree Removals/Grinds Stump Grind Only: >12" to 24" EA 1 $740.31 57 Tree Removals/Grinds Stump Grind Only: >24" to 36" EA 1 $1,110.34 58 Tree Removals/Grinds Stump Grind Only: >36" EA 1 $2,220.94 Subtotal $21,007.37
Total $184,802.56

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DATE: September 3, 2025
TO: Mayor and Members of the City Council
FROM: John R. Gillison, City Manager
INITIATED BY: Maritza Martinez, Public Works Services Director Andy Miller, Facilities Superintendent
Lisa O'Brien, Public Works Business Manager
SUBJECT: Consideration of a Cooperative Agreement for Stadium Modernization Improvements for FY 25/26 with Rancho Baseball LLC (DBH) and Request for an Appropriation of $275,000 to Complete the Identified Improvements for FY 25/26. (CITY)
RECOMMENDATION:

Staff recommends the City Council approve the Cooperative Agreement Amendment No. 1 for the Stadium Modernization Improvement for FY 25/26 with Rancho Baseball LLC (DBH) and request for an appropriation of $275,000 in the City’s Capital Reserve Fund to complete the identified improvements for FY 25/26.

BACKGROUND:

In 1992, Valley Baseball Club, Inc. entered into a Lease Agreement with the City of Rancho Cucamonga to lease City-owned property at the Adult Sports Complex for the development and operations of the Quakes minor league baseball team. The original agreement was modified on thirteen (13) separate occasions over the first seven (7) years and was scheduled to terminate on September 20, 2002.

On August 18, 1999, the City and Valley Baseball Club, Inc. approved an Amended and Restated Lease, extending the period of the lease through September 30, 2012. The lease agreement was modified six (6) times. On July 15, 2009, the City Council approved an Assignment and Assumption of Lease and Consent to Lease Agreement between Valley Baseball Club, Inc., Rancho Baseball LLC and the City, which transferred the current lease agreement to the team’s new owners, Rancho Baseball, LLC (Quakes).

In 2011, the lease Agreement was amended a seventh time to cover a period of ten (10) years, with an option to renew the lease for five (5) more years, commencing on October 1, 2021, with two (2) amendments, the first in 2018 for the inclusion of additional signage within the stadium, and the second in 2023 to address parking spaces and concessions as well as replace the rightfield scoreboard.

In October 2022, Rancho Baseball LLC approached the City with new Major League Baseball (MLB) requirements for all Player Development League (PDL) stadiums, including LoanMart Field, home of the Rancho Cucamonga Quakes. The City and Rancho Baseball negotiated a

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new lease to supersede all previous leases, which was approved by the City Council on July 17, 2024, which agreed to broad terms for the substantial improvements to the stadium.

In October 2024, Council approved execution of a Cooperative Agreement and authorized an appropriation of $1,000,000 for identified improvements needed to LoanMart Stadium to comply with the MLB Professional Development League requirements including: expanding the home and visiting clubhouse, and the construction of a female staff locker room and workout facility.

The Cooperative Agreement identified that Rancho Baseball, LLC would manage, arrange, supervise and coordinate the development services and master planning services for the stadium improvements as an independent contractor. Per the agreement Rancho Baseball provided the City a monthly progress report on the project improvements noted and was reimbursed monthly based on the monthly draw request for costs incurred.

ANALYSIS:

The fiscal year 2025/2026 Major Projects and Programs identifies two (2) funded LoanMart Field improvement projects: Quakes Stadium Upgrade Project ($1.6 million) and Quakes Stadium Bowl Waterproofing Project–Phase II ($650k). The Quakes Stadium Upgrade Project scope includes the installation of the following improvements needed to continue to meet the MLB Professional Development League stadium requirements: air-conditioned batter’s tunnels, home and visitor bullpens, and outfield batters’ eye. The Quakes Stadium Bowl Waterproofing Project-Phase II includes the following for the upper bowl: completion of joint caulking and sealing, and replacement of expansion joints.

Staff recommends both identified Quake Stadium projects be completed by amending the Cooperative Agreement with Rancho Baseball LLC(now DBH). The recommended Amendment No. 1 would allow for DBH to: oversee, administer and manage the design and construction of both these projects. This recommendation will ensure these two projects are completed within the non-season window of October 2025-March 2026 and ensure LoanMart Field is compliant with MLB Professional Development League requirements.

FISCAL IMPACT:

The FY 25/26 funding which is already appropriated for the Quakes Stadium Upgrade Project ($1,600,000) and Quakes Stadium Bowl Waterproofing Phase II($650,000), totals $2,250,000.

Recent informal bids were obtained for both projects. Based on the results of these informal bids the total cost to complete both projects is $2,519,891; this is also the project cost identified in the proposed Amendment No. 1.

Staff is requesting an additional appropriation of $275,000 in the City’s Capital Reserve Fund (F025|CC312|SC2106|PID-2168-025) to complete the two projects and ensure the improvements are completed on time for the 2026 MLB season.

COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

The proposed Cooperative Agreement Amendment No. 1 is in alignment with the City Council’s Core Values of: building and preserving a family-oriented atmosphere, intentionally embracing and anticipating our future, and relentless pursuit of improvement.

ATTACHMENTS:

Attachment 1 - Cooperative Agreement Amendment No. 1

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3142605

AMENDMENT NO. 1 TO COOPERATIVE AGREEMENT FOR STADIUM

MODERNIZATION BETWEEN THE CITY OF RANCHO CUCAMONGA AND RANCHO BASEBALL, L.L.C.

THIS AMENDMENT NO. 1 (“Amendment No. 1”) to Cooperative Agreement for Stadium Modernization between the City of Rancho Cucamonga (“City”) and Rancho Baseball, L.L.C. (“Rancho Baseball”), is made and entered into this 3rd day of September, 2025.

A. Recitals.
(i) City owns certain real property located genera lly at 8408 Rochester Avenue, Rancho Cucamonga, on which City constructed a baseball field, stadium, and ancillary parking facilities for use by a professional baseball club participating in the Professional Development League (“PDL”) System (such real property and facilities thereon are hereinafter collectively referred to as the “Stadium”).
(ii) In 2011, City and Rancho Baseball entered int o an amended and restated lease regarding Rancho Baseball’s use of the Stadium for the purpose of carrying on a professional baseball club owned by Rancho Baseball, the “Rancho Cucamonga Quakes”, and operating concession stands and conducting other related baseball activities. Thereafter, City and Rancho Baseball negotiated a new lease which would extend Rancho Baseball’s use of the Stadium into 2038.
(iii) On or about October 15, 2024, City and Ranch o Baseball entered into that certain agreement entitled “Cooperative Agreement for Stadium Modernization” (“Agreement”), whereby Rancho Baseball would construct various improvements to the Stadium in order to bring the Stadium into compliance with the standards currently established by the Major League Baseball Professional Development Leagues, L.L.C. (“MLB PDL”), for PDL clubs (collectively, the “Project”). The Project specifically includes expanding the home and visiting clubhouse, and the construction of a female staff locker room and workout facility.

(iv) On or about November 15, 2024, Rancho Basebal l and affiliates entered into an Asset Purchase Agreement with DBH Rancho Cucamonga, L.L.C., and affiliates (“DBH”), whereby Rancho Baseball agreed to assign to DBH all of Rancho Baseball’s right, title, and interest in the Agreement and above-referenced lease. On or about January 10, 2025, Rancho Baseball and DBH executed the foregoing assignment.
(v) Subsequent to the City and Rancho Baseball ent ering the Agreement, MLB PDL required certain additional Stadium playing field improvements consisting of precision leveling to address proper water run-off. Proper leveling requires professional geotechnical, topographical, surveying and mapping services, along with precision grading. The foregoing field leveling activities are hereinafter referred to as the “Additional Improvements” and are more fully described herein.

