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AGREEMENT WITH LORAL LANDSCAPING, INC
FOR LANDSCAPE MAINTENANCE SERVICES
FOR
MEDIANS, ISLANDS AND RIGHT OF WAYS
This Agreement, made and entered into this day of____________________, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California ("CITY"), and LORAL LANDSCAPING, INC a CORPORATION ("CONTRACTOR"), whose address is 704 South Amphlett Blvd., San Mateo, CA 94402.
RECITALS:
A. CITY desires certain LANDSCAPE MAINTENANCE services hereinafter described.
B. CITY desires to engage CONTRACTOR to provide these LANDSCAPE MAINTENANCE services by reason of its qualifications and experience for performing such services and CONTRACTOR has offered to provide the required services on the terms and in the manner set forth herein.
NOW, THEREFORE, IT IS AGREED as follows:
SECTION 1 - SCOPE OF SERVICES
.
The scope of services to be performed by CONTRACTOR under this Agreement is as described in Exhibit A to this Agreement, which is attached and incorporated by reference.
SECTION 2 - DUTIES OF CONTRACTOR
CONTRACTOR shall be responsible for the professional quality, technical accuracy and coordination of all work furnished by CONTRACTOR under this Agreement. CONTRACTOR shall, without additional compensation, correct or revise any errors or deficiencies in its work.
CONTRACTOR represents that it is qualified to furnish the services described under this Agreement.
CONTRACTOR shall be responsible for employing or engaging all persons necessary to perform the services of CONTRACTOR.
CONTRACTOR agrees to comply with the City’s minimum wage ordinance as codified in Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator.
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SECTION 3 - DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project.
CITY shall examine documents submitted by CONTRACTOR and shall render decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of CONTRACTOR'S work.
SECTION 4 - TERM
The services to be performed under this Agreement shall commence on December 1, 2023 and be completed on November 30, 2026, with an option to extend for up to two additional 12-month periods.
SECTION 5 - PAYMENT
Payment shall be made by CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONTRACTOR a fee in an amount of $865,490.50, pursuant to rates stated in Exhibit B, attached, and incorporated by reference.
SECTION 6 - TERMINATION
Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have the right to terminate this Agreement or suspend work on the Project for any reason, upon ten (10) days' written notice to CONTRACTOR. THE CONTRACTOR agrees to cease all work under this Agreement upon receipt of said written notice.
SECTION 7 - OWNERSHIP OF DOCUMENTS
All documents prepared by CONTRACTOR in the performance of this Agreement are and shall be the property of CITY, whether the project for which they are made is executed or not.
SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONTRACTOR in connection with the performance of this Agreement are confidential until released by CITY to the public. CONTRACTOR shall not make any such documents or information available to any individual or organization not employed by CONTRACTOR or CITY without the written consent of CITY before any such release.
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SECTION 9 - INTEREST OF CONTRACTOR
CONTRACTOR covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this Agreement.
SECTION 10 - CONTRACTOR'S STATUS
It is expressly agreed that in the performance of the services required under this Agreement, CONTRACTOR shall at all times be considered an independent contractor as defined in Labor Code Section 3353, under control of the CITY as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make CONTRACTOR an agent or employee of CITY while providing services under this Agreement.
SECTION 11 - INDEMNITY
CONTRACTOR agrees to hold harmless and indemnify CITY, its elected and appointed officials, employees, and agents from and against any and all claims, loss, liability, damage, and expense arising out of CONTRACTOR’s performance of this Agreement, except for those claims arising out of CITY’s sole negligence or willful misconduct. CONTRACTOR agrees to defend City, its elected and appointed officials, employees, and agents against any such claims. The CONTRACTOR’S duty to indemnify shall survive expiration or early termination of this Agreement.
SECTION 12 - INSURANCE
Contractor shall procure and maintain for the duration of the contract the insurance specified in Exhibit C to this Agreement.
SECTION 13 - NONASSIGNABILITY
Both parties hereto recognize that this Agreement is for the personal services of CONTRACTOR and cannot be transferred, assigned, or subcontracted by CONTRACTOR without the prior written consent of CITY.
SECTION 14 - RELIANCE UPON SKILL OF CONTRACTOR
It is mutually understood and agreed by and between the parties hereto that CONTRACTOR is skilled in the performance of the work agreed to be done under this Agreement and that CITY relies upon the skill of CONTRACTOR to do and perform the work in the most skillful manner, and CONTRACTOR agrees to thus perform the work. The acceptance of CONTRACTOR's work by CITY does not operate as a release of CONTRACTOR from said obligation.
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SECTION 15 - WAIVERS
The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.
SECTION 16 - COSTS AND ATTORNEY FEES
Attorney fees in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement.
The above $5000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this provision that neither party shall have to pay the other more than $5000 for attorney fees arising out of an action, or actions to enforce the provisions of this Agreement.
SECTION 17 - NON-DISCRIMINATION
CONTRACTOR warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONTRACTOR nor any of its subcontractors shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.
SECTION 18 - MEDIATION
Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the State Mediation and Conciliation Service, or other agreed-upon service. The mediator shall be selected by a blind draw.
The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.
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SECTION 19 - LITIGATION
CONTRACTOR shall testify at CITY's request if litigation is brought against CITY in connection with CONTRACTOR's services under this Agreement. Unless the action is brought by CONTRACTOR, or is based upon CONTRACTOR's wrongdoing, CITY shall compensate CONTRACTOR for preparation for testimony, testimony, and travel at CONTRACTOR's standard hourly rates at the time of actual testimony.
SECTION 20 - NOTICES
All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:
To CITY: Ron Hostick
City of San Mateo
330 W. 20th Avenue
San Mateo, CA 94403
To CONTRACTOR: Loral Landscaping, Inc
704 Amphlett Blvd.
San Mateo, CA 94402
SECTION 21 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT
This document represents the entire and integrated agreement between CITY and CONTRACTOR and supersedes all prior negotiations, representations, and agreements, either written or oral.
This document may be amended only by written instrument, signed by both CITY and CONTRACTOR.
SECTION 22 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of San Mateo.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, CITY OF SAN MATEO and LORAL LANDSCAPING, INC have executed this Agreement the day and year first above written.
CITY OF SAN MATEO CONTRACTOR
Joanne Magrini
Director, Parks and Recreation
Date Howard Wheeler
President
Date
APPROVED AS TO FORM
Mazarin Vakharia
Assistant City Attorney
Date
Attachments:
Exhibit A: Scope of Services
Exhibit B: Payment Rates
Exhibit C: Insurance Requirements
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EXHIBIT A
Scope of Services
Part I: Landscape Maintenance Specifications
1. Scope of Work
The Contractor shall furnish all labor, equipment, materials, tools, and supervision to perform median, right of way, islands, and green infrastructure landscape maintenance as described herein including, but not limited to, the following:
(a) Weed control and cultivation – both mechanically and/or with chemicals. (b) Fertilization.
