The City is not responsible for misdelivered proposals, and the proposer is strictly liable for its chosen method of delivery. It is the proposer’s sole responsibility to make sure that proposals arrive at the proper location. Any proposal which does not actually arrive in the City Clerk’s Office by the RFP due date and time will be rejected as non-responsive, even if properly addressed or delivered to another City Department.
Your proposal MUST be addressed and delivered as follows:
City of Roseville
Attn: City Clerk Department
311 Vernon Street
Roseville, CA 95678
The proposer is also directed to include the attached “Sealed Proposal” label on the outside of the package or envelope, so that it is visible when delivered to the City.
Or emailed to:
[email protected]
Note: Email submissions are limited to 25 megabytes.
___________________________________________
IMPORTANT!!!
This is a prevailing wage project. Accordingly, all prevailing wage and fair employment laws and regulations shall be adhered to. For prevailing wage contracts over $25,000.00, copies of certified payroll must be submitted with invoices. Prevailing wage rates may be obtained from the Department of Industrial Relations and/or the following website address:
http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm
City of Roseville RFP
PREVAILING WAGE NOTIFICATION
(RFP # 13-146, Park and Landscape Maintenance Services)
TABLE OF CONTENTS
SECTION Page
1.0 INTRODUCTION 4
2.0 TENTATIVE PROJECT SCHEDULE 5
3.0 PRE-PROPOSAL CONFERENCE 6
4.0 SCOPE OF SERVICES 6
5.0 ASSURANCE OF DESIGNATED PROJECT TEAM 25
6.0 PROPOSAL FORMAT REQUIREMENTS 25
7.0 SUBMITTAL INSTRUCTIONS 29
8.0 EVALUATION CRITERIA 30
9.0 SELECTION PROCESS 31
10.0 GENERAL TERMS AND CONDITIONS 32
11.0 ATTACHMENTS 40
40 41
44 45
47 48
60-90
PROPOSER’S CERTIFICATION
LEVINE ACT DISCLOSURE STATEMENT FORM
CONTRACTOR LICENSES
SUBCONTRACTOR LIST
NON-COLLUSION DECLARATION
SAMPLE CONTRACT
EXHIBITS A - G
1.0 INTRODUCTION
The City of Roseville (hereinafter “City”), is soliciting proposals for a Park and Landscape Maintenance Services. This will be a competitive negotiation process. Qualified individuals, firms, contractors, consultants or entities (hereinafter “Contractor(s)”), that meet the requirements set forth in this Request for Proposals (hereinafter “RFP”) and are capable of providing the services requested are encouraged to participate.
1.1 BACKGROUND
The City of Roseville encompasses approximately 84 developed parks and facilities, 355 acres of landscape area adjacent to roadways and neighborhoods, 4200 acres of open space, two golf courses, two community centers, three swimming pool facilities, the Maidu Museum and Historic Site, 21 childcare facilities, and three libraries. The City continues to grow in parks, facilities, programs, and attendance and is focused on sustaining standards, services levels, and prioritizing core services.
The areas within this proposal will be divided into three (3) district zones in geographical areas and streetscapes, faculties school mowing and extra work will be included. The Parks will be grouped separately, even though they are in these geographical zones. It has been Roseville’s past practice and intent to award contract s, by zones and Park groups to a least two (2) qualified bidders.
The City of Roseville considers this to be an outcome-based Request for Proposals. Generally, determinations for specific frequencies of service will be at the discretion of the contractor. There are exceptions that are noted throughout this document and the associated exhibits.
1.2 CITY OVERVIEW
The City of Roseville is an incorporated city with a population of more than 145,000 residents, located in Placer County off Interstate 80, approximately 16 miles northeast of Sacramento, California. The City of Roseville is a Charter city operating under the City Council/City Manager form of government.
1.3 PROPOSAL SUBMITTAL
RFP proposal submittals may be delivered to the Office of the City Clerk, Civic Center, 311 Vernon St., Roseville, CA 95678 via common carrier, hand delivered, or submitted via electronic mail to [email protected] by the specified proposal due date and time. Complete and attach the “Sealed Proposal” label to the outside of the proposal packaging if delivering or hand carrying a hard copy of the proposal, so it is visible to the City Clerk. If submitting a proposal via electronic mail, then include the RFP title and RFP number in the subject line of the email.
1.4 CALIFORNIA SECRETARY OF STATE REGISTRATION
The City requires all corporations, limited liability companies and limited partnerships to be registered to do business in the State of California. On a separate sheet of paper, please include a screenshot of your “ACTIVE” status with your proposal submittal, which can be obtained by accessing this link:
https://bizfileonline.sos.ca.gov/search/business. All proposers must be registered with the Secretary of State or have a valid exemption by the time of award.
1.5 INSTRUCTIONS
This RFP includes a description of the scope of services, proposal requirements, and instructions for submitting your proposal. Failure to follow these instructions may result in rejection of your proposal.
No oral representations or interpretations will be made to any proposer as to the meaning of this RFP.
Direct all inquiries regarding this RFP in writing to Parks, Recreation & Libraries Department, Eric Dexter by accessing the RFP from the City’s website at:
https://www.roseville.ca.us/business/procurement_services/bids_rfps by no later than June 27, 2024.
Do not contact other individuals or City departments in this regard. Information provided by anyone other than the above contact may be invalid, and proposals which are submitted in accordance with such information may be declared non-responsive.
In the event that it becomes necessary to revise any part of this RFP, written addenda will be issued. Any amendment to this RFP is valid only if it is in writing and issued by the City department issuing the RFP.
No oral interpretations or answers shall bind the City unless confirmed by the City in writing.
All addenda for this RFP will be distributed through PublicPurchase.com to proposers who have registered with PublicPurchase.com and who have downloaded the RFP. Additionally, the Notice of Intent to Award will be posted on PublicPurchase.com. It is the proposer’s sole responsibility to monitor PublicPurchase.com for possible addenda to this RFP and for the Notice of Intent to Award. Failure of proposer to retrieve addenda or the Notice of Intent to Award from PublicPurchase.com shall not relieve him/her of the requirements contained therein or the timelines associated therewith.
Additionally, failure of proposer to return a signed addendum, when required, may be cause for rejection of his/her proposal.
2.0 TENTATIVE SCHEDULE
The following represents the tentative schedule for this RFP. Any change in the scheduled dates for the Pre-Proposal Conference, Deadline for Final Questions, or Proposal Submission Deadline will be advertised in the form of an addendum to this RFP. The schedule for the evaluation process and other future dates may be adjusted without notice.
RFP Released by the City………………………………
Mandatory Pre-Proposal Conference...…………………
Deadline for Final Questions……………………………
City Responses to Written Questions…………………..
Proposal Submission Deadline………………………….
May 29, 2024
June 11, 2024
June 20, 2024
June 27, 2024
Contractor Interviews as needed……………………….
Contract Negotiations……………………………………
Contract Approval by City Council…………………….
Commencement of Services.…………………………….
July 11, 2024
July 24, 2024
August-September 2024
November 2024
January 01, 2025
3.0 MANDATORY PRE-PROPOSAL CONFERENCE
A mandatory pre-proposal conference/job walk has been scheduled for Tuesday, June 11th, 2024, 9:00am. Attendance will be taken prior to the job walk.
Location: City of Roseville Offices
311 Vernon St. 1st floor
Roseville, CA 95678
Prospective proposers must pre-register by June 10th, 2024, with Shelby Craig at [email protected].
The conference will last approximately 30-60 minutes. Registrants will be asked to provide the name of the attendee(s), company name, phone number, and email address(es).
Proposals from Contractors who do not attend the mandatory pre-proposal conference will be rejected.
The pre-proposal conference will begin at the designated start time. Attendance for the entire preproposal conference is required, and tardiness may be grounds for disqualification.
Interested firms will have an opportunity to submit questions regarding the requirements outlined in this RFP. In order to make the meeting more effective for all participants, attendees should read this document thoroughly prior to the meeting.
Substantial clarifications or changes required as a result of the meeting will be issued in the form of a written addendum to the RFP. A list of attendees will be distributed upon request.
4.0 SCOPE OF SERVICES AND GENERAL CONDITIONS
4.0 SCOPE OF SERVICES
The Parks and Landscape Maintenance Contract (“Contract”) is an outcome-based contract where the City has established specific park and landscape standards as outcomes. The Contractor is responsible for developing a base bid necessary to maintain the expected outcome standards. The City will inspect the work of the Contractor against the stated standards to determine compliance and payment.
The work to be performed under the Contract consists of the furnishing of all labor, insurance, materials, and equipment needed to perform park and landscape maintenance services.
The Contractor is being asked to provide bids for the following types of work:
A. Park Turf and Landscape Maintenance
B. Streetscape Landscape Maintenance
C. Facility Landscape Maintenance
D. School Mowing
E. Extra Work
Prospective contractors shall provide the highest quality of landscape maintenance services to parks, streetscapes, schools, and various other facilities. In addition to turf care (mowing, blowing, and edging), the landscaping activities encompass tree, shrub, and ground cover pruning and trimming, debris and leaf removal, fertilization, soil deficiency remediation, weed control, weed abatement, and pest control. Irrigation systems operations include the maintenance, adjustment, installation, and repair of a variety of components, such as irrigation controllers, valves, moisture sensing devices, and sprinkler heads of a variety of manufactured brands and models.
The scope of services includes all work to perform landscape maintenance at numerous landscape sites described in the General Conditions (Section 4.2) and the Parks & Landscape Maintenance Standards (Exhibit A). This document will become part of the executed agreement.
4.1 GENERAL CONDITIONS
4.2.1 Normal Hours and Days of Maintenance Services
Contractor shall perform the required maintenance services between the hours of 7:00 am and 7:00 pm, Monday through Friday. Weekend work requires City approval with service hours between 8:00 am- 7:00 pm No maintenance function that generates excessive noise which would cause annoyance to residents of the area shall be commenced before 8:00 am
On weekdays, school sites must be mowed before or after school hours. If started in the morning all mowing shall start no earlier than 7:00 am and finish no later than 8:00 am. It is an option for school sites to be mowed on Saturday in coordination with the City. The Contractor shall also work with staff at individual sites to make any adjustments to site mowing and timing.
The Contractor shall always conduct work in a manner that will not interfere with normal recreation programs, school programs, pedestrian traffic on adjacent sidewalks, or vehicular traffic on adjacent streets.
Contractor will supply weekly work plans for each type of work activity (i.e., mowing, pruning, weed control, etc.) to designated City staff. Any modification in the hours and days of maintenance services as stated in the Contractor’s weekly schedule is subject to approval by the City.
Park and Facility scheduled service days must meet frequencies by service level identified by the City from the Parks & Landscape Maintenance Standards (Exhibit A).
4.2.2 Outcome Based Contract and Inspections
The Contractor shall be responsible for maintaining parks and landscapes as outlined in the General Conditions (Section 4.2) in the Parks & Landscape Maintenance Standards (Exhibit A) and the cost of maintaining those areas, to the designated standard, shall be included in the base bid unless otherwise called out specifically as “extra work” in this Request for Proposals.
The City will regularly inspect the Contractor'swork and meet compliance, in its sole discretion, according to the Parks & Landscape Maintenance Standards (Exhibit A).
Contractor will only be paid for work rated as “meets standards.” If Contractor’s work does not meet City standards, it shall be considered “below standard.” Contractor will not be paid for work rated as “below standard” until such work is improved to “meets standards.”
Contractor shall not be paid additional amounts for remedial work required to improve “below standard.” City staff will work closely with Contractor ‘s representatives to achieve the results described in the standards and inspection criteria. However, responsibility for meeting standards rests with the Contractor.
During the first three (3) months of the Contract, the Contractor shall identify any preexisting conditions or issues that may inhibit it from meeting the standards required by the Contract. This timeframe will allow the Contractor and City to work together on a solution. Contractor shall inspect all areas at least monthly and will discuss inspections with City during regular scheduled meetings. Following the initial three (3) month period, the Contractor shall continue to inspect all assigned areas at least monthly and discuss inspections with the City during ongoing meetings.
The Contractor shall provide electronic versions of monthly inspection quality assurance reports to the City by the 10th of the following month as to each site’s compliance with City standards. An action plan with deadlines must be provided to the City to indicate when corrections will be made if an area is deemed “below standard.” Failure to turn in inspection reports by the deadline will result in monthly payment being withheld until inspections are turned in. Contractor shall provide an example of the report to be utilized for City review and approval.
At the beginning of every year a mowing schedule shall be provided to the City for review. Schedule adjustments shall be made throughout the year based on environmental factors, sporting events or City’s direction. Adjustments to the schedule shall be provided to the City for review and approval ten (10) business days prior to making the adjustments.
Turf shall be mechanically edged at the following areas: all grass along infrastructure such as walls, fences, foundations, curbs, sidewalks, shrubs, poles, guy wires, irrigation boxes, utility boxes, drain grates and any other object within or immediately adjacent to the turf areas.
Edging should not create gaps no wider than 1/4" around infrastructure.
Every effort shall be made to reduce the amount of string trimming required while still protecting City assets. String trimming around valve boxes or drain inlets must be done using a vertical cut and not a flat cut. String trimming shall not be used around the base of trees as chemical control is the preferred method. Trees found to be scarred by maintenance activities may require replacement at the direction of City staff at the cost of the contractor.
Turf around irrigation heads shall be mowed to the appropriate height to provide maximum water coverage. Clippings shall be removed from all adjacent walkways and other paved surfaces immediately after each mowing/edging.
Seed heads on no-mow turf shall be removed on an annual basis. No-mow turf shall be edged as needed to keep from encroaching on walls, fences, sidewalks, etc.
Contractor shall remove litter or debris from the area to be mowed prior to mowing.
The contractor shall inform the City of any issues with the turf within one (1) business day of discovery.
The contractor shall inform the City immediately when irrigation is damaged through the course of mowing. Issues related to overwatering, that prevent mowing, shall be brought to the City’s attention immediately.
Issues caused by mowing are the responsibility of the Contractor to repair. Trees found to be scarred by mowers shall be replaced by the Contractor at the request of the City.
The contractor shall perform seeding/sod replacement as needed to meet standards with the approval of the City.
There will be a financial impact on the Contract if any scheduled use (including, but not limited to, special events or recreation programs) of City facilities are impacted by neglect on the Contractor’s part. Any costs associated with re-scheduling the event/activity/program will be the responsibility of the Contractor for time, staffing and costs, including, but not limited to, officials’ salaries, part-time staff salaries, maintenance call out person salaries (stand by), light costs, and preparation of fields (which can includea drag, watering, and lining of the field), mowing, etc.
For any area that fails to meet City standards because of action that is the Contractor’s responsibility, the Contractor shall notify the City immediately and develop a plan to bring the area back to compliance. Should the City discover an area that does not meet the City standards, and the City has not been notified by the Contractor, the Contractor will be put on notice in writing to bring the area back into compliance. The following penalty will result:
A. The monthly payment for the specific area identified on each map page (Attachment J) will be withheld by the City until the area within the map page is back in conformance with City standards.
B. If conformance is reached within thirty (30) days of notice, the City will release one hundred percent (100%) of the payment.
C. If at any time during a notice by the City, the Contractor does not bring the area into conformance within thirty (30) days, the City will keep the monthly payment as a penalty and withhold the next month’s payment following the above-mentioned conditions until conformance is reached or the Contract is terminated.
If the City must give notice to the Contractor a second time for the same specific map page within twelve (12) months of the initial notice, the contract may be terminated.
The parties will observe the following problem resolution process:
1. Written notice of the problem.
2. Field conference with inspector/Contractor’s field
representative to identify problem and agree on solution as presented by Contractor.
3. Conference between City’s representative and Contractor’s principal.
4. Imposition of penalties and/or correcting defect at Contractor’s cost.
5. Termination of Contract.
In addition, the Contractor shall inspect areas weekly, at a minimum, for insects and disease. General inspections of turf and plant materials shall be completed at a minimum of weekly for signs of stress or damage. Upon request, the Contractor will walk with the City’s representative for the purpose of determining compliance with the specifications or to discuss required work. The Contractor’s representative must be authorized to sign documents and make changes to the work.
All corrective work required because of a regular inspection, or any additional inspection shall be accomplished to the satisfaction of the City within thirty (30) days of the authorization to repair the deficiencies, except in the case of a broken/leaking irrigation with must be repaired within twenty-four (24) hours and prior to the next watering event.
Contractor shall provide the City with written confirmation of all corrective work and may be asked to provide additional photo documentation. Should there be a temporary suspension of work in a specific area of more than one month, the monthly invoices shall be adjusted accordingly to reflect actual work performed.
4.2.3 School Sites
If weekday mowing occurs on school property a strict schedule must be followed to accommodate school schedules and student safety. School sites must be mowed before or after school hours. If started in the morning all mowing shall start no earlier than 7:00 am and finish no later than 8:00 am The Contractor shall be responsible for all mowing.
The Contractor shall not be responsible for edging or for work requiring a string trimmer at School sites.
4.2.4 Turf Aeration
The Contractor shall perform core aerations of turf as part of the base bid. For a specific number of applications per year refer to specific service levels in the Parks & Landscape Maintenance Standards (Exhibit A). All aerations shall conform to the City’s agronomic calendar. Additional turf aerations may be proposed as “Extra Work” by the Contractor, to meet the designated service level.
All proposals, and costs, must be approved by the City prior to additional turf aerations occurring. The Contractor can do more aeration, with City approval, at their own cost to relieve summer stress on turf.
Aeration plugs shall be properly destroyed to not pose a safety issue or interfere with the use of parks and facilities.
Any damage incurred is the responsibility of the Contractor, including valve boxes and irrigation components.
4.2.5 Shrubs and Landscape
All plants shall be maintained in a healthy and attractive condition. Landscaping shall also be maintained to provide secondary functions such as natural barriers, pollution/dust control and/or erosion control. All plant beds shall be maintained free of trash and debris.
4.2.6 Trimming
All plants that require pruning shall be pruned as needed to meet the intent of the landscape design per the assigned service level in the Parks & Landscape Maintenance Standards (Exhibit A). In general, to grow in a natural shape without excessive amounts of pruning. Shrubs growing along fences and walls shall be maintained at the height of the fence or wall. Clearances against walls and fences may be required to allow access for wall/fence maintenance and/or irrigation maintenance.
Shrubs and vines shall be pruned to always prevent encroachment over sidewalks or onto private property, and to maintain line of site visibility at select intersections.
Vegetation in front of all signs shall be pruned regularly so signage is always visible.
Vegetation should not obscure or block any drainage inlets.
A. Pruning Frequencies
Pruning shall be completed as described in the Parks & Landscape Maintenance Standards (Exhibit A). Most areas require pruning to be completed at least three (3) times per year. Some plant materials may need to be pruned more frequently depending on the species to prevent clearance issues. Additionally, some areas may require less pruning due to plant species or budget restrictions. The Contractor shall provide a schedule showing planned dates of completion for all areas. In general, the pruning cycles are designated as January- April, MayAugust, and September- December. Pruning for each area shall be completed by the end of each pruning cycle. If pruning is not complete, payment for the specific area or map page (Exhibit G may be withheld as outlined in Section 4.2.2.) B. Growth Regulators
Using plant growth regulators is an approved substitute for one pruning cycle when approved by the city.
4.2.7 Facility Grounds Maintenance
All facility grounds shall be maintained as described in Section 4.2 and to service level 2 as described in the Parks Landscape Maintenance Standards (Exhibit A).
The Pleasant Grove Wastewater Treatment Plant (PGWWTP), the Solid Waste Recycle Plant and the Barton Water Plant require additional maintenance indicated here:
• Bio-filters shall be maintained always weed free.
• Pre and post emergent herbicides shall be applied to pond slopes and chip sealed/gravel roadways a minimum of
two (2) times per year.
• Native/wild grasses shall be mowed and trimmed annually.
• Pre and post emergent herbicides shall be applied to gravel areas a minimum of two (2) times per year. Remove emerged weeds within thirty (30) days of discovery.
• Pre and post emergent herbicides shall be applied to barked areas a minimum of two (2) times per year. Remove emerged weeds within thirty (30) days of discovery.
• Westpark Drive and Phillips Road locations: Pre and post emergent herbicides shall be applied to all bark areas, tree rings, and shrub rings annually.
4.2.8 Service Levels
SERVICE LEVELS
The chart below outlines differences in allowable tolerances based on the three service levels. Each park or streetscape is assigned a service level, and the Contractor is expected to provide maintenance at that level unless otherwise noted. Tasks not listed in the chart below shall be maintained at the basic maintenance level described in the Parks & Landscape Maintenance Standards (Exhibit A).
1 2 3
Turf Care
Maintained
between:
Warm season
(Bermuda)
Cool season (Fescue
& Bluegrass)
1”-2”
2”-3.5”
1”-2”
2”-3.5”
1”-2.5”
2”-4”
Bare Areas Up to 5% up to 10% Up to 35%
Edging Weekly Every other
week
Once per month
Weeds None
(Street frontages,
play/picnic areas,
etc.)
No more than
20%
No more than 60%
Aeration 2x/year
(minimum)
1x/year
& as needed
As requested,
Landscaping & Trees
Hedge pruning Within 1’ under
top of wall/fence
Within 1’ under
top of all/fence
No more than 1’ over top of
fence/wall
Missing plant
material (includes
trees)
None within high
visibility areas
In limited areas
(up to 10%)
Acceptable
Weeds None within high
visibility areas
In limited areas
(up to 10%)
Acceptable, 1-4
applications per year as
budget allows
Pruning Shrubs More than 3/x
year (Minimum)
3/x year
(Minimum)
2/x per year
4.2.9 Refuse Disposal
Disposal of refuse (litter and green waste) shall be delivered by the Contractor, or its service provider, to the Materials Recovery Facility (MRF)/Western Placer Waste Management Authority facility. If necessary waste may be placed in a dumpster serviced by the City of Roseville, with advanced notice.
4.2.10 Traffic Control
Traffic control shall conform to the latest Caltrans Standards to ensure the safe flow of traffic and the safety of workers in traffic zones. All traffic control costs shall be included in the prices paid for the various contract items of work and no additional compensation will be allowed. A master traffic control plan shall be submitted and approved by the City’s Traffic Engineering Department prior to work starting.
Access to driveways shall be always maintained. When entering or leaving roadways which bear public traffic, the Contractor's equipment, whether empty or loaded, shall in all cases yield to public traffic.
4.2.11 Fingerprinting and Background Checks
Contractor, at its expense, must conduct a background check for each of its employees, as well as for the employees of its subcontractors, who will provide services to the City of Roseville.
Background checks are to be conducted via a request with the Department of Justice and the Federal Bureau of Investigations. Contractor shall maintain records for background checks and provide documentation if requested.
4.2.12 Fines and Fees
Fines or penalties levied against the city because of maintenance practices by the Contractor will be borne solely by the Contractor.
4.2.13 Meetings and Reporting
The City and the Contractor shall have an annual meeting once per year held in January to discuss any changes, contract cost and an overall evaluation of work performance over the previous year.
The City and the Contractor shall meet monthly to discuss and review ongoing work, work schedules and timelines for projects.
The Contractor shall be required to complete and provide reports to the City, including a maintenance schedule, as approved by the City, which shall include mowing, fertilization, aeration, pesticide applications, tree minimum clearance and pruning schedules. This schedule shall be finalized and approved by the City and shall reflect the ongoing maintenance schedules for work to be performed.
4.2.14 Performance During Inclement Weather
During periods of excessive rainfall that hinder normal operations, the Contractor shall adjust its workforce to accomplish those activities that are not affected by weather. The
prime factors in assigning work shall be the safety of the workforce and damage to turf and landscaping.
4.2.15 Acceptance
Acceptance by the City of any services furnished under the Contract shall occur only after the final review of authorized employees of the City.
The City shall reject and refuse to pay for, all non-conforming services.
Nothing in this section shall limit or restrict the warranty and remedy obligations of the Contractor specified in the Park and Landscape Maintenance Services Contract.
4.2.16 Safety
Safety provisions shall conform to Cal-OSHA Safety Orders, and all other applicable federal, state, county, and local laws, ordinances, codes, and regulations in performing the work under this Contract. Where any of these are in conflict, the more stringent requirement shall be followed. The Contractor’s failure to thoroughly familiarize itself with the safety provisions shall not relieve it from compliance with the obligations and penalties set forth therein. The Contractor shall develop and maintain for the duration of the Contract, a safety program that will effectively incorporate and implement all required safety provisions. The Contractor shall appoint an employee who is qualified and authorized to supervise and enforce compliance with the safety program. The Contractor shall take all precautions required by applicable regulations of the State Department of Industrial Relations.
4.2.17 Response Time
Contractor supervision shall be immediately available at all times Contractor employees are working on sites and must be available between 7:00 am and 10:00 pm each working day via phone or mobile device and must respond to an emergency/ major discrepancy in the Contract within two (2) hours of initial contact.
4.2.18 Qualified Contractor Supervision
Contractor must dedicate one point of contact for each geographic zone who shall oversee the contract in its entirety for the assigned geographic zone, including any Extra Work assigned. The point of contact shall facilitate all work and activities occurring with assigned City staff.
All Contractor’s supervisors must be qualified, proficient in English, trained and capable of providing adequate supervision and direction of all Contractor’s employees and must demonstrate verbal and written communication skills sufficient for the work required herein.
4.2.19 Contractor’s Employees
This Contract is intended to be a “partnership” between the City and the Contractor.
The quality of the Contractor’s work reflects directly upon the City. Only
Contractor’s employees and subcontractors are allowed on City property where work is being performed.
The City reserves the right to direct Contractor to remove from assignment to City facilities such employees of Contractor or subcontractors deemed incompetent, careless, insubordinate, or in any way objectionable by City, including any personnel whose actions are deemed by the City to be contrary to the public interest or inconsistent with the best interests of the City.
Contractor’s employees and subcontractors shall not use any tobacco product in any city park or within twenty (20) feet of any entrance to a public building.
4.2.20 Employee Uniforms
The Contractor shall provide each of its employees with uniforms. At all times, personnel shall wear uniforms. Uniform apparel shall be kept neat, clean, and in good repair. All uniforms shall include the Contractor’s name and logo.
4.2.21 Contractor’s Equipment
The on-site supervisor shall ensure that all contractor-supplied equipment is in good working order. Any damaged equipment or equipment in need of repair shall be removed from the site. Contractor shall be responsible for any damage to the work sites, City or private property, or any injuries caused by Contractor’s equipment or personnel.
All Contractor vehicles must be neat, clean, well maintained and labeled with the company name.
4.2.22 Locks and Keys
The Contractor shall be responsible for the series of keys assigned to it and shall assign these keys to its personnel for use in maintaining the facilities. The Contractor shall properly use and keep safe all keys or locks issued by the City to the Contractor.
The Contractor shall report all lost or stolen keys or locks to the City within twenty-four (24) hours of discovery. The Contractor shall reimburse the City for the total cost of replacement keys and/or locks that have been lost.
Upon termination or cancellation of the Contract, the Contractor shall immediately return all keys, access cards, remotes, etc. to the City.
4.2.23 Vandalism and Damage
Contractor shall notify the City of all vandalism, defects, and/or safety items within one (1) business day of discovery to Park Maintenance at (916) 774-5748.
All damage to landscaping, irrigation equipment, real property or any related structures caused by Contractor during its performance of the Contract shall be the responsibility of the Contractor. Repairs to turf shall be made with sod.
The city may request quotes from Contractor for vandalism repairs, which would be awarded as “Extra Work.” Commencement of work will proceed only after City approval.
4.2.24 Irrigation
4.2.24.1 Irrigation ProgramManagement
All required scheduling and operation of the irrigation controllers reflecting weather changes and water needs will be covered under this Contract. The contractor shall make all adjustments and setting of controllers to establish the frequency and length of watering periods. Any malfunction of controllers including communication failures must be reported immediately to the City along with a proposal for correction with costs. The City’s Irrigation Technician can assist with troubleshooting controller issues after power has been verified and physical connections have been inspected.
