INSURANCEON FILE
WORKMAYPROCEED A- 2024- 007- 03
UNTILINSURANCEEXPIRES
LTP- Ax
CITYCLERK
DATE. FEB2 3 2024
0. Rw C20
C, A edealO)
AA' AGREEMENT WITH MARIPOSA LANDSCAPES, INC.
TO PROVIDE GROUND MAINTENANCE SERVICES
THIS AGREEMENTis madeandenteredinto on this 16thdayof January, 2024by andbetween MariposaLandscapes, Inc., aCaliforniacorporation ("Contractor"), and theCity of SantaAna, a chattercity andmunicipalcorporationorganizedandexistingundertheConstitutionandlawsof theStateof California ("City").
RECITALS
A. OnOctober20, 2023theCity issuedRequestfor ProposalNo. 23-15I ("RFP"), bywhich it sought Contractorsto providegrounds maintenanceservicesto City parks, biketrails, openspaces, andparkinglotswith assignmentof thevariedCity districtsto beassignedto the selected Contractors.
A. Contractor submitteda responsiveproposalthatwasamongstoneof the four (4) vendors selectedbytheCity. Contractorrepresentsthatit isableandwilling toprovidetheservices described in the scope of work that was included in the RFP.
C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeablein its field and that any servicesperformedby Contractorunderthis Agreementwill beperformedin compliancewith suchstandardsasmay reasonablybe expectedfrom a professionalcontractingfirm in the field.
NOW THEREFORE, in considerationof the mutualandrespectivepromises, andsubject tothe terms andconditions hereinaftersetforth, the partiesagreeasfollows:
SCOPE OF SERVICES
Contractorshall perform during the term of this Agreement, the tasksand obligations includingall labor, materials, tools, equipment, andincidentalcustomaryworkrequiredtofully andadequatelycompletethe servicesdescribedandsetforth in Exhibit A andasdetailedin the appendicesprovided in Exhibit B, attachedheretoand incorporatedby referencefor Districts 2 and 3.
2. COMPENSATION
a. City neither warrantsnor guaranteesany minimum or maximum compensationto Contractorunderthis Agreement. Contractorshall be paid only for actualservices performed under this Agreement at the rates andchargesidentified in Exhibit C. The totalaggregatesumfor services, providedby all four (4) Contractorsselectedunder RFP 23- 151. shall not exceed $ 35, 737, 920 for the entire tern of this Agreement, includinganyextensionperiods exercisedby theparties, asdetailedbelow. The annual aggregate amount, available to all the selected Contractors, shall not exceed 7,147,584, whichincludesa baseannualamountof $5,228,320plusacontingencyof 1,919,264for servicesto beexercisedat theCity' s solediscretion.
Exhibit 3
b. PaymentbyCityshallbemadewithinforty-five (45) daysfollowingreceiptofproper invoiceevidencingworkperformed, subjecttoCityaccountingprocedures. Cityand Contractoragreethatall paymentsdueandowingunderthisAgreementshallbemade throughAutomatedClearingHouse (ACH) transfers. Contractoragreesto executethe City's standardACH Vendor PaymentAuthorizationand provide required documentation. Uponverificationof thedataprovided, theCity will beauthorizedto depositpaymentsdirectlyinto Contractor's account(s) with financialinstitutions.
Paymentneednot bemadefor work which fails to meetthestandardsof performance setforth in theRecitalswhichmayreasonablybeexpectedby City. 3 V*H3JIl
ThisAgreementshallcommenceonFebruary1, 2024forathree (3) yeartermuntilJanuary 31, 2027, withtheoptionfor theCitytograntuptotwo (2) one (1) yearrenewals, exercisableby awritingbytheCityManagerandtheCityAttorney, unlessterminatedearlierinaccordancewith Section 16, below.
4. PREVAILING WAGES
Contractor is aware of the requirements of California Labor Code Section 1720, of seq., and1770, et seq., aswell asCaliforniaCodeof Regulations, Title 8, Section16000, of seq., Prevailing Wage Laws"), which require the paymentof prevailing wage ratesand the performanceofotherrequirementson "publicworks" and "maintenance" projects. If theservices beingperformedarepartofasapplicable "publicworks" or "maintenance" project, asdefinodby thePrevailingWageLaws, andthe total compensationis $1,000or more, Contractoragreesto fullycomplywithsuchPrevailingWageLaws. Contractorshalldefend, indemnityandholdthe City, its electedofficials, officers, employeesandagentsfreeandharmlessfrom any clahn or liabilityarisingoutof anyfailureor allegedfailureto comply withthePrevailingWageLaws.
S. INDEPENDENT CONTRACTOR
Contractorshall, during the entire term of this Agreement, be construedto be an independentcontractorandnot anemployeeof theCity. ']'hisAgreementis notintendednorshall it be construed to create an employer -employee relationship, ajoint venture relationship, or to allowtheCitytoexercisediscretionorcontrolovertheprofessionalmannerin whichContractor performstheserviceswhicharethesubjectmatterofthisAgreement; however, theservicestobe providedbyContractorshallbeprovidedinainannerconsistentwithallapplicablestandardsand regulationsgoverningsuchservices. Contractorshallpayallsalariesandwages, employer'ssocial securitytaxes, unemploymentinsuranceandsimilartaxesrelatingto employeesandshallbe responsiblefor till applicable withholding taxes.
6. OWNERSHIP OF MATERIALS
This Agreementcreatesa non-exclusive and perpetuallicense for City to copy, use, modify, reuse, or sublicenseany andall copyrights, designs, andotherintellectualproperty Pago2of10
embodiedin plans, specifications, studies, drawings, estimates, andotherdocumentsor works of authorshipfixedin anytangiblemediumof expression, includingbutnotlimitedto, physical drawingsordatamagneticallyorotherwiserecordedoncomputerdiskettes, whicharepreparedor causedto bepreparedby ContractorunderthisAgreement ("Documents & Data"). Contractor shallrequireall subcontractorsto agreein writing that City is granteda non-exclusiveand perpetual licenselbr any Documents & Datathe subcontractorpreparestinderthis Agreement.
Contractorrepresentsandwarrantsthat Contractorhasthe legalright to licenseany and allDocuments & Data. Contractormakesno such representationand warranty in regardto Documents & Datawhichwereprovidedto Contractorby theCity. City shallnot belimitedin anywayin its useof theDocumentsandDataatanytime, providedthatanysuchusenotwithin thepurposesintendedbythisAgreementshallbeatCity'ssolerisk.
INSURANCE.
Contractorshall procureand maintainfor the duration of the contractinsuranceagainst claimsforinjUriesto personsor damagesto propertywhich mayarisefrom or in connectionwith theperformanceof thework hereunderandtheresultsof thatwork by theContractor, hisagents, representatives, employees or subcontractors.
MINIMUM SCOPI] AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
CommercialGeneralLiability ( CGL): InsuranceServicesOfficeFormCG0001covering CGL on an " occurrence" basis, including productsand completedoperations, property damage, bodily injury andpersonal & advertisinginjury with limits no lessthan $1,000,000 per occurrence. If a generalaggregatelimit applies, eitherthe generalaggregatelimit shall applyseparatelyto thisprojeot/location (180 CG25 03 or 25 04) or thegeneralaggregate limit shall be twice the required occurrence limit.
Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, ( Code 8) and non -owned autos ( Code 9), with limit no lessthan $1,000,000peraccidentfor bodilyinjury andpropertydamage.
Workers' Compensation: asrewired by the Stateof California, with StatutoryLimits, and Employer's Liability Insurancewith limit ofno lossthan $1,000,000peraccidentfor bodily injury or disease.
Professional Liability applicableto the work being performed, with a limit no lessthan 1,000,000perclaimor occurrenceand $2,000,000aggregateperpolicyperiodof oneyear.
If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requiresand shall be entitled to the broadercoverageand/or the higher limits maintainedby the contractor. Any available insuranceproceedsin excessof the specified minimumlimitsof insuranceandcoveragoshallbeavailnbletotheCity.
Other Insurance Provisions
Theinsurancepoliciesaretocontain, orbeendorsedtocontain, thefollowingprovisions:
Additional Insurer/ Status
TheCity, itsofficers, officials, employees, andvolunteersaretobecoveredasaciditionalinsureds ontheCGLpolicywithrespecttoliabilityarisingoutofworkoroperationsperformedbyoron behalfoftheContractorincludingmaterials, parts, orequipmentfurnishedinconnectionwithsuch workor operations. Generalliabilitycoveragecanbeprovidedin theformofanendorsementto theContractor's insurance (atleastasbroadasISOFormCG20 101185or ifnotavailable, through theaddition of both CG 20 10, CG 20 26, CO 20 33, or CG 20 38; and CG 2037 if a lateredition is used).
Primary Coverage
Foranyclaimsrelatedto thiscontract, theContractor's insurancecoverageshallbeprimary coverageat leastas broad as ISO CG 20 01 04 13 as respectsthe City, its officers, officials, employees, andvolunteers. Any insuranceorself-insurancemaintainedby theCity, itsofficers, officials, employees, or volunteersshall be excessof the Contractor's insuranceand shall not contribute with it.
Noticeof Cancellation
Eachinsurancepolicyrequiredaboveshallprovidethatcoverageshallnotbecanceled, except with noticeto theCity.
II'aiver of Subrogation
Contractorherebygrantsto Cityawaiverofanyrighttosubrogationwhichallyinsurerof said ContractormayacquireagainsttheCitybyvirtueofthepaymentofanylossundersuchinsurance.
Contactoragreesto obtainanyendorsementthatmaybe necessaryto affectthis waiverof subrogation, butthisprovisionappliesregardlessofwhetherornottheCityhasreceivedawaiver Of subrogation endorsement from the insurer.
Sett=Insured Retentions
Sell -insuredretentionsmust bedeclaredto andapprovedby the City. The City may requirethe Contractortopurchasecoveragewithalowerretentionorprovideproofof abilitytopaylosses and related investigations, claim administration, and defenseexpenseswithin the retention. The policylanguageshallprovide, orbeendorsedtoprovide, thattheself -insuredretentionmaybe satisfiedby eitherthenamedinsuredor City.
Aeeeplabiliti, of Insurem
Insuranceistobeplacedwithinsurersauthorizedtoconductbusinessin thestatewithacurrent A.M. Best'sratingof nolessthanA:VII, unlessotherwiseacceptabletothe City.
ClaimsAladePolicies (note —should beapplicableonly toprofessionallloblllty, seebelow) if anyof therequiredpoliciesprovideclaims -madecoverage:
I. The Retroactive Date must be shown, and must be before the date of the contact or the beginningof contractwork.
2. Insurancemustbemaintainedandevidenceof insurancemustbeprovidedfor at least five (S) yearsaftercompletionof thecontractof work.
