INSURANCEON FILE
WORKMAYPROCEED
UNTILINSURANCEEXPIRES
Tvzl x
CITYCLFPV
DATE: FEB2 3 ZU4
Ua Ridi-e
A- 2024- 007- 01
AGREEMENT WITH DMS FACILITY SERVICES
TO PROVIDE GROUND MAINTENANCE SERVICES
THISAGREEMENTismadeandenteredintoonthis16thdayofJanuary, 2024byandbetween DMS Facility Services, a California corporation, (" Contractor"), and the City of Santa Ana, a chartercity andmunicipalcorporationorganizedandexistingundertheConstitutionandlawsof the Stateof California ("City").
RECITALS
A. OnOctober20, 2023theCityissuedRequestforProposalNo. 23-151 ("RFP"), bywhich it soughtContractorstoprovidegrounds maintenanceservicestoCityparks, biketrails, openspaces, andparkinglotswithassignmentofthevariedCitydistricts tobeassignedto the selected Contractors
A. Contractor submittedaresponsiveproposalthatwasamongstoneof thefour (4) vendors selectedbytheCity. Contractorrepresentsthatitis ableandwillingtoprovidetheservices described in the scope of work that was included in the RFP.
C. In undertaking the performance of this Agreement, Contractor representsthat it is knowledgeablein its field andthatanyservicesperformedby Contractorunderthis Agreementwill beperformedin compliancewithsuchstandardsasmayreasonablybe expectedfrom aprofessionalcontractingfirm in the field.
NOWTHEREFORE, in considerationofthemutualandrespectivepromises, andsubjecttothe termsandconditionshereinaftersetforth, the partiesagreeasfollows:
1. SCOPE OF SERVICES
Contractorshallperformduringthe term of this Agreement, the tasks andobligations includingalllabor, materials, tools, equipment, andincidentalcustomaryworkrequiredtofully andadequatelycompletethe servicesdescribedandsetforth in Exhibit A andasdetailedin the appendicesprovidedin Exhibit B, attachedheretoandincorporatedby referencefor Districts 1 and 4.
2. COMPENSATION
a. City neitherwarrantsnor guaranteesany minimum or maximumcompensationto ContractorunderthisAgreement. Contractorshallbepaidonly for actualservices performed under this Agreement at the rates andchargesidentified in Exhibit C. The total aggregatesumfor services, providedby all four (4) Contractorsselectedunder RFP 23-151, shall not exceed $35,737,920 for the entire term of this Agreement, includingany extensionperiodsexercisedbytheparties, asdetailedbelow. Theannual aggregate amount, available to all the selected Contractors, shall not exceed 7,147,584, whichincludesa baseannual amountof $5,228,320plusacontingencyof 1,919,264for servicesto beexercisedattheCity'ssolediscretion.
Exhibit 1
b. PaymentbyCityshallbemadewithinforty-five (45) daysfollowingreceiptofproper invoiceevidencingworkperformed, subjecttoCityaccountingprocedures. Cityand ContractoragreethatallpaymentsdueandowingunderthisAgreementshallbemade throughAutomatedClearingHouse (ACH) transfers. Contractoragreesto executethe City's standardACH VendorPaymentAuthorizationandproviderequireddocumentation. Uponverificationof thedataprovided, theCity will beauthorizedto depositpaymentsdirectlyintoContractor's account(s) with financialinstitutions. Paymentneednot bemadefor work which fails to meetthe standardsof performance setforth in the Recitalswhichmayreasonablybeexpectedby City.
3. TERM
ThisAgreementshallcommenceonFebruary1, 2024forathree (3) yeartermuntilJanuary 31, 2027, withtheoptionfortheCitytograntuptotwo (2) one (1) yearrenewals, exercisableby awritingbytheCityManagerandtheCityAttorney, unlessterminatedearlierinaccordancewithSection 16, below.
4. PREVAILING WAGES
Contractoris awareof therequirementsof CaliforniaLaborCodeSection1720, et seq., and1770, etseq., aswellasCaliforniaCodeof Regulations, Title8, Section16000, etseq., Prevailing Wage Laws"), which requirethe paymentof prevailingwageratesand the performanceofotherrequirementson "publicworks" and "maintenance" projects. Iftheservices beingperformedarepartofanapplicable "publicworks" or "maintenance" project, asdefinedby thePrevailingWageLaws, andthetotalcompensationis $1,000ormore, Contractoragreesto fullycomplywithsuchPrevailingWageLaws. Contractorshalldefend, indemnifyandholdthe City, itselectedofficials, officers, employeesandagentsfreeandharmlessfromanyclaimor liabilityarisingoutofanyfailureorallegedfailuretocomplywiththePrevailingWageLaws.
5. INDEPENDENT CONTRACTOR
Contractorshall, duringthe entiretermof this Agreement, be construedto be an independentcontractorandnotanemployeeoftheCity. ThisAgreementisnotintendednorshall it be construedto createan employer -employeerelationship, ajoint venture relationship, or to allowtheCitytoexercisediscretionorcontrolovertheprofessionalmannerinwhichContractor performstheserviceswhicharethesubjectmatterofthisAgreement; however, theservicestobe providedbyContractorshallbeprovidedinamannerconsistentwithallapplicablestandardsand regulationsgoverningsuchservices. Contractorshallpayallsalariesandwages, employer'ssocial securitytaxes, unemploymentinsuranceandsimilartaxesrelatingto employeesandshallbe responsible for all applicable withholding taxes.
6. OWNERSHIP OF MATERIALS
This Agreementcreatesa non-exclusiveand perpetuallicensefor City to copy, use, modify, reuse, orsublicenseanyandall copyrights, designs, andotherintellectualproperty
embodied in plans, specifications, studies, drawings, estimates, andother documentsor works of authorshipfixed in anytangiblemediumof expression, includingbutnot limitedto, physical drawingsordatamagneticallyorotherwiserecordedoncomputerdiskettes, whicharepreparedor causedto bepreparedby Contractorunderthis Agreement ("Documents & Data"). Contractor shallrequireall subcontractorsto agreein writing thatCity is granteda non-exclusiveand perpetuallicensefor any Documents & Data the subcontractorpreparesunder this Agreement.
ContractorrepresentsandwarrantsthatContractorhasthe legalrightto licenseanyandallDocuments & Data. Contractormakesno such representationand warrantyin regardtoDocuments & Datawhichwereprovidedto Contractorby theCity. City shallnotbelimitedin anywayin its useof theDocumentsandDataatanytime, providedthatanysuchusenotwithin thepurposesintendedbythisAgreementshallbeatCity'ssolerisk.
7. INSURANCE
Contractor shall procure and maintain for the duration of the contract insuranceagainst claimsforinjuriestopersonsor damagesto propertywhichmayarisefromor in connectionwith theperformanceof theworkhereunderandtheresultsof thatwork by theContractor, hisagents, representatives, employees or subcontractors.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
CommercialGeneralLiability (CGL): InsuranceServicesOfficeFormCG0001covering CGL on an "occurrence" basis, includingproductsandcompletedoperations, property damage, bodily injury andpersonal & advertising injury with limits no lessthan $1,000,000 per occurrence. If a generalaggregatelimit applies, eitherthe generalaggregatelimit shall applyseparatelytothisproject/location (ISOCG2503or 2504) orthegeneralaggregatelimit shall be twice the required occurrence limit.
Automobile Liability: ISO FormNumberCA 00 01 coveringany auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non -owned autos (Code 9), with limit no lessthan $1,000,000peraccidentfor bodilyinjuryandpropertydamage.
Workers' Compensation: asrequiredbytheStateof California, with StatutoryLimits, and Employer'sLiabilityInsurancewithlimit ofnolessthan $1,000,000peraccidentforbodily injury or disease.
ProfessionalLiability applicableto the work beingperformed, with a limit no lessthan 1,000,000perclaimoroccurrenceand $2,000,000aggregateperpolicyperiodof oneyear.
If the Contractor maintains broader coverageand/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintainedby the contractor. Any availableinsuranceproceedsin excessof the specified minimumlimitsof insuranceandcoverageshallbeavailabletotheCity.
Other Insurance Provisions
Theinsurancepoliciesaretocontain, orbeendorsedtocontain, thefollowingprovisions:
Additional Insured Status
TheCity, itsofficers, officials, employees, andvolunteersaretobecoveredasadditionalinsureds ontheCGLpolicywithrespecttoliabilityarisingoutofworkoroperationsperformedbyoron behalfoftheContractorincludingmaterials, parts, orequipmentfurnishedinconnectionwithsuch workor operations. Generalliabilitycoveragecanbeprovidedintheformof anendorsementto theContractor'sinsurance (atleastasbroadasISOFormCG20101185or if notavailable, through the additionof bothCG 2010, CG 20 26, CG20 33, or CG20 38; andCG 2037if a latereditionis used). Primary
CoverageFor
anyclaimsrelatedto thiscontract, the Contractor's insurancecoverageshall be primarycoverage at leastas broadas ISOCG 20 01 04 13 as respectsthe City, its officers, officials, employees, and volunteers. Any insuranceor self-insurancemaintainedby theCity, its officers, officials, employees, or volunteersshall be excessof theContractor's insuranceand shallnot contribute with it. Notice
of CancellationEach
insurancepolicy requiredabove shall providethat coverageshall not be canceled, except with noticeto theCity. Waiver
of SubrogationContractor
hereby grantsto Citya waiverof anyrightto subrogationwhich any insurerof saidContractor may acquireagainstthe Cityby virtueof thepaymentof anylossundersuchinsurance. Contractor agrees to obtainany endorsementthat maybe necessaryto affectthis waiverof subrogation, but thisprovisionapplies regardlessof whetheror nottheCityhasreceiveda waiverofsubrogationendorsement from the insurer. Self - InsuredRetentionsSelf -
insuredretentionsmust be declaredto andapprovedby theCity. The City may requirethe Contractor to purchasecoveragewith a lowerretentionor provideproof of abilityto paylossesandrelatedinvestigations, claim administration, and defenseexpenseswithin the retention. The policy languageshall provide, or beendorsedto provide, that theself -insuredretentionmay be satisfied by eitherthe namedinsuredor City. Acceptability
oflnsurers Insurance
is tobeplacedwith insurersauthorizedto conductbusinessin thestatewitha currentA.
M. Best's ratingof nolessthanA: VII, unlessotherwiseacceptableto theCity. Claims Made Policies (note — shouldbe applicableonly to professionalliability, see below) If anyof therequiredpolicies provideclaims -made coverage: 1.
TheRetroactiveDate must be shown, and mustbe beforethe dateof thecontractor thebeginning of contractwork. Page
4 of10
2. Insurancemustbemaintainedandevidenceof insurancemustbeprovidedfor at least five (5) yearsafter completionof the contract of work.
3. If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a RetroactiveDate prior to the contracteffective date, the Contractor mustpurchase "extendedreporting" coveragefor a minimumof five (5) yearsafter completion of work.
Verification of Coverage
Contractorshall furnish the City with original Certificatesof Insuranceincluding all required amendatoryendorsements (or copiesof theapplicablepolicy languageeffectingcoveragerequired bythisclause) andacopyof theDeclarationsandEndorsementPageof theCGLpolicy listingall policy endorsementsto City before work begins. However, failure to obtain the required documentspriortotheworkbeginningshallnotwaivetheContractor'sobligationtoprovidethem.
TheCity reservestheright to requirecomplete, certifiedcopiesof all requiredinsurancepolicies, includingendorsementsrequiredby thesespecifications, atanytime.
Subcontractors
Contractorshall requireand verify that all subcontractorsmaintaininsurancemeetingall the requirementsstatedherein, and Contractor shall ensurethat City is an additional insured on insurance required from subcontractors.
Special Risks or Circumstances
City reservesthe right to modify theserequirements, including limits, basedon the natureof the risk, prior experience, insurer, coverage, or other special circumstances.
8. INDEMNIFICATION
Contractoragreesto defend, andshallindemnifyandholdharmlesstheCity, its officers, agents, employees, contractors, specialcounsel, andrepresentativesfromliability: ( 1) for personal injury, damages, just compensation, restitution, judicial or equitablerelief arisingoutof claimsfor personalinjury, includingdeath, and claims for propertydamage, which may arisefrom the negligent operationsof the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relatesto the servicesdescribedin section I of this Agreement; and (2) fromanyclaimthatpersonalinjury, damages, just compensation, restitution, judicial orequitable relief is dueby reasonof the termsof or effectsarisingfrom this Agreement. This indemnityand holdharmlessagreementappliesto all claimsfor damages, just compensation, restitution, judicial or equitablerelief suffered, or allegedto havebeensuffered, by reasonof theeventsreferredto in this Sectionor by reasonof thetermsof, or effects, arisingfrom this Agreement. The Contractor furtheragreesto indemnify, holdharmless, andpayall costsforthedefenseof theCity, including feesandcostsfor specialcounselto beselectedby theCity, regardinganyactionby athird party challengingthe validity of this Agreement, or assertingthat personalinjury, damages, just compensation, restitution, judicial or equitablerelief dueto personalor propertyrights arisesby reasonof the terms of, or effects arising from this Agreement. City may make all reasonable decisionswithrespecttoitsrepresentationinanylegalproceeding. Notwithstandingtheforegoing, to the extentContractor's servicesaresubjectto Civil CodeSection2782.8, the aboveindemnity
shallbelimited, to theextentrequiredby Civil CodeSection2782.8, to claimsthatariseoutof, pertainto, orrelatetothenegligence, recklessness, or willful misconductof theContractor.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
ContractorshalldefendandindemnifytheCity, its officers, agents, representatives, and employeesagainstanyandall liability, includingcosts, for infringementof anyUnitedStates' letterspatent, trademark, orcopyrightinfringement, includingcosts, containedintheworkproduct or documentsprovidedby Contractorto theCity pursuantto this Agreement.
10. RECORDS
Contractorshallkeeprecordsandinvoicesin connectionwith theworkto beperformed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements chargedtotheCityfor aminimumperiodofthree (3) years, orfor anylongerperiodrequiredby law, fromthedateof final paymentto ContractorunderthisAgreement. All suchrecordsand invoicesshall be clearly identifiable. Contractorshall allow a representativeof the City to examine, audit, andmaketranscriptsor copiesof suchrecordsandanyotherdocumentscreated pursuanttothisAgreementduringregularbusinesshours. Contractorshallallowinspectionofall work, data, documents, proceedings, andactivitiesrelatedto thisAgreementfor aperiodof three 3) yearsfromthedateof finalpaymentto ContractorunderthisAgreement.
11. CONFIDENTIALITY
If Contractorreceives from the City information which due to the nature of such informationis reasonablyunderstoodto beconfidentialand/orproprietary, Contractoragreesthat it shallnot useor disclosesuchinformationexceptin theperformanceof this Agreement, and further agreesto exercisethe samedegreeof careit usesto protectits own informationof like importance, but in no event lessthan reasonablecare. " Confidential Information" shall include all nonpublic information. Confidential information includesnot only written information, but also information transferredorally, visually, electronically, or by other means. Confidential informationdisclosedto eitherpartybyanysubsidiaryand/oragentof theotherpartyiscovered bythisAgreement. Theforegoingobligationsof non-useandnondisclosureshallnotapplyto any informationthat (a) hasbeendisclosedinpubliclyavailablesources; (b) is, throughnofaultof the Contractordisclosedin apublicly availablesource; (c) is in rightful possessionof the Contractor without anobligationof confidentiality; (d) isrequiredto bedisclosedby operationof law; or (e) is independentlydevelopedby theContractorwithoutreferenceto informationdisclosedbythe City.
12. CONFLICT OF INTEREST CLAUSE
Contractorcovenantsthatit presentlyhasnointerestsandshallnothaveinterests, director indirect, which would conflict in any mannerwith performanceof servicesspecifiedunderthis Agreement.
13. NON- DISCRIMINATION
Contractor shall not discriminate becauseof race, color, creed, religion, sex, marital status, sexualorientation, genderidentity, genderexpression, gender, medicalconditions, genetic information, ormilitaryandveteranstatus, age, nationalorigin, ancestry, or disability, asdefined andprohibitedby applicablelaw, in therecruitment, selection, teaching, training, utilization, promotion, terminationor otheremploymentrelatedactivitiesor anyservicesprovidedunderthis Agreement. Contractoraffirmsthatit isanequalopportunityemployerandshallcomplywithall applicable federal, state and local laws and regulations.
14. EXCLUSIVITY AND AMENDMENT
This Agreementrepresentsthecompleteandexclusivestatementbetweenthe City and Contractor, andsupersedesanyandall otheragreements, oralorwritten, betweentheparties. In theeventof aconflict betweenthetermsof this Agreementandanyattachmentshereto, theterms ofthisAgreementshallprevail. ThisAgreementmaynotbemodifiedexceptbywritteninstrument signedbytheCityandbyanauthorizedrepresentativeof Contractor. Thepartiesagreethatany terms or conditions of any purchaseorder or other instrument that are inconsistent with, or in additionto, thetermsandconditionshereof, shallnotbindorobligateContractorortheCity. Each party to this Agreementacknowledgesthat no representations, inducements, promisesor agreements, orallyor otherwise, havebeenmadebyanyparty, oranyoneactingonbehalfof any party, which is not embodiedherein.
15. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Contractormaynotassign, transfer, delegate, or subcontractanyinteresthereinwithouttheprior written consentof the City and any such assignment, transfer, delegation or subcontractwithout theCity'spriorwrittenconsentshallbeconsiderednull andvoid. NothinginthisAgreementshall beconstruedto limit the City's abilityto haveanyof theserviceswhicharethesubjectto this Agreementperformedby Citypersonnelor by otherContractorsretainedbyCity.
16. TERMINATION
This Agreementmaybeterminatedby theCity uponthirty (30) dayswrittennoticeof termination. Insuchevent, ContractorshallbeentitledtoreceiveandtheCityshallpayContractor compensationfor all servicesperformedby Contractorprior to receiptof suchnotice of termination, subjectto the following conditions:
a. As aconditionof suchpayment, the ExecutiveDirectormayrequireContractorto deliver to the City all work product(s) completedasof suchdate, andin suchcase suchworkproductshallbethepropertyof theCityunlessprohibitedby law, and Contractorconsentsto theCity's usethereoffor suchpurposesastheCity deemsappropriate. b. Payment need not be made for work which fails to meet the standard of performancespecified in the Recitals of this Agreement.
17. WAIVER
No waiverof breach, failureof anycondition, or anyright or remedycontainedin or grantedbytheprovisionsofthisAgreementshallbeeffectiveunlessit isinwritingandsignedby thepartywaivingthebreach, failure, rightorremedy. Nowaiverofanybreach, failureorright, or remedyshallbedeemedawaiverof anyotherbreach, failure, rightor remedy, whetheror not similar, norshallanywaiverconstituteacontinuingwaiverunlessthewritingsospecifies.
18. JURISDICTION - VENUE
This Agreementhasbeenexecutedanddeliveredin the Stateof Californiaandthevalidity, interpretation, performance, andenforcementof anyof theclausesof thisAgreementshallbe determinedandgovernedbythelawsof theStateof California. Bothpartiesfurtheragreethat OrangeCounty, California, shallbethevenueforanyactionorproceedingthatmaybebroughtor ariseoutof, in connectionwith or by reasonof thisAgreement.
19. PROFESSIONAL LICENSES
Contractorshall, throughoutthe term of this Agreement, maintainall necessarylicenses, permits, approvals, waivers, andexemptionsnecessaryfortheprovisionoftheserviceshereunder andrequiredbythelawsandregulationsoftheUnitedStates, theStateofCalifornia, theCityof SantaAnaandallothergovernmentalagencies. ContractorshallnotifytheCityimmediatelyand inwritingof itsinabilitytoobtainormaintainsuchpermits, licenses, approvals, waivers, and exemptions. Saidinability shallbecausefor terminationof this Agreement.
20. NOTICE
Anynotice, tender, demand, delivery, orothercommunicationpursuanttothisAgreement shallbeinwritingandshallbedeemedtobeproperlygivenif deliveredinpersonormailedby firstclassorcertifiedmail, postageprepaid, orsentbyfaxorothertelegraphiccommunicationin themannerprovidedin this Section, to thefollowing persons:
To City:
City Clerk
City of SantaAna
20 Civic Center Plaza ( M- 30)
P.O. Box 1988
Santa Ana, CA 92702- 1988
Fax: 714- 647- 6956
With courtesycopiesto:
Executive Director, Public Works Agency
City of SantaAna
20 Civic Center Plaza ( M- 21)
P. O. Box 1988
Santa Ana, California 92702
To Contractor:
DMS Facility Services
Attn: Carole Thorsell, EVP / Risk Management
2861 E. Coronado St.
Anaheim, CA 92806
Apartymaychangeitsaddressbygivingnoticeinwritingtotheotherparty. Thereafter, anycommunicationshallbeaddressedandtransmittedtothenewaddress. If sentbymail, communicationshallbeeffectiveordeemedto havebeengiventhree (3) daysafterit hasbeen depositedin theUnitedStatesmail, dulyregisteredor certified, with postageprepaid, and addressedassetforthabove. If sentbyfax, communicationshallbeeffectiveordeemedtohave beengiventwenty-four (24) hoursafterthetimesetforthonthetransmissionreportissuedbythe transmittingfacsimilemachine, addressedassetforthabove. Forpurposesofcalculatingthese timeframes, weekends, federal, state, CountyorCityholidaysshallbeexcluded.
21. MISCELLANEOUS PROVISIONS
a. Eachundersignedrepresentsandwarrantsthat its signaturehereinbelow hasthe power, authorityandrighttobindtheirrespectivepartiestoeachofthetermsof thisAgreement, andshallindemnifyCityfully, includingreasonablecostsand attorney'sfees, foranyinjuriesordamagestoCityintheeventthatsuchauthority orpowerisnot, infact, heldbythesignatoryor iswithdrawn. b. All Exhibitsreferencedhereinandattachedheretoshallbeincorporatedasif fully setforth in the bodyof this Agreement.
signaturepageto follow]
INWITNESSWHEREOF, thepartiesheretohaveexecutedthisAgreementthedateandyearfirstabove written.
ATTEST:
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
B'
Jonathan T. Martinez
AssistantCity Attorney
RECOMMENDED FOR APPROVAL:
Nabil Saba, PE
Executive Director
Public Works Agency
CITY OF SANTA ANA
Jt ,
Thomas R. Hatch
Interim City Manager
CONTRACTOR:
Loren R Dotts
President
EXHIBIT A
SCOPE OF SERVICES
9) CITY OF SANTA ANA
EXHIBIT I
SCOPE OF SERVICES
TABLE OF CONTENTS
I. GENERAL MAINTENANCE OPERATIONS
A. General Operations 5
B. Specialty / Sports Areas 6
1. Sand Court Areas 6
2. Hard Surface Areas 7
3. Bicycle Trails/ AC Walkways 7
4. Decomposed Granite ( DG) Surfaces, Walkways, and Trails 7
5. Parking Lots, Bike Trails, and Roads 7
II. IRRIGATION
A. General Information 9
B. Water Management 9
C. Maintenance 11
D. Repair 13
E. Personnel 14
F. Materials 14
III. TURFGRASS
A. Maintenance — Overview 16
B. Inspections — Sports/ Priority Turf 18
C. Casual Turf 18
D. Sports/ Priority Turf 19
E. Renovation Process 21
IV. EDGING AND DETAILING
A. General Specifications 23
V. GROUNDCOVER
A. General Specifications 24
VI. SHRUBS
RFP 23- 151 Landscape Maintenance Services Page 21 of 135 Nam-
1 CITY OF SANTA ANA
A. General Specifications 26
VII. VINES
A. General Specifications 28
VIII. TREES
A. General Specifications 29
B. Trees Under 15 Feet 30
IX. LAKE MAINTENANCE
A. General Specifications 32
X. PEST CONTROL
A. General Specifications 33
B. Procedure 33
XI. WEED CONTROL
A. General Specifications 36
B. Weed Control of Hard Surfaces 36
C. Weed Abatement of Fallow or Undeveloped Lands 36
XII. LITTER AND DEBRIS MANAGEMENT
A. General Specifications 38
B. Schedule 38
C. Pressure Washing 39
XIII. HOMELESS TASKS / CLEANUP
A. General Specifications 40
XIV. DRAINAGE APERTURES
A. General Specifications 41
XV. PLANT ADDITIONS AND/ OR REPLACEMENTS
A. General Specifications 42
XVI. GUARANTEE AND / OR REPLACEMENT POLICY
A. General Specifications 43
XVII. REPORTS AND SCHEDULES
A. General Specifications 44
B. Reports 44
RFP 23- 151 Landscape Maintenance Services Page 22 of 135 9) C. Schedules
CITY OF SANTA ANA
XVIII. IRRIGATION REPORTS AND SCHEDULES
A. Irrigation Reports
B. Irrigation Schedules
XIX. CIVIC CENTER
A. General Specifications
B. Annual Color Planting and MaintenanceSpecification at Civic Center C. Vandalism
D. Quality of LifeTeam (QOLT) at Civic Center
XX. LAWN BOWLING
A. General Specification, Lawn Bowling
XXI. CENTENNIAL PARK
A. Centennial Park
XXII. VACANT LOTS
A. Vacant Lots
XXIII. SANTA ANA STADIUM
A. Santa Ana Stadium
XXIV. SANTA ANA ZOO
A. Santa Ana
45 47
47 48
49 50
50 53
55 56
57 RFP 23- 151 Landscape Maintenance Services Page 23 of 135 M
CITY OF SANTA ANA
SECTION I
GENERAL MAINTENACE OPERATIONS
Thissectionestablishesoveralldailycontractrequirementsthatthe Contractorshallperform unless otherwisespecifiedin later sections. Otherspecificationsgiven per sectionare to be utilized as unexpected situations arise and clarification of service is required. It is Contractor' s obligation to fully understand the grounds' landscape specifications.
Additionally, for all mulchandcompostneedsthatare necessaryfor LandscapeMaintenance, the City's Refuse Contractor Republic Services shall providefreee mulch and compostfor all Cityprojects. Forall othermulchandcompostthatrequiresthe Contractorto procure, thetheContractor shall:
Use Compostand Senate Bill (SB) 1383 Eligible Mulch producedfrom recoveredOrganic Waste for all landscapingmaintenance, renovations, or construction, as practicable, whenever available, and capable of meeting quality standards and criteria specified. SB 1383 Eligible Mulch used for land application must meet or exceed the physical contamination, maximum metal concentration and pathogen density standards specified in 14 CCR Section 17852( a)( 24. 5)( A)( 1) through ( 3).
Keep and provide records of Procurement of Recovered Organic Waste Products (either through purchaseor acquisition) to the City's Solid Waste Enterpriseannually upon request. Informationto be providedshall include:
o General description of how and where the productwas used and applied;
o Source of product, including name, physical location, and contact informationfor each entity, operation, or facility from whom the RecoveredOrganicWaste Productswere procured;
o Quantity and type of each product; and
o Invoiceor otherrecorddemonstratingpurchaseor procurement A. General Operations
All areas shall be inspected daily and be maintained in a neat, clean, and safe condition at all times.