(c) Shrub trimming, pruning, and training.
(d) Tree care as prescribed in technical specifications. (e) General pest control, including insects and diseases, as necessary to maintain a healthy environment for plant growth. This includes rodents, snails, and slugs. (f) Ensure that the maintenance and documentation of Green Infrastructure care are completed and included in the monthly statement package. (g) General litter pick-up, refuse and debris removal from planters and landscape areas. (h) Irrigation system monitoring, maintenance, and repair. (i) Hardscape cleaning: clean and remove graffiti from planters, controller boxes, and backflow devices.
2. Level of Maintenance
All work shall be performed in accordance with the highest landscape maintenance standard, as stated in the Technical Maintenance Specifications. Standards and frequencies may be modified from time to time as deemed necessary by the city for the proper maintenance of the sites.
The Contractor shall submit to the City of San Mateo, after award of contract, a prepared schedule of operations, which shall be followed upon approval. The proposed schedule may be revised, subject to the approval of the city, to facilitate the Contractor's operations if circumstances require and justify such a change.
In the judgment of the City, if the level of maintenance is less than that specified herein, the City shall, at its option, in addition to or in lieu of other remedies provided herein, withhold appropriate payment from the Contractor until services are rendered in accordance with specifications set forth within this document; providing no other arrangements have been made between the Contractor and the City. Failure to give notification of a change and/or failure to perform an item of work on a scheduled day may result in a deduction of payment for that date or week. Payment will be retained for work not performed until such time as the work is performed to City standards.
The Contractor is required to correct deficiencies within the time specified by the city. If noted deficient work has not been completed, payment for subject deficiency shall be withheld during the current billing period and shall continue to be withheld until deficiency is corrected, without the right to retroactive payments.
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3. Supervision of Contract
All work shall meet with the approval of the City of San Mateo Parks and Landscape Manager or their designee. There shall be periodic meetings with the Contractor and City’s representative to determine progress of the work and to establish items that may require attention.
Any specific problem area which does not meet the conditions of the specifications set forth herein shall be called to the attention of the Contractor in writing and if not corrected, payment to the Contractor will be withheld until condition is corrected in a satisfactory manner as set forth in these specifications.
The City’s representative and the Contractor’s representative will typically meet monthly. The purpose of this meeting will be to discuss project problems, tours of all sites and determine the Contractor’s conformity with these specifications and the adequacy of the work being performed. More frequent meetings may be required as determined by the city.
Once awarded the contract, provide a detailed schedule of completed work and in what areas monthly with the invoice. Approximate location from Attachment A, and any materials applied such as mulch, fertilizer, and pesticides as well as labor hours to complete the work shall be included in the report.
4. Specifications
These specifications are intended to cover all labor, material, standards of landscaping, and mechanical workmanship to be employed in the work called for in these specifications or reasonably implied by terms of same. Work or materials of a minor nature which may not be specifically mentioned, but which may be reasonably assumed as necessary for the completion of this work, shall be performed by the Contractor as if described in the specifications.
5. Traffic and Access
The Contractor shall have vehicles clearly marked with the Contractor’s name.
Any parking citations received by the Contractor are the responsibility of the Contractor.
The Contractor shall be responsible, during all phases of the work, to provide for public safety and convenience by use of traffic cones, signs, lighted barricades, lights, and flagmen as described and specified in the State of California, Department of Transportation MANUAL OF TRAFFIC CONTROLS - For Construction and Maintenance Work Zones, 2002 Edition. (Section 360, California Vehicle Code, defines highways to include streets). The provisions of this manual will become a part of the requirements of the contract.
Construction and maintenance operations shall be conducted in such a manner as to cause as little inconvenience as possible to the abutting property owners or motoring public. Convenient access to driveways, businesses, and buildings along the line of work shall be maintained unless otherwise approved by the City in advance. Contractor shall request and obtain approval from City before any lane closures are implemented. Open excavation and ditches shall be covered and guarded in such a manner as to permit safe traffic flow during hours when no work is being performed.
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6. Disposal
The Contractor shall dispose of all cuttings, weeds, leaves, trash, and other debris from the operation as work progresses and shall pay all disposal fees. The City shall in no way be responsible for the disposal.
7. Records
Contractor shall keep accurate records concerning all his/her employees or agents and within fifteen (15) days of the effective date of this Agreement, provide the City with names, addresses, telephone numbers, and pager numbers of employees to be called in case of emergency.
Contractor shall keep accurate records of all pesticide use (see Attachment E).
8. Specialty Operations
Contractor shall give written notification of all “specialty type” maintenance operations to the City 48 hours prior to each of these operations. “Specialty type” maintenance operations are defined as fertilization, pre- emergent weed control, all pesticide applications, and any plant replacements, including seasonal bedding plants.
9. Landscape License
The Contractor shall hold a valid and current California C27 License and submit a copy thereof to the City.
The Contractor shall also maintain a California State Licensed Pest Control Applicator or Qualified Applicator Certificate with a Maintenance Gardener Business License, Category B. The use of any chemical by the Contractor shall be based on the recommendation of a State Licensed Pest Control Advisor. The names and permit numbers will be supplied to the City at the beginning of Contract, and any changes to this information shall be forwarded within 24 hours of said change. The Contractor shall not be permitted to store any pesticide within a City owned facility without express written permission of the City representative.
10. Examination of Site and Work
City makes no representation about the order or condition of the work area, nor does the City warrant that the work area will be free from defects, either apparent or hidden, at the commencement of or at any time during the term of the Contract. Contractor must examine the location, physical conditions, and surroundings of which these factors will influence the performance of the contract work. By entering the Contract, Contractor shall be deemed to have agreed to accept the condition of the work area in its “as is” condition with the intent to upgrade or modify existing deficiencies to Contract specifications.
11. Extraordinary Work
General:
(a) New or unforeseen additional work will be classified as extra work and will be performed only upon approval by the Parks and Landscape Manager or their designee, unless a condition exists wherein it appears that there is danger of injury to persons or damage of property. In seeking extra work Contract for Services Page 10 of 36
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approval, Contractor shall delineate costs related to how much of the job shall be labor/supervision and materials/parts, if any.
(b) The City, as a result of Acts of God, vandalism, theft, civic disturbances, or accidents may require the Contractor to perform extraordinary work.
(c) Extraordinary work may also be required by the City in order to add new landscaping or to delete, modify, or renovate existing landscaping and/or irrigation system parts. (d) Extraordinary work shall not interfere with the completion of the general maintenance work. For large projects of $1,000 or more, an “Extra” crew, supervised by the Contractor, shall be used in order to keep the regular maintenance crew doing their scheduled work. (e) See Attachment B – Sample of Extraordinary Work Request Form.
Process:
The Contractor shall provide in writing a cost estimate and timeline for the extraordinary work described.
The City shall approve all estimates in writing. The Contractor shall perform the necessary work and invoice the City for the work performed according to the City’s policies.