3. if coverage is canceled or non -renewed, and not replaced with another clahns- made policyform withaRetroactiveDateprior tothecontracteffectivedate, theContractor mustpurchase "extendedreporting" coveragefor a minimumof,rve (5) yearsafter completion of work,
Verification of Coverage
ContractorshallfurnishtheCity with originalCertificatesof Insuranceincludingall required amendatoryendorsements (orcopiesof theapplicablepolicylanguageeffectingcoveragerequired bythisclause) andacopyoftheDeclarationsandEndorsementPageoftheCGLpolicylistingall policy endorsementsto City beforework begins, however, failureto obtainthe required documentspriortotheworkbeginningshallnotwaivetheContractor'sobligationtoprovidethem.
TheCityreservestherighttorequirecomplete, certifiedcopiesofallrequiredinsurancepolicies, includingendorsementsrequiredbythesespecifications, atanytime.
Subcontractors
Contractorshallrequireandverify that all subcontractorsmaintaininsurancemeetingall the requirementsstatedherein, andContractorshallensurethat City is anadditionalinsuredon insurance required from subcontractors.
Special Risks or Circumstances
Cityreservestherightto modifytheserequirements, includinglimits, basedonthenatureofthe risk, priorexperience, insurer, coverage, or otherspecialcircumstances.
8. INDEMNIFICATION
Contractoragreestodefend, andshallinclomnifyandholdharmlesstheCity, itsofficers, agents, employees, contractors, specialcounsel, andrepresentativesfrom liability: (1)forpersonal injury, damages, justcompensation, restitution, judicialor equitablereliefarisingoutof claimsfor personalinjury, includingdeath, and claimsfor propertydamage, which may arisefrom the negligent operations of the Contractor, its subcontractors, agents, employees, or other persons actingonitsbehalfwhichrelatestotheservicesdescribedin section1of thisAgreement; and (2) fromanyclaimthatpersonalinjury, damages, just compensation, restitution, judicialorequitable reliefiscluebyreasonofthetermsof or effectsarisingfromthisAgreement. '['hisindemnityand holdharmlessagreementappliestotill claimsfor dannages,jListcompensation, restitution, judicial or equitablereliefsuffered, orallegedto havebeensuffered, by reasonof theeventsreferredto in thisSectionorbyreasonof thetermsof, or effects, arisingfromthisAgreement. TheContractor furtheragreesto indemnity, holdharmless, andpayallcostsforthedefenseof theCity, including fliesandcostsfor specialCounselto beselectedbytheCity, regardinganyactionbyathudparty challengingthe validity of this Agreement, or assertingthat personalinjury, damages, just compensation, restitution, judicial or equitablerelief clueto personalor propertyrightsarisesby reasonof the termsof, or effects arising from this Agreement. City may makeall reasonable decisionswith respecttoitsrepresentationin anylegalproceeding. Notwithstandingtheforegoing, to theextentContractor's servicesaresubjectto Civil CodeSection2782,8, theaboveindemnity
shallbelimited, to theextentrequiredby Civil CodeSection2782.8, toclaimsthatariseout of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor,
9. INTELLECTUAL PROPERTY INDEMNIFICATION
ContractorshalldefendandindemnifytheCity, its officers, agents, representatives, and employeesagainstanyandall liability, includingcosts, for infringementof anyUnitedStates' letterspatent, trademark, orcopyrightinfringement, includingcosts, containedintheworkproduct ordocumentsprovidedbyContractortotheCitypursuanttothisAgreement.
10. RECORDS
Contractorshallkeeprecordsandinvoicesin connectionwiththeworktobeperformed underthis Agreement. Contractorshall maintain complete and accuraterecordswith respectto the costsincurredunderthis Agreementand any services, expenditures, anddisbursements chargedtotheCityforaminimumperiodofthree (3) years, orforanylongerperiodrequire([ by law, from thedateof final paymentto Contractorunderthis Agreement. All suchrecordsand invoicesshallbeclearlyidentifiable. Contractorshallallowa representativeof theCityto examine, audit, andmaketranscriptsorcopiesof suchrecordsandanyotherdocumentscreated pursuantto this Agreementduringregularbusinesshours. Contractorshallallow inspectionof all work, data, documents, proceedings, andactivitiesrelatedtothisAgreementforaperiodofthree 3) yearsfromthedateof finalpaymentto Contractorunderthis Agreement.
11. CONFIDENTIALITY
If Contractorreceivesfrom the City information which due to the nature of such informationisreasonablyunderstoodtobeconfidentialand/orproprietary, Contractoragreesthat it shallnotuseor disclosesuchinformationexceptin theperformanceof thisAgreement, and furtheragreesto exercisethesamedegreeof careit usesto protectits owninformationof like importance, but in no eventlessthanreasonablecare. "ConfidentialInformation" shallincludeall nonpublicinformation. Confidentialinformationincludesnotonly written information, butalso informationtransferredorally, visually, electronically, or by othermeans. Confidential informationdisclosedtoeitherpartybyanysubsidiaryand/oragentoftheotherpartyiscovered bythisAgreement. 'rheforegoingobligationsofnon-useandnondisclosureshallnotapplytotiny informationthat (a) hasbeendisclosedin publiclyavailablesources; (b) is, throughnofaultofthe Contractordisclosedin apubliclyavailablesource; (c) is in rightfulpossessionof theContractor withoutanobligationof confidentiality; (d) isrequiredtobedisclosedbyoperationoflaw; or (e) isindependentlydevelopedbytheContractorwithoutreferencetoinformationdisclosedbythe City.
12. CONFLICT OF INTEREST CLAUSE.
Contractorcovenantsthatit presentlyhasnointerestsandshallnot haveinterests, director indirect, whichwouldconflictin anymannerwith performanceof servicesspecifiedunderthis Agreement.
13. NON- DISCRIMINATION
Contractor shall not discriminate becauseof race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military andveteranstatus, age, nationalorigin, ancestry, or disability, asdefined andprohibitedby applicablelaw, in therecruitment, selection, teaching, training, utilization, promotion, terminationorotheremploymentrelatedactivitiesoranyservicesprovidedunderthis Agreement. Contractoraffirmsthatit isanequalopportunityemployerandshallcomplywithall applicable federal, state and local laws and regulations.
14. EXCLUSIVITY AND AMENDMENT
This Agreementrepresentsthe completeand exclusivestatementbetweenthe City and Contractor, andsupersedesany andall otheragreements, oral or written, betweentheparties. In theeventof a conflict betweenthe termsof this Agreementandanyattachmentshereto, the terms ofthisAgreementshallprevail. ThisAgreementmaynotbemodifiedexceptbywritteninstrument signedby theCity andbyanauthorizedrepresentativeof Contractor. Thepartiesagreethatany termsor conditionsof anypurchaseorderor otherinstrumentthatareinconsistentwith, or in addition to, thetermsandconditions hereof, shall not bind or obligateContractoror theCity. Each party to this Agreementacknowledgesthat no representations, inducements, promisesor agreements, orallyor otherwise, havebeenmadebyanyparty, oranyoneactingonbehalfofany party, whichis notembodiedherein.
15. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Contractormaynot assign, transfer, delegate, or subcontractanyinteresthereinwithouttheprior writtenconsentof theCity andanysuchassignment, transfer, delegationor subcontractwithout theCity'spriorwrittenconsentshallbeconsiderednullandvoid. NothinginthisAgreementshall beconstruedto limit theCity's ability to haveanyof theserviceswhicharethesubjectto this Agreementperformedby City personnelor by otherContractorsretainedbyCity.
16. TERMINATION
This Agreementmay be terminatedby the City upon thirty (30) dayswritten notice of termination. In suchevent, Contractorshallbeentitledto receiveandtheCity shallpayContractor compensationfor all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Contractor to deliverto theCity all work product(s) completedasof suchdate, andin suchcase suchwork productshall bethe propertyof the City unlessprohibitedby law, and Contractorconsentsto theCity's usethereoffor suchpurposesastheCity deems appropriate.
b. Payment need not be made for work which fails to meet the standard of performancespecifiedin theRecitalsof this Agreement.
17. WAIVER
No waiver of breach, failure of any condition, or anyright or remedycontainedin or grantedbytheprovisionsof thisAgreementshallbeeffectiveunlessit is in writing andsignedby thepartywaiving thebreach, failure, rightor remedy. No waiverof anybreach, failureor right, or remedyshallbedeemeda waiver of anyother breach, failure, right or remedy, whetheror not similar, norshallanywaiverconstituteacontinuingwaiverunlessthewritingsospecifies. 18, JURISDICTION- VENUE
This Agreementhasbeenexecutedanddeliveredin theStateof Californiaandthevalidity, interpretation, performance, andenforcementof anyof theclausesof thisAgreementshallbe determinedandgovernedby thelaws of theStateof California. Both partiesfurtheragreethat OrangeCounty, California, shallbethevenuefor anyactionor proceedingthatmaybebroughtor ariseout or, in connectionwith or by reasonof this Agreement.
19. PROFESSIONAL LICENSES
Contractorshall, throughoutthetermof thisAgreement, maintainall necessarylicenses, permits, approvals, waivers, andexemptionsnecessaryfor theprovisionof theserviceshereunder andrequiredbythelawsandregulationsoftheUnitedStates, theStateof California, theCityof SantaAnaandall othergovernmentalagencies. Contractorshallnotify theCity immediatelyand in writing of its inabilityto obtainor maintainsuchpermits, licenses, approvals, waivers, and exemptions. Saidinability shall becausefor terminationof this Agreement.
20. NOTICE
Any notice, tender, demand, delivery, or othercommunicationpursuantto thisAgreement shallbe in writing andshaltbedeemedto beproperlygiven if deliveredin personor mailedby first classor certifiedmail, postage, prepaid, or sentby fax or othertelegraphiccommunicationin themannerprovidedin thisSection, to thefollowingpersons:
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:
ExecutiveDirector, Public WorksAgency
City of SantaAna
20 Civic Center Plaza ( M- 21)
P, O. Box 1988
Santa Ana, California 92702
To Contractor:
Mariposa Landscapes, Inc.
Attn: TerryNorioga, President
6232 Santos Diaz St.
Irwindale, CA 91702
A partymaychangeitsaddressbygivingnoticeinwritingtotheotherparty. Thereafter, anycommunicationshallbeaddressedandtransmittedto thenewaddress. if sentby mail, communicationshallbeeffectiveor deemedto havebeengiventhree (3) daysafterit hasbeen depositedin the UnitedStatesmail, duly registeredor certified, with postageprepaid, and addressedassetforthabove. If sentbyfax, communicationshallbeeffectiveor deemedtohave beengiventwenty-four (24) hoursafterthetimesetforthonthetransmissionreportissuedbythe transmittingfacsimilemachine, addressedassetforthabove. Forpurposesof calculatingthese time frames, weekends, federal, state, Countyor City holidaysshallbeexcluded.