2. All drinking fountains shall be checked weekly and kept clean. Clean is defined as free of standing water, disinfected, free of calcium deposits or other encrustations, well -polished, and with drains/ collectors cleaned of silt and debris.
3. All sidewalk areas within maintained areas shall be clean and cleared of debris at all times.
4. All leaves, paper, trash, and debris shall be removed from landscape and hardscape areas daily and disposed of offsite.
5. Trashcansprovidedbythe Cityshallbeemptieddailyandwashedafteremptying when necessary, as determined by the City Representative (CR). All tops/lids shall RFP 23- 151 Landscape Maintenance Services Page 24 of 135 a CITY OF 1
ANA
be wiped clean weekly. All missing lids shall be reported immediately.
6. All concrete drains and other surface drains under the sidewalk shall be kept free of vegetation, debris, and algae to allow unrestricted water flow daily.
7. All other drainage facilities shall be cleaned of all vegetation and debris daily, or as necessary.
8. All gratesshallbe testedfor securityand refastenedas necessary. Missingor damagedgratesshallbeimmediatelymadesafeandreportedtotheCR.
9. All barbecuegrills, and hot coal containers, shall be emptied of all ashes twice weekly, once on Thursdayandonce on Sundaymornings.
10. All parkbenches, picnictables, playequipment, andbandshellsshallbe steam cleanedorpressurewashedperthepressurewashingscheduleandspecifications.
Sanitization may vary with use.
11. Reservedpicnicsitesarea top priority. Thesesitesshallbe cleanedandblownby 8:00a.m. daily, includingweekends, holidays, andothertimesifdeemednecessary.
Pressurewashingwillbeona schedule, refertothepressurewashingsection, butmay require additional pressurewashing as determined by CR.
12. The contractorshallspraymonthlyin all listedareasto controlweedgrowth.
13. The contractor shall check all dog bag dispensers daily, and restock them as necessary. The contractorshall reportmissingand/or brokendispensers, on the sameday, to the CR. The bagsshallbe providedbythe City.
14. All tree limb failures shall be reported to the CR and collected along with any debris within 72 hours.
15. Six -Month Service:
a. OnJanuaryandJulyof eachyearthe Contractorshallchangeoutoldflags and replace them with fresh, new all-weather flags to be provided by the City.
Contractor shall follow all flag etiquette regarding the proper care, storage, delivery, and replacementof our American, City, and any other flags.
Contractor shall deliver the old and worn flags to the the Park Services Inspectorso flags properly folded and caredfor.
16. Contractor shall inspect the basketball courts and tennis nets, and replace if required. The City will provide these materials.
B. Specialty / Sports Areas
1. Sand Court Areas
These areas include tot lots, play areas, volleyball courts, etc. a. All sandareas, includingtot lots, shall be cleanedwith a basketsand rake to remove leaves and debris and leveled daily. The use of hand- held or backpack blowers or other devices shall not be substituted for raking.
b. Sidewalks adjacent to tot lots must be swept or blown daily. Care should be exercisedto avoidany patronsusingthe tot lots. Contractorshall decide when to schedule maintenance activities around their use.
RFP 23- 151 Landscape Maintenance services Page 25 of 135 r'
CITY OF SANTA ANA
c. All areas shall be kept free of weeds at all times.
d. There shall be no spraying of weeds in sand court areas. e. Areas shall be edged and the turf surrounds maintained. If sand berms accumulate in turf, they must be removed and replaced with sod. f. All sand areas shall be rototilled monthly, at least three (3) weeks apart, to the maximumdepththatwill allowcompletelooseningofthe sandbut will not cause lower base materials to be mixed in with the sand approximately 12"). After rototilling, all areas shall be raked level. g. Sand shall be replenished as necessary to maintain optimum level in each area. Generally, six inches (6") below the top of the concrete curbingisacceptable. However, dependentuponplayequipmentfooting, the final level shall be determined by CR for each area. Sand will be provided by the City but spread and leveled by the Contractor. h. In the event of storms and periods of excessive rainfall, or the sand court areas become flooded resulting in standing water, the Contractor shall remove the water immediately, as directed by the CR. Water shall be discharged to a safe area.
2. Hard Surface Areas
These areas include concrete sidewalks, medians, skate parks, tennis courts, handball courts, basketball courts, bicycle trails, asphalt concrete ( AC) walkways, and bandshells.
a. All areas shall be inspected daily and maintainedin a neat, clean, and safe conditionat alltimes. Any hazardsshall bereportedimmediatelyto the CR. b. All areas shall be swept or blown daily to remove all deposits of silt, sand, glass, and all foreign objects.
c. All sports courts, stages, and bandshellsshall be powerwashedper the pressure washing schedule, or as needed. The contractor will work with the CR to determine the schedule.
d. Cracks and crevices must be kept free of weeds at all times. e. Sidewalks should be blown daily, reference Section A., General Operations, No. 3.
3. Bicycle Trails/ AC Walkways
Special emphasis shall be placed on chemical edging along these areas to prevent damage to asphalt by vegetation. All such damage shall be repaired at Contractor' s sole expense.
4. Decomposed Granite ( DG) Surfaces. Walkways, and Trails RFP 23- 151 Landscape Maintenance Services Page 26 of 135 aCITY OF SANTA ANA
DG walkways and trails require additional attention to be properly maintained.
The two (2) most common conditions are an uneven surface and lack of moisture.
Both issues can make the material unstable and sand - like, creating an unsafe surface.
a. The integrity of the surface must be kept intact at all times. b. The contractorshall perform daily inspections of DG surfaces. c. Borders of DG areas shall be kept in proper repair and well-defined at all times.
d. DG areas shall be kept free of weeds at all times.
e. Monthly maintenance of DG areas shall be according to industry standards.
f. Contractor shall immediately repair any DG areas where holes or ruts are apparent, or where the surface becomes uneven. g. Materialswill be suppliedby the City to maintainthe integrityof the product.
5. Parking Lots Bike Trails and Roads
These areas includeparkinglots and roads locatedwithin the boundariesof the parks, orareasdirectlyadjacenttoparks, andwhoseprimarypurposeistoprovide vehicle parking for patrons. Street parking areas that are not meant specifically forparkuserswillnotbeincludedinthissection. Areasindoubtshouldbeclarified with the CR.
a. All areas shall be inspected daily and maintained in a neat, clean, and safe condition at all times. Any hazards shall be reported immediately to the CR.
b. All areas shall be swept, blown, and/or vacuumed weekly to remove all debris and deposits of silt and/or sand and glass.
c. Cracks and crevices shall be kept free of weeds at all times. d. Illegally dumped foreign substances, such as motor oil, shall be properly cleaned immediately.
RFP 23- 151 Landscape Maintenance Services Page 27 of 135 aCITY OF SANTA ANA
SECTION II
IRRIGATION
The irrigation system consists of all components from the outflow side of the meter. The Contractor shall control the irrigation programming components with the coordination of the CR, while the CR will control those componentsoperated by the central programmingsoftwareCalsense. All manualcontrolsystems shall be directly overseen weekly, and in a manner, which allows the irrigation specification to be completed. Contractor shall employ a certified irrigation specialist per district, Zoo, and Civic Center.
A. General Information
Water managementwithin the City landscapemaintenanceareas is guided by the following parameters:
1. Applicationof waterto landscapeplantsat a rate closelymatchingthe demandsof plantmaterial;
2. Minimizing runoff;
3. Water conservation and plant health are given equal consideration;
4. Roadway condition and safety;
5. Safe surfaces for community use;
6. Water budget; and
7. Plant health.
B. Water Management
Water conservation is a top priority for the City and shall be incorporated into all irrigation programming. The irrigation schedule is dynamic and regularly needs to be altered to meet the needsof the City landscape. CR shalldeterminethe scheduleand Contractorshall programthe controllers to meet this schedule. Landscape irrigation is currently being switched to Calsense Central Control. It is intended that the City will perform water management responsibilities within the central control system.
1. City of Santa Ana irrigation system includes:
a. Battery controllers ( Hunter Nodes) in valve boxes
b. Non -centrally controlled manual clocks
c. Hydraulic valves
d. Thermal valves
e. Quick coupler systems
f. Electric valves
g. Solar -powered controllers ( Leit)
RFP 23- 151 Landscape Maintenance Services Page 28 of 135
CITY OF SANTA ANA
2. Controller programs shall incorporate the following:
a. CalsenseCentral Control software shall be exclusively utilizedfor all controllerswith available connections. Field checks shall be required to verify the success of programmingasitappliesto aspecificlocation. Fieldcheckswillbetheresponsibility of the Contractor, who will report to CR.
b. Water must be conservedwhile meetingthe needs of the plant material. c. The City of SantaAna Water Department (SAWD) managementrequirements shall be followed unless the CR approves an alternate schedule. d. Contractor shall avoid weekend watering unlessapprovedby CR. e. Contractorshallwater deeplyand infrequentlyfor all tree andshrubapplications. f. Contractorshall utilize cycle/soak principlesto encouragedeep rootingof all plant material, especially turf.
g. Evapotranspiration (ET) ratesshallbeutilizedwhenconsideringprogramming. h. Contractor shall minimize runoff onto streets, sidewalks, and other non -target areas.
i. Contractorshallprovidesufficienttimeforthe soilto dryoutbetweenirrigations. j. Contractorshallmaximizecommunityuseof Cityproperty.
k. Contractorwill alter the irrigationprogrammingto accommodatethe Feldrenovations to promote seed germination and establishment.
3. Irrigationsystemsshallbe programmedto water between10:00 A.M. and6:00 P.M.
Monday- Friday) unlessotherwiseapprovedbythe CR.
4. Contractorshallbe responsiblefor programmingall controllers (light energizedIrrigation Technology, field controllers, battery -operated controllers, manual systems) not integrated into the central control system.
5. Program changes for the manual ( non -centralized) controllers shall be done the same day of notificationbythe CR and changedper CR specification.
6. Verificationof the updatedirrigationscheduleshall be the responsibilityof the CR. The contractorshallworkwith the CRto ensureall programmingchangeshavebeenentered and verified on the electronic programminglog.
7. Contractor shall set and maintain the programmingfor the manual irrigation controllers to meet the criteria as stated above. The City reservesthe right to inspect and monitor those settings and make recommendationsto the Contractor. In case of a dispute, the CRwill makethe finaldetermination. Anydiscussionof this typeshall be recordedbythe Park Inspectors on the work order form and kept on file.
8. Intheeventthat anyof the componentsofthe irrigationsystemfailto providefulland propercoverage, Contractorshall providealternateirrigationwith full and proper coverage to all areas in the worksite at no extra cost to the City.
9. The controllerprogramshallbe sufficientto maintaina healthylandscapewithout excessive water use and shall be consistent with the established Irrigation Association IA), Metropolitan Water District ( MWD), and Santa Ana Water Department (SAWD) guidelinesrecognizedthroughoutthe industry.
RFP 23- 151 Landscape Maintenance Services Page 29 of 135 aCITY OF SANTA ANA
10. Any damagecreatedbyimproperirrigationpracticesor neglectshallbethe responsibility of the Contractor to correct, at sole cost to the Contractor.
11. No watering shall occur during the daylight hours unless associated with a repair, audit, manual system operation, or an alternate schedule is approved by the CR.
12. The operation of manual irrigation systems shall occur daily, Sundaythrough Monday, between 6: 00 A. M. to 6: 00 P. M.
13. All programchangesshall be recordedonthe electronicIrrigationControllerProgramLog by Contractor.
14. City shall compare water meter readings to ensure that there is no excessive water use in any of the Contract areas. Contractor must meet with the CR to review these reports as necessary, or as directed by the CR.
15. Contractorshallturn off programmedirrigationsystemsimmediatelyduringperiods when extreme rainfall exists or is predicted, and other times when suspension of irrigation is desirable to conservewater, as directed/approved by the CR.
16. Any time the irrigation system(s) are shut down for any reason, Contractor shall notify the CR immediately. Once CR acknowledges the necessity to turn on the water once again, controller activation shall begin within five (5) working days.
17. Particularattentionshall be paid to all slope areas, which will, by physicalnature, provide for the greatest potential runoff.
C. Maintenance
1. Contractor shall diagnose, maintain, and repair all irrigation components downstream of the remotecontrolvalve (RCV). TheContractorSHALLbe responsiblefor repairingand replacing all irrigation parts, including but not limited to irrigation rotors/heads, lateral lines, and parts from the downstream side of the irrigation systems remote control valves RCVS) at no additional cost to the City. Contractor will repair or assist in repairs for components downstream of the meter through Additional Extra Work ( AEW).
2. Irrigation maintenance shall include, but not be limited to operation of the system, adjustments, repairs, modifications, improvements, testing, analysis, and other work as required. Some examples of regular maintenance include the function of electrical systems, backflows, controllers, valves, head alignment and spacing, and wiringoperation. a. Components include but are not limited to irrigation controller, remote control valves, main and lateral lines, fittings, risers, sprinkler heads, quick couplers, drip systems subsurface and surface), master valves, flow sensors, valve boxes, fertilizer injector systems, and tree watering systems.
3. All areas shall be irrigatedto maintainspecifiedgrowth and appearancedetermined by CR.
4. Handsets ( Calsense, LEIT) may be required to operate the controllers. These will be supplied at Contractor' s expense.
5. Proper alignment ( vertical straightness, operational height of nozzle) will require raising/lowering/leveling of the sprinklers and shall be done at Contractor's sole expense.
6. Plantsblockingthe sprinklerpatternwill requirethe technicianto markthe plant material with paint and coordinate the trimming/ removal with the CR.
RFP 23- 151 Landscape Maintenance Services Page 30 of 135 D. Repair
CITY OF SANTA ANA
7. Automatic controllers and/or enclosures shall be locked while unattended. Locks are initiallysuppliedbytheCity, iflostorrecklesstheContractorisresponsibleto replacewith sameor higherqualitylocksattheirexpense. Citywill replacewornordeterioratinglocks.
8. All enclosures, includingvalve, controller, boosterpump, etc., shall be kept free of all insects, rodents, and rust. Damage caused by insects, rodents, or rusting shall be repaired within five ( 5) calendar days at Contractor' s expense.
9. AlldriplinevalvefiltersshallbecleanedtwiceperyearinFebruaryandNovemberofevery year.
10. All subsurface apertures shall have permanent lids affixed at all times and shall be kept free of overgrowth. Apertures include valve boxes, controllers, electrical and cable boxes, manholes, and backflow devices.
11. Weekly Priority/Sports Turf irrigation audits shall be completedand electronically submitted to CR.
12. Should the CR be called upon to diagnose an irrigation problem that is Contractor' s responsibility, the City's labor and materialcosts incurredwill be deductedfrom the monthly payment to the Contractor.
13. All irrigationevaluationwork requiresa notificationsignto be presentfor the durationof the work.
14. All sprinkler heads and emitters shall be adjusted to maintain proper coverage to ensure adequate flow. Adjustments shall include, but not be limited to actual adjustments to heads; cleaningand flushingheads, nozzles, lines, and screens; and removalof obstructions.
15. All irrigation systems shall be tested and inspected a minimum of one (1) time per calendar yearquarter (Jan -Mar, Apr -Jun, Jul -Sep, Oct -Dec), regardlessof controllertype, and an electronic audit form shall be used to submit the results to CR quarterly by the 10th dayofthemonthfollowingthatperiod (e.g., April10th, July10th, October101, and January 101). Any requestedchanges shall be submittedfor approval before implementation.
a. An exceptionto the aforementionedis any battery -operatedvalve, which shall be inspected two (2) times per year.
1. Contractorshallcontinuallymonitorandperformany necessaryrepairsfrom the outflow side of the meter.
2. Citywillprovidematerialsto replacetheRCVSandmainlines, seeSection2.6, Materials for the process.
3. The Contractor shall be responsible for repairing and replacing all irrigation parts, includingbut not limitedto irrigationrotors/heads, lateral lines, and parts from the downstream side of the irrigation systems remote control valves ( RCVS) at no extra cost to the City. Contractor shall make repairs to the satisfaction of the Director' s Representative ( DR). Contractor shall make repairs within 24 hours of being on notice of deficiencies to the lateral lines and/ or rotors/ heads.
4. Contractor shall contact the CR regarding structural failures after the meter ( e.g.
RFP 23- 151 Landscape Maintenance Services Page 31 of 135
CITY OF SANTA ANA
backflows, main and lateral lines, valves, central control, etc.) within twelve ( 12) hours of occurrence. Repairsrequiringadditionalfundsshallbeproposedwithin24hoursby contacting the CR.
5. All damage resulting from Contractor' s operations shall be repaired or replaced before the end of the workday at the Contractor's sole expense.
6. All third -party damage or other needed repairs shall be completedby the Contractor, as indicated in the Specifications, and paid for by the City on a cost -per -repair basis.
Repairsto the irrigationsystemshall be completedwithin24 hoursof approvalby the CR on any component damage, including, but not limited to, broken irrigation lines and tubing, defective or broken valves, sprinkler heads, emitters, sprinkler head relocations, and other modifications as necessary.
7. If not able to make irrigation repairs in a timely manner, Contractor shall be responsible for watering all areas manually.
8. Inadditiontoquarterlytesting, allirrigationsystemsshallbetestedandinspecteddaily if necessary, when damage or malfunction is suspected, observed or reported. a. Contractor shall repair malfunctioningcontrollers, quick couplers, manual or automatic valves, and sprinkler heads within twelve ( 12) hours of receipt of the verbal or written notice unless the field condition does not allow or per the direction of the CIT ( City Irrigation Technician).
b. Contractor shall correct deficient or irregular irrigation systems and equipment as necessary following verbal notification from the CR.
c. Irrigationchecks mustbe done immediatelyif plants beginto wilt, defoliateor change color.
9. All Sports/Priority Turf irrigation repairs shall be made within four (4) hours of approval by the CR.
10. Contractor shall implement repairs in accordance with all effective warranties, and no separate payment will be made by the City nor billed by Contractor for repairs on equipment covered by the warranty.
11. Contractor shall pay for all excessive utility usage due to failure to repair malfunctions on a timely basis or unauthorized increases in irrigation frequency. Costs will be determinedfrom comparisonsof usagewithhistoricalusagefor the sametime period and be presentedto the Contractor for review before deduction of payment.
E. Personnel
Contractor shall provide dedicated irrigation a personnel to the Contract Area, District 1, District 2, District3, District4, CivicCenter, andthe Zoo; whoseprimaryand solefunctionshallbeto properly operate, monitor and maintain the irrigation system within the listed Contract Areas Personnel shall be:
1. Fully trained and knowledgeable in all phases of the landscape irrigation system, including central control, site controllers, component maintenance, repair, and adjustment, and familiarity with all brands and models of irrigation equipment used within the City;
2. Personnell shall be knowledgeable of and proficient in current water management RFP 23- 151 Landscape Maintenance Services Page 32 of 135 i CITY OF SANTA ANA
concepts;
3. Capable of performingirrigation audits and providing a report;
4. CapableoftakingdirectionfromseveralCitypersonnel, butparticularlyaccountableto the City IrrigationTechnicianand the areagardener; and
5. Capable of verbal and written communicationin a professional level of English.
F. Materials
TheCityshallsupplyirrigatonmaterialsandsupplies. However, therewillbeoccasionswhena repair isnecessaryandtheCityisoutofinventory. Inthesecases, Contractorshallberequiredtosupplythe materials. Contractor is responsible for repairs, including but not limited to, irrigation rotors/heads, laterallines, and partsfromthe downstreamsideof the irrigationsystems' remote -controlvalves RCVS) at no extra cost to the City.
1. Cityreservestherightto purchasematerialsdirectlyandmakethemavailabletothe Contractor. In the eventthe City exercisesthis option, the followingconditionswill apply:
a. All City purchaseswill be for the sole useof and for the City. b. Contractor shall secure and store inventory, distribute and control all material entrusted to its representatives. All materials and inventories shall be made available to the City upon request.
c. All materialgivento the Contractorshallbe inventoriedbylocationusingthe electronic work order system. The replaced part shall be returned to the City to remove the replacement part from the outstanding inventory.
2. All replacement materials shall be original types and models unless a CR approves a substitute.
3. Contractorshall maintain, at no additionalcost to the City, an adequateinventory of medium- to high -usage stock items to repair the irrigation systems.
4. Contractor shall implement repairs under all warranties.
5. All invoices, AEW, shall state labor and material costs.
6. The actualcostof all materialspassedontothe Cityshall includethe following:
a. Wholesale cost ( retail costs minus Contractor' s discount) b. Applicable sales tax
c. A markupof 10% maximumfor alloverheadcostsandprofits
7. The wholesale cost shall be the actual cost paid by Contractor reflecting the best price, includinganydiscountgiventoContractor (writtenreceiptsubmittedwith billing)
8. At no time shall the cost of materials exceedthe retail cost from the current price list, minus any discounts.
RFP 23- 151 Landscape Maintenance Services Page 33 of 135
CITY OF SANTA ANA
TheCitydesiresto establishandmaintainsafe, healthy, well -suitedwarm -seasonturfgrasscultivars for the intended site use. Turf grass shall be maintained to appear level, with a smooth appearance and clean edges. Considerationshould be given to environmentalconditions (e.g. climatechange, increasing temperatures, drought, invasivepests, etc.) when determiningsatisfactoryresultsof landscapemaintenance.
RFP 23- 151 Landscape Maintenance Services Page 34 of 135 aCITY OF SANTA ANA
SECTION III
TURFGRASS
TheCitydesirestoestablishandmaintainsafe, healthy, well -suitedwarm -seasonturfgrasscultivarsforthe intendedsiteuse. Turfgrassshallbemaintainedtoappearlevel, withasmoothappearanceandcleanedges.
Considerationshouldbe givento environmentalconditions (e.g. climatechange, increasingtemperatures, drought, invasivepests, etc.) whendeterminingsatisfactoryresultsof landscapemaintenance.
A. Maintenance — Overview
Turfcareshallbedifferentiatedbythetwo (2) typesofturf - "Casual" and "Sports/Priority" Turf. When theword "Turf' isnotprecededbytheword "General" ortheword "Sports/Priority," itappliestoboth types of turf.
Casual Turf Mowing
All "casual" turf (non-sporUpriorityturf) shall be mowedeveryother week, from October31" to February28thofeachyear. "Casual" turfshallbemowedeachweekfromMarch1sttoNovember 1stofeachyear. Eachyearthe DRwillselectthedatesinmid -Novemberandmid -Marchwhenthe Contractorshall transitionfrom every otherweek mowingto once -a -week mowing. The Contractor shall use Kubota L5060 tractors, or approved equal, equipped with turf -type tires and tractor - poweredTrimaxProCutS3-23791" rotarymowersforthelargeturfareasgreaterthan69" wide andTrimaxProCutS3-17869" rotary, or approvedequal, detailmowersfor areasbetweentrees andotherparkamenities. TheDRshalldeterminetheheightofthecut.
2. Sport/ Priority Turf Mowing
All "priority" turfshallbemowedonceaweekallyear. TheContractorshallmowthepriorityturf areasat 1/2"- 3/4" unlessapprovedby CR. Toachievea qualitycut atthisheightandnotleave clippings, the Contractorwill perform a first cut using a rotary mowerwith clipping catching capability, followedbyusinga KubotaL5060tractorequippedwithturf -typetiresandtractor - poweredTrimaxProCutS3-23791" rotarymower, anapprovedfairwayorgreensmowerfor mediumsize areas and a walk behindJacobsenEclipse2reel mowerfor smallareas. Notethat the Contractorshallperformqualitysportsturf mowingand detailingto the DRsatisfactionregardless of the equipment and methodsthe Contractor uses. The DR shall direct the Contractorto mowthe priorityturflowerthan1/2", if necessary. NotethattheBallDiamondInfieldMaintenance Contractorshallberesponsiblefor mowingturf infields, includingfoulterritoryturfareas, 36" beyond the skinned infield arc, and other designated ball diamond turf areas. Infield maintenance shall not be a part of this agreement.
1. The contractor shall maintain mowers that provide a smooth, even cut without ridges or depressionandwithouttearingofftheleafblades; includingsharpbladesonall mowers.
2. All factorysafetyequipmentmust be fully operational.
3. The mowingschedulemaybe altereddueto weatherand/or other conditionsupon approval from the CR.
4. Mowingshallbecompletedduringone (1) single -dayoperationpergivenarea.
5. The contractor shall not mow areas where the soil is over -saturated.
All litter shall be removed from the turf before each mowing.
RFP 23- 151 Landscape Maintenance Services Page 35 of 135
CITY OF SANTA ANA
7. Mowing shall be performed at the speed the mower's manufacturer specifies to maximize the quality of thecut. The emphasis shall be on quality mowing vs. speed and unprofessional patterns.
B. Mulchingmowers shall be usedto mowGeneralTurf grass areas. Recyclingblades and/or recyclingdecks shall be used in all areas where grass clippingswill not be picked up.
9. Excessive clipping debris, as determined by the CR, shall be removed and disposed of offsite at the Contractor' s expense.
10. Stringtrimmersshallnot be usedfor mowingturf.
11. Turfshallbemechanicallytrimmedwithagroundedbladeedgeratthesametimeasmowing during the seasonal mowing cycle (twice per month in winter, once per week in summer).
12. The areas requiringedgingshall includeall hardscapesadjacentto turf, including sidewalks, curbing, planters, grave markers, historical plaques and markers, and other concrete entities, asphalt, concrete, paved areas, and DG.
13. All edgingshall be done in a way asto not damageany hardscapeentities.
14. Otherfixturessuchas butnotlimitedtovalveboxes, utility boxes, cleanouts, drains, signs posts, poles, benches, tables, andbuildingfoundationscan be edgedwiththe use of string trimmers, once an edging pattern has been properly
established using an edger or sharpened shovel. Should the edged area begin to deform, CR shall direct the Contractor to repeat the detail process.
15. Propertydamagedbystringtrimmersormowersshallbereplaced/repairedimmediately.
16. Sidewalksand otherhardsurfacesshallbe properlycleanedaftereachedging, including grass stains or marks from the mowing process.
17. Trimmingof grass around trees or planter beds inthe turf area (12to 24-inch distance from the object) shall be performed during the seasonal mowing cycle in such a manner as to avoid damage to the plants.
a. Chemical edging and trim pattern establishment using a blade edger shall be completed when grass encroachment is within six ( 6) inches of the trunk or planter bed.
18. Any mechanical damage to tree trunks which is considered Contractor neglect shall result in a replacement planting, at the discretion of the CR.
19. Refurbishmentof damagedturf due to Contractornegligence, includingpoor irrigation management, irregular turf evaluation intervals, and/ or Contractor error shall be completed within seven ( 7) days of discovery and notation.