Controller programs shall incorporate the following conditions:
• Meet all City and State ordinances including where
applicable the Water Efficient Landscape Ordnance
(WELO).
• Program around parks, sports fields and facility use and events. • Reflect actual requirements of soil and plants.
• Avoid runoff onto streets, sidewalks, fences, walls, and other non- target areas.
• Maximize public use of City property.
Monthly from March through November at the City’s request, the Contractor shall provide the irrigation schedule to the City’s Irrigation Technician by the 10th of the month. This report shall include the following information:
• All irrigation programs set on controllers.
• Irrigation schedules start times for each irrigation program. • Irrigation run days for each irrigation program.
• Irrigation cycle length, in minutes for each station in an irrigation program.
• Number of repeat cycles for each station in an
irrigation program.
For any controller schedule not supplied by the 10th day of the current month by Contractor in any month during season per the City’s request, a $50.00 penalty per controller may be assessed. Contractor shall have the penalty deducted from the monthly payment for the District, Park, and/or Facility financially responsible for that irrigation controller. Each station shall be adjusted to meet the needs of the
specific area unless authorized by the City, as well as, adjusted due to weather conditions and run off.
Maintain a minimum of two qualified user/programmers for both ICC pro and Calsense central control systems.
4.2.24.2 Irrigation Schedule
An irrigation schedule is developed based on current controller settings, visual observation, and the results of moisture probing. Adjustments shall be made to the controller when the soil moisture profile is found to be too dry or too wet.
Adjustments shall also be made as needed to ensure plant health.
Adjustments to the schedule shall occur as needed to accommodate changes in area use and/or environmental changes to individual areas.
4.2.24.3 Soil Moisture Testing
Soil probing shall be conducted regularly in all areas to ensure proper soil moisture levels to meet plant water requirements.
4.2.24.4 Irrigation Repair & System Checks
The Contractor shall perform a complete irrigation check of all heads, valves, quick couplers, etc. for every irrigation system before system start up and no later than April 1st. The Contractor shall supply the City with a written report of every irrigation check as it is completed. Needed repairs shall occur throughout that same period, with the approval of the City, to ensure a fully operational system at the beginning of each spring. System evaluations, and repairs shall be made as outlined in Parks & Landscape Maintenance Standards (Exhibit A).
Contractor is responsible to replace batteries annually on battery operated valves or controllers.
Irrigation system repairs shall occur and be compensated as stated below:
All repairs will be completed prior to the next scheduled watering event. If this is not possible, the City should be contacted. Loss of plant material due to delay of repairs is the responsibility of the Contractor.
Irrigation system repair will be the responsibility of the Contractor. All replacement materials are to be with new original types and models and consistent with Park construction standards unless a substitute is approved by the City. The Contractor shall implement repairs in accordance with all effective warranties, and no separate payment shall be made for repairs on equipment covered by warranties. All repairs shall be guaranteed for 90 days after repair is complete.
Maintenance, repair, and replacement of malfunctioning irrigation heads and quick couplers, including risers and/or swing joints, shall be covered in the Contractor’s base bid. The Contractor shall provide labor for the above items at no extra charge and shall bill the City for the required parts with a maximum mark up of 10% over the actual cost.
Replacement of valves, filters, valve boxes, and wiring shall be considered “Extra Work” in their entirety. Decisions regarding repair verses replacement will be made by the Contractor and the City jointly. If there is a disagreement with regards to how to proceed the City’s choice will prevail.
Maintenance and regular cleaning of reclaimed mainline filters shall be covered in the Contractor’s base bid. These filters are located at the point of connection of reclaimed water systems in the following Districts: Sierra Vista, Creekview, West Park Westbrook and parts of Fiddyment. They should be cleaned regularly as needed to supply adequate water for irrigation.
Repair and replacement of lateral lines, main lines, check valves, and controllers shall be considered “Extra Work” in their entirety.
Repairs and replacements of any irrigation component or property damaged by the Contractor or because of negligence, error, or omission by the Contractor shall not be submitted to the City for payment and are the responsibility of the Contractor.
Repair and replacement of any irrigation components or property that is a result of vandalism, or unintentional damage, caused by the public shall be considered “Extra Work” in its entirety. All vandalized components must be reported to the City within one (1) working day with photos of the area. Photos of the repair or replacement must be reported for the Contractor to be compensated. If the vandalized components are not reported within one (1) working day the Contractor will be paid based on the above stated criteria for repair and replacement.
When the Contractor observes or is notified of water waste due to excessive overspray, overwatering for irrigation system malfunction, Contractor shall respond within twenty- four (24) hours. Repairs/adjustments shall be made prior to the next watering event. Any fines or fees incurred due to non-compliance with WELO shall be the responsibility of the Contractor.
In all streetscapes, system checks shall be done in accordance with the service levels outlined in the Parks & Landscape Maintenance Standards (Exhibit A).
4.2.24.5 Recycled Water
Recycled water is used in areas of the City parks and landscapes. Contractor’s staff shall be trained in the proper techniques for working with recycled water and it is the responsibility of the Contractor to ensure compliance with all safety and health precautions.
The Environmental Utilities Department may request to observe system checks on recycled water systems. This shall be coordinated through the Parks Division.
4.2.24.6 Other Irrigation Conditions
City will provide all the water and electricity necessary for the Contractor to perform the services except instances where excessive costs are incurred by the City due to water/electricity waste or negligence by the Contractor.
A. If the City determines that excessive utility costs due to waste or negligence have occurred and are a result of Contractor’s actions, the City may withhold from payment to the Contractor those funds necessary to reimburse the City for these additional costs.
B. If there is a difference of opinion between the City and the Contractor as to whether there has been waste due to the negligence of the Contractor, the opinion of the City willprevail.
C. At the City’s request the Contractor may be required to attend a monthly water conservation meeting with the city and the City’s other partners. This meeting is designed to discuss best management practices, water usage to date, mandated restrictions, and City goals.
This group is required to work as a team to accomplish City-wide irrigation goals.
4.2.25 Plant Loss
It is one of the Contractor’s prime responsibilities to prevent loss of plants caused by pests, diseases, insects, soil conditions, nutrient, micro-climatic conditions, improper planting, or improper irrigation practices.
Contractor shall be continuously alert in locating and defining problems and will exercise prompt and proper corrective action. Contractor must report to the City any findings of damage to plants in writing with photo documentation and will be held responsible for replacement if failure to identify a problem and notify the City in writing prior to plant failure. Within thirty (30) days of the execution of the Contract a preliminary written report shall be submitted for major corrective problems not covered in the Contract along with thecosts.
Contractor shall replace, at the Contractor’s cost, any dead, stunted, or damaged plantings that are the result of the Contractor’s negligence that are not addressed.
Plants lost from Contractor’s negligence shall be replaced, at the Contractor’s expense, within thirty (30) days of discovery by City staff. Replacement plants shall be comparable in size to the lost plant up to a maximum size of a thirty-six (36) inch box, or if smaller, the size shall be approved by the City. Planting time frame will be at the discretion of the City and must be approved prior to work beingperformed.
The Contractor shall not be held responsible for plant losses due to maladies beyond the Contractor’s control; this includes, but is not limited to, disease or insect attack for which there is no legal recommended control, acts of vandalism, earthquakes, fires, storms, freezing/frost, and related events. Contractor shall report all such conditions to the City in writing within seventy-two (72) hours of occurrence and submit a proposal for the work or repairs along with the costs. The Contractor shall obtain City’s authorization prior to proceeding with the work.
Failure to notify the City within seventy-two (72) hours of occurrence will result in replacement at the Contractor’s cost as if the cause was Contractor negligence.
Plants in a state of decline shall be documented and brought to the City's attention for inspection immediately and before removal. The City shall pay labor and material for plant replacement not caused by Contractor negligence, as deemed by the City, on an actual time and material basis. Plants removed without notification to the City will be the Contractor’s responsibility to replace.
The City shall approve all replacement plants that differ in species. However, replacing plants shall not be used by the Contractor as a substitute for proper care. The City will
consider Contractor negligence a breach of contract with full responsibility for costs and losses.
It shall be understood that new plantings may have different irrigation requirements than established plantings, and it shall be the Contractor's responsibility to ensure that new plantings have appropriate irrigation scheduling, and at no additional cost to the City. This includes plantings performed by Contractor as “Extra Work”, as replacement plants, or those plants that may be installed by City staff or other third party, provided that the Contractor has received proper notification that such plantings have occurred.
Upon termination of the Contract, the City reserves the sole right to withhold final payment(s) in the amount necessary to replace any damaged or dying plant material that is a result of Contractor negligence, or to restore any site which is in a condition that is worse than when the Contract was executed.
4.2.26 Pesticide Use
Many federal and state agencies have jurisdiction over pest control activities related to use of pesticides, vegetation management, worker safety, hazardous material disposal, impacts of pesticide use on air and water quality and on wildlife. Primary pesticide regulation is by the US Environmental Protection Agency (EPA) with additional regulation and enforcement by the California Environmental Protection Agency. The California Department of Pesticide Regulation (DPR) is the regulatory arm of California EPA. Local enforcement of pesticide regulations performed by the Placer County Department of Agriculture.
Any pesticides used must be on the City’s approved list for use. Contractor is responsible for acquiring a recommendation from a State of California licensed Pest Control Advisor and safety training of contract employees. Any damage to plants or other property due to pesticide use is the responsibility of the contractor.
Pesticides applications shall be excluded at School sites/property unless requested by the City.
4.2.26.1 Notification
Contractor shall notify the City at least one week prior to date of application of any pesticide, so irrigation schedule can be adjusted. The City will follow the same procedure when notifying the Contractor at sites where the contractor manages the irrigation schedule.
4.2.26.2 Reports
Contractor shall submit all pesticide applications through a pesticide use report to the County of Placer Agricultural Commissioner monthly. A copy of the monthly pesticide use reports shall be submitted to the City indicating
each site that has been treated the previous month and listing all chemicals used.
4.2.26.3 Storm Water
The City has a General Storm water Permit called the State Water Resources Control Board, Water Quality Order No. 2013-001-DWQ, National Pollutant Discharge Elimination System (NPDES), General Permit No. CAS 000004. The intent of the permit is to reduce the discharge of pollutants in storm water to the maximum extent practicable, and in a manner designed to achieve compliance with water quality standards and objectives, and effectively prohibit non- storm water discharges into the municipal storm drain system and watercourses within the City and State. The Contractor is responsible for ensuring all landscape maintenance activities adhere to guidelines identified in the permit.
All fertilizers shall be kept out of the gutter and off the sidewalks. Fertilizer deposited onto the gutters, sidewalks or streets during application is to be blown back onto the landscape area immediately. Blowing of lawn clippings, leaves or other landscape debris into the gutter or storm drain inlets is strictly prohibited.
No drains shall be obstructed by plant material or bark/mulch. During irrigation repairs, all mud and water is to remain in the landscape area. No turbid discharge is allowed into the gutter or drains.
4.2.27 Fertilization
The Contractor will be responsible for performing fertilizations of turf and landscape in parks, streetscapes, and designated facilities at the City’s direction within specific time frames.
All fertilizations shall be considered “Extra Work” and shall not be included in the base bid. The City reserves the right to purchase all fertilizer products and have those products delivered to the Contractor. Timing of such deliveries and quantities will be determined jointly by the city and the Contractor.
The City also reserves the right to have the Contractor purchase the product directly and to include the product price in a quote for service. All major fertilizations shall conform to the City’s agronomic calendar plan and City approved products.
4.2.28 Agronomic Calendar
On an annual basis the City establishes an agronomic calendar for the upcoming year. This calendar includes timing for pre and post emergent herbicide applications, fertilizer applications, aerification schedules, etc.
If requested by the City, the Contractor shall provide input on the yearly agronomic calendar. The calendar is a guiding tool for maintenance practices each year. The Contractor is expected to be able to perform requested
applications within specified timelines, except for uncontrollable circumstances such as weather. The Contractor shall notify the City in writing of such circumstances. The city will provide or approve products to be used throughout the city. The city understands that specific areas may require specific needs.
Those needs may fall outside of the agronomic calendar and will be addressed on a case-by-case basis.
4.2.29 Bark Mulch
The Contractor shall notify the City when areas need new bark mulch. The City reserves the right to have the bark installed in any manner that it sees fit and by whomever it sees fit. If the city requests that new bark mulch, be added by the Contractor, it will be considered “Extra Work” in its entirety.
4.2.30 Clearance Tree Pruning
The Contractor shall prune trees for clearance as part of the base bid per current Parks & Landscape Maintenance Service Levels (Exhibit B).
4.2.31 Turf Management
Turf mowing and edging shall be performed as needed to meet the City parks and landscape service levels. Edging should not create gaps no wider than 1/4" around infrastructure.
When turf cannot be cut on the scheduled day due to rain, turf shall be cut as soon as weather and ground conditions permit. Sports field mowing should be done later in the week to provide the best possible playing surface on weekends. Any schedule change should be reported immediately.
4.2.32 Additional Work
Contractor shall agree to accept Additional Work assigned by City during each contract period, at the costs quoted in the proposal or at adjusted costs for succeeding annual periods. “Additional Work” is defined as future work or landscape maintenance in areas yet to be established, such as new park sites or new streetscapes.
4.2.33 Extra Work and Improvement Work
Extra Work and Improvement Work are not included as part of the base bid. Contractors shall provide a cost proposal for Extra Work. Improvement Work is described for reference only and does not require a cost proposal currently.
4.2.33.1 Extra Work
“Extra Work” is defined as those services and tasks specifically pertaining to Landscape Maintenance, as defined by the Department of Industrial Relations (DIR), either Routine or Complex, but beyond the service levels described herein.
Any Extra Work will be considered additional requests above and beyond the base service levels identified in the Parks & Landscape Maintenance Standards (Exhibit A).
Below is a non-exhaustive list of items the City will deem Extra Work, provided they are not required because of Contractor’s negligence or failure to perform its contracted duties:
• Repair of damaged or faulty irrigation (as described in Section 4.2.24.4) • All fertilizations
• Seasonal turf renovation including de-thatching, over-seeding, and sod patching.
• Additional turf aerations beyond the assigned service level • Replacement of plant material
• Replacement of seasonal color flowers
• Herbicide / pesticide application beyond the assigned service level • Installation of bark / mulch / playground fiber
• Weed abatement, weed mowing, installation of firebreaks. • Cleaning / repair of vandalism
• Any additional landscape maintenance work, at the City’s sole discretion, that is not already described above and is not already a part of the contract scope.
Bid requests for hourly rates, unit costs, markups, etc. can be found in the Cost Proposal Bid Sheet for Extra Work (Exhibit C).
If tree pruning beyond basic clearance pruning is assigned as “Extra Work,” the Contractor shall follow the tree pruning standards as described in the Parks & Landscape Maintenance Standards (Exhibit A).Additionally,the City maintains a current electronic inventory of every City owned tree.If any tree work is performed ranging from beyond basic clearance pruning to removal, the City’s Urban Forester must be notified prior to work, and at the conclusion of work, so that proper records can be maintained.
The Contractor shall identify the tree on an aerial map with notes of the species and measured diameter at breast height (DBH) and provide the map to the Urban Forester.
The Contractor shall be required to work with City staff to notify residents living near the tree work location will be completed prior to commencement of the work.
Emergency items, such as storm damage, do not require advanced notification.
Prior to the Contractor performing any Extra Work, the Contractor shall prepare and submit a written description of why the Extra Work is required, what type of work is proposed, and a cost estimate for the Extra Work as stated in the Cost Proposal Bid Sheet for Extra Work (Exhibit C). The cost estimate shall not exceed unit prices provided on the Cost ProposalBid Sheet for Extra Work form, if applicable, unless otherwise agreed upon by the City that extenuating circumstances or field conditions warrant such adjustment.
No work shall commence without written authorization from the Parks Superintendent, or his designee.
Notwithstanding the above authorization, when a condition exists where there is imminent danger of injury to the public or damage to property, the Parks
Superintendent or his designee may verbally authorize the Extra Work to be performed upon receiving a verbal estimate from the Contractor. However, within twenty-four (24) hours after receiving a verbal authorization, the Contractor shall submit a written estimate to the Parks Superintendent for approval.
The cost estimate for Extra Work shall consist of the following elements:
• Unit costs, if applicable, or anticipated labor hours at appropriate rates provided in the Cost Proposal Bid Sheet for Extra Work (Exhibit C), unless certain higher wage rates are required for specific tasks.
• Actual cost of materials with negotiated percentage increase for overhead and profit, with a maximum markup of 10% over actual cost.
Materials may be provided by the City of Roseville.
All Extra Work shall commence on the specified date established and shall diligently proceed until completion.
Upon completion of the Extra Work the Parks Superintendent, or his designee shall be notified so that the work may beverified.
Contractor shall submit an invoice for compensation with the approved Cost Proposal Bid Sheet for Extra Work (Exhibit C). Photocopies of original invoices for materials shall be made available upon request of the City. If Contractor is using parts from its stock, an itemized list of parts used with unit prices shall accompany the invoice. Compensation shall not exceed the written estimate.
The Contractor's invoice shall be subject to audit and review by the City prior to payment.
The City reserves the right to repair and/or contract with a third party to perform Extra Work.
4.2.33.2 Improvement Work
Included for reference only, Improvement Work is defined as landscaperelated services, tasks, or projects that require prevailing wage trade categories not covered by DIR under Landscape Maintenance and will be performed under a separate contract. This includes new landscape construction and renovation work.
Below is a non-exhaustive list of items the City will deem Improvement Work:
• New landscape construction projects.
• Large scale landscape conversions and renovations.
• Irrigation system conversions.
• New drainage installation.
• Concrete / hardscape / fence repair and installation.
2.1 Multiyear Agreements The initial contract will be from date of award through December 2028 with up to 3 renewals, two years each. .
The City reserves the right to renew the contract for additional years, two (2) years at a time at its sole discretion. The vendor receiving the contract award for the initial contract will retain that contract award throughout the life of the contract, including the optional renewal years.
The initial contract will be awarded based on the prices determined through the initial contract negotiation process. Sixty days prior to the expiration date of the current contract, the City is willing to re-negotiate out-year pricing (increases and/or decreases) based on market fluctuations. The pricing for each renewal year will be evaluated based on what the City deems to be fair and reasonable pricing. Any requests made by the vendor for a price increase must be fully documented utilizing an appropriate Consumer or Producer Price Index or other relevant market data to justify a price change. In its request for price increases Seller shall cite sources, specific conditions, and document how those conditions affect the cost. The City of Roseville is also willing to re-negotiate pricing if it is affected by catastrophic circumstances (example: unforeseen national/world crisis or acts of God).
Price adjustments will not be automatic. They must be mutually agreed upon by both the City and the vendor. The City will review the proposed pricing and determine if it is allowable, fair, reasonable, and in the best interest of the City to extend the agreement.
5.0 ASSURANCE OF DESIGNATED PROJECT TEAM
Proposer shall assure that the designated project team, including sub-consultants or sub-contractors (if any), is used for this project. Departure or reassignment of, or substitution for, any member of the designated project team, sub-consultant(s) or sub-contractor(s) shall not be made without the prior written approval of the City.
6.0 PROPOSAL FORMAT REQUIREMENTS
Each response to this RFP shall include the information described in this section. Provide the information in the specified order. Failure to include all of the information specified may be cause for rejection. Additional information may be provided but should be succinct and relevant to the goals of this RFP. Any additional information that a proposing Contractor wishes to include that is not specifically requested should be included in an appendix to the proposal.
Contractors are encouraged to keep the proposals brief and to the point, but sufficiently detailed to allow evaluation of the project approach. Unauthorized conditions, omissions, limitations or provisions attached to a proposal may render the proposal non-responsive and may cause its rejection.
Proposers are warned against making erasures or alterations of any kind, without initialing each and every such change. Proposals that contain erasures or irregularities of any kind, without such initialing, or omissions, may be rejected.
If provided via regular mail, the proposal should be bound or contained in a loose-leaf binder. Document pages shall be 8-1/2 inches by 11 inches in size or folded to such a size. Use section dividers, tabbed in accordance with this section as specified below.
6.1 Cover Letter with the following information:
• Title of this RFP
• Name and Mailing Address of Firm (include physical location if mailing address is a PO Box) • Contact Person, Telephone Number, Fax Number, and Email Address • A statement that the submitting Contractor will perform the services and adhere to the requirements described in this RFP, including any addenda (reference the addenda by date and/or number).
6.2 Signature Requirements - The attached Proposer’s Certification (Attachment A) shall be executed by an official(s) legally authorized to bind the Contractor which states that the proposal is valid for ninety (90) days. Include the executed copy of the Proposer’s Certification under Tab G. Note: This is ninety (90) days following the closing date for the receipt of all proposals. • Proposals submitted on behalf of a Partnership shall be signed in the firm name by a partner or the Attorney-in-Fact. If signed by the Attorney-in-Fact, there shall be attached to the proposal a Power-of-Attorney evidencing authority to sign proposals, dated the same date as the proposal and executed by all partners of the firm.
• Proposals which are submitted on behalf of a Corporation shall have the correct corporate name thereon and the actual signature of the authorized officer of the corporation written (not typed) below the corporate name. The title of the office held by the person signing for the corporation shall appear below the signature of the officer. • Proposals which are submitted on behalf of a Limited Liability Company (“LLC”) shall be signed by the person or persons authorized to bind the LLC under the LLC’s articles of organization.
• Proposals which are submitted by an Individual Doing Business under a firm name (“dba”) shall be signed in the name of the individual doing business under the proper firm name and style.
6.3 TAB A: Firm’s Qualifications – Describe your firm and provide a statement of your firm's qualifications for performing the requested services. Identify the services which would be completed by your firm's staff and those that would be provided by sub-consultants or sub-contractors, if any.
Identify any sub-consultants or sub-contractors you propose to utilize to supplement your firm’s staff. Include the firm’s organizational chart, including its constituent parts, and size variation of staffing levels in the past five (5) years.
6.4 TAB B: Experience and References – Provide a summary of your firm’s experience in providing these or similar services. Provide a minimum of three (3) references for projects or services similar in nature and scope that your firm’s team members have completed in the last five (5) years. Include brief descriptions of the projects, dates, client names and contact persons’ names, addresses and telephone numbers. Public sector references are preferred.
6.5 TAB C: Staffing, Resources and Service Description– Provide details of your company’s approach to the successful management of this contract based on the General Conditions in Section 4 and the Parks & Landscape Maintenance Standards (Exhibit A). Include detailed descriptions regarding your company’s approach to the following operational items:
Resources and methodology that will be used to complete each element of the requested services.
Describe how your company will make available the equipment and
supplies (i.e., machinery, signs, cones, tools, chemicals, etc.) needed to perform all work and where equipment will be stored.
Communication methods between supervisors, office staff and field staff. Systems your company uses to assign, track, and evaluate work performed by employees.
Staffing and work plans that include work strategies needed to maintain each park, district, or area throughout all seasons of the year. Describe your company’s employee retention program and philosophy.
Include an overview of employee benefits packages for all employee categories to be assigned to this contract, including supervisors, full-time line staff and part- time line staff for each area in the bid.
6.6 TAB D: Project Understanding – Based on the available information, supplemental research, field observations, and experience with similar projects, provide a narrative describing your understanding of the services requested in this RFP, your general approach and any major challenges to achieving the City’s stated goals. Include any issues that you believe will require special consideration for this project. Also identify any unique approaches or strengths that your firm may have related to this project. City staff will assess your understanding of all aspects of the project based on the overview.
6.7 TAB E: Customer Service and Quality Assurance – Discuss your company’s vision of customer service and quality assurance. Describe steps your company takes to ensure all staff will provide an exceptional experience to the public and the City of Roseville. Provide details and methodology on howyour companyperforms quality control and measures taken to correct items not meeting the City of Roseville standards identified in General Conditions (Section 4.2) and in the Parks & Landscape Maintenance Standards (Exhibit A). Exhibit F provides a sample quality assurance document used by the City of Roseville. Please provide samples of documents your company uses to facilitate thorough quality assurance checks.
6.8 TAB F: Chemicals -- List the chemicals proposed for use in this Contract. Describe how each will be used and methods used to comply with the Department of PesticideRegulation.
6.9 TAB G: Irrigation- Describe your company’s plan and strategy for maintaining irrigation systems and preventative measures taken to ensure maximum efficiency and water conservation. Discuss experience with any centralized irrigation systems, specifically Motorola and Calsense. Include any strategies used in designating the responsibilities of the Contractor and the City and how it differs from a non-centrally controlled system.
6.10 TAB H: Liability Issues- Discuss how your company handles damage or theft claims from the public. What is the process you follow to ensure claims are handled in a timely manner?
6.11 TAB I: Billing and Invoicing- The City requires billing and invoices to meet the needs of our accounting and budgeting structure. Bills and invoices must be presented to the City in a timely manner. Invoices shall include district or general fund area name, if it is a Park, Landscape or Facility, Purchase Order Service Agreement number, Purchase Order Service Agreement line number and monthly cost or individual amount for specific work. In addition, “ExtraWork”
invoices shall include a description of work performed, billable hours, cost for any parts, and grouping of work performed within a district or general fund area. • Exhibits D and E provides sample invoices that shows the variety of districts, contracts and account information required on all billing invoices and a sample extra work invoice. Describe your company’s ability to provide similar invoices or other options that will meet the needs as shown.
6.12 TAB J: Cost Proposal- The Parks and Landscape Maintenance Services RFP is formulated for the Contractor to provide a proposal for specific District zones in two geographical areas, Facilities, Schools sites, Non-Parks, Recreation & Libraries locations and Parks (Exhibit B) within the City of Roseville. This proposal can be for one area or all locations. The City reserves the right to award individual geographic zones to different contractors and/or negotiate cost proposals. Additionally, the City reserves the right to adjust the geographic zones and bid locations as needed.
Base bid prices shall include everything necessary for the completion of and fulfillment of the Contract, including but not limited to, furnishing all transportation, materials, equipment, and all management, supervision, permits, labor, and services, to comply with the designated service level, for each area, unless otherwise identified as “Extra Work” within this document.
Proposal prices shall include all applicable federal, state, and local taxes. The prices should be listed by yearly lump sums. The basis of payment shall be on a monthly fixed price basis or as otherwise agreed to in writing by the City.
All proposers must complete the Cost Proposal Bid Sheet for Routine Work (Exhibit B). Please provide a total cost to complete all services at each park, streetscape, school, and facility listed to meet the standard service level, unless otherwise noted, described in the Parks & Landscape Maintenance Standards (Exhibit A). Additionally, the Contractor shall provide pricing for the add alternatives as listed to allow the contracted services to be selected as needed to meet budgets in certain districts.
All proposers must complete the Cost Proposal Bid Sheet for Extra Work (Exhibit C). “Extra Work” is described in Section 4.2.27.1 and will not be considered part of the routine maintenance or base bid prices. Additionally, indicate what your material markup is over wholesale price.
The Parks and Landscape Maintenance Services RFP reflects consistent maintenance service levels across the City. Depending on proposal prices submitted and the current funding status, the City may be required to lower or increase services to individual zones or areas based on funding availability.
Examples of possible reductions include mowing less frequently, or no fertilization or aeration. Possible increases could include adding an additional pruning cycle, additional weed management or more mowing. The City will only award a contract if the cost of the agreement is at or below the approved funding allotment for specific areas, parks, and districts.
The initial proposed pricing must be in effect for eighteen (18) months based on the time period of the initial contract. At the request of the Contractor, City and Contractor will meet and revise prices to be effective for the next fiscal year (July 1– June 30)in January of each year. This increase shall not exceed 3% in any one year, including any extensions in the term
of the Agreement. City also agrees to adjust payments to reflect changes in work quantities and to pay for new work assigned to Contractor at the contract rates then in effect.