21. MISCELLANEOUS PROVISIONS
a. Eachundersignedrepresentsand warrantsthat its signatureherein below has the power, authorityandrightto bindtheirrespectivepartiestoeachof thetermsof thisAgreement, andshallindemnifyCity fully, includingreasonablecostsand attorney'sfees, for anyinjuriesor damagesto Cityin theeventthatsuchauthority or poweris not, in Pact, held bythesignatoryor is withdrawn. b. All Exhibits referencedherein andattachedheretoshall be incorporatedasif fully setforth in the bodyof this Agreement.
signaturepageto follow]
IN WITNESSWHEREOF, thepartiesheretohaveexecutedthisAgreementthedateandyearfirst above written.
ATTEST:
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
B '
on athan T. Martinez
AssistantCity Attorney
RECOMMENDED FOR APPROVAL:
a""""'\ Jd h
Nabil Saba, PF.
Executive Director
Public Works Agency
CITY OF SANTA ANA
omas R. Hat i
Interim City Manager
1 _ I_.. 1 I
Terry Noriega
President
2) 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
V. GROUNDCOVER
A. General Specifications
VI. SHRUBS
RFP 23- 151 Landscape Maintenance Services Page 21 of 135 CITY OF SANTA ANAt
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
CITY OF SANTA ANA
C. Schedules
XVIII. IRRIGATION REPORTS AND SCHEDULES
A. Irrigation Reports
B. Irrigation Schedules
XIX. CIVIC CENTER
A. General Specifications
B. Annual Color Planting and Maintenance Specification at Civic Center C. Vandalism
D. Quality of Life Team ( 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
5h,
47 47
48 49
50 50
53 55
56 57
6L.,
RFP 23- 151 Landscape Maintenance Services Page 23 of 135 a CITY OF SANTA ANA
SECTION I
GENERAL MAINTENACE OPERATIONS
This section establishes overall daily contract requirements that the Contractor shall perform unless otherwise specified in later sections. Other specifications given per section are to be utilized as unexpected situations arise and clarification of service is required. It is Contractor' s obligationto fully understandthe grounds' landscape specifications.
Additionally, for all mulch and compost needs that are necessaryfor Landscape Maintenance, the City's RefuseContractorRepublicServicesshallprovidefreeemulchandcompostfor all City projects. Forall othermulchand compostthat requiresthe Contractorto procure, thethe Contractor shall:
Use Compost and Senate Bill ( SB) 1383 Eligible Mulch produced from recovered Organic Waste for all landscaping maintenance, renovations, or construction, as practicable, whenever available, and capable of meeting qualitystandardsandcriteriaspecified. SB 1383EligibleMulchusedfor 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 provided shall include:
o General description of how and where the product was used and applied;
o Source of product, including name, physical location, and contact information for each entity, operation, or facility from whom the Recovered Organic Waste Products were procured;
o Quantity and type of each product; and
o Invoice or other record demonstrating purchase or procurement A. General Operations
1. All areas shall be inspected daily and be maintained in a neat, clean, and safe condition at all times.
2. All drinkingfountainsshallbe checkedweeklyandkeptclean. Cleanis definedas 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. Trash cans provided by the City shall be emptied daily and washed after emptying when necessary, as determinedbythe City Representative (CR). All tops/lids shall RFP 23- 151 Landscape Maintenance Services Page 24 of 135 a CITY OF SANTA 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 grates shall be tested for security and refastened as necessary. Missing or damaged grates shall be immediately made safe and reported to the CR.
9. All barbecue grills, and hot coal containers, shall be emptied of all ashes twice weekly, once on Thursday and once on Sunday mornings.
10. All park benches, picnic tables, play equipment, and band shells shall be steam cleaned or pressure washed per the pressure washing schedule and specifications.
Sanitization may vary with use.
11. Reserved picnic sites are a top priority. These sites shall be cleaned and blown by 8:00 a.m. daily, including weekends, holidays, and othertimes if deemed necessary.
Pressure washing will be on a schedule, refer to the pressure washing section, but may require additional pressure washing as determined by CR.
12. The contractor shall spray monthly in all listed areas to control weed growth.
13. The contractor shall check all dog bag dispensers daily, and restock them as necessary. The contractor shall report missing and/or broken dispensers, on the same day, to the CR. The bags shall be provided by the 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. On January and July of each year the Contractor shall change out old flags 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 replacement of our American, City, and any other flags.
Contractor shall deliver the old and worn flags to the the Park Services Inspector so flags properly folded and cared for.
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 sand areas, including tot lots, shall be cleaned with a basket sand 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 exercised to avoid any patrons using the tot lots. Contractor shall decide when to schedule maintenance activities around their use.
RFP 23- 151 Landscape Maintenance Services Page 25 of 135 9) 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 maximum depth that will allow complete loosening of the sand but 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 curbingis acceptable. However, dependent upon play equipmentfooting, 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 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 or blown daily to remove all deposits of silt, sand, glass, and all foreign objects.
c. All sports courts, stages, and bandshells shall be power washed per 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 preventdamageto asphaltby vegetation. All suchdamageshallbe repairedat Contractor' s sole expense.
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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 contractor shall 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. Materials will be supplied by the City to maintain the integrity of the product.
5. Parking Lots, Bike Trails, and Roads
These areas include parking lots and roads located within the boundaries of the parks, or areasdirectlyadjacentto parks, andwhose primarypurposeisto provide vehicle parking for patrons. Street parking areas that are not meant specifically for park users will not be included in this section. Areas in doubt should be clarified 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.
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SECTION 11
The irrigation system consists of all components from the outflow side of the meter. The Contractor shall controlthe irrigationprogrammingcomponentswiththecoordinationofthe CR, whilethe CRwillcontrol thosecomponentsoperatedbythe centralprogrammingsoftwareCalsense. Allmanualcontrolsystems shall be directlyoverseenweekly, and in a manner, which allows the irrigationspecificationto be completed. Contractor shall employ a certified irrigation specialist per district, Zoo, and Civic Center.
A. General Information
Water managementwithin the City landscape maintenance areas is guided by the following parameters:
1. Application of water to landscapeplants at a rate closely matchingthe demands of plant material;
2. Minimizing runoff;
3. Water conservationand 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 irrigationscheduleis dynamicand regularlyneedsto be alteredto meetthe needsof the Citylandscape. CR shalldeterminethe scheduleandContractorshallprogramthe 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 (Left)
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2. Controller programs shall incorporate the following:
a. Calsense Central Control software shall be exclusively utilized for all controllers with available connections. Field checks shall be required to verify the success of programming as it applies to a specific location. Field checkswill bethe responsibility of the Contractor, who will report to CR.
b. Water must be conserved while meeting the needs of the plant material. c. The City of Santa Ana Water Department ( SAWD) management requirements shall be followed unless the CR approves an alternate schedule. d. Contractor shall avoid weekend watering unless approved by CR. e. Contractor shall water deeply and infrequently for all tree and shrub applications. f. Contractor shall utilize cycle/soak principlesto encourage deep rooting of all plant material, especially turf.
g. Evapotranspiration (ET) rates shall be utilizedwhen consideringprogramming. h. Contractor shall minimize runoff onto streets, sidewalks, and other non -target areas.
i. Contractor shall provide sufficient time for the soil to dry out between irrigations. j. Contractor shall maximize community use of City property. k. Contractor will alter the irrigation programming to accommodate the field renovations to promote seed germination and establishment.
3. Irrigation systems shall be programmed to water between 10:00 A. M. and 6:00 P.M.
Monday- Friday) unless otherwise approved by the CR.
4. Contractor shall be responsible for programming all controllers (light energized Irrigation 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 notification by the CR and changed per CR specification.
6. Verification of the updated irrigation schedule shall be the responsibility of the CR. The contractor shall work with the CR to ensure all programming changes have been entered and verified on the electronic programming log.
7. Contractor shall set and maintain the programming for the manual irrigation controllers to meet the criteria as stated above. The City reserves the right to inspect and monitor those settings and make recommendations to the Contractor. In case of a dispute, the CRwill make the final determination. Any discussionof this type shall be recorded bythe Park Inspectors on the work order form and kept on file.
8. In the event that any of the components of the irrigation system fail to provide full and proper coverage, Contractor shall provide alternate irrigation with full and proper coverage to all areas in the worksite at no extra cost to the City.
9. The controller program shall be sufficient to maintain a healthy landscape without excessive water use and shall be consistent with the established Irrigation Association IA), Metropolitan Water District ( MWD), and Santa Ana Water Department ( SAWD) guidelines recognized throughout the industry.
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10. Any damagecreatedby improperirrigationpracticesor neglectshallbe the responsibility of the Contractor to correct, at sole cost to the Contractor.
11. Nowatering 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, Sunday through Monday, between 6: 00 A. M. to 6: 00 P. M.
13. All programchangesshallberecordedonthe electronicIrrigationControllerProgramLog by Contractor.
14. City shall compare water meter readings to ensure that there is no excessivewater 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. Contractor shall turn off programmed irrigation systems immediately during periods when extreme rainfallexists or is predicted, and other times when suspensionof irrigationis desirable to conserve water, as directed/ approved by the CR.
16. Any time the irrigationsystem(s) are shut downfor any reason, Contractorshallnotify 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 physical nature, provide for the greatest potential runoff.
C. Maintenance
1. Contractor shall diagnose, maintain, and repair all irrigation components downstream of the remote control valve ( RCV). The Contractor SHALL be responsible for repairing and replacingall irrigationparts, includingbut not limitedto irrigationrotors/heads, lateral lines, and partsfromthedownstreamsideofthe irrigationsystemsremotecontrolvalves 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 wiring operation.
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 irrigated to maintain specified growth and appearance determined 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/levelingof the sprinklers and shall be done at Contractor's sole expense.
6. Plantsblockingthesprinklerpatternwillrequirethetechnicianto marktheplantmaterial withpaintandcoordinatethe trimming/removalwiththe CR.
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7. Automatic controllers and/ or enclosures shall be locked while unattended. Locks are initially supplied by the City, if lost or reckless the Contractor is responsible to replace with same or higher quality locks at their expense. City will replace worn or deteriorating locks.
8. All enclosures, including valve, controller, booster pump, 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. All drip line valve filters shall be cleaned twice per year in Februaryand November of every 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 completed and 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 material costs incurred will be deducted from the monthly payment to the Contractor.
13. All irrigation evaluation work requires a notification sign to be present for the duration of 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; cleaning and flushing heads, nozzles, lines, and screens; and removal of obstructions.