12. Workmanship and Supervision
A. The Contractor shall provide a workforce sufficient to complete the work as specified.
B. Competent and experienced workers shall perform the work. Workers skilled specifically in state-of-the- art, automatic irrigation systems shall perform irrigation maintenance and repairs. Contractor shall submit a copy of an Irrigation Schedule Report and an Irrigation Repair Report to the City monthly. Payment of monthly invoice will be withheld unless these two documents are submitted.
C. The work force shall include a thoroughly skilled, experienced, and competent supervisor who shall be responsible for adherence to the specifications. Supervisors and foremen must communicate effectively both in written and oral English and shall be present at all times during Contract operations. Any order given to these supervisors or foremen shall be deemed as delivered to the Contractor.
D. All pesticide operations, where required, shall be performed or supervised by a California State Licensed Pest Control Applicator through written communication by a California State licensed Pest Control Advisor. The Contractor shall be responsible for compliance with all Federal, State, and local laws and regulations regarding pesticide usage. The Contractor shall provide copies to the City of his/her license and registration of both of his/her Pest Control Advisors and Pest Control Operators licenses. The Contractor shall submit a copy of the “Pesticide Use Summary” to the City on a monthly basis. (See Attachment E). Payment of monthly invoice will be withheld unless a Pesticide Use report is submitted.
E. Persons employed by the Contractor who are found unsatisfactory by the City shall be discharged or reassigned by the Contractor upon fifteen (15) days written notice from the City.
13. Repairing Damaged Work
A. The Contractor will report without delay any damage to City equipment or property and shall be held responsible for the replacement of any such damage caused by the Contractor’s act hereunder. Watering, Contract for Services Page 11 of 36
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pesticide spraying, and other maintenance specifications shall not be done at a time when it might damage parked cars or at times when activities in the Contract area might be inconvenienced or disrupted.
B. Repairs to the irrigation system resulting from damage by other than the Contractor’s operation (e.g., vandalism) shall be reported promptly to the Parks and Landscape Manager or their designee together with an estimate of costs for correction of the condition. The Parks and Landscape Manager or their designee may authorize repair by the Contractor and the City will pay the Contractor for this work.
C. The Contractor shall be responsible for the replacement of all plant materials, including trees, shrubs, ground cover and similar materials. The full cost of such replacement, including the cost of labor, shall be borne by the Contractor, except as provided in subsection “D” below.
D. Replacement of plant materials damaged or destroyed by City forces, or as a result of accident or vandalism, shall be reported promptly to the Parks and Landscape Manager or their designee together with an estimate of costs for replacement. The Parks and Landscape Manager or their designee may authorize replacement by the Contractor, and the City will pay the Contractor for the cost of the replacement including the cost of labor.
14. Safety Requirement
A. All work performed under this Contract shall be performed in such a manner as to provide maximum safety to the public and where applicable, comply with all safety standards required by CAL-OSHA. The Parks and Landscape Manager or their designee reserves the right to issue restraining or cease and desist orders to the Contractor when unsafe or harmful acts are observed or reported relative to the performance of the work under this Contract.
B. The Contractor shall maintain all work sites free of hazards to persons and/or property resulting from Contractor’s operations. Any hazardous condition noted by the Contractor, which is not the result of his/her operations, shall be immediately reported to the Parks and Landscape Manager or their designee.
15. Liability for Damages
The Contractor shall be fully responsible for any and all damage to City property, equipment, or other property on the public premises that result from the Contractor’s operations under this Contract. This shall include, but not be limited to the replacement, at Contractor’s expense, of shrubs, trees, vines, turf, groundcover, or other landscape items that are lost due to negligence in pest and disease control practices; and/or due to improper watering, fertilizing, or lack of proper maintenance and care.
16. Schedules
Schedule:
(a)The Contractor shall provide a Maintenance Schedule indicating the time frames when items of work shall be accomplished per the performance requirements. This maintenance schedule shall be a document which clearly states when required landscape maintenance practices will occur. Both the Contract for Services Page 12 of 36
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Contractor and the City should be able to refer to this schedule to determine when required maintenance shall occur.
(b)The Contractor shall complete the schedule for each facility in a manner that shall correspond to the weekly schedules.
(c)The Schedule shall be submitted to the City for approval within fifteen (15) calendar days after the effective date of the Contract.
(d)The Contractor shall submit revised schedules when actual performance differs substantially from planned performance.
Irrigation Controller Schedules:
The Contractor shall provide irrigation controller schedules for each controller indicating locations, stations, and minutes per each station. These schedules should be updated monthly. (See Attachment C). The Contractor will be given a Calsense code to enter the controller and for City to verify weekly compliance.
This schedule is required to be included in the Monthly Maintenance Report.
Please note: When scheduling all “Calsense” computerized controllers, Contractor shall be required to check each controller unit at least once per week during the growing season. This will ensure detection of any irrigation system malfunctions, including main water line breaks or system shutdowns. Alert reports of irrigation malfunctions will be faxed to Contractor’s office when noted by City designee for repairs. All repairs will be done with the same nozzles that exist in the location.
17. Underground Excavations
Contractor shall be responsible for locating all underground utility lines to ensure the safety of his/her work crew and to protect in place existing utility equipment before commencing any excavation. Contractor shall contact the City and Underground Service Alert (USA) at 1-800-422-4133 at least 48 hours prior to commencing any excavation.
When noticed by the City, Contractor shall respond to Underground Service Alert (USA) request from outside agencies. Control wires shall be tracked and marked as needed for any USA request. Irrigation pipes shall be marked if possible. Contractor shall be expected to be available for this work; however, this work shall be considered Extraordinary Work and be invoiced as such.
– End of Landscape Maintenance Specifications –
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Part II: Technical Maintenance Specifications
1. General Landscape Maintenance Requirements
A.All maintenance functions shall be performed in accordance with the following specifications and at the frequencies indicated, unless otherwise indicated in Attachment A to these Special Provisions, Maintenance Frequency Summary. The City shall have the right to determine scheduled days and the extent and frequency of additional “as needed” services. Standards and frequencies may be modified from time to time as deemed necessary by the City for the proper maintenance of the facilities.
B.All operations will be conducted to provide maximum safety for the public and minimize disruption to the public. The Contractor is to follow all City noise ordinances.
C.Leaves, glass, paper, weeds, and any other debris will be removed from landscaped areas and disposed of offsite.
D.Contractor will clean sidewalks, roadways, and any other areas littered or soiled by their maintenance operations. Any spills of gasoline, oils, fertilizer, or toxic material shall be immediately and properly mitigated and then the Parks and Landscape Manager or their designee is to be notified.
E.The Contractor shall maintain the premises clean of weeds, litter, and debris always. Upon completion of any work, the Contractor shall remove remaining excess materials, waste, rubbish, debris, and his construction and installation equipment from the premises. The Contractor shall not use existing City trash containers to deposit litter. Contractor shall supply his own trash liners and bags as needed.
F.Plant material adjacent to roadway intersections shall be pruned to provide adequate sight distance for vehicles entering the intersection.