ATTACHMENT 1

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2 (vi) It is the intent of City and DBH in entering this Amendment No. 1, to set forth terms and conditions by which DBH will oversee, administer, and manage the design and construction of the Additional Improvements.

B. Agreement.

NOW, THEREFORE, in consideration of the mutual covenants, promises and conditions contained herein, the parties agree that the Agreement shall be amended as follows:

1. All references in the Agreement to “Rancho Base ball, L.L.C.” or “Developer”, shall mean and refer to DBH Rancho Cucamonga, L.L.C., where the context permits or requires.

2. Exhibit “A” (Description of the Project - Facili ty Standards) to the Agreement, is hereby amended by adding the following: professional services including topographical, surveying and mapping services, and design/construction services for installation of a batting tunnel, bullpens, batter’s eye and stadium bowl waterproofing of the Stadium, all as more fully described in Attachment “A” hereto and which is incorporated by reference herein.

3. Exhibit “B” (Initial Approved Budget) to the Agr eement is hereby amended by adding each of the amounts set forth in Attachment “B” hereto which is incorporated by reference herein, to the “Total Project Cost” as set forth under the “Project Cost Summary”.

Those amounts represent the total, all-inclusive cost of the Additional Improvements, including payment and performance bonds and insurance (professional liability, commercial general, auto, builder’s risk, and workers compensation).

4. Except as expressly amended or modified herein, all terms and conditions of the Agreement remain in full force and effect.

IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1, as of the date first written above.

CITY OF RANCHO CUCAMONGA DBH RANCHO CUCAMONGA, L.L .C.

By: __________________________ By: ______________ _______________ Print Name: ___________________ By: _____________ ________________ Title: ________________________ Title: __________ __________________

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3 ATTACHMENT A

DESCRIPTION OF ADDITIONAL IMPROVEMENTS
Phase 1 - LoanMart Field 2026 MLB Compliance General Scope Upgrades to existing Minor League, MLB-affiliated, Low-A ballpark for PDL compliance at batting tunnels (Section 5.6), home, visitor bullpens (section 7.4) and OF batters’ eye (section

7.6.3) and prior to start of 2026 season by late March 2026.

The following represents the general project scope for the 2026 facility improvements proposed at LoanMart Field for compliance to MLB facility standards. It addresses the deficiencies outlined in the 2021 MLB Facility Audit. The information has been revised since June 2025 based on subsequent meetings with Quakes Baseball / Diamond Baseball Holdings and the MLB review by Ewing Cole dated August 19, 2026 of the design drawings prepared by AO Architects dated August 01, 2025 that illustrate the following:
• Starting construction on or about October 15, 2025 with a substantial completion date of March 25, 2026.
• Compliant to MLB facility standards. Referring to MLB facility audit and rubric. • Utilizing prevailing wages with certified payroll.
• Demo existing Left Field patio area including exist ing batting structure, concrete slab, stairs, ramp, field fencing, area drains, etc as needed to place the new work. • Demo existing home (3B) and visitor (1B) bullpen area beyond existing cantinas and patio areas into the playing field within the existing wa rning track (15LF approx.) zone down towards each foul pole & outfield fence as needed t o place the new work. Home side includes demo of existing field fence and curb and two existing pine trees (New batting tunnel structure to extended out towards existing a lley/ curb. Visitor side keeps main slab and curb (field verify against plans) with partial field fence demo and some concrete slab area to also include new player seating.
• Build new two-lane covered and enclosed batting tunnel structure, with insulated walls and ceiling, two sets of man doors at opposite ends, roll-up overhead doors, and select exterior windows. The interior shall be outfitted with an ov erhead cable netting system, synthetic turf flooring, HVAC mechanical ventilation/ air con ditioning, 70fc LED lighting and convenience electrical outlets (refer to plans and existing outlet locations). No fire sprinklers required (AO to verify with City). Additional power service to be extended from adjacent maintenance building and new electrical sub panel added as required. New fencing added between existing maintenance building in Northeast corner where existing perimeter wall to be demo’ed to secure gap between new battin g tunnel structure (minimum 8’-0” high). Exterior lighting wall packs will be placed at select locations on exterior sides. Add sheet metal flashing against existing maintenance building to new gutter, similar to existing design at batting tunnel building. Provide 25LF can opy attached to east side of building along home bullpen at north end for player coverage.
• Build new concrete slab at LF patio around batting tunnel structure/ building pad including stairs, ramp (refer to drawings to try to reuse exi sting ramp) and necessary metal hand railings leading from existing LF Cantina. Add metal gate at top of landing along existing wall/ railings. Include new area storm drainage. Bl end patio, structure and new bullpen together in LF. Adjust RF patio and fencing as show n on plans to accommodate new bullpen configuration and player seating and shade canopy.

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4 • New 2-lane, Home Bullpen in LF/3B line with new extended concrete pony wall (approx. 42” to 48” high) from existing LF Cantina corner to existing OF wall angled for portable batting shell/ turtle clearance, padded on field si de with field gate access near LF Cantina corner. Additional field access gate on opposite end near OF fence reworked from existing (see plans). Includes finished grade with clay surf ace, mounds, plates. synthetic turf and drainage. Plate and mound orientation will be adjus ted to MLB standards. Home side to have canopy as noted above for play seating area. N o fence or barrier between bullpen or batting structure (about 3 ft wide strip). A 6ft high fence will be added to the south end of the bullpen, behind the plate atop the existing con crete cantina patio wall to protect from overthrown baseballs that sits about 8’ above the c oncrete ramp on the patio side. Verify existing water source / hose bib and provide as required for maintenance. • New 2-lane, Visitor Bullpen in RF/1B line with new extended concrete pony wall (approx. 42” to 48” high) from existing RF Cantina corner to existing OF wall angled for vehicle access, padded on field side with field gate access near RF Cantina corner. Additional field access gate on opposite end near OF fence reworked from existing (see plans). Includes finished grade with clay surface, mounds, plates, s ynthetic turf and drainage. Plate and mound orientation will be adjusted to MLB standards. Visitor side to have 25 ft long x 8 ft high x 5 ft deep inset fenced seating area on exist ing concrete patio slab with covered top and green windscreen back and side walls for visiting player seating area. A 6ft high fence will be added to the south end of the bullpen, behi nd the plate atop the existing concrete cantina patio wall to protect from overthrown baseballs that sits about 8’ above the concrete ramp on the patio side. Verify existing water source / hose bib and provide as required for maintenance.
• New steel frame structure with cabling and windscre en added/ welded to existing batter’s eye structure on left and right sides, 3’-6” each s ide to achieve proper MLB width at 60’- 0” and 5’-6” to the top of the existing 6 each, app roximately 8” diameter steel columns to achieve proper MLB height at 30’-0”.
• Refurbish existing upper row of outfield signage ba cking from LF to CF including prep, patch and paint (field side) existing 9’-0” high pl ywood panels. Damaged panels to be replaced or repaired as needed.

Phase II Quake Stadium Bowl Waterproofing – Upper Bowl
a. Horizontal caulk joints with direct foot traffic will have existing sealant applications removed down 4” and thoroughly cleaned and prepped.
b. Areas will then receive minimal expanding spray foam covered by closed cell backer rod; the backer rod will then be covered by bond br eaker tape and topped by a ½ “ application silkaflex 1A Grey polyurethane sealant.
c. Includes removal of all seats as needed and reinstallation of seats.

Horizontal to vertical transitions and non direct foot traffic areas will be thoroughly cleaned and prepped for the application of Silka Sealbridge 300 tape with all leading edges set into Silkasil 295 one part neutral cure silicone.
d. All procedures executed in accordance to the manufacturer’s published guidelines. e. Removal and disposal of existing expansion joint assemblies. f. Prep surfaces to manufactures published guidelines. g. Install new M seal expansion joint assemblies. Manufacturers shop drawings will be provided prior to commencement of work. Expansion joints are approximately 5” in width.