15. All irrigation systems shall be tested and inspected a minimum of one (1) time per calendar year quarter ( Jan - Mar, Apr - Jun, Jul -Sep, Oct -Dec), regardless of controller type, and an electronic audit form shall be used to submit the results to CR quarterly by the 10th day of the month following that period ( e.g., April 10th, July 10th, October 10th, and January 101). Any requested changes shall be submitted for approval before implementation.
a. An exception to the aforementioned is any battery -operated valve, which shall be inspected two ( 2) times per year.
1. Contractor shall continually monitor and perform any necessary repairs from the outflow side of the meter.
2. City will provide materials to replace the RCVs and mainlines, see Section 2.6, Materials for the process.
3. The Contractor shall be responsible for repairing and 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 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.
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backflows, main and lateral lines, valves, central control, etc.) within twelve ( 12) hours of occurrence. Repairs requiring additional funds shall be proposedwithin 24 hours by contacting the CR.
5. All damageresultingfrom Contractor's operationsshallbe repairedor replacedbefore the end of the workday at the Contractor' s sole expense.
6. Allthird -partydamageor otherneededrepairsshallbecompletedbythe Contractor, as indicated in the Specifications, and paid for by the City on a cost -per -repair basis.
Repairs to the irrigation system shall be completed within 24 hours of approval by the CR on any componentdamage, including, but not limited to, brokenirrigation 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. In additionto quarterlytesting, all irrigationsystemsshallbe testedand inspecteddaily if necessary, when damage or malfunction is suspected, observed or reported. a. Contractor shall repair malfunctioning controllers, quick couplers, manual or automatic valves, and sprinkler heads within twelve ( 12) hours of receipt of theverbal 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. Irrigation checks must be done immediately if plants begin to wilt, defoliate or change color.
9. All Sports/PriorityTurf irrigationrepairsshall be madewithinfour (4) hoursof 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 payfor all excessive utility usage due to failure to repair malfunctions on a timely basis or unauthorizedincreasesin irrigationfrequency. Costs will be determined from comparisons of usage with historical usage for the same time period andbe presentedto the Contractorfor reviewbeforedeductionof payment.
E. Personnel
Contractorshallprovidededicatedirrigationa personnelto the ContractArea, District1, District2, District 3, District 4, Civic Center, and the Zoo; whose primary and sole function shall be to 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, includingcentral control, site controllers, componentmaintenance, repair, and adjustment, andfamiliaritywith all brandsand modelsof irrigationequipmentused 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 a concepts;
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3. Capable of performing irrigation audits and providing a report;
4. Capableof taking directionfrom severalCity personnel, but particularlyaccountableto the City Irrigation Technician and the area gardener; and
5. Capable of verbal and written communication in a professional level of English.
F. Materials
The City shall supply irrigaton materials and supplies. However, there will be occasions when a repair is necessaryand the City is out of inventory. In these cases, Contractorshall be requiredto supply the materials. Contractor is responsible for repairs, 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 extra cost to the City.
1. City reserves the right to purchase materials directly and make them available to the Contractor. In the event the City exercises this option, the following conditions will apply:
a. All City purchases will be for the sole use of 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 material given to the Contractor shall be inventoried by location using the electronic work order system. The replaced part shall be returnedto 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. Contractorshallmaintain, atnoadditionalcosttothe City, anadequateinventoryof 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 actual cost of all materials passed onto the City shall includethe following:
a. Wholesale cost ( retail costs minus Contractor' s discount) b. Applicable sales tax
c. A markup of 10% maximum for all overhead costs and profits
7. The wholesale cost shall be the actual cost paid by Contractor reflecting the best price, including any discount given to Contractor ( written receipt submitted with billing)
8. At no time shall the cost of materials exceed the retail cost from the current price list, minus any discounts.
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TheCitydesiresto establishandmaintainsafe, healthy, well -suitedwarm -seasonturfgrasscultivars for the intendedsiteuse. Turfgrassshallbemaintainedto appearlevel, witha smoothappearanceandclean edges. Consideration should be given to environmental conditions (e.g. climate change, increasing temperatures, drought, invasivepests, etc.) when determining satisfactory results of landscapemaintenance.
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SECTION III
TURFGRASS
The City desires to establish and maintain safe, healthy, well -suited warm -season turf grass cultivars for the intended site use. Turf grass shall be maintained to appear level, with a smooth appearance and clean edges.
Consideration should be given to environmental conditions (e.g. climate change, increasing temperatures, drought, invasivepests, etc.) when determining satisfactory results of landscape maintenance.
A. Maintenance — Overview
Turf care shallbe differentiatedby thetwo (2) types of turf - "Casual' and "Sports/Priority" Turf. When the word "Turf' is not preceded by the word "General' or the word "Sports/Priority," it applies to both types of turf.
Casual Turf Mowing
All 'casual' turf (non-sport/priority turf) shall be mowed every other week, from October 31$tto February28thof eachyear. "Casual' turf shallbe mowedeachweekfromMarch1st to November 1st of each year. Each year the DR will select the dates in mid -November and mid -March when the Contractor shall transition from every other week mowing to once -a -week mowing. The Contractor shall use Kubota L5060 tractors, or approved equal, equipped with turf -type tires and tractor - powered Trimax ProCutS3-237 91" rotary mowers for the large turf areas greater than 69" wide and Trimax ProCutS3- 178 69" rotary, or approved equal, detail mowers for areas between trees and other park amenities. The DR shall determine the height of the cut.
2. Sport/ Priority Turf Mowing
All "priority" turf shall be mowedoncea week all year. The Contractorshallmowthe priorityturf areas at 1/2"- 3/4" unless approved by CR. To achieve a quality cut at this height and not leave clippings, the Contractorwill perform a first cut using a rotary mower with clipping catching capability, followed by using a Kubota L5060 tractor equipped with turf -type tires and tractor - poweredTrimax ProCutS3-237 91" rotary mower, an approvedfairway or greens mower for medium size areas and a walk behind Jacobsen Eclipse2 reel mower for small areas. Note that the Contractor shall perform quality sports turf mowing and detailing to the DR satisfaction regardless of the equipment and methods the Contractor uses. The DR shall direct the Contractor to mow the priority turf lower than 1/2", if necessary. Note that the Ball Diamond Infield Maintenance Contractor shall be responsiblefor mowingturf infields, including foul territory turf areas, 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 depression and without tearing off the leaf blades; including sharp blades on all mowers.
2. All factory safety equipment must be fully operational.
3. The mowing schedule may be altered due to weather and/ or other conditions upon approval from the CR.
4. Mowing shall be completed during one (1) single -day operation per given area.
5. The contractor shall not mow areas where the soil is over - saturated.
6. All litter shall be removed from the turf before each mowing.
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7. Mowingshallbe performedat the speedthe mower's manufacturerspecifiesto maximize thequalityofthecut. Theemphasisshallbeonqualitymowingvs. speedandunprofessional patterns.
8. Mulchingmowersshallbe usedto mowGeneralTurfgrassareas. Recyclingbladesand/or recyclingdecksshallbe used in all areaswhere grassclippingswill not be pickedup.
9. Excessiveclippingdebris, as determinedby the CR, shall be removedand disposedof offsite at the Contractor' s expense.
10. String trimmers shall not be used for mowing turf.
11. Turfshallbemechanicallytrimmedwith agroundedbladeedgeratthesametimeasmowing duringthe seasonalmowingcycle (twice per monthin winter, once perweek in summer).
12. The areas requiring edging shall include all hardscapes adjacent to turf, including sidewalks, curbing, planters, grave markers, historical plaques and markers, and other concrete entities, asphalt, concrete, paved areas, and DG.
13. All edging shall be done in a way as to not damage any hardscapeentities.
14. Other fixtures such as but not limitedto valve boxes, utility boxes, cleanouts, drains, signs posts, poles, benches, tables, andbuildingfoundationscan beedgedwiththe useof string trimmers, once an edging pattern has been properly
establishedusingan edgeror sharpenedshovel. Shouldthe edgedareabeginto deform, CR shall direct the Contractor to repeat the detail process.
15. Propertydamagedbystringtrimmersor mowersshall be replaced/repairedimmediately.
16. Sidewalks and other hard surfaces shall be properly cleaned after each edging, including grass stains or marks from the mowing process.
17. Trimmingofgrassaroundtreesor planterbedsintheturfarea (12to 24-inchdistancefrom 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 completedwhen grass encroachmentis within six (6) inches of the trunk or planter bed.
18. Any mechanicaldamageto tree trunkswhichis consideredContractorneglectshallresult in a replacement planting, at the discretion of the CR.
19. Refurbishment of damaged turf due to Contractor negligence, including poor 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 maintained within 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. The contractor shall fill all divots, depressions, and uneven areas with sand, as directed by the CR.
23. TheCityreservesthe rightto requiretheContractorto applyplantdye onspecifiedplant 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 additional cost to the City.
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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 places with clean sand.
a. Depressions over 1" in depth, which lack turfgrass cover, shall be filled with weed -free soil to the existing grade. Rototilling may be prescribed by a CR.
2. The contractor shall inspectthe sports fields or play areas for properwater drainage away from the playing surface. Ifdrainage is not evident, irrigation programming in the affected area shall be required to prevent landscape failure. The contractor shall contact the CR for the proper irrigation management strategy, which shall be programmed within 24 hours.
3. The contractor shall inspect the sports fields or play areas for hazardous holes or depressions that may cause a player to trip. Those found shall be filled as directed in 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 irrigation and rain rapidly enough to provide reasonably good footing on the surface of the area. If improvement is indicated by the CR, Contractor shall contact the CR for direction.
6. The contractor shall inspectthe sportsfields or play areas to see if the turf surface is being irrigated evenly with a reasonable amount of water. Irrigation programming for Sports/PriorityTurf is at the highesttier (Tier One — Turf IrrigationReductionPriorityKey).
C. Casual Turf
The scope of work for General Turf includes the following:
The mowing schedule shall be once perweek from March 1 to October 31 and once every 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. Mowing shall be completed in 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 quantities and types specified with either Kikuya or Marathon fescus shall be verified by the DR prior to any applications. The process for renovation- overseeding shall be as follows:
6. The turf shall be flailed down to ^/ 4". All turf clippings shall be removed.
7. The contractor shall flag/ mark all irrigation and site amenities and shall avoid hitting/damaging them with the aeration equipment. Any damage caused to the irrigation or 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.
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9. Theturf shall beaeratedusingthe KubotaL5060tractorequippedwithturf type tiresAerWay aeration equipment utilizing the Toro Pro Core 648 (or Equal). Contractorshall make two - passes in different directions per the DRs direction.
10. Contractor shall coordinate with the CR to confirm all irrigation has been tested and restored to original design specifications prior to overseeding.
11. Once the CR verifies that the irrigation system is working efficiently, the Contractor shall overseedthe turf usingStoverSeed Company's AZ-1 Kikuyugrassor MarathonFescusat a rate of 30 pounds per acre. During the germinationperiod, the Contractorshall assume responsibilityfor programmingthe irrigationcontroller(s) to assure100% germinationof seed.
12. Immediatelyafter overseedingthe Contractor shall coordinate with the Irrigation Consultant to programirrigationcontrollersto irrigatethe seededareas. Theirrigationprogramsshall be set to maximize germination of seed.
13. The intentof overseedingisto have 100percentturf coverage, re -seedingin bare spotsshall include seed topper.
14. Cuttingheightshallbe2-2.5 inches, withfinal determinationto bemadebythe CR.
D. Sports/ Priority Turf
The Sportsand Priorityfields to be consideredfor this sectionare listed in AppendixII.This list is dynamic and will have fields added and removed periodically. The scope of work for Sports and Priority Turf includes the following:
Contractor shall mow once per week, all year.
a. This may require mowing athletic fields when the rest of the park is not being mowed.
2. Contractorshallvarythe heightof cutdependinguponthe season, grasstype, andgrowing conditions. The specific cut will be determined seasonally by the CR, but shall not be altered once the height has been determined for the season. a. Mowingheightfor warm seasonturf shallbe .5-1.5 inches, with the CRguiding cutting height depending on the machines used.
3. Sports/PriorityTurf inthis Contractshall be mowedusing a power -drivenfairway reel mower or fine cut rotary mower. The quality of the cut will be determined by the CR and changes may be required if minimum standards still need to be met.
4. The mowers shall be maintained and sharpened to provide a smooth, even cut without tearing of the leaf blade. The reel or blade adjustmentshall providea uniform, level cut without ridges or depressions.
5. Contractor shall performalternate mowing patternsto prevent wheel ruts. If ruts are made, the Contractor shall make repairs at its sole expense.
a. Repairsfor deep ruts may include sod -cutting of damaged areas, leveling of subsurface soil, and replacement of sod.
b. Field may be taken out of play due to rutting, and the deductions for lost time shall be subtracted from the monthly payment to the Contractor.
6. SportsFieldsOverseedingshall be renovated-overseededeachyearperthe SportsAnnual RFP 23- 151 Landscape Maintenance Services Page 38 of 135
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Schedule. The DR shall verify all seed quantities and types specified in the contract before any applications. The process for renovation-overseeding shall be as follows:
7. Renovation downtime schedules effectively take the Sports Turf area out of service for several weeks ( the schedule to be determined by the CR for a duration of 10 weeks). The goal of this period is to restore worn and damaged turf. This renovation procedure includes core aerification, fertilization, seeding, and grade restoration. These procedures shall be included in the cost proposal. A typical renovation includes:
8. The contractor shall install a 6' high temporary construction fence with stands around the sport/ priority turf areas prior to commencing renovation- overseeding work. Note, the fence shall be installed on the perimeter of the sport/ priority turf to be renovated- overseeded in accordancewith the park map depictingthe sport/priorityturf areas. Perimeterfencing shall be placed at the direction of the CR to avoid sprinkler damage and provide 100 percent water coverage. See aerial maps of sports field locations.
9. Turf shall be mowed down to '/ 4"-1/2 ", or determined by CR. All turf clippings shall be removed.
10. Turf shallbe aeratedusingthe KubotaL5060tractorequippedwithturftypetires AerWay aeration equipment utilizing the Toro Pro Core 646 ( or Equal). The contractor shall make two passes in different directions per the DRs direction.
11. Turf shall then be vertical using the Kubota L5060 tractor equipped with turf -type tires and the Trilo VCU 200 Verticut implement. Following verticutting all turf clippings shall be removed.
12. The contractor shall coordinate with the CR to confirm that all irrigation has been tested and restored to original design specifications before overseeding.
13. Immediately after overseeding and topping, the Contractor shall drag the turf pushing the seed underneath the existing turf.
14. Once the CR verifies the irrigation system is working efficiently, the Contractor shall overseed the turf using a) Stover Seed Company' s Grand Slam FS in the fall/winter at a rate of 65 pounds per acre; and, b) Stover Seed Company's Pro SportsfieldSupreme in the spring/summer at a rate of 65 pounds per acre. The contractor shall overseed all turf using the Kubota L5060 tractor equipped with turf -type tires and the Tycrop TD-460 QuickPass top -dresser.
15. Immediatelyafter overseeding the Contractorshall apply %4" minus STA-approvedcompost topper from R&S Soils to all turf using the Kubota L5060 tractor equipped with turf -type tires and the Tycrop TD-460 QuickPass top -dresser.
16. Immediately following applying topper the Contractor shall coordinate with the Irrigation Consultant to program irrigation controllers to irrigate the seeded areas. The irrigation programs shall be set to maximize the germination of seed. Once the renovation process is complete, the Irrigation Consultant shall retake control of the irrigation programming.
17. Plugs/cores shall be removed, or broken up (drag mat, mower) and spread over the Turf area being treated, at the time of aeration, to the satisfaction of the CR.
18. Flagsidentifyingirrigationshall be removedbyContractorimmediatelyafteraerification.
19. City -supplied signs indicating a field renovation is in progress shall be posted.
20. The contractorshall secure all the seed materials at the beginning of the season in RFP 23- 151 Landscape Maintenance Services Page 39 of 135 e
CITY OF SANTA ANA
advance to avoid shortages or " out of stock" scenarios.
E. Renovation Process
Shall have the CR, unless approved otherwise, during the rennovation process:
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 Kubota L5060 tractor equipped with turf -type tires AerWay 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. Applyseed anddrag -in to levelsurface, coordinatewith CR to verifyseedtype and quanitites
b. Immediatelyafter over -seeding and topping, the Contractor shall drag the turf pushing the seed underneath the existing turf.
c. Apply light topper dresser ( apply W minus STA-approved compost topper from R& S Soils)
a. Coordinate with CR for the watering program
5. Day 5 - Completion
a. Inspectdailyand monitorgermination. 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. All edgingshall be performedwith the useof a gas -poweredbladeedgeror CR-approved substitute. Stick edgers shall not be used.
2. Chemical edging is allowed along edges such as trees, fence lines, curbs, etc., as directed bythe CR. The contractorshallnot usechemicaledgingin areas notauthorizedbythe CR.
3. If chemical detailing is performed, the Contractor shall use a string trimmer to remove the treated vegetation within one ( 1) week after symptoms of phytotoxicity becomerecognizable. a. Plants ( i.e. trees, shrubs, groundcovers, annuals) with noted phytotoxic damage from an herbicide edging treatment shall be removed within one (1) week of observation and replacedwith 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. Thecontractorshallsupply, at Contractor's ownexpense, replacementplantsto reduceany existing bare soil areas along walls and fences that are wider than 12 inches that have been caused by the Contractor' s neglect.
6. Edging/detailing shall be performed at the same time mowingoccurs.
7. All edging/ detailing shall be performed with the use of a McClain's edger or an approved substitute walk - behind or fixed blade stick edger. The contractor shall edge all turf adjacent to all improved hard surfaces such as concrete, decomposed granite, asphalted concrete paved areas, pavers, etc.
8. TheContractorshalldetailaroundtrees, alongwalls/fences, andotheramenitiesfirst using a sharpenedshovelcut to establisha concentricroundcirclearoundtrees, poles, etc. Once the initial detailed circle is established a string trimmer may be used to maintain the circle.
Should the circle begin to deform, the Park Services Inspector Supervisor shall direct the Contractorto repeatthe detailprocess. Shovel -cut detailingshallbe repeatedas oftenas necessary to maintain crisp evenly round/straight lines. In the event that the circle becomes too great, the DR shall direct the Contractor to sod the area around the tree at the Contractor's expenseto the size instructed by the Parks Services Inspector Supervisor.
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SECTION V
GROUND COVER
TheCity's goalistoencouragethepropercareandgrowthofgroundcovers, maintainedwithintheconfines oftheirgrowingareas, freeof weedsandwithouta prevalenceof barespotsor unhealthyplantmaterial.
Groundcover beds should create a natural, pleasing appearance in all areas.
A. General Specifications
1. Groundcoversshall be pruned and maintainedaccording to acceptedindustry practices and consistent with the intended use.
2. Groundcovers adjacent to hardscape such as sidewalks, walkways, playgrounds, sport courtsandparkinglotsshallbeedgedweeklyin one (1) operationwiththeturfedging.
3. Inlocationswhereturf isnotpresent (i.e. parks, medians, emptylots), groundcoversshall beedgedmonthly, or as determinedbythe CR, to presenta cleanand neatappearance andto keeptheplantmaterialfromimpedingfoottraffic. Careshallbetakennotto expose bare soil.
4. Edgedgroundcoverwillnotbeallowedtodevelopa build-upwitha shearedfacealong the sidewalk or curb edges. Groundcover height shall not exceed six (6) inches without a bevelededge (i.e. leaningedgeevenwithsidewalkwithloweredgeangledinward).
5. Thecontractorshallapplyapprovedherbicidemonthlyand/or as requiredto removeand controlbroadleafandgrassweedsinandaroundall groundcoverbeds.
6. PlantmaterialdamagedbyContractor -appliedherbicidesshallbereplacedatContractor's expense.
7. The use of pre -emergentis stronglyrecommendedin areaswith overheadirrigation. In someinstances, weedsmay be removedby mechanicalmeansas approvedby the CR.
Pre -emergent herbicide cost shall be included in the cost proposal.
8. The contractorshall keepgroundcovertrimmedback 6-12 inchesfrom all controllerunits, irrigation heads, valve boxes, quick couplers, up -lighting, or other appurtenances or fixtures.
9. Thecontractorshallnot allowgroundcoversto growup trees, intoshrubs, or on structures or walls. The contractorshallkeepgroundcoverstrimmed backapproximately6-12 inches from structures or walls.
10. Anypaperor litterthataccumulatesingroundcoverareasshallbepickedupdaily.
11. Mulchshallbeappliedto all plantingareastwo (2) timesperyear, onceinthespring (Apr - Jun), and again in the fall ( Sep -Nov).
12. Baresoil areasin groundcoverbedsshallbe replantedor mulchedas required. The ContractorshallapplyUS CompostingCouncilSTA-testedapprovedmulch3"- 4" minus by 2" thick.
a. Nobaresoilareasarepermittedinthegroundcoverareas. All baresoilareas shallbecultivatedto 6" deepweeklywhileawaitingfreshmulch.
13. Ailingand/or stuntedgroundcoverwhichfails to meet expectedgrowthshall receive additional nutrient treatments to correct deficiencies or shall be replaced by Contractor at RFP 23- 151 Landscape Maintenance Services Page 42 of 136 its expense. If groundcover failure is determined to be due to improper treatment and/ 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 Contractorshall apply US Composting Council STA tested and approved compost mulch 3% 4" minus by 2" thick minimum twice per year (third week of January and July) and as necessary to maintain uniform and complete coverage. Leaf litter and other organic materials other than mulch shall be removed continuously.
a. All bare soil areas shallbe cultivatedto 6" deep on a weeklybasiswhile awaiting fresh mulch.