G.Plant materials shall be pruned so that all traffic control signs are clearly visible to approaching vehicles.
H.The City shall be notified immediately of any unusual, hazardous, or vandalized conditions at the work site, including but not limited to broken streetlights, fallen tree branches, or any item that creates a potential hazard.
I.The Contractor shall control all insects, diseases, rodents, snails, slugs, and other like pests. The Parks and Landscape Manager or their designee should be made aware of any control measures to be used, showing evidence of written recommendations from the Contractor’s Pest Control Advisor. Rodent control is considered a part of this Contract. All rodent activity should be controlled as soon as possible. Rodents include gophers, ground squirrels, moles, and rats.
Rodent control must be carried out in a manner so as to prevent any possible danger to non- targeted animals.
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2. Specific Landscape Maintenance Requirements
A. Irrigation System Maintenance
1.The Contractor shall maintain all irrigation systems in a professional, operable condition always. This includes but is not limited to controllers, back-flow devices, moisture sensors, manual and remote-control valves, wiring, pipes, sprinkler heads, drip irrigation equipment, hose bibs, and quick couplers. The Contractor shall not be responsible for the water meter assembly except if Contractor’s operations cause damage to these items.
a.Repair, replace or adjust all sprinkler heads to maintain proper and uniform water application. The Contractor will adhere to all State and local regulations accordingly.
b.Adjust water application to compensate for changes in weather. The Contractor will be responsible for damages occurring due to under watering or overwatering operations.
c.The Contractor shall turn off irrigation system controllers during periods of rain. Water runoff onto roadways or sidewalks is not permitted. d.All sprinkler part replacements are to be made with original type material or better; the Parks and Landscape Manager or their designee shall approve all substitutes.
e.Repair or replacement of equipment damaged because of Contractor’s negligence shall be replaced at the Contractor’s expense. f.Necessary irrigation repairs shall be made prior to the next irrigation cycle. g.Irrigation programming charts will be updated each month. h.Areas that require irrigation will have such accomplished no later than 7:30 a.m. and must follow all drought regulations imposed by water providers. i.At no time should drip irrigation lines be visible, keep it covered with wood chip mulch where needed.
2.Irrigation systems shall be thoroughly inspected by operating all control valves and checking for proper coverage, leaks, valve actuation, proper timing, and other operational conditions. Such inspection shall be made at least once per month; however, the Contractor shall be responsible for the proper operation of the system always and shall provide for obvious repairs as they occur.
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3.Repairs. All portions of existing facilities, including irrigation systems, which are damaged or altered in any way, as a result of the performance of work under these Specifications during the term of the Contract, shall be repaired and replaced in kind and in an approved manner. All work of this kind shall be performed by the Contractor at no cost to the City and shall be as indicated by the City’s representative. Repairs to facilities shall be made immediately after damage or alternation occurs, unless otherwise instructed. A comprehensive testing and check of all irrigation systems shall be made approximately thirty (30) days prior to the end of the Contract and any repairs deemed the responsibility of the Contractor shall be made by the Contractor prior to the end of the Contract. If the Contractor does not make repairs to the satisfaction of the City, deductions shall be made from the Contract payment in the amount to cover the cost to eliminate the discrepancies, as determined by the Parks and Landscape Manager or their designee.
B. Ground Cover Maintenance
1. All ground cover areas shall be maintained in a trimmed and weed-free condition. a.Weeds shall be removed upon appearance. Weed removal shall be done per Attachment A frequencies. A pre-emergent herbicide may be used where appropriate in shrub and ground cover beds to inhibit weed growth. Weeds not killed with herbicides shall be removed manually. The Contractor at his expense shall replace plants killed by weeds and chemicals, etc. Weeds shall be controlled and not allowed to reach an objectionable height, as determined by the Parks and Landscape Manager or their designee. b.Ground cover areas shall be fertilized (per Attachment A) with commercial fertilizer appropriate to the plant type, at a rate of 1 lb. of Nitrogen per 1,000 square feet. Fertilizer shall be a complete fertilizer furnishing the required plant nutrients to keep ground cover, trees, shrubs, and other plants in a healthy and vigorous growing condition. Applications shall be made at recommended rates. If the application of iron, zinc or other trace minerals is required to correct a specific soil deficiency, it shall also be applied as needed at the Contractor’s expense and a receipt for materials should be included with the schedule of applications on a monthly basis.
c.Trim and edge as necessary to restrict growth from encroaching on sidewalks, curbs, turf areas, shrubs, roadways, or other adjacent areas. d.Irrigate as required to maintain adequate growth and reasonable appearance.
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e.All mulched or chipped areas should be neatly maintained and replenished when either the thickness of mulch is less than 1” or area becomes unattractive. With clean recycled local tree waste chips or similar product. f.Medians should have a 3” wood chip mulch cover for weed control and water management.
g.Mulch must be applied and maintained no closer than 12 inches to the stem of any tree.
h.Control pests, including insects and diseases, as necessary to maintain a healthy environment for plant growth. This includes rodents, snails, and slugs.
i.All bare ground cover areas shall be kept cultivated and raked in excessive debris.
C. Shrub, Vine, Flower, and Tree Maintenance
a.Shrubs shall be maintained in a safe and reasonably trimmed appearance by proper shaping and pruning to promote the plant’s natural character. b.Trim shrubs to maintain the size and shape specified by the Parks and Landscape Manager or their designee.
c.Pruning shall be accomplished to maintain a “natural” appearance, unless specified differently by staff.
d.Remove all dead, diseased, or damaged branches back to a side branch. Do not leave branch stubs.
e.Application of an iron chelate fertilizer or other micronutrients shall be made as needed throughout the year to maintain healthy, vigorous growth and foliage.
f.Irrigate as required to maintain adequate growth and appearance. g.All bare shrub bed areas shall be raked monthly to remove litter and debris. h.Growth of woody plants shall be encouraged except where it interferes with circulation, maintenance activities, roadways, drainage facilities, fence lines or other structures. Dead branches of plants shall be removed regularly.
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i.Trim plant material regularly adjacent to curbs, sidewalks, and roadways to provide for proper, unobstructed circulation.
j.Any paper, weeds, cans, or other litter found in ground cover/shrub beds shall be removed on sight.
2. Tree care:
a.Stake and support trees as necessary. Staking shall be done with 6 to 8- foot-tall wooden stakes installed on 2-3 sides of the tree. Trees shall be secured to stakes using fiber or elastic tie that will not restrict trunk growth. b.All tree guides, ties, and stakes shall be checked regularly to maintain a neat appearance and to avoid girdling and tree damage of any kind. c.Contractor shall remove branches and other debris generated by inclement weather.
d.Each site shall be inspected for dead or dying trees; broken, cracked, or hanging branches; or other hazards. Immediately notify the Parks and Landscape Manager or their designee if any of the above conditions exist. e.Except for emergency removal, no tree or shrub shall be removed without prior direction or approval of the City. Trees and shrubs badly damaged and in need of replacement shall be brought to the attention of the Parks and Landscape Manager or their designee.
f.Maintain a 12-inch radius mulch-free zone, adjacent to the stem of all trees. Under no circumstances should mulch contact the stem or cover the root flare at the base of the tree trunk.