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5 ATTACHMENT B

COST BREAKDOWN - ADDITIONAL IMPROVEMENTS

Hard Costs

Construction Costs for MLB Compliance Improvements $ 1,175,000.00 (batting tunnel, bullpens, batter's eye)

Construction Costs for Bowl Waterproofing $ 882,800.00

Construction Contingency
10% $ 20 5,780.00
MLB Improvements General Cost Estimate Contingency $ 22,500.00

FF&E $ 14,063.00

Hard Cost Sub-Total $ 2,300,143.00

Soft Costs for MLB Facility Compliance Improvements
Bond, Insurance $ 28,125.00
Builder's Risk Insurance $ 39,375.00
Fees & Permits $ 7,875.00
Inspection Fees $ 20,250.00
Design Fees $ 85,630 00
Land Survey - Topo of existing conditions $ 19,930 .00 Utility Survey $ 9,563.00
Field Investigation - Hydrovac $ 9,000.00

Soft Cost Subtotal $ 219,748.00

TOTAL PROJECT COST $ 2,519,891.00

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DATE:September 3, 2025
TO:Mayor and Members of the City Council
FROM:John R. Gillison, City Manager
INITIATED BY: Julie A. Sowles, Deputy City Manager of Community Programs Jennifer Gracia, Community Services Director
Nathan Hunt, Deputy Director of Community Services
Crystal Zuniga, Community Services Superintendent
Celeste Medrano, Community Services Supervisor
Jonathan Hilton, Management Analyst I
SUBJECT: Consideration to Approve the Execution of Amendment No. 001 to the Professional Services Agreement (PSA) Number 2021-079 Between the City of Rancho Cucamonga and CR&A Custom Inc. to Increase the Total Not-to-Exceed Amount from $154,000 to $210,000 for the Remaining Term of the Agreement. (CITY)
RECOMMENDATION:

Staff recommends the City Council:
Approve Amendment No. 001 to the Professional Services Agreement No. 2021-079 between the City of Rancho Cucamonga and CR&A Custom Inc., increasing the total not- to-exceed amount from $154,000 to $210,000 for the remainder of the agreement term. Authorize the City Manager, or designee, to execute Amendment No. 001 and any related ancillary documents.

BACKGROUND:

The Armed Forces Banner Program honors active-duty military personnel through the display of personalized banners along Baseline Road, Milliken Avenue, Fourth Street, and Haven Avenue.

Since March 24, 2021, CR&A Custom Inc. has provided this service under a Professional Services Agreement (PSA) with an original seven-year term and funding not to exceed $154,000.

To enhance durability and reduce weather-related damage, the City executed a phased approach to installing spring-loaded mounting hardware into its banner system. The upgraded hardware has significantly improved banner longevity; however, in the cases of extreme wind events in the past year, banners not yet upgraded to spring-loaded hardware have been damaged. This has created a need for additional banner replacements and further hardware enhancements necessitating the increase of the contracted maximum expense amount to support the program’s evolving operational needs.

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9 5
ANALYSIS:

The City’s Professional Services Agreement No. 2021-079 with CR&A Custom Inc. was approved on March 24, 2021, with a not-to-exceed amount of $154,000 over a seven-year term to support the Armed Forces Banner Program. Amendment No. 001 proposes a revision to Section 3.1 (Compensation) of the agreement to reflect the increased not-to-exceed amount. All other terms and conditions remain unchanged.

As of July 2025, the City has expended $133,421, leaving a remaining balance of $20,579 for the final three years of the agreement. Based on current service levels and maintenance needs, including banner production, installation, hardware upgrades, and periodic replacements, the program will require approximately $25,525 annually, or $76,575 over the remaining term.

To fulfill the term of the contract, a $56,000 increase to the not-to-exceed amount is recommended, bringing the total contract value to $210,000. This proactive adjustment will allow the City to sustain regular operations while being prepared to respond to unforeseen damage caused by high-wind events.

FISCAL IMPACT:

There is no fiscal impact in the 2025/2026 fiscal year, as expenses will be covered using existing funds from the General Fund (F001), account number F001|CC401|SC2106|P0002.

For fiscal years 2026/2027 and 2027/2028, the estimated annual cost of $25,525 will be considered during the regular budget development process.

COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

This item aligns with the City Council’s core values of building and preserving a family-oriented atmosphere, intentionally embracing and anticipating our future, and relentless pursuit of improvement.

ATTACHMENTS:

Attachment 1 – Amendment No. 001

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Last Revised: 11/27/2018 Page 1 of 2
AMENDMENT NO. 001
to
Professional Services Agreement (CO # 2021-079)
between
CR&A Custom, Inc. (hereinafter “Contractor”)
and
City of Rancho Cucamonga (hereinafter the “City”)
This Amendment N o. 001 will serve to amend the P rofessional Services Agreement ( hereinafter “Agreement”), CO# 2021-079, to incorporate the following:

Section 3.1 Compensation to read:

City shall compensate Contractor as set forth in Exhibit A, provided, however, that full, total and complete amount payable to Contractor shall not exeed $210,000 (Two hundred ten thousand dollars), including all out of pocket expenses, unless additional compensation is approved by the City Manager or City Council. City shallnot withold any federal, state or other taxes, or other deductions. However, City shall withhold not more than ten percent (10%) of any invoice amount pending receipt of any deliverablee reflected in such invoice. Under no circumstance shall Contractor be entitled to compensation for services not yet satisfactorily performed.

The parties further agree that compensation may be adjusted in accordance with Section 1.2 to reflect subsequent changes to the Scope of Services. City shall compensate Contractor for any authorized extra services as set forth in Exhibit A.

All other Terms and Conditions of the original Agreement CO# 2021-079, will remain in full effect.

IN WITNESS WHEREOF, the parties, through their respective authorized representatives, have executed this Amendment by way of signature by both parties and on the date indicated below. Please return two (2) original signed copies to the City no later than 09/18/2025. The City will process both copies for signature and provide CR&A Custom, Inc. with one (1) fully executed copy of the Amendment.

CR&A Custom, Inc.

By: ______________________________
Name Date
______________________________
Title
City of Rancho Cucamonga
By: _________________________________
Name Date _________________________________
Title
By: ______________________________
Name Date
______________________________
Title
By: _________________________________
Name Date _________________________________
Title
(two signatures required if corporation)
ATTACHMENT 1

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DATE: September 3, 2025
TO: Mayor and Members of the City Council
FROM: John R. Gillison, City Manager
INITIATED BY: Julie A. Sowles, Deputy City Manager of Community Programs Jennifer Gracia, Community Services Director
Nathan Hunt, Deputy Director of Community Services
Crystal Zuniga, Community Services Superintendent
Ted Morales, Community Services Superintendent
Jonathan Hilton, Management Analyst I
SUBJECT: Consideration of Amendment No. 1 to Contract No. 2024-155 Between the City of Rancho Cucamonga and Clair Global Integration, LLC. for Proactive Inspections and Maintenance of the City’s Audio-Visual Systems, Extending the Term by One (1) Year in an Amount Not-to- Exceed $86,970. (CITY)
RECOMMENDATION:

Staff recommends the City Council:

1. Authorize the City Manager, or designee, to execute Amendment No. 1 to Contract No. 2024-155 with Clair Global Integration, LLC dba Sound Image to exercise the first one- year renewal option and extend services for proactive inspections and maintenance of the City’s audio-visual (A/V) systems in a not-to-exceed amount of $86,970 for the renewal term; and

2. Authorize the City Manager, or designee, to make minor, non-substantive changes and execute any ancillary documents necessary to effectuate the amendment.