20. Turf shall be maintainedwithin 6-12 inches of all appurtenances (e.g. walls, fences, transformers, etc.)
21. Detail lines shall be made straight and shall be maintained straight.
22. Thecontractorshallfill all divots, depressions, andunevenareaswithsand, asdirectedbythe CR.
23. TheCityreservesthe rightto requirethe Contractorto applyplantdyeonspecifiedplant material within 24 hours of notification to the landscape that has been stressed due to the Contractor's neglect. The dye will be applied at no additionalcost to the City.
RFP 23- 151 Landscape Maintenance Services Page 36 of 135 9) CITY OF SANTA ANA
B. Inspections — Sports/ Priority Turf
The contractor shall inspect the sports fields or play areas daily.
All sports fields shall be kept at a level grade to provide a uniform height of turfgrass, by topdressing low placeswith clean sand.
a. Depressions over 1" in depth, which lack turfgrass cover, shall be filled with weed -free soil to the existinggrade. Rototillingmay be prescribedbya CR.
2. The contractor shall inspect the sports fields or play areas for proper water drainage away fromtheplayingsurface. Ifdrainageisnotevident, irrigationprogrammingintheaffected areashallbe requiredto preventlandscapefailure. Thecontractorshallcontactthe CR for the properirrigationmanagementstrategy, whichshallbe programmedwithin24 hours.
3. The contractor shall inspect the sports fields or play areas for hazardous holes or depressionsthat may cause a playerto trip. Those found shall be filled as directedin Section 3. 2. 1. an above.
4. The contractor shall remove stones and other debris that may interfere with play or cause injury.
5. The contractor shall inspect the sports fields or play areas to see that the soil absorbs irrigationand rain rapidlyenoughto providereasonablygood footingon the surfaceof the area. If improvementis indicated by the CR, Contractor shall contactthe CR for direction.
6. The contractorshall inspectthe sports fields or play areas to see if the turf surface is being irrigated evenly with a reasonableamount of water. Irrigation programmingfor Sports/PriorityTurfisatthehighesttier (TierOne — TurfIrrigationReductionPriorityKey).
C. Casual Turf
The scope of work for General Turf includes the following:
1. The mowingscheduleshallbeonceperweekfrom March1 to October31andonceevery other week from November 1 to February 28, Monday through Friday of each week specified.
2. Not more than 1/3rd of the total leaf length shall be removed per mowing.
3. Mowingshall be completedin one (1) operation.
4. Turf shall be aerified a minimum of one ( 1) time annually in March using a solid tine aerator to a minimum depth of three ( 3) inches.
5. Casual Turf shall be renovated-overseeded one time per year, April through May. All seed quantitiesandtypesspecifiedwitheitherKikuyaor Marathonfescusshallbeverifiedbythe DRpriorto anyapplications. Theprocessforrenovation-overseedingshallbeasfollows:
6. The turf shall be flailed down to' W. All turf clippings shall be removed.
7. The contractor shall flag/mark all irrigation and site amenities and shall avoid hitting/damagingthemwiththeaerationequipment. Anydamagecausedto theirrigationor other site amenities shall be repaired/ replaced at the Contractors' expense.
8. The contractor shall coordinate with the CR to irrigate the causal turf to allow greater penetration for the aerator.
RFP 23- 151 Landscape Maintenance Services Page 37 of 135
CITY OF SANTA ANA
9. TheturfshallbeaeratedusingtheKubotaL5060tractorequippedwithturftypetiresAerWay aeration equipment utilizing the Toro Pro Core 648 ( or Equal). Contractor shall make two - passes in different directions perthe DRsdirection.
10. ContractorshallcoordinatewiththeCRtoconfirmallirrigationhasbeentestedandrestored to originaldesignspecificationspriorto overseeding.
11. OncetheCRverifiesthatthe irrigationsystemisworkingefficiently, theContractorshall overseed the turf using Stover Seed Company's AZ-1 Kikuyugrassor Marathon Fescus at a rate of 30 pounds per acre. Duringthe germinationperiod, the Contractorshall assume responsibilityfor programmingthe irrigationcontroller(s) to assure100% germinationofseed.
12. ImmediatelyafteroverseedingtheContractorshallcoordinatewiththeIrrigationConsultant to programirrigationcontrollersto irrigatetheseededareas. Theirrigationprogramsshall be set to maximize germination of seed.
13. Theintentofoverseedingistohave100percentturfcoverage, re -seedinginbarespotsshallinclude seed topper.
14. Cuttingheightshallbe2-2.5inches, withfinaldeterminationtobemadebytheCR.
D. Sports/ Priority Turf
The Sports and Priorityfields to be consideredfor this sectionare listed in AppendixII.This list is dynamicandwillhavefieldsaddedandremovedperiodically. ThescopeofworkforSportsandPriorityTurf includes the following:
Contractor shall mow once per week, all year.
a. Thismayrequiremowingathleticfieldswhentherestoftheparkis notbeingmowed.
2. Contractorshallvarytheheightofcutdependingupontheseason, grasstype, andgrowing conditions. The specificcut will be determinedseasonallyby the CR, but shall not be altered once the height has been determined for the season. a. Mowingheightforwarmseasonturfshallbe .5-1.5inches, withtheCRguidingcutting height depending on the machines used.
3. Sports/PriorityTurfinthisContractshallbemowedusingapower -drivenfairwayreelmower orfinecutrotarymower. ThequalityofthecutwillbedeterminedbytheCRandchanges may be required if minimum standards still need to be met.
4. The mowersshall be maintainedand sharpenedto providea smooth, even cut without tearing of the leaf blade. The reel or blade adjustmentshall provide a uniform, level cut without ridges or depressions.
5. Contractorshall performalternatemowingpatternsto preventwheel ruts. If ruts are made, the Contractor shall make repairs at its sole expense.
a. Repairsfordeeprutsmayincludesod -cuttingofdamagedareas, levelingofsubsurface soil, and replacement of sod. b. Fieldmay be taken out of play due to rutting, andthe deductionsfor lost time shallbesubtractedfromthe monthlypaymentto theContractor.
6. SportsFieldsOverseedingshallberenovated-overseededeachyearpertheSportsAnnual RFP 23- 151 Landscape Maintenance Services Page 38 of 135 9) CITY OF SANTA ANA
Schedule. TheDRshallverifyallseedquantitiesandtypesspecifiedinthecontractbefore anyapplications. Theprocessforrenovation-overseedingshallbeasfollows:
7. RenovationdowntimescheduleseffectivelytaketheSportsTurfareaoutof servicefor severalweeks (the scheduleto bedeterminedbythe CR for a durationof 10 weeks). The goalofthisperiodistorestorewornanddamagedturf. Thisrenovationprocedureincludes coreaerification, fertilization, seeding, andgraderestoration. Theseproceduresshallbe included in the cost proposal. A typical renovationincludes:
8. The contractorshallinstalla 6' hightemporaryconstructionfencewith standsaroundthe sport/priorityturfareaspriortocommencingrenovation-overseedingwork. Note, thefence shallbeinstalledonthe perimeterofthe sport/priorityturfto be renovated-overseededin accordancewiththeparkmapdepictingthesport/priorityturfareas. Perimeterfencingshall beplacedatthedirectionoftheCRto avoidsprinklerdamageandprovide100percent water coverage. See aerial maps of sports field locations.
9. Turf shall be moweddown to Y4"-1/2 ", or determinedby CR. All turf clippings shall be removed.
10. TurfshallbeaeratedusingtheKubotaL5060tractorequippedwithturftypetiresAerWay aerationequipmentutilizingtheToroProCore648 (or Equal). Thecontractorshallmake twopassesindifferentdirectionsperthe DRsdirection.
11. Turfshallthenbeverticalusingthe KubotaL5060tractorequippedwithturf -typetiresand the Trilo VCU 200 Verticut implement. Followingverticutting all turf clippings shall be removed.
12. Thecontractorshallcoordinatewiththe CRto confirmthat all irrigationhasbeentested and restored to original design specifications before overseeding.
13. Immediatelyafteroverseedingandtopping, theContractorshalldragtheturf pushingthe seed underneath the existing turf.
14. Oncethe CR verifiesthe irrigationsystemis workingefficiently, the Contractorshall overseedtheturfusinga) StoverSeedCompany's GrandSlamFSinthefall/winterat a rateof65poundsperacre; and, b) StoverSeedCompany's ProSportsfieldSupremeinthe spring/summeratarateof65poundsperacre. Thecontractorshalloverseedallturfusing the KubotaL5060tractorequippedwith turf -type tires and the TycropTD-460 QuickPass top -dresser.
15. ImmediatelyafteroverseedingtheContractorshallapply''/:' minus STA- approved compost topperfromR&S Soilsto allturf usingthe KubotaL5060tractorequippedwithturf -typetires and the Tycrop TD-460 QuickPasstop -dresser.
16. Immediatelyfollowingapplyingtopperthe Contractorshallcoordinatewiththe Irrigation Consultantto programirrigationcontrollersto irrigatethe seededareas. Theirrigation programsshallbesetto maximizethegerminationofseed. Oncetherenovationprocess is complete, the IrrigationConsultant shall retakecontrol of the irrigationprogramming.
17. Plugs/coresshallberemoved, or brokenup (dragmat, mower) andspreadovertheTurf areabeingtreated, atthetimeofaeration, tothesatisfactionoftheCR.
18. FlagsidentifyingirrigationshallberemovedbyContractorimmediatelyafteraerification.
19. City -suppliedsignsindicatingafieldrenovationisinprogressshallbeposted.
20. The contractorshallsecureall the seed materialsat the beginningofthe seasonin RFP 23- 151 Landscape Maintenance Services Page 39 of 135 aCITY OF SANTA ANA
advance to avoid shortages or " out of stock" scenarios.
E. Renovation Process
Shallhavethe CR, unlessapprovedotherwise, duringthe rennovationprocess:
1. Day 1
2. Day 2
3. Day 3
4. Day 4
a. Irrigation audit, ensure coverage and adjust sprinklers heads to 1/2:" below grade.
b. Aeration (the KubotaL5060tractorequippedwithturf -typetiresAerWay aeration equipment utilizing the Toro Pro Core 648 ( or Equal)) a. Scalping and vertical cutting.
b. Following verticutting all turf clippings shall be removed. a. Apply seed and drag -in to level surface, coordinatewith CR to verify seed type and quanitites
b. Immediatelyafterover -seedingandtopping, the Contractorshalldragthe turf pushing the seed underneath the existing turf.
c. Apply light topper dresser ( apply''/ 4" minus STA-approved compost topper from R& S Soils)
a. Coordinate with CR for the watering program
5. Day 5 - Completion
a. Inspect daily and monitor germination. In the last two (2) weeks of the rennovation period, the mowing shall be done in intervals.
RFP 23- 151 Landscape Maintenance Services Page 40 of 135
SECTION IV
EDGING & DETAILING
A. General Specifications
1. Alledgingshallbeperformedwiththeuseofagas -poweredbladeedgerorCR-approvedsubstitute. Stick edgers shall not be used.
2. Chemicaledgingisallowedalongedgessuchastrees, fencelines, curbs, etc., asdirected bytheCR. ThecontractorshallnotusechemicaledginginareasnotauthorizedbytheCR.
3. Ifchemicaldetailingis performed, the Contractorshallusea stringtrimmerto removethe treated vegetation within one ( 1) week after symptoms of phytotoxicity become recognizable.
a. Plants ( i.e. trees, shrubs, groundcovers, annuals) with noted phytotoxic damagefrom an herbicideedgingtreatmentshall be removedwithin one (1) week of observation and replaced with like -sized plants.
4. The contractor shall detail turf no further than 12 inches away from all hard surfaces, includingwalls, fences, curblines, roadways, pathways, andlandscapesurfaces (e.g. trees, shrubs, beds, etc.).
a. Detail lines shall be made straight and shall be maintained straight.
5. The contractorshall supply, at Contractor's ownexpense, replacementplantsto reduceany existingbaresoilareasalongwallsandfencesthatarewiderthan12inchesthathavebeen caused by the Contractor's neglect.
6. Edging/detailing shall be performedat the same time mowing occurs.
7. All edging/detailingshallbeperformedwiththeuseofa McClain's edgeror an approved substitutewalk -behindorfixed bladestickedger. The contractor shall edge all turf adjacent to all improved hard surfaces such as concrete, decomposed granite, asphalted concrete paved areas, pavers, etc.
8. The Contractorshall detailaroundtrees, alongwalls/fences, and otheramenitiesfirst using a sharpened shovel cut to establisha concentricroundcircle around trees, poles, etc. Once the initial detailed circle is established a string trimmer may be used to maintain the circle.
Shouldthe circlebeginto deform, the ParkServicesInspectorSupervisorshalldirectthe Contractorto repeatthedetailprocess. Shovel -cutdetailingshallbe repeatedas oftenas necessarytomaintaincrispevenlyround/straightlines. Intheeventthatthecirclebecomes too great, the DR shall directthe Contractorto sod the area aroundthe tree at the Contractor's expense to the size instructed by the Parks Services InspectorSupervisor.
RFP 23- 151 Landscape Maintenance Services Page 41 of 135
SECTION V
GROUND COVER
The City's goal is to encourage the proper care and growth of groundcovers, maintainedwithin the confines of their growing areas, free of weeds and without a prevalenceof bare spots or unhealthyplant material.
Groundcover beds should create a natural, pleasing appearance in all areas.
A. General Specifications
1. Groundcoversshall be pruned and maintainedaccordingto acceptedindustry practices and consistent with the intended use.
2. Groundcovers adjacent to hardscape such as sidewalks, walkways, playgrounds, sport courts and parkinglots shall be edgedweekly in one (1) operationwiththe turf edging.
3. Inlocationswhereturf is notpresent (i.e. parks, medians, emptylots), groundcoversshall be edged monthly, or as determined by the CR, to present a clean and neat appearance and to keep the plant materialfrom impedingfoot traffic. Care shall betaken not to expose bare soil.
4. Edgedgroundcoverwill not be allowedto developa build-up with a shearedface along the sidewalk or curb edges. Groundcover height shall not exceed six ( 6) inches without a beveled edge (i.e. leaning edge even with sidewalk with lower edge angled inward).
5. The contractor shall apply approved herbicide monthly and/or as requiredto remove and control broadleaf and grass weeds in and around all ground cover beds.
6. Plant material damaged by Contractor -applied herbicides shall be replaced at Contractor' s expense.
7. The use of pre -emergent is strongly recommended in areas with overhead irrigation. In some instances, weeds may be removed by mechanical means as approved by the CR.
Pre -emergent herbicide cost shall be included in the cost proposal.
8. The contractor shall keep groundcover trimmed back 6- 12 inches from all controller units, irrigation heads, valve boxes, quick couplers, up -lighting, or other appurtenances or fixtures.
The contractor shall not allow groundcovers to grow up trees, into shrubs, or on structures orwalls. The contractorshallkeepgroundcoverstrimmedback approximately6-12 inches from structures or walls.
10. Any paperor litterthat accumulatesin groundcoverareasshall be pickedup daily.
11. Mulchshallbeappliedto allplantingareastwo (2) timesperyear, onceinthespring (Apr - Jun), and again in the fall (Sep -Nov).
12. Bare soil areas in ground cover beds shall be replanted or mulched as required. The Contractor shall apply US Composting Council STA-tested approved mulch 3"- 4" minus by 2" thick.
a. No bare soil areas are permitted in the ground cover areas. All bare soil areas shall be cultivatedto 6" deep weekly while awaiting fresh mulch.
13. Ailing and/or stunted groundcover which fails to meet expected growth shall receive additionalnutrienttreatmentsto correct deficienciesor shall be replacedby Contractorat RFP 23- 151 Landscape Maintenance Services Page 42 of 136 its expense. If groundcoverfailure is determinedto be due to impropertreatmentand/or neglect by the Contractor, replacement shall be performed at Contractor's expense within five ( 5) working days.
B. Mulching of Bare Areas
In all shrub areas where bare soil is visible, the Contractor shall apply US Composting Council STA tested and approved compost mulch Y- 4" minus by 2" thick minimum twice peryear (thirdweekofJanuaryandJuly) andas necessaryto maintainuniformand complete coverage. Leaf litter and other organic materials other than mulch shall be removed continuously.
a. All bare soil areas shall be cultivated to 6" deep on a weekly basis while awaiting fresh mulch.
RFP 23- 151 Landscape Maintenance Services Page 43 of 135
SECTION A
SHRUBS
Theprimaryobjectivefor maintainingshrubsandotherplantmaterialwithintheCity's landscapeisto create a natural, aesthetically pleasing appearance throughout all areas. Shrubs to include and not limited to cacti andsucculentsandotherplantmaterialshallbeprunedonlytoallownewgrowthtodevelopwithintheconfines ofplantersandbedsandshouldhavesoftroundededgesinmostapplications. Theuseof poweredequipment must be approved before use.
A. General Specifications
1. Shrubsshallbeprunedquarterly, or as required, for safety, removalof brokenordiseased branches, general containment, and appearance.
2. Shrubsshallbe pruned, as required, to ensurevehicularandpedestrianvisibilityandclearance.
3. All bare groundshrub areas, not inter -plantedwith groundcover, shall be cleaneda minimumof one (1) time per month. Cleaningshall be accomplishedwithoutremoving significant amounts of any present mulch.
4. PlantmaterialencroachingontoorfromCitypropertyshallbetrimmedbacktotheproperty line. At City's discretion, depending on circumstance, plants growing over fences and sidewalks from private property adjacent to contracted areas will also be trimmed back to the property line.
5. All gasoline -poweredequipmentusedfor pruningshrubsshallbeapprovedbythe CR.
6. Ailing, stunted, and/or dead shrubs, as a result of circumstances beyond the Contractor' s control, shall requirea proposalfor replacementwithinfive (5) workingdaysandshallbe restoredwithin one (1) week of obtaininga signed proposalfor SupplementalWork.
7. Shrubs requiring additional nutrients to correct deficiencies shall receive such nutrients, at no additionalcost to the City, within five (5) workingdays of discovery.
8. Shrub failure due to Contractor' s neglect or improper treatment shall be replaced, at Contractor's soleexpense, withlike -kindand -sizedplants, withinfive (5) workingdays.
9. Thecontractorshallpruneshrubsaccordingtoacceptedindustrypracticesandconsistent with the intended use, as well as to retain as much of the natural informal appearance as possible. Final standards will be the decision of the CR. a. For accepted industry practices, the Contractor shall refer to the AHS Standards 'Pruning and Training' manual, latest edition. b. Shrubs used as formal hedgesor screens shall be pruned as requiredto present a neat appearance.
c. The contractorshall remove any spent blossoms or dead flower stalks as required for a neat, clean appearance.
d. Shrubs and mounding shall not exceed two (2) feet in height within areas requiredfor vehicularsightdistance, dependingon roadwaytopography.
10. The contractorshall applyapproved herbicidemonthlyand/or as requiredto removeand controlbroadleafandgrassweedsin andaroundallshrubbeds. The useof pre -emergent is strongly recommended and will be at Contractor' s expense. In some instances, weeds maybe removedby mechanicalmeansas approvedbythe CR.
11. Any paperor litterthat accumulatesin shrubbedareasshall bepickedupdaily.
RFP 23- 151 Landscape Maintenance Services Page 44 of 135
12. Mulchshall be appliedto all shrub/planter bed areas, including medians, two (2) times per year, onceinthespring (Apr -Jun), andagaininthefall (Sep -Nov). Seemulchspecifications Section V, Letter B, Mulching of bare areas.
13. 'Box hedging" mayberequiredonsomeshrubs, asdesignatedbytheCR. Shearhedging orseverepruning/trimmingofplants, unlessauthorizedbytheCR, shallnotbepermitted.
14. Toppingofplantswhosenaturalgrowthstemsfromthe baseoftheplantshallnotbe permitted.
15. Thecontractormayoccasionallyberequestedtoraisethebottomoftheshrubsforsecurity reasons.
16. All shrubswithoutgroundcover shall be mulched. No bare groundareas shall be acceptable.
RFP 23- 151 Landscape Maintenance Services Page 46 of 136
SECTION VII
VINES
Vines shall be encouraged to grow and flourish by continually maintaining proper care in accordance with AHS Standards.
A. General Specifications
1. Vines and espalier plants shall be checked and removedas neededto allow for proper growth.
The contractor shall secure vines with appropriate ties to promote directional growth on supports. The contractorshall not use nails to secure vines on masonrywalls.
2. Pruningofvinesshallbeinaccordancewithgoodhorticulturalpractices, asdefinedbytheAHS Standards ' Pruning and Training' manual, latest edition.
3. Vinesshallbe prunedonlyto allowfor newgrowthto developandto control/directplantsize.
4. No morethan 1/3rd ofthe vines shouldbe prunedat anygiventime unlessdirected bythe CR.
5. The contractor shall have deep water vines in pockets not provided with sprinklers, as required to promote optimum growth.
6. Weed control shall be applied monthly to control all emergent weeds. In some instances, weeds may be removed by mechanical means as approved by the CR. a. The use of pre -emergent is strongly recommendedto control broadleafand grassy weeds.
7. Any paper or litter that accumulates in vines and surrounding areas shall be picked up daily.
8. Mulch shall be applied to all planting areas two (2) times per year, as necessary, once in the spring (Apr -Jun), and again in the fall ( Sep -Nov).
9. Vines shall not be allowed to grow past the designated area. All areas explored by the vine outside of the planting area shall be removed at the Contractor's expense. Any structural damage done by excessive vine growth shall be restored within one (1) week at Contractor's expense.
RFP 23- 151 Landscape Maintenance Services Page 46 of 135
SECTION VIII
TREES
Itis essentialfortheCityto continuetodevelopandmaintainanurbanforestwithinitsparksandbackupareas.
The contractorshallprunetreesto complywith ISAstandardsandmaintaintheir characteristicshape, density, andtexture. Thecenterofgravity, orlocationofthemass, pertree, isclosetothe centerandclosetotheground, enablingthe treesto withstandstrongwinds. Thus, theContractorshallnot thin or "laceout" densefoliage, except for outside branches. The Contract will include a large number of newly -planted trees and reforested areas. Tree pruningspecificationsfor all trees over 15feet are coveredundera separatetree maintenance contract, except for the requirements to raise trees for clearance.
A. General Specifications
1. The contractor shall raise all trees, as required, to allow twelve - foot ( 12') clearance within park boundariesandfifteen -foot (15') clearanceaboveroad surfacesfor vehiculartraffic.
2. All trees shall be pruned as required to remove broken, crowned, dead, hazardous, and infested portions for safety reasons.
3. The CR shall be informed immediately of any hazardous trees.
4. All pruningshallbedonebythe useof propertools, per ISAStandards, anddisinfected after eachtree is prunedto preventthe spreadof diseaseand pathogensfrom onetreeto another.
5. Toppingtrees shall not be permitted. Any pruningshall be done by thoseexperienced and skilled in pruning techniques.
6. All cuts shall be done using proper horticulturalpractices. Dressingwounds is not allowed.
7. Tree stakes, ties, and guysshall be checkedand correctedor replacedas neededand removed when no longer needed.
8. Ties shall be adjusted to prevent girdling.
9. Under no circumstancesshall stripping of lower branches (raising up) of young trees be permitted. Lowerbranchesshallbe retainedin a "tipped back" or pinchedconditionwith as much foliage as possible to promote caliper -retained growth (tapered trunk). The contractor shall contact the CR with any questions or concerns.
10. Downed tree debris, of all sizes, shall be cut up and removed within 48 hours of discovery.
The contractor shall be responsible for chipping and green waste disposal.
11. Newlyplantedtrees, eitherbytheContractoror theCity, shallbecometheresponsibilityof the Contractor if they fall within the height specification.
B. Trees Under 15 Feet
1. The contractorshall pruneout branchesextendingbeyond a tree's shape (foliage perimeter).
2. The contractor shall prune to control size and shape.
3. Cuts shall be inside the perimeter of foliage, almost flush with a parent branch, but not harmingthe collararea. Nobuttsor stubsshallbepermitted. Old stubswithan outgrowth of multiple shoots shall be removed.
RFP 23- 151 Landscape Maintenance Services Page 47 of 136
4. The contractor shall prune off lower brancheshigh enoughfor traffic clearance.
5. The contractor shall cut out dead, crossing, rubbing branches, and v-shaped crotches.
6. The contractor shall undercut branchesover two (2) inches in diameter before final cut is made close to a scaffold (main) branch. Shredded, torn or ripped branches shall be re -cut cleanly.
7. An exposed wound, as where a branch was removed, shall remain exposed. The contractor shall not paint or apply any substance on wounds.
8. Treesclosetogethershallbeseparatedbythe removalof interminglingbranches. The exceptionis a large hedgeor windbreakconsistingof one (1) species.
9. All newlyplantedor young trees shallbe double -stakedbythe Contractorand secured properly with CR- approved ties.
a. The contractorshalluseonlyCity -approvedstakingmaterials. b. The contractorshall alwaysremovenurserystakes on young treesand replace t he m with double staking when trunk strength allows. c. All stakes shall be set perpendicularto prevailing winds unless designated otherwise by the CR.
d. Treestakesshallbesetaconsistentdistance (minimumsix [6] inches) awayfrom the trunk of the tree to reduce abrasion. e. Thetops of tree stakesshall be removedapproximatelythree (3) inches above the highest tie to reduce abrasion of the main or lateral branches of the tree.
10. A treetoo heavyfor supportbystakesshallhaveequally -spacedguywireties to stakes and shall be inspected for possible removal. The wire shall be on a 45-degree angle with the tree trunk.
a. LocationsfortheuseofguywiresshallbedeterminedbytheCR. b. Ties shall always allow for tree movement between stakes and tree trunk. c. Thecontractorshallloosenor removetreeties upondiscoverythattiesaretoo tight before ties girdle a branch or trunk.
d. The contractorshallremovestakesor tensionedcables (guywires) from atree trunk that is immovable in wet soil.
11. Anytreestakesortiesthatarebroken, loose, ordamagedshallberemovedimmediately. If the tree is less than one (1) year old or immature and requires continued support, new ties and stakes will be required.
12. Fertilizers, pre -approved by the CR, shall be applied to trees and shrubs that require supplemental feeding. Annual spring feeding shall be done in accordance with the rate indicatedby the manufacturer. Fertilizationmay requiredeep root feedingor foliarmicronutrient applications.
13. All trees locatedin Casual, Sports/PriorityTurf areasshallhave2" of STAapprovedW-4" compostmulchinstalledaroundthetreeringcontinuously.
14. TheContractorshallhavean ISACertifiedArboristOn -callemployeeableto providea risk assessment. The contractorwill only charge, AEW, the arboristtime to investigateand create a risk assessment. The arboristcanbe askedto meetwith residents, the public, or electedofficials to discuss tree conditions.