– End of Technical Maintenance Specifications –
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Part III: LIST OF ATTACHMENTS
•Attachment A Landscape Maintenance Locations & Minimum Frequencies •Attachment B Sample of Extraordinary Work Request Form •Attachment C Sample of Irrigation Controller Schedule Form •Attachment D IPM Program Service Providers Pesticide Use Summary •Attachment E Pesticide Use Summary Report Form
•Attachment F Green Infrastructure Maintenance
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Attachment A
Landscape Maintenance Locations & Minimum Frequencies
Zone Street Name
Litter pick-up
Weeding
Pruning (shrubs)
Trimming (Ice Plant, Ivy,
Ground Cover or Vines)
Irrigation Check
Fertilize
Pesticide application
SPECIAL NOTES
1 3rd and Crystal Springs (Eaton Park
Way) M M Q Q PtE,
PE
1 3rd and Parrott M M Q Q M 1x PtE Pull palm
seedlings/volunteers. NODE
1 Alhambra Circle M Q
1 Aragon & ECR W M Q PtE,
PE
1 Arroyo Court W Q Q Keep leaves blown
1 Barneson & Quince M M Q Q 1x
1 Baytree Way M M Q Q PtE,PE
1 Carmel Circle M M Q Q M 2Y PtE Spray acanthus monthly.
NODE
1 Chesterton Place M M Q Q PtE,
PE
1 Crystal Springs ROW near Alameda
de las Pulgas Y Q Debris clean-up
1 De Sabla (small divider) M M
Q PtE keep suckers down
1 East and West Capistrano circles M M Q Q PtE,
PE
1 El Camino Real median islands from
2nd to 21st W M Q M PtE,
PE
Irr only from 2nd to 5th.
IRRITROL
1 Fairfax/Franklin M M Q M PtE,
PE
1 Fairfax/Irving (planting divider) M Q Q Q M PtE,
PE
NODE
1 Hayward Islands M Q Q Q M PtE,
PE
keep suckers down. NODE
1 Kentucky/Nevada (planting divider) M Q Q Q M PtE,
PE
NODE
1 Mounds & Gramercy Q Q Q PtE
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1 6 locations on North San Mateo Dr
locations between E Bellevue Ave
and Peninsula Ave
M M Q Q Q 1X PtE,
PE
1 Notre Dame Avenue (El Camino to
Alameda) M M Y Q PtE,
PE
1 Parrott and Alameda (concrete
traffic divider) Q PtE
1 Parrott and Tree Top (backside of
St. John Cemetery) M M
1 San Mateo Parks (65) M Q Q Q Q PtE,
PE
If there are storms then
palm fronds need to be
picked up within 24 hours.
No ivy climbing up trees
1 Railroad Avenue Btwn 9th and 17th
(both east and west) Q Q PtE,PE
1 Virginia/Georgetown M M Q Q M 1x PtE,
PE
NODE
1 Woodland ROW (End of school to
Hillsborough border) M M 2Y Q PtE,
PE
Poison Oak
2 3rd Ave and Lindberg (Park & Ride
lot and large triangle) 2M M PtE,
PE
2 3rd Ave between Norfolk and North
Hwy 101 on-ramp
2x
M M Q M Q PtE,
PE
IRRITROL
2 3rd/101 Pedestrian Bridge over
Freeway W M PtE Blow walkway
2 4th Ave and Fremont M M Q Q Q 1x
2 4th Ave and S. Humboldt ROW M Q PtE,
PE
2 5th Ave and Delaware M M Q Q Q 1x
2 800 N Humboldt St M M Q Q 1x
2 9th Ave and Delaware M M Q Q Q 1x
2 Armada Way Btwn Shoal and
Bridgepoint Circle medians W M Q Q Q 2Y PtE,
PE
Roses. IRRITROL
2 Baker Way between Fashion Island
Blvd and Bridgepoint W M 1Y Q PtE,
PE
Roses. IRRITROL
2 Bayshore Blvd at Dore Ave
Interchange (including island)
2x
M M PtE,
PE
Chip this area
2 Bike Path from Dale Avenue to
Detroit Drive 2M M Q Q PtE,
PE
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2 Bike Path from Mariners to Anchor
Rd 2M M 2Y 2Y PtE,
PE
Spot spray only-avoid
wildflowers
2 Bridgepoint Parkway Median and
Median Islands on Chess Drive by
Home Depot and Hilton. Medians
on Fashion Island Blvd. West and
East side of Mariners Island Blvd.
W M Q Q Q 2Y PtE,
PE
Remove volunteers, clean
drip filters-Q. IRRITROL
2 College Ave & N Humboldt St M M Q Q 1x
2 Concar @ 92 (concrete traffic
divider) PtE
2 Concar @ Delaware Q PtE
2 Concar Drive ROW (Caltrain station
parking lot to Grant Street) North
side only
W M 2Y Q Q 2Y PtE,
PE
IRRITROL
2 E. Grant Place Walkway M M PtE
2 East side Delaware St. from 16th
Ave. canal to Concar Ave. and
medians on Charles & Betty Street
entrance medians to 19th Ave. Park.
Median on Concar East of Grant
and the planting strip North Side on
Concar Ave. from Grant St. to end
by Hayward Park Train Station. This
also includes the both sides of bio-
swale (Sunnybrea to Charles)
W M Q Q M 2Y PtE,
PE
Mostly CALSENSE. IRRITROL
(Betty only)
2 Edgewater Boulevard Median and
Hardscape from Fashion Island
Boulevard to San Mateo City Limit
Median on South-East Side of HWY
92 Overpasses.
W M Q Q M 2Y PtE,
PE
NODE
2 Gateway area (city entrance sign,
corner of 3rd and S Humboldt, 2nd
Ave fence)
W M Q Q M 2Y PtE,
PE
IRRITROL
2 Hawthorne and Birch (large planted
divider) M Q Q Q PtE,
PE
shrubs & ice plant
2 Peninsula Avenue underpass on
Amphlette and planting in both
sides of area, along with triangle
planting area on corner
2x
M M 2x
YR Q M Q PtE,
PE
RAINBIRD
2 J. Hart Clinton/3rd Avenue - Norfolk
to Mariners Island Blvd median.
Sound wall on west side. Shrubs
and grasses from Detroit Ave on
east and west side to serpentine
walls. Bike path from Detroit to
City limits. Anchor Road Parking lot
W M Q Q PtE,
PE
2x YR-Trim grasses. Spray
weeds along soundwall. Spot
spray only in anchor road-
avoid wildflowers
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and ROW. West side from Anchor
to Tideland Condos.