BACKGROUND:

The City has invested in state-of-the-art A/V systems at key municipal facilities including Quakes Stadium, City Hall Council Chambers and Broadcast Suite, the Police Department’s Real Time Information Center, the Library’s Second Story and Beyond ®, the Victoria Gardens Cultural Center, the Emergency Operations Center, and Central Park banquet rooms.

In August 2024, the City Council approved a one-year Professional Services Agreement (Contract No. 2024-155) with Clair Global Integration, LLC dba Sound Image, with two, one-year renewal options, to provide proactive inspections, preventative maintenance, priority response, and related support services for these critical A/V assets. The approved contract established a first year not-to-exceed amount of $107,690 and estimated subsequent renewal years at $86,970 annually.

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The contract’s maintenance program has supported continuity of operations for public meetings, emergency response readiness, and community programming by reducing downtime and minimizing emergency service calls through scheduled preventative maintenance.

ANALYSIS:

The City’s A/V systems are mission-critical for legislative transparency, public access to meetings, and emergency and operational readiness. Continued proactive maintenance by the original systems integrator promotes reliability, maximizes equipment lifecycle, and sustains a high- quality user experience across programs and venues. Covered facilities include Central Park Banquet Rooms (David Dreier and Rancho Cucamonga Hall), City Hall Council Chambers and Broadcast Suite, Victoria Gardens Cultural Center (Celebration Hall and Courtyard), Biane Library’s Second Story and Beyond®, the Real Time Information Center, Quakes Stadium, and the Emergency Operations Center. The contract also permits, upon mutual agreement, support at other City facilities as needed.

Amendment No. 1 exercises the first renewal option under the contract terms to extend services for one (1) additional year, services include:
Quarterly preventative maintenance visits at covered facilities; Asset inventory and documentation (locations, serial numbers, and operational status) maintained and updated;
Priority response for service requests and established on-site service rates; Telephone support at no additional cost during normal business hours; and Provision of loaner equipment and/or equipment purchases, to minimize operational disruptions during repairs.

The renewal term under Amendment No. 1 is one (1) year. Compensation for the renewal term shall not exceed $86,970, inclusive of all costs and out-of-pocket expenses, consistent with the contract. All other terms of the agreement remain in effect.

FISCAL IMPACT:

There is no fiscal impact in the 2025/2026 fiscal year, as the $86,970 contract expenses are currently allocated and assigned to the following account numbers within the 2025/2026 fiscal year operating budget:

Department Account Number(s) Amount Budgeted
Community Services F001 CC402 SC2106 P001
F001 CC407 SC2106 P0017
$15,424.50
$12,675.00
Department of Innovation and
Technology (DoIT) F001 CC209 SC2106 $19,987.50
Library F001 CC610 SC2106 $8,775.00
Public Works F001 CC312 SC2106 $17,433.00
Fire F281 CC529 SC2106 P0127 $12,675.00

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COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

This item aligns with the City Council’s core values of relentless pursuit of improvement and intentionally embracing and anticipating the future.

ATTACHMENTS:

Attachment 1 – Amendment No. 1 to CO# 2024-155

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1 AMENDMENT NO. 1
to
Professional Services Agreement (CO # 2024-155)
between
Clair Global Integration, LLC (hereinafter the “Contractor”) and
City of Rancho Cucamonga (hereinafter the “City”)
This Amendment No. 1 will serve to amend the Professional Services Agreement (hereinafter “Agreement”), CO# 2024-155, to incorporate the following:

The above mentioned Agreement has been in place for one (1) year with the option to renew to a total of three (3) years. Contractor and City would like to exercise the option to extend the Agreement for one (1) additional full calendar year past the currently ordained termination date.

As specified in the Agreement Section 3-Compensation for services provided during the renewal term shall not exceed $86,970 for the one-year renewal period, inclusive of all costs and out-of- pocket expenses, unless additional compensation is approved by the City Manager or City Council as specified in the Agreement.

All other Terms and Conditions of the original Agreement CO# 2024-155 will remain in full effect.

IN WITNESS WHEREOF, the parties, through their respective authorized representatives, have executed this Amendment by way of signature by both parties and on the date indicated below.

Clair Global Integration, LLC City of Rancho Cucamonga
By: ____________________________ By: _________________________ Name Date Name Date
____________________________ _________________________ Title Title
By: _____________________________
Name Date
_____________________________
Title
(two signatures required if corporation)
ATTACHMENT 1

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DATE:September 3, 2025
TO:Mayor and Members of the City Council
President and Members of the Board of Directors
FROM:John R. Gillison, City Manager
INITIATED BY: Maritza Martinez, Public Works Services Director Mike McCliman, Fire Chief
Richard Favela, Streets Superintendent
Andy Miller, Facilities Superintendent
Mark Medina, Management Analyst I
SUBJECT: Consideration of Amendment No. 3 to Contract No. 2022-009 with Hunter Consulting Inc., dba HCI Environmental & Engineering for Hazardous Waste Cleanup and Removal in an Amount Not to Exceed $103,000 for City and Fire District Services in FY 2025/2026. (CITY/FIRE) RECOMMENDATION:

Staff recommends the City Council and Fire Board of the Rancho Cucamonga Fire Protection District approve Amendment No. 3 to Contract No. 2022-009 with Hunter Consulting Inc., dba HCI Environmental & Engineering for hazardous waste cleanup and removal effective July 1, 2025, for a one-year term through June 30, 2026 in an amount not to exceed $103,000 for FY 2025/2026 BACKGROUND:

On February 16, 2022, the City Council and Fire Board of Directors accepted the bids received for hazardous waste cleanup and removal and awarded Contract No. 2022-009 to Hunter Consulting Inc. for the remainder of FY 2021/2022 and the full year FY 2022/2023. On October 18, 2023, the City Council and Fire Board of Directors approved the renewal of Contract No. 2022- 009 for an additional year through FY 2024/2025. Staff is now requesting the City Council and Fire Board of Directors approve the renewal of Contract No. 2022-009 through FY 2025/2026.

The Public Works Services Department and the Rancho Cucamonga Fire Protection District contract hazardous waste and removal services on an as-needed basis. Some of these services include the removal and disposal of flammable liquids, corrosives, gases, biohazards, bodily fluids, and flammable solids within the public right-of-way. Other services include drum remediation and disposal, confined space entry, and vacuum tank services. City and Fire District facilities also utilize these services for clarifier and septic waste cleaning, transportation, and disposal. Additionally, hazardous waste cleanup and removal services are contracted for traffic collision cleanup when hazardous material is present.

ANALYSIS:

Hunter Consulting Inc. has submitted a Letter of Intent expressing their desire to continue providing service to the City of Rancho Cucamonga and the Fire District during FY 2025/2026

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with a 3% increase to disposal costs only. Hunter Consulting Inc. has provided reliable service for the City and Fire District. If approved, Amendment 3 to Contract No. 2022-009 will extend the term of the contract to June 30, 2026, with a 3% increase to disposal costs. A copy of this agreement is available in the City Clerk’s Office.

The chart below has been prepared to illustrate the estimated annual funding requirements for the full contract term. This is only an estimate, and the amounts below could vary.

Fiscal Year Est. Annual
Increase (3%)
Estimated Total
Costs
FY 2022/2023 $126,000
FY 2023/2024 $168,500
FY 2024/2025 $100,000
FY 2025/2026 $3,000 $103,000
FY 2026/2027 $3,090 $106,090
FY 2027/2028 $3,183 $109,273
FY 2028/2029 $3,278 $112,551
Estimated Grand Total $825,414
FISCAL IMPACT:

The approved FY 2025/2026 Budget includes sufficient funding for hazardous waste cleanup and removal services in several contract services line items.

COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:

This item addresses the City Council’s core value of promoting and enhancing a safe and healthy community for all by ensuring City and Fire District facilities are properly maintained.

ATTACHMENTS:

None.

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DATE: September 3, 2025
TO: Mayor and Members of the City Council
FROM: John R. Gillison, City Manager
INITIATED BY: Jason C. Welday, Director of Engineering Services/City Engineer James Lo, Assistant Engineer
SUBJECT: Consideration to Accept Public Improvements located on 12434 4 th Street per Improvement Agreement, Related to Case No. DRC2020- 00202, as Complete, File a Notice of Completion, and Authorize Release of Bonds. (CITY)
RECOMMENDATION:

Staff recommends that the City Council:

1. Approve and accept the public improvements and their design, required for the development of DRC2020-00202 and authorize the City Engineer to file the appropriate Notice of Completion; and

2. Release Faithful Performance Bond and Labor and Material Bond and accept Maintenance Bond for the associated public improvements; and

3. Authorize the City Engineer to approve the release of the Maintenance Bond one year following the filing of the Notice of Completion if the improvements remain free from defects in material and workmanship.

BACKGROUND:

DRC2020-00202 was approved by the Planning Commission on September 22, 2021 for the construction of two (2) new industrial buildings totaling 2,175,000 square feet on certain property located approximately 1,000 feet east of Santa Anita Avenue and 2,300 feet west of Etiwanda Avenue, north of 4th Street and south of 6th Street at 12434 4th Street. An improvement agreement and securities were approved by the City Council on May 18, 2022 in order to ensure construction of the required public improvements.

ANALYSIS:

All public improvements required of this development have been completed to the satisfaction of the City Engineer.

Prior to construction of the public improvements the developer, Bridge Point Rancho Cucamonga, LLC, submitted the following securities to ensure satisfactory completion of the improvements:

Faithful Performance Bond $259,210

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Labor and Material Bond $259,210
City staff conducted a final inspection of the public improvements in June of 2025 and confirmed all work was completed to City Standards.

With the completion of the improvements, the Faithful Performance and Labor and Material bonds are no longer required. The City will retain 10% of the Labor and Material Bond as the Maintenance Bond to secure maintenance of the improvements through the one-year warranty period (one year from final inspection). The public improvements will be re-inspected in approximately nine months to ensure they remain in good order prior to release of the maintenance bond.

FISCAL IMPACT:

None.

COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

This item addresses the City Council’s vision for the City by ensuring the maintenance of high- quality improvements that promote a world class community.

ATTACHMENTS:

Attachment 1 - Vicinity Map

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ATTACHMENT 1
DRC2020-00202
Vicinity Map

NOT TO SCALE

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DATE: September 3, 2025
TO: Mayor and Members of the City Council
FROM: John R. Gillison, City Manager
INITIATED BY: Jason C. Welday, Director of Engineering Services/City Engineer Marlena C. Perez, Principal Engineer
Vishal Lad, Assistant Engineer
SUBJECT: Consideration to Accept as Complete, File the Notice of Completion and Authorize Release of Retention and Bonds for the Fiscal Year 2024/25 Local Slurry Seal Pavement Rehabilitation Project. (CITY) RECOMMENDATION:

Staff recommends that the City Council:

1. Accept the Fiscal Year (FY) 2024/25 Local Slurry Seal Pavement Rehabilitation, Contract No. 2025-037 (Project), as complete;

2. Approve the final contract amount of $305,855;

3. Authorize the release of the Faithful Performance Bond 35 days after recordation of Notice of Completion and accept a Maintenance Guarantee Bond;

4. Authorize the release of the Labor and Materials Bond in the amount of $349,400, six (6) months after the recordation of said notice if no claims have been received;

5. Authorize the City Engineer to file a Notice of Completion and release the Project retention, 35 days after recordation of the Notice of Completion; and

6. Authorize the City Engineer to approve the release of the Maintenance Bond one (1) year following the filing of the Notice of Completion if the improvements remain free from defects in material and workmanship.

BACKGROUND:

On April 16, 2025, the City Council awarded a construction contract to American Asphalt South, Inc., (American Asphalt South) in the amount of $349,400 plus 10% contingency in the amount of $34,490 for the construction of the Project. The scope of work consisted of weed kill, routing and crack sealing, application of slurry seal, protecting existing utilities, installation of pavement markers and thermoplastic striping and related items of work per plans. A vicinity map illustrating the various neighborhood streets that received slurry seal is included as Attachment 1.

A copy of the April 16, 2025, City Council Staff Report is on file with the City Clerk.

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ANALYSIS:

The Project has been completed in accordance with the approved plans and specifications and to the satisfaction of the City Engineer. One (1) contract change order was issued during construction, resulting in a net decrease of $11,030 to the contract amount due to the contractor’s failure to meet the wet track abrasion test requirements in certain areas. This amount will be deducted from the withheld retention. A detailed description of the contract change order is on file with the City’s Engineering Services Department.

The final balancing statement resulted in a net decrease of $35,550 to the final contract amount due to a decrease from the bid quantities to the final slurry seal area quantity. The balancing statement conforms the final contract quantities to the actual quantities placed or constructed during the contract.

At the end of the one-year maintenance period, if the improvements remain free from defects in materials and workmanship, the City Clerk will release the Maintenance Bond upon approval by the City Engineer.

FISCAL IMPACT:

A total of $448,375 was budgeted in FY 2024/25 from the Measure I Fund (177), which is identified under Capital Improvement Project Account No. and in the amount listed below.

Account No. Funding Source Description Amount
F177 CC303 SC7004;
PID2195-177
Measure I Fund (177) Local Street Rehab $448,375
Total Project Funding $448,375
The final project cost is $348,610 as shown below:

Expenditure Amount
Final Construction Contract $305,855
Construction Inspection Services $25,635
Construction Materials Testing $15,495
Bid Noticing Advertisement $1,625
Total Project Cost $348,610
A total of $99,765 is remaining in the budget for this project and will be returned to the Measure I Fund (177) balance to be used for future capital improvement projects.

COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

This project meets our City Council core values by promoting and enhancing a safe and healthy community for all, and by providing continuous improvement through the construction of high- quality public improvements.

ATTACHMENTS:

Attachment 1 - Vicinity Map

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ATTACHMENT 1
PROJECT# 800-2025-02
FY 2024/25 LOCAL SLURRY SEAL PAVEMENT REHABILITATIONS

VICINITY MAP

NOT TO SCALE
Project Site
Hermosa Avenue

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DATE:September 3, 2025
TO:President and Members of the Board of Directors
FROM:John R. Gillison, City Manager
INITIATED BY: Mike McCliman, Fire Chief
Shane Adams, Fire Marshal
Darci Vogel. Fire Business Manager
SUBJECT: Consideration of a Resolution Waiving the Collection of Certain Inspection, Permit, and Special Services Fees for Fiscal Year 2025-26. (RESOLUTION NO. FD 2025-023) (FIRE)
RECOMMENDATION:

Staff recommends that the Fire Board adopt a resolution waiving the collection of certain currently approved inspection, permit, and special services fees for Fiscal Year 2025-26.

BACKGROUND:

Resolution FD 13-032 requires the Fire District to complete an annual analysis of the approved fees and charges to determine if there is a current need to collect the fees and charges, in whole or in part, to meet the fiscal needs of the Fire District. This analysis is completed as part of the annual budget process. Upon completion of this analysis and presentation of findings to the Board as part of the budget request, the Board is required to direct staff, by means of a resolution, regarding the collection of fees for the current fiscal year.

ANALYSIS:

Pursuant to Resolution FD 13-032, staff conducted a review of currently approved fees and charges in conjunction with the preparation of the Fiscal Year (FY) 2025-26 budget. Staff determined that the existing financial condition of the Fire District is such that there does not exist a fiscal need to collect certain inspection, permit, and special services fees and charges. As such, the Fire District’s budget for FY 2025-26 was prepared without including certain inspection, permit, and special services fees and charges as projected revenue. The budget has since been approved without this projected revenue.