RFP 23- 151 Landscape Maintenance Services Page 48 of 135
SECTION IX
LAKE MAINTENANCE
A. General Specifications
Thelakewaterquality, algae, andaquaticweedcontrolaremaintainedbya separatecontractor. The Specificationsfor this Contractincludethe managementof the trash, leaf, and branchdebris, and habitat evaluation.
1. The followinglakesareto be servicedas a part ofthis Contract:
a. Centennial Park
b. Thornton Park
2. Water, lake and stream bottoms, surrounding embankments, riprap areas, and sidewalks shallbeinspecteddailyandkeptfreeoflitteranddebrisatalltimes. Thisshallincludebut is not limitedto trash, litter, dead fish, fishing line, bird droppingsand/or deceased waterfowl, and un-anchored plant debris.
a. Skimmingequipmentcapableofa 20-footreachshallbe requiredto remove the aforementioned items from the subject lakes.
b. Thecontractorshallremoveanydeadwildlifeimmediately, andreporttothe CR.
3. Park equipment such as trash cans, decorative boulders, and park benches that are periodicallyplacedinthewatershallbeimmediatelyreturnedtotheirappropriatelocations, and the CR shall be notified.
4. Excessiveleaf drop and other debriswhich resultsin reducedstreamflow or surface collection shall be removed weekly.
RFP 23- 151 Landscape Maintenance Services Page 49 of 135
SECTION X
PEST CONTROL
A. General Specifications
IntegratedPest Management (IPM) principlesgovern the oversightand managementof pest pressures. For this reason, biopesticides have been chosen as a primary control method whenever horticultural management criteria deem the anticipated result to be satisfactory. Combined with a sound IPM program, pest control through prevention, cultural practices, exclusion, natural enemies, andhost resistanceoffersthe safest, mosteffectivemeansof producinghigh-levelplantmaterial. The Cityisconcernedwiththesafetyofwildlifeand, therefore, theContractorshallbeexpresslyprohibited from using anything that may result in direct or secondary poisoning and harming of organisms.
Contractor shall employ a certified pesticide applicator to implement the IPM specifications.
1. IPM, underthis agreement, will applyto planters, tree rings, hardscapes, parkinglots, sidewalks, sports courts, etc. Agricultural pest control services for casual, sports, and priority turf shall be performed under a separate agreement by a state licensed/certified agricultural pest control QAL licensed company.
2. The contractorshall manageeconomicthresholdsof plantpests includinginsects, diseases, weeds, and vertebrate damage, as defined in this section.
3. The contractorshallobtainany necessarypermitsto complywith City, County, Stateor Federal regulations or laws to perform such control.
4. By submittinga proposal, the Contractorassumes responsibilityand liabilityfor the use, storage, containment, and cleanup of all pest control management materials.
5. Any failure on Contractor's part to abide by City, County, State, and Federal laws or regulations, and the Specifications contained in this section, may result in a default of this Contract.
6. Finesleviedagainstthe City as a resultofthe Contractor's failureto abideby regulations shall be Contractor's responsibility to pay.
7. Contractor shall use all materials in strict accordance with the most current Federal EPA and Cal- DPR regulations, applicable sections of the California Food and Agricultural Code, Title 3, and regulations within the Healthy SchoolsAct (HSA).
8. The contractor shall maintain the appropriate licenses, and categories within the Licenses, including Pest Control Business License ( PCB) and Qualified Applicator License ( QAL- categories ABCF).
9. The contractor shall use specified pesticidesonly.
B. Procedure
This section shall serve as the primary guideline for pest control operations. Weeds represent the majorityof workwithinthis Contract. All applicationsshallbe completedin a safe mannerutilizing safety procedures outlined in Appendix A, Terms and Conditions.
The contractorshall submit a comprehensivetreatment scheduleto maintainall working intervals (daily, weekly, monthly, quarterly, and yearly). a. This schedule will be entered as work orders into the City database and closed out after the application has been deemed satisfactory. Completed work orders
RFP 23- 151 Landscape Maintenance Services Page 50 of 135 shall be indicated by control of the specified pest, not completion of the application.
2. Restricted material applications, and HSA applications, require a notice of intent ( NOI) postingtotheCountyAgriculturalCommissioner, aswellastotheCity. Thecontractormust have written confirmation back from the CR before the start of the application. This written confirmation requirement may be waived upon the completion of successive treatment cycles; notification of this nature will be made in writing to the Contractor via email.
3. The contractor or Contractor' s representative shall scout the landscape material for harmful pests regularlyand thoroughly. The contractorassumesthe primary role in this responsibility.
4. The CR shall inspect all areas of the landscape when infestations of harmful or unwanted pestsarelocatedbyContractorandwillsubmita planof actiontothe Contractor. a. A written recommendation shall be issued by the CR to indicate the plan of actionwhen a pesticide is requiredto be used as a control method.
5. A copyof the monthlyPesticideUseReport (PUR) for all pesticidesshallbefiledwiththe CountyAgriculturalCommissionerno laterthanthe 10thof everymonthforthe preceding month.
a. A copyof theFURshallbesentandreceivedbytheCityatthesametimethe report is filed with the county.
6. Pesticides shall be applied at times that limit the possibility of contamination from climatic or other factors.
a. Early morningapplicationshallbe usedwhen possibleto avoidcontamination from drift.
b. All applications shall be scheduled after checking the NOAA weather notification system for potential rainfall. All indicationsshall be for rain -free weather 48 hours post application.
7. Care shall betaken in transferring, mixing, and applying pesticides to prevent contaminating areas outside of the target area.
a. Application methods shall be used to ensure that materials are confined to the target area.
8. Treatmentincludesthe applicationof the pesticide, as well asthe re-entry periodfollowing the application. The contractor shall be responsible for maintaining the treatment area throughout the re-entry interval.
9. Spraytankscontainingleftovermaterialsshall not be drainedon -site. Dumpingof tank contents is illegal.
a. Disposal of pesticidesand tank rinsing materials shall be within the guidelines established in the State of California Food and Agricultural Code, EPA/DPR regulations, NPDESpermitrequirements, andallotherapplicablelaws, rules, and regulations.
10. Irrigation water applied after treatment shall be reduced to eliminate runoff. When water is requiredto increasepesticideefficacy, it shallbe appliedin quantitieseacharea iscapable of receiving without a runoff.
11. Pruningisaneffectivepreventionof anepidemicof insectsanddiseases (e.g. pinetreetip moth, junipertwiggirdler, treeborers, fireblight). Thecontractorshallpruneawayinfected RFP 23- 151 Landscape Maintenance Services Page 61 of 135 partsanddisposeof themoff -site. Thecontractorshallsterilizepruningequipmentbefore moving to the next plant.
12. Handlingrequirementsmayapplyduringtransporttoanotherlocation (e.g. baggingoftree limbs containing borers).
13. Snails shall be controlled regularly by Contractorbefore becomingan epidemic.
Biopesticidescontainingiron phosphateor other molluscicides, shall be initiatedby Contractorearlyinthe infestation. All reasonableprecautionsshallbeusedby Contractor to minimizehealthrisksto non -targetorganisms. The City will not tolerateepidemicsofsnails.
14. Cleanupofhazardousmaterialreleases, totheextentindicatedbythegoverningagency, is the responsibility of Contractor.
RFP 23- 151 Landscape Maintenance Services Page 62 of 135
SECTION XI
WEED CONTROL
A. General Specifications
Aweedisdefinedasanyplantgrowingin anareawhereit interfereswiththeintentandexpectation ofthelandscape. TheCityexpectsall areasto haveminimumweedpopulationsduetothefrequency of management intervals.
1. All weed control material shall be approved by CR prior to using.
2. All weeds shall be addressed, as indicated, inthe frequency of management intervals. The Specifications, in general, indicatemonthlyweed controlwith a specifiedherbicide; however, if requiredto alterthe existingintervalsfor certainareasfor higherquality Holi cultural outcomes ( e.g. parking lots, planters, sidewalks, etc.)
3. Weedheightsof four (4) inchesor greaterare an indicationof improperweedcontrol treatmentand/or intervals. Weedyareaswill be broughtto the attentionof Contractorin orderto gaugethe reasonfor the deficiency. Remediationof the problem, if deemeda Contractdeficiency, shall bewithinfive (5) workingdays.
4. Stringtrimmirfg, intheabsenceof chemicaltreatment, maybe usedto controla weed population, butsatisfactoryweedcontrolis measuredby bothresultsandthe visual aesthetic of the planted area.
5. Manualweedcontrolmaybe substitutedfor chemicalweed controlin someinstancesto maintainthe properinterval (e.g. windyor rainy conditionswhichpreventchemical treatment).
6. Damageto plantscausedbyweedcompetitionandherbicideapplicationshallresultin replacement plantings at Contractor' s expense.
B. Weed Control of Hard Surfaces
Contractorshallapplyanapprovedherbicide, intheprescribedinterval, toremoveandcontrolweeds growingin cracks, expansionjoints, patios, gutters (cement/asphaltinterface), interiorparkroads, hardscapes, and other contiguousCity landscape-hardscapeinterfaces, in order to maintainthe landscape aesthetic.
1. Areasadjacentto pavedsurfacesshallhaveminimummarginsof reliefprovidedby chemical weed control.
a. Systemic, non -selectiveweed controlof adjacent roadsidelawns shall not havein excess of twelve ( 12) inches of bare soil between the lawn and roadway edge. b. Oversprayor excessivelybaremarginsshallrequirereplacementplantsto be installed.
C. Weed Abatement of Fallow or Undeveloped Lands
Contractorshallperiodicallymowunwantedweedsinopenspaceareas, wildareas, andundeveloped portionsof City landscapesandvacantCity lots.
1. Contractorshallperformweedabatementprocesses, whichmaintaintheweedpopulation beloweight (8) inches, whenrequiredthroughoutthe year, but not to exceedfour (4) times annually.
2. AnyadditionalfrequenciesorareaswillbepaidforasAdditionalExtraWork (AEW).
RFP 23- 151 Landscape Maintenance services Page 63 of 135
3. Mowing these areas shall be accomplished with a flail mower or weed eater type unit and shall be preceded with an herbicide application to maintain a weed -free appearance. Spoils shall be left on top as a mulch at the end of mowing.
4. Additionally, areasshall be maintainedmonthlyfortrash anddumpeditems.
RFP 23- 151 Landscape Maintenance Services Page 54 of 135
SECTION XII
LITTER & DEBRIS MANAGEMENT
A. General Specifications
Contractorshall providegeneralcleanupon a daily basis, unlessotherwisespecified, for the purpose of emptyingtrashcans and pickingup papers, trash, discardeditemsor debriswhichmay accumulate in the landscape areas; hardscapes within the site (sidewalks, pathways, parking lots, sports surfaces); thoseCitysidewalksthatlie directlyadjacentto the parkortransverseanddissectthe medianisland, vacantlots or backuplots; and all curb and gutter linesthat encirclethese samesites. This list also includesall otheradjacenthardscapeelementsdeemedby the CR to be part of the inventoryof the respectiveContractlandscapeareas, lakes, playgrounds, parkinglots, internalroadways, andall other park and open space areas.
B. Schedule
1. All trash cans shall have full bags removed and replaced with a clean liner by 12:00 p.m. daily.
2. Replacing all plastic trash can liners shall be part of Contractor' s routine cleaning process.
3. All litter and debris cleanup shall be performed between the hours of 6:00 a.m. — 12:00 p.m., Monday through Sunday, unless otherwise noted.
a. Reserved picnic sites are a priority and shall be cleaned daily by 7:00 a.m., includingweekends, holidays, andfor specialevents. Pressurewashing maybe required as determined by the CR.
4. A route, or order of facilities, that Contractor will follow shall be submitted to the CR and updated as necessary.
a. TheCRshallbe notifiedimmediatelyifthisschedulecannotbe meton aparticularday.
5. All parkinglotsandroadsshallbeswept, blownand/or vacuumedfree of debrisa minimum of onceweekly. This does not replacedaily trash anddebris clean up.
6. Contractorshall removeall debris resulting from its operationsdaily and dispose of it off -site at the time of occurrence.
a. All debris resultingfrom any of Contractor's operations shall be removed and disposed of at Contractor' s sole expense. No debris shall remain at the end of the workday.
5. All walkways shall be kept clean/clear of debris and plant growth. Care shall be taken not to create unnecessary hazards to pedestrian, bike, or car traffic.
6. Contractorshallnotblowgrasscuttings/debrisintopublicstreetsorguttersthathavenot been previouslyswept or vacuumed clean.
a. Contractor shall remove debris generated adjacent to landscape areas ( i.e. sidewalks, streets, gutters, medians).
b. All second notice violations will be immediate deductions.
7. Shouldillegaldumpingoccurto any of the Contractedsites, immediatedisposalshallbe performedatnoadditionalcostto theCity. Anysuchdumpingshallbereportedimmediately to CR.
8. Soil spoils on curb areas, includingstreet mediansand gopher soil disturbances, shall be cleaned weekly from all areas.
RFP 23- 151 Landscape Maintenance Services Page 55 of 135 C. Pressure Washing
The contractorshallfurnishall labor, vehicles, chemicals, tools, materials, equipment, transportationto perform the cleaning services as set forth herein.
PressureWashing: Powerwashingwith the use of hot high-pressurewater sprayer (which shallincludehighpressurehotwaterwashing) forthe 100% removalofdirt, stains, oil, tar, andresidueto presenta high -qualityappearancefollowingeachvisit.
2. Accumulatedwaterremainingafterthecleaningshallberemovedcompletelysonopuddlingexists.
3. Duringregularcleaningoperations, the contractorshalluse highpressure, low -volume washers, and steamcleaneras necessaryto thoroughlyclean surfaces. Contractoris not expectedtosteamcleanallsurfacesduringregularcleaningoperations, butshalluseasteam cleaner to clean sections of hardscapes when pressure washers are not sufficient to thoroughly wash surfaces.
4. Thenozzlepressureofequipmentshallnotbesogreatsoasthedislodgetile/pavergroutorcause damage to hardscape or surfaces.
5. All trash, debris, tar, freestandingoil, grease, liquids, "greenwaste, "food, cigarettebutts, stains, liquids, graffiti, blood, birddefecation, feces, vomit, brokenglass, andothermaterials, substance, and contaminantsshall be removedfrom hardscapeand parkamenitiesupon completion of power washing.
6. Contractorshallprovidemonthlypressurewashingschedules.
7. TheContractorshallpressurewasheacheachdesignatedareawiththefollowingrecurrence:
a. Weekly Basis
Gazebos or Patio Structures
ii. Benches, BBQ's, picnictables, drinkingfountains, otherparkamenities iii. Playgrounds, equipment and surface
iv. Exercise Equipment and surfaces
V. Restroomperimeterto includethe exterior of the buildingand thehardscape with 25' radius a. Bi-Weekly Basis
Sports Courts (Tennis, basketball, volleyball, handball to include the court walls, etc.)
ii. Trash Receptacles
iii. Bleachers to include 25' radius around locations
iv. Dugouts and benches
V. Doggie Stations
vi. Kiosk and Educational Signs
RFP 23- 151 Landscape Maintenance Services Page 56 of 135
SECTION XIII
UNHOUSED AREA CLEAN UP & TASKS
A. General Specifications
1. Contractor shall be responsiblefor cleaning miscellaneoustrash items left by unhoused individuals during Contract hours.
2. Contractorshallremoveandproperlydisposeof abandoneditems (trash) daily.
3. Interactionwith homelessmaintenancecontractor, CR, City officialsandstaff, and/or lawenforcementpersonnelmaybenecessaryasitpertainstosecuringandrestoringthe imprint.
4. Contractorshallreportto theCRregardinginterferenceincontractualexecution (unableto mow, pickuptrash, etc.) dueto unhousedindividuals, within24 hours.
5. Contractorshallreportanythreateningindividualstothe CR immediately.
6. Allpersonalbelongingsshallbeproperlybaggedandidentifiedwithatapetagindicatinglocationname, dateandtimeof removal, andtrucknumber. Thesebagsshallbe storedat a City location.
RFP 23- 151 Landscape Maintenance Services Page 57 of 135
SECTION XIV
DRAINAGE APERTURES
A. General Specifications
1. Contractor shall inspect surface drains ( i.e. catch basins, flow structures) located within the landscaped areas daily.
2. Surface drains, including catch basins where applicable, shall be maintained free of obstruction and debris at alltimes to ensure proper drainage.
3. Contractorshall removeany debrisor vegetationthat mightaccumulateto preventproper flow of water.
4. During periods of inclement weather, Contractor shall take extra care to ensure all drains and drainage areas are kept clear of debris and that water is draining properly.
5. All costs incurred by the City to repaired damage due to improper drain cleaning will be recovered from Contractor.
RFP 23- 151 Landscape Maintenance Services Page 58 of 135
SECTION XV
PLANT ADDITIONS AND/ OR REPLACEMENTS
A. General Specifications
1. Contractor may be requested to replace damaged or destroyed trees, shrubs, vines, groundcover or flowers.
2. Work shall be considered as AEW unless otherwise specified. Exceptions are replacements due to Contractor' s negligence, as determined by the CR.
3. Contractor shall replace all damaged plant material due to Contractor' s negligence within five (5) working days.
RFP 23- 151 Landscape Maintenance Services Page 59 of 135
SECTION XVI
GUARANTEE AND/ OR REPLACEMENT POLICY
A. General Specifications
1. Plant Health Care ( PHC): The Plant Health Care approach to managing trees and shrubs recognizesthat, in most cases, planthealth problemsarethe result of manyfactors, notjust a single agent. PHC takes a holistic approach when making management decisions that focuseson plantsandtheir interactionswiththe livingandnonlivingelementsof the landscape.
2. PHCattemptsto preventproblemsbeforetheystart. Managingplantshealthinvolvesproper planning, plantselectionanda widerangeofculturalpracticesaimedatimprovingsiteand soil conditions. When combined with careful monitoring to identify pests in the initial stages these practices greatly reduce dependence on pesticides.
3. All new plantmaterialand irrigationinstallationsshall be guaranteedfor a periodof one (1) calendaryear, unlessdamage or deathof plant material is dueto wind, storm, vandalism, riots, war, fire, flood, earthquakes or other events over which the Contractor has no control.
4. Existingplantsshall be replacedby Contractorif it is determinedby the CR thatthey were damaged or destroyed due to Contractor' s negligence.
RFP 23- 151 Landscape Maintenance Services Page 60 of 135
SECTION XVII
REPORTS AND SCHEDULES
A. General Specifications
Contractor shall submit reports and schedules as requested and as outlined below and in Appendix A and Appendix B. Failure to submit reports and schedules in a timely manner may result in a delay of monthly payments or a deduction. All reports and schedules shall be either provided by, or in a format approved by the City.
B. Reports
1. The following are requiredreportsand frequencyof deliverybyemail andfollowedupby phone call to CR:
a. Personnel staffing by area, total employees, total hours — as submitted to DIR b. Pesticide application reports — daily, including NOI c. Pesticide Use Reports — monthly
d. Incident and Accident Reports — immediately
e. Hazard Reports — immediately
f. Refuse — shall be kept on file by Contractor and correlated with an invoice g. Fertilizer application ( if applicable) — daily, by site, amount, date, material h. Water truck (if applicable)— gallons per week
i. Irrigation system malfunction (central control) or shut down — monthly j. Vandalism — weekly, by site
k. Homeless encampments — weekly
I. Sports field renovation schedule — will be provided by CR. m. Lake problems or challenges — immediately
n. Damage to appurtenances — immediately
o. Plant replacement, by area — immediately
p. Emergency call out log — monthly
q. Consumable goods log — monthly
r. Irrigation audits — monthly
s. Hardscape cleaning — monthly
t. Pest control advisor recommendations — as required by California Code of Regulation
u. Safety inspection log for Contractor's yard, equipment, performance - monthly v. Additional Extra Work — weekly, as requested
w. Vacant lots log contract completion — quarterly
x. Tot lot rototilling — monthly
y. DG pathways repair/maintenance — monthly
z. Bike trails/Asphalt Cement walkways — monthly
RFP 23- 151 Landscape Maintenance Services Page 61 of 135 aa. Pressure washing amenities and playgrounds — monthly
2. Additional reports may be occasionally required to assist the City. These reports shall be detailed, thorough and may include, but not be limited to, the following:
bb. Suggestions for improving problem areas;
cc. Proposal needed prior to performing any Supplemental Work; and dd. Large scale projects.
C. Schedules
1. Monthly Maintenance Schedule
Contractor shall provide a maintenance schedule to the City in calendar format within thirty 30) days of the start of the Contract. Schedules shall show the day of the week the operation is to be performed, or the order of rotation areas will be serviced, such as for debris pickup or pruning operations. These schedules will be entered into the work order system and Contractor performance will be evaluated based on this rotation.
2. Required schedules and frequencies of delivery are:
a. Mowing services for each park site — weekly
b. Shrub trimming ( backup lot, medians, parks, MOU)— quarterly c. Irrigation audit — quarterly
d. Irrigation evaluation of athletic fields — weekly
e. Divot/low spot filling of sports/ priority fields — weekly f. Tree raising — weekly, as needed
g. Coal bin cleaning — weekly
h. Sand lot rototilling — bi-weekly
i. Weed abatement ( spray followed one [ 1] week later by string trim) — quarterly j. Weed abatement ( vacant lot/wild lot) — quarterly
k. Other weed abatement — monthly
I. Cleaning of parking lots and park roads — weekly
m. Mulching — bi-annually
n. Sport court cleaning — weekly
o. Groundcover trimming — monthly
p. DG surface repair — monthly
q. Bike trail chemical edging — monthly
r. Special projects and locations — as requested
s. Supplemental and locations — as requested
t. Irrigation programs — weekly
u. Additional Extra Work— as needed
v. Lake cleaning — weekly
w. Lake debris — daily
RFP 23- 151 Landscape Maintenance Services Page 62 of 135 x. Other items as requested by the CR — as needed
3. Any other activities that Contractor performs on a regular or semi -regular basis and as determined or requested by the City will require a schedule to be submitted.
4. Contractor shall submit revised schedules when actual performance differs substantially from planned performance. Said revisions shall be submitted to the CR for review, and if appropriate, approval, within five ( 5) working days prior to scheduled time for the work.
Notification of change in scheduled work due to circumstances beyond the control of Contractor must be received by the City at least 12 hours prior to the scheduled time for work to begin.
5. All schedules shall be of a format either supplied or approved by the City.
6. Contractor shall adjust work schedules within the same week to accommodate all City - observed holidays, during inclementweather, under emergency notification, andfor periods of excessive rainfall.
RFP 23- 151 Landscape Maintenance Services Page 63 of 136 9)
A. Irrigation Reports
CITY OF SANTA ANA
SECTION XVIII
IRRIGATION REPORTS AND SCHEDULES
1. Written reports of any repairs or modifications to the irrigation system shall be turned monthlyto DR. Failureto do so may delay payment of invoices.
2. Examplesof otherwrittenreportsContractorshall provideare:
a. Monthly irrigation system audit sheet
b. Irrigationzone narratives, shall keepa plot plan atthe controllers when applicable)
c. Irrigation material purchase request (if applicable) d. Create and maintain an inventory log of irrigation equiptment components throughout the city, by District.
B. Irrigation Schedules
3. ContractorshallprovideanIrrigationControllerProgramLogforeachmanual controller by area within thirty (30) days of the start of the Contract. Any changes to the regularscheduleshall be reportedto the CR immediatelyandrecordedon the Irrigation Controller Program Log.
4. Contractorshallprovideto the Citya scheduleofall manually -wateredareas, includingthosewhere use of a vehicleis required, within thirty (30) days of the start of the Contract. Any changes to the regular schedule shall be reported to the CR immediately and recorded on the schedule.
RFP 23- 151 Landscape Maintenance Services Page 64 of 135
SECTION XIX
CIVIC CENTER
A. General Specifications
1. In additionto the standardGrounds -LandscapeSpecification, the followingspecial maintenanceshallbe performed. DowntownCivic CenterGroundsand Landscape — The Downtown Civic Center Area is the home of federal, state, county, and city governmentforOrangeCounty. Theclassificationofmaintenancerequiredatthissite is considered " high -end commercial."
2. All pedestrianhardscapeareas, includingbut not limitedto plazas, malls, sidewalks, pedestrianstreetcrossing, vehiculardrop-offareas, etc., shallbeblownand/orswept cleandaily; Monday - Friday. TheContractoris notresponsiblefor blowingparking lots, onlyfor litterremoval. Contractoris notresponsiblefor pressurewashing.
3. Allsiteamenities, includingbutnotlimitedto, signage, benches, handrailing, electrical boxes, publictelephones, newspapermachines, cigaretteurns, lightbollards, etc. shall be completelywipedcleanwith a germicidalcleanserand polishedcontinuouslyas stains and dust appear.
4. Alltrashreceptaclesshallbeemptieddaily, seven (7) daysperweekandreplacedwith new trash liners. The Contractor shall install trash liners so as not to be seen on the exterior of the receptacles. The Contractor shall be responsible for replacing missing trash receptacle lids and interior waste receptacleswhen missing. Lids and interior wastereceptaclesshallbeprovidedbytheCity. Lidsshallbecompletelywipedclean with a germicidalcleanserandpolishedcontinuouslyasstainsappear.
5. All cigaretteurnsshallbesifteddailyMonday, Wednesday, andFriday. Thesandinthe cigaretteurnsshallbefreshandleveled. Contractorshallreplacecigaretteurnsandwith 20 white silica sand once per month.
6. All drinkingfountainsshallbe completelywipedcleanwitha germicidalcleanserand polishedtoahighlusterwithanapprovedproductonMonday, Wednesday, andFridayof each week.
7. All treesbelow15' shallbeprunedfour (4) timeperyear (first weekin January, April, July, andOctober) usinghandshearsandloppers. Theintentis toprunetheplant material without the average lay person noticing the cuts.
8. All shrubs requiringhedgingshall be trimmedeverytwo weeks.
9. Replaceall 52 stateflags inthe Plazaofthe Flagsthe firstweek of JanuaryandJulyof eachyear. Flagsto beprovidedby City.
10. All turf in the Civic Center area is considered priority turf.
11. Perennial/AnnualColor: All perennial/annual color beds shall be maintainedand planted/rotatedthree (3) timesperyear (firstweekofJanuary, May, andSeptember) as detailed in Attachment 5.
12. Fertilization: Cyad and Palmsshall be fertilizedtwo (2) times per year (first week in March and September) per the City's agronomic plan.
13. The Contractorshallbe requiredto cleantrashand largedebrisin parkinglots in the CivicCenter. Theworkshallbe performedinthe earlymorninghoursor at a time of daythatwillnotdisturbresidents. Iftheworkistobeperformedduringtheday, the contractorshalldevelopa strategyto closeoff parkinglots to preventpeoplefrom parkingsohe/shemaycleantheentireparkinglot.
14.AII signage, drinkingfountains, concretepads, trash receptacles, site furniture, bollards, concrete or asphalt areas with stains around trash receptacles, security RFP 23- 151 Landscape Maintenance Services Page 65 of 135 lights, park benches, walls, and the pavement beneath them and other Civic Center amenities shall be cleaned daily.