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SECTION VI
SHRUBS
The primaryobjectivefor maintainingshrubsand otherplant materialwithinthe City's landscapeisto create a natural, aestheticallypleasingappearancethroughoutallareas. Shrubsto includeandnotlimitedto cacti and succulentsand otherplant materialshall be pruned onlyto allow new growth to developwithin the confines of plantersandbedsandshouldhavesoft roundededges in mostapplications. The useof poweredequipment must be approved before use.
A. General Specifications
1. Shrubsshallbe prunedquarterly, or asrequired, for safety, removalof brokenor diseased branches, general containment, and appearance.
2. Shrubsshall be pruned, as required, to ensurevehicularand pedestrianvisibilityand clearance.
3. All bare ground shrub areas, not inter -plantedwith ground cover, shall be cleaneda minimum of one (1) time per month. Cleaning shall be accomplished without removing significant amounts of any present mulch.
4. Plant materialencroachingonto or from City propertyshall be trimmed back to the property line. At City's discretion, depending on circumstance, plants growing over fences and sidewalksfrom privatepropertyadjacentto contractedareaswill also be trimmedbackto the property line.
5. All gasoline -poweredequipmentusedfor pruningshrubs shall be approvedbythe CR.
6. Ailing, stunted, and/or deadshrubs, as a resultof circumstancesbeyondthe Contractor's control, shallrequirea proposalfor replacementwithinfive (5) workingdaysandshallbe restored within one (1) week of obtaining a signed proposal for SupplementalWork.
7. Shrubs requiring additionalnutrients to correct deficiencies shall receive such nutrients, at no additional cost to the City, within five (5) working days of discovery.
8. Shrub failure due to Contractor' s neglect or improper treatment shall be replaced, at Contractor's sole expense, with like -kind and -sized plants, within five (5) working days.
9. Thecontractorshallpruneshrubsaccordingto acceptedindustrypracticesand consistent with the intended use, as well as to retain as much of the natural informal appearance as possible. Finalstandardswill be the decisionof the CR.
a. For accepted industry practices, t he Contractor shall refer to the AHS Standards ' Pruning and Training' manual, latest edition. b. Shrubs used as formal hedges or screens shall be pruned as required to present a neat appearance.
c. The contractor shall remove any spent blossoms or dead flower stalks as required for a neat, clean appearance.
d. Shrubs andmoundingshall not exceedtwo (2) feet in heightwithin areas required for vehicular sight distance, depending on roadway topography.
10. The contractor shall apply approved herbicide monthly and/or as requiredto remove and control broadleafand grass weeds in and around all shrub beds. The use of pre -emergent is strongly recommended and will be at Contractor's expense. In some instances, weeds may be removedby mechanicalmeans as approvedby the CR.
11. Any paperor litter that accumulatesin shrubbedareas shall be pickedup daily.
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12. Mulchshall be appliedto all shrub/planterbedareas, includingmedians, two (2) times per year, once inthe spring (Apr -Jun), and again in the fall (Sep -Nov). See mulch specifications Section V, Letter B, Mulching of bare areas.
13. 'Box hedging" may be requiredon someshrubs, as designatedbythe CR. Shear hedging or severe pruning/trimming of plants, unless authorizedby the CR, shall not be permitted.
14. Topping of plants whose natural growth stems from the base of the plant shall not be permitted.
16. The contractormay occasionallybe requestedto raisethe bottomof the shrubsfor security reasons.
16. All shrubs without ground cover shall be mulched. No bare ground areas shall be acceptable.
RFP 23- 151 Landscape Maintenance Services Page 45 of 135
SECTION VII
VINES
VinesshallbeencouragedtogrowandflourishbycontinuallymaintainingpropercareinaccordancewithAHS Standards.
A. General Specifications
1. Vinesandespalierplantsshallbecheckedandremovedasneededto allowfor propergrowth.
The contractor shall secure vines with appropriate ties to promote directional growth on supports. The contractor shall not use nails to secure vines on masonry walls.
2. Pruningofvinesshallbeinaccordancewithgoodhorticulturalpractices, asdefinedbytheAHS Standards ` Pruning and Training' manual, latest edition.
3. Vinesshallbeprunedonlyto allowfor newgrowthtodevelopandto control/directplantsize.
4. No morethan 1/3rd ofthevines shouldbe prunedat any giventime unlessdirectedbythe CR.
5. Thecontractorshallhavedeepwatervinesinpocketsnotprovidedwithsprinklers, asrequired to promote optimum growth.
6. Weedcontrolshallbeappliedmonthlyto controlallemergentweeds. Insomeinstances, weeds maybe removedby mechanicalmeansasapprovedbythe CR.
a. The useofpre -emergentis stronglyrecommendedto controlbroadleafandgrassyweeds.
7. Anypaperor litterthataccumulatesinvinesandsurroundingareasshallbepickedupdaily.
8. Mulchshallbe appliedto all plantingareastwo (2) times per year, as necessary, oncein 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 plantingarea shall be removedat the Contractor's expense. Any structural damagedone by excessivevine growth shall be restoredwithin one (1) week at Contractor's expense.
RFP 23- 151 Landscape Maintenance Services Page 46 of 135
SECTION VIII
TREES
It is essentialfor the City to continueto developand maintainan urbanforestwithin its parksand backup areas.
The contractor shall prune trees to comply with ISA standards and maintain their characteristic shape, density, and texture. The centerof gravity, or locationofthemass, pertree, is closetothe centerand closetothe ground, enabling the trees to withstand strong winds. Thus, the Contractor shall not thin or " lace out" dense foliage, except for outside branches. The Contract will include a large number of newly -planted trees and reforested areas. Tree pruning specifications for all trees over 15 feet are covered under a separate tree 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 boundaries and fifteen -foot ( 15') clearance above road surfaces for vehicular traffic.
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 pruning shall be done by the use of proper tools, per ISA Standards, and disinfected after each tree is pruned to prevent the spread of disease and pathogens from one tree to another.
5. Topping trees shall not be permitted. Any pruning shall be done by those experienced and skilled in pruning techniques.
6. All cuts shall be done using proper horticultural practices. Dressing wounds is not allowed.
7. Tree stakes, ties, and guys shall be checked and corrected or replaced as needed and removed when no longer needed.
8. Ties shall be adjusted to prevent girdling.
9. Under no circumstances shall stripping of lower branches (raising up) of young trees be permitted. Lower branches shall be retained in a "tipped back" or pinched condition with as much foliage as possible to promote caliper -retained growth (tapered trunk). The contractor shall contact the CR with any questions or concerns.
10. Downedtree debris, of all sizes, shall be cut up and removedwithin 48 hours of discovery.
The contractor shall be responsible for chipping and green waste disposal.
11. Newlyplanted trees, either by the Contractor or the City, shall become the responsibilityof the Contractor if they fall within the height specification.
B. Trees Under 15 Feet
1. The contractor shall prune out branches extending beyond 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 harming the collar area. No butts or stubs shall be permitted. Old stubs with an outgrowth of multiple shoots shall be removed.
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4. The contractor shall prune off lower branches high enough for traffic clearance.
5. The contractor shall cut out dead, crossing, rubbing branches, and v-shaped crotches.
6. The contractor shall undercut branches over 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. Trees close together shall be separated by the removal of interminglingbranches. The exception is a large hedge or windbreak consisting of one ( 1) species.
9. All newly plantedor young trees shall be double -staked by the Contractorand secured properly with CR-approved ties.
a. The contractor shall use only City -approved staking materials. b. The contractor shall always remove nursery stakes on young trees and replace them with double staking when trunk strength allows. c. All stakes shall be set perpendicular to prevailing winds unless designated otherwise by the CR.
d. Tree stakes shall beset a consistent distance ( minimum six [6] inches) away from the trunk of the tree to reduce abrasion.
e. The tops of tree stakes shall be removed approximately three ( 3) inches above the highest tie to reduce abrasion of the main or lateral branches of the tree.
10. A tree too heavy for support by stakes shall have equally -spaced guy wire ties to stakes and shall be inspectedfor possibleremoval. The wire shall be on a 45-degree anglewith the tree trunk.
a. Locations for the use of guy wires shall be determined by the CR. b. Ties shall always allow for tree movement between stakes and tree trunk. c. The contractor shall loosen or remove tree ties upon discovery that ties are too tight before ties girdle a branch or trunk.
d. The contractor shall remove stakes or tensioned cables ( guy wires) from a tree trunk that is immovable in wet soil.
11. Any tree stakes or ties that are broken, loose, or damaged shall be removed immediately.
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 indicated by the manufacturer. Fertilization may require deep root feeding or foliar micronutrient applications.
13. All trees located in Casual, Sports/Priority Turf areas shall have 2" of STA approved 3"-4" compost mulch installed around the tree ring continuously.
14. The Contractor shall have an ISA Certified Arborist On -call employee able to provide a risk assessment. The contractorwill only charge, AEW, the arborist time to investigate and create a risk assessment. The arborist can be asked to meet with residents, the public, or elected officials to discuss tree conditions.
RFP 23- 151 Landscape Maintenance Services Page 48 of 135
SECTION IX
LAKE MAINTENANCE
A. General Specifications
The lakewaterquality, algae, and aquaticweed controlare maintainedbya separatecontractor. The Specifications for this Contract include the management of the trash, leaf, and branch debris, and habitat evaluation.
1. The following lakes are to be serviced as a part of this Contract:
a. Centennial Park
b. Thornton Park
2. Water, lake and streambottoms, surroundingembankments, riprap areas, and sidewalks shall be inspected daily and kept free of litter and debris at all times. This shall include but is not limited to trash, litter, dead fish, fishing line, bird droppings and/or deceased waterfowl, and un-anchored plant debris.
a. Skimming equipment capable of a 20- foot reach shall be required to remove the aforementioned items from the subject lakes.
b. Thecontractorshallremoveanydeadwildlifeimmediately, andreportto theCR.
3. Park equipmentsuch as trash cans, decorativeboulders, and park benchesthat are periodicallyplaced in the water shall be immediatelyreturned to their appropriatelocations, and the CR shall be notified.
4. Excessive leaf drop and other debris which results in reduced stream flow or surface collection shall be removedweekly.
RFP 23- 151 Landscape Maintenance Services Page 49 of 135
SECTION X
PEST CONTROL
A. General Specifications
Integrated Pest Management (IPM) principles govern the oversight and managementof pest pressures. Forthis reason, biopesticideshavebeenchosenas a primarycontrolmethodwhenever horticulturalmanagementcriteria deem the anticipated result to be satisfactory. Combinedwith a soundIPMprogram, pestcontrolthroughprevention, culturalpractices, exclusion, naturalenemies, and host resistanceoffers the safest, mosteffective meansof producing high-level plant material. The Cityisconcernedwiththesafetyofwildlifeand, therefore, theContractorshallbeexpresslyprohibited fromusinganythingthat mayresultin director secondarypoisoningandharmingof organisms.
Contractorshallemploya certifiedpesticideapplicatorto implementthe IPMspecifications.
1. IPM, underthis agreement, will applyto planters, tree rings, hardscapes, parkinglots, sidewalks, sportscourts, etc. Agriculturalpest controlservicesfor casual, sports, and priorityturfshallbeperformedunderaseparateagreementbyastatelicensed/certified agricultural pest control QAL licensed company.
2. The contractorshallmanageeconomicthresholdsof plantpestsincludinginsects, diseases, weeds, and vertebrate damage, as defined in this section.
3. The contractor shall obtain any necessarypermits to comply with City, County, State or Federal regulations or laws to perform such control.
4. Bysubmittinga proposal, theContractorassumesresponsibilityandliabilityfor the use, storage, containment, and cleanup of all pest control management materials.
5. Anyfailureon Contractor's partto abideby City, County, State, and Federallawsorregulations, and the Specifications contained in this section, may result in a default of this Contract.
6. Fines leviedagainstthe City as a result of the Contractor's failure to abide by regulations shall be Contractor' s responsibility to pay.
7. Contractorshalluseall materialsin strictaccordancewith the most currentFederalEPA and Cal-DPR regulations, applicablesectionsofthe CaliforniaFoodandAgriculturalCode, Title 3, and regulationswithin the HealthySchools Act (HSA).
8. The contractor shall maintain the appropriate licenses, and categories within the Licenses, includingPestControlBusinessLicense (PCB) andQualifiedApplicatorLicense (QAL- categories ABCF).
9. The contractor shall use specified pesticides only.
B. Procedure
Thissectionshallserveas the primaryguidelinefor pestcontroloperations. Weedsrepresentthe majorityofworkwithinthis Contract. All applicationsshallbe completedin a safemannerutilizing safetyproceduresoutlinedinAppendixA, TermsandConditions.
1. 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 60 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) posting to the County Agricultural Commissioner, as well as to the City. The contractor must 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 regularly and thoroughly. The contractor assumes the primary role in this responsibility.
4. The CR shall inspect all areas of the landscape when infestations of harmful or unwanted pests are located by Contractor and will submit a plan of action to the Contractor. a. A written recommendation shall be issued by the CR to indicate the plan of action when a pesticide is required to be used as a control method.
5. A copy of the monthly Pesticide Use Report (PUR) for all pesticides shall be filed with the CountyAgriculturalCommissionerno laterthanthe 10thof everymonthfor the precedingmonth. a. A copy of the PUR shall be sent and received by the City at the same time the 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 morning application shall be used when possible to avoid contamination from drift.
b. All applications shall be scheduled after checking the NOAA weather notification system for potential rainfall. All indications shall 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. Treatment includesthe application of the pesticide, as well as the re-entry period following the application. The contractor shall be responsible for maintaining the treatment area throughout the re-entry interval.
9. Spray tanks containing leftover materials shall not be drained on -site. Dumping of tank contents is illegal.
a. Disposal of pesticides and tank rinsing materials shall be within the guidelines established in the State of California Food and Agricultural Code, EPA/ DPR regulations, NPDES permit requirements, and all other applicable laws, rules, and regulations.
10. Irrigation water applied after treatment shall be reduced to eliminate runoff. When water is required to increase pesticide efficacy, it shall be applied in quantities each area is capable of receiving without a runoff.
11. Pruning is an effective preventionof an epidemic of insectsand diseases (e.g. pine tree tip moth, juniper twig girdler, tree borers, fire blight). The contractor shall prune away infected RFP 23- 151 Landscape Maintenance Services Page 51 of 135 parts anddisposeof them off -site. The contractorshall sterilizepruningequipmentbefore moving to the next plant.
12. Handlingrequirementsmay applyduringtransportto anotherlocation (e.g. baggingof tree limbs containing borers).
13. Snails shall be controlled regularly by Contractor before becoming an epidemic.
Biopesticides containing iron phosphate or other molluscicides, shall be initiated by Contractorearly inthe infestation. All reasonableprecautionsshall be usedby Contractor to minimize health risks to non -target organisms. The City will not tolerate epidemics of snails.
14. Cleanup of hazardous material releases, to the extent indicated by the governing agency, is the responsibility of Contractor.
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SECTION XI
WEED CONTROL
A. General Specifications
A weed is defined as any plant growing in an area where it interferes with the intent and expectation of the landscape. The Cityexpectsall areasto haveminimumweedpopulationsduetothe frequencyof management intervals.
1. All weed controlmaterialshall be approvedbyCR priorto using.
2. All weedsshall be addressed, asindicated, inthe frequencyof managementintervals. The Specifications, in general, indicate monthly weed control with a specified herbicide; however, if required to alter the existing intervals for certain areas for higher quality Holi cultural outcomes ( e.g. parking lots, planters, sidewalks, etc.)
3. Weed heights of four ( 4) inches or greater are an indication of improper weed control treatment and/or intervals. Weedy areas will be brought to the attention of Contractor in order to gauge the reason for the deficiency. Remediation of the problem, if deemed a Contract deficiency, shall be within five (5) working days.
4. String trimming, in the absence of chemical treatment, may be used to control a weed population, but satisfactory weed control is measured by both results and the visual aesthetic of the planted area.
5. Manual weed control may be substituted for chemical weed control in some instances to maintain the proper interval ( e.g. windy or rainy conditions which prevent chemical treatment).
6. Damage to plants caused by weed competition and herbicide application shall result in replacement plantings at Contractor' s expense.
B. Weed Control of Hard Surfaces
Contractor shall apply an approved herbicide, in the prescribed interval, to remove and control weeds growing in cracks, expansion joints, patios, gutters (cement/asphalt interface), interior park roads, hardscapes, and other contiguous City landscape-hardscape interfaces, in order to maintain the landscape aesthetic.
1. Areas adjacent to paved surfaces shall have minimum margins of relief provided by chemical weed control.
a. Systemic, non -selective weed control of adjacent roadside lawns shall not have in excessof twelve (12) inchesof baresoil betweenthe lawnandroadwayedge. b. Oversprayor excessivelybare margins shall require replacementplants to be installed.
C. Weed Abatement of Fallow or Undeveloped Lands
Contractor shall periodically mow unwanted weeds in open space areas, wild areas, and undeveloped portions of City landscapes and vacant City lots.
1. Contractorshall performweed abatementprocesses, which maintainthe weed population below eight (8) inches, when required throughout the year, but not to exceed four (4) times annually.
2. Any additional frequencies or areas will be paid for as Additional ExtraWork (AEW).
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3. Mowingtheseareasshallbeaccomplishedwitha flailmowerorweedeatertypeunitand shallbeprecededwithanherbicideapplicationtomaintainaweed -freeappearance. Spoils shall be left on top as a mulch at the end of mowing.
4. Additionally, areasshallbemaintainedmonthlyfortrashanddumpeditems.
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SECTION XII
LITTER & DEBRIS MANAGEMENT
A. General Specifications
Contractor shall provide general cleanup on a daily basis, unless otherwise specified, for the purpose of emptying trash cans and picking up papers, trash, discarded items or debris which may accumulate in the landscape areas; hardscapes within the site (sidewalks, pathways, parking lots, sports surfaces); those City sidewalks that lie directly adjacent to the park or transverse and dissect the median island, vacant lots or backup lots; and all curb and gutter lines that encircle these same sites. This list also includes all other adjacent hardscape elements deemed by the CR to be part of the inventory of the respectiveContract landscapeareas, lakes, playgrounds, parkinglots, internal roadways, and all 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, and for special events. Pressurewashing may be 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. The CR shall be notified immediatelyif this schedulecannot be met on a particularday.
5. All parking lots and roads shall be swept, blown and/or vacuumed free of debris a minimum of once weekly. This does not replace daily trash and debris clean up.
6. Contractor shall remove all debris resulting from its operations daily and dispose of it off -site at the time of occurrence.
a. All debris resulting from 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. Contractorshall not blowgrasscuttings/debris intopublicstreetsor guttersthat havenot been previously swept 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. Should illegal dumping occur to any of the Contracted sites, immediate disposal shall be performedat no additional cost to the City. Any such dumping shall be reported immediately to CR.
8. Soil spoils on curb areas, including street medians and gopher soil disturbances, shall be cleaned weekly from all areas.
RFP 23- 151 Landscape Maintenance Services Page 55 of 135 C. Pressure Washing
The contractor shall furnish all labor, vehicles, chemicals, tools, materials, equipment, transportation to performthe cleaningservices as set forth herein.
1. PressureWashing: Powerwashingwith the use of hot high-pressurewater sprayer (which shall include high pressure hot water washing) for the 100% removalof dirt, stains, oil, tar, and residueto present a high -quality appearancefollowing each visit.
2. Accumulatedwater remaining after the cleaning shall be removed completely so no puddling exists.
3. During regular cleaning operations, the contractor shall use high pressure, low -volume washers, and steam cleaner as necessary to thoroughly clean surfaces. Contractor is not expectedto steam clean all surfaces during regularcleaning operations, butshall use a steam cleaner to clean sections of hardscapes when pressure washers are not sufficient to thoroughly wash surfaces.
4. The nozzlepressureof equipmentshallnot be so great so as the dislodgetile/pavergrout or cause damage to hardscape or surfaces.
5. All trash, debris, tar, freestanding oil, grease, liquids, "green waste, "food, cigarette butts, stains, liquids, graffiti, blood, bird defecation, feces, vomit, broken glass, and other materials, substance, and contaminants shall be removed from hardscape and park amenities upon completion of power washing.
6. Contractor shall provide monthly pressure washing schedules.
7. The Contractor shall pressure wash each each designated area with the following recurrence:
a. Weekly Basis
Gazebos or Patio Structures
ii. Benches, BBQ's, picnic tables, drinking fountains, other park amenities iii. Playgrounds, equipment and surface
iv. Exercise Equipment and surfaces
V. Restroom perimeter to include the exterior of the building and the hardscape with 25' radius
a. Bi-Weekly Basis
i. 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 responsible for cleaning miscellaneous trash items left by unhoused individuals during Contract hours.
2. Contractor shall remove and properly dispose of abandoned items (trash) daily.
3. Interaction with homeless maintenance contractor, CR, City officials and staff, and/ or law enforcement personnel may be necessary as it pertains to securing and restoring the imprint.
4. Contractor shall report to the CR regarding interference in contractual execution ( unable to mow, pick up trash, etc.) due to unhoused individuals, within 24 hours.
5. Contractor shall report any threatening individuals to the CR immediately.
6. All personal belongings shall be properly bagged and identified with a tape tag indicating location name, date and time of removal, and truck number. These bags shall be stored at a City location.
RFP 23- 151 Landscape Maintenance Services Page 57 of 135
SECTION XIV
DRAINAGE APERTURES
A. General Specifications
Contractor shall inspect surface drains ( i.e. catch basins, flow structures) located within the landscaped areas daily.
Surface drains, including catch basins where applicable, shall be maintained free of obstruction and debris at all times to ensure proper drainage.
Contractor shall remove any debris or vegetation that might accumulate to prevent proper flow of water.
Duringperiodsof inclementweather, Contractorshalltake extracareto ensurealldrains and drainage areas are kept clear of debris and that water is draining properly.
All costs incurredby the City to repaireddamagedue to improperdrain cleaningwill be recovered from Contractor.
RFP 23- 151 Landscape Maintenance Services Page 58 of 135
SECTION XV
PLANT ADDITIONS AND/ OR REPLACEMENTS
A. General Specifications
Contractor may be requested to replace damaged or destroyed trees, shrubs, vines, groundcover or flowers.
Work shall be considered as AEW unless otherwise specified. Exceptions are replacementsdue to Contractor's negligence, as determined by the CR.
Contractorshall replace all damaged plant material due to Contractor's negligencewithin five ( 5) working days.
RFP 23- 151 Landscape Maintenance Services Page 59 of 135
SECTION XVI
GUARANTEE AND/ OR REPLACEMENT POLICY
A. General Specifications
Plant Health Care (PHC): The Plant Health Care approach to managing trees and shrubs recognizesthat, inmostcases, planthealthproblemsarethe resultofmanyfactors, notjusta singleagent. PHCtakes a holisticapproachwhen makingmanagementdecisionsthat focusesonplantsandtheirinteractionswiththelivingandnonlivingelementsofthe landscape.
2. PHCattemptsto preventproblemsbeforetheystart. Managingplantshealthinvolvesproper planning, plantselectionandawiderangeofculturalpracticesaimedatimprovingsiteand soilconditions. When combinedwith carefulmonitoringto identifypestsinthe initialstages these practicesgreatly reducedependenceon pesticides.
3. Allnewplantmaterialandirrigationinstallationsshallbeguaranteedforaperiodofone (1) calendaryear, unlessdamageor deathof plantmaterialisduetowind, storm, vandalism, riots, war, fire, flood, earthquakes or other events over which the Contractor has no control.
4. ExistingplantsshallbereplacedbyContractorif it isdeterminedbytheCRthattheywere damaged or destroyed due to Contractor' s negligence.
RFP 23- 151 Landscape Maintenance Services Page 60 of 135
REPORTS AND SCHEDULES
A. General Specifications
Contractor shall submit reports and schedules as requested and as outlined below and in Appendix A andAppendixB. Failureto submitreportsandschedulesin a timelymannermayresultin a delayof monthly paymentsor a deduction. All reports and schedules shall be either provided by, or in a format approved by the City.
B. Reports
1. Thefollowingarerequiredreportsandfrequencyofdeliverybyemailandfollowedupbyphonecall 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. Irrigationsystem malfunction (central control) or shut down — monthly j. Vandalism — weekly, by site
k. Homeless encampments — weekly
I. Sports field renovationschedule — will be providedby 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 Cementwalkways — monthly
RFP 23- 151 Landscape Maintenance Services Page 61 of 136 aa. Pressure washing amenities and playgrounds — monthly
2. Additionalreportsmay be occasionallyrequiredto assistthe City. Thesereportsshall be detailed, thoroughand mayinclude, but not be limitedto, thefollowing:
C. Schedules
1. 0A
bb. Suggestions for improving problem areas;
cc. Proposalneededpriorto performinganySupplementalWork; and dd. Large scale projects.
Monthly Maintenance Schedule
Contractorshallprovidea maintenancescheduleto theCityin calendarformatwithinthirty 30) days of the start of the Contract. Schedules shall show the day of the week the operation is to be performed, orthe orderof rotationareaswill be serviced, suchasfor debrispickup or pruningoperations. Thesescheduleswill be enteredintothe workordersystemand Contractor performancewill be evaluated based on this rotation.
Required schedules and frequencies of delivery are:
a. Mowing services for each park site — weekly
b. Shrubtrimming (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. Biketrail chemical edging — monthly
r. Specialprojects 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- 161 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 scheduleswhen actual performancediffers 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 suppliedor approved by the City.
6. Contractorshall adjustwork scheduleswithin the same week to accommodateall City - observed holidays, during inclementweather, under emergency notification, and for periods of excessive rainfall.
RFP 23- 151 Landscape Maintenance Services Page 63 of 135 9)
A. Irrigation Reports
CITY OF SANTA ANA
SECTION XVIII
IRRIGATION REPORTS AND SCHEDULES
Written reports of any repairs or modificationsto the irrigation system shall be turned monthly to DR. Failure to do so may delay payment of invoices.
2. Examples of other written reports Contractor shall provide are:
a. Monthly irrigation system audit sheet
b. Irrigation zone narratives, shall keep a plot plan at the 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. Contractorshall providean IrrigationControllerProgramLogfor eachmanual controllerby areawithinthirty (30) days of the start of the Contract. Any changesto the regular schedule shall be reported to the CR immediately and recorded on the Irrigation Controller Program Log.
4. Contractorshall provideto the City a schedule of all manually -watered areas, includingthosewhere useof a vehicleis required, within thirty (30) daysof the start oftheContract. Anychangesto theregularscheduleshallbereportedto theCR 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 addition to the standard Grounds -LandscapeSpecification, the following special maintenance shall be performed. Downtown Civic Center Grounds and Landscape — The Downtown Civic Center Area is the home of federal, state, county, and city government for Orange County. The classification of maintenance required at this site is considered " high - end commercial."
2. All pedestrian hardscape areas, including but not limited to plazas, malls, sidewalks, pedestrian street crossing, vehicular drop-off areas, etc., shall be blown and/or swept clean daily; Monday - Friday. The Contractoris not responsiblefor blowing parking lots, only for litter removal. Contractor is not responsiblefor pressurewashing.
3. All siteamenities, includingbut notlimitedto, signage, benches, handrailing, electrical boxes, public telephones, newspaper machines, cigarette urns, light bollards, etc. shall be completely wiped clean with a germicidal cleanser and polished continuously as stains and dust appear.
4. All trash receptaclesshallbeemptieddaily, seven (7) daysperweekand replacedwith 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 receptacles when missing. Lids and interior waste receptacles shall be provided by the City. Lids shall be completely wiped clean with a germicidalcleanserand polishedcontinuouslyas stains appear.
5. All cigarette urns shall be sifted daily Monday, Wednesday, and Friday. The sand in the cigarette urns shall be fresh and leveled. Contractor shall replace cigarette urn sand with 20 white silica sand once per month.
6. All drinking fountains shall be completely wiped clean with a germicidalcleanser and polishedto a high lusterwith an approvedproducton Monday, Wednesday, and Friday of each week.
7. All trees below 15' shall be pruned four (4) time per year (first week in January, April, July, and October) using hand shears and loppers. The intent is to prune the plant material without the average lay person noticing the cuts.
8. All shrubsrequiringhedgingshall betrimmedeverytwo weeks.
9. Replaceall 52 stateflags in the Plazaofthe Flagsthe first weekof JanuaryandJulyof each year. Flags to be provided by City.
10. All turf in the CivicCenterareais consideredpriorityturf. l 1. Perennial/Annual Color: All perennial/annual color beds shall be maintained and planted/rotated three (3) times per year (first week of January, May, and September) as detailed in Attachment 5.
12. Fertilization: Cyad and Palms shall be fertilizedtwo (2) times per year (first week in March and September) per the City's agronomic plan.
13. The Contractor shall be required to clean trash and large debris in parking lots in the Civic Center. The work shall be performed in the early morning hours or at a time of day that will not disturb residents. If the work is to be performed during the day, the contractor shall develop a strategy to close off parking lots to prevent people from parking so he/she may clean the entire parking lot.
14.AII signage, drinking fountains, concrete pads, 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 contractor shall rake, hand remove, or vacuum leaves that are not absorbed by planting. This shallbe done as often as requiredto maintaina neatappearance.
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 withintwenty-four hours (24 hrs.) at no additionalcost 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. Drain inlets shall be checked and if necessary cleaned once per day to avoid flooding of areas during inclement weather.
18. The Plaza of the Flags shall have flags displayed at all times. The Contractor shall visuallyinspectthe flags everyday to assurethey 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 Contractor shall replace all flags twice a year (January, July) with flags provided by the City.
19. Japanese Garden Pagoda shall be cleaned daily.
B. Annual Color Planting and Maintenance Specification at Civic Center
1. Before each annual planting the area should be tilled 8 to 16 inches deep. Organic matter in the form of nitrified redwood must be incorporated to a depth of 8" of the top soil. The contract administrator may adjust this if adequate organic matter is already present in the soil but the successful bidder must be prepared to incorporatethis organicmatterat everycolor rotation. Organicmatter must comprise25% 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 inexcessivevegetative growth and a suppressionof flowering. After establishment, fertilize as necessaryto maintain a robust appearance and maximum flowering. Afterincorporatingorganicmaterialandothersupplements, the bedsmust be raked smooth and slightly mounded. Sticks clods and other material must be removed from the bed.
2. Duringplantinggentlycrushthe root masswiththe fingersto stimulaterootgrowthin the surroundingsoil. 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 plantatthesamedepthor slightlyhigherthanitwasgrowinginthecontainer. Smooth out the soil around the plants after planting, including footprints. Water plants to a depth of 5 inches immediatelyafter planting for 4" plant material (deeper for larger pots).
3. Plants are to be rotated four times a year and are to be kept disease free and healthy on a consistent basis. There must be no dead or missing plants at any time and the beds must be kept in a weed free condition. Plants will be in4" pots and will be planted in an 8" triangular spacing pattern. Rows must be in a straight alignment at the time of planting. Plantspeciesthat maybe plantedatdifferenttimesofthe yearmay include but not be limited to the following annual bedding plants:
a. Spring/Summer— April through October 1
RFP 23- 161 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. Fall/ Winter
Iceland poppies, Pansies, Viola, Stock, Snapdragons, Primroses, Ranunculus
1. Contractorshallcheckannualcolorbedsdaily (MondaythroughFriday). If plantsare missing or vandalized, the Contractor shall provide the City's representative with a proposalto replacemissing/damagedplants. Afterthe City