Since the budget does not anticipate the collection of certain fees and charges, a resolution of the Board is required that will approve waiving the collection of these fees and charges and direct staff to not assess the fees and charges for FY 2025-26. Consistent with the previous fiscal years, the fees that will not be collected this fiscal year are the fees currently approved for:

Recurring inspections of facilities such as apartment buildings, hospitals, and medical care businesses. These are buildings and businesses that are regularly inspected, either by State mandate or by way of being identified as high hazard facilities, which do not require a Fire Code Operating Permit. Inspections will continue but fees will not be assessed. Fire Code Operating Permits for certain hazardous and high risk business operations that

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the Fire Code requires to be permitted by the local fire department. The permitting process anticipates that the business and its associated operations will be inspected on a regular basis to ensure compliance with all safety requirements for the particular operation or occupancy as conditioned by the permit. Inspections will continue and required permits will be issued. However, the associated permit fees will not be assessed.
Certain special services when the service can be provided during normal working hours.

These services include safety inspections of roofing operations, the use of tents, residential care facilities, home day care facilities, and similar operations and facility uses throughout the Fire District’s service area that require or benefit from safety oversight. The inspections will continue but the approved fees will not be assessed.

The entire schedule of fees that will not be collected this fiscal year is included in Exhibit A, Exhibit B, and Exhibit C of the resolution.

Fees that will continue to be collected include:

Special services fees for events that take place outside of normal working hours such as fireworks shows, events sponsored by community organizations or businesses, and generally any one-time event for which safety oversight is needed and which, due to the day and time of the required inspection, will require the Fire District to pay overtime wages for the inspection service.
Special services fees such as fees for Community Facilities District (CFD) annexations and fees for false or unwanted alarms. The annexation fees cover the cost of processing annexations into the CFD and the false alarm fees are both a cost recovery means and a deterrent mechanism.
Fees for Fire District supplied signs and equipment such as the cost recovery fees for Fire District supplied padlocks that secure and provide firefighter access to gates throughout the Fire District and the Fire District created signs that let firefighters know where access is obstructed, where ladder points for roof access are located, and where roof top photovoltaic systems have been installed.
Rental fees for usage of the rooms, props, and equipment at Fire District facilities.

FISCAL IMPACT:

The last full fiscal year for which approved fees and charges were assessed was FY 2012-13. At that time, the fees and charges generated approximately $750,000 in revenue for the Fire District.

Waiving the collection of the fees and charges shown in the exhibits to the proposed resolution will allow these funds to remain with Rancho Cucamonga businesses, which is anticipated to help fund jobs, investment, and additional research and development.

COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:

Waiving the collection of certain inspection, permit, and special services fees is anticipated to increase the sustainability and financial viability of businesses and foster equality among businesses regardless of their size.

ATTACHMENTS:

Attachment 1 - Resolution No. FD 2025-023, FY 25-26 Fee Waiver

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Resolution No. FD 2025-023

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RESOLUTION NO. FD 2025-023

A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO

CUCAMONGA FIRE PROTECTION DISTRICT, RANCHO CUCAMONGA,

CALIFORNIA, WAIVING THE COLLECTION OF CERTAIN INSPECTION, PERMIT, AND SPECIAL SERVICES FEES FOR FISCAL YEAR 2025-26 WHEREAS, Resolution No. FD 13-032 requires the Rancho Cucamonga Fire Protection District (Fire District) to complete an annual analysis of the approved fees to determine if there is a current need to collect the fees, in whole or in part, to meet the fiscal needs of the Fire District; and WHEREAS, Fire District staff completed this analysis in conjunction with preparing the fiscal year 2025-26 budgets; and
WHEREAS, Fire District staff determined that there does not exist a fiscal need to collect certain fees previously approved by the Board; and
WHEREAS, the Fire District budgets for fiscal year 2025-26 have been approved; and WHEREAS, all legal prerequisites to the adoption of this Resolution have occurred;

NOW, THEREFORE, THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE

PROTECTION DISTRICT, HEREBY RESOLVES,
1) To waive the collection of the Inspection and Permit fees identified in Exhibit A and Exhibit B. 2) To waive the collection of the Special Services fees identified in Exhibit C when those Special Services can be provided during normal work hours.
3) That all other approved fees will be assessed and collected. 4) That nothing in this Resolution shall be deemed to affect any other fees of the Fire District currently in effect.

PASSED, APPROVED, AND ADOPTED this day of 2025.

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Resolution No. FD 2025-023

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RESOLUTION NO. FD 2025-023

EXHIBIT A
Fire Inspection Fees:

Fire Inspection Fees (Master Fee Schedule, Section 1.4.1) Fee Adult / Child Care Facility (Group I-4 occupancies) Per inspection $363 Alternate Method Annual Inspection (per hour) Per inspection $122 Apartment Building / Complex Annual Inspection
• Buildings with 3 or 4 units Per inspection $182
• Buildings with 5 to 7 units Per inspection $242
• Buildings with 8 units Per inspection $363
• Each additional dwelling unit (per unit) Per inspection $13 Condominium Complex Annual Inspection Per inspection $363 High Rise Building annual inspection (per hour) Per inspection $122 Hotel / Motel Annual Inspection
• First 10 rooms Per inspection $363
• Each additional dwelling unit (per unit) Per inspection $13 Large Family Day Care annual inspection Per inspection $122 Licensed Care Facility
• Pre-inspection - 25 or fewer residents Per inspection $56 • Pre-inspection - more than 25 residents Per inspection $110 • Annual Inspection
- Home Car Facility (more than six) Per inspection $242 - Commercial facility - first 10 rooms Per inspection $363 - Commercial facility - each additional room Per inspection $13 Medical Facility
• Hospital / Nursing Home (Group I-2.1) Per inspection $724 • Clinic Per inspection $242
• Ambulatory Care Facility (Group I-2.1) Per inspection $363 Private School / Large Child Care Facility (Group E occupancy) • Small School - Less than 50 children Per inspection $242 • Large School - 50 or more children Per inspection $363 Requested Inspection or Standby During Regular Work Hours Per hour $122

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Resolution No. FD 2025-023

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RESOLUTION NO. FD 2025-XXX

EXHIBIT B
Fire Operational Permit Fees:

Fire Operational Permit Fees (Master Fee Schedule, Section 1.4.3) Fee Additive Manufacturing Per permit $242
Access Control
• Commercial Per permit $182
• Residential (requires monthly testing) Per permit $604 Artificial Combustible Vegetation Per permit $242
Aerosol Products Per permit $604
Ambulatory Health Care Facility Per permit $242
Amusement Area Per permit $302
Aviation Facility
• Fuel Servicing Vehicles Per permit $242
• Servicing or Repair Per permit $604
Battery Charging Per permit $242
Carbon Dioxide Systems Used in Beverage Dispensing Per permit $122 Cellulose Nitrate Film Per permit $363
Combustible Dust Producing Operations
• 5,000 square feet or less Per permit $302
• 5,001 to 15,000 square feet Per permit $604
• More than 15,000 square feet Per permit $784
Combustible Fibers Per permit $302
Commercial Cooking Per permit $242
Commercial Cooking Oil Storage Per permit $122
Commercial Kitchen Exhaust Inspection and Cleaning Per permit $122 Compressed Gases
• Corrosive greater than 200 cubic feet Per permit $363 • Flammable greater than 200 cubic feet Per permit $363 • Highly toxic - any amount Per permit $363
• Inert/Simple Asphyxiant greater than 6,000 cu ft Per permit $363 • Irritant greater than 200 cubic feet Per permit $363 • Medical Use Gases - Less than RCFD Standard 1-1
- Portable cylinders Per permit $182
- Piped system Per permit $242
• Other Health Hazard greater than 650 cubic feet Per permit $363 • Oxidizing / oxygen greater than 504 cubic feet Per permit $363 • Pyrophoric - any amount Per permit $363
• Radioactive - any amount Per permit $363
• Sensitizer greater than 200 cubic feet Per permit $363 • Toxic - any amount Per permit $363
• Unstable reactive - any amount Per permit $363
Covered Mall Building Per permit $722
Cryogenic Fluids Per permit $363