Adjustments to quantities may be requested by either party and is subject to field verification byCity.
6.13 TAB K: Required Statements/Documents – Include statements of assurance regarding the following requirements in the proposal:
• Non-substitution for the designated members of the team without approval by City staff (Section 5.0)
• The absence of a conflict of interest (Section 10.4)
• Indicate your ability and agreement to fulfill the indemnification and insurance requirements contained in the sample contract (Section 10.7). (Please note that actual certificates of insurance are not required as part of your submittal.) • A statement that nothing contained in the submitted proposal will be proprietary. (Section 10.23)
Submit the following documents with proposal:
• Proof of registration with California Secretary of State. Note: All proposers must be registered with the Secretary of State or have a valid exemption by the time of award. • Executed copy of Proposer’s Certification (Attachment A) • Levine Act Disclosure Statement Form (Attachment B)
• Contractor Licenses (Attachment C)
• Subcontractor List (Attachment D)
• Executed copy of Non-collusion Declaration (Attachment E)
6.14 TAB H: Exceptions – Describe any and all proposed exceptions, alterations or amendments to the Scope of Services or other requirements of this RFP, including the Sample Contract (Attachment F). The nature and scope of your proposed exceptions may negatively affect the evaluation of your submittal and the City’s determination of whether it is possible to successfully negotiate a contract with your firm.
6.15 TAB I: Competency of Proposers – The City wants to ensure that the successful Contractor has the necessary facilities, ability, experience, and financial resources to provide the services specified herein in a satisfactory and timely manner. Please list and explain any pending bankruptcies, liens, stop payment notices, judgments, lawsuits, arbitrations, mediations, foreclosures, and any similar actions filed or resolved in the past seven (7) years. Please indicate whether a client has ever terminated a contract with your firm for breach, and if so, please explain. Also, furnish a statement of financial resources demonstrating that the Contractor has the ability to maintain a staff of regular employees, sub-consultants or sub-contractors adequate to ensure continuous performance of work, and demonstrating that the equipment for the work contemplated is sufficient, adequate and suitable.
7.0 SUBMITTAL INSTRUCTION
7.1 Your submittal package shall include the following:
If mailing, the below guidelines apply.
• One (1) original and four (4) printed copies of your proposal; and • One (1) electronic copy of your proposal in PDF format on a flash drive or other electronic media
OR
If submitting your proposal via electronic mail, then send one (1) copy of the proposal to [email protected]. The file size limit is 25 megabytes.
7.2 Proposals shall be submitted not later than the time and date indicated on the cover page of this RFP. If mailing the proposal, then it shall be submitted in a sealed envelope or container and clearly marked with the RFP title on the outside of the parcel. Complete and attach the “Sealed Proposal” label to the outside of the envelope or package containing your proposal.
7.3 Proposals shall be delivered to:
City of Roseville
Attn: City Clerk Department
311 Vernon Street
Roseville, CA 95678
Or electronically mailed to: [email protected]
7.4 The City shall not be responsible for proposals delivered to a person or location other than that specified herein.
7.5 Postmarks will not be accepted, and proposals received after the deadline date and time will not be accepted or considered. No exceptions.
7.6 The City reserves the right to waive minor defects and/or irregularities in proposals and shall be the sole judge of the materiality of any such defect or irregularity.
7.7 All costs associated with proposal preparation shall be borne by the proposer.
8.0 EVALUATION CRITERIA
The following evaluation criteria and rating schedule will be used to determine the most highly qualified firm(s).
Evaluation Criteria
Maximum
Points
Possible
A. Experience and qualifications of firm and proposed
staff/sub-consultants/sub-contractors 15
(per Sections 6.3 - 6.5)
B. Understanding of the Project – Proposed Project Plan (per Section 6.6 – 6.7) 35
C. Proposed Cost
(per Section 6.8) 25
D. Performance and Ability 15
E. Customer Service and Quality 10
Total Possible Points: 100
9.0 SELECTION PROCESS
9.1 Award of the RFP shall be made to the responsible proposer whose proposal is determined, through a formal evaluation panel process, to be the most advantageous to the City after the evaluation panel has taken into consideration the evaluation factors set forth in the RFP. A master score sheet shall be created based on the evaluation panel’s initial evaluation. Proposals shall be scored according to the criteria stated in the RFP.
9.2 Proposals submitted will be reviewed by a selection committee. Contractors that have submitted the best and most complete proposals may be invited to an interview. The number of Contractors invited to an interview may vary depending upon the number of proposals submitted.
9.3 Should the City elect to conduct interviews with any proposers, the following criteria shall be considered and each proposer ranked by the evaluation panel during the interview process:
a) Quality of presentation, b) Ability to meet the City’s business goals, c) Communication style.
9.4 The City reserves the right to make a selection after review of the proposals without oral interviews; therefore, the proposal should be submitted initially on the most favorable terms that the Contractor might propose.
9.5 A contract will be negotiated with the Contractor considered best meeting the City’s need for this project. In the event a mutually satisfactory contract cannot be negotiated with the City’s first choice, negotiations may be terminated and commenced with the Contractor considered next best in meeting the City’s needs for this particular project.
9.6 The selected Contractor will be required to execute a City prepared contract. The contract may further refine the scope of services and will provide for the terms and conditions of employment.
9.7 The award of any contract is expressly contingent upon City Council approval and the availability of funds. City staff may not legally bind the City to a contract.
9.8 The City reserves the right to reject any or all proposals, or to waive minor irregularities in said proposals, or to negotiate minor deviations with the successful Contractor(s). In the case of differences between written words and figures in a proposal, the amount stated in written words shall govern. In the case of a difference in unit price versus the extended figure, the unit price shall govern.
9.9 The City reserves the right to seek clarification on any or all proposal submittals to ensure the RFP specifications are met. Proposals may be rejected from any proposer who does not comply with the City’s request for clarification.
9.10 Once a decision has been made to award the contract, then a formal notice of the intent to award to the recommended proposer(s) shall be made by the Department.
9.11 A City of Roseville business license as well as all applicable permits, licenses and certifications required by local, state or federal law are required before the award of contract.
10.0 GENERAL TERMS & CONDITIONS
10.1 Standard Contract. Upon completion of the evaluation and recommendation for award, the selected Contractor will be required to execute an agreement prepared by the City, a sample of which is included as Attachment F.
10.2 Independent Contractor. At all times the Contractor shall represent himself/herself to be an independent contractor offering such services to the general public and shall not represent himself/herself, or his/her employees, to be an employee of the City. Therefore, the Contractor shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers’ compensation, employee insurance, minimum wage requirements, overtime, etc., and agrees to indemnify, save, and hold the City, its officers, agents, and employees, harmless from and against, any and all loss, cost (including attorneys’ fees), and damage of any kind related to such matters.
10.3 Non-Appropriation. The City may terminate any resulting contract at the end of any fiscal year, June 30th, without further liability other than payment of debt incurred during such fiscal year, should funds not be appropriated by its governing body to continue services for which the contract was intended.
10.4 Conflict of Interest. The Contractor shall warrant that no official or employee of the City has an interest, has been employed or retained to solicit or aid in the procuring of the resulting contract, nor that any such person will be employed in the performance of such contract without immediate divulgence of such fact to the City. Contractors submitting a proposal in response to this RFP must disclose any actual, apparent, direct, indirect, or potential conflicts of interest that may exist with respect to the Contractor or the Contractor’s management or employees relative to the services to be provided to the City.
Conflict of interest issues may require consultation with legal counsel. If a Contractor has no conflicts of interest, a statement to that effect must be included in the proposal.
Violation of this section shall be a material breach of the contract entitling the City to any and all remedies by law or in equity.
10.5 Undue Influence. The Contractor shall warrant via an executed Proposer’s Certification (Attachment A) that no undue influence or pressure is used against or in concert with any officer or employee of the City in connection with the award or terms of the contract that will be executed as a result of this RFP, including any method of coercion, confidential financial arrangement or financial inducement. No officer or employee of the City shall receive compensation, directly or indirectly, from the Contractor, or from any officer, employee or agent of the Contractor, in connection with the award of the contract or any work to be conducted as a result of this RFP. Violation of this section shall be a material breach of the contract entitling the City to any and all remedies by law or in equity.
Additionally, the Contractor shall provide a completed Levine Act Disclosure Statement form (Attachment B). A party to a proceeding before an agency involving a license, permit, or other entitlement for use, including contracts not competitively bid and awarded to the lowest responsible bidder with a responsive bid shall disclose on the record of the proceeding any contribution in an amount of more than two hundred fifty dollars ($250) made within the preceding 12 months by the party or the party's agent to a City official/campaign. (Gov. Code, § 84308.) For additional information:
https://www.roseville.ca.us/government/departments/city_clerk/transparency/levine_act.
10.6 Non-Collusion. Contractors submitting proposals shall warrant via an executed Proposer’s Certification (Attachment A) that their offer is made without any previous understanding, agreement or connection with any person, firm or corporation submitting a separate proposal for the same project and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action. This condition shall not apply to proposals which are submitted by firms who have partnered with others to submit a cooperative proposal that clearly identifies a primary contractor and the associated sub-consultants or sub-contractors. Proposers shall also submit a properly completed and executed “Noncollusion Declaration” which is attached as Attachment E.
10.7 Indemnification & Insurance Requirements. The City’s standard indemnification and insurance requirements are provided in the sample contract, included in Attachment F.
All costs of complying with the insurance requirements shall be as included in your pricing.
The selected Contractor shall provide complete and valid insurance certificates within ten (10) days of the City’s written request. Failure to provide the documents within the time stated may result in rejection of the Contractor’s proposal. If a proposer takes exception to the indemnification and insurance requirements, then the nature and scope of the proposed exceptions may negatively affect the evaluation of that proposer’s submittal and the City’s determination of whether it is possible to successfully negotiate a contract with that firm. Submitting exceptions are at the proposer’s own risk.
10.8 Cost of Preparing Proposal. The City will not pay any costs incurred by any Contractor in preparing or submitting a proposal in response to this RFP.
10.9 Proposals Property of the City. All documents or materials submitted with or in conjunction with any proposal, including but not limited to electronic files, shall become
the property of the City after the proposal submission deadline. No submission documents will be returned. During negotiations, the scope of services may be amended by the City and negotiated based upon ideas provided by other proposers or any other source.
10.10 Proposals are Public Records. All proposals submitted are subject to the public disclosure requirements under the laws of the State of California, unless the City identifies and exercises a right or obligation to exempt any record from public disclosure. However, proposals will not be disclosed until negotiations are complete and a recommendation for selection and award is made.
10.11 Protests.
(a) Protest Requirements
(1) Any proposer who is aggrieved in connection with the solicitation or award of a contract may file a protest with the City Clerk’s office. The protest must be received in writing by the City Clerk’s office within seven (7) calendar days after such aggrieved proposer 1) knows or should have known of the facts giving rise thereto or 2) the date of the notice of intent to award, whichever is sooner. In no event shall a protest be allowed after an award has been made by City Council. If the seventh calendar day falls on a weekend or City holiday, the protesting party may submit the protest prior to close of business on the first business day following such weekend or holiday. Failure to submit a timely protest shall bar consideration of a protest.
(b) Grounds for Protest
(1) The alleged grounds for protest shall be limited to the following: (a) computation errors, (b) violations of local, state, or federal law, or (c) the City failed to follow the procedures specified in this Policy.
(2) The protest shall state all grounds claimed for the protest and include supporting documentation. Failure to clearly state the grounds for the protest and provide supporting documentation shall be deemed a waiver of all protest rights. (c) Administrative Review
Upon receipt of the protest and after determining the protest was properly filed, the Department Director shall provide a copy of the protest to other proposers who might become aggrieved as a result of the protest and issue a written decision within fourteen (14) calendar days after receipt of the protest. The protest will be evaluated by the Department Director, the City Attorney’s Office, and the Purchasing Manager. The protesting proposer shall promptly provide any information requested by City staff as part of such investigation. The decision shall either deny or uphold the protest and include reasons for the decision. The written decision shall be final.
(d) Stay of Action During a Protest
In the event a protest is filed under Section 10.11, the City shall not proceed further with the award of the contract until the protest is resolved, unless:
(1) The City Manager or designee makes a determination that the award of the contract without delay is necessary to protect a substantial interest of the City, or (2) The City decides to reject all proposals and issue a new RFP.
10.12 Rejection of RFP. The City reserves the right to reject any or all proposals, to waive defects or irregularities in any proposal or in the RFP process, and to offer to negotiate or contract with any Contractor in response to any RFP. This RFP does not constitute any form of offer to contract.
10.13 Multiple Award. The City reserves the right to award the contract to multiple contractors when applicable.
10.14 Increasing/Decreasing Portions of RFP. The City reserves the right to increase or decrease the amount of any portions of the work represented in the RFP and/or to omit portions of said work, as may be deemed necessary by the City.
10.15 Rejection as Non-Responsive. Proposals may be rejected as non-responsive at the City’s sole discretion if there are alterations of form, the proposal is conditional or the proposal is incomplete.
10.16 Modifying RFP. The City reserves the right to modify any portion of, or to postpone or cancel this RFP at any time, and/or reject any and all submissions without indicating any reason.
10.17 If no proposal is accepted, the City may elect to have the services performed in some other manner.
10.18 Rejecting Team Members, Firms or Sub-contractors. The City reserves the right to reject individual team members, firms, sub-consultants or sub-contractors and request substitution prior to contract award.
10.19 Local Business, Small Business, Minority and Women Owned Business. Although no preferences will be given, the City highly encourages submission of proposals by local businesses, by small business owners, and by minority and women-owned businesses.
10.20 Withdrawal of Proposals. Proposals may be withdrawn prior to the date and time specified for proposal submission with a formal written notice by an authorized representative of the proposer delivered to the City Clerk’s Office. Proposals submitted will become property of the City after the proposal submission deadline.
Proposals may not be withdrawn for ninety (90) days after the due date unless the City enters into a contract with another Contractor prior to the expiration of that ninety (90) day period.
10.21 Prohibited Transmittals. No telephone or facsimile proposals will be accepted. If a photocopy is submitted, the proposal must be signed in ink.
10.22 Proposal Postponement and Amendment. The City reserves the right to revise or amend the RFP or specifications up to the time set for opening of the proposals. Such revisions and amendments, if any, shall be announced by amendments to this RFP through the City’s web site. Copies of such amendments shall be furnished to all prospective proposers. Prospective proposers are defined as those proposers who have registered and are on the City’s RFP list for this material/service. If revisions and amendments require changes in quantities, prices or scope of services, the date set for opening of the proposals may be postponed by such number of days as in the opinion of the City shall enable proposers to revise their proposals. Proposals which fail to acknowledge a substantive addendum to the RFP, as determined by the City Attorney’s Office, on the City supplied addendum form will be rejected as non-responsive. Any revisions or amendments to the RFP will become incorporated into any contract awarded pursuant to the RFP.
10.23 Proprietary Information. Proposers submitting a proposal in response to this RFP must provide a statement that nothing contained in the submitted proposal will be proprietary.
However, if a proposer desires to claim a privilege against public disclosure for a trade secret or other proprietary information, such information must be submitted with the proposal in a separate envelope marked “confidential.” The City Attorney’s Office will determine if the information is in fact proprietary, based on state and federal law. Note that under California law, a price proposal to a public agency is not a trade secret. The Contractor shall defend, indemnify and hold harmless the City regarding any claim by any third party for the public disclosure of the “confidential” portion of the proposal.
10.24 Right to Request Additional Information. During the evaluation process, the City reserves the right, where it may serve the best interests of the City, to request additional information and clarifications from proposers. Such information will be requested in writing to the specific proposer. This information will become a part of the original proposal submitted by the specific proposer and will be used by the City in evaluating the proposal and will not be shared with other proposers during the evaluation and negotiation process.
10.25 Modification of Proposals. Modification of a proposal already received will be considered only if the modification is received prior to the deadline date for receiving proposals. All modifications shall be made in writing, executed, and submitted in the same form and manner as the original proposal.
10.26 Examination of Contract Documents. Each proposer shall thoroughly examine and be familiar with the terms of this RFP, the sample contract attached as Attachment F, legal and procedural documents, general conditions, specifications, and addenda (if any), which will constitute the contract documents. Submission of a proposal shall constitute
acknowledgement, upon which the City may rely, that the proposer has thoroughly examined and is familiar with the contract documents. Failure or neglect of a proposer to receive or examine any of the contract documents shall in no way relieve the proposer of any obligation with respect to their proposal or to the contract. No claim for additional compensation will be allowed which is based upon lack of knowledge of any contract document.
10.27 Non-Discrimination. The City maintains various policies related to contractual service providers. Among these is an anti-discrimination policy, which requires that the City’s contractors not discriminate in hiring on the basis of gender, race, religion, sexual orientation, medical condition, and all other categories protected by law. Upon acceptance of a proposal, the City may request that the selected Contractor sign a statement affirming its compliance with this policy.
10.28 No Assignment or Modifications. This awarded contract is to be binding on the successors and assigns of the parties hereto. The services called for herein are deemed unique and except as provided herein Contractor shall not assign, transfer, subcontract, or otherwise substitute its interest in the agreement or any of its obligations herein without the written consent of the City. The Agreement may be modified only by a written amendment signed by the parties.
10.29 Bankruptcy. Upon filing for any bankruptcy or insolvency proceeding whether voluntary or involuntary, or upon the appointment of a receiver, trustee, or assignee for the benefit of creditors, the Contractor must notify the City immediately. Upon learning the actions herein identified, the City reserves the right, at its sole discretion, to cancel the contract.
10.30 Debarment. Contractor certifies that Contractor, its employees, directors, officers, agents, subcontractors, vendors, consultants, and volunteers are not presently debarred, excluded, suspended, declared ineligible, voluntarily excluded, or proposed for debarment, exclusion, suspension or ineligibility by any federal, state, or local department or agency.
Attachment A
PROPOSER’S CERTIFICATION
I hereby propose to furnish the goods or services specified in the Request for Proposals (“RFP”). I agree that my proposal will remain firm for a period of up to ninety (90) days in order to allow the City of Roseville (“City”) adequate time to evaluate the qualifications submitted.
I have carefully examined the Request for Proposals and any other documents accompanying or made a part of this RFP. The information contained in this proposal is true and correct to the best of my knowledge and is signed under penalty of perjury under the laws of the State of California. I further certify that I am duly authorized to submit this proposal on behalf of the firm as its authorized agent and that the firm is ready, willing and able to perform if awarded the contract.
I further certify that this proposal is made without prior understanding, agreement, connection, discussion, or conspiracy with any other person, firm or corporation submitting a proposal for the same product or service; that this proposal is fair and made without outside control, collusion, fraud or illegal action; that no officer, employee or agent of the City or any other proposer is financially interested in said proposal; that no undue influence or pressure was used against or in concert with any officer, employee or agent of the City in connection with the award or terms of the contract that will be executed as a result of this RFP; and that the undersigned executed this Proposer’s Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so. _________________________________________________
NAME OF BUSINESS
_________________________________________________
SIGNATURE
_________________________________________________
NAME & TITLE, TYPED OR PRINTED
_________________________________________________
MAILING ADDRESS
_________________________________________________
TELEPHONE NUMBER
_________________________________________________
EMAIL
Type of Organization:
____ Sole Proprietorship ____ Corporation _____ State of Incorporation ____ Partnership ____ Limited Liability Company
Attachment B
LEVINE ACT DISCLOSURE STATEMENT
(The completed form submitted to the City of Roseville is a public record.) California Government Code Section 84308, commonly referred to as the "Levine Act," prohibits any “Officer” (elected or appointed officer, any alternate thereto, and any candidate for elective office) from participating in any consideration or action related to a proceeding if they receive political contribution(s) from a party, or its agent(s), totaling more than$250 within the previous twelve (12) months, while a proceeding is pending, and for twelve (12) months following the date of a final decision in a proceeding concerning a license, permit, other entitlement for use, franchise, or contract (collectively “license,permit, or contract”). For additional information:
https://www.roseville.ca.us/government/departments/city_clerk/transparency/levine_act.
City Officers are listed at the following sites:
• The Members of City Council - https://www.roseville.ca.us/government/city_council/meet_council • Boards & Commission Members - https://www.roseville.ca.us/government/boards_commissions Parties and their Agents are responsible for reviewing and disclosing their applicable contributions to City Officers on the record of a proceeding.
1. Have you or your entity, or any agent on behalf of youor your entity, made any political contribution(s) totaling more than $250 to any City Officer in the twelve (12) months preceding the date of the submission of your license, permit, or contract, or the anticipated date of any City Council, Board, or Commission consideration or action related to this license, permit, or contract? YES _____ NO _____
If yes, please identify the City Officer(s):________________________________________________________________________________
2. Do you or your entity, or any agent on behalf of you or your entity, anticipate orplan to make any political contribution(s) totaling more than $250 to any City Officer in the twelve (12) months following any City Council, Board, or Commission consideration or action related to this license, permit, or contract?
YES _____ NO _____
If yes, please identify the City Officer(s):_______________________________________________________________________________ Answering yes to either of the two questions above does not preclude the City of Roseville from considering and/or taking action on a license, permit, or contract. It does, however, potentially preclude the identified City Officers from participating in consideration of and in taking any actions related to the license, permit, or contract. Please accurately complete and sign this form, under the penalty of perjury:
____________ _________________________________________________________ _______________________________________ (Date) (Printed Name/Title of Authorized Representative) (Name of business/legal entity) ___________________________________
(Signature)
You must submit a supplemental form if you make any new reportable contribution(s) while the contract, license, permit, or other entitlement is being considered. If this form has not previously been submitted in connection with a contracting, licensing, entitlement or permitting process, please provide the completed form to the Office of the City Clerk for appropriate departmental routing, at: City Clerk, 311 Vernon St., Roseville, CA 95678, [email protected]
LEVINE ACT DISCLOSURE STATEMENT
(The completed form submitted to the City of Roseville is a public record.) Term Definition Law
Covered
"proceedings"
A proceeding to grant, deny, revoke, restrict, or modify a license, permit or other entitlement for use, that does not solely involve purely ministerial decisions and is:
(1) Applied for by the party;
(2) Formally or informally requested by the party; or
(3) A contract between the agency and the party or a
franchisee granted by the agency to the party, other than a contract that is competitively bid, a labor contract, or a personal employment contract.
FPPC Reg 18438.2(a)
Party
Any person who files an application for, or is the subject of, a proceeding involving a license, permit, or other
entitlement for use.
Gov. Code 84308(a)(1)
Participant
Any person who is not a party but who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use and who has a financial interest in the decision. A person actively supports or opposes a particular decision in a proceeding if that person lobbies in person the officers or employees of the agency, testifies in person before the agency, or otherwise acts to influence officers of the agency.
Gov. Code 84308(a)(2)
FPPC Reg 18438.4
Agent
A person who represents a party or participant for
compensation and appears before or otherwise
communicates with the governmental agency for the
purpose of influencing the pending proceeding. See FPPC Reg 18438.3 for exceptions for certain consultants.
FPPC Reg 18438.3
Competitively Bid
A contract required by law to be awarded to the lowest
responsible bidder with a responsive bid, or, if the
successful bidder refuses or fails to execute the contract, to the next lowest bidder with a responsive bid.
FPPC Reg 18438.2(a)(3)(A)
Labor Contract
A contract or agreement reached through collective
bargaining or with a representative group regarding the salary, benefits, or terms and conditions under an
employment or retirement policy for employees or
retirees, including a project labor agreement entered
under Public Contract Code Section 2500.
FPPC Reg 18438.2(a)(3)(B)
Personal
Employment Contract
A contract for employment, including the terms and
conditions of employment, between the agency and an
agency employee. A contract with an independent
contractor is NOT a personal employment contract.
FPPC Reg 18438.2(a)(3)(C)-
(D)
A party to a proceeding before an agency involving a license, permit, or other entitlement for use shall disclose on the record of the proceeding any contribution in an amount of more than two hundred fifty dollars ($250) made within the preceding 12 months by the party or the party's agent.
A party, or agent to a party, to a proceeding involving a license, permit, or other entitlement for use pending before any agency or a participant, or agent to a participant, in the proceeding shall not make a contribution of more than two hundred fifty dollars ($250) to any officer of that agency during the proceeding and for 12 months following the date a final decision is rendered by the agency in the proceeding. (Gov. Code, § 84308, emphasis added.)
Attachment C
CONTRACTOR LICENSES
List the licenses held by your company and/or employees. The following representations are made under penalty of perjury:
CA State Lic No. Name on License Class/Type Expiration Date _________ _____________ _________ _________
_________ _____________ _________ _________
_________ _____________ _________ _________
_________ _____________ _________ _________
Do you have a City of Roseville Business License? Yes____ No____
License #____________
*For Public Works Projects (SB854): Contractors must register with the Department of Industrial Relations (DIR) pursuant to Labor Code section 1725.5. The Contractor shall provide proof of current registration with the Department of Industrial Relations for both itself and all listed subcontractors with their proposal. Contractors may register at: http://www.dir.ca.gov/public-works/publicworks.html DIR contractor registration number and expiration date:
*____________________________________________
Attachment D
SUBCONTRACTOR LIST
If subcontractors will not be used, proposer must write "NONE". For construction contracts, in accordance with the Public Contract Code, Part 1, Chapter 4, Subletting and Subcontracting, Contractors must list the name and business address of each subcontractor who will perform work or labor or render service to the prime contractor in or about the construction of the work or improvement, or who will specially fabricate and install a portion of the work or improvement according to detailed drawings contained in the plans and specifications, in an amount in excess of one-half of one percent (0.5%) of the prime contractor’s total bid, or in the case of bids or offers for the construction of streets and highways, including bridges, in excess of one-half of one percent (0.5%) of the prime contractor’s total bid or ten thousand dollars ($10,000) whichever is greater.
Company Name _________________________________________________ Principal _________________________________________________ Address _________________________________________________ City _________________________________________________
Phone _________________________________________________ Job capacity _________________________________________________ Percentage of total work _________________________________________________ Licenses and numbers _________________________________________________ DIR Contractor Registration Number & Expiration Date __________________________ Company Name _________________________________________________ Principal _________________________________________________ Address _________________________________________________ City _________________________________________________
Phone _________________________________________________ Job capacity _________________________________________________ Percentage of total work _________________________________________________ Licenses and numbers _________________________________________________ DIR Contractor Registration Number & Expiration Date __________________________
Company Name _________________________________________________ Principal _________________________________________________ Address _________________________________________________ City _________________________________________________
Phone _________________________________________________ Job capacity _________________________________________________ Percentage of total work _________________________________________________ Licenses and numbers _________________________________________________ DIR Contractor Registration Number & Expiration Date __________________________ Company Name _________________________________________________ Principal _________________________________________________ Address _________________________________________________ City _________________________________________________
Phone _________________________________________________ Job capacity _________________________________________________ Percentage of total work _________________________________________________ Licenses and numbers _________________________________________________ DIR Contractor Registration Number & Expiration Date __________________________ Company Name _________________________________________________ Principal _________________________________________________ Address _________________________________________________ City _________________________________________________
Phone _________________________________________________ Job capacity _________________________________________________ Percentage of total work _________________________________________________ Licenses and numbers _________________________________________________ DIR Contractor Registration Number & Expiration Date __________________________
Attachment E
NONCOLLUSION DECLARATION TO BE EXECUTED BY
BIDDER AND SUBMITTED WITH BID
The undersigned declares:
I am the _________________ of ______________________, the party making the foregoing bid.
The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder.
All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.
Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on _______________________ [date], at _____________________ [city], ________________ [state].
____________________________________
(Signature of Declarant)
Attachment F
SAMPLE CONTRACT
Contract Purchase Agreement 3003457
Supplier Details:
Company Sample Company
Contact Fred Sample
Address 111 Sample Dr.