15.The contractorshallrake, handremove, or vacuumleavesthatare not absorbedby planting. This shall be done as often as required to maintain a neat appearance.
16.After heavy windstorms or other inclement weather that impacts sites under this agreement, the Contractor shall bring in extra staff to clean all Civic Center areas within twenty-four hours (24 hrs.) at no additional cost to the City. Debris (80 lbs. or less), such as but not limited to, litter, fallen branches, trash, limbs, branches, soil erosion, etc., shall be removed from the worksites.
17. Draininletsshallbecheckedand if necessarycleanedonceperdayto avoidflooding of areas during inclement weather.
18. The Plaza of the Flags shall have flags displayed at all times. The Contractor shall visually inspect the flags every day to assure they are in good condition. Should, in the opinion of the DR, any flag is not in good condition (faded, discolored, torn and/or having holes) the Contractor shall immediately request a new flag from the DR.
Contractor shall raise the new flag immediately upon receipt from the DR. The Contractorshall replace all flags twice a year (January, July) with flags providedby the City.
19. JapaneseGardenPagodashallbecleaneddaily.
B. Annual Color Planting and Maintenance Specification at Civic Center
1. Before each annual plantingthe area should be tilled 8 to 16 inchesdeep. Organic matterinthe formof nitrifiedredwoodmustbeincorporatedto a depthof 8" of thetop soil. The contractadministratormay adjustthis if adequateorganicmatteris already present in the soil but the successful bidder must be prepared to incorporate this organic matter at every color rotation. Organic matter must comprise 25% of the soil volume where the roots will be. This requires 2" of nitrified redwood tilled to an 8" depth. Apply 1.5 pounds of nitrogen per 1000 sq. ft. as a complete low nitrogen material with a ratio of 1:2: 1, 1: 1: 1, 1:2: 2 or similar. Do not use a higher rate of nitrogen as this may result in excessive vegetative growth and a suppression of flowering. After establishment, fertilize as necessary to maintain a robust appearance and maximum flowering. After incorporating organic material and other supplements, the beds must be raked smooth and slightly mounded. Sticks clods and other material must be removed from the bed.
2. Duringplantinggentlycrushtherootmasswiththefingersto stimulaterootgrowthin the surrounding soil. Begin planting in the center of the bed and keep traffic in the worked soil to a minimum. Make the hole slightly larger than the root ball and set the plant at the same depth or slightly higher than it was growing inthe container. Smooth out the soil around the plants after planting, including footprints. Water plants to a depth of 5 inches immediately after planting for 4" plant material (deeper for larger pots).
3. Plantsareto be rotatedfour times a year and are to be kept diseasefree and healthy on a consistent basis. There must be no dead or missing plants at any time and the beds must bekept ina weed free condition. Plantswill be in 4" pots andwill be planted in an 8" triangular spacing pattern. Rows must be in a straight alignment at the time of planting. Plantspeciesthat may be plantedat different times ofthe year may include but not be limitedto the following annual bedding plants:
a. Spring/ Summer— April through October 1
RFP 23- 151 Landscape Maintenance Services Page 66 of 135 C. Vandalism
Alyssum, Lobelia, Salvia, Marigold, Gloriosa daisy, Penstemon, Cosmos, Dahlia, Impatiens, Begonias, Double Impatiens, Petunia, Verbena, Vinca rosea (periwinkle) Zinnias
b. FaIINVinter
Iceland poppies, Pansies, Viola, Stock, Snapdragons, Primroses, Ranunculus
1. Contractor shall check annual color beds daily (Monday through Friday). If plants are missingor vandalized, the Contractorshallprovidethe City's representativewith a proposalto replacemissing/damagedplants. AftertheCity'sRepresentativesignsthe proposal, theContractorshallthenreplant/replacemissing/damagedplantswithin48 hours.
2. The City's contract administrator shall be the sole judge of whether the above specifications are met. The contract administrator shall also approve the types and combinations of color bedding plants prior to installation.
D. Quality of Life Team (QOLT) (Civic Center)
1. Homeless and Transient Encampent Clean Up
a. Contractor shall remove transient/ homeless encampments that may include, but is not limited to tents, soiled clothing, blankets, human feces, hypodermic needles, and items listed above. Clean up multiple encampment sites shall be scheduled or on an on -call basis. b. Work will consist of surveying sites, collecting debris, dismantling temporarystructures, removingtrash, and disposingof all debrisat a localfacility specifiedby the City. Jobsitescan be in heavy foliage, embankments, train tracks, creeks and other areas requiring alertness to the environmentand pre -planningto preventinjury or illness.
C. Contractor shall remove unwanted natural or environmental materials including, but not be limited to, bio-waste, dirt, nests, hypodermic needles, silt, feces, grime and similar.
2. Removal and disposal of debris/ rubbish, including:
a. Trees, cut brush, dead trees, tree limbs, and similar materials, b. Furniture, mattresses, appliances, scrap metals, junk, automobile parts or machinery, tires, televisionsand otherelectronic devices, c. Structure demolition, includingwood frame, concrete, asphalt, bricks or other construction debris,
d. Garbage, litter, cardboard, metal cans, glass, feces, fruit/vegetable matter,
e. Hand sweeping (or blowing) of streets, alleys, sidewalks and similar areas.
Contractormayberequiredto occasionallyperformconfinedspaceclean-upforentry into designated areas.
RFP 23- 151 Landscape Maintenance Services Page 67 of 135
4. Contractormaybe assignedto workalongsideSantaAna PoliceDepartmentand Social Services/OutreachSupportWorkerswhenclearingtransient/homelessencampments.
Immediatelycontactthe Cityof SantaAna PoliceDepartmentinthe eventthatweapons are found. Under most, circumstances, the City's Police Department will have confiscatedweaponsand illegalcontrabandpriorto the arrivalof the Contractor.
6. ContractormayberequiredtopostCityprovided "NoticetoCleanorRemoveProperty" signsattheworksitepriortothe commencementofeachremovalprojectasestablished inthework -scopeandasdirectedbyCityrepresentative. Dependingoncircumstances, thispostingmayoccur24-hoursfromthedateofthecleanupor asdeterminedbythe ProjectsManager. Contractorshallphotographpostednoticesto documenttime and locationofpostingasinstructedbyProjectsManagerandCity.
7. Contractormayberequiredtobagandidentifypersonalpropertyleftbehindatclean-up sitesandtransportthemto a placedesignatedby the ProjectsManageror City.
Guidelinesfor propertyidentificationwillbeprovidedbythe City. Suchitemsincludebut arenotlimitedtoitemsingoodrepairsuchasorganizedbackpacks, cleanandclearly identifiedmedication, eye glassesin goodcondition, wallets, handbags, jewelry, operating watches, non -soiled duffel bags, and non -soiled and organized bedrolls.
8. General:
9. Staffing:
a. Furnishalllabor, equipment, materialsandsupplies (includingtrashbags and any other supplies necessary), tools, services and special skills requiredto performallserviceslistedaboveon Citystreets, alleys, and various locations and other related services as set forth in the Scope of Servicesand in keepingwith the higheststandardsof qualityandperformance. b. Cooperatefully with all authoritiesregardingany investigationsof the precedingactivities. Submita completedreportto ProjectsManagerby the nextbusinessdayfollowingwork completedunderthis contract. a. MobilUnit: Two (2) full-timeemployeesfromMonday— Fridayfrom7am- 4 pmto collect, bag, andtaglostandabandonedpropertywiththeQOLTteam. b. They requireda full-size vehicle with an electric dump trailer, or equivalent, to assistwith homelessrefuse pickup.
c. CityYardStorage: One (1) full-timeemployeefromMonday -Fridayfrom 7:30-4:30managingthe storagefacilitycenterlocatedat the CityYard. d. No vehicle is required.
e. StaffshouldbetrainablebyCityStaffandSAPDfor homelessproperty pick up and storage.
RFP 23- 151 Landscape Maintenance Services Page 68 of 135
SECTION XX
LAWN BOWLING
A. General Specification, Lawn Bowling
Mowing, irrigation, andfertilizingaretheprimaryturfgrasspracticesneededto sustaina turf surfaceofacceptablequalityonabowlinggreen. Mowing, irrigation, andfertilizingareinterrelatedto sucha degreethata reductionin leafareabyreducingthe mowingheightor usingthevertical mowerstooaggressivelywouldrequireanadjustmentinthefrequencyandintensityoffertilizing and irrigation.
Throughoutthegrowingseason, theturfgrassgrowsbothverticallyandhorizontally. Whenthe turfgrassgrows, it getslonger, andthemattgetsthicker. Correctmowingofthelawnbowlsgreen maintainsthe smoothandconsistentrollingofthe bowls, andthegrassshall notgetlongerand thicker to maintain an ideal playing surface.
B. Mowing
Equipment required for The Santiago Park Lawn Bowling Greens are required:
a. Scott Bonner 30" Queen Mower 16-blade reel mower with a Honda
5.5 hpgasengine, OR EQUAL
b. Groomer OJLBC- 20002-08, OR EQUAL
c. Sand Spreader OJLBC- 2005-07, OR EQUAL
d. GROUNDSMANAERATOR OJLBC-1998-05Model 460, OR EQUAL
1. BowlingattheSantiagoParkgreensmustbedoneinanorth -southdirection. Mowing should be done at a 45-degree angle to the roll of the bowl. Therefore, the mowing directionsatthegreenshouldbenorthwesttosoutheastornortheasttosouthwest.
Contractormust perform mowingas follows:
a. These directions should be rotated each time mowing is done. b. Duringthe monthsof AprilthroughNovember, mowtwo (2) times per week; set mower height to 1/8".
c. Duringthe monthsof OctoberthroughMarch, mowonceperweek; set mower height to'/ 4".
d. Overlap each passof the mower by 50%.
e. The Scott Bonner blade is sharpened at a 90- degree angle, enabling the blade to be removed and reversed. When both sides of the reel are dull, the blade is removed and back lapped.
2. DethatchingNerticutting :
a. Contractormust removethatch materialto allow properwater and nutrientpermeability. Thatch is a buildupof dead and decaying herbaceousmaterial at or slightly below the ground level. If thatch remains, theturf buildsupunevenlyandis moresusceptibletofungus infections. The thatch slows the roll of the bowl and can alter the course of the roll.
b. Contractormust removethatch duringthe months of April through November Verticut, dethatch, and level green twice a week. Set cuttingblades' heightto'/ 4inchin depth.
RFP 23- 151 Landscape Maintenance Services Page 69 of 135
3. Grooming:
4. Aeration:
a. Contractormustperformgroomingservicesduringthe monthsofApril through November every year.
b. Contractormustgroomgrasstwice a week as describedon page6 of greens maintenance manual. Schedule work for Tuesdays and Thursdays. Set the cutting bladesdepth to 1/16 inch.
a. Contractormustperformaerationduringthe monthof Marchevery year.
b. Conractor must plug with '/z-inch diameter 6-inch long hollow tines.
Removedebrisfromthegreensafterplugging. Backfillthe emptyholes with purewashed sand sieve #60, approximately7 tons.
c. After aeration, coordinate fertilization with the IPM contractor ( separate contractor) and immediatelyfinish by watering.
RFP 23- 151 Landscape Maintenance Services Page 70 of 135
SECTION XXI
CENTENNIAL PARK
A. Centennial Park:
The Contractor shall clean and maintainthe following areas of Centennial Park:
1. TheparkinglotsouthofRanchoSantiagoCollegeisa partoftheagreementsite.
2. The unimprovedplantingareaeast of RanchoSantiagoCollegeis a part of the agreement site.
3. The irrigatedarea outsideof DanYoung SoccerComplexto thewest is a partof the agreement site.
4. TheContractorshallpressurewashoff dailyfrompedestrianhardscapeareasbird droppings.
SECTION XXII
VACANT LOTS
A. Vacant Lots
The Contractorshall performdaily blowing -off, trash and debris removal, includingmanaging weeds.
1. 101" and Flower
2. 1s' and Mountain View
3. Bristol and Tolliver
4. Bristol and Myrtle
RFP 23- 151 Landscape Maintenance Services Page 71 of 135
SECTION XXIII
SANTA ANA STADIUM
A. Santa Ana Stadium
The historic Santa Ana Stadium is a premier youth football and soccer venue. In addition to the standard Grounds -Landscape Specification, the following special maintenanceshall be performed:
1. All pedestrian hardscape areas, including but not limited to, grandstand bleachers, ramps, tunnels, and sidewalks, shall be blownand/or swept cleandaily, seven (7) days per week.
2. All parking lots, safe dispersal areas, vehicular drop-off areas, etc. shall be blown and/or sweptcleanonce perweek, on Thursdays. Trash shallbe pickeddaily.
3. All site amenities, includingbut notlimitedto, signage, player benches, handrailing, public telephones, etc., shall be completely wiped clean with a germicidal cleanser and polished to a high luster with an approved product on Friday of each week.
4. All grandstand bleachers shall be inspected continuously and wiped clean as stains and dirt appear.
5. All turf in the Stadium area is consideredpriority turf.
6. All surfaces within the Stadium ( including tunnels, bleacher areas, all walkways, seats) shall be high pressure washed quarterly (the third Monday of July, October, January, and April) to remove stains, gum, candy, dirt, etc. See pressure washing scope.
7. The contractor shall be able to provide additional staff for special events, before and after, at the stadium to handle the additional trash and debris. These special event services shall be billed per event.
RFP 23- 151 1Landscape Maintenance Services Page 72 of 135
SECTION XXIV
SANTA ANA ZOO
A. Santa Ana Zoo ( Zoo)
The Santa Ana Zoo was established in 1952 and is a 20 acre zoological park and botanical garden.
Dueto the sensitivityof the animalsat the zoo and unique plantings, there are some variances from the standard Grounds -Landscape Specification. The following special maintenance shall be performed for the Zoo site only.
1. The Contractor shall use electric -powered equipment in the course of providing serviceatthe Zoo. Gaspoweredequipmentis notallowedunlessapprovalisgranted by the CR.
2. All turf at the Zoo is considered casual turf. Casual turf at the Zoo shall be mowed using a Mean Green Mowers EVO or equivalent commercial electric mower as approved by the CR.
3. The interior courtyardadjacentto the cafe and playgroundsees the highestuse levels of allturf areasat thefacility. Thislocationshouldbeoverseededandrenovatedas needed throughout the year to maintain consistent turf quality, aesthetics, and providethe highestamountof usabilityforvisitors. Thisshouldbecoordinatedwith the CR for the Zoo.
4. TreeEdgingNo -MowTurf - Treesmaintainedwithnaturalno -mowlawns (i.e. Carex sp.) shall not have shovel cuts aroundtrees.
5. All mulch at the Zoo shall be 2" minus composted mulch applied to a 2" thickness unlessapprovedbythe CR. Mulchshallnotcoverrootflare oftreesandthe baseof shrubs leading to plant health issues.
6. To lessen the impact on daily Zoo operationsand provide the bestwell-beingfor the animals, treepruningspecificationsincludetreesupto 30' heightwithDBHlessthan 18". This is restricted to the interior of the Zoo and immediately adjacent to animal habitats. This specification allows for ornamental pruning of small and moderate sized trees to occur throughout the year along with routine landscape maintenance services. Thishastheeffectof spreadingouttheburdenonthefacilityanddrastically reduces the amount of time areas need to be closed off to the public. Large trees and trees outsidethe publicareasare not included. Pleasesee attacheddiagramfor a map.
7. An ISA TRAQ Certified Hazardous Tree Professional shall evaluate all Zoo trees and providea writtenreportusingtheArborAccessTreeManagementSoftwareprogram or an approvedequal) one time only within six months of the start of the contract.
8. Tree Establishment — " Treegator" Slow Release Watering Bags or similar shall be providedfornewlyplantedtreesasdeterminedbytheCR, GatorBagsshallbefilled weekly for the first two growing seasons.
9. California Natives and Drought Tolerant Shrubs - Selectively prune and trim all native plants during appropriateseasonsto ensure pedestrianpaths, walkwaysand sidewalks are not impeded or as necessary based on best horticultural practices. i.e. Romneyacoultefi prunedto 6" in late summeror fall, SalviaCleveland# pruned in fall, Zauschenriasp. established plants cut back hard in winter after flowering.
10. Bamboo - Dead, old, small, leaning or misshapen culms shall be removed annually.
Cuts shall be made as close to the ground as possible and straight across so there RFP 23- 151 Landscape Maintenance Services Page 73 of 135 are no dangerous, sharp points sticking out of the ground. Care shall be taken to avoid damaging newly emerging culms. The CR will provide additionaldirection on which clumps may be topped to increase the screening effect or "legged -up" for aesthetics. Giant timber bamboo shall be maintained with a minimum of 12" distance from building foundations.
11. Epiphytic Specimen Plants - Epiphytic plants ( Platycerium sp., Bromeliads, Anthurium sp., Tillandsia sp., Laelia sp., etc.) require special attention and may not have dedicated irrigation systems. These specimen plants shall be hand -watered at varying intervals depending on the time of the year based on horticultural requirements. Platycerium shall be fully drenched including the fronds.
12. Ornamental Grasses - All Cortaderfa selloana ( pampas grass) specimens smaller than four feet in diameter shall be removed immediately and disposed to control invasiveness. Warm -season grasses shall be cut to the ground in fall or winter consistent with best horticultural practices. Ornamental grasses shall be cut within 6" with a flat top and not mounded. Large clumps (5+ seasons) only exhibiting growth around the edges of the clump shall be dug up, divided, and replanted.
Thysanolaena maxima specimens shall be minimally pruned to maintain form and tidiness.
13. Animal Enclosures& Animal and Human Safety - The Contractor's workers must not enter animal enclosures without prior approval from the Zoo Manager or their representative. Workers must not touch or feed any of the Zoo's animals. In the event of an escaped dangerous animal, the workers will be asked to stop work immediately and evacuate the zoo. Annually, the Contractor shall provide their employees working in and around animal exhibits with basic training on zoonotic disease prevention and common-sense sanitary measures. The Contractor shall meet with the Zoo Director or their representative for relevant information before commencing work.
14. Gutter Maintenance - The Contractorshall pay attentionto clearanceof gutterswithin the Children' s Zoo area to prevent blockage and the growth of weeds.
15. Zoo Closure Days - The Zoo is closed to the public on Thanksgiving Day, Christmas Day (December 25), and New Year's Day (January 1). The Zoo is open all other holidays. The Zoo may be closed to the public during severe inclement weather.
Closure days are subject to change by the CR.
16. Rock Mulch Groundcover - Cactus and succulent beds are to be mulched with Dos Rios Pebbles 3/8" by Southwest Boulder and Stone or equivalent type to match existing as approved by DR. Pebble mulch shall be maintained at a 1" depth and kept off adjacent walkways.
17. General Maintenance, Daily Maintenance - All trash and debris ( branches, glass, metal, paper, etc.) on the ground or in trash receptacles shall be removed from all worksites, landscaped and paved areas each day Monday through Sunday before 10:00 a.m., when the Zoo opens to the public. All organic debris (twigs, leaves, fruit, sand, gravel, rock, wood chips) on the pathways shall be removed from paved areas each Monday and Friday before 10:00 a.m., when the Zoo opens to the public. DG pathways shall be maintained through limited blowing and raking to reduce particulate pollution and dust in animal habitats.
18. Washing Landscape Material -To maintain plant health and aesthetics, plant material shall be washed down on a regular basis to remove any accumulated dust and cobwebs.
RFP 23- 151 Landscape Maintenance Services Page 74 of 135
19. Inspectionof PerimeterFence — Daily, the Contractorshall inspect the integrityof the chain link perimeterfence for breaches and advise the Zoo Director or CR of issues.
20. Trimming and Weed Removal within Exhibits —
a. Quarterly, the Contractor shall blow -off leaf litter accumulating on animal exhibit roofs, netting, cages, etc. including, but not limited to, Colors of the Amazon Bird Aviary.
b. Monthly, the Contractorshallinspectplantmaterialin the animalexhibitsfor damage to the netting and trim plants pushing through animal exhibit roofs, netting, cages, etc. to prevent damage.
c. Contractor shall perform weed removal in the Anteater and Amazon's Edge exhibits.
21. Pressure Washing - The Contractor shall perform weekly and as necessary pressure washingof pavedareas, sitefurniture, drinkingfountains, etc. inthe cafeeatingarea.
22. ResettingSeating — TheContractorshall, MondaythroughSunday, before10:00am each morning, reset all tables and chairs in the Zoo.
23. Blowing -Off Exhibits — The Contractor shall blow- off/ clean animal exhibit roofs, netting, cages, etc. on a routinebasis. Prior to performance, the Contractorshall coordinate with the CR.
24. Storm Drain Maintenance — The Contractor shall continuously maintain the Zoo' s storm/areadrains, includingthe filterfiber by keepingthem clean andfree of debris.
The Contractor shall change the storm/area drains filter fiber, which shall be provided by the Zoo, as necessary.
25. Weekly Meeting — The contractorshall plan to havea standingweekly meetingwith the CR and involve the IPM representative in the meeting.
26. All IPM and Agricultural pest control services at the Zoo only shall be performed under a separate agreement by a state licensed/certified agricultural pest control QAL licensed company.
RFP 23- 151 Landscape Maintenance Services Page 75 of 135
APPENDIX
TERMINOLOGY
A. Interpretation / Terminology
The following terms are for convenience and reference only and are not intended to define or limit the scope of any provision hereof. The following words shall be construed to havethe followingmeanings, unlessotherwiseapparentfromthe context inwhichthey are used:
1. As Needed: To maintainthe groundsin a clean appearanceas determinedby the City. The intent is to permit the City to receive services beyond the scheduled frequencies on an occasional basis. Should a service be needed on a consistent basis the City shall amend the Contractwith Contractor subject to approval by the City Council.
2. Additional Cleaning (or Operation): The completion of all maintenance tasks, in whole or in part, to ensure that the specified conditions resulting from the Initial Cleaning" or "Initial Operation" sustained or retained.
3. Appurtenances: Objects or features, which are component parts of the areas to be maintained. Appurtenances include, but are not limited to: seat walls, bollards, valve boxes, bike racks, fences, walls, monument pedestals, decorative features, benches, picnic tables, light standards/flag poles, handrails, electrical panels and transformer enclosures, and signage.
4. Sport/PriorityTurf: Grasssurfacesare maintainedfor the goal of primarily providing a smooth, safe playing surface for sports.
5. Automated Irrigation System: Valves, sprinklers, etc., that are operatedusing a controller which functions electrically, hydraulically, or thermally.
6. Biopesticide: Certain types of pesticides are derived from such natural materials as animals, plants, bacteria, and certain minerals.
7. BMP: Best ManagementPracticesare identified by individual industryand must be incorporated into the operational management of the Contract.
8. Centrally Operated Irrigation System: Sprinklers, valves, etc., are turned on remotely from centralized software.
9. ConfinedArea: An area of turf bordered on three (3) or more sides by shrub beds, planters, hardscapes, walls, fences, play areas, decomposed granite areas, or other like borders.
10. Contiguous Hardscape: Hardscape medians that are on the same street as the landscaped medians and continue through to the next major intersection.
11. CR: City Representative.
12. EIC: Employee in Charge.
13. Emergency: An unforeseencombinationof circumstancesor the resulting state that calls for immediate assistance or relief.
14. AEW: Authorized Extra Work not in the contractto be approved by CR before starting or completing. AEW's will state the hourly rate of each laborer and trade to make the repairs, sample sheet attached. However, in case of a callbackfor workmanshipfailures approvedthrough the AEW, the city will deduct a similar rate to make the corrections via a failure to perform ( FTP).
15. ET: Evapotranspiration, or the water lost from a plant system due to evaporation from soil or transpiration of water through the plant.
16. Casual Turf: All grass locations which are primarily used for leisure activities and not used for sports. Not sports or priority
17. Green Waste: Any waste from vegetation, including but not limited to: tree trimmings, grasscuttings, dead plants, leaves, branches, wood and dead trees, and similar materials naturally occurring within the subject areas, or generated as a result of services provided by Contractor. "Clean Green Waste" shall not contain more than 10% contaminants.
18. Hardscape ( or Hardscapes, Hardscape Areas): Sidewalks, walkways, patios, quads, gamecourts, bikepaths, pavedareas, and likesurfaces.
19. Hazard: Anythinglikelyto causea personor animalharm.
20. Homeless imprint: An area defined by belongings, including personal items such as tents, carts, tarps, blankets, furniture, and food, which appears to be a settled area.
21. Initial Cleaning ( or Operation): The first cleaning or first maintenance operation of several scheduled for a given day.
22. Interior Roads: Roads that are contained within the boundaries of a given area.
23. Litter: All paper, plastic, cans, bottles, or othermaterialdiscardedinor onany location within the Contract area other than in a trash container provided for that purpose.
24. Non -emergency: An unplannedservice requirementthat needs additional attention in a prescribed period.
25. Pesticide: Productsthat prevent, destroy, repel, or mitigatea pest, orwhich are plantregulators, defoliants, desiccants, or nitrogenstabilizers. A registered chemical is identified using an EPA and/or Cal Registration Number, or both.
26. Recyclable Material: Plastic, glass, or aluminum materials have economic value when separated from trash.
27. Repair or Replace: Equipment or property shall be repaired or replaced as determinedby the City with like kind and quality. The intent is to maintainthe equipmentorpropertyingoodconditionandconsistentwiththecurrentmodel brand or manufacturer.
28. ROC: Rail Operations Center.
29. ROW: Right-of-way.
30. SDS: Safety Data Sheet
31. SpotCleaning: The cleaningof onlythoseportionsof a floor, walkway, wall, fixture, table, furnishing, handrail, bench, or other surface(s) which are soiled dirty, stained, marked, smudged, etc.), where the entiresurfacemay not be sufficientlysoiledto warrantcleaningtheentiresurface. The contractorshall interprettheterm "spotcleaning" toincludethecompletecleaning/washingof any surface which does not or would not, have a clean, uniform appearance after the cleaning of only portions of that surface.
32. StreetSidewalks (orExternalSidewalks): Sidewalksor pavedwalkwaysthat parallelstreets, andwhich may exist onthe perimeterof or adjacentto theareas to be maintained.
33. Trash: All litter, garbage, refuse, rubbish, dead fish and birds, human or animal feces and other materials and substances discarded or rejected as being spent, useless, worthless, or waste.
34. PressureWashing: Powerwashingwiththe useof high-pressurehotwater sprayto removedirt, stains, oil, tar, andresidueto presenta high -quality appearance following each visit.
35. Failure to Perform (FTP): Costs associatedwith servicesthat cannot be made upshallbesubjectto actionprovidedfor herein, ata penaltyof $300persite peritemperdaynotcorrectedorthecosttohaveanoutsidecontractorperformthe service.