2 Meadow View Place W W Q Q M Q PtE Blow weekly. IRRITROL 2 Median on Mariners Island Blvd
from E. Third Avenue to Fashion
Island Blvd
W M 2x
YR Q M Q PtE
Trim Palms 2x YR. Pick up
palm fronds on median and
street. IRRITROL and NODES
2 North Amphlett from N Humboldt
to 2nd Ave
2x
M M M PtE Sound wall area. Check
irrigation
2 N. Bayshore Blvd. (2nd Ave to
Peninsula) and Peninsula Ave
Interchange to Airport Blvd and
island at end (Burlingame border
2x
M M M PtE Sound wall area
2 N Delaware St & Monte Diablo Ave M M Q Q 1x
2 N Humboldt St & Cypress Ave M M Q Q 1x
2 N Humboldt St & Monte Diablo Ave M M Q Q 1x
2 N Humboldt St & College M M Q Q 1x
2 Palm islands from 3rd to Cary
Avenue (on Norfolk)
2x
M M M 2X
YR PtE IRRITROL
2 S Bayshore (Beacon to Newbridge). 2x
M M Yrly M PtE Sound wall area. NODE
2 S. Amphlett @ 5th Avenue M Q PtE,
PE
Keep clean
2 S. Idaho (1) & N. Idaho (1) (concrete
dividers) Q PtE,
PE
2 San Mateo Creek Wall planter.
Weed control from Hwy.101 to J.
Hart Clinton Drive.
M M Q PtE,
PE
Weed control where
landscaped
2 Shoal Drive (turn circle) Q Q Q PtE,
PE
2 South Amphlett Blvd Btwn Concar
Dr and Haddon Dr (across from
Marriott)
W M PtE,
PE
2 South Grant Street Btwn 10th Av
and Birch Av
2x
M M 6x
YR PtE,
PE
2 Trader Between Bridgepoint and
Mariners
2x
M M Q M Q PtE,
PE
Roses. NODE
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3 42 Avenue & ECR (old Skatepark
and city parking area next to CVS) 2M Q Q Q M PtE,
PE NODE
3 42nd Avenue (El Camino to western
end) 2M Q Q 2Y M PtE,
PE
Y-Oak Leaves. Only irrigation
is at western most island
(NODE)
3 Alameda De Las Pulgas Btwn Hobart
Avenue and Belmont Border W M Q Q M PtE,
PE
2x YR-clean curb.
Irrigation only from Hobart
to 92 (IRRITROL)
3 Ashwood ROW 2M Q Q Q PtE,
PE
3 Bettina Avenue 2M Q Q 2Y PtE,
PE
Acacia redolens
3 Borel Ave (ROW) Q 2Y PtE,
PE
3 Camden Avenue M Q Y PtE,
PE
Oleander
3 Dalehurst Court M Q Y PtE,
PE
3 DeAnza @ Highway 92 M PtE,
PE
3 DeAnza Blvd (sidewalks, center
medians, 4 traffic triangles) M Q PtE,
PE
3 Del Monte Court M Q Q PtE
3 Del Monte Place M Q Q PtE
3 E/W Hillsdale Blvd (underpass ECR
only) M M PtE Keep weeds off middle and
side walls
3 El Camino median from 17th Ave.
to 20th Ave, from 27th to 37th and
41st Ave
W M Q M Q PtE,
PE
Irrigation only from 27th to
31st (CALSENSE)
3 Ensenada Median and ROW 2x
M
2x
M Q PtE,
PE
3 Fernwood M Q PtE
3 Greenfield Avenue 2M Q PtE Q-Oak Leaves
3 Hacienda & 31st Ave M M
3 Hacienda & 36th Ave (2 bio-swales) M M Clean out leaves so drain not blocked
3 Hacienda & 41st Ave Q Q PtE,
PE
3 Hacienda & Winway M M
3 Hillsdale Park area Circles (Alder,
Arbor (2), Arrowood, Briar (2), M M Q Q PtE,
PE
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Chestnut, Heather, Hickory, and
Louise)
3 Hillsdale Place M M Q Q PtE,
PE
3 Hillside Court M M PtE,
PE
3 Isabelle and Portola (concrete
traffic divider) Q Q PtE
3 Juniper St & 28th Ave M M Q Q 1x
3 Laurel Creek Drive (2) Q Q PtE,
PE
Keep vehicle site line clear
3 Mason Ln & 28th Ave M M Q Q 1x
3 Melissa Court M Q Q Q PtE,
PE
3 Monterey Street (entrance to
Laurelwood) M Q Q Q PtE,
PE
3 Murphy M M Q Q PtE,
PE
3 Spuraway Drive Q Q Q Q PtE,
PE
3 Viewridge Q Q Q Q PtE,
PE
3 W Hillsdale/HWY 92 (sidewalks, 3
traffic triangles) Q Q PtE
3 W. Hillsdale from Hwy 92 to CSM 2x
M M Q Q M Q PtE,
PE
2x YR-clean curb. IRRITROL
3 Wooster Avenue median 2M 2M Q Q M PtE,
PE
NODE
3 Yew St ROW M Q Q Q PtE,
PE
4 19th Avenue between Ginnever and
S. Norfolk St M M PtE,
PE
4 Sidewalk beds both side of 28th
Avenue between Camino Real and
Pacific Blvd
M M Q Q Q PtE,
PE
4 28th Ave Green Infrastructure M M Q Q Q 2Y PtE,
PE
4 Bay Meadows Area medians and
planters from Fairgrounds fence to
sound wall on Saratoga Ave.
Including Annapolis, Trinity,
Bermuda and McClellan Cull-De-
Sacs from Delaware St. to Hillsdale
Blvd.
W W Q Q M 2Y PtE,
PE
north of canal spray weeds.
Check Netafim filters and
clean as needed.
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4 Bike Path from Hillsdale Blvd to
Lakeshore Park
2x
M M Q PE
4 Delaware @ 19th (3) (concrete
dividers) Q Q PtE,
PE
4 El Camino Real/ 42nd Ave. and
Pacific Blvd. cloverleaf plantings
and ROW by RR Tracks on South
West Side of Pacific Blvd. to City
Limit landscape area.
2x
M M Q Q M 2xY PtE,
PE
IRRITROL and NODE
4 Franklin Parkway medians and side
plantings, Hillsdale Blvd. Medians
and side plantings and islands and
Mini Park from West Side of
Saratoga to East Side to HWY 101
entrance.
M M Q Q M 2xY PtE,
PE
CALSENSE
4 Ginnever medians (Between
Bermuda and 19th Ave) M M PtE
4 La Selva from Los Prados St to La
Selva Cir W M PtE Sound wall area
4 Laurie Meadows Green
Infrastructure M M Q Q 2Y PE
4 Laurie Meadows Dr Btwn Wood
Bridge and West of Suzie St W M PtE Blow weekly
4 Pacific Blvd ROW (North of 42nd to
CalTrain Station @Hillsdale)
2x
M M PtE,
PE
Chip and Weed
4 Pacific Blvd. and Hillsdale Blvd.
cloverleaf and associated planters
and shrub beds by Poinsettia and
McClellan area’s
2x
M M Q Q PtE,
PE
4 Pebblewood and Vailwood 2x
M M Q PtE,
PE
4 Poinsettia and Branson circle M M Q
4 S. Norfolk and La Selva (2 traffic
triangles) M M PtE,
PE
4 San Mateo Village median and
turnabout on Saratoga Ave. South
of Hillsdale Blvd. and two Traffic
Circles on San Miguel Way.