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Resolution No. FD 2025-023

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Cutting and Welding Per permit $302
Delayed Egress Per permit $182
Dipping Operations Per permit $363
Distilled Spirits and Wines Per permit $363
Dry Cleaning
• Small plant - 1 or 2 machines Per permit $242
• Medium plant - 3 or 4 machines Per permit $363
• Large plant - 5 or more machines Per permit $784
Electrical Energy Storage System Per permit $363
Electrically Locked Egress Per permit $182
Emergency Power System Per permit $242
Explosives
• Process, manufacture, store, or sell Per permit $378 • Use Per permit $264
Fire Alarm Services Per permit $122
Fire Hydrants and Valves Per permit $182
Flammable and Combustible Liquids
• Class I liquids in excess of 5 gal. in a building; 10 gal. outside of a building Per permit $182
• Class II or Class IIIA in excess of 25 gal. in a building; 60 gal. outside of building
Per permit $182
• 250 gallons or less over max allowable quantity Per permit $604 • 251-500 gallons over max allowable quantity Per permit $634 • 501-1,000 gallons over max allowable quantity Per permit $663 • 1,001-5,000 gallons over max allowable quantity Per permit $695 • 5,001-10,000 gallons over max allowable quantity Per permit $724 • More than 10,000 gallons over max allowable quantity Per permit $754 • Remove Class I or Class II from a UST Per permit $1,027 • Operate tank vehicles, etc. Per permit $363
• Place a tank out of service Per permit $1,027
• Change contents Per permit $604
• Manufacture, Process, Blend, Refine Per permit $1,236 • Dispensing at Commercial, Industrial, Gov't site Per permit $363 • Dispense - Tank vehicle to fuel tank Per permit $363 • Use or Operate a pipeline within a facility Per permit $363 Flaming Foods or Beverages Per permit $122
Floor Finishing in excess of 350 sq ft with Class I or II liquids • Commercial / Industrial Per permit $264
• Residential Per permit $150
Fruit and Crop Ripening Per permit $604
Fuel-Fired Appliance Per permit $122
Gas Detection System Per permit $122
Hazardous Materials in excess of amounts listed in RCFD Standard 1-1
• Gallons - 250 or fewer Per permit $604
• Gallons - 251-500 Per permit $634
• Gallons - 501-1,000 Per permit $663
• Gallons - 1,001-5,000 Per permit $695

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Resolution No. FD 2025-023

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• Gallons - 5,001-10,000 Per permit $724
• Gallons - More than 10,000 Per permit $754
• Pounds - 1,000 or fewer Per permit $604
• Pounds - 1,001-5,000 Per permit $634
• Pounds - 5,001-10,000 Per permit $663
• Pounds - 10,001-25,000 Per permit $695
• Pounds - 25,001-50,000 Per permit $724
• Pounds - More than 50,000 Per permit $754
• Cubic feet - 500 or fewer Per permit $604
• Cubic feet - 501-2,000 Per permit $634
• Cubic feet - 2,001-5,000 Per permit $663
• Cubic feet - 5,001-10,000 Per permit $695
• Cubic feet - 10,001-25,000 Per permit $724
• Cubic feet - More than 25,000 Per permit $754
HPM Facilities Per permit $483
High Piled Combustible Storage in excess of 500 square feet • 500-75,000 square feet Per permit $604
• 75,001-500,000 square feet Per permit $663
• More than 500,000 square feet Per permit $724
Hot Work
• Fixed Site Per permit $302
• Operations Per permit $242
• Program Per permit $182
Hyperbaric Facility Per permit $242
Industrial Facility / Shop
• 2,500 square feet or less Per permit $264
• 2,501-5,000 square feet Per permit $363
• 5,001-15,000 square feet Per permit $604
• 15,001-50,000 square feet Per permit $815
• More than 50,000 square feet Per permit Actual permit fees
Industrial Ovens Per permit $363
Liquid- or Gas-Fueled vehicles or equipment in Assembly area or
occupancy
Per permit $182
Lithium Batteries Per permit $363
LP-gas
• Store, Use, Handle, Dispense, Sell Per permit $242 • Industrial Trucks and Equipment Only (4 cylinder
maximum)
Per permit $182
• Cylinder Exchange only Per permit $122
Lumber Yard and/or Wood Working Plant Per permit $483
Magnesium Per permit $363
Miscellaneous Combustible Storage Per permit $242
Mobile Fueling of Hydrogen-Fueled Vehicles Per permit $182 Mobile Motor Fuel Dispensing Per permit $182
Motor Fuel Dispensing Facility $0
• Commercial Per permit $363

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Resolution No. FD 2025-023

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• Residential Per permit $122
Open Flames in Group E Occupancies Per permit $122
Organic Coatings Per permit $363
Pallet Storage Per permit $302
Place of Assembly
• A-1 Theaters, Concert Halls, Auditoriums Per permit $483 • A-2 Banquet Halls, Night Clubs, Restaurants, Taverns, Bars
Per permit $363
• A-3 Places of Worship, Recreation, Amusement Per permit $363 • A-4 Indoor sports arenas and similar - fixed seats Per permit $483 • A-5 Outdoor assembly area and/or use Per permit $724 Plant Extraction System Per permit $242
Powder Coating Per permit $363
Private Fire Hydrant Per permit $182
Production Facility Per permit $422
Pyroxylin Plastics Per permit $483
Recycling Facility Per permit $604
Refrigeration Equipment Per permit $302
Reinforced Plastics / Resin Application Per permit $363 Repair Garage
• 2,500 square feet or less Per permit $264
• 2,501-5,000 square feet Per permit $363
• 5,001-15,000 square feet Per permit $604
• 15,001-50,000 square feet Per permit $815
• More than 50,000 square feet Per permit Actual permit fees
Rooftop Heliport Per permit $242
Solar Photovoltaic Power System Per permit $483
Spraying Operations Per permit $363
Standby Power System Per permit $242
Stationary Storage Battery System Per permit $363
Storage of Scrap Tires and Byproducts Per permit $242
Tire Rebuilding Plant Per permit $1,236
Vehicle Mounted Fire Extinguishers Per permit $182
Waste Handling Facility Per permit $604
Wood Products Per permit $483

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Resolution No. FD 2025-023

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RESOLUTION NO. FD 2025-XXX

EXHIBIT C
Special Inspection Fees:

Special Inspection Fees (Master Fee Schedule, Section 1.4.4) Fee Amusement Building Per inspection $302
Asphalt Kettle Hot Work
• Non-pumping and less than 150 gallons Per inspection $122 • Pumping or more than 150 gallons Per inspection $242 Bonfire Per inspection $122
Carnivals, Fairs, and Outdoor Public Assemblages Per inspection $242 Commercial cooking operation at carnival, fair, and outdoor event
Per inspection $150
Exhibits and Trade Shows Per inspection $242
Explosives / Blasting Agents (single use permit) Per inspection $242 Fire Extinguisher Training
• During normal work hours Per inspection $122
• After normal work hours Per inspection $182
Fireworks
• Small Display, 1 to 4 minutes Per inspection $242
• Medium Display, 5 to 8 minutes Per inspection $604 • Large Display, 9 or more minutes Per inspection $815 Hazardous Materials Tank - Remove/Abandon in Place Per inspection $784 Hot work single day operation Per inspection $122
LP-gas install stationary container Per inspection $182 Liquid or gas fueled vehicles in assembly area Per inspection $182 Live Audience Per inspection $242
Model Rockets Per inspection $122
Open Burning Per inspection $122
Open Flames Devices Per inspection $122
Open Flames for Theatrical Performances Per inspection $122 Parade - inspection of floats Per inspection $122
Place of Assembly Per inspection $242
Portable Generator Per inspection $122
Pyrotechnical Special Effects Material
• Limited effects, 1 to 4 minutes Per inspection $242