36. Compost: The product resultingfrom the controlledbiologicaldecomposition of organic solid wastes that are source separated from the municipal solid waste stream or which are separatedat a centralizedfacility or as otherwise definedin 14 CCR Section17896.2(a)(4). The eligibilityrequirementsfor meeting the Annual Recovered Organic Waste Product Procurement Target requirethatthe Compostmusteitherbe i) producedat a compostablematerial handling operation or facility permitted or authorized under 14 CCR Chapter
3.1of Division7; orii) producedata largevolumein -vesseldigestionfacilitythat compostson -site as defined and permittedunder 14 CCR Chapter3.2 of Division7. CompostshallmeettheState's compostingoperationsregulatoryrequirements.
37. DirectServiceProvider: A person, company, agency, district, orotherentity thatprovidesa serviceorservicestoCitypursuanttoa contractor otherwritten agreement or as otherwise defined in 14 CCR Section 18982(a)(17).
38. Recovered Organic Waste Products: Products made from California, landfill - diverted recoveredOrganic Waste processedat a permittedor otherwise authorized operation or facility, or as otherwise defined in 14 CCR Section 18982(a)(60). Productsthat can be used to meet the Annual Recovered OrganicWaste ProductProcurementTarget shall includeCompost, SB 1383 EligibleMulch, RenewableGas from an in -vesseldigestionfacility, and Electricity Procured from Biomass Conversion as described herein and provided that such products meet requirementsof 14CCR, Division 7, Chapter 12, Article 12.
39. SB 1383: SenateBill 1383of 2016, establishingmethaneemissionsreduction targets in a Statewide effort to reduce emissions of short-lived climate pollutants as amended, supplemented, superseded, and replaced from time to time.
40. SB 1383 Eligible Mulch: Mulch eligible to meet the Annual Recovered Organic Waste Product Procurement Target, pursuant to 14 CCR Chapter 12 of Division7, andwhichmeetsthe conditionsas specifiedby 14 CCRSection 18993.1(f)(4) for the duration of the applicable procurement complianceyear.
FOR PROPOSERS' REFERENCE ONLY
APPENDIX II
ADDITIONAL TERMS AND CONDITIONS
TABLE OF CONTENTS
SECTION
1. CONTRACT REQUIREMENTS
1. 1 Independent Contractor
1. 2 Contract Transition
1.2.1 Transition In
1.2. 2 Transition Out
1. 3 Hours and Days of Maintenance Services
1.3.1 Scheduling of Operations
1.3. 2 Service Schedules
1. 4 Non - Interference
1. 5 ConsumableMaterialsand Supplies — Contractor -Supplied
1.6 Consumable Materials and Supplies — City -Supplied
2. RESPONSIBILITIES OF THE CONTRACTOR
2. 1 Inquiries and Complaints
2. 2 Safety
2. 3 Vehicles and Equipment
2. 4 Locks and Keys
2. 5 Service Yard and Storage Area( s)
2. 6 Utilities
2. 7 Traffic Control
2. 8 Bloodborne Pathogens and Biohazardous Material
2. 9 Accident Reportingand Site Securing
2. 10 Vandalism
2.11 Cooperation / Collateral Work
2. 12 Protectionof ExistingFacilitiesand Structures
2. 13 Protectionof PropertyDuring InclementWeather (EmergencyResponse)
2. 14 Emergency Numbers and Emergency Call -Outs
2. 15 Contractor' s Staff
2.16 Work and Workmanship
2. 17 Supervision and Special Skills
2. 18 Management and Enforcement
2. 19 Contact with Minors
3. EXECUTION OF WORK
3. 1 Subcontracting
3. 2 Contractor Hiring
3. 3 Notice Requirements
3. 4 Default by Contractor / Termination
3. 5 Temporary Suspension of Work
3. 6 Damage Caused by Contractor
3. 7 Non -Emergency Call -Outs
3. 8 Work Not Included
3. 9 Signs / Improvements
4. ENVIRONMENTAL REQUIREMENTS
4. 1 Environmental Requirements
4. 2 Refuse Disposal
4. 3 Hazardous Materials
4. 4 Sound / Noise Control Requirements
5. CHANGES TO THE CONTRACT
5. 1 City's Right to do Work
5. 2 Changes in Service
5. 2.1 Special Events
5.2.2 Construction Activity and Maintenance Functions
5. 3 Special Requests
5.3.1 Soil and Plant Testing
6. CONTRACT ENFORCEMENT AND EVALUATION
6. 1 Contract Enforcement
6. 2 Performance Evaluation
SECTION 1
CONTRACT REQUIREMENTS
2. 1 Independent Contractor
TheContractbetweenCityandContractoris notintendedandshallnotbe construedto createthe relationshipof agent, servant, employee, partnership, joint ventureor association, as betweenthe City and Contractor. The contractorunderstandsand agreesthat all personsfurnishingservicesto the City underthisContractare, for purposesofWorkers' CompensationLiability, employeessolelyofthe ContractorandnotoftheCity. The contractorshallbearthesoleresponsibilityandliabilityforfurnishingWorkers' Compensationbenefitstoany person for injuries arising from or connectedwith services providedto the City hereunder.
2. 2 Contract Transition
2. 2. 1 Transition In
Contractorshallprovideawrittenstatementoftheirtransitionplanto includepotentialpersonnelwhowill be on the transition team and their roles, subject to City approval. Also included shall be sample timelines illustratingwhen the Contractor will be fully in place and performing all tasks. The anticipatedtransition period will be three ( 3) months.
A contract start-up period of three (3) months shall commencefrom the first day of the agreementperiod. The Contractorshall perform the following tasksduring this period: 1) shovel -cut all tree rings; 2) raise all trees; and, 3) mulch all areas; 4) irrigation audits; 5) pressure washing appurtenances; 6) and repair DGpaths.
The Contractor acknowledges that each site' s irrigation rotors/ heads and lateral irrigation lines may have deficiencies. The City agreesto pay the Contractor for the initial repair of each site's rotors/headsandlateralirrigation lines. Followingthe initial agreementfor start-up repairs, the Contractor shall assumeresponsibility for future repairs (seeAppendix D 2.4 herein).
2. 2. 2 Transition Out
Contractorshallwork in good faith with the City to transitionout of the service, shoulda new Contractor be selected. The storage areas used by the Contractor shall be left in an orderly manner. All materials and equipmentownedby the Contractorshall be removedfrom storageareas in a timelymanner. Upon Contractcompletion, all keys, cardsandremotecontrolsgivento Contractorshallbereturnedtothe City's designed City Representative ( CR) with a final walk- through with the Contractor and the CR.
2. 3 Hours and Days of Maintenance Services
2.3.1 Scheduling of Operations
Normalwork hoursare from 6:00 a.m, to 6 p.m., MondaythroughSunday, unless otherwise specified. The contractor shall perform work at such times as to minimize disturbance or interference to the residence and pedestrian or vehicle circulation e.g., earlymorningmowingorirrigationchecks, etc.) Noroutinemowingorpruning shall occuron Saturdayor Sundayunlesspre -approvedbythe CR(s). Only those tasksrelatedto cleaningor trashshallbecomeroutineon SaturdaysandSundays. b. Thecontractorshallperformworkfollowingthepre -approvedschedulesduringCity businessor non -businesshours, dependingon the needsof the facilitywherework is performed.
c. Changesin the scheduleby the Citymay be madewith five (5) businessdays advance written or verbal notice to the Contractor.
d. The contractormustnotifythe CR(s) of any problemsor serviceinterruptionswithin twenty-four24) hoursor the nextbusinessday. Unavoidableservicedisruptionsmaybecompletedat a later date at the discretion of the CR( s).
e. Costs associatedwith services that cannot be made up shall be subject to action providedforherein, at a penaltyof $300persiteperitemperdaynotcorrectedor the cost to have an outside contractor perform the service. f. Repeatedserviceinterruptionswithoutjustificationor approvalof the CR(s) shallbe subject to action provided for herein.
g. Thecontractorshall provideadequatestaffingto performthe requiredservices during the prescribed times.
h. Anychangesin the daysandhoursof serviceheretoforeprescribedshallbe subject to approval by the CR(s).
i. The contractorshall be availablefor on -call servicestwenty-four (24) hoursa day. j. Non -emergencyon -call requestsshallbe respondedto withinfour (4) hoursof notificationby the Cityrepresentativeor as mutuallyscheduledandagreedto by Contractor and City representative.
k. The contractor shall respond to all requests for on -call emergencies within one (1) hourofnotificationbytheCityrepresentative. (ExplainedfurtherinSection3.14) I. On -call service rates shall be based on Contractor's hourly rate as quoted in Appendix E for such work.
m. Certain maintenance tasks may have time restrictions or extended time requirements. The contractormust observe and respondto these restrictionsand requirements.
n. The contractor shall adjust schedules to meet the Specifications and compensate for all City observed holidays.
2.3.2 Service Schedules
a. The contractor shall, within 30 calendar days of the effective date of the Contract, submit all work schedules to the CR( s) for review and approval. Said work schedules shallbebasedon a twelve-monthcalendarandbein a formatapprovedbythe City. b. Any other activities that the Contractor performs on a regular or semi -regular basis, as determinedby the City, will requirea scheduleto be submitteduponrequestby the City.
c. The contractor shall submit revised schedules when actual performancediffers substantially from planned performance. Said revisions shall be submitted to the CR(s) for reviewand if appropriate, approvalwithinfive (5) workingdays beforethe scheduled time for the work.
d. At the discretion of the City, monthly meetings (or at an increasedfrequency if deemed necessary by the City) between the Contractorand the CR(s) may be scheduledto determineprogressand addressany changesin schedules, problemareas, etc. e. Changes or variations in scheduling may be necessitated by City special events, recreationclasses, reservations, etc. The contractorshalladaptany or all schedules to the City's requests.
2. 4 Non - Interference
The Contractor shall not interfere with the public use of the sites and shall conduct its operations as to offer the leastpossibleobstructionandinconvenienceto Cityemployeesandthe publicor disruptionto the peaceand quiet of the area within which the services are performed.
Inthe eventof recreationprogrammingissues, specialevents, etc., the Contractormaybe requiredto alterthe schedule to avoid interfering and may be required to return at a latertime to meet the task and frequency.
2. 5 Consumable Materials and Supplies — Contractor - Supplied The contractor, as a component of the cost proposal, shall provide all of the following items:
a. Trash can liners (except at the zoo facility)
b. Cleaning agents, spotting agents, polishes
c. Disinfecting cleaning agents
d. Cleaning -related supplies
e. Chemicals ( as specified)
f. Pest/ weed control chemicals ( as specified)
g. Annual plant materials or any plants that die due to delayed irrigation repairs h. Mulch/topdressing per the contract specifications
Brick dust
Grass seed ( as specified)
k. Fertilizer ( as specified)
Tree stakes and ties
m. Dog bagsfor Doggie Dispenser
No additionalpaymentwill be madefor thesematerials. All Contractorprovidedchemicals, cleaningagents, and materials are subject to reviewand approval by the City.
2. 6 Consumable Materials and Supplies — City -Supplied The Citywill supply, at nocostto the Contractor, thefollowingitems:
a. All replacementplantmaterial (notincludingannuals), exceptthosedamagedbythe Contractor.
b. Irrigation replacement parts (as specified)
c. Trash cans
d. Playground sand and bark
e. Signs — water conservation for medians, water audit, field renovation f. Citywill be provideDGas neededperthespecifications.
g. Trash can liners ( at the Zoo facility only)
The contractorshallrequestthesematerialsfromthe CR(s), andshallensureproperandsecurestorageof these materialsinanareaspecifiedbytheCR(s). Thecontractorshallalsoensureproperdistributionandmonitoringof thesematerials/suppliesto preventwaste, theft, orotherabuse. Thecontractorshallprovidea logspecifying whereandwhensupplieshavebeen used, andthis log shall bemadeimmediatelyavailableto the City upon request.
SECTION 2
RESPONSIBILITIES OF THE
CONTRACTOR
3. 1 Inquiries and Complaints
3.1.1 Thecontractorshallmaintainatelephoneattheirfacilities, listedinthetelephonedirectory in its nameor in the firm nameby which it is mostcommonlyknown. At this location, during the daily hours of maintenance operation, the Contractor shall have some responsibleperson(s), whois proficientinEnglish, employedtotakethenecessaryaction regardingall inquiriesandcomplaintsthatmaybe receivedfromtheCity. An answering serviceshall be consideredan acceptablesubstituteto full-time coverage, provided Contractorisadvisedofanycomplaintwithinone (1) hourofreceiptofsuchcomplaintbythe answering service.
3.1.2 During regularworking hours, the Contractor's Foreman, or an employee responsiblefor providing maintenance services, shall be available for notification and able to respond through electronic communications within 30 minutes.
3.1.3 During regular days and hours of operation, whenever immediate action is required to preventimpendinginjury, death or propertydamage, the City may, after a reasonable attemptto notifythe Contractor, causesuchactionto be takenby the Cityworkforceand chargethe cost thereofas determinedbythe Cityto Contractoror maydeduct suchcost fromanamountdueto Contractorfromthe City.
3.1.4 The Contractor shall maintain a written log of all complaints, the date and time thereof, andtheactiontakentheretoorthe reasonfor non -action. Thecomplaintslogshallbe opento inspectionby the Cityat all reasonabletimes. The Citywill maintainwork orderand email files.
3.1.5 All complaintsshall be abatedas soon as possibleafter notification, to the satisfactionof theCityofSantaAnaand/ortheDirector's Representative. Ifanycomplaintis notabated within a reasonabletime, the Director's Representativeshall be notifiedimmediatelyof the reason for not abatingthe complaint, followed by a written report to the Director's Representative within five ( 5) days. If the complaints are not abated within the time specified or to the satisfaction of the Director' s Representative, the Director's RepresentativemaycorrectthespecificcomplaintandthetotalcostincurredbytheCity willbedeductedandforfeitedfromthepaymentsowingtothe Contractorfromthe City.
Suchcost shall includeall Citystafftime requiredto resolvethe problemand appropriateoverhead charges.
3. 2 Safetv
3.2.1 Contractorshall providea safe workplaceand complywith standardsand regulationsof the California Occupational Safety and Health Act ( CalOSHA), Federal Occupational Safetyand HealthAct (OSHA), CaliforniaDivisionof IndustrialSafety Orders (CDIS), State of California Manual of Traffic Controls, California Department of Food and Agriculture (CDFA) laws and regulationsand any other applicablelaw, rule, regulation, ordinanceand risk managementstandards. The contractorshall inspectall potential hazardsat said facilitiesand keep a log indicatingdate inspectedand action taken. All hazardoussubstancesshall be listedpersite, and SafetyDataSheets (SDSs) available at all times.
3.2.2 The Contractor shall be responsible for inspecting, identifying, and securing any condition(s) that rendersany portionof a site unsafeand any unsafepracticesoccurring thereon. The CR(s) shall be notified immediately of any unsafe or undesirable condition(s) viaemail, phone, or instantmessagingensuringthatitwasreceived. This includes, but is not limited, to the following:
a. Damaged/ inoperable fixtures, hose bibs, or irrigation components b. Runningwater, irrigationbreaks, weeping valves, etc. c. Evidence of arson, vandalism, or other crimes
d. Damaged signs or drinking fountains
e. Damaged benches or tables
f. Graffiti
g. Hypodermic needles or condoms
h. Large amounts of blood or feces
Hazardous or suspicious materials/ items
Insect, rodent, or bird infestations
k. Homeless persons or their possessions
Items lost by patrons
m. Poorturfconditions (i.e., holes, trippinghazards, unevensurfaces, gopherholes) n. Damagedfencing (i.e., holes, looseposts, missingfasteners) o. Standing water, saturated turf, dry spots
p. Lakeconditionsincludingdeador sickwildlife, waterqualityissues q. Downed tree limbs
r. Unsafewalkways
s. Unstable trees
t. Improperlysupportedtrees (i.e. stakes, trees)
u. Other hazards, as applicable
3.2.3 Thecontractorshallberesponsiblefor makingminorcorrectionsincluding, butnotlimited to: usingbarricadesor trafficconesto alertthe publicto the existenceof hazards, replacingContractor -damagedvalveboxcovers, andsecuringanydamagedapparatus toprotectmembersofthepublicorothersfrominjury.
3.2.4 If needed, theContractorshallassistthepublicbysummoningemergencyassistanceat thesite. Thecontractorshallcooperatefullywith City in the investigationof anyinjuryor deathoccurringat anysite, beginningwithimmediatenotification, andthena complete written report of the nature of the issue to the City within five (5) days following the occurrence.
3.2.5 The contractor shall also ensure that:
a. Vehicles, equipment, and handor powertools are not left unattendedor layingon walkways, grounds, or appurtenanceswhere patrons may be put injeopardy. b. Operatorandmachinesafetyequipmentshallbe in placeandoperational. c. Machine speed and operational characteristics shall match manufacturer' s recommendations.
d. Transport and operation speeds shall be within the maximum limits established for the site.
e. After the protection of public safety, the preservation of site equipment, appurtenances, infrastructure, and publicactivitiesshall be paramount. f. Debrisfromoperationsshallnotbe allowedtocompoundexistingconditionson hard surfaces and public access areas. All debris deposited on these areas as a result of the Contractor's work shall be cleared from hard surfaces and public access areas before leaving the site that day.
g. The contractor shall remedy hazardous materials on site which result from Contractor's work and shall properly disposeof the materialsoff -site. The contractor shall notify all appropriate agencies.
h. Malfunctioningequipmentshall only be left on site with barricading, tagging, and reasonably supervising it until repairs are affected. In no case shall the equipment be left on site overnight.
i. Duringalloperations, theContractorshallbesubjectto localordinancesregarding noise levels (see NOISE in Santa Ana MunicipalCode). Any schedulingof the Contractor's operationsmay be modifiedby the City at no additionalcompensation to the Contractorto ensure that the public is not unduly impactedby the noise ofequipment or operations. j. Fuelsandadditivesshallnot be leftexposedor accessibleto patrons. k. Fuelingandrepairoperationsshallbe performedoff of turf areasandawayfrom patron activity.
All pesticidesshall be handledappropriatelyandsafely.
3. 3 Vehicles and Equipment
3.3.1 The contractor shall take necessary precautions for the safe operation of equipment and the protectionof the public from injuryand damage from such equipment.
3.3.2 Thecontractorshallimmediatelyrepairor replaceall equipmentdeemedbythe CR(s) to be unsafe, irreparable, or in unsatisfactory condition.
3.3.3 Thecontractorshallprovideandproperlymaintainall necessaryvehiclesandequipment including, but not limited to: vehicles, mowers, edgers, saws, blowers, water hoses and nozzles, squeegees, and high-pressure/low-volume sprayers.
3.3.4 All vehiclesshalldisplayContractor's namewithan approvedCityservicestatement visible, such as: X.Y.Z. Contracting, Inc. Servingthe Cityof SantaAna AprototypeofthemagneticplacardshallbesubmittedtotheCityforapprovalwithin30daysofthe awardoftheContract, withtheplacementoftheplacardsonallvehiclesoperatingwithintheCitylimitsto takeplacewithin60daysfollowingtherecognitionoftheContract.
3.3.5 All equipmentshall receivescheduledpreventivemaintenanceto promoteequipment reliabilityandensureoptimumperformanceatall times.
3.3.6 All equipment is subject to CR's approval.
3.3.7 Equipmentfailuresthat happenmorethan three (3) times in one (1) monthwill be subject to deductions and a directiveto replacethe unreliable piece of equipment.
3.3.8 Inpreparingtheproposal, theContractorshallconsiderthefollowingconditionspertaining to the vehicles and equipment utilized in the completion of the specified maintenance tasks:
The CityCouncilof SantaAna is consideringbanningall fuel -powered (e.g., gasoline, methanol) leaf blowers. The contractorwill not receiveadditionalcompensationshould such a ban be implemented before or after the award of the Contract.
b. Mowers utilized for the hybrid Bermuda athletic turf must be dedicated solely to that hybrid Bermuda grassto prevent contamination.
c. A self-containedpowerscrubberunit shallbe requiredto performwashingand steam -cleaningoperations. Thecontractorshallmeetallspecifiedcriteriaasoutlinedin Section
22.2 of the SpecificationsinAppendixB. Allwastewaterrecapturedby sucha unitmustbe disposed of in a sanitary sewer approved by the City.
3.3.9 Thecontractor'svehiclesmaybepermittedtodriveonturfwhenconditionsallowfollowing specificroutesdesignatedby the CR(s). Areasdesignatedas "unavailablefor vehicle travel," such as natural habitat areas, shall be serviced by other means.
3.3.10TheCityshallprovide, ifpossible, astoragearea(s) atthosesitesthatarenotimmediatelyaccessibleto Contractor's vehicles. (If a storageyard is unavailablethe contractorshall havea storagefacilitycloseto the Cityof SantaAnato impactthe maintenance).
3.3.11 Largervehiclesmaybe allowedin the performanceof non -regularmaintenancetasks, with the approval of the City.
3.4 Locks and Keys
3.4.1 Accessto Cityfacilitiesshallbe in accordancewithinstructions, keys, and/or security cardsissuedor providedbytheCR(s). Accessmayincludespecialinstructionsabout securitysystemsinstalledatfacilities. Thecontractorshalltakeallreasonableprecautions toensurethatthesecurityofthefacilitiesandinternalequipment, furnishings, andother items are always maintained.
3.4.2 TheCitymaydevelopan initialchainandlocksystemwitha specificnumberof replacementlocks for trash containers, restrooms, gates, valve/pump cover boxes, and controllers. Thecontractorshallbe responsiblefor purchasingsimilarlocks uponthe loss of anyCity -ownedlocksinitiallyprovidedtothe Contractor. TheCityshallexchange, one - for -one, locks that have been vandalized or are inoperable.
3.4.3 Contractor may provide a chain and lock system, at Contractor's expense, for trash containerslocatedthroughoutthe site to secureand limitthe removalor tippingof thecontainers.
3.4.4 The Contractor shall be responsible for the series of keys assigned to it and assign these keys to its personnel to maintain the facilities. The contractor shall be responsible for the proper use and safekeeping of all keys issued by the City to the Contractor.
3.4.5 Contractorshallreportall lostor stolenkeysto theCityrepresentative(s) withintwenty- four (24) hoursofdiscoveringthe loss. Thecontractorshallreimbursethe Cityforthetotal costof re -keyingthe facilityor duplicatingadditionalkeys, asdeterminedby the City.
3.4.6 Uponterminationor cancellationof the Contract, Contractorshall immediatelyreturnall keys, cards, remotecontrols, etc., to the City.
3.4.7 Californialawstipulatesthat it is unlawfulfor a personto duplicateanykeyswithoutthe owner's permission. The penalty for violation of this law is either six ( 6) months imprisonment or a fine of $ 500. 00, or both.
3. 5 Service Yard and Storage Area( s)
3.5.1 The City, at its discretion, may provide storage and office facilities for Contractor's use.
Insuchcases, theContractorisprohibitedfromusingsaidfacilitiestoconductanyofits businessoutside the scope of the Contract. Further, said facility shall not be used for humanhabitation, otherthana nightwatchmanor patrolserviceasspecificallyapproved by the City.
3.5.2 CR(s) shall identify and authorize Contractor to use a designated area, if available, exclusively or shared with City, for onsite storage as needed. If the designated area is shared with the City, Contractor shall identify equipment, materials, and supplies belonging to Contractor. If the City provides an area, the Contractor is responsiblefor securingand providingthe CR access. The contractorshall safely store all supplies and compliance with all laws and regulations.
3. 5. 2. 1 The contractor may not store any trash, litter, or recyclable material at the facilityor in any vehiclefor a periodof over24 hours. Notwithstandingthe foregoing, the Contractormust conduct all operationsat the facility in compliance with all applicable laws and regulations so as not to create a nuisance.
3. 5. 2. 2 The contractorshallnot "stockpile" hazardousmaterialsin anyquantitiesat thefacilityandshallnotmaintainanyamountofsuchmaterialatthefacility greaterthanthatwhichContractorplansto usewithinthe following30 days.
Notwithstanding the foregoing, the Contractor shall sometimes store all hazardous materials in compliance with all applicable state and federal laws and regulations.
3. 5. 2. 3 The contractor shall not dispose of hazardous material on the site. All such hazardous materials collected on the site shall be appropriately stored temporarily, after that to be disposedof by Contractorat an approved disposal site, per California statutes.
3.5.3 Contractor, at its own risk, may store equipment and materials requiredfor maintenance in said facility, providingthe City has agreedto providesuch facility. However, the Contractormustalwaysusesafetystandardsandhandlingproceduresasappliedto such equipment and materials. This contract assumes minimal facilities for the Contractors' vehicles and equipment.
3. 5. 3. 1 Cityshall not be liablefor damageor lossto Contractor's equipment, materials, and/or personalproperty. The contractorshallholdCityharmless andwaiveanyclaimsfordamagefor lossofuseofanyequipment, materials and/or propertythat mayoccur at Cityfacilities.
3.5.4 Contractorshall maintainthe serviceyard and/or storagearea(s) in a clean, weed -free, well -organizedmannerin keepingwith the highlyvisible nature of the surroundingarea.
Failureto do so mayresultinthe Contractor's lossof theuseof thestoragearea(s).
3. 5. 4. 1 The serviceyardand/or storagearea(s) occupiedby Contractorshallbe cleanedandsweptonceperweekandthe sweepingsdisposedof ina lawful manner.
3. 5. 4. 2 Contractor shall remove all undesirable material including, but not limited to, trash, accumulated debris, and equipment that is no longer usable for the purposeitwas intendedfor, fromtheserviceyard and/or storagearea(s).
3.5.5 TheCitymayinspectserviceyardand/orstoragearea(s) forcomplianceanytimeatCity's discretion.
3.5.6 Upon expiration or termination of Contract, Contractor shall restore service yard and/or storage area(s) to its original condition. Nothing contained herein which permits Contractor to use designated space shall be deemed or construed as a lease of space, but shall be a mere right to use.
3. 6 Utilities
TheCityshallpayfortheinstallationanduseofallutilitiesatthesesites, withtheexceptionoftheContractor's telephone hookup and service.
3. 7 Traffic Control
3.7.1 Whenworkingin roadrights -of -way, Contractorshallcomplywithall proceduresand requirements specified in the State of California ( CALTRANS) Manual of Traffic Controls for Construction and Maintenance Work Zones and within the confines of applicable OSHA requirements.
3.7.2 Contractorshall cooperatewith the Santa Ana Police Department (SAPD) relative to handlingtrafficthroughtheareaandshallmakeitsownarrangementsrelativeto keeping the working area clear of vehicles. If required, the contractor shall obtain an encroachmentpermitforanypartialorcompletelaneclosure. Allworkthatrequirestraffic controls will need to comply with the current WATCH manual.
3.7.3 When entering or leaving roadways carrying public traffic, Contractor's equipment, whether empty or loaded, shall in all cases, yield to public traffic.