M M
4 South Norfolk from Hillsdale Blvd to
El Parque Court W M Q PtE,
PE
4 Two roundabouts on 40th Ave (in
San Mateo Village) M M
4 E. Hillsdale over HWY 101 (triangle
at Franklin PKWY to S Norfolk) M M PtE,
PE
Keep median sprayed
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Highlight Zone numbers indicate Green Infrastructure (GI) maintenance required. 4 Bay Meadows, Landing Green -
Section 1 2W M 4Y M M 2Y PtE,
PE
4 Bay Meadows, Landing Green -
Section 2 2W M 4Y M M 2Y PtE,
PE
4 Bay Meadows, Landing Green -
Section 3 2W M 4Y M M 2Y PtE,
PE
Mulch as needed (keep
3")
Zone Special service
Mowing
Edging
Maintain Hardscape
4 Bay Meadows, Landing Green -
Section 1 W 2M 2W
4 Bay Meadows, Landing Green -
Section 2 W 2M 2W
4 Bay Meadows, Landing Green -
Section 3 W 2M 2W
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Attachment B
Sample of Extraordinary Work Request Form
To: Parks and Landscape Resources From:
City of San Mateo
2001 Pacific Avenue
San Mateo, CA 94403
(650) 522-7420 phone
Median, Island and Row’s Landscape Maintenance
Extraordinary Work Request
Date:
Location Description Estimated Costs
TOTAL = ________________________
Submitted by: ______________________________________
Date
Approved by: ________________________________________
Date
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Attachment C
Sample of Irrigation Controller Schedule Form
Schedule for
City of San Mateo, Parks & Recreation Department
Irrigation Controllers
Location: El Camino Real #1
Type: Solatrol
Days: M-W-F
Start time: 2:00 am
Sta. Min. Change Sta. Min. Change Sta. Min. Change
1 30 7 8 13 8
2 5 8 8 14 8
3 20 9 8 15 8
4 20 10 8 16 8
5 8 11 8 17 8
6 8 12 8 18 8
Location: Edgewater
Type: Irritrol
Days: M-W-F
Start time: 1:00 am
Sta. Min. Change Sta. Min. Change Sta. Min. Change
1 12 9 10 17 10
2 10 10 12 18 4
3 2 11 2 19 4
4 12 12 10 20 4
5 12 13 0 21 12
6 12 14 12 22 0
7 12 15 10 23 0
8 12 16 8 24 0
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Attachment D
IPM Program Service Providers & Pesticide Use Summary
The Contractor shall submit to the Parks and Landscape Manager or their designee of Landscape Resources, within five (5) days after award of contract, a prepared schedule of operations, which they shall follow upon approval. The proposed schedule may be revised, subject to the approval of the Parks and Landscape Manager or their designee of Landscape Resources, to facilitate the Contractor's operations if circumstances require and justify such change.
City has an Integrated Pest Management (IPM) Policy. The City’s IPM policy strives to promote IPM strategies to improve water quality in local creeks and the Bay, and independent of the policy, minimize health hazards to people from pesticide exposure.
Service provider shall conform to City’s IPM Policy in the following manner:
1. Furnish all supervision, labor, materials, and equipment necessary to evaluate, monitor, and provide pest management services for City of San Mateo rights-of-way, turf, landscaping, and other terrestrial vegetation resources.
2. Whenever feasible, utilize pest management techniques that employ least toxic chemicals and non- pesticide alternatives.
3. Using IPM strategies, control vegetation pests that include (describe specific pests targeted by Contractor).
4. Control pests while minimizing human exposure, secondary poisoning to non-target animals and pesticide-related water pollution by adhering to all label conditions.
5. The following products may not be used for pest control:
a. copper containing products
b. organophosphate products (e.g., diazinon, chlopyrifos, malathion, parathion) c. glyphosate
d. carbamate products (e.g., carbaryl)
e. pyrethroid products (e.g., allethrin, bifenthrin, beta-cyfluthrin, bioallethrin, cyfluthrin, cypermethrin, cyphenothrin, deltamethrin, esfenvalerate, etofenprox, fenpropathrin, gamma- cyhalothrin, imiprothrin, lambda-cyhalothrin, metofluthrin, permethrin, phenothrin, prallethrin, resmethrin, sumithrin (d-phenothrin), tau-fluvalinate, tefluthrin, tetramethrin, tralomethrin, cis- permethrin, and zeta-cypermethrin)
f. fipronil
g. clopyralid products
h. diamides (chlorantraniliprole and cyantraniliprole)
i. diuron
j. indoxacarb
k. neonicotinoids (e.g., imidacloprid, acetamiprid, and dinotefuran) Contract for Services Page 30 of 36
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6. Emergency applications of restricted chemical pesticides can be authorized by the project manager by submitting a written recommendation from a Pest Control Advisor (PCA) for use of the particular chemical and should describe why less toxic alternatives are not practical.
7. Pest management and pesticide use tracking and reporting. The following records will be kept, and procedures followed while servicing these sites:
a.Inspection Report. Provide inspection and recommendation report to Project Manager or their designee after each site visit.
b.Pesticide Use Report. Provide monthly pesticide reporting information using the standard California Department of Pesticide Regulation form PR-ENF-060 or equivalent. Submit the pesticide use information to the City Project Manager with the monthly billing invoice. Any recommendations for restricted chemical use must also be included with the monthly report. c.Qualifications of application. All applicators must be properly trained
8. Service provider will be in compliance with all federal, state, and local pest control operator requirements and regulations and maintain current licenses including a CADPR QAL with right of way pest control category C on staff at the local branch of the company.
9. The city strongly encourages IPM-certification. The following firms offer instruction and certification determined by the Regional Water Quality Control Board to satisfy standards of training for IPM:
a. Bay-Friendly Landscaping and Gardening Coalition. http://bayfriendlycoalition.org/ b. This is not intended as an endorsement of any particular firm. Other firms may offer comparable training. The service providers should submit a copy of their IPM certification.
10. Ongoing IPM Training: The City encourages service providers to attend annual IPM trainings. Service providers should submit documentation demonstrating their attendance at IPM trainings.
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Attachment E
Pesticide Use Summary Report
City of San Mateo IPM Program
Pesticide Use Summary Report
Service Provider Name: Reporting Period:
Contact: Phone:
Mailing Address:
Provide monthly pesticide reporting information using the standard California Department of Pesticide Regulation form PR-ENF-060 or the form below. Submit the pesticide use information to the City Project Manager with the monthly billing invoice.