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Resolution No. FD 2025-023

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• Moderate effects, 5 to 8 minutes Per inspection $604 • Extensive effects, 9 or more minutes Per inspection $815 Recreational Fire Per inspection $122
Seasonal Sales Lot Per inspection $150
Tent or Temporary Membrane Structure Per inspection $242 Torch Applied Roof Hot Work
• Patch / Repair (500 sq ft or less) Per inspection $122 • Roof Replacement (more than 500 sq ft) Per inspection $182

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DATE:September 3, 2025
TO:President and Members of the Board of Directors
FROM:John R. Gillison, City Manager
INITIATED BY: Mike McCliman, Fire Chief
Jevin Kaye, Finance Director
Darci Vogel, Fire Business Manager
Kelly Guerra, Special Districts Analyst
SUBJECT: Consideration of Approval to Rescind Resolution No. FD 2025-022; Approval to Adopt a Resolution of Intention to Annex Territory Referred to as Annexation No. 88-25-1 into Community Facilities District No. 88-1; and Set a Time and Place for a Public Hearing Related to the Annexation. (RESOLUTION NO. FD 2025-024) (FIRE)
RECOMMENDATION:

Staff recommends that the Fire Board of the Rancho Cucamonga Fire Protection District:

1. Rescind Resolution No. FD 2025-022 declaring intention to annex territory referred to as “Annexation No. 88-25-1” into Community Facilities District No. 88-1 and setting a public hearing for September 17, 2025;

2. Adopt a new Resolution of Intention to Annex Territory referred to as “Annexation No. 88- 25-1” into Community Facilities District No. 88-1 to specify the services to be financed, to set and specify the rate and method of apportionment of the special taxes proposed to be levied within the territory proposed to be annexed; and

3. Set a time and place for a public hearing regarding Annexation No. 88-25-1.

BACKGROUND:

The property owner of APN 0225-191-32 (13341 Banyan Street), located within the Fire Protection District (the "Territory"), is conditioned by the City and Fire Protection District to annex “Annexation No. 88-25-1” into the existing Community Facilities District (CFD) No. 88-1 to satisfy fire protection service mitigation impacts.

Annexation proceedings were previously initiated with a public hearing set for September 17, 2025, however the public hearing has been rescheduled. As a result, Resolution No. FD 2025- 022 declaring intention to annex territory referred to as “Annexation No. 88-25-1” will be rescinded and the initial annexation proceedings will be repeated in order to set the new public hearing date.

ANALYSIS:

In order to initiate formal annexation proceedings, the Fire Board is being asked to adopt a Resolution of Intention to Authorize the Annexation of Annexation No. 88-25-1.

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Resolution No. FD 2025-024 declares the Fire Board intention to authorize the annexation of territory “Annexation No. 88-25-1” to CFD No. 88-1 (Attachment 1). The Resolution of Intention generally sets forth: (a) the District's intention to annex the Territory to the District shown in Exhibit “A”; (b) a description of the services and facilities which will, in part, be financed through the levy of the special tax on the Territory if annexed shown in Exhibit “B”; (c) the rate and method of apportionment of the proposed special tax shown in Exhibit “C”; (d) the date, time and location of the public hearing set for October 15, 2025, (e) election requirements.

Special Counsel for the District has worked with staff to establish the annexation process, timelines and draft resolutions. The resolutions are considered to be routine and non- controversial, as the property owners are in support of the annexation procedure. On October 15, 2025, there will be a public hearing for public input/concerns on this matter.

FISCAL IMPACT:

The special tax revenues that are collected from CFD No. 88-1 are used to pay for public facilities and services in the District area. Costs related to the administering of the District are the responsibility of the property owners within the District. Annexation of the property ensures the property owner covers the cost of increased demand for fire services resulting from new development within the Territory.

COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:

This item brings together portions of the Council’s vision and core value by providing a sustainable City and promoting a safe and healthy community for all. Annexation of the property into CFD 88-1 ensures the delivery of vital fire and life safety services to all residents while satisfying fire protection service mitigation impacts.

ATTACHMENTS:

Attachment 1 – Resolution No. FD 2025-024, Intention to Authorize Annexation No. 88-25-1 Attachment 2 – Notice of Public Hearing for Fire Secretary for Annexation No. 88-25-1

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Resolution No. FD 2025-024 - Page 1 of 11
ATTACHMENT 2
RESOLUTION NO. FD 2025-024

A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO

CUCAMONGA FIRE PROTECTION DISTRICT, RANCHO CUCAMONGA,

CALIFORNIA, ACTING AS THE LEGISLATIVE BODY OF COMMUNITY FACILITIES DISTRICT NO. 88-1, DECLARING ITS INTENTION TO AUTHORIZE THE ANNEXATION OF TERRITORY (ANNEXATION NO.
88-25-1) TO COMMUNITY FACILITIES DISTRICT NO. 88-1
WHEREAS, the Board Of Directors of the Rancho Cucamonga Fire Protection District, California, (“Board of Directors”), formed a Community Facilities District pursuant to the terms and provisions of the “Mello-Roos Community Facilities Act of 1982”, being Chapter 2.5, Part 1, Division 2, Title 5 of the Government Code of the State of California (the “Act”). The Community Facilities District has been designated as Community Facilities District No. 88-1 (the “District”); and, WHEREAS, the Board of Directors desires to initiate proceedings to consider the annexation of certain real property to the District (the “Territory”); and WHEREAS, a map entitled “Annexation Map No. 88-25-1 to Community Facilities District No. 88- 1 Rancho Cucamonga Fire Protection District, County of San Bernardino, State of California” (the “Annexation Map”) showing the Territory proposed to be annexed to the District has been submitted, the map has been previously approved and a copy of the map shall be kept on file with the transcript of these proceedings; and
WHEREAS, the Board of Directors now desires to proceed to adopt the Resolution of Intention to annex the Territory to the District, to describe the territory included within the District and the Territory proposed to be annexed thereto, to specify the facilities and services to be financed from the proceeds of the levy of special taxes within the Territory, to set and specify the special taxes that would be levied within the Territory to finance such facilities and services, and to set a time and place for a public hearing relating to the annexation of the Territory to the District.

WHEREAS, the public hearing date was originally scheduled for September 17, 2025, and has been rescheduled;
WHEREAS, Resolution FD2025-022 declaring intention to authorize the annexation of territory “Annexation No. 88-25-1” to CFD No. 88-1 and setting a public hearing date of September 17, 2025, is hereby rescinded.

NOW, THEREFORE, the Board of Directors of the Rancho Cucamonga Fire Protection District does hereby resolve as follows:

1. Recitals. The above recitals are all true and correct.

2. Legal Authority. These proceedings for annexation are initiated by this Board of Directors pursuant to the authorization of the Act.

3. Intention to Annex; Description of the Territory and the District. The Board of Directors hereby determines that the public convenience and necessity requires that the Territory be added to the District and this Board of Directors declares its intention to annex the Territory to the District.

A description of the Territory is as follows:

All that property within the Territory proposed to be annexed to the District, as such property is

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Rancho Cucamonga City CouncilSeptember 3, 2025

Rancho Cucamonga City Council
September 3, 2025