3.7.4 Contractorshallmakeeveryeffortto keepcommercialdrivewaysopenduringworking hours. After working hours, all driveways shall be accessible with smooth and safe crossings through the construction area ( State of California Traffic Manual or WATCH Book). Lighted signs or arrow boards are required as needed.
3. 8 Bloodborne Pathogens and Biohazardous Material
The contractor's staffshallbe awareof potentialexposureto bloodbornepathogensthroughhypodermicneedles, blood and feces, and shall wear personal protective equipment. Contractor shall treat hypodermic needles, large quantitiesof feces, and any rags, papertowels, or othermaterialscontainingbloodas biohazardousmaterial.
Onlyindividualstrainedintheremovalanddisposalofsuchmaterialshalldoso. Contractorshallimmediately notify the appropriate authority uponthe discovery of such occurrences. Contractor shall secure the affected site untilsuchtimethattheappropriateauthoritycanrespond. SeeCaliforniastatutesandguidelinesforprocess.
3. 9 Accident Reporting and Site Securing
ContractorshallimmediatelynotifythedesignatedCR(s) ofanyaccident, regardlessofwhetheror notinjuryor damage is evident, involving park patrons, City staff and equipment, and Contractor's staff, vehicles, and/or equipmentshallsecurethe site untilrenderedsafe. Contractorshallprovideall writtenreportsand/or documentation requested by the City.
3.10 Vandalism
The contractor shall report any damage to City property, including but not limited to vandalism, Acts of God, and third -partynegligenceto the CR. Via email, phonecall, or messageas determinedby CR.
3.11 Cooperation / Collateral Work
TheCityandothercontractorswillconducton -goingactivitiesandoperationsduringContractor'swork. These activities will include but are not limited to landscape refurbishment, irrigation system modification or repair, constructionand storm -relatedoperations. If suchwork affectsContractor's work, the City will ask Contractorto submitcosts incurredby the Contractoras a result of the City's work.
Contractormayberequiredtomodifyorcurtailcertainoperationsandshallpromptlycomplywithanyrequestbythe CR( s) to cooperate.
3. 12 Protection of Existing Facilities and Structures
The contractorshall exercisedue care in protectingfrom damageallexistingfacilities, structuresand utilities, both above surfaceand underground, on the City's property.
3.12.1 Any damage to City property deemed to be caused by Contractor's negligence or failure to use due care shall be corrected or paid for by Contractor at no additional cost to the City.
3.12.2 IftheCityrequestsordirectsContractortoperformworkinagivenarea, Contractorshall verifyandlocateanyundergroundutilities. ThisdoesnotreleaseContractor's dutyto takereasonableprecautionswhenworkingintheseareas. Anydamageorproblemsshall be reported immediately to the City.
3. 13 Protection of Property During Inclement Weather ttmergency Kesponset Duringstormsandperiodsofexcessiverainfall, andinconjunctionwithEmergencyCall -Outs (below), Contractor shallprovidesupervisoryinspectionoftheworkduringregularworkinghourstopreventorminimizepossible damagefromsuchadverseweather. Theprimefactorsinassigningworkshallbethesafetyoftheworkforceand damage to landscaping.
3.13.1 Contractorshallsubmita reportidentifyinganystormdamageto the CR(s) andattacha sitemapidentifyinglocationof damageandcostestimateto repair/replacewithin48hours.
3. 13. 1. 1 Report shall contain photos with captions.
3. 13. 1. 2 If remedial work is required beyond the scope of this Contract, it shall be paid for as AEW.
3.13.2 Contractorshall removedebrisaccumulatedby highwinds or othertypicalor non -typical environmentalconditions. The contractorshall remove minor silt and debris from athletic fields, V- ditches, adjacent inverts, storm drains, etc.
3.13.3 Duringtheperiodsthatexcessiverainfallhindersnormaloperations, theContractorshall adjustitsactivitiesto performfunctionssuchaslitteranddebrispick-up, removedowned limbs, clear drains and other duties as deemed necessary by the CR(s).
3. 13. 3. 1 Duringperiodsofexcessiverainfall, theContractorshallkeepallareadrains anddrainingfacilitiesclearandoperatingandremovewaterfromalltot- lot areas, if directed.
3.13.4 Failure to adjustthe workforce to show satisfactory progress, as determined by Contractor and CR(s) jointly, on theworkmayresultin a deductionof payments.
3.14 Emergency Numbers and Emergency Call -Outs
3.14.1 Contractorshall supply the City with name(s) and phone number(s) of person(s) representingtheContractorfor24-houremergencyresponse, seven (7) daysperweek.
3. 14. 1. 1 TheCitywill, in turn, provideContractorits emergencycontactinformation so that in the event Contractor must contact the CR(s), this information can be utilized.
3.14.2 Contractorshallhavethecapabilityto receiveandto immediatelyrespondtocallsofan emergencynatureduringnormalworkinghoursand duringhoursoutsideof normal workinghours (SeeSection2.3.1.k). Contractorshallbeavailableviavoicemail, text, phone, oransweringservice. Theaforementionedinformationshallremaincurrentatall times.
3. 14. 2. 1 Contractor shall respond by phone within 30 minutes of a call from the CR(s), and shall be on site within 30 minutesof the call back. Any changes to contact informationshall be forwarded to the City in writing within 12 hours of any such change.
3. 14. 2. 2 In situations involving emergencies after normal work hours, Contractor shall dispatch qualified personnel and equipment to reach the site within one ( 1) hour.
3. 14. 2. 3 Calls of an emergency nature received by the City shall be referred to Contractor for immediate disposition.
3.14.3 If emergency work is required, the Contractor shall notify the CR(s) by telephone before any emergency work is commenced.
3.14.4 Contractor's vehicle shall carry sufficient equipment to control traffic ( barricades, delineators, cones, etc.).
3.14.5 When theContractorarrivesat the site, Contractorshallset uptrafficwarningand control devicesand any other safetydevices, if deemednecessary, and proceedwith remedial action after contacting the CR(s).
3.14.7 Publichealth/safetymattersrequiringan emergencyresponseincludebutare notlimitedto: anyportionof the irrigation system functioning in a non -operational manner, broken water mains, stuck valves, the threatto privatepropertyresultingfromContractor's operations, fallentrees, downor hanginglimbs, natural disasters, etc.
3. 15 Contractor' s Staff
The contractorshallprovidesufficientpersonnelto performallwork bythe Specificationsset forth hereinand in Appendix A, B, C, and D. This is a performance -based Contract.
3.15.1 In its proposal, the Contractorshall define the minimum staffing. It is upto the Contractor to completeall tasksas defined, regardlessof staffing, buttheyshall maintainat leastthe minimum staffing, as stated in their proposal, at all times.
3.15.2 In its proposal, the Contractor shall list the names of all employees, titles, hours and which location/area each employeeis assigned. DIR reportingsheetswill be used to verify staffing levels by area.
3. 15. 2. 1 Each crew of Contractor' s employees shall include at least one ( 1) individual who speaks and comprehends the English language at a professional level. 3,15.3 The City may, at any time, give Contractor notice to the effect that the conductor action of a designatedemployee of Contractoris, inthe reasonablebeliefof the City, detrimental to the interestof the Cityor public. Contractorshall meetwith representativesof the City to consider the appropriate course of action with respect to such matter, and Contractor shall take reasonablemeasures under the circumstancesto assure the City that the conduct and activities of Contractor' s employee( s) will not be detrimental to the interest of the City or public. Examplesof employeeconductor actionthat prove detrimentalto the interest of the City of public include, but are not limited to:
Unprofessional behavior
Misleading or false statements
Misrepresentation of work accomplishments
Illegal activities
3.15.4 Contract -designatedstaffemployeesshallnotworkonsupplementaltasks (AEW) during regular work hours. If worked during regular hours, additional staff will be required, contractedworkshallnotexperienceanyreductioninfrequenciesorquality.
3.15.5 Contractorshall establishan identificationsystemfor personnelassignedto the facilities, whichclearlyindicatesto Cityemployeesandthe publicthe nameof the Contractor. The identificationsystemshall be furnishedat Contractor's expenseand may include appropriateattireand namebadgesas specifiedbythe City.
3.15.6 Contractorshallrequireeachof itsemployeesto adhereto basicstandardsofworking attire, includingfull uniforms, propershoesand othergear requiredby State Safety Regulations, and properwearingof clothing.
3. 15. 6. 1 Employee pants, shirts, jackets, and sweatshirts must be uniform. Shirts, jackets, and caps used as uniforms shall bear Contractor' s identification logo.
3. 15. 6. 2 Shirts shall be worn at all times, and shall be buttoned and tucked -in.
3. 15. 6. 3 NocapswithinsigniasordesignsotherthanContractor's logomaybeworn, and no caps shall be worn backwards.
3. 15. 6. 4 The City shallapproveContractor's uniformprior to thestart of the Contract. 3,15.7 The City expects Contractor' s staff to turn into CR(s) all items that have been lost or misplaced by the general public, regardless of perceived value. Contractor shall communicate this expectation to all employees. All items must be returned to the Tree Farm (7600E. SpringStreet, 90815) andhavean accompanyinglandscapeareaID anddate.
3.16 Work and Workmanship
Contractorshallthoroughlycompleteeachtaskinaprofessionalandworkmanlikemanner, andshallusequality equipmentandmaterialsthatcomplywithallcurrentregulationsto completethescopeofworkattheproper standards. The safetyofworkers, passersby, and the publicshall beparamount.
Contractorshallnotworkorperformanyoperations, particularlyduringperiodsofinclementweather, whichmay destroyor damagegroundcover, sports, orturf areas. Duringthe periodswheninclementweatherhinders normaloperations, Contractorshalladjustitsworkforceandschedule. ContractorshallimmediatelynotifytheCitywhen the work force has been removed from the job site due to inclement weather or other reasons. Supervision and Special Skills
Thecontractorshallassigna supervisorforthenorth, south, CivicCenter, andZoodistricts, asproposedinthe laborsummary, whowillbeauthorizedtoactonbehalfoftheContractorandwhowillworkregularworkinghours for thedurationofthisContract. He/she shallhaveat leastfive (5) yearsofexperienceinlandscapemaintenance supervision. The contractor, and Contractor' s staff, must have horticultural expertise and a broad range of experienceinplantcareandmaintenance, includingCalifornianativeandsouthwest -adaptedplants, turf management, entomology, pestcontrol, soils, fertilizers, plant identification, and irrigationsystemmaintenance.
Thecontractor's supervisorshallbecapableof communicatingeffectivelybothinwrittenandspokenEnglishand haveexperienceinparkmaintenanceprojectsof thetypefoundin theCityofSantaAna. All supervisorsand acting supervisors shall be outfitted by Contractor with a portable personal communication device capable of transmitting and receiving phone calls from anywhere. The crew leader and/or supervisor needs to be available duringworking hoursto meetthe CR on any given issue at any service location. Shouldthis individualchange, the CR(s) must be notified in writing within five ( 5) days of the change.
3. 17 Management and Enforcement
3.17.1 The contractorhasthe responsibilityof providingfully trainedand qualifiedpersonnel.
The CR(s) at eachsite shallcloselymonitorthe staffactivityto detectoperational irregularities and non-compliance with contractual requirements.
3. 17. 1. 1 Enforcementis the responsibilityof the Contractor, notthe City.
3. 17. 1. 2 All specifications shall be managed bythe Contractor toensure the standards are being met.
3.17.2 It is Contractor's responsibilityto see that the organizationoverseesall activities.
Furthermore, the Contractor must ensure that standards are met and do not delay, ignore, or otherwise limit its contractual obligations.
3.17.3 Beforeinitiatingany task, each site shall be inspectedby a knowledgeableand responsibleemployeeof the Contractor, who shall determinethe practicalityof initiating the operation. Upon the Contractor's determination of the impracticality of initiating the operation, theCityshallbeconsulted. TheCity's decisionshallbefinal.
3.18 Contact with Minors
ThecontractorprovidingservicesatanyCitylocationshallprovidetheCitywithalistofallpersonsovertheageofeighteen (18) whowillbeworkingatsuchlocations. StatelawprovidesthattheContractorshallfingerprintall suchpersonsreferredtohereinandshallobtaincriminalhistoryinformationpursuanttoCaliforniaPenalCode11105 or 13100for each individual. Priorto the award ofthe Contract, Contractor shall provide written verification thatall persons, asreferredto herein, havenotbeenconvictedof anyoffenseinvolvingmoralturpitude, norany offenseasspecifiedinPenalCode11105.3 (g), noranyoffenserelatingtothetypeofservicestobeperformedas determinedbytheCity. Contractorshallpaythecostsincurredwiththefingerprintingandobtainingthecriminal historyinformation. AnymisrepresentationswithrespecttoContractor'sobligationsunderthissectionorfailureto complywiththerequirementsasstatedhereinshallconstituteabreachofthecontracttherebygivingCitytherighttoterminatetheContractimmediately. ContractorshallindemnifytheCityforanysuchbreachofthissection.
SECTION 3
EXECUTION OF WORK
4. 1 Subcontracting
Noperformanceof this Contractor anyportionthereofmay beassignedor subcontractedby Contractorwithout theexpresswrittenconsentoftheCity. AnyattemptbytheContractorto assignor subcontractanyperformance of the terms of this Contractwithout said consent shall be null and void and shall constitute a default under this Contract. Intheeventof sucha default, theCitymayimmediatelyterminatethisContract.
Inthe eventthe Cityshouldconsentto assignmentor subcontracting, eachtermandconditionof thisContract shall extend to and be binding upon and inure to the benefit of the assigns, successors or administrators of the respective parties.
IntheeventthattheCityshouldconsenttosubcontracting, theContractorshallincludeinall subcontractsthe followingprovision: "ThisContractisasubcontractunderthetermsofaprimeContractwiththeCityofSantaAna.
All provisions of that prime Contract shall apply to this subcontract." TheContractorshallindemnify, defend, andholdharmlesstheCityanditsemployeesfromanyandallliability arising or resulting from the employmentof any subcontractors and their employees in the same manner as for Contractor' s own employees.
4. 2 Contractor Hiring
TheCityencouragesContractortocreatenewjobsforlowor moderate -incomepersonsandSantaAnayouthfor itsoperationsunderthisContract. Contractoragreesthatitshallusegoodfaitheffortstocreatesuchnewjobs. All qualification and hiring decisions will be made by Contractor.
ThecontractoragreesthatitwillreasonablycooperatewiththeCitythroughtheCityofSantaAna'sTrainingand EmploymentDevelopmentOfficerandstaffwith respectto recruitment, screeningandtrackingof employees. In implementingtheseefforts, suchOfficerandstaffwillprovideto Contractor, at nocost, pre-screeningandpre - qualificationof all potentialjob applicants. Such services includeassistingwith communityoutreachto recruit qualifiedjobapplicantsandconductingpre-screeningofallpotentialjobapplicantsandconductingpre-screening sessionsto determinethe mostqualifiedapplicantsfor jobs.
4. 3 Notice Requirements ( for purposes of non- performance or otherwise) Notice shall be in writing, as a work order, and submitted via email to the Contractor and Director of PRM. Notice shallbegivenonthe dateshownonthe email. Changeofemailaddressshallbe giveninthe samemannerasother notices.
4. 4 Default bvContractor /Termination Notwithstanding
and in additionto paymentdeductionsfor Contractor's deficientperformancedescribed within Section
2. 3.1 (e) of theRFP, the Citymayterminatethis Contractwithout liability for damageswhen, in the City's soleopinion, the Contractoris notdiligentlyperformingor otherwisenot complyingin goodfaith withthe Contract, has becomeinsolvent, has assignedor subcontractedany partof theworkwithoutthe consentof theCity, or hasotherwisedefaulted in theperformanceof theContract, and has not otherwisecured such defaultafter a period of ten (10) days' noticegiven by theCityto doso. Suppose a defaultsituationoccurs as a resultof theContractor's non-performanceand/ or non-complianceto thespecifications and requirementsherein or anyotherwork applicableunder this Contract. In thatcase, Contractor agreesthattheCitymaywithholdpaymentorpartialpaymentofanyandallinvoicessubmittedbytheContractor forsuchperiod. ThisprovisionshallhavenoeffectonanyotherrightstheCitymayhaveunderthisContract.
IftheCityterminatestheContract, theCitywillgivenoticetothateffecttotheSuretyandSuretyshall, withinfive 5) businessdaysofdeliveryofthenotice, assumecontrolandperformtheworkassuccessortotheContractor, and shall be paid by the Cityfor all work performed.
IftheSuretydoesnotcomplywithsuchnoticewithinsaidfive (5) dayperiodor, afterstartingtocomply, failsto continue, theCitymayexcludetheSuretyandtheContractorfromallCityfacilitiesandhavetheworkcompleted byCityemployees, byanotherContractor, orbyacombinationofsuchmethods.
All costsincidentaltothedefaultofthe Contractorshallbechargedto the ContractorandtheSurety, andmaybe deductedfromanymoniesduetheContractor. Suretyshallpay, withinfifteen (15) calendardaysofreceiptofan invoice, all suchincidentalcosts less any amountdeductedfrom moniesdue.
4. 5 Temporary Suspension of Work
TheCityRepresentative(s) (CR) shallhavetheauthoritytosuspendworkbytheContractor, whollyorinpartfor suchperiodasnecessaryduetounsuitableworkconditions, failureofContractortocarryoutdirections, unsafeor hazardous conditions, or failure to perform in accordance with these provisions.
TheContractorshallrequestpermissionoftheCR(s), duringCitybusinesshours, totemporarilysuspendwork whollyorinpartforsuchperiodasnecessaryduetounsuitable, unsafe, orhazardousworkconditionsorfailureof theCitytonotifytheContractorofchangesinlocks, securitycodesoraccesstofacilitiesbeingcleaned.
4. 6 Damage Caused by Contractor
All damagetoexistingfacilitiescausedbyContractorshallberepairedor replacedatContractor's soleexpense.
All such repairsor replacements shall be completed within the time limits specified by the City below:
a. Irrigationdamage shall be repairedor replacedwithin one (1) watering cycle or 24 hours.
b. All damage to shrubs, trees, turf or ground cover shall be repaired or replaced within five ( 5) working days.
c. All damage to appurtenances shall be replaced within a period of 30 days.
All repairs or replacements shall be completed in accordance with the following maintenance practices:
a. Trees: Alldamage, includingminordamage, suchas barklostfromimpactofmowing equipmentor stringtrimmers, shallbesubjectto replacementwitha treecomparable in species and size, as approved by the City, within 30 days. b. Shrubs/Ground Covers: All damage shall be subject to replacement with a shrub or plantcomparableinspeciesandsize, asapprovedbytheCity, within30days. c. Appurtenances: All damagecausedby Contractorto componentsof the facilitiesor grounds, includingbut not limitedto benches, picnictables, permanentchairs, irrigation heads, valves, valve boxes, controller boxes, concrete walks, railings, fencing, andgardensshallbecorrectedat Contractor'sexpense, within30days.
4. 7 Non- Emer-gency Call -Outs
Timeandmaterialsshallbechargedforpaymentonaseparateinvoiceandpre -approvedbytheCity, (i.e. trash pickupgeneratedbyspecialfunctions) forthoseitemsoutsideofthenormalscopeofwork.
Thetimeandmaterialchargesshallbe inaccordancewith thesubmittedcost proposal.
4. 8 Work Not Included
Waterandelectricalbillings, exceptin instanceswhereexcessivecostsare incurredby the Citydue to water waste or negligence by Contractor, are not included in this Contract. If the Director of PRM, based upon all of the factsthatmaybegathered, determinesthatexcessivewaterand/or utilitycostshaveoccurreddueto Contractor's work, theCitymaywithholdfrompaymenttoContractorthosefundsnecessaryto reimbursetheCityfortheseadditional costs.
4. 9 Signs / Improvements
Contractorshall not post signs or advertisingmatter on City propertyunless prior written approvaltherefore is obtained from the City.
SECTION 4
ENVIRONMENTAL
REQUIREMENTS
5. 1 Environmental Requirements
5.1.1 Contractor shall ensure that all personnel whose responsibilities involve cleaning, waste disposal, or landscapingare trainedin Best ManagementPractices, as set forth in the City's NPDESpermitandStormWaterManagementPlan.
5.1.2 In preparingitsproposal, Contractorshallconsiderthefollowingconditionspertainingto the completion of the specified maintenance tasks:
a. Contractor must conduct all operations in accordance with the City's Storm Water Management Plan and State NPDES.
b. Appurtenancesmustbe cleanedbya method(s) whichdoesnot resultin runoffgoing intoanywaterbody, gutteror stormdrains. Onlypotablewatermayflowintoany water body, gutter or storm drains.
c. All wash water must be disposed of in a sanitary sewer. d. Nolitter, debris, oil, grease, greenwaste, orothermaterialsandsubstancesmaybe washed, swept, or blown into the street or storm drains. e. All liquids, includingbut not limitedto, rinsewater and cleaningagents, must be properlydisposedofincompliancewithalllawsandregulations. Noliquidorproduct of anykindmaybe dischargedto a gutter, stormdrainor pavedsurfacewhereit could be carried to the storm drain system or to a water body. f. For washing operations, Contractorshall use (1) a high-pressure/low-volume sprayerusingonlypotablewaterandnocleaningagentsatanaverageuseof .006 gallonof waterpersquarefeetof surface; or (2) a self-containedpowerscrubber, which recaptures all wastewater, cleansers, and debris. All wastewater recaptured by a self-contained power scrubber must be disposed of in a sanitary sewer approved by the City.
5.1.3 Contractorshallcomplywith the City's recyclingeffortsand program. a. Contractoris requiredto recyclegreenwaste, keepingit separatefrom trashand other debris.
5.1.4 Contractor shall have an Integrated Pest Management policy/program in effect.
5. 2 Refuse Disposal
5.2.1 Unlessdirectedotherwise, the City will allowContractorto disposeof green waste and trashinbinsprovidedbytheCity. TheCitywilldeterminetheamountofgreenwasteand trash allowed to be dumped in these bins based on historical amounts. Any additional disposalfees mustbe paid by Contractor. At no timewill the contractorbe allowedto disposeoftrashorgreenwastethatwasnotcollectedaspartofthiscontract. IftheCity findsthatthe contractorisdisposingoftrashfrom othercontracts, the Citywill discontinue this servicefor the contractorandthe contractorwill be requiredto payfor their owntrashservice
5.2.2 The City will provide the refuse bins and pay the costs of the disposal, however, the contractorshalldisposeof alltrash, litter, anddebriscollected (i.e. refuse) byContractor in theperformanceofthedailymaintenancetasksincludingrefusecollection, greenwaste, debris, litter, trash, emptyingof trash cans, and litter control. The refusecollectedby the Contractorintheperformanceofthesetasksshallbetransportedtoa properdisposalsite by the Contractor.
5.2.3 Notrash, litter, debris, or greenwasteshall be permittedto be dumpedfrom sites not on this contract, If the contractor is found to abuse the refuse bins, the contractor will assume the responsibilityto disposeof and payfor all refusecostsfor the remainingtermsof thecontract.
5.2.4 Thecontractorshallmaintainlogsor invoicesshowingSantaAnaaddressidentifyingits refuse collection and disposal activities and make those logs or invoices available to the City for inspection on reasonable notice.
5.2.5 The contractor will not be required to sort recyclable materials from trash and other refuse collectedbythe Contractor. Recyclablematerialsarethe propertyof the City.
5. 3 Hazardous Materials
Useof anychemicalsor hazardousmaterialsby the Contractorin performingservicesshallbe subjectto approval ofthe City andshall be used in accordancewith the manufacturer's directionsand specifications. Contractor shall store and dispose of chemicals or hazardous materials in accordance with all laws, rules and regulations on the subject. Contractor shall defend, indemnify and hold harmlessthe City and its officials and its employeesfor all claims, demands, damage, causesof action, loss, liability, costor expenserelatingto the Contractor's failureto comply with this section.
5A Sound / Noise Control Requirements
Contractorshallcomplywithalllocalsoundcontrolandnoiselevelrules, regulationsandordinances, specifically SantaAnaMunicipalCode8.80NOISE, thatapplyto anyworkperformedpursuantto theContract.
5.4.1 Eachinternalcombustionengineusedfor anypurposefor the work or relatedto thework shall be equippedwith the type of muffler recommendedby the manufacturerof such equipment. No internal combustion engine shall be operated without such muffler.
5.4.2 The Santa Ana City Council is considering a ban on all fuel -powered leaf blowers.
Contractor will not receive additional compensation should such a ban be implemented prior to or after the award of the Contract.
5.4.3 Full compensationfor conformingto the requirementsof this section shall be considered as included in the prices paid for the various Contract items of work involved and no additional compensation will be paid.
SECTION 5
CHANGES TO THE
CONTRACT
6. 1 City' s Right to do Work
TheCityreservestherighttodoworkasrequiredwithintheContractAreas. If suchworkaffectsContractor's work, theCitywillaskContractortosubmitcostsincurredbyContractorasaresultoftheCity'swork.
6. 2 Changes in Service
6.2.1 Special Events
a. The areascontained in this Contractare frequently utilizedfor specialevents. Some of these specialevents (e.g., filming, carnivals, concerts, parades, etc.) will affect regulargroundsmaintenanceoperationsfor extendedperiodsof time. In these instances, theCitymayrequestan alternativemeansof, or alternateschedulesfor, maintainingtheseareas. Forexample: mowingoperationsin someareasmay not be possibledue to a filmingsetup. In this instance, the City may requestthe Contractorto controlthe growth of weeds around the area in lieuof mowing, at no different or additional cost other than the amount proposed for mowing. b. Certain damage to turf, irrigation, and other landscaped areas may result from large special events. Contractor is not liable for the repair of such damage, but may be askedto performsaidrepairworkas "AdditionalWork." Priortoeachlargespecial event, the Contractorand the CRwilljointly assessthe conditionsofthe designated sites to establish a benchmarkfor any needed "Additional Work."
6.2.2 Construction Activity & Maintenance Functions
a. In the event that construction activity prevents, or limits, Contractor from performing certain maintenance operations, the City, at its discretion, may remove, temporarily or permanently, theaffectedareas, ormaintenancefunctions, fromtheContractandthe Contractpriceshall be reducedpro rata.
6. 3 Special Requests
ContractormayberequestedbytheCitytoperformspecialtasksthatarenotincludedinthenormallyscheduled work (i.e. citizenrequests, coordinationwithutilitylocations, or specialworkordersrelativeto Cityfunctions). It is intended that the Specifications are indicative of the work to be anticipated by Contractor and will allow for reasonable additional work which is considered normal maintenance at no additional cost to the City in order to meet the objectives and criteria.
6.3.1 Soil and Plant Testing
Uponrequest, Contractorshall performsoilor planttestingofselectedareasfor soilfertility, salt build-up, pathologicalorganisms, percolationtests, etc. Contractormayberequiredtopaycostsoftestsif negative results are relatedto incorrectmaintenancepractices. Thesetests will be usedto determinewhether additionaltreatmentsare required. Testswill be requestedbythe CR(s). Paymentshall be in accordance with Unit Work Costs in the cost proposal.