Note: City requires alternatives to the use of the following pesticides: copper containing products; organophosphates (OP); carbamate products; synthetic pyrethroids; fipronil, glyphosate and clopyralid.
Emergency applications of restricted chemical pesticides can be authorized by the project manager by submitting a written recommendation from a Pest Control Advisor (PCA) for use of the particular chemical and should describe why less toxic alternatives are not practical.
Date Manufacturer/Name of
Product Applied (if
applicable)
EPA/CA Registration
Number
Include Alpha Code
Total
Product
Used
Location
of
work
Units treated
(acres/trees, etc.)
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Attachment F
Green Infrastructure Maintenance
Bioretention Area Maintenance Plan
(Locations with Zone Number highlighted in attachment A) I. Routine Maintenance Activities
The principal maintenance objective is to prevent sediment buildup and clogging, which reduces pollutant removal efficiency and may lead to bioretention area failure. Routine maintenance activities, and the frequency at which they will be conducted, are shown in Table 1.
Table 1
Routine Maintenance Activities for Bioretention Areas
No. Maintenance Task Frequency of Task
1 Remove obstructions, accumulated sediment, debris and trash from bioretention area and dispose of properly.
Monthly, or as needed after storm
events
2 Inspect bioretention area to ensure that it drains between storms and within five days after rainfall. If ponded water does not drain within five days, check if drains are clogged or consider removing the surface biotreatment soil media and replacing with the approved soil media, plants and mulch.1 Monthly, or as needed after storm
events
3 Inspect inlets for channels, soil exposure or other evidence of erosion. Clear obstructions and remove sediment.
Monthly, or as needed after storm
events
4 Evaluate health of trees, shrubs and small plants. Remove and replace all dead and diseased vegetation.3
Twice a year
5 Maintain vegetation and the irrigation system. Prune and weed to keep bioretention area neat and orderly in appearance.
Before wet season begins, or as needed
6 Inspect and, if needed, add mulch before the wet season begins. It is recommended that composted arbor mulch be applied once a year to maintain a 3” depth of mulch over all bare soil areas except within six inches of tree trunks.3 Before wet season begins, or as needed
7 Inspect bioretention area using the attached inspection checklist.
Monthly, or after large storm events,
and after removal of accumulated debris
or material
II. Prohibitions
Do not use pesticides or other chemical applications to treat diseased plants, control weeds or remove unwanted growth. Employ non-chemical controls (biological, physical and cultural controls) to treat a pest problem. Prune plants properly and at the appropriate time of year. Provide adequate irrigation for landscape plants. Do not overwater.
III. Mosquito Abatement
Standing water should not remain in the treatment measures for more than five days.
IV. Inspections
The attached Bioretention Area Inspection and Maintenance Checklist should be used to conduct inspections monthly (or as needed), identify needed maintenance, and record maintenance that is conducted. This record will be included in the monthly invoice package.
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Bioretention Area
Inspection and Maintenance Checklist
Property Address: ______________________________
Treatment Measure No.: ___ Date of Inspection: Type of Inspection: □ Monthly □ Pre-Wet Season
□ After heavy runoff
□ End of Wet Season
Inspector(s): _____________________________ □ Other: ________ Defect Conditions When
Maintenance Is Needed
Maintenance
Needed? (Y/N)
Comments (Describe
maintenance completed and
if needed maintenance was
not conducted, note when it
will be done)
Results Expected When
Maintenance Is Performed
1. Standing Water When water stands in the
bioretention area between
storms and does not drain
within five days after
rainfall.
There should be no areas
of standing water once
inflow has ceased. Any of
the following may apply:
sediment or trash
blockages removed,
improved grade from head
to foot of bioretention
area, or added
underdrains.
2. Trash and Debris
Accumulation
Trash and debris
accumulated in the
bioretention area.
Trash and debris removed
from bioretention area and
disposed of properly.
3. Sediment Evidence of sedimentation
in bioretention area.
Material removed so that
there is no clogging or
blockage. Material is
disposed of properly.
4. Erosion Channels have formed
around inlets, there are
areas of bare soil, and/or
other evidence of erosion.
Obstructions and sediment
removed so that water
flows freely and disperses
over a wide area.
Obstructions and sediment
are disposed of properly.
5. Vegetation Vegetation is dead,
diseased and/or
overgrown.
Vegetation is healthy and
attractive in appearance.
6. Mulch Mulch is missing or patchy
in appearance. Areas of
bare earth are exposed, or
mulch layer is less than 3
inches in depth.
All bare earth is covered,
except mulch is kept 6
inches away from trunks of
trees and shrubs. Mulch is
even in appearance, at a
depth of 3 inches.
7. Miscellaneous Any condition not covered
above that needs attention
in order for the
bioretention area to
function as designed.
Meet the design
specifications.
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EXHIBIT B
PAYMENT RATES
The initial term of this Agreement shall be thirty-six months, with an option to extend for up to two additional 12-month periods. The Agreement shall commence on December 1, 2023. For the first 12 months of the contract, a sum of $274,556 divided into 12 equal monthly payments shall be the monthly payment. To calculate monthly payments thereafter, each subsequent 12-month period will be the previous 12-month period amount adjusted by CPI divided by 12 equal monthly payments. Each month will be billed with all supporting documentation required by the contract.
Contract Price Adjustment based on CPI
The contract price shall be fixed for an initial twelve-month period, from December 1, 2023 to December 1, 2024. Thereafter, the contract price shall be adjusted, based on any differences in the Consumer Price Index of all urban consumers for the San Francisco-Oakland-San Jose area, as published by the United States Department of Labor index. Beginning on March 1, 2024, the parties shall meet and confer regarding the projected cost of the Agreement for the next year. The parties shall mutually decide any changes in price by May 1st annually. All changes in contract price shall be deemed effective December 1st annually. No adjustment shall exceed 5% per year.
Table of Maximum Escalation
Year 1 Year 2 Year 3
Amount Payable
inc. maximum
escalation
$274,556.00 $288,283.80 $302,650.70
$865,490.50
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EXHIBIT C
INSURANCE REQUIREMENTS
MINIMUM SCOPE OF INSURANCE
Coverage shall be at least as broad as:
1.Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 12 07 covering CGL on an “occurrence” basis, including products-completed operations, personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
2.Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3.Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.
If the contractor maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the contractor.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status
The City, its elected and appointed officials, employees, and agents are to be covered as insureds on the auto policy for liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the Contractor; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used).
Primary Coverage
For any claims related to this contract, the Contractor’s insurance coverage shall be primary insurance as respects the City, its elected and appointed officials, employees, and agents. Any insurance or self- insurance maintained by the City, its elected and appointed officials, employees, or agents shall be excess of the Contractor’s insurance and shall not contribute with it.
Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the City.
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Rev 12/22
Waiver of Subrogation
Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the Contractor to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
Verification of Coverage
Contractor shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.