Roseville, CA 95678
Submit your response to:
Company City of Roseville
Contact
Address Purchasing Division
311 Vernon St
Roseville, CA 95678
Phone (916) 746-1100
Fax (916) 746-1115
E-mail
This Contract Purchase Agreement is sent for your review and acceptance. Notify the Buyer via email of any needed changes to the company name, address, and contact information. The Buyer will update the agreement prior to you signing the document.
Return signed copies of the agreement to the Buyer noted on the agreement. Alterations or modifications to the agreement are not allowed. Upon receipt of all necessary documents, the City will sign the agreement and return a fully executed copy to you. Receipt of the signed copy will be your notice to proceed with the work in accordance with the terms and conditions of the agreement. Work must not begin until the contract has been fully executed.
The following guidelines must be followed for the signature block on the agreement:
Sole proprietorship - By owner
Partnership - Any general partner
Corporation - Two options:
(1) A signature from the President and the corporate seal; OR (2) One signature from the Chairman of the Board, President, or any Vice President AND one signature from the Secretary, any Assistant Secretary, Chief Financial Officer, or any Treasurer or Assistant Treasurer of the corporation
*General Manager, Office Manager and/or Sales Manager are not corporate officer titles. The agreement will be rejected if not signed in accordance with these guidelines.
Insurance requirements:
The City's insurance requirements are referenced on Attachment A of the agreement. By signing the agreement, you are confirming that your company has the minimum insurance limits required.
Contract Purchase Agreement 3003457
Agreement 3003457
Agreement Date 15-FEB-2024
Revision 0
Agreement Amount 0.00 USD
Invoice To City of Roseville Supplier Sample Company
Accounts Payable 111 Sample Dr.
311 Vernon St
ROSEVILLE CA 95678 Roseville, CA 95678
(916) 774-5488 Phone: (916)111-1111
(916) 784-3796 Fax: (916)111-2222
[email protected] Email: [email protected] Phone:
Fax:
Email:
Description of
Labor,
equipment
and/or materials
This is a SAMPLE agreement for illustration purposes only.
Customer # Supplier # Payment Terms Freight Terms FOB Shipping Method 11028 Net 30 Freight on Board at the destination Destination Best Method Start Date End Date Confirm To
01-Jul-2023 30-Jun-2024
Attention: Total Cost not to exceed the agreement amount without prior approval of the Purchasing office.
Contract Purchase Agreement 3003457
Contract Terms and Conditions
1. To the fullest extent allowed by law, Contractor shall defend, indemnify, and save and hold harmless the City, its officers, agents, employees and volunteers from any claims, suits or actions of every name, kind and description brought forth, or on account of, injuries to or death of any person (including but not limited to workers and the public), or damage to property, resulting from or arising out of Contractor's willful misconduct or negligent act or omission while engaged in the performance of obligations or exercise of rights created by this Agreement, except those matters arising from City's sole or active negligence or willful misconduct. The parties intend that this provision shall be broadly construed. Contractor's responsibility for such defense and indemnity obligations shall survive the termination or completion of this Agreement for the full period of time allowed by law. The defense and indemnity obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement.
2. Contractor is an independent contractor, and shall not be considered an officer, agent or employee of the City.
3. Without the written consent of the City, this Agreement is not assignable by Contractor either in whole or in part.
4. Time is of the essence of this Agreement.
5. At any time during the term of this Agreement, the City has the right to terminate this Agreement, provided Contractor is given thirty (30) days written notice. City's termination shall be without further liability to City; however, Contractor shall be entitled to all costs reasonably incurred prior to the date of termination. Contractor acknowledges that City may terminate this Agreement should funds not be appropriated by its governing body to continue services under this Agreement.
6. This Agreement may only be amended or modified in writing. It is integrated and contains the complete understanding of the parties.
7. All equipment, supplies and services sold to the City of Roseville shall conform to the general safety orders of the State of California.
8. Unless notified to the contrary, in writing, the City assumes that the Contractor has accepted the work in accordance with the plans and specifications (if any) and agrees to do the work in compliance with this Agreement.
9. All prevailing wages and fair employment practices must be adhered to. For prevailing wage contracts over $25,000, copies of certified payroll must be submitted with invoices.
Prevailing wage rates may be obtained from the State Department of Industrial Relations and/or the following website address: http://www.dir.ca. gov/dlsr/DPreWageDetermination.htm. In compliance with Labor Code Section 1773.2, as may be amended from time to time, Contractor shall cause a copy of this website to be posted at each jobsite, as applicable.
10. Contractor agrees to the below insurance requirements:
a. Unless otherwise specified, the Contractor shall maintain the policies of insurance outlined in Attachment A, incorporated herein by this reference, in full force and effect during the term of this Agreement. The City of Roseville retains sole discretion in determining the types and proper levels ofinsurance coverage.
b. Form. Contractor shall submit a certificate evidencing such coverage for the period covered by this Agreement in a form satisfactory to Risk Management and the City Attorney, prior to undertaking any work hereunder. Any insurance written on a claims made basis is subject to the approval of Risk Management
Contract Purchase Agreement 3003457
and the City Attorney.
c. Additional Insureds. Contractor shall also provide a separate endorsement or section of the policy showing City, its officers, agents, employees, and volunteers as additional insureds for each type of coverage (except Workers' Compensation) and for ongoing and completed operations. Such insurance shall specifically cover the contractual liability of Contractor. The additional insured coverage under the Contractor's policy shall be primary and noncontributory, as evidenced by a separate endorsement or section of the policy, and shall not seek contribution from City's insurance or self-insurance. In addition, the additional insured coverage shall be at least as broad as the Insurance Services Office (ISO) CG 20 01 Endorsement. Any available insurance proceeds in excess of the specified minimum insurance coverage requirements and limits shall be available to the additional insureds. Furthermore, the requirements for coverage and limits shall be:
(1) the minimum coverage and limits specified in this Agreement; or (2) the full coverage and maximum limits of any insurance proceeds available to the named insureds, whichever is greater.
d. Cancellation/Modification. Contractor shall provide thirty (30) days written notice to City prior to cancellation or modification of any insurance required by this Agreement.
e. Umbrella/Excess Insurance. The limits of insurance required in this Agreement may be satisfied by a combination of primary and excess insurance. Any excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of City (if agreed to in a written contract) before City's own insurance shall be called upon to protect it as a named insured.
f. Subcontractors. Contractor agrees to include in its contracts with all subcontractors the same requirements and provisions of this Agreement, including the indemnity and insurance requirements, to the extent they apply to the scope of the subcontractor's work. Furthermore, Contractor shall require its subcontractors to agree to be bound to Contractor and City in the same manner and to the same extent as Contractor is bound to City under this Agreement.
Additionally, Contractor shall obligate its subcontractors to comply with these same provisions with respect to any tertiary subcontractor, regardless of tier. A copy of City's indemnity and insurance provisions will be furnished to the subcontractor or tertiary subcontractor upon request.
g. Self-Insured Retentions. All self-insured retentions (SIR) must be disclosed to Risk Management for approval and shall not reduce the limits of liability.
Policies containing any SIR provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or City. City reserves the right to obtain a full certified copy of any insurance policy and endorsements. The failure to exercise this right shall not constitute a waiver of such right.
h. Waiver of Subrogation. Contractor hereby agrees to waive subrogation which any insurer of Contractor may acquire from Contractor by virtue of the payment of any loss under a Workers Compensation, Commercial General Liability or Automobile Liability policy. All Workers Compensation, Commercial General Liability and Automobile Liability policies shall be endorsed with a waiver of subrogation in favor of City, its officers, agents, employees and volunteers for all work performed by Contractor, its employees, agents and subcontractors. i. Liability/Remedies. Insurance coverage in the minimum amounts set forth herein shall not be construed to relieve Contractor of liability in excess of such coverage, nor shall it preclude City from taking such other actions as are available to it under any other provisions of this Agreement or law.
Contract Purchase Agreement 3003457
11. Contractor shall comply with all federal, state and local laws and ordinances, including but not limited to the City's storm water regulations, as may be applicable to the performance of services under this Agreement. Failure to comply with local ordinances may result in monetary fines and cancellation of this Agreement. Refer to www.roseville. ca.us/stormwater for links to more information on the City's storm water regulations.
12. In the event that the terms of any attachment or exhibit conflict with any terms of this Agreement, the terms of this Agreement shall control.
13. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. In the event that any signature is delivered by facsimile transmission or by email delivery of a ".pdf" format data file, such signature shall create a valid and binding obligation of the party executing (or on whose behalf such signature is executed) with the same force and effect as if such facsimile or ".pdf" signature page were an original thereof.
14. If either party commences any legal action against the other party arising out of this Agreement or the performance thereof, the prevailing party in such action shall be entitled to recover its reasonable litigation expenses, including but not limited to, court costs, expert witness fees, discovery expenses, and attorneys' fees. Any action arising out of this Agreement shall be brought in Placer County, California, regardless of where else venue may lie. This Agreement shall be governed by and construed in accordance with the laws of the State of California.
15. This Agreement shall be binding upon the heirs, successors, executors, administrators and assigns of the respective parties hereto.
16. If any of the provisions contained in this Agreement are for any reason held invalid or unenforceable, such holding shall not affect the remaining provisions or the validity and enforceability of the Agreement as a whole.
17. For purposes of this Agreement, the terms "Contractor," "Consultant," and "Supplier" are used interchangeably.
18. No contractor or subcontractor may work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.
During the performance of this agreement, Contractor and its subcontractors shall have a continuing legal obligation to maintain current registration with the Department of Industrial Relations. Contractor is hereby notified that this project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.
19. Vehicles with a gross vehicle weight rating (GVWR) greater than 8,500 lbs. and lightduty package delivery vehicles operated in California may be subject to the California Air Resources Board (CARB) Advanced Clean Fleets regulations. Such vehicles may therefore be subject to requirements to reduce emissions and air pollutants. For more information, visit the CARB Advanced Clean Fleet webpage at https://ww2.arb.ca. gov/our-work/programs/advanced-clean-fleets.
20. Contractor/consultant's duties and services under this agreement shall not include preparing or assisting the public entity with any portion of the public entity's preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering this agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Contractor/consultant's participation in the planning, discussions, or drawing of project plans or specifications, if any, shall be limited to conceptual, preliminary, or initial plans or specifications. Contractor/consultant shall cooperate with the public entity to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by contractor pursuant to this agreement.
21. Contractor must submit all claims as defined in and in accordance with the claim
Contract Purchase Agreement 3003457
resolution process set forth in Section 9204 of the Public Contract Code. Each such claim must be sent to the City by registered mail or certified mail with return receipt requested and must contain reasonable documentation to support the claim. All claims must be received prior to acceptance of the work.
22. Contractor certifies that Contractor, its employees, directors, officers, agents, subcontractors, vendors, and volunteers are not presently debarred, excluded, suspended, declared ineligible, voluntarily excluded, or proposed for debarment, exclusion, suspension or ineligibility by any federal, state, or local department or agency.
23. This Agreement may be amended via change order, but only if such change order is made in writing, approved by the City, and signed by both parties.
24. CONTRACTOR agrees to defend and indemnify CITY if, despite the parties intent and practice, any venue, agency, or court with competent jurisdiction determines that CONTRACTOR and/or any of its agents, officers, employees, volunteers, independent contractors, or subcontractors, are characterized as employee(s) of CITY.
CONTRACTOR and CITY agree that: (a) CONTRACTOR is free from the control and direction of CITY in connection with the performance of the work; (b) CONTRACTOR is providing services directly to CITY; (c) CONTRACTOR has and will maintain at all relevant times a business license; (d) CONTRACTOR maintains a business location that is separate from CITY; (e) CONTRACTOR is customarily engaged in an independently established business of the same nature as that involved in the work performed hereunder; (f) CONTRACTOR actually contracts with other businesses to provide the same or similar services and maintains a clientele without restrictions from CITY; (g) CONTRACTOR advertises and holds itself out to the public as available to provide the same or similar services; (h) CONTRACTOR provides its own tools, vehicles, and equipment to perform the services; (i) CONTRACTOR has negotiated its own rates; (j) CONTRACTOR set its own hours and location of work in accomplishing CITY's on-call needs; and (k) CONTRACTOR has the right to control the manner and means of accomplishing the result desired and exercises its own expert independent judgement.
The supplier named hereon by the acceptance of this order agrees to the provisions of this document titled "Contract Purchase Agreement" and all accompanying terms, conditions, and attachments.
Roseville Business License No.
Contractor License No.
DIR Registration No.
Check mark the applicable company type below:
Corporation
Limited Liability Company
Partnership
Sole Proprietor
City Reserves the right to withold any payments to contractor in the event of noncompliance with insurance requirements or if required by law.
Construction T&C
REV 2/14/24 JS
Contract Purchase Agreement 3003457
ATTACHMENT A
HUMAN RESOURCES/RISK MANAGEMENT DIVISION
INSURANCE REQUIREMENTS
AGREEMENT OVER FORMAL BID LIMIT OR INVOLVING HIGH RISK ACTIVITIES General - Required Coverage/Documentation
● General Liability: $1 Million per occurrence /$2 Million aggregate ● Automobile Liability: $1 Million combined single limit ● Workers' Compensation: Statutory *Must provide a Waiver of subrogation ● Additional Insured Endorsement (AIE) - General Liability policy: CG 20 38 04 13 or an equivalent, blanket endorsement or section of the policy. Endorsement shall cover the City of Roseville, its officers, agents, employees and volunteers as additional insured. ● Policies must be primary and non-contributory
● A 30 day notice of cancellation must be provided
● List certificate holder as: The City of Roseville - Insurance Compliance, PO Box 100085-R1, Duluth, GA 30096
Additional Liability/Insurance Requirements if required by Agreement (and marked below):
Construction:_X_
General Liability:
$2 Million/occurrence
$4 Million aggregate
Design Professional:
General Liability:
$2 Million/occurrence
$4 Million aggregate
Professional Liability:
$2 Million/occurrence
Professional Consultant:
Professional Liability:
$1 Million/occurrence
IT Services:
Professional Liability:
$1 Million/occurrence
No auto required
Cyber Liability:
$1 Million/occurrence
Hazardous Materials:
Pollution Liability:
$1 Million/occurrence
Special Events/Caterers-Vendors:
No auto required
No workers' comp required
Professional Counseling/ Psychological:
Professional Liability:
$1 Million/occurrence
No auto required
Contract Purchase Agreement 3003457
Pyrotechnics:
General Liability:
$5 Million/occurrence
$10 Million aggregate
Auto - $2 Million/occurrence
Chemical/Environmental:
General Liability:
$3 Million/occurrence
$6 Million aggregate
Pollution – $2 Million/Occurrence
Auto - $2 Million/Occurrence
Insurance Submission Process
The City of Roseville Human Resources/Risk Management Department uses a service called EBIX to manage our insurance certificate tracking.
How It Works
● The vendor's contact information is entered into EBIX. EBIX will contact the vendor to request proof of insurance.
● The Vendor can forward the request to their Insurance Agent(s) if necessary. ● Vendor/Insurance Agent submits insurance to EBIX by email to [email protected] or by fax to (770) 325-5727. After faxing or emailing the certificate, please DO NOT send the certificate by mail to EBIX. Please do not mail, email or fax any certificates to the City of Roseville. ● Once submitted, EBIX reviews the insurance documentation. If there are deficiencies, EBIX will send a follow up letter or email requesting additional information.
Questions Regarding Insurance Submission: Contact EBIX at (951) 652-4239 Questions Regarding Insurance Requirements Contact Risk Management at (916) 774-5202
Contract Purchase Agreement 3003457
Asbestos-Containing Materials in City-Owned Buildings
California Health and Safety Code Section 25915 requires that all City of Roseville employees, contractors and lessees be notified annually of the presence of asbestos in City-owned buildings constructed prior to 1979. Please post this notice in an area(s) accessible to all employees, contractors and lessees. Contact Facility Maintenance & Operations at (916) 774-5740 for more information about Asbestos Containing Materials (ACMs) in specific City-owned buildings. For more information about asbestos refer to the OSHA website.
The City of Roseville is committed to maintaining a safe and healthy work environment. The City' s Facility Maintenance & Operations staff conducts ongoing inspections to identify and safely manage previously installed asbestos-containing products. Renovation of City-owned buildings MUST be reviewed in advance by Facility Maintenance & Operations to ensure the City is in compliance with building codes, Americans with Disabilities Act and that no ACMs are disturbed without proper safeguards. Work that requires removal or repair of ACMs is restricted to trained and qualified persons only. Facility Maintenance & Operations will need to approve the qualified contractors.
Use the following measures to protect you and others from exposure to airborne asbestos:
● Presume all building materials contain asbestos until determined otherwise by Facility Maintenance & Operations.
● Do not install walls, closets, cabinets, ceilings.
● Do not remove, cut, drill, sand, grind or otherwise disturb any material in the buildings, including carpet and tile.
● Do not paint (this includes any walls, ceilings, floors and electrostatic painting of office furniture).
● Do not remove any items nailed or screwed to the walls (this includes pictures, cabinets, electrical, etc.).
● Do not go above ceilings, behind walls or into building spaces such as attics and crawlspaces unless these areas have been inspected and cleared by Facility Maintenance & Operations.
● Do not pull cable or wiring through above-ceiling spaces with asbestos. ● Do not install screws, pins, nails or hangers into asbestos ceiling or wall plaster. ● Be careful not to damage walls, ceilings or floors when moving furniture or equipment.
It is recommended that Facility Maintenance & Operations be contacted prior to moving furniture or equipment.
● Do not brush, sweep or vacuum textured asbestos ceiling plaster or plaster debris. ● Immediately report any damage or deterioration of suspect building materials to Facility Maintenance & Operations or Risk Management.
It is important to note that the presence of asbestos does not mean you have been exposed.
Exposure results when friable asbestos particles are inhaled or ingested. Asbestos becomes friable when material containing asbestos is drilled, sanded or disturbed by remodeling or demolition work or when the ACM has deteriorated. Intact, bonded, sealed or undisturbed asbestos does not pose a hazard.
Employees may review the asbestos survey reports, results of bulk sampling or air monitoring conducted in City-owned buildings. All asbestos data will be available by appointment with Facility Maintenance & Operations.
Contract Purchase Agreement 3003457
Sign to acknowledge receipt of asbestos notification:
Asbestos
Rev 01/16/19
Contract Purchase Agreement 3003457
Supplier
Signature:
Print Name:
Title:
Date:
Supplier
Signature:
Print Name:
Title:
Date:
City of Roseville, A Municipal Corporation
Signature:
Print Name: Dominick Casey
Title: City Manager
Date:
EXHIBIT A
Parks & Landscape Maintenance Standards
File is separate from main document
EXHIBIT B
Cost Proposals Monthly Maintenance
and Service Levels
EXHIBIT C
City of Roseville
Parks & Landscape Maintenance Services
BID SHEET “EXTRA WORK”
Labor Unit Unit Cost
Landscape Maintenance
Labor
Hourly
Skilled Labor (Irrigation Tech) Hourly
Enhancements Labor Hourly
Field Supervisor Hourly
Emergency/Off Hour Response Hourly
Other (describe):
Directed Extra Work
(Labor, materials &
equipment)
Unit Cost
Mowing, Edging/Blowing Per Acre
Fertilization- Parks Per Acre
Fertilization- Streetscape Per Acre
Chemical Application - Parks Per Acre
Chemical Application -
Streetscapes
Per Acre
Core Aerification and Clean-upParks
Per Acre
Core Aerification and Clean-up -
Streetscapes
Per Acre
Disking Per Acre
Rough mowing Per Acre
Shrub planting- 5 Gallon Each
Shrub planting- 1 Gallon Each
Sod preparation and installation per square foot
Overseeding Per Acre
Mulch installation - small areas
{up to 10 Cubic yards)
Per yard
Mulch installation - large areas
{over 10 CY)
Per yard
Post & Cable replacement Per linear foot
Tree planting 15 Gallon w/stakes Each
Tree planting 24” Box Each
Tree planting 36” Box Each
Company Letterhead
Address
City, St, Zip
City of Roseville January Landscape Maintenance
Park Operations Invoice # 1234
2005 Hilltop Cir Period/Date: 1/1/2024-1/31/2024
Roseville, CA 95747
Areas Service Agreement # Monthly Line # Monthly Amount Creekview - Landscape 9012345 1 $1
Creekview - Parks 9012345 2 $1
Total $2
Exhibit D
SAMPLE BILLING MONTHLY INVOICE
Company Letterhead
Address
City, St, Zip
City of Roseville Extra Work
Park Operations Invoice # 1234
2005 Hilltop Cir Period/Date: 1/1/2024-1/31/2024
Roseville, CA 95747 Job number or description
Description of Work:
Item Description Hours/Rate Rate Amount
12-345 Common Labor $1.00 $15.00 $15.00
12-567 Irrigation Tech $0.50 $60.00 $30.00
Item Description Cost Quantity Amount
123-56 Sprinklers $3.00 1 $3.00
Invoice Total: $48.00
Materials:
Exhibit E
SAMPLE BILLING EXTRA WORK INVOICE
(1) 15 gallon crepe myrtle tree at 1234 City St. Work completed week ending 1/25/24 Landscape Services
Labor:
DATE: ______________
SERVICE LEVEL _____
2 NOTICE: __________
CATEGORY RATING X
Water Management
Moisture
Systems
Health
Maintained
Pruned
Health
Health
Staking
Clearance
Access Restrictions
Walls & Monuments
Misc.
LLD/ CFD/ General Fund Landscape & Medians Quality Assurance Inspection ADDITIONAL COMMENTS:
Vandalism
Open Space
Amenities
Line of Site
Hardscape
Trees
Planter Beds
Turf
COMMENTS
Exhibit F
SAMPLE QUALITY ASSURANCE DOCUMENT
LOCATION: ____________________________________________________ INSPECTOR: ___________________________________________________ DATE: __________
Comments: Specific on area. Document map # to specify area below standard M or B: Meets or Below Standards
X: Neglect by Responsible Party
EXHIBIT G
Area Maps
File is separate from main document
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D024\P005\00090611.DOCX;10/24/2024] 23 EXHIBIT “C”
Pricing
Parks
Provide cost for all parks listed based on assigned Service Level. Please refer to the Parks & Landscape Standards (Exhibit A) and Service Levels in the RFP for details.
Additionally, provide add alternative costs for each column per the description below and refer to the Parks & Landscape Service Levels as needed.
Add Alternative #1: Pruning shall include shearing shrub hedges alongs walls, tree limb pruning to ensure 8' height clearance over sidewalks and
14.6' height over roads, and trimming of groundcover at hardscape edges.
Add Alternative #2: Irrigation shall include routine irrigation checks and schedule adjustments.
Parks Address Square Footage of
Turf Bermuda Square Footage of
Landscaping Service Level Mow, Edge, Blow AA- 1: Pruning AA-2: Irrigation Annual Cost Apollo Dog Park 1280 Antelope Creek 0.00 18,769.49 3 967 Astill Family Park 1401 Grand Junction Way 766.60 29,459.10 2 1,932 Baquera Park 100 Painted Desert Ct 43,077.20 43,492.60 2 8,463 Besana Park 1061 Trehowell Dr 132,417.20 41,751.20 2 20,297 Blue Oaks Park 8001 Woodcreek Oaks Bl 63,305.30 3,101.30 2 8,654 Bos Park 2323 Cumberland Dr. 32,308.30 13,992.50 2 5,188 Brown Park 260 Trestle Rd 195,496.70 26,256.80 2 27,769 Burner Park 2196 Eastwood Dr 65,446.40 24,638.10 2 10,281 Cambria Park 1781 Poppy Field Dr 98,647.30 583.70 2 13,225 Central Park 10200 Fairway Dr 189,055.00 0.00 2 1,674
Courts @ Gibson 201 Gibson Dr 0.00 0.00 6,131.00 2 381
Crimson Ridge Park 6169 Campus Pkwy 0.00 84,042.63 2 5,227 Davis Park 1460 Northpark Dr 125,365.80 17,271.60 2 17,836 Diamond Oaks Park 400 Diamond Oaks Rd 173,318.80 59,925.90 2 26,899 Dietrich Park 1201 Stoney Point Dr 43,744.10 5,977.60 2 6,219 Doyle Park 1701 Calle Campana 131,330.30 20,897.90 2 18,859 Dugan Park 1432 Diamond Woods Ci 138,092.30 15,658.20 2 19,434 Duran Park 944 Pleasant Grove Bl 33,007.70 35,846.30 2 6,642 Eastwood Park 950 Madden Ln 77,193.40 13,710.30 2 11,171 Erven Park 6201 Grand Canyon Dr 39,978.40 12,639.60 2 6,129 Ferretti Park 601 Circuit Dr 5,178.90 71.00 2 695
Fiddyment Park 1200 Makeway St 26,555.90 16,900.60 2 4,601 Four Corners 6101 Garland Way 26,008.80 4,378.46 2 3,747 Garbolino Park 1015 Camelia Av 123,745.60 0.00 2 16,546 Goto Park 1851 Oak Crest Dr 62,394.10 159,553.80 2 18,267 Gray Park 2565 Provincetown Way 32,183.75 22,908.05 2 5,726 Hall Park 1411 Raeburn Wy 79,474.40 88,836.10 2 16,148
Harrigan Greens Park 4051 Parkland Way 34,055.80 36,083.00 2 6,797 Heredia Park 2201 Spring Grove Dr 88,950.20 11,458.70 2 12,606 Huisking Park 6485 Garland Way 29,459.43 9,868.99 2 4,551 Kennedy Park 4025 Vittorio Dr 33,499.80 29,091.00 2 6,286 Kenwood Oaks Park 1022 Tanzania Dr 5,787.70 28,100.90 2 2,521 Lincoln Estates Park 331 James Dr 97,904.60 7,450.90 2 13,553 Luken Park 2350 Pleasant Grove Blvd 54,909.00 50,550.60 2 10,485 Lunardi Park 2501 Country Club Dr 16,166.50 64,068.30 2 6,146 Marco Dog Park 1800 Sierra Gardens Dr 52,703.20 0.00 1 7,248 Misty Wood Park 1501 Misty Wood Dr 43,135.70 23,623.40 2 7,234 Nelson Park 1213 S Bluff Wy 9,240.40 35,994.90 2 3,475
North Hayden Park 3200 Adelaide Lp 22,344.12 12,189.96 2 3,746 Phillips Park 1200 Old Coach Dr 102,766.00 95,755.40 2 19,695 Piches Park 1471 Stone Point Dr 1,958.20 10,413.50 2 912 Cost Proposal Bid Sheet--Routine Work Exhibit B
Parks
Provide cost for all parks listed based on assigned Service Level. Please refer to the Parks & Landscape Standards (Exhibit A) and Service Levels in the RFP for details.
Additionally, provide add alternative costs for each column per the description below and refer to the Parks & Landscape Service Levels as needed.
Add Alternative #1: Pruning shall include shearing shrub hedges alongs walls, tree limb pruning to ensure 8' height clearance over sidewalks and
14.6' height over roads, and trimming of groundcover at hardscape edges.
Add Alternative #2: Irrigation shall include routine irrigation checks and schedule adjustments.
Parks Address Square Footage of
Turf Bermuda Square Footage of
Landscaping Service Level Mow, Edge, Blow AA- 1: Pruning AA-2: Irrigation Annual Cost Cost Proposal Bid Sheet--Routine Work Exhibit B
Pineschi Park 9501 Highland Park Dr 125,474.00 31,474.40 2 18,732 Rickey Park 1475 Parkside Wy 67,818.50 43,362.60 2 11,762 Roccucci Park 2110 Symphony Ave 99,569.00 65,571.60 2 17,390 Sakamoto Park 8160 Challis Circle 13,864.36 28,756.47 2 3,640 Saugstad Park 100 Buljan Dr 381,940.40 3,983.60 2 51,308 Sculpture Park 350 N Sunrise Av 2,410.90 0.00 2 322
Sierra Crossing Park 4251 Brookstone Dr, 178,002.30 22,393.60 2 25,191 Silverado Oaks Park 1430 Badovinac Dr 209,813.00 30,896.40 2 29,974 Solaire Park 4601 Solaire Dr 117,453.30 44,785.50 2 18,488 SSP48 2232 Dorrington Dr 0.00 16,325.80 2 1,015
Stephenson Park 6665 Maple Creek Dr 80,230.00 18,954.90 2 11,906 Sullivan Park 4000 Solaire Dr 110,382.63 57,202.09 2 18,316 Summerhill Park 648 Grenada Pass Dr 76,957.10 25,412.00 2 11,868 Sunrise Corridor 1100's Sunrise Bl 179,360.70 350,602.90 2 45,787 Taylor Park 700 Parry St 13,343.90 18,109.90 2 2,908
Twinwood Park 575 Twinwood Lp 27,884.40 4,320.30 2 3,996 Uribe Park 3051 Empingham Wy 111,180.80 41,596.70 2 17,451 Vernon Street Town Square 311 Vernon St 4,246.50 11,027.90 2 1,255 Veteran's Memorial Park 1750 Blue Oaks Bl 60,087.00 39,697.20 2 10,501 Waltrip Park 3800 Miners Ravine 31,088.40 16,130.20 2 5,158 Weber Park 320 Circuit Dr 27,478.20 28,684.20 2 7,837
White Park 504 Sixth St 7,457.40 6,836.40 2 1,420
Woodbridge Park 415 Sierra Bl 87,586.00 2,952.70 2 11,895 TOTALS 4,651,762.09 0.00 2,163,135.14 716,350
ACRES 106.79 0.00 49.66
Facility Grounds--Bid at Service Level assigned.
Site Location Address Square Footage of
Turf
Square Footage of
Landscaping Service Level Weed Free Area Sq Ft Annual Cost Post Office 330 Vernon St 0.00 1,620.50 2 236
316 Vernon St 316 Vernon St 0.00 2,163.10 2 316
Carnegie Museum 557 Lincoln St 1,877.60 4,602.40 2 1,884 Civic Center 311 Vernon St 0.00 9,164.20 2 1,336
Corporation Yard 2005 Hilltop Cir 0.00 205,717.20 2 34,238 Downtown Library 225 Taylor St 0.00 14,484.40 2 2,112
Fire Station # 1 80 Lincoln St 0.00 18,548.10 2 2,704
Fire Station # 2 1398 Junction Bl 2,566.60 1,224.30 2 1,835 Fire Station # 3 1300 Cirby Wy 2,874.20 1,405.40 2 2,062 Fire Station # 4 1900 Eureka Rd 0.00 20,066.00 2 2,926
Fire Station #5 1565 Pleasant Grove Blvd 4,292.10 2,970.10 2 3,205 Fire Station # 6 1430 E Roseville Pkwy 0.00 14,759.30 2 2,153 Fire Station # 7 911 Highland Pointe Dr 34,644.80 33,769.70 2 27,297 Fire Station # 9 2451 Hayden Pkwy 0.00 62,953.10 2 9,180 Johnson Pool 100 D St 3,677.40 2,629.90 2 2,758
Louis Orlando Bus Transfer Station 110 Louis Ln 0.00 7,922.40 2 1,155 Oak St. Parking Garage 200 Oak St 0.00 1,620.00 2 236
Roseville Police Department 1051 Junction Bl 3,436.70 49,264.40 2 9,403 Vernon Street Parking Garage 405 Vernon St 0.00 2,319.30 2 339 Square Footage Totals 212,334.10 1,001,305.20 3,570,688.90 105,375 Acres 4.87 22.99 81.97
Provide base cost for maintenance as outlined on the corresponding maps in Attachment J.
Please refer to the Parks & Landscape Standards (Exhibit A) and Service Levels in the RFP for details.
Cost Proposal Bid Sheet--Routine Work
Schools
Site Location Address Square Footage of
Turf
Square Footage of
Landscaping Service Level Irrigation Weed Free Area Sq Ft Annual Cost Thomas Jefferson Elementary 750 Central Park Dr 106,511.40 0.00 2 7,926 Square Footage Totals 2,370,162.20 7,926
Acre 54.41
Please refer to details in the RFP for school sites.
Irrigation work includes programming 2x/week and systems check 1x/week Provide cost for mowing only 1x a week.
Cost Proposal Bid Sheet--Routine Work
Landscape Maintenance Labor Hourly $45.00
City of Roseville
BID SHEET"EXTRA WORK"
Labor Unit Unit Cost
Skilled Labor (lrriqation Tech) Hourly $65.00
Enhancements Labor Hourly $47.00
Field Supervisor Hourly $85.00
Emerqency/Off Hour Response Hourly $125.00
Other (describe):
Directed Extra Work Unit Cost
Mowing, Edging/Blowing Per Acre $400.00
Fertilization- Parks Per Acre $365.00
Fertilization- Streetscape Per Acre $300.00
Chemical Application - Parks Per Acre $600.00
Chemical Application - Per Acre $400.00
Core Aerification and Clean-up- Per Acre $475.00
Core Aerification and Clean-up - Per Acre $385.00
Disking Per Acre $320.00
Rough mowing Per Acre $350.00
Shrub planting- 5 Gallon Each $32.50
Shrub planting- 1 Gallon Each $17.50
Sod preparation and installation per square foot $4.50
Overseeding Per Acre $670.00
Mulch installation - small areas
Per yard $100.00
Mulch installation - large areas
Per yard $90.00
Post & Cable replacement Per linear foot $190.00
Tree planting 15 Gallon w/stakes Each $230.00
Tree planting 24" Box Each $450.00
Tree planting 36" Box Each $1,200.00
RESOLUTION NO. 24-406
APPROVING A PARK AND LANDSCAPE MAINTENANCE SERVICES AGREEMENT,
BY AND BETWEEN THE CITY OF ROSEVILLE AND NEW IMAGE LANDSCAPE
COMPANY, AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT
ON BEHALF OF THE CITY OF ROSEVILLE
WHEREAS, a Park and Landscape Maintenance Services Agreement for Parks, Recreation & Libraries, by and between the City of Roseville and New Image Landscape Company, has been reviewed by the Council; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said Agreement is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.
PASSED AND ADOPTED by the Council of the City of Roseville this day of , 20 , by the following vote on roll call:
AYES COUNCILMEMBERS:
NOES COUNCILMEMBERS:
ABSENT COUNCILMEMBERS:
MAYOR
ATTEST:
City Clerk
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D024\P005\00090612.DOCX;10/24/2024] 21 EXHIBIT “A”
Contractor’s Proposal
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D024\P005\00090612.DOCX;10/24/2024] 22 EXHIBIT “B”
City’s Request for Proposals
REQUEST FOR PROPOSALS
(13-146)
Parks and Landscape Maintenance Services
DUE: July 11, 2024
3:00 PM
Deliver to:
City of Roseville
Attn: City Clerk Department
311 Vernon Street
Roseville, CA 95678
OR
Email: [email protected]
NOTICE FOR PROPOSALS
RFP (13-146)
NOTICE IS HEREBY GIVEN that proposals for Parks and Landscape Maintenance Services will be received by the City of Roseville. Proposals will be accepted ONLY at the office of the City Clerk, Civic Center, 311 Vernon Street, Roseville, CA 95678 or submitted via electronic mail to [email protected], until 3:00 p.m., July 11th, 2024. Said proposals will be evaluated and results will be made public after completion of the negotiation process with the selected contractor. The City reserves the right to reject any or all proposals and to waive any informalities or irregularities in any proposal or in the proposal process.
May 29, 2024
___________________________________
_____________________________________
Date
Eric Dexter
Parks and Open Space Superintendent
CITY OF ROSEVILLE
The City is not responsible for misdelivered proposals, and the proposer is strictly liable for its chosen method of delivery. It is the proposer’s sole responsibility to make sure that proposals arrive at the proper location. Any proposal which does not actually arrive in the City Clerk’s Office by the RFP due date and time will be rejected as non-responsive, even if properly addressed or delivered to another City Department.
Your proposal MUST be addressed and delivered as follows:
City of Roseville
Attn: City Clerk Department
311 Vernon Street
Roseville, CA 95678
The proposer is also directed to include the attached “Sealed Proposal” label on the outside of the package or envelope, so that it is visible when delivered to the City.
Or emailed to:
[email protected]
Note: Email submissions are limited to 25 megabytes.
___________________________________________
IMPORTANT!!!
This is a prevailing wage project. Accordingly, all prevailing wage and fair employment laws and regulations shall be adhered to. For prevailing wage contracts over $25,000.00, copies of certified payroll must be submitted with invoices. Prevailing wage rates may be obtained from the Department of Industrial Relations and/or the following website address:
http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm
City of Roseville RFP
PREVAILING WAGE NOTIFICATION
(RFP # 13-146, Park and Landscape Maintenance Services)
TABLE OF CONTENTS
SECTION Page
1.0 INTRODUCTION 4
2.0 TENTATIVE PROJECT SCHEDULE 5
3.0 PRE-PROPOSAL CONFERENCE 6
4.0 SCOPE OF SERVICES 6
5.0 ASSURANCE OF DESIGNATED PROJECT TEAM 25
6.0 PROPOSAL FORMAT REQUIREMENTS 25
7.0 SUBMITTAL INSTRUCTIONS 29
8.0 EVALUATION CRITERIA 30
9.0 SELECTION PROCESS 31
10.0 GENERAL TERMS AND CONDITIONS 32
11.0 ATTACHMENTS 40
40 41
44 45
47 48
60-90
PROPOSER’S CERTIFICATION
LEVINE ACT DISCLOSURE STATEMENT FORM
CONTRACTOR LICENSES
SUBCONTRACTOR LIST
NON-COLLUSION DECLARATION
SAMPLE CONTRACT
EXHIBITS A - G
1.0 INTRODUCTION
The City of Roseville (hereinafter “City”), is soliciting proposals for a Park and Landscape Maintenance Services. This will be a competitive negotiation process. Qualified individuals, firms, contractors, consultants or entities (hereinafter “Contractor(s)”), that meet the requirements set forth in this Request for Proposals (hereinafter “RFP”) and are capable of providing the services requested are encouraged to participate.
1.1 BACKGROUND
The City of Roseville encompasses approximately 84 developed parks and facilities, 355 acres of landscape area adjacent to roadways and neighborhoods, 4200 acres of open space, two golf courses, two community centers, three swimming pool facilities, the Maidu Museum and Historic Site, 21 childcare facilities, and three libraries. The City continues to grow in parks, facilities, programs, and attendance and is focused on sustaining standards, services levels, and prioritizing core services.
The areas within this proposal will be divided into three (3) district zones in geographical areas and streetscapes, faculties school mowing and extra work will be included. The Parks will be grouped separately, even though they are in these geographical zones. It has been Roseville’s past practice and intent to award contract s, by zones and Park groups to a least two (2) qualified bidders.
The City of Roseville considers this to be an outcome-based Request for Proposals. Generally, determinations for specific frequencies of service will be at the discretion of the contractor. There are exceptions that are noted throughout this document and the associated exhibits.
1.2 CITY OVERVIEW
The City of Roseville is an incorporated city with a population of more than 145,000 residents, located in Placer County off Interstate 80, approximately 16 miles northeast of Sacramento, California. The City of Roseville is a Charter city operating under the City Council/City Manager form of government.
1.3 PROPOSAL SUBMITTAL
RFP proposal submittals may be delivered to the Office of the City Clerk, Civic Center, 311 Vernon St., Roseville, CA 95678 via common carrier, hand delivered, or submitted via electronic mail to [email protected] by the specified proposal due date and time. Complete and attach the “Sealed Proposal” label to the outside of the proposal packaging if delivering or hand carrying a hard copy of the proposal, so it is visible to the City Clerk. If submitting a proposal via electronic mail, then include the RFP title and RFP number in the subject line of the email.
1.4 CALIFORNIA SECRETARY OF STATE REGISTRATION
The City requires all corporations, limited liability companies and limited partnerships to be registered to do business in the State of California. On a separate sheet of paper, please include a screenshot of your “ACTIVE” status with your proposal submittal, which can be obtained by accessing this link:
https://bizfileonline.sos.ca.gov/search/business. All proposers must be registered with the Secretary of State or have a valid exemption by the time of award.
1.5 INSTRUCTIONS
This RFP includes a description of the scope of services, proposal requirements, and instructions for submitting your proposal. Failure to follow these instructions may result in rejection of your proposal.
No oral representations or interpretations will be made to any proposer as to the meaning of this RFP.
Direct all inquiries regarding this RFP in writing to Parks, Recreation & Libraries Department, Eric Dexter by accessing the RFP from the City’s website at:
https://www.roseville.ca.us/business/procurement_services/bids_rfps by no later than June 27, 2024.
Do not contact other individuals or City departments in this regard. Information provided by anyone other than the above contact may be invalid, and proposals which are submitted in accordance with such information may be declared non-responsive.
In the event that it becomes necessary to revise any part of this RFP, written addenda will be issued. Any amendment to this RFP is valid only if it is in writing and issued by the City department issuing the RFP.
No oral interpretations or answers shall bind the City unless confirmed by the City in writing.
All addenda for this RFP will be distributed through PublicPurchase.com to proposers who have registered with PublicPurchase.com and who have downloaded the RFP. Additionally, the Notice of Intent to Award will be posted on PublicPurchase.com. It is the proposer’s sole responsibility to monitor PublicPurchase.com for possible addenda to this RFP and for the Notice of Intent to Award. Failure of proposer to retrieve addenda or the Notice of Intent to Award from PublicPurchase.com shall not relieve him/her of the requirements contained therein or the timelines associated therewith.
Additionally, failure of proposer to return a signed addendum, when required, may be cause for rejection of his/her proposal.
2.0 TENTATIVE SCHEDULE
The following represents the tentative schedule for this RFP. Any change in the scheduled dates for the Pre-Proposal Conference, Deadline for Final Questions, or Proposal Submission Deadline will be advertised in the form of an addendum to this RFP. The schedule for the evaluation process and other future dates may be adjusted without notice.
RFP Released by the City………………………………
Mandatory Pre-Proposal Conference...…………………
Deadline for Final Questions……………………………
City Responses to Written Questions…………………..
Proposal Submission Deadline………………………….
May 29, 2024
June 11, 2024
June 20, 2024
June 27, 2024
Contractor Interviews as needed……………………….
Contract Negotiations……………………………………
Contract Approval by City Council…………………….
Commencement of Services.…………………………….
July 11, 2024
July 24, 2024
August-September 2024
November 2024
January 01, 2025
3.0 MANDATORY PRE-PROPOSAL CONFERENCE
A mandatory pre-proposal conference/job walk has been scheduled for Tuesday, June 11th, 2024, 9:00am. Attendance will be taken prior to the job walk.
Location: City of Roseville Offices
311 Vernon St. 1st floor
Roseville, CA 95678
Prospective proposers must pre-register by June 10th, 2024, with Shelby Craig at [email protected].
The conference will last approximately 30-60 minutes. Registrants will be asked to provide the name of the attendee(s), company name, phone number, and email address(es).
Proposals from Contractors who do not attend the mandatory pre-proposal conference will be rejected.
The pre-proposal conference will begin at the designated start time. Attendance for the entire preproposal conference is required, and tardiness may be grounds for disqualification.
Interested firms will have an opportunity to submit questions regarding the requirements outlined in this RFP. In order to make the meeting more effective for all participants, attendees should read this document thoroughly prior to the meeting.
Substantial clarifications or changes required as a result of the meeting will be issued in the form of a written addendum to the RFP. A list of attendees will be distributed upon request.
4.0 SCOPE OF SERVICES AND GENERAL CONDITIONS
4.0 SCOPE OF SERVICES
The Parks and Landscape Maintenance Contract (“Contract”) is an outcome-based contract where the City has established specific park and landscape standards as outcomes. The Contractor is responsible for developing a base bid necessary to maintain the expected outcome standards. The City will inspect the work of the Contractor against the stated standards to determine compliance and payment.
The work to be performed under the Contract consists of the furnishing of all labor, insurance, materials, and equipment needed to perform park and landscape maintenance services.
The Contractor is being asked to provide bids for the following types of work:
A. Park Turf and Landscape Maintenance
B. Streetscape Landscape Maintenance
C. Facility Landscape Maintenance
D. School Mowing
E. Extra Work
Prospective contractors shall provide the highest quality of landscape maintenance services to parks, streetscapes, schools, and various other facilities. In addition to turf care (mowing, blowing, and edging), the landscaping activities encompass tree, shrub, and ground cover pruning and trimming, debris and leaf removal, fertilization, soil deficiency remediation, weed control, weed abatement, and pest control. Irrigation systems operations include the maintenance, adjustment, installation, and repair of a variety of components, such as irrigation controllers, valves, moisture sensing devices, and sprinkler heads of a variety of manufactured brands and models.
The scope of services includes all work to perform landscape maintenance at numerous landscape sites described in the General Conditions (Section 4.2) and the Parks & Landscape Maintenance Standards (Exhibit A). This document will become part of the executed agreement.
4.1 GENERAL CONDITIONS
4.2.1 Normal Hours and Days of Maintenance Services
Contractor shall perform the required maintenance services between the hours of 7:00 am and 7:00 pm, Monday through Friday. Weekend work requires City approval with service hours between 8:00 am- 7:00 pm No maintenance function that generates excessive noise which would cause annoyance to residents of the area shall be commenced before 8:00 am
On weekdays, school sites must be mowed before or after school hours. If started in the morning all mowing shall start no earlier than 7:00 am and finish no later than 8:00 am. It is an option for school sites to be mowed on Saturday in coordination with the City. The Contractor shall also work with staff at individual sites to make any adjustments to site mowing and timing.
The Contractor shall always conduct work in a manner that will not interfere with normal recreation programs, school programs, pedestrian traffic on adjacent sidewalks, or vehicular traffic on adjacent streets.
Contractor will supply weekly work plans for each type of work activity (i.e., mowing, pruning, weed control, etc.) to designated City staff. Any modification in the hours and days of maintenance services as stated in the Contractor’s weekly schedule is subject to approval by the City.
Park and Facility scheduled service days must meet frequencies by service level identified by the City from the Parks & Landscape Maintenance Standards (Exhibit A).
4.2.2 Outcome Based Contract and Inspections
The Contractor shall be responsible for maintaining parks and landscapes as outlined in the General Conditions (Section 4.2) in the Parks & Landscape Maintenance Standards (Exhibit A) and the cost of maintaining those areas, to the designated standard, shall be included in the base bid unless otherwise called out specifically as “extra work” in this Request for Proposals.
The City will regularly inspect the Contractor'swork and meet compliance, in its sole discretion, according to the Parks & Landscape Maintenance Standards (Exhibit A).
Contractor will only be paid for work rated as “meets standards.” If Contractor’s work does not meet City standards, it shall be considered “below standard.” Contractor will not be paid for work rated as “below standard” until such work is improved to “meets standards.”
Contractor shall not be paid additional amounts for remedial work required to improve “below standard.” City staff will work closely with Contractor ‘s representatives to achieve the results described in the standards and inspection criteria. However, responsibility for meeting standards rests with the Contractor.
During the first three (3) months of the Contract, the Contractor shall identify any preexisting conditions or issues that may inhibit it from meeting the standards required by the Contract. This timeframe will allow the Contractor and City to work together on a solution. Contractor shall inspect all areas at least monthly and will discuss inspections with City during regular scheduled meetings. Following the initial three (3) month period, the Contractor shall continue to inspect all assigned areas at least monthly and discuss inspections with the City during ongoing meetings.
The Contractor shall provide electronic versions of monthly inspection quality assurance reports to the City by the 10th of the following month as to each site’s compliance with City standards. An action plan with deadlines must be provided to the City to indicate when corrections will be made if an area is deemed “below standard.” Failure to turn in inspection reports by the deadline will result in monthly payment being withheld until inspections are turned in. Contractor shall provide an example of the report to be utilized for City review and approval.
At the beginning of every year a mowing schedule shall be provided to the City for review. Schedule adjustments shall be made throughout the year based on environmental factors, sporting events or City’s direction. Adjustments to the schedule shall be provided to the City for review and approval ten (10) business days prior to making the adjustments.
Turf shall be mechanically edged at the following areas: all grass along infrastructure such as walls, fences, foundations, curbs, sidewalks, shrubs, poles, guy wires, irrigation boxes, utility boxes, drain grates and any other object within or immediately adjacent to the turf areas.
Edging should not create gaps no wider than 1/4" around infrastructure.
Every effort shall be made to reduce the amount of string trimming required while still protecting City assets. String trimming around valve boxes or drain inlets must be done using a vertical cut and not a flat cut. String trimming shall not be used around the base of trees as chemical control is the preferred method. Trees found to be scarred by maintenance activities may require replacement at the direction of City staff at the cost of the contractor.
Turf around irrigation heads shall be mowed to the appropriate height to provide maximum water coverage. Clippings shall be removed from all adjacent walkways and other paved surfaces immediately after each mowing/edging.
Seed heads on no-mow turf shall be removed on an annual basis. No-mow turf shall be edged as needed to keep from encroaching on walls, fences, sidewalks, etc.
Contractor shall remove litter or debris from the area to be mowed prior to mowing.
The contractor shall inform the City of any issues with the turf within one (1) business day of discovery.
The contractor shall inform the City immediately when irrigation is damaged through the course of mowing. Issues related to overwatering, that prevent mowing, shall be brought to the City’s attention immediately.
Issues caused by mowing are the responsibility of the Contractor to repair. Trees found to be scarred by mowers shall be replaced by the Contractor at the request of the City.
The contractor shall perform seeding/sod replacement as needed to meet standards with the approval of the City.
There will be a financial impact on the Contract if any scheduled use (including, but not limited to, special events or recreation programs) of City facilities are impacted by neglect on the Contractor’s part. Any costs associated with re-scheduling the event/activity/program will be the responsibility of the Contractor for time, staffing and costs, including, but not limited to, officials’ salaries, part-time staff salaries, maintenance call out person salaries (stand by), light costs, and preparation of fields (which can includea drag, watering, and lining of the field), mowing, etc.
For any area that fails to meet City standards because of action that is the Contractor’s responsibility, the Contractor shall notify the City immediately and develop a plan to bring the area back to compliance. Should the City discover an area that does not meet the City standards, and the City has not been notified by the Contractor, the Contractor will be put on notice in writing to bring the area back into compliance. The following penalty will result:
A. The monthly payment for the specific area identified on each map page (Attachment J) will be withheld by the City until the area within the map page is back in conformance with City standards.
B. If conformance is reached within thirty (30) days of notice, the City will release one hundred percent (100%) of the payment.
C. If at any time during a notice by the City, the Contractor does not bring the area into conformance within thirty (30) days, the City will keep the monthly payment as a penalty and withhold the next month’s payment following the above-mentioned conditions until conformance is reached or the Contract is terminated.
If the City must give notice to the Contractor a second time for the same specific map page within twelve (12) months of the initial notice, the contract may be terminated.
The parties will observe the following problem resolution process:
1. Written notice of the problem.
2. Field conference with inspector/Contractor’s field
representative to identify problem and agree on solution as presented by Contractor.
3. Conference between City’s representative and Contractor’s principal.
4. Imposition of penalties and/or correcting defect at Contractor’s cost.
5. Termination of Contract.
In addition, the Contractor shall inspect areas weekly, at a minimum, for insects and disease. General inspections of turf and plant materials shall be completed at a minimum of weekly for signs of stress or damage. Upon request, the Contractor will walk with the City’s representative for the purpose of determining compliance with the specifications or to discuss required work. The Contractor’s representative must be authorized to sign documents and make changes to the work.
All corrective work required because of a regular inspection, or any additional inspection shall be accomplished to the satisfaction of the City within thirty (30) days of the authorization to repair the deficiencies, except in the case of a broken/leaking irrigation with must be repaired within twenty-four (24) hours and prior to the next watering event.
Contractor shall provide the City with written confirmation of all corrective work and may be asked to provide additional photo documentation. Should there be a temporary suspension of work in a specific area of more than one month, the monthly invoices shall be adjusted accordingly to reflect actual work performed.
4.2.3 School Sites
If weekday mowing occurs on school property a strict schedule must be followed to accommodate school schedules and student safety. School sites must be mowed before or after school hours. If started in the morning all mowing shall start no earlier than 7:00 am and finish no later than 8:00 am The Contractor shall be responsible for all mowing.
The Contractor shall not be responsible for edging or for work requiring a string trimmer at School sites.
4.2.4 Turf Aeration
The Contractor shall perform core aerations of turf as part of the base bid. For a specific number of applications per year refer to specific service levels in the Parks & Landscape Maintenance Standards (Exhibit A). All aerations shall conform to the City’s agronomic calendar. Additional turf aerations may be proposed as “Extra Work” by the Contractor, to meet the designated service level.
All proposals, and costs, must be approved by the City prior to additional turf aerations occurring. The Contractor can do more aeration, with City approval, at their own cost to relieve summer stress on turf.
Aeration plugs shall be properly destroyed to not pose a safety issue or interfere with the use of parks and facilities.
Any damage incurred is the responsibility of the Contractor, including valve boxes and irrigation components.
4.2.5 Shrubs and Landscape
All plants shall be maintained in a healthy and attractive condition. Landscaping shall also be maintained to provide secondary functions such as natural barriers, pollution/dust control and/or erosion control. All plant beds shall be maintained free of trash and debris.
4.2.6 Trimming
All plants that require pruning shall be pruned as needed to meet the intent of the landscape design per the assigned service level in the Parks & Landscape Maintenance Standards (Exhibit A). In general, to grow in a natural shape without excessive amounts of pruning. Shrubs growing along fences and walls shall be maintained at the height of the fence or wall. Clearances against walls and fences may be required to allow access for wall/fence maintenance and/or irrigation maintenance.
Shrubs and vines shall be pruned to always prevent encroachment over sidewalks or onto private property, and to maintain line of site visibility at select intersections.
Vegetation in front of all signs shall be pruned regularly so signage is always visible.
Vegetation should not obscure or block any drainage inlets.
A. Pruning Frequencies
Pruning shall be completed as described in the Parks & Landscape Maintenance Standards (Exhibit A). Most areas require pruning to be completed at least three (3) times per year. Some plant materials may need to be pruned more frequently depending on the species to prevent clearance issues. Additionally, some areas may require less pruning due to plant species or budget restrictions. The Contractor shall provide a schedule showing planned dates of completion for all areas. In general, the pruning cycles are designated as January- April, MayAugust, and September- December. Pruning for each area shall be completed by the end of each pruning cycle. If pruning is not complete, payment for the specific area or map page (Exhibit G may be withheld as outlined in Section 4.2.2.) B. Growth Regulators
Using plant growth regulators is an approved substitute for one pruning cycle when approved by the city.
4.2.7 Facility Grounds Maintenance
All facility grounds shall be maintained as described in Section 4.2 and to service level 2 as described in the Parks Landscape Maintenance Standards (Exhibit A).
The Pleasant Grove Wastewater Treatment Plant (PGWWTP), the Solid Waste Recycle Plant and the Barton Water Plant require additional maintenance indicated here:
• Bio-filters shall be maintained always weed free.
• Pre and post emergent herbicides shall be applied to pond slopes and chip sealed/gravel roadways a minimum of
two (2) times per year.
• Native/wild grasses shall be mowed and trimmed annually.
• Pre and post emergent herbicides shall be applied to gravel areas a minimum of two (2) times per year. Remove emerged weeds within thirty (30) days of discovery.
• Pre and post emergent herbicides shall be applied to barked areas a minimum of two (2) times per year. Remove emerged weeds within thirty (30) days of discovery.
• Westpark Drive and Phillips Road locations: Pre and post emergent herbicides shall be applied to all bark areas, tree rings, and shrub rings annually.
4.2.8 Service Levels
SERVICE LEVELS
The chart below outlines differences in allowable tolerances based on the three service levels. Each park or streetscape is assigned a service level, and the Contractor is expected to provide maintenance at that level unless otherwise noted. Tasks not listed in the chart below shall be maintained at the basic maintenance level described in the Parks & Landscape Maintenance Standards (Exhibit A).
1 2 3
Turf Care
Maintained
between:
Warm season
(Bermuda)
Cool season (Fescue
& Bluegrass)
1”-2”
2”-3.5”
1”-2”
2”-3.5”
1”-2.5”
2”-4”
Bare Areas Up to 5% up to 10% Up to 35%
Edging Weekly Every other
week
Once per month
Weeds None
(Street frontages,
play/picnic areas,
etc.)
No more than
20%
No more than 60%
Aeration 2x/year
(minimum)
1x/year
& as needed
As requested,
Landscaping & Trees
Hedge pruning Within 1’ under
top of wall/fence
Within 1’ under
top of all/fence
No more than 1’ over top of
fence/wall
Missing plant
material (includes
trees)
None within high
visibility areas
In limited areas
(up to 10%)
Acceptable
Weeds None within high
visibility areas
In limited areas
(up to 10%)
Acceptable, 1-4
applications per year as
budget allows
Pruning Shrubs More than 3/x
year (Minimum)
3/x year
(Minimum)
2/x per year
4.2.9 Refuse Disposal
Disposal of refuse (litter and green waste) shall be delivered by the Contractor, or its service provider, to the Materials Recovery Facility (MRF)/Western Placer Waste Management Authority facility. If necessary waste may be placed in a dumpster serviced by the City of Roseville, with advanced notice.
4.2.10 Traffic Control
Traffic control shall conform to the latest Caltrans Standards to ensure the safe flow of traffic and the safety of workers in traffic zones. All traffic control costs shall be included in the prices paid for the various contract items of work and no additional compensation will be allowed. A master traffic control plan shall be submitted and approved by the City’s Traffic Engineering Department prior to work starting.
Access to driveways shall be always maintained. When entering or leaving roadways which bear public traffic, the Contractor's equipment, whether empty or loaded, shall in all cases yield to public traffic.
4.2.11 Fingerprinting and Background Checks
Contractor, at its expense, must conduct a background check for each of its employees, as well as for the employees of its subcontractors, who will provide services to the City of Roseville.
Background checks are to be conducted via a request with the Department of Justice and the Federal Bureau of Investigations. Contractor shall maintain records for background checks and provide documentation if requested.
4.2.12 Fines and Fees
Fines or penalties levied against the city because of maintenance practices by the Contractor will be borne solely by the Contractor.
4.2.13 Meetings and Reporting
The City and the Contractor shall have an annual meeting once per year held in January to discuss any changes, contract cost and an overall evaluation of work performance over the previous year.
The City and the Contractor shall meet monthly to discuss and review ongoing work, work schedules and timelines for projects.
The Contractor shall be required to complete and provide reports to the City, including a maintenance schedule, as approved by the City, which shall include mowing, fertilization, aeration, pesticide applications, tree minimum clearance and pruning schedules. This schedule shall be finalized and approved by the City and shall reflect the ongoing maintenance schedules for work to be performed.
4.2.14 Performance During Inclement Weather
During periods of excessive rainfall that hinder normal operations, the Contractor shall adjust its workforce to accomplish those activities that are not affected by weather. The
prime factors in assigning work shall be the safety of the workforce and damage to turf and landscaping.
4.2.15 Acceptance
Acceptance by the City of any services furnished under the Contract shall occur only after the final review of authorized employees of the City.
The City shall reject and refuse to pay for, all non-conforming services.
Nothing in this section shall limit or restrict the warranty and remedy obligations of the Contractor specified in the Park and Landscape Maintenance Services Contract.
4.2.16 Safety
Safety provisions shall conform to Cal-OSHA Safety Orders, and all other applicable federal, state, county, and local laws, ordinances, codes, and regulations in performing the work under this Contract. Where any of these are in conflict, the more stringent requirement shall be followed. The Contractor’s failure to thoroughly familiarize itself with the safety provisions shall not relieve it from compliance with the obligations and penalties set forth therein. The Contractor shall develop and maintain for the duration of the Contract, a safety program that will effectively incorporate and implement all required safety provisions. The Contractor shall appoint an employee who is qualified and authorized to supervise and enforce compliance with the safety program. The Contractor shall take all precautions required by applicable regulations of the State Department of Industrial Relations.
4.2.17 Response Time
Contractor supervision shall be immediately available at all times Contractor employees are working on sites and must be available between 7:00 am and 10:00 pm each working day via phone or mobile device and must respond to an emergency/ major discrepancy in the Contract within two (2) hours of initial contact.
4.2.18 Qualified Contractor Supervision
Contractor must dedicate one point of contact for each geographic zone who shall oversee the contract in its entirety for the assigned geographic zone, including any Extra Work assigned. The point of contact shall facilitate all work and activities occurring with assigned City staff.
All Contractor’s supervisors must be qualified, proficient in English, trained and capable of providing adequate supervision and direction of all Contractor’s employees and must demonstrate verbal and written communication skills sufficient for the work required herein.
4.2.19 Contractor’s Employees
This Contract is intended to be a “partnership” between the City and the Contractor.
The quality of the Contractor’s work reflects directly upon the City. Only
Contractor’s employees and subcontractors are allowed on City property where work is being performed.
The City reserves the right to direct Contractor to remove from assignment to City facilities such employees of Contractor or subcontractors deemed incompetent, careless, insubordinate, or in any way objectionable by City, including any personnel whose actions are deemed by the City to be contrary to the public interest or inconsistent with the best interests of the City.
Contractor’s employees and subcontractors shall not use any tobacco product in any city park or within twenty (20) feet of any entrance to a public building.
4.2.20 Employee Uniforms
The Contractor shall provide each of its employees with uniforms. At all times, personnel shall wear uniforms. Uniform apparel shall be kept neat, clean, and in good repair. All uniforms shall include the Contractor’s name and logo.
4.2.21 Contractor’s Equipment
The on-site supervisor shall ensure that all contractor-supplied equipment is in good working order. Any damaged equipment or equipment in need of repair shall be removed from the site. Contractor shall be responsible for any damage to the work sites, City or private property, or any injuries caused by Contractor’s equipment or personnel.
All Contractor vehicles must be neat, clean, well maintained and labeled with the company name.
4.2.22 Locks and Keys
The Contractor shall be responsible for the series of keys assigned to it and shall assign these keys to its personnel for use in maintaining the facilities. The Contractor shall properly use and keep safe all keys or locks issued by the City to the Contractor.
The Contractor shall report all lost or stolen keys or locks to the City within twenty-four (24) hours of discovery. The Contractor shall reimburse the City for the total cost of replacement keys and/or locks that have been lost.
Upon termination or cancellation of the Contract, the Contractor shall immediately return all keys, access cards, remotes, etc. to the City.
4.2.23 Vandalism and Damage
Contractor shall notify the City of all vandalism, defects, and/or safety items within one (1) business day of discovery to Park Maintenance at (916) 774-5748.
All damage to landscaping, irrigation equipment, real property or any related structures caused by Contractor during its performance of the Contract shall be the responsibility of the Contractor. Repairs to turf shall be made with sod.
The city may request quotes from Contractor for vandalism repairs, which would be awarded as “Extra Work.” Commencement of work will proceed only after City approval.
4.2.24 Irrigation
4.2.24.1 Irrigation ProgramManagement
All required scheduling and operation of the irrigation controllers reflecting weather changes and water needs will be covered under this Contract. The contractor shall make all adjustments and setting of controllers to establish the frequency and length of watering periods. Any malfunction of controllers including communication failures must be reported immediately to the City along with a proposal for correction with costs. The City’s Irrigation Technician can assist with troubleshooting controller issues after power has been verified and physical connections have been inspected.
Controller programs shall incorporate the following conditions:
• Meet all City and State ordinances including where
applicable the Water Efficient Landscape Ordnance
(WELO).
• Program around parks, sports fields and facility use and events. • Reflect actual requirements of soil and plants.
• Avoid runoff onto streets, sidewalks, fences, walls, and other non- target areas.
• Maximize public use of City property.
Monthly from March through November at the City’s request, the Contractor shall provide the irrigation schedule to the City’s Irrigation Technician by the 10th of the month. This report shall include the following information:
• All irrigation programs set on controllers.
• Irrigation schedules start times for each irrigation program. • Irrigation run days for each irrigation program.
• Irrigation cycle length, in minutes for each station in an irrigation program.
• Number of repeat cycles for each station in an
irrigation program.
For any controller schedule not supplied by the 10th day of the current month by Contractor in any month during season per the City’s request, a $50.00 penalty per controller may be assessed. Contractor shall have the penalty deducted from the monthly payment for the District, Park, and/or Facility financially responsible for that irrigation controller. Each station shall be adjusted to meet the needs of the
specific area unless authorized by the City, as well as, adjusted due to weather conditions and run off.
Maintain a minimum of two qualified user/programmers for both ICC pro and Calsense central control systems.
4.2.24.2 Irrigation Schedule
An irrigation schedule is developed based on current controller settings, visual observation, and the results of moisture probing. Adjustments shall be made to the controller when the soil moisture profile is found to be too dry or too wet.
Adjustments shall also be made as needed to ensure plant health.
Adjustments to the schedule shall occur as needed to accommodate changes in area use and/or environmental changes to individual areas.
4.2.24.3 Soil Moisture Testing
Soil probing shall be conducted regularly in all areas to ensure proper soil moisture levels to meet plant water requirements.
4.2.24.4 Irrigation Repair & System Checks
The Contractor shall perform a complete irrigation check of all heads, valves, quick couplers, etc. for every irrigation system before system start up and no later than April 1st. The Contractor shall supply the City with a written report of every irrigation check as it is completed. Needed repairs shall occur throughout that same period, with the approval of the City, to ensure a fully operational system at the beginning of each spring. System evaluations, and repairs shall be made as outlined in Parks & Landscape Maintenance Standards (Exhibit A).
Contractor is responsible to replace batteries annually on battery operated valves or controllers.
Irrigation system repairs shall occur and be compensated as stated below:
All repairs will be completed prior to the next scheduled watering event. If this is not possible, the City should be contacted. Loss of plant material due to delay of repairs is the responsibility of the Contractor.
Irrigation system repair will be the responsibility of the Contractor. All replacement materials are to be with new original types and models and consistent with Park construction standards unless a substitute is approved by the City. The Contractor shall implement repairs in accordance with all effective warranties, and no separate payment shall be made for repairs on equipment covered by warranties. All repairs shall be guaranteed for 90 days after repair is complete.
Maintenance, repair, and replacement of malfunctioning irrigation heads and quick couplers, including risers and/or swing joints, shall be covered in the Contractor’s base bid. The Contractor shall provide labor for the above items at no extra charge and shall bill the City for the required parts with a maximum mark up of 10% over the actual cost.
Replacement of valves, filters, valve boxes, and wiring shall be considered “Extra Work” in their entirety. Decisions regarding repair verses replacement will be made by the Contractor and the City jointly. If there is a disagreement with regards to how to proceed the City’s choice will prevail.
Maintenance and regular cleaning of reclaimed mainline filters shall be covered in the Contractor’s base bid. These filters are located at the point of connection of reclaimed water systems in the following Districts: Sierra Vista, Creekview, West Park Westbrook and parts of Fiddyment. They should be cleaned regularly as needed to supply adequate water for irrigation.
Repair and replacement of lateral lines, main lines, check valves, and controllers shall be considered “Extra Work” in their entirety.
Repairs and replacements of any irrigation component or property damaged by the Contractor or because of negligence, error, or omission by the Contractor shall not be submitted to the City for payment and are the responsibility of the Contractor.
Repair and replacement of any irrigation components or property that is a result of vandalism, or unintentional damage, caused by the public shall be considered “Extra Work” in its entirety. All vandalized components must be reported to the City within one (1) working day with photos of the area. Photos of the repair or replacement must be reported for the Contractor to be compensated. If the vandalized components are not reported within one (1) working day the Contractor will be paid based on the above stated criteria for repair and replacement.
When the Contractor observes or is notified of water waste due to excessive overspray, overwatering for irrigation system malfunction, Contractor shall respond within twenty- four (24) hours. Repairs/adjustments shall be made prior to the next watering event. Any fines or fees incurred due to non-compliance with WELO shall be the responsibility of the Contractor.
In all streetscapes, system checks shall be done in accordance with the service levels outlined in the Parks & Landscape Maintenance Standards (Exhibit A).
4.2.24.5 Recycled Water
Recycled water is used in areas of the City parks and landscapes. Contractor’s staff shall be trained in the proper techniques for working with recycled water and it is the responsibility of the Contractor to ensure compliance with all safety and health precautions.
The Environmental Utilities Department may request to observe system checks on recycled water systems. This shall be coordinated through the Parks Division.
4.2.24.6 Other Irrigation Conditions
City will provide all the water and electricity necessary for the Contractor to perform the services except instances where excessive costs are incurred by the City due to water/electricity waste or negligence by the Contractor.
A. If the City determines that excessive utility costs due to waste or negligence have occurred and are a result of Contractor’s actions, the City may withhold from payment to the Contractor those funds necessary to reimburse the City for these additional costs.
B. If there is a difference of opinion between the City and the Contractor as to whether there has been waste due to the negligence of the Contractor, the opinion of the City willprevail.
C. At the City’s request the Contractor may be required to attend a monthly water conservation meeting with the city and the City’s other partners. This meeting is designed to discuss best management practices, water usage to date, mandated restrictions, and City goals.
This group is required to work as a team to accomplish City-wide irrigation goals.
4.2.25 Plant Loss
It is one of the Contractor’s prime responsibilities to prevent loss of plants caused by pests, diseases, insects, soil conditions, nutrient, micro-climatic conditions, improper planting, or improper irrigation practices.
Contractor shall be continuously alert in locating and defining problems and will exercise prompt and proper corrective action. Contractor must report to the City any findings of damage to plants in writing with photo documentation and will be held responsible for replacement if failure to identify a problem and notify the City in writing prior to plant failure. Within thirty (30) days of the execution of the Contract a preliminary written report shall be submitted for major corrective problems not covered in the Contract along with thecosts.
Contractor shall replace, at the Contractor’s cost, any dead, stunted, or damaged plantings that are the result of the Contractor’s negligence that are not addressed.
Plants lost from Contractor’s negligence shall be replaced, at the Contractor’s expense, within thirty (30) days of discovery by City staff. Replacement plants shall be comparable in size to the lost plant up to a maximum size of a thirty-six (36) inch box, or if smaller, the size shall be approved by the City. Planting time frame will be at the discretion of the City and must be approved prior to work beingperformed.
The Contractor shall not be held responsible for plant losses due to maladies beyond the Contractor’s control; this includes, but is not limited to, disease or insect attack for which there is no legal recommended control, acts of vandalism, earthquakes, fires, storms, freezing/frost, and related events. Contractor shall report all such conditions to the City in writing within seventy-two (72) hours of occurrence and submit a proposal for the work or repairs along with the costs. The Contractor shall obtain City’s authorization prior to proceeding with the work.
Failure to notify the City within seventy-two (72) hours of occurrence will result in replacement at the Contractor’s cost as if the cause was Contractor negligence.
Plants in a state of decline shall be documented and brought to the City's attention for inspection immediately and before removal. The City shall pay labor and material for plant replacement not caused by Contractor negligence, as deemed by the City, on an actual time and material basis. Plants removed without notification to the City will be the Contractor’s responsibility to replace.
The City shall approve all replacement plants that differ in species. However, replacing plants shall not be used by the Contractor as a substitute for proper care. The City will
consider Contractor negligence a breach of contract with full responsibility for costs and losses.
It shall be understood that new plantings may have different irrigation requirements than established plantings, and it shall be the Contractor's responsibility to ensure that new plantings have appropriate irrigation scheduling, and at no additional cost to the City. This includes plantings performed by Contractor as “Extra Work”, as replacement plants, or those plants that may be installed by City staff or other third party, provided that the Contractor has received proper notification that such plantings have occurred.
Upon termination of the Contract, the City reserves the sole right to withhold final payment(s) in the amount necessary to replace any damaged or dying plant material that is a result of Contractor negligence, or to restore any site which is in a condition that is worse than when the Contract was executed.
4.2.26 Pesticide Use
Many federal and state agencies have jurisdiction over pest control activities related to use of pesticides, vegetation management, worker safety, hazardous material disposal, impacts of pesticide use on air and water quality and on wildlife. Primary pesticide regulation is by the US Environmental Protection Agency (EPA) with additional regulation and enforcement by the California Environmental Protection Agency. The California Department of Pesticide Regulation (DPR) is the regulatory arm of California EPA. Local enforcement of pesticide regulations performed by the Placer County Department of Agriculture.
Any pesticides used must be on the City’s approved list for use. Contractor is responsible for acquiring a recommendation from a State of California licensed Pest Control Advisor and safety training of contract employees. Any damage to plants or other property due to pesticide use is the responsibility of the contractor.
Pesticides applications shall be excluded at School sites/property unless requested by the City.
4.2.26.1 Notification
Contractor shall notify the City at least one week prior to date of application of any pesticide, so irrigation schedule can be adjusted. The City will follow the same procedure when notifying the Contractor at sites where the contractor manages the irrigation schedule.
4.2.26.2 Reports
Contractor shall submit all pesticide applications through a pesticide use report to the County of Placer Agricultural Commissioner monthly. A copy of the monthly pesticide use reports shall be submitted to the City indicating
each site that has been treated the previous month and listing all chemicals used.
4.2.26.3 Storm Water
The City has a General Storm water Permit called the State Water Resources Control Board, Water Quality Order No. 2013-001-DWQ, National Pollutant Discharge Elimination System (NPDES), General Permit No. CAS 000004. The intent of the permit is to reduce the discharge of pollutants in storm water to the maximum extent practicable, and in a manner designed to achieve compliance with water quality standards and objectives, and effectively prohibit non- storm water discharges into the municipal storm drain system and watercourses within the City and State. The Contractor is responsible for ensuring all landscape maintenance activities adhere to guidelines identified in the permit.
All fertilizers shall be kept out of the gutter and off the sidewalks. Fertilizer deposited onto the gutters, sidewalks or streets during application is to be blown back onto the landscape area immediately. Blowing of lawn clippings, leaves or other landscape debris into the gutter or storm drain inlets is strictly prohibited.
No drains shall be obstructed by plant material or bark/mulch. During irrigation repairs, all mud and water is to remain in the landscape area. No turbid discharge is allowed into the gutter or drains.
4.2.27 Fertilization
The Contractor will be responsible for performing fertilizations of turf and landscape in parks, streetscapes, and designated facilities at the City’s direction within specific time frames.
All fertilizations shall be considered “Extra Work” and shall not be included in the base bid. The City reserves the right to purchase all fertilizer products and have those products delivered to the Contractor. Timing of such deliveries and quantities will be determined jointly by the city and the Contractor.
The City also reserves the right to have the Contractor purchase the product directly and to include the product price in a quote for service. All major fertilizations shall conform to the City’s agronomic calendar plan and City approved products.
4.2.28 Agronomic Calendar
On an annual basis the City establishes an agronomic calendar for the upcoming year. This calendar includes timing for pre and post emergent herbicide applications, fertilizer applications, aerification schedules, etc.
If requested by the City, the Contractor shall provide input on the yearly agronomic calendar. The calendar is a guiding tool for maintenance practices each year. The Contractor is expected to be able to perform requested
applications within specified timelines, except for uncontrollable circumstances such as weather. The Contractor shall notify the City in writing of such circumstances. The city will provide or approve products to be used throughout the city. The city understands that specific areas may require specific needs.
Those needs may fall outside of the agronomic calendar and will be addressed on a case-by-case basis.
4.2.29 Bark Mulch
The Contractor shall notify the City when areas need new bark mulch. The City reserves the right to have the bark installed in any manner that it sees fit and by whomever it sees fit. If the city requests that new bark mulch, be added by the Contractor, it will be considered “Extra Work” in its entirety.
4.2.30 Clearance Tree Pruning
The Contractor shall prune trees for clearance as part of the base bid per current Parks & Landscape Maintenance Service Levels (Exhibit B).
4.2.31 Turf Management
Turf mowing and edging shall be performed as needed to meet the City parks and landscape service levels. Edging should not create gaps no wider than 1/4" around infrastructure.
When turf cannot be cut on the scheduled day due to rain, turf shall be cut as soon as weather and ground conditions permit. Sports field mowing should be done later in the week to provide the best possible playing surface on weekends. Any schedule change should be reported immediately.
4.2.32 Additional Work
Contractor shall agree to accept Additional Work assigned by City during each contract period, at the costs quoted in the proposal or at adjusted costs for succeeding annual periods. “Additional Work” is defined as future work or landscape maintenance in areas yet to be established, such as new park sites or new streetscapes.
4.2.33 Extra Work and Improvement Work
Extra Work and Improvement Work are not included as part of the base bid. Contractors shall provide a cost proposal for Extra Work. Improvement Work is described for reference only and does not require a cost proposal currently.
4.2.33.1 Extra Work
“Extra Work” is defined as those services and tasks specifically pertaining to Landscape Maintenance, as defined by the Department of Industrial Relations (DIR), either Routine or Complex, but beyond the service levels described herein.
Any Extra Work will be considered additional requests above and beyond the base service levels identified in the Parks & Landscape Maintenance Standards (Exhibit A).
Below is a non-exhaustive list of items the City will deem Extra Work, provided they are not required because of Contractor’s negligence or failure to perform its contracted duties:
• Repair of damaged or faulty irrigation (as described in Section 4.2.24.4) • All fertilizations
• Seasonal turf renovation including de-thatching, over-seeding, and sod patching.
• Additional turf aerations beyond the assigned service level • Replacement of plant material
• Replacement of seasonal color flowers
• Herbicide / pesticide application beyond the assigned service level • Installation of bark / mulch / playground fiber
• Weed abatement, weed mowing, installation of firebreaks. • Cleaning / repair of vandalism
• Any additional landscape maintenance work, at the City’s sole discretion, that is not already described above and is not already a part of the contract scope.
Bid requests for hourly rates, unit costs, markups, etc. can be found in the Cost Proposal Bid Sheet for Extra Work (Exhibit C).
If tree pruning beyond basic clearance pruning is assigned as “Extra Work,” the Contractor shall follow the tree pruning standards as described in the Parks & Landscape Maintenance Standards (Exhibit A).Additionally,the City maintains a current electronic inventory of every City owned tree.If any tree work is performed ranging from beyond basic clearance pruning to removal, the City’s Urban Forester must be notified prior to work, and at the conclusion of work, so that proper records can be maintained.
The Contractor shall identify the tree on an aerial map with notes of the species and measured diameter at breast height (DBH) and provide the map to the Urban Forester.
The Contractor shall be required to work with City staff to notify residents living near the tree work location will be completed prior to commencement of the work.
Emergency items, such as storm damage, do not require advanced notification.
Prior to the Contractor performing any Extra Work, the Contractor shall prepare and submit a written description of why the Extra Work is required, what type of work is proposed, and a cost estimate for the Extra Work as stated in the Cost Proposal Bid Sheet for Extra Work (Exhibit C). The cost estimate shall not exceed unit prices provided on the Cost ProposalBid Sheet for Extra Work form, if applicable, unless otherwise agreed upon by the City that extenuating circumstances or field conditions warrant such adjustment.
No work shall commence without written authorization from the Parks Superintendent, or his designee.
Notwithstanding the above authorization, when a condition exists where there is imminent danger of injury to the public or damage to property, the Parks
Superintendent or his designee may verbally authorize the Extra Work to be performed upon receiving a verbal estimate from the Contractor. However, within twenty-four (24) hours after receiving a verbal authorization, the Contractor shall submit a written estimate to the Parks Superintendent for approval.
The cost estimate for Extra Work shall consist of the following elements:
• Unit costs, if applicable, or anticipated labor hours at appropriate rates provided in the Cost Proposal Bid Sheet for Extra Work (Exhibit C), unless certain higher wage rates are required for specific tasks.
• Actual cost of materials with negotiated percentage increase for overhead and profit, with a maximum markup of 10% over actual cost.
Materials may be provided by the City of Roseville.
All Extra Work shall commence on the specified date established and shall diligently proceed until completion.
Upon completion of the Extra Work the Parks Superintendent, or his designee shall be notified so that the work may beverified.
Contractor shall submit an invoice for compensation with the approved Cost Proposal Bid Sheet for Extra Work (Exhibit C). Photocopies of original invoices for materials shall be made available upon request of the City. If Contractor is using parts from its stock, an itemized list of parts used with unit prices shall accompany the invoice. Compensation shall not exceed the written estimate.
The Contractor's invoice shall be subject to audit and review by the City prior to payment.
The City reserves the right to repair and/or contract with a third party to perform Extra Work.
4.2.33.2 Improvement Work
Included for reference only, Improvement Work is defined as landscaperelated services, tasks, or projects that require prevailing wage trade categories not covered by DIR under Landscape Maintenance and will be performed under a separate contract. This includes new landscape construction and renovation work.
Below is a non-exhaustive list of items the City will deem Improvement Work:
• New landscape construction projects.
• Large scale landscape conversions and renovations.
• Irrigation system conversions.
• New drainage installation.
• Concrete / hardscape / fence repair and installation.
2.1 Multiyear Agreements The initial contract will be from date of award through December 2028 with up to 3 renewals, two years each. .
The City reserves the right to renew the contract for additional years, two (2) years at a time at its sole discretion. The vendor receiving the contract award for the initial contract will retain that contract award throughout the life of the contract, including the optional renewal years.
The initial contract will be awarded based on the prices determined through the initial contract negotiation process. Sixty days prior to the expiration date of the current contract, the City is willing to re-negotiate out-year pricing (increases and/or decreases) based on market fluctuations. The pricing for each renewal year will be evaluated based on what the City deems to be fair and reasonable pricing. Any requests made by the vendor for a price increase must be fully documented utilizing an appropriate Consumer or Producer Price Index or other relevant market data to justify a price change. In its request for price increases Seller shall cite sources, specific conditions, and document how those conditions affect the cost. The City of Roseville is also willing to re-negotiate pricing if it is affected by catastrophic circumstances (example: unforeseen national/world crisis or acts of God).
Price adjustments will not be automatic. They must be mutually agreed upon by both the City and the vendor. The City will review the proposed pricing and determine if it is allowable, fair, reasonable, and in the best interest of the City to extend the agreement.
5.0 ASSURANCE OF DESIGNATED PROJECT TEAM
Proposer shall assure that the designated project team, including sub-consultants or sub-contractors (if any), is used for this project. Departure or reassignment of, or substitution for, any member of the designated project team, sub-consultant(s) or sub-contractor(s) shall not be made without the prior written approval of the City.
6.0 PROPOSAL FORMAT REQUIREMENTS
Each response to this RFP shall include the information described in this section. Provide the information in the specified order. Failure to include all of the information specified may be cause for rejection. Additional information may be provided but should be succinct and relevant to the goals of this RFP. Any additional information that a proposing Contractor wishes to include that is not specifically requested should be included in an appendix to the proposal.
Contractors are encouraged to keep the proposals brief and to the point, but sufficiently detailed to allow evaluation of the project approach. Unauthorized conditions, omissions, limitations or provisions attached to a proposal may render the proposal non-responsive and may cause its rejection.
Proposers are warned against making erasures or alterations of any kind, without initialing each and every such change. Proposals that contain erasures or irregularities of any kind, without such initialing, or omissions, may be rejected.
If provided via regular mail, the proposal should be bound or contained in a loose-leaf binder. Document pages shall be 8-1/2 inches by 11 inches in size or folded to such a size. Use section dividers, tabbed in accordance with this section as specified below.
6.1 Cover Letter with the following information:
• Title of this RFP
• Name and Mailing Address of Firm (include physical location if mailing address is a PO Box) • Contact Person, Telephone Number, Fax Number, and Email Address • A statement that the submitting Contractor will perform the services and adhere to the requirements described in this RFP, including any addenda (reference the addenda by date and/or number).
6.2 Signature Requirements - The attached Proposer’s Certification (Attachment A) shall be executed by an official(s) legally authorized to bind the Contractor which states that the proposal is valid for ninety (90) days. Include the executed copy of the Proposer’s Certification under Tab G. Note: This is ninety (90) days following the closing date for the receipt of all proposals. • Proposals submitted on behalf of a Partnership shall be signed in the firm name by a partner or the Attorney-in-Fact. If signed by the Attorney-in-Fact, there shall be attached to the proposal a Power-of-Attorney evidencing authority to sign proposals, dated the same date as the proposal and executed by all partners of the firm.
• Proposals which are submitted on behalf of a Corporation shall have the correct corporate name thereon and the actual signature of the authorized officer of the corporation written (not typed) below the corporate name. The title of the office held by the person signing for the corporation shall appear below the signature of the officer. • Proposals which are submitted on behalf of a Limited Liability Company (“LLC”) shall be signed by the person or persons authorized to bind the LLC under the LLC’s articles of organization.
• Proposals which are submitted by an Individual Doing Business under a firm name (“dba”) shall be signed in the name of the individual doing business under the proper firm name and style.
6.3 TAB A: Firm’s Qualifications – Describe your firm and provide a statement of your firm's qualifications for performing the requested services. Identify the services which would be completed by your firm's staff and those that would be provided by sub-consultants or sub-contractors, if any.
Identify any sub-consultants or sub-contractors you propose to utilize to supplement your firm’s staff. Include the firm’s organizational chart, including its constituent parts, and size variation of staffing levels in the past five (5) years.
6.4 TAB B: Experience and References – Provide a summary of your firm’s experience in providing these or similar services. Provide a minimum of three (3) references for projects or services similar in nature and scope that your firm’s team members have completed in the last five (5) years. Include brief descriptions of the projects, dates, client names and contact persons’ names, addresses and telephone numbers. Public sector references are preferred.
6.5 TAB C: Staffing, Resources and Service Description– Provide details of your company’s approach to the successful management of this contract based on the General Conditions in Section 4 and the Parks & Landscape Maintenance Standards (Exhibit A). Include detailed descriptions regarding your company’s approach to the following operational items:
Resources and methodology that will be used to complete each element of the requested services.
Describe how your company will make available the equipment and
supplies (i.e., machinery, signs, cones, tools, chemicals, etc.) needed to perform all work and where equipment will be stored.
Communication methods between supervisors, office staff and field staff. Systems your company uses to assign, track, and evaluate work performed by employees.
Staffing and work plans that include work strategies needed to maintain each park, district, or area throughout all seasons of the year. Describe your company’s employee retention program and philosophy.
Include an overview of employee benefits packages for all employee categories to be assigned to this contract, including supervisors, full-time line staff and part- time line staff for each area in the bid.
6.6 TAB D: Project Understanding – Based on the available information, supplemental research, field observations, and experience with similar projects, provide a narrative describing your understanding of the services requested in this RFP, your general approach and any major challenges to achieving the City’s stated goals. Include any issues that you believe will require special consideration for this project. Also identify any unique approaches or strengths that your firm may have related to this project. City staff will assess your understanding of all aspects of the project based on the overview.
6.7 TAB E: Customer Service and Quality Assurance – Discuss your company’s vision of customer service and quality assurance. Describe steps your company takes to ensure all staff will provide an exceptional experience to the public and the City of Roseville. Provide details and methodology on howyour companyperforms quality control and measures taken to correct items not meeting the City of Roseville standards identified in General Conditions (Section 4.2) and in the Parks & Landscape Maintenance Standards (Exhibit A). Exhibit F provides a sample quality assurance document used by the City of Roseville. Please provide samples of documents your company uses to facilitate thorough quality assurance checks.
6.8 TAB F: Chemicals -- List the chemicals proposed for use in this Contract. Describe how each will be used and methods used to comply with the Department of PesticideRegulation.
6.9 TAB G: Irrigation- Describe your company’s plan and strategy for maintaining irrigation systems and preventative measures taken to ensure maximum efficiency and water conservation. Discuss experience with any centralized irrigation systems, specifically Motorola and Calsense. Include any strategies used in designating the responsibilities of the Contractor and the City and how it differs from a non-centrally controlled system.
6.10 TAB H: Liability Issues- Discuss how your company handles damage or theft claims from the public. What is the process you follow to ensure claims are handled in a timely manner?
6.11 TAB I: Billing and Invoicing- The City requires billing and invoices to meet the needs of our accounting and budgeting structure. Bills and invoices must be presented to the City in a timely manner. Invoices shall include district or general fund area name, if it is a Park, Landscape or Facility, Purchase Order Service Agreement number, Purchase Order Service Agreement line number and monthly cost or individual amount for specific work. In addition, “ExtraWork”
invoices shall include a description of work performed, billable hours, cost for any parts, and grouping of work performed within a district or general fund area. • Exhibits D and E provides sample invoices that shows the variety of districts, contracts and account information required on all billing invoices and a sample extra work invoice. Describe your company’s ability to provide similar invoices or other options that will meet the needs as shown.
6.12 TAB J: Cost Proposal- The Parks and Landscape Maintenance Services RFP is formulated for the Contractor to provide a proposal for specific District zones in two geographical areas, Facilities, Schools sites, Non-Parks, Recreation & Libraries locations and Parks (Exhibit B) within the City of Roseville. This proposal can be for one area or all locations. The City reserves the right to award individual geographic zones to different contractors and/or negotiate cost proposals. Additionally, the City reserves the right to adjust the geographic zones and bid locations as needed.
Base bid prices shall include everything necessary for the completion of and fulfillment of the Contract, including but not limited to, furnishing all transportation, materials, equipment, and all management, supervision, permits, labor, and services, to comply with the designated service level, for each area, unless otherwise identified as “Extra Work” within this document.
Proposal prices shall include all applicable federal, state, and local taxes. The prices should be listed by yearly lump sums. The basis of payment shall be on a monthly fixed price basis or as otherwise agreed to in writing by the City.
All proposers must complete the Cost Proposal Bid Sheet for Routine Work (Exhibit B). Please provide a total cost to complete all services at each park, streetscape, school, and facility listed to meet the standard service level, unless otherwise noted, described in the Parks & Landscape Maintenance Standards (Exhibit A). Additionally, the Contractor shall provide pricing for the add alternatives as listed to allow the contracted services to be selected as needed to meet budgets in certain districts.
All proposers must complete the Cost Proposal Bid Sheet for Extra Work (Exhibit C). “Extra Work” is described in Section 4.2.27.1 and will not be considered part of the routine maintenance or base bid prices. Additionally, indicate what your material markup is over wholesale price.
The Parks and Landscape Maintenance Services RFP reflects consistent maintenance service levels across the City. Depending on proposal prices submitted and the current funding status, the City may be required to lower or increase services to individual zones or areas based on funding availability.
Examples of possible reductions include mowing less frequently, or no fertilization or aeration. Possible increases could include adding an additional pruning cycle, additional weed management or more mowing. The City will only award a contract if the cost of the agreement is at or below the approved funding allotment for specific areas, parks, and districts.
The initial proposed pricing must be in effect for eighteen (18) months based on the time period of the initial contract. At the request of the Contractor, City and Contractor will meet and revise prices to be effective for the next fiscal year (July 1– June 30)in January of each year. This increase shall not exceed 3% in any one year, including any extensions in the term
of the Agreement. City also agrees to adjust payments to reflect changes in work quantities and to pay for new work assigned to Contractor at the contract rates then in effect.
Adjustments to quantities may be requested by either party and is subject to field verification byCity.
6.13 TAB K: Required Statements/Documents – Include statements of assurance regarding the following requirements in the proposal:
• Non-substitution for the designated members of the team without approval by City staff (Section 5.0)
• The absence of a conflict of interest (Section 10.4)
• Indicate your ability and agreement to fulfill the indemnification and insurance requirements contained in the sample contract (Section 10.7). (Please note that actual certificates of insurance are not required as part of your submittal.) • A statement that nothing contained in the submitted proposal will be proprietary. (Section 10.23)
Submit the following documents with proposal:
• Proof of registration with California Secretary of State. Note: All proposers must be registered with the Secretary of State or have a valid exemption by the time of award. • Executed copy of Proposer’s Certification (Attachment A) • Levine Act Disclosure Statement Form (Attachment B)
• Contractor Licenses (Attachment C)
• Subcontractor List (Attachment D)
• Executed copy of Non-collusion Declaration (Attachment E)
6.14 TAB H: Exceptions – Describe any and all proposed exceptions, alterations or amendments to the Scope of Services or other requirements of this RFP, including the Sample Contract (Attachment F). The nature and scope of your proposed exceptions may negatively affect the evaluation of your submittal and the City’s determination of whether it is possible to successfully negotiate a contract with your firm.
6.15 TAB I: Competency of Proposers – The City wants to ensure that the successful Contractor has the necessary facilities, ability, experience, and financial resources to provide the services specified herein in a satisfactory and timely manner. Please list and explain any pending bankruptcies, liens, stop payment notices, judgments, lawsuits, arbitrations, mediations, foreclosures, and any similar actions filed or resolved in the past seven (7) years. Please indicate whether a client has ever terminated a contract with your firm for breach, and if so, please explain. Also, furnish a statement of financial resources demonstrating that the Contractor has the ability to maintain a staff of regular employees, sub-consultants or sub-contractors adequate to ensure continuous performance of work, and demonstrating that the equipment for the work contemplated is sufficient, adequate and suitable.
7.0 SUBMITTAL INSTRUCTION
7.1 Your submittal package shall include the following:
If mailing, the below guidelines apply.
• One (1) original and four (4) printed copies of your proposal; and • One (1) electronic copy of your proposal in PDF format on a flash drive or other electronic media
OR
If submitting your proposal via electronic mail, then send one (1) copy of the proposal to [email protected]. The file size limit is 25 megabytes.
7.2 Proposals shall be submitted not later than the time and date indicated on the cover page of this RFP. If mailing the proposal, then it shall be submitted in a sealed envelope or container and clearly marked with the RFP title on the outside of the parcel. Complete and attach the “Sealed Proposal” label to the outside of the envelope or package containing your proposal.
7.3 Proposals shall be delivered to:
City of Roseville
Attn: City Clerk Department
311 Vernon Street
Roseville, CA 95678
Or electronically mailed to: [email protected]
7.4 The City shall not be responsible for proposals delivered to a person or location other than that specified herein.
7.5 Postmarks will not be accepted, and proposals received after the deadline date and time will not be accepted or considered. No exceptions.
7.6 The City reserves the right to waive minor defects and/or irregularities in proposals and shall be the sole judge of the materiality of any such defect or irregularity.
7.7 All costs associated with proposal preparation shall be borne by the proposer.
8.0 EVALUATION CRITERIA
The following evaluation criteria and rating schedule will be used to determine the most highly qualified firm(s).
Evaluation Criteria
Maximum
Points
Possible
A. Experience and qualifications of firm and proposed
staff/sub-consultants/sub-contractors 15
(per Sections 6.3 - 6.5)
B. Understanding of the Project – Proposed Project Plan (per Section 6.6 – 6.7) 35
C. Proposed Cost
(per Section 6.8) 25
D. Performance and Ability 15
E. Customer Service and Quality 10
Total Possible Points: 100
9.0 SELECTION PROCESS
9.1 Award of the RFP shall be made to the responsible proposer whose proposal is determined, through a formal evaluation panel process, to be the most advantageous to the City after the evaluation panel has taken into consideration the evaluation factors set forth in the RFP. A master score sheet shall be created based on the evaluation panel’s initial evaluation. Proposals shall be scored according to the criteria stated in the RFP.
9.2 Proposals submitted will be reviewed by a selection committee. Contractors that have submitted the best and most complete proposals may be invited to an interview. The number of Contractors invited to an interview may vary depending upon the number of proposals submitted.
9.3 Should the City elect to conduct interviews with any proposers, the following criteria shall be considered and each proposer ranked by the evaluation panel during the interview process:
a) Quality of presentation, b) Ability to meet the City’s business goals, c) Communication style.
9.4 The City reserves the right to make a selection after review of the proposals without oral interviews; therefore, the proposal should be submitted initially on the most favorable terms that the Contractor might propose.
9.5 A contract will be negotiated with the Contractor considered best meeting the City’s need for this project. In the event a mutually satisfactory contract cannot be negotiated with the City’s first choice, negotiations may be terminated and commenced with the Contractor considered next best in meeting the City’s needs for this particular project.
9.6 The selected Contractor will be required to execute a City prepared contract. The contract may further refine the scope of services and will provide for the terms and conditions of employment.
9.7 The award of any contract is expressly contingent upon City Council approval and the availability of funds. City staff may not legally bind the City to a contract.
9.8 The City reserves the right to reject any or all proposals, or to waive minor irregularities in said proposals, or to negotiate minor deviations with the successful Contractor(s). In the case of differences between written words and figures in a proposal, the amount stated in written words shall govern. In the case of a difference in unit price versus the extended figure, the unit price shall govern.
9.9 The City reserves the right to seek clarification on any or all proposal submittals to ensure the RFP specifications are met. Proposals may be rejected from any proposer who does not comply with the City’s request for clarification.
9.10 Once a decision has been made to award the contract, then a formal notice of the intent to award to the recommended proposer(s) shall be made by the Department.
9.11 A City of Roseville business license as well as all applicable permits, licenses and certifications required by local, state or federal law are required before the award of contract.
10.0 GENERAL TERMS & CONDITIONS
10.1 Standard Contract. Upon completion of the evaluation and recommendation for award, the selected Contractor will be required to execute an agreement prepared by the City, a sample of which is included as Attachment F.
10.2 Independent Contractor. At all times the Contractor shall represent himself/herself to be an independent contractor offering such services to the general public and shall not represent himself/herself, or his/her employees, to be an employee of the City. Therefore, the Contractor shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers’ compensation, employee insurance, minimum wage requirements, overtime, etc., and agrees to indemnify, save, and hold the City, its officers, agents, and employees, harmless from and against, any and all loss, cost (including attorneys’ fees), and damage of any kind related to such matters.
10.3 Non-Appropriation. The City may terminate any resulting contract at the end of any fiscal year, June 30th, without further liability other than payment of debt incurred during such fiscal year, should funds not be appropriated by its governing body to continue services for which the contract was intended.
10.4 Conflict of Interest. The Contractor shall warrant that no official or employee of the City has an interest, has been employed or retained to solicit or aid in the procuring of the resulting contract, nor that any such person will be employed in the performance of such contract without immediate divulgence of such fact to the City. Contractors submitting a proposal in response to this RFP must disclose any actual, apparent, direct, indirect, or potential conflicts of interest that may exist with respect to the Contractor or the Contractor’s management or employees relative to the services to be provided to the City.
Conflict of interest issues may require consultation with legal counsel. If a Contractor has no conflicts of interest, a statement to that effect must be included in the proposal.
Violation of this section shall be a material breach of the contract entitling the City to any and all remedies by law or in equity.
10.5 Undue Influence. The Contractor shall warrant via an executed Proposer’s Certification (Attachment A) that no undue influence or pressure is used against or in concert with any officer or employee of the City in connection with the award or terms of the contract that will be executed as a result of this RFP, including any method of coercion, confidential financial arrangement or financial inducement. No officer or employee of the City shall receive compensation, directly or indirectly, from the Contractor, or from any officer, employee or agent of the Contractor, in connection with the award of the contract or any work to be conducted as a result of this RFP. Violation of this section shall be a material breach of the contract entitling the City to any and all remedies by law or in equity.
Additionally, the Contractor shall provide a completed Levine Act Disclosure Statement form (Attachment B). A party to a proceeding before an agency involving a license, permit, or other entitlement for use, including contracts not competitively bid and awarded to the lowest responsible bidder with a responsive bid shall disclose on the record of the proceeding any contribution in an amount of more than two hundred fifty dollars ($250) made within the preceding 12 months by the party or the party's agent to a City official/campaign. (Gov. Code, § 84308.) For additional information:
https://www.roseville.ca.us/government/departments/city_clerk/transparency/levine_act.
10.6 Non-Collusion. Contractors submitting proposals shall warrant via an executed Proposer’s Certification (Attachment A) that their offer is made without any previous understanding, agreement or connection with any person, firm or corporation submitting a separate proposal for the same project and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action. This condition shall not apply to proposals which are submitted by firms who have partnered with others to submit a cooperative proposal that clearly identifies a primary contractor and the associated sub-consultants or sub-contractors. Proposers shall also submit a properly completed and executed “Noncollusion Declaration” which is attached as Attachment E.
10.7 Indemnification & Insurance Requirements. The City’s standard indemnification and insurance requirements are provided in the sample contract, included in Attachment F.
All costs of complying with the insurance requirements shall be as included in your pricing.
The selected Contractor shall provide complete and valid insurance certificates within ten (10) days of the City’s written request. Failure to provide the documents within the time stated may result in rejection of the Contractor’s proposal. If a proposer takes exception to the indemnification and insurance requirements, then the nature and scope of the proposed exceptions may negatively affect the evaluation of that proposer’s submittal and the City’s determination of whether it is possible to successfully negotiate a contract with that firm. Submitting exceptions are at the proposer’s own risk.
10.8 Cost of Preparing Proposal. The City will not pay any costs incurred by any Contractor in preparing or submitting a proposal in response to this RFP.
10.9 Proposals Property of the City. All documents or materials submitted with or in conjunction with any proposal, including but not limited to electronic files, shall become
the property of the City after the proposal submission deadline. No submission documents will be returned. During negotiations, the scope of services may be amended by the City and negotiated based upon ideas provided by other proposers or any other source.
10.10 Proposals are Public Records. All proposals submitted are subject to the public disclosure requirements under the laws of the State of California, unless the City identifies and exercises a right or obligation to exempt any record from public disclosure. However, proposals will not be disclosed until negotiations are complete and a recommendation for selection and award is made.
10.11 Protests.
(a) Protest Requirements
(1) Any proposer who is aggrieved in connection with the solicitation or award of a contract may file a protest with the City Clerk’s office. The protest must be received in writing by the City Clerk’s office within seven (7) calendar days after such aggrieved proposer 1) knows or should have known of the facts giving rise thereto or 2) the date of the notice of intent to award, whichever is sooner. In no event shall a protest be allowed after an award has been made by City Council. If the seventh calendar day falls on a weekend or City holiday, the protesting party may submit the protest prior to close of business on the first business day following such weekend or holiday. Failure to submit a timely protest shall bar consideration of a protest.
(b) Grounds for Protest
(1) The alleged grounds for protest shall be limited to the following: (a) computation errors, (b) violations of local, state, or federal law, or (c) the City failed to follow the procedures specified in this Policy.
(2) The protest shall state all grounds claimed for the protest and include supporting documentation. Failure to clearly state the grounds for the protest and provide supporting documentation shall be deemed a waiver of all protest rights. (c) Administrative Review
Upon receipt of the protest and after determining the protest was properly filed, the Department Director shall provide a copy of the protest to other proposers who might become aggrieved as a result of the protest and issue a written decision within fourteen (14) calendar days after receipt of the protest. The protest will be evaluated by the Department Director, the City Attorney’s Office, and the Purchasing Manager. The protesting proposer shall promptly provide any information requested by City staff as part of such investigation. The decision shall either deny or uphold the protest and include reasons for the decision. The written decision shall be final.
(d) Stay of Action During a Protest
In the event a protest is filed under Section 10.11, the City shall not proceed further with the award of the contract until the protest is resolved, unless:
(1) The City Manager or designee makes a determination that the award of the contract without delay is necessary to protect a substantial interest of the City, or (2) The City decides to reject all proposals and issue a new RFP.
10.12 Rejection of RFP. The City reserves the right to reject any or all proposals, to waive defects or irregularities in any proposal or in the RFP process, and to offer to negotiate or contract with any Contractor in response to any RFP. This RFP does not constitute any form of offer to contract.
10.13 Multiple Award. The City reserves the right to award the contract to multiple contractors when applicable.
10.14 Increasing/Decreasing Portions of RFP. The City reserves the right to increase or decrease the amount of any portions of the work represented in the RFP and/or to omit portions of said work, as may be deemed necessary by the City.
10.15 Rejection as Non-Responsive. Proposals may be rejected as non-responsive at the City’s sole discretion if there are alterations of form, the proposal is conditional or the proposal is incomplete.
10.16 Modifying RFP. The City reserves the right to modify any portion of, or to postpone or cancel this RFP at any time, and/or reject any and all submissions without indicating any reason.
10.17 If no proposal is accepted, the City may elect to have the services performed in some other manner.
10.18 Rejecting Team Members, Firms or Sub-contractors. The City reserves the right to reject individual team members, firms, sub-consultants or sub-contractors and request substitution prior to contract award.
10.19 Local Business, Small Business, Minority and Women Owned Business. Although no preferences will be given, the City highly encourages submission of proposals by local businesses, by small business owners, and by minority and women-owned businesses.
10.20 Withdrawal of Proposals. Proposals may be withdrawn prior to the date and time specified for proposal submission with a formal written notice by an authorized representative of the proposer delivered to the City Clerk’s Office. Proposals submitted will become property of the City after the proposal submission deadline.
Proposals may not be withdrawn for ninety (90) days after the due date unless the City enters into a contract with another Contractor prior to the expiration of that ninety (90) day period.
10.21 Prohibited Transmittals. No telephone or facsimile proposals will be accepted. If a photocopy is submitted, the proposal must be signed in ink.
10.22 Proposal Postponement and Amendment. The City reserves the right to revise or amend the RFP or specifications up to the time set for opening of the proposals. Such revisions and amendments, if any, shall be announced by amendments to this RFP through the City’s web site. Copies of such amendments shall be furnished to all prospective proposers. Prospective proposers are defined as those proposers who have registered and are on the City’s RFP list for this material/service. If revisions and amendments require changes in quantities, prices or scope of services, the date set for opening of the proposals may be postponed by such number of days as in the opinion of the City shall enable proposers to revise their proposals. Proposals which fail to acknowledge a substantive addendum to the RFP, as determined by the City Attorney’s Office, on the City supplied addendum form will be rejected as non-responsive. Any revisions or amendments to the RFP will become incorporated into any contract awarded pursuant to the RFP.
10.23 Proprietary Information. Proposers submitting a proposal in response to this RFP must provide a statement that nothing contained in the submitted proposal will be proprietary.
However, if a proposer desires to claim a privilege against public disclosure for a trade secret or other proprietary information, such information must be submitted with the proposal in a separate envelope marked “confidential.” The City Attorney’s Office will determine if the information is in fact proprietary, based on state and federal law. Note that under California law, a price proposal to a public agency is not a trade secret. The Contractor shall defend, indemnify and hold harmless the City regarding any claim by any third party for the public disclosure of the “confidential” portion of the proposal.
10.24 Right to Request Additional Information. During the evaluation process, the City reserves the right, where it may serve the best interests of the City, to request additional information and clarifications from proposers. Such information will be requested in writing to the specific proposer. This information will become a part of the original proposal submitted by the specific proposer and will be used by the City in evaluating the proposal and will not be shared with other proposers during the evaluation and negotiation process.
10.25 Modification of Proposals. Modification of a proposal already received will be considered only if the modification is received prior to the deadline date for receiving proposals. All modifications shall be made in writing, executed, and submitted in the same form and manner as the original proposal.
10.26 Examination of Contract Documents. Each proposer shall thoroughly examine and be familiar with the terms of this RFP, the sample contract attached as Attachment F, legal and procedural documents, general conditions, specifications, and addenda (if any), which will constitute the contract documents. Submission of a proposal shall constitute
acknowledgement, upon which the City may rely, that the proposer has thoroughly examined and is familiar with the contract documents. Failure or neglect of a proposer to receive or examine any of the contract documents shall in no way relieve the proposer of any obligation with respect to their proposal or to the contract. No claim for additional compensation will be allowed which is based upon lack of knowledge of any contract document.
10.27 Non-Discrimination. The City maintains various policies related to contractual service providers. Among these is an anti-discrimination policy, which requires that the City’s contractors not discriminate in hiring on the basis of gender, race, religion, sexual orientation, medical condition, and all other categories protected by law. Upon acceptance of a proposal, the City may request that the selected Contractor sign a statement affirming its compliance with this policy.
10.28 No Assignment or Modifications. This awarded contract is to be binding on the successors and assigns of the parties hereto. The services called for herein are deemed unique and except as provided herein Contractor shall not assign, transfer, subcontract, or otherwise substitute its interest in the agreement or any of its obligations herein without the written consent of the City. The Agreement may be modified only by a written amendment signed by the parties.
10.29 Bankruptcy. Upon filing for any bankruptcy or insolvency proceeding whether voluntary or involuntary, or upon the appointment of a receiver, trustee, or assignee for the benefit of creditors, the Contractor must notify the City immediately. Upon learning the actions herein identified, the City reserves the right, at its sole discretion, to cancel the contract.
10.30 Debarment. Contractor certifies that Contractor, its employees, directors, officers, agents, subcontractors, vendors, consultants, and volunteers are not presently debarred, excluded, suspended, declared ineligible, voluntarily excluded, or proposed for debarment, exclusion, suspension or ineligibility by any federal, state, or local department or agency.
Attachment A
PROPOSER’S CERTIFICATION
I hereby propose to furnish the goods or services specified in the Request for Proposals (“RFP”). I agree that my proposal will remain firm for a period of up to ninety (90) days in order to allow the City of Roseville (“City”) adequate time to evaluate the qualifications submitted.
I have carefully examined the Request for Proposals and any other documents accompanying or made a part of this RFP. The information contained in this proposal is true and correct to the best of my knowledge and is signed under penalty of perjury under the laws of the State of California. I further certify that I am duly authorized to submit this proposal on behalf of the firm as its authorized agent and that the firm is ready, willing and able to perform if awarded the contract.
I further certify that this proposal is made without prior understanding, agreement, connection, discussion, or conspiracy with any other person, firm or corporation submitting a proposal for the same product or service; that this proposal is fair and made without outside control, collusion, fraud or illegal action; that no officer, employee or agent of the City or any other proposer is financially interested in said proposal; that no undue influence or pressure was used against or in concert with any officer, employee or agent of the City in connection with the award or terms of the contract that will be executed as a result of this RFP; and that the undersigned executed this Proposer’s Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so. _________________________________________________
NAME OF BUSINESS
_________________________________________________
SIGNATURE
_________________________________________________
NAME & TITLE, TYPED OR PRINTED
_________________________________________________
MAILING ADDRESS
_________________________________________________
TELEPHONE NUMBER
_________________________________________________
EMAIL
Type of Organization:
____ Sole Proprietorship ____ Corporation _____ State of Incorporation ____ Partnership ____ Limited Liability Company
Attachment B
LEVINE ACT DISCLOSURE STATEMENT
(The completed form submitted to the City of Roseville is a public record.) California Government Code Section 84308, commonly referred to as the "Levine Act," prohibits any “Officer” (elected or appointed officer, any alternate thereto, and any candidate for elective office) from participating in any consideration or action related to a proceeding if they receive political contribution(s) from a party, or its agent(s), totaling more than$250 within the previous twelve (12) months, while a proceeding is pending, and for twelve (12) months following the date of a final decision in a proceeding concerning a license, permit, other entitlement for use, franchise, or contract (collectively “license,permit, or contract”). For additional information:
https://www.roseville.ca.us/government/departments/city_clerk/transparency/levine_act.
City Officers are listed at the following sites:
• The Members of City Council - https://www.roseville.ca.us/government/city_council/meet_council • Boards & Commission Members - https://www.roseville.ca.us/government/boards_commissions Parties and their Agents are responsible for reviewing and disclosing their applicable contributions to City Officers on the record of a proceeding.
1. Have you or your entity, or any agent on behalf of youor your entity, made any political contribution(s) totaling more than $250 to any City Officer in the twelve (12) months preceding the date of the submission of your license, permit, or contract, or the anticipated date of any City Council, Board, or Commission consideration or action related to this license, permit, or contract? YES _____ NO _____
If yes, please identify the City Officer(s):________________________________________________________________________________
2. Do you or your entity, or any agent on behalf of you or your entity, anticipate orplan to make any political contribution(s) totaling more than $250 to any City Officer in the twelve (12) months following any City Council, Board, or Commission consideration or action related to this license, permit, or contract?
YES _____ NO _____
If yes, please identify the City Officer(s):_______________________________________________________________________________ Answering yes to either of the two questions above does not preclude the City of Roseville from considering and/or taking action on a license, permit, or contract. It does, however, potentially preclude the identified City Officers from participating in consideration of and in taking any actions related to the license, permit, or contract. Please accurately complete and sign this form, under the penalty of perjury:
____________ _________________________________________________________ _______________________________________ (Date) (Printed Name/Title of Authorized Representative) (Name of business/legal entity) ___________________________________
(Signature)
You must submit a supplemental form if you make any new reportable contribution(s) while the contract, license, permit, or other entitlement is being considered. If this form has not previously been submitted in connection with a contracting, licensing, entitlement or permitting process, please provide the completed form to the Office of the City Clerk for appropriate departmental routing, at: City Clerk, 311 Vernon St., Roseville, CA 95678, [email protected]
LEVINE ACT DISCLOSURE STATEMENT
(The completed form submitted to the City of Roseville is a public record.) Term Definition Law
Covered
"proceedings"
A proceeding to grant, deny, revoke, restrict, or modify a license, permit or other entitlement for use, that does not solely involve purely ministerial decisions and is:
(1) Applied for by the party;
(2) Formally or informally requested by the party; or
(3) A contract between the agency and the party or a
franchisee granted by the agency to the party, other than a contract that is competitively bid, a labor contract, or a personal employment contract.
FPPC Reg 18438.2(a)
Party
Any person who files an application for, or is the subject of, a proceeding involving a license, permit, or other
entitlement for use.
Gov. Code 84308(a)(1)
Participant
Any person who is not a party but who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use and who has a financial interest in the decision. A person actively supports or opposes a particular decision in a proceeding if that person lobbies in person the officers or employees of the agency, testifies in person before the agency, or otherwise acts to influence officers of the agency.
Gov. Code 84308(a)(2)
FPPC Reg 18438.4
Agent
A person who represents a party or participant for
compensation and appears before or otherwise
communicates with the governmental agency for the
purpose of influencing the pending proceeding. See FPPC Reg 18438.3 for exceptions for certain consultants.
FPPC Reg 18438.3
Competitively Bid
A contract required by law to be awarded to the lowest
responsible bidder with a responsive bid, or, if the
successful bidder refuses or fails to execute the contract, to the next lowest bidder with a responsive bid.
FPPC Reg 18438.2(a)(3)(A)
Labor Contract
A contract or agreement reached through collective
bargaining or with a representative group regarding the salary, benefits, or terms and conditions under an
employment or retirement policy for employees or
retirees, including a project labor agreement entered
under Public Contract Code Section 2500.
FPPC Reg 18438.2(a)(3)(B)
Personal
Employment Contract
A contract for employment, including the terms and
conditions of employment, between the agency and an
agency employee. A contract with an independent
contractor is NOT a personal employment contract.
FPPC Reg 18438.2(a)(3)(C)-
(D)
A party to a proceeding before an agency involving a license, permit, or other entitlement for use shall disclose on the record of the proceeding any contribution in an amount of more than two hundred fifty dollars ($250) made within the preceding 12 months by the party or the party's agent.
A party, or agent to a party, to a proceeding involving a license, permit, or other entitlement for use pending before any agency or a participant, or agent to a participant, in the proceeding shall not make a contribution of more than two hundred fifty dollars ($250) to any officer of that agency during the proceeding and for 12 months following the date a final decision is rendered by the agency in the proceeding. (Gov. Code, § 84308, emphasis added.)
Attachment C
CONTRACTOR LICENSES
List the licenses held by your company and/or employees. The following representations are made under penalty of perjury:
CA State Lic No. Name on License Class/Type Expiration Date _________ _____________ _________ _________
_________ _____________ _________ _________
_________ _____________ _________ _________
_________ _____________ _________ _________
Do you have a City of Roseville Business License? Yes____ No____
License #____________
*For Public Works Projects (SB854): Contractors must register with the Department of Industrial Relations (DIR) pursuant to Labor Code section 1725.5. The Contractor shall provide proof of current registration with the Department of Industrial Relations for both itself and all listed subcontractors with their proposal. Contractors may register at: http://www.dir.ca.gov/public-works/publicworks.html DIR contractor registration number and expiration date:
*____________________________________________
Attachment D
SUBCONTRACTOR LIST
If subcontractors will not be used, proposer must write "NONE". For construction contracts, in accordance with the Public Contract Code, Part 1, Chapter 4, Subletting and Subcontracting, Contractors must list the name and business address of each subcontractor who will perform work or labor or render service to the prime contractor in or about the construction of the work or improvement, or who will specially fabricate and install a portion of the work or improvement according to detailed drawings contained in the plans and specifications, in an amount in excess of one-half of one percent (0.5%) of the prime contractor’s total bid, or in the case of bids or offers for the construction of streets and highways, including bridges, in excess of one-half of one percent (0.5%) of the prime contractor’s total bid or ten thousand dollars ($10,000) whichever is greater.
Company Name _________________________________________________ Principal _________________________________________________ Address _________________________________________________ City _________________________________________________
Phone _________________________________________________ Job capacity _________________________________________________ Percentage of total work _________________________________________________ Licenses and numbers _________________________________________________ DIR Contractor Registration Number & Expiration Date __________________________ Company Name _________________________________________________ Principal _________________________________________________ Address _________________________________________________ City _________________________________________________
Phone _________________________________________________ Job capacity _________________________________________________ Percentage of total work _________________________________________________ Licenses and numbers _________________________________________________ DIR Contractor Registration Number & Expiration Date __________________________
Company Name _________________________________________________ Principal _________________________________________________ Address _________________________________________________ City _________________________________________________
Phone _________________________________________________ Job capacity _________________________________________________ Percentage of total work _________________________________________________ Licenses and numbers _________________________________________________ DIR Contractor Registration Number & Expiration Date __________________________ Company Name _________________________________________________ Principal _________________________________________________ Address _________________________________________________ City _________________________________________________
Phone _________________________________________________ Job capacity _________________________________________________ Percentage of total work _________________________________________________ Licenses and numbers _________________________________________________ DIR Contractor Registration Number & Expiration Date __________________________ Company Name _________________________________________________ Principal _________________________________________________ Address _________________________________________________ City _________________________________________________
Phone _________________________________________________ Job capacity _________________________________________________ Percentage of total work _________________________________________________ Licenses and numbers _________________________________________________ DIR Contractor Registration Number & Expiration Date __________________________
Attachment E
NONCOLLUSION DECLARATION TO BE EXECUTED BY
BIDDER AND SUBMITTED WITH BID
The undersigned declares:
I am the _________________ of ______________________, the party making the foregoing bid.
The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder.
All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.
Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on _______________________ [date], at _____________________ [city], ________________ [state].
____________________________________
(Signature of Declarant)
Attachment F
SAMPLE CONTRACT
Contract Purchase Agreement 3003457
Supplier Details:
Company Sample Company
Contact Fred Sample
Address 111 Sample Dr.
Roseville, CA 95678
Submit your response to:
Company City of Roseville
Contact
Address Purchasing Division
311 Vernon St
Roseville, CA 95678
Phone (916) 746-1100
Fax (916) 746-1115
E-mail
This Contract Purchase Agreement is sent for your review and acceptance. Notify the Buyer via email of any needed changes to the company name, address, and contact information. The Buyer will update the agreement prior to you signing the document.
Return signed copies of the agreement to the Buyer noted on the agreement. Alterations or modifications to the agreement are not allowed. Upon receipt of all necessary documents, the City will sign the agreement and return a fully executed copy to you. Receipt of the signed copy will be your notice to proceed with the work in accordance with the terms and conditions of the agreement. Work must not begin until the contract has been fully executed.
The following guidelines must be followed for the signature block on the agreement:
Sole proprietorship - By owner
Partnership - Any general partner
Corporation - Two options:
(1) A signature from the President and the corporate seal; OR (2) One signature from the Chairman of the Board, President, or any Vice President AND one signature from the Secretary, any Assistant Secretary, Chief Financial Officer, or any Treasurer or Assistant Treasurer of the corporation
*General Manager, Office Manager and/or Sales Manager are not corporate officer titles. The agreement will be rejected if not signed in accordance with these guidelines.
Insurance requirements:
The City's insurance requirements are referenced on Attachment A of the agreement. By signing the agreement, you are confirming that your company has the minimum insurance limits required.
Contract Purchase Agreement 3003457
Agreement 3003457
Agreement Date 15-FEB-2024
Revision 0
Agreement Amount 0.00 USD
Invoice To City of Roseville Supplier Sample Company
Accounts Payable 111 Sample Dr.
311 Vernon St
ROSEVILLE CA 95678 Roseville, CA 95678
(916) 774-5488 Phone: (916)111-1111
(916) 784-3796 Fax: (916)111-2222
[email protected] Email: [email protected] Phone:
Fax:
Email:
Description of
Labor,
equipment
and/or materials
This is a SAMPLE agreement for illustration purposes only.
Customer # Supplier # Payment Terms Freight Terms FOB Shipping Method 11028 Net 30 Freight on Board at the destination Destination Best Method Start Date End Date Confirm To
01-Jul-2023 30-Jun-2024
Attention: Total Cost not to exceed the agreement amount without prior approval of the Purchasing office.
Contract Purchase Agreement 3003457
Contract Terms and Conditions
1. To the fullest extent allowed by law, Contractor shall defend, indemnify, and save and hold harmless the City, its officers, agents, employees and volunteers from any claims, suits or actions of every name, kind and description brought forth, or on account of, injuries to or death of any person (including but not limited to workers and the public), or damage to property, resulting from or arising out of Contractor's willful misconduct or negligent act or omission while engaged in the performance of obligations or exercise of rights created by this Agreement, except those matters arising from City's sole or active negligence or willful misconduct. The parties intend that this provision shall be broadly construed. Contractor's responsibility for such defense and indemnity obligations shall survive the termination or completion of this Agreement for the full period of time allowed by law. The defense and indemnity obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement.
2. Contractor is an independent contractor, and shall not be considered an officer, agent or employee of the City.
3. Without the written consent of the City, this Agreement is not assignable by Contractor either in whole or in part.
4. Time is of the essence of this Agreement.
5. At any time during the term of this Agreement, the City has the right to terminate this Agreement, provided Contractor is given thirty (30) days written notice. City's termination shall be without further liability to City; however, Contractor shall be entitled to all costs reasonably incurred prior to the date of termination. Contractor acknowledges that City may terminate this Agreement should funds not be appropriated by its governing body to continue services under this Agreement.
6. This Agreement may only be amended or modified in writing. It is integrated and contains the complete understanding of the parties.
7. All equipment, supplies and services sold to the City of Roseville shall conform to the general safety orders of the State of California.
8. Unless notified to the contrary, in writing, the City assumes that the Contractor has accepted the work in accordance with the plans and specifications (if any) and agrees to do the work in compliance with this Agreement.
9. All prevailing wages and fair employment practices must be adhered to. For prevailing wage contracts over $25,000, copies of certified payroll must be submitted with invoices.
Prevailing wage rates may be obtained from the State Department of Industrial Relations and/or the following website address: http://www.dir.ca. gov/dlsr/DPreWageDetermination.htm. In compliance with Labor Code Section 1773.2, as may be amended from time to time, Contractor shall cause a copy of this website to be posted at each jobsite, as applicable.
10. Contractor agrees to the below insurance requirements:
a. Unless otherwise specified, the Contractor shall maintain the policies of insurance outlined in Attachment A, incorporated herein by this reference, in full force and effect during the term of this Agreement. The City of Roseville retains sole discretion in determining the types and proper levels ofinsurance coverage.
b. Form. Contractor shall submit a certificate evidencing such coverage for the period covered by this Agreement in a form satisfactory to Risk Management and the City Attorney, prior to undertaking any work hereunder. Any insurance written on a claims made basis is subject to the approval of Risk Management
Contract Purchase Agreement 3003457
and the City Attorney.
c. Additional Insureds. Contractor shall also provide a separate endorsement or section of the policy showing City, its officers, agents, employees, and volunteers as additional insureds for each type of coverage (except Workers' Compensation) and for ongoing and completed operations. Such insurance shall specifically cover the contractual liability of Contractor. The additional insured coverage under the Contractor's policy shall be primary and noncontributory, as evidenced by a separate endorsement or section of the policy, and shall not seek contribution from City's insurance or self-insurance. In addition, the additional insured coverage shall be at least as broad as the Insurance Services Office (ISO) CG 20 01 Endorsement. Any available insurance proceeds in excess of the specified minimum insurance coverage requirements and limits shall be available to the additional insureds. Furthermore, the requirements for coverage and limits shall be:
(1) the minimum coverage and limits specified in this Agreement; or (2) the full coverage and maximum limits of any insurance proceeds available to the named insureds, whichever is greater.
d. Cancellation/Modification. Contractor shall provide thirty (30) days written notice to City prior to cancellation or modification of any insurance required by this Agreement.
e. Umbrella/Excess Insurance. The limits of insurance required in this Agreement may be satisfied by a combination of primary and excess insurance. Any excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of City (if agreed to in a written contract) before City's own insurance shall be called upon to protect it as a named insured.
f. Subcontractors. Contractor agrees to include in its contracts with all subcontractors the same requirements and provisions of this Agreement, including the indemnity and insurance requirements, to the extent they apply to the scope of the subcontractor's work. Furthermore, Contractor shall require its subcontractors to agree to be bound to Contractor and City in the same manner and to the same extent as Contractor is bound to City under this Agreement.
Additionally, Contractor shall obligate its subcontractors to comply with these same provisions with respect to any tertiary subcontractor, regardless of tier. A copy of City's indemnity and insurance provisions will be furnished to the subcontractor or tertiary subcontractor upon request.
g. Self-Insured Retentions. All self-insured retentions (SIR) must be disclosed to Risk Management for approval and shall not reduce the limits of liability.
Policies containing any SIR provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or City. City reserves the right to obtain a full certified copy of any insurance policy and endorsements. The failure to exercise this right shall not constitute a waiver of such right.
h. Waiver of Subrogation. Contractor hereby agrees to waive subrogation which any insurer of Contractor may acquire from Contractor by virtue of the payment of any loss under a Workers Compensation, Commercial General Liability or Automobile Liability policy. All Workers Compensation, Commercial General Liability and Automobile Liability policies shall be endorsed with a waiver of subrogation in favor of City, its officers, agents, employees and volunteers for all work performed by Contractor, its employees, agents and subcontractors. i. Liability/Remedies. Insurance coverage in the minimum amounts set forth herein shall not be construed to relieve Contractor of liability in excess of such coverage, nor shall it preclude City from taking such other actions as are available to it under any other provisions of this Agreement or law.
Contract Purchase Agreement 3003457
11. Contractor shall comply with all federal, state and local laws and ordinances, including but not limited to the City's storm water regulations, as may be applicable to the performance of services under this Agreement. Failure to comply with local ordinances may result in monetary fines and cancellation of this Agreement. Refer to www.roseville. ca.us/stormwater for links to more information on the City's storm water regulations.
12. In the event that the terms of any attachment or exhibit conflict with any terms of this Agreement, the terms of this Agreement shall control.
13. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. In the event that any signature is delivered by facsimile transmission or by email delivery of a ".pdf" format data file, such signature shall create a valid and binding obligation of the party executing (or on whose behalf such signature is executed) with the same force and effect as if such facsimile or ".pdf" signature page were an original thereof.
14. If either party commences any legal action against the other party arising out of this Agreement or the performance thereof, the prevailing party in such action shall be entitled to recover its reasonable litigation expenses, including but not limited to, court costs, expert witness fees, discovery expenses, and attorneys' fees. Any action arising out of this Agreement shall be brought in Placer County, California, regardless of where else venue may lie. This Agreement shall be governed by and construed in accordance with the laws of the State of California.
15. This Agreement shall be binding upon the heirs, successors, executors, administrators and assigns of the respective parties hereto.
16. If any of the provisions contained in this Agreement are for any reason held invalid or unenforceable, such holding shall not affect the remaining provisions or the validity and enforceability of the Agreement as a whole.
17. For purposes of this Agreement, the terms "Contractor," "Consultant," and "Supplier" are used interchangeably.
18. No contractor or subcontractor may work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.
During the performance of this agreement, Contractor and its subcontractors shall have a continuing legal obligation to maintain current registration with the Department of Industrial Relations. Contractor is hereby notified that this project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.
19. Vehicles with a gross vehicle weight rating (GVWR) greater than 8,500 lbs. and lightduty package delivery vehicles operated in California may be subject to the California Air Resources Board (CARB) Advanced Clean Fleets regulations. Such vehicles may therefore be subject to requirements to reduce emissions and air pollutants. For more information, visit the CARB Advanced Clean Fleet webpage at https://ww2.arb.ca. gov/our-work/programs/advanced-clean-fleets.
20. Contractor/consultant's duties and services under this agreement shall not include preparing or assisting the public entity with any portion of the public entity's preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering this agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Contractor/consultant's participation in the planning, discussions, or drawing of project plans or specifications, if any, shall be limited to conceptual, preliminary, or initial plans or specifications. Contractor/consultant shall cooperate with the public entity to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by contractor pursuant to this agreement.
21. Contractor must submit all claims as defined in and in accordance with the claim
Contract Purchase Agreement 3003457
resolution process set forth in Section 9204 of the Public Contract Code. Each such claim must be sent to the City by registered mail or certified mail with return receipt requested and must contain reasonable documentation to support the claim. All claims must be received prior to acceptance of the work.
22. Contractor certifies that Contractor, its employees, directors, officers, agents, subcontractors, vendors, and volunteers are not presently debarred, excluded, suspended, declared ineligible, voluntarily excluded, or proposed for debarment, exclusion, suspension or ineligibility by any federal, state, or local department or agency.
23. This Agreement may be amended via change order, but only if such change order is made in writing, approved by the City, and signed by both parties.
24. CONTRACTOR agrees to defend and indemnify CITY if, despite the parties intent and practice, any venue, agency, or court with competent jurisdiction determines that CONTRACTOR and/or any of its agents, officers, employees, volunteers, independent contractors, or subcontractors, are characterized as employee(s) of CITY.
CONTRACTOR and CITY agree that: (a) CONTRACTOR is free from the control and direction of CITY in connection with the performance of the work; (b) CONTRACTOR is providing services directly to CITY; (c) CONTRACTOR has and will maintain at all relevant times a business license; (d) CONTRACTOR maintains a business location that is separate from CITY; (e) CONTRACTOR is customarily engaged in an independently established business of the same nature as that involved in the work performed hereunder; (f) CONTRACTOR actually contracts with other businesses to provide the same or similar services and maintains a clientele without restrictions from CITY; (g) CONTRACTOR advertises and holds itself out to the public as available to provide the same or similar services; (h) CONTRACTOR provides its own tools, vehicles, and equipment to perform the services; (i) CONTRACTOR has negotiated its own rates; (j) CONTRACTOR set its own hours and location of work in accomplishing CITY's on-call needs; and (k) CONTRACTOR has the right to control the manner and means of accomplishing the result desired and exercises its own expert independent judgement.
The supplier named hereon by the acceptance of this order agrees to the provisions of this document titled "Contract Purchase Agreement" and all accompanying terms, conditions, and attachments.
Roseville Business License No.
Contractor License No.
DIR Registration No.
Check mark the applicable company type below:
Corporation
Limited Liability Company
Partnership
Sole Proprietor
City Reserves the right to withold any payments to contractor in the event of noncompliance with insurance requirements or if required by law.
Construction T&C
REV 2/14/24 JS
Contract Purchase Agreement 3003457
ATTACHMENT A
HUMAN RESOURCES/RISK MANAGEMENT DIVISION
INSURANCE REQUIREMENTS
AGREEMENT OVER FORMAL BID LIMIT OR INVOLVING HIGH RISK ACTIVITIES General - Required Coverage/Documentation
● General Liability: $1 Million per occurrence /$2 Million aggregate ● Automobile Liability: $1 Million combined single limit ● Workers' Compensation: Statutory *Must provide a Waiver of subrogation ● Additional Insured Endorsement (AIE) - General Liability policy: CG 20 38 04 13 or an equivalent, blanket endorsement or section of the policy. Endorsement shall cover the City of Roseville, its officers, agents, employees and volunteers as additional insured. ● Policies must be primary and non-contributory
● A 30 day notice of cancellation must be provided
● List certificate holder as: The City of Roseville - Insurance Compliance, PO Box 100085-R1, Duluth, GA 30096
Additional Liability/Insurance Requirements if required by Agreement (and marked below):
Construction:_X_
General Liability:
$2 Million/occurrence
$4 Million aggregate
Design Professional:
General Liability:
$2 Million/occurrence
$4 Million aggregate
Professional Liability:
$2 Million/occurrence
Professional Consultant:
Professional Liability:
$1 Million/occurrence
IT Services:
Professional Liability:
$1 Million/occurrence
No auto required
Cyber Liability:
$1 Million/occurrence
Hazardous Materials:
Pollution Liability:
$1 Million/occurrence
Special Events/Caterers-Vendors:
No auto required
No workers' comp required
Professional Counseling/ Psychological:
Professional Liability:
$1 Million/occurrence
No auto required
Contract Purchase Agreement 3003457
Pyrotechnics:
General Liability:
$5 Million/occurrence
$10 Million aggregate
Auto - $2 Million/occurrence
Chemical/Environmental:
General Liability:
$3 Million/occurrence
$6 Million aggregate
Pollution – $2 Million/Occurrence
Auto - $2 Million/Occurrence
Insurance Submission Process
The City of Roseville Human Resources/Risk Management Department uses a service called EBIX to manage our insurance certificate tracking.
How It Works
● The vendor's contact information is entered into EBIX. EBIX will contact the vendor to request proof of insurance.
● The Vendor can forward the request to their Insurance Agent(s) if necessary. ● Vendor/Insurance Agent submits insurance to EBIX by email to [email protected] or by fax to (770) 325-5727. After faxing or emailing the certificate, please DO NOT send the certificate by mail to EBIX. Please do not mail, email or fax any certificates to the City of Roseville. ● Once submitted, EBIX reviews the insurance documentation. If there are deficiencies, EBIX will send a follow up letter or email requesting additional information.
Questions Regarding Insurance Submission: Contact EBIX at (951) 652-4239 Questions Regarding Insurance Requirements Contact Risk Management at (916) 774-5202
Contract Purchase Agreement 3003457
Asbestos-Containing Materials in City-Owned Buildings
California Health and Safety Code Section 25915 requires that all City of Roseville employees, contractors and lessees be notified annually of the presence of asbestos in City-owned buildings constructed prior to 1979. Please post this notice in an area(s) accessible to all employees, contractors and lessees. Contact Facility Maintenance & Operations at (916) 774-5740 for more information about Asbestos Containing Materials (ACMs) in specific City-owned buildings. For more information about asbestos refer to the OSHA website.
The City of Roseville is committed to maintaining a safe and healthy work environment. The City' s Facility Maintenance & Operations staff conducts ongoing inspections to identify and safely manage previously installed asbestos-containing products. Renovation of City-owned buildings MUST be reviewed in advance by Facility Maintenance & Operations to ensure the City is in compliance with building codes, Americans with Disabilities Act and that no ACMs are disturbed without proper safeguards. Work that requires removal or repair of ACMs is restricted to trained and qualified persons only. Facility Maintenance & Operations will need to approve the qualified contractors.
Use the following measures to protect you and others from exposure to airborne asbestos:
● Presume all building materials contain asbestos until determined otherwise by Facility Maintenance & Operations.
● Do not install walls, closets, cabinets, ceilings.
● Do not remove, cut, drill, sand, grind or otherwise disturb any material in the buildings, including carpet and tile.
● Do not paint (this includes any walls, ceilings, floors and electrostatic painting of office furniture).
● Do not remove any items nailed or screwed to the walls (this includes pictures, cabinets, electrical, etc.).
● Do not go above ceilings, behind walls or into building spaces such as attics and crawlspaces unless these areas have been inspected and cleared by Facility Maintenance & Operations.
● Do not pull cable or wiring through above-ceiling spaces with asbestos. ● Do not install screws, pins, nails or hangers into asbestos ceiling or wall plaster. ● Be careful not to damage walls, ceilings or floors when moving furniture or equipment.
It is recommended that Facility Maintenance & Operations be contacted prior to moving furniture or equipment.
● Do not brush, sweep or vacuum textured asbestos ceiling plaster or plaster debris. ● Immediately report any damage or deterioration of suspect building materials to Facility Maintenance & Operations or Risk Management.
It is important to note that the presence of asbestos does not mean you have been exposed.
Exposure results when friable asbestos particles are inhaled or ingested. Asbestos becomes friable when material containing asbestos is drilled, sanded or disturbed by remodeling or demolition work or when the ACM has deteriorated. Intact, bonded, sealed or undisturbed asbestos does not pose a hazard.
Employees may review the asbestos survey reports, results of bulk sampling or air monitoring conducted in City-owned buildings. All asbestos data will be available by appointment with Facility Maintenance & Operations.
Contract Purchase Agreement 3003457
Sign to acknowledge receipt of asbestos notification:
Asbestos
Rev 01/16/19
Contract Purchase Agreement 3003457
Supplier
Signature:
Print Name:
Title:
Date:
Supplier
Signature:
Print Name:
Title:
Date:
City of Roseville, A Municipal Corporation
Signature:
Print Name: Dominick Casey
Title: City Manager
Date:
EXHIBIT A
Parks & Landscape Maintenance Standards
File is separate from main document
EXHIBIT B
Cost Proposals Monthly Maintenance
and Service Levels
EXHIBIT C
City of Roseville
Parks & Landscape Maintenance Services
BID SHEET “EXTRA WORK”
Labor Unit Unit Cost
Landscape Maintenance
Labor
Hourly
Skilled Labor (Irrigation Tech) Hourly
Enhancements Labor Hourly
Field Supervisor Hourly
Emergency/Off Hour Response Hourly
Other (describe):
Directed Extra Work
(Labor, materials &
equipment)
Unit Cost
Mowing, Edging/Blowing Per Acre
Fertilization- Parks Per Acre
Fertilization- Streetscape Per Acre
Chemical Application - Parks Per Acre
Chemical Application -
Streetscapes
Per Acre
Core Aerification and Clean-upParks
Per Acre
Core Aerification and Clean-up -
Streetscapes
Per Acre
Disking Per Acre
Rough mowing Per Acre
Shrub planting- 5 Gallon Each
Shrub planting- 1 Gallon Each
Sod preparation and installation per square foot
Overseeding Per Acre
Mulch installation - small areas
{up to 10 Cubic yards)
Per yard
Mulch installation - large areas
{over 10 CY)
Per yard
Post & Cable replacement Per linear foot
Tree planting 15 Gallon w/stakes Each
Tree planting 24” Box Each
Tree planting 36” Box Each