SECTION 6
CONTRACT ENFORCEMENT
AND EVALUATION
7. 1 Contract Enforcement
7.1.1 The contractor or its authorized representative shall meet on the site, as needed, at the discretionand convenience of the City, with a CR to do a site inspectionas it relates to determining compliance with the Contract Specifications, site challenges, and/or developinga scopeofwork. All scheduledand periodicmaintenancefunctionsshall have a current status and completion date prior to this meeting and be documented on the electronic monitoring and work order system. Contractor' s representative must be authorized to sign documents and make changes to the work.
7.1.2 The City reservesthe right to performinspectionsat any time to monitorperformance.
The contractorshall cooperatewith the City, State, and Federalrepresentative(s) in the review and monitoringof the Contractor's performance, records and procedures (seeSection 7. 2).
7.1.3 At the request of the City, the Contractor or its appropriate representative shall attend meetingsand trainingsessions, as deemednecessaryby the City, for the purposesof orientation, information, amendmentsto the Contract, anddescriptionof Citypoliciesand procedures.
7.1.4 In the event the City commenceslegal proceedingsfor the enforcementof the Contract, and is the prevailingparty, the Cityshallbeentitledto an awardof attorney's feesandcosts incurred in the action.
7. 2 Performance Evaluation
7.2.1 City staff shall perform site inspections each day at undisclosed times and at various service areas to determineif scheduledtasks are performed as specified.
7.2.2 If the CRdeterminesthatany requiredservicesaredeficientlyperformed, incompletely performed, or not performedat the appropriatetimeas specifiedbythe City, the Citywill give noticeto the Contractorvia work order or email to correctthe deficiency, complete the performance, or perform within a time stated in the notice. If Contractor fails to correct deficiencieswithinthattime, the Citymay: (a) deduct $300fromContractor's paymenta sum attributable to the deficiency; or (b) upon giving five (5) days' notice to the Contractor for failure to correctthe deficiencies, City may correctthe deficiencies. The costs incurred by completionof the work by an alternatesource, whether it be City forces or another contractor, will be deducted from the payment to the Contractorfrom the City, as determined by the City.
7.2.3 A sumof $300.00will be deductedfromthe basepaymentamountfor eachdeficiency per occurrence.
7.2.4 City staff will perform these site inspections utilizing the City's contract performance management system on -site with portable electronic devices with a data connection.
Thesedevicesallowfor performancedeficienciesto be documentedimmediatelywhile completing, which will send a notificationimmediatelyto the Contractor. aCITY OF SANTA ANA
7.2.5 The action above shall not be construed as a penalty, but as an adjustment of paymenttotheContractorto recovera portionof Citycostsduetothefailureof the Contractorto completeor complywith the provisionsof this Contract.
EXHIBIT B
VARIOUS CITY SITE MAPS
x
0 LU
IL
IL
Q
z4j
m
wo.
O
2 z v
a m
0 C
o m
m C
a m
N LL
1 o a
r`
L
N
6 L
r .. Y a 1
q9! a 44
ra
i 1
F
42 z
NaC00
E -x O0oa. wK o
LL
00 Y
ma
mC
OW
Y
s« O d
ii
E S C - u° _ • O
n U 39
AifK . i (( Um IL 2 6
N
O QL, QQ QIW2g000 O W
m` O
C
mY C O
OV V
N 3
xo x
r
0 Liry
Rk.. ly{ J
f. Le1 r • i.
13M31LildjN
ry
Y
OU
u
z
a
z
r mUN a
FFL
r00 moLL
11 t-
d
z
m
U m o
0 o d a
c a w lL m V m o w
m m
OQ a O m o
E
m 2 E C y a m
aE d
It y `w' U 3a U U K Y m m° .2 ILim
Im'
1 N
O U
N C
C
m v
V
LL
E- 0-
o o W a
mY m s
O v d
oN y
N
a
jq 0 ina IL
a K .? m
U y
U m C7
d
a LL NE
m
I mDLL L Q Q o Q
mm
T
W Segerslrom Ave
W Carriage Dr N
V/ 0
J 03 3
rn m
WWGarry Ave ^
GarryAve
m
N
u
O
euVtN
r9C K
W trloore Ave
a _.
AnaRiverBikeTrail1Alton Ave
Siackhawk Dr
co
nar =
rook Dr Iw
m Nm
a
W
N
a
n
id Rd
IMac Arthur Blvd
N_
N
2 LN
2 e N a
V AD Uo o d
2 o W O a t en c E
h U m m N O FL ,
a' m u m m41
3 c9 LL FL- LL
00000 m o
14 ii' $
r
v
1 d
c
a V Aam m—
x C 0
p C C
a
cm
0 date
o v1
2rnerAve
2 SikhCem¥ - of
Orangeq/
mELb
0 Hall Ave
m
m
CD k
m |
e
FD
Co
m.
Seoersy0m Ave
Ada
v
d
wOI
INN" Mwa
F-----, r u
el
J
r,-
Jerome Bike Trail
0 mm
2 sc
u a OE o mQ
N o LLmm
i . a= aa `
V
a o N oo LLU a rc m
oa ola000u m o
Y
ICaN
E
0 v
a
7!.
0 j01 Y r
Santa Ana PAAL
Center
Q.
N G j w r O Y
w w IL p
u c vi a n C m m x f
to
p w 7 tl w
2 E m W n O y a C
a E li U w c NW o
a o Q
d U fn '.U-+ a0.. m 2 C7 v'
N
Ifl
4i
D mN7 x ji N G
u E , p E• r U x N
2 °o rn Maea d m
N y O d
K N u 2 V H( D tD LL 'y0 LL
ona f a
0rl 0 3
EXHIBIT C
PRICING PROPOSALS/ RATES
ADDENDUM 2 - EXHIBIT I
ATTACHMENT A- 2
REVISED PROPOSAL PRICING
DISTRICT
PARKS ( MUST BE FULLY LOADED AND INCLUDE LABOR,
EQUIPMENT, MATERIALS TRIP CHARGE DUMPING ETC.
Acreage• Monthly Rate Yearly Rate
TFuIIme
Equivalents
Cesar Chavez / Campesino 7 10, 500. 00 126, 000. 00 10
Edna 2 5 6,750.00 81, 000. 00 10
El Salvador 9 13, 600. 00 163, 200. 00 10
KingSt. Park• TBD 1, 900. 00 22, 800. 00
Memory Lane 0. 6 1, 850. 00 22, 200. 00 10
Riverview 8 10, 800. 00 129, 600. 00 10
Rosita 8 12, 000. Do 144, 000. 00 10
Other ( MUST BEFULLYLOADED AND INCLUDELABOR,
E UIPMENT MATERIALS TRIP CHARGE DUMPING ETC.
Acreage•
17'" St. 8, Santa Ana River Triangle 0. 69 1, 450. 00 17, 400. 00 10 Fairview Triangle 0. 73 1, 450. 00 17, 400. 00 10
Annual Total 1 $ 60,300.001 723,600.00I30
Future Park
DISTRICT 1: SANTA ANA LIBRARY
Centers/ Facilities ( MUST BE FULLY LOADED AND INCLUDE
LABOR, EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING,
ETC.
Acreage" Monthly Pate Yearly Rate
Full Time
Equivalents
New Hope Libray 0. 56 11950. 00 23,400.02 3
Annual Total 1, 950. 00 23, 400. 00 3
DISTRICT 2
PARKS ( MUST BE FULLY LOADED AND INCLUDE LABOR,
EQUIPMENT, MATERIALS TRIP CHARGE DUMPING ETC.
Acreage Monthly Rate Vearly Ra[ e
Full Time
Equivalents
loth and Flower Park" 1. 7 1,500. 00 18, 000. 00 12
Angels Community 1. 7 3, 335. 00 40, 020. 00 12
Birch 2. 4 2, 175. 00 26, 100. 00 12
Cabrillo 7. 3 6,420. 00 5 77, 040. 00 12
Cabrillo Tennis Center 7. 6 3, 775. 00 45, 30000 12
Cheppa' s 0. 4 675. 00 8, 100. 00 12
Eldridge 1. 2 2, 000. 00 24, 000. 00 12
Fisher 1. 5 2,075. 00 24, 900. 00 12
French 0. 2 S00. 00 6, 000. 00 12
Garfield 0. 1 325. 00 3, 900. 00 12
Mabury 5. 5 3, 500. 00 42, 000. 00 12
Mariposa 0. 5 S 800.00 9, 600. 00 12
Morrison 5. 9 5, 675. 00 68, 100. 00 12
Tortola 9. 1 7, 900. 00 94, 800. 00 12
Saddleback View 0. 9 1, 550. 00 18, 600. 00 12
Santiago ( including bike trail( 26 19, 825. 00 237, 900. 00 12 Parking Lots (MUST BEFULLYLOADEDAND INCLUDELABOR,
EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING, ETC.(
Acreage
602 N. Garfield Street 0. 2 250. 00 3, 000. 00 12
Centers/ Facilities ( MUST BE FULLYLOADEDAND INCLUDE
LABOR, EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING,
ETC.
Acreage
Garfield Community Center 0. 2 250. 00 3, 000. 00 4
Plaza Caile Cuatro 0. 2 275. 00 3, 300. 00 4
Sarah Mae Downie Herb Garden 0. 1 275A0 3, 300. 00 4
Santa Ana Stadium 6. 9 6, 500. 00 78,000. 00 4
Willard Playground 1 0. 2 5 400. 00 4, 800. 00 4
Annual Total 980. 0069, 839, 760. 00 12
Future Park
DISTRICT 2: COMMUNITY DEVELOPMENT AGENCY
Trails and Walkways ( MUSTBE FULLYLOADEDAND INCLUDE
LABOR, EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING,
ETC
Linear Miles Monthly Rate Yearly Rate
Full Time
Equivalents
2nd Stfrom Broadwayto Sycamore 0. 1 300. 00 3, 600. 00 2 4th St. from Ross to French 0. 5 285. 00 3, 420. 00 2
Parking Lots ( MUST BEFULLY LOADED AND INCLUDE LABOR,
EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING, ETC. ( Acreage Monthly Rate Yearly Rate Full Time
Equivalents
NE corner of 3rd St. and Bush St. 0. 8 1 $ 400.001 4, 800. 00 2 312 N. Bush Street 0. 1 285.001 3, 420. 00 2
Annual Total 1,270.001 15, 240. 00 2
DISTRICT 3
PARKS ( MUST BE FULLY LOADED AND INCLUDE LABOR,
EQUIPMENT, MATERIALS TRIP CHARGE DUMPING ETC. Acreage' Monthly Rate Yearly Rate Full Time
Equivalents
Bristol/ Tolhver Park' 1. 1 1, 300. 00 15, 600. 00 3
Boom Koral 11 9, 250. 00 111, 000. 00 12
Delhi 10. 4 9, 250. 00 111, 000. 00 12
Lillie King 9. 6 9, 000. 00 108, 000. 00 12
Madison 6 6, 785. 00 81, 420. 00 12
Memorial 15. 5 13, 340. 00 160, 080. 00 12
Maple Occidental Exercise Park 0. 43 825. 00 91900. 00 3 Pacific Electric 1. 4 1, 250. 00 15, 000. 00 5
Sandpointe (including paseos) 7. 7 6, 925. 00 83, 100. 00 12 Segerstrom 1. 2 1, 250. 00 15, 000. 00 3
Standard and McFadden Park 0. 64 825. 00 9, 900. 00 3
Trails and Walkways ( MUST BE FULLYLOADED AND INCLUDE
LABOR, EQUIPMENT, MATERIALS, TRIPCHARGE, DUMPING,
ETC.
Linear Miles Monthly Rate Yearly Rate
Flower Trail( Flower/ Warner to Flower/ Sunflower) 1. 5 3, 190. 00 38, 280. 00 5 Pacific Electric Trail ( Chestnut/ Maple to Alton/ Bristol) 3. 5 7, 101 85, 200. 00 5 Parking Lots (MUST BEFULLYLOADEDAND INCLUDELABOR,
EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING, ETC.) Acreage Monthly Rate Yearly Rate 300 S. Main Street 0. 4 845. 00 100140. 00 3
10225. Main Street 0. 1 845. 00 10, 140. 00 3
Centers/ Facilities ( MUST BE FULLY LOADED AND INCLUDE
LABOR, EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING,
ETC.
Acreage Monthly Rate Yearly Rate
Roosevelt/ Walker Comm. Center 1. 3 2, 385. 00 28, 620. 00 5 Unused Property (MUSTBE FULLYLOADEDAND INCLUDE
LABOR, EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING,
ETC.
Acreage Monthly Rate Yearly Rate
625 S. Cypress - Cypress Fire Station 0. 17 825. 00 91900. 00 3 Annual Total 75, 190. 00 902, 280. 00 12
Future Park
DISTRICT 3: COMMUNITY DEVELOPMENT AGENCY
Centers/ Facilities ( MUST BE FULLYLOADEDAND INCLUDE
LABOR, EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING, Acreage Monthly Rate Yearly Rate Full Time
ETC Equivalents
Carnagie Homeless Shelter TBD
Parking Lots (MUST BEFULLYLOADEDAND INCLUDE LABOR,
EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING, ETC.) Acreage NE corner of 3rd St. and Bush St. 0. 8 district 2
312 N. Bush Street 0. 1 district 2
Annual Total
DISTRICT
PARKS (MUST BE FULLY LOADED AND INCLUDE LABOR,
EQUIPMENT, MATERIALS TRIP CHARGE DUMPING ETC.
Acreage Monthly Rate Yearly Rate
Full Time
Equivalents
Sst/ Mountain View Park' 1. 7 1, 500. 00 18, 000. 00 3
Adams 7 8, 250. 00 99, 000. 00 13
Centennial 87 22, 775. 00 273, 300. 00 15
Ed Caruther' s Park` 1. 1 1, 650. 00 19, 800. 00 3
Friendship 0. 1 500. 00 6, 000. 00 3
Heritage 8 8, 800. 00 105, 600. 00 13
Jerome 14 10, 100. 00 121, 200. 00 13
Santa Anita 5 7, 000. 00 84, 000. 00 13
Thornton 35 17, 300. 00 207, 600. 00 15
Windsor 12 9, 3S0. 00 112, 200. 00 13
Trails and Walkways ( MUST BE FULLY LOADED AND INCLUDE
LABOR, EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING,
ETC.
Linear Miles Monthly Rate Yearly Rate
Full Time
Equivalents
Bear Street ( Segertrom Ave. to MacArthur Blvd.) 0. 49 1, 300. 00 15, 600. 00 5 Greenville Street ( North of Hall Ave. to Segerstrom Ave.) 0. 38 1, 500. 00 18, 000. 00 5 Jerome ( Monte Vista Ave to McFadden Ave) 0. 25 1, 200. 00 14,400.001 5 MacArthur Blvd ( Santa Ana River Trail to MacArthur Blvd) 0. 06 1, 100. 00 13, 200. 00 5 St. Andrew PI./ St. Gertrude PI. 0. 18 1, 100. 00 13, 200. 00 5 RaAt Street ( Segertrom Ave. to Alton Ave.) 0. 25 1, 250. 00 15, 000. 00 5 Other ( MUST BE FULLY LOADED AND INCLUDE LABOR,
EQUIPMENT. MATERIALS TRIP CHARGE DUMPING ETC,
Acreage
McFadden Triangle 0. 94 2,000. 00 24, 000. 00 S
Annual Total I S 96,675. 00 1, 160, 100. 00 15
Future Park
DISTRICT 4: SANTA ANA POLICE DEPARTMENT
Centers/ Facilities ( MUST BE FULLY LOADED AND INCLUDE Full Time LABOR, EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING, Acreage- Monthly Rate Yearly Rate Equivalents ETC.
1Santa Ana PAAL Center 0. 52 1, 400. 00 16, 800. 00 5
Annual Total 1 $ 1, 400. 001$ 16, 800. 00 5
CIVIC CENTER
CIVIC CENTER ( MUST BE FULLY LOADED AND INCLUDE
LABOR, EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING,
ETC.
Acreage Monthly Rate Yearly Rate
Full Time
Equivalents
48, 448. 00 581, 376. 1 9
Annual Total 48, 449. 00 581, 376. 00 9
SANTA ANA ZOO
ZOO ( MUST BE FULLY LOADED AND INCLUDE LABOR,
EQUIPMENT. MATERIALS TRIP CHARGE DUMPING ETC.
Acreage Monthly Rate Yearly Rate
FulNE ui
20 $ 45, 120. 00 $ 541, 440. 00
Annual Total 45, 120. 00 $ 541, 440. 0
NOTICE OF COMPLIANCE
CITY STAFF: PRINT TIIIS PAGE AND INCLUDE WITH AGREEMENT TO THE CLERK OF THE COUNCIL ContractorDMSFacilityServices, LLCName:
Project
TBD ( 3)
Number:
Project
TBD ( 3) Name:
TheCertificateof Insurance (COI) submittedindicatesthatthecoveragescomplywith the insurance requirements.
The compliant coverage( s) are:
TYPE OF INSURANCE POLICY
EXPIRATIONCOIDATE FILE
NUMBER DATE NAME
23- 24 DMS -
AUTOMOBILE LIABILITY AS6691458727073 10/ 01/ 2024 09/26/2023 City of Santa Ana (5).pdf
23- 24 DMS -
GENERAL LIABILITY TB2691458727083 10/ 01/ 2024 09/26/2023 City of Santa Ana ( 5).pdf
PROFESSIONAL LIABILITY WAIVER 02/ 05/ 2025 02/ 05/ 2024 COI Letter.pd£
WORKERS COMPENSATION AND 23- 24 DMS -
EMPLOYERS' LIABILITY WA769D458727063 10/ 01/ 2024 09/26/2023 City of Santa Ana (5).pdf
No further action is required at this time.
Thank you,
City of Santa Ana
Risk Management Division
in partnership with
CTrax Plus Services Team
2/ 12/ 2024 11: 23 AM
EBUF!)NN0EE0ZZZZ*
DFSUJGJDBUF!PG!MJBCJMJUZ!JOTVSBODF
UIJT!DFSUJGJDBUF!JT!JTTVFE!BT!B!NBUUFS!PG!JOGPSNBUJPO!POMZ!BOE!DPOGFST!OP!SJHIUT!VQPO!UIF!DFSUJGJDBUF!IPMEFS/!UIJT DFSUJGJDBUF!EPFT!OPU!BGGJSNBUJWFMZ!PS!OFHBUJWFMZ!BNFOE-!FYUFOE!PS!BMUFS!UIF!DPWFSBHF!BGGPSEFE!CZ!UIF!QPMJDJFT CFMPX/!!UIJT!DFSUJGJDBUF!PG!JOTVSBODF!EPFT!OPU!DPOTUJUVUF!B!DPOUSBDU!CFUXFFO!UIF!JTTVJOH!JOTVSFS)T*-!BVUIPSJ\[FE SFQSFTFOUBUJWF!PS!QSPEVDFS-!BOE!UIF!DFSUJGJDBUF!IPMEFS/ JNQPSUBOU;!!Jg!uif!dfsujgjdbuf!ipmefs!jt!bo!BEEJUJPOBM!JOTVSFE-!uif!qpmjdz)jft*! nvtu!ibwf!BEEJUJPOBM!JOTVSFE!qspwjtjpot!ps!cf!foepstfe/ Jg!TVCSPHBUJPO!JT!XBJWFE-!tvckfdu!up!uif!ufsnt!boe!dpoejujpot!pg!uif! qpmjdz-!dfsubjo!qpmjdjft!nbz!sfrvjsf!bo!foepstfnfou/!!B!tubufnfou!po uijt! dfsujgjdbuf!epft!opu!dpogfs!sjhiut!up!uif! dfsujgjdbuf!ipmefs!jo!mjfv!pg!tvdi!foepstfnfou)t*/ DPOUBDUQSPEVDFS OBNF;
GBYQIPOF B0D-! Op*; B0D-!Op-!Fyu*;
F.NBJM
BEESFTT;
JOTVSFS) T*! BGGPSEJOH! DPWFSBHFOBJD!$
JOTVSFS! B!;
JOTVSFE JOTVSFS! C!;
JOTVSFS! D!;
JOTVSFS! E!;
JOTVSFS! F!;
JOTVSFS! G!;
DPWFSBHFTDFSUJGJDBUF! OVNCFS; SFWJTJPO!OVNCFS;
UIJT!JT!UP!DFSUJGZ!UIBU!UIF!QPMJDJFT!PG!JOTVSBODF!MJTUFE!CFMPX!IBWF!CFFO!JTTVFE!UP!UIF!JOTVSFE!OBNFE!BCPWF!GPS!UIF!QPMJDZ!QFSJPE JOEJDBUFE/!!OPUXJUITUBOEJOH!BOZ!SFRVJSFNFOU-!UFSN!PS!DPOEJUJPO!PG!BOZ!DPOUSBDU!PS!PUIFS!EPDVNFOU!XJUI!SFTQFDU!UP!XIJDI! UIJT DFSUJGJDBUF!NBZ!CF!JTTVFE!PS!NBZ!QFSUBJO-!UIF!JOTVSBODF!BGGPSEFE!CZ!UIF!QPMJDJFT!EFTDSJCFE!IFSFJO!JT!TVCKFDU!UP!BMM! UIF!UFSNT- FYDMVTJPOT!BOE!DPOEJUJPOT!PG!TVDI!QPMJDJFT/!MJNJUT!TIPXO!NBZ!IBWF!CFFO!SFEVDFE!CZ!QBJE!DMBJNT/ BEEMTVCS QPMJDZ!FGGQPMJDZ!FYQJOTS UZQF! PG! JOTVSBODFMJNJUTQPMJDZ!OVNCFSMUS) NN0EE0ZZZZ*)NN0EE0ZZZZ* JOTEXWE DPNNFSDJBM!HFOFSBM!MJBCJMJUZ FBDI! PDDVSSFODF%
EBNBHF! UP!SFOUFEDMBJNT. NBEFPDDVS% QSFNJTFT!)Fb!pddvssfodf* NFE! FYQ!) Boz! pof! qfstpo*%
QFSTPOBM!'!BEW!JOKVSZ%
HFO(M!BHHSFHBUF!MJNJU!BQQMJFT!QFS; HFOFSBM! BHHSFHBUF%
QSP. QPMJDZMPDQSPEVDUT!.! DPNQ0PQ! BHH% KFDU
PUIFS;
DPNCJOFE!TJOHMF!MJNJUBVUPNPCJMF!MJBCJMJUZ% Fb! bddjefou* BOZ! BVUP CPEJMZ!JOKVSZ!)Qfs!qfstpo*%
PXOFETDIFEVMFE CPEJMZ!JOKVSZ!)Qfs!bddjefou*% BVUPT! POMZBVUPT OPO. PXOFEIJSFEQSPQFSUZ! EBNBHF
Qfs! bddjefou* BVUPT! POMZBVUPT! POMZ
VNCSFMMB!MJBC FBDI! PDDVSSFODF% PDDVS
FYDFTT!MJBC DMBJNT. NBEFBHHSFHBUF%
EFESFUFOUJPO%
QFSPUI. XPSLFST!DPNQFOTBUJPO TUBUVUFFSBOE!FNQMPZFST(!MJBCJMJUZ Z! 0!OBOZQ!SPQSJFUPS0QBSUOFS0FYFDVUJWF F/M/! FBDI! BDDJEFOU% O! 0!BPGGJDFS0NFNCFS!FYDMVEFE@ Nboebupsz! jo! OI* F/M/!EJTFBTF!.!FB!FNQMPZFF%
Jg!zft-! eftdsjcf! voefs
F/M/!EJTFBTF!.!QPMJDZ!MJNJU% EFTDSJQUJPO!PG!PQFSBUJPOT!cfmpx EFTDSJQUJPO!PG!PQFSBUJPOT!0!MPDBUJPOT!0!WFIJDMFT!!)BDPSE!212-!Beejujpobm!Sfnbslt!Tdifevmf-!nbz!cf!buubdife!jg!npsf!tqbdf!jt!sfrvjsfe* Ejhjubmmz!tjhofe!
cz!Uv! Usbo! Uv!Usbo! Ohvzfo!
Ebuf;!3136/23/21! Ohvzfo26;6:;33!.19(11(
CzUvUsboOhvzfobu4; 69qn-Efd21- 3136
DFSUJGJDBUF! IPMEFSDBODFMMBUJPO
TIPVME!BOZ!PG!UIF!BCPWF!EFTDSJCFE!QPMJDJFT!CF!DBODFMMFE!CFGPSF UIF! FYQJSBUJPO!EBUF! UIFSFPG-!OPUJDF!XJMM! CF!EFMJWFSFE! JO BDDPSEBODF!XJUI!UIF!QPMJDZ!QSPWJTJPOT/
BVUIPSJ\[FE!SFQSFTFOUBUJWF
2:99.3126!BDPSE!DPSQPSBUJPO/!!Bmm! sjhiut!sftfswfe/ BDPSE! 36!) 3127014*Uif! BDPSE!obnf! boe! mphp!bsf! sfhjtufsfe!nbslt! pg! BDPSE ENT!Gbdjmjuz!Tfswjdft-!MMD
Qpmjdz!Ufsn! 21020313!.! 21020
Cvtjoftt! Bvup!Qpmjdz
ENT!Gbdjmjuz!Tfswjdft-!MMD
Qpmjdz!Ufsn! 21020313.21020
Dpnnfsdjbm!Hfofsbm!Mjbcjmjuz
ENT!Gbdjmjuz!Tfswjdft-!MMD
ENT!Gbdjmjuz!Tfswjdft-!MMD 2101203131!.!2101203132
Qpmjdz!Ufsn21020313. 21020
Dpnnfsdjbm!Hfofsbm!Mjbcjmjuz
ENT!Gbdjmjuz!Tfswjdft-!MMD
Qpmjdz!Ufsn! 21020313.21020313
Dpnnfsdjbm!Hfofsbm!Mjbcjmjuz
ENT!Gbdjmjuz!Tfswjdft-!MMD
ENT!Gbdjmjuz
Qpmjdz!Op/!
Xpslfst Dpnqfotbujpo! Qpmjdz!Op/!
Jttvfe! Up
ENT!Gbdjmjuz!Tfswjdft-!MMD 21020313.21020
Xpslfst Dpnqfotbujpo
Qpmjdz! Op/! XB8. 7:E.569838.171
Xpslfst Dpnqfotbujpo! Qpmjdz! Op/! XB8. 7:E.569838. 171 Xpslfst Dpnqfotbujpo! Qpmjdz!Op/! ENT! Gbdjmjuz! Tfswjdft-! MMD21020313. 21020313
Xpslfst Dpnqfotbujpo! Qpmjdz! Op/! XB8. 7:E.569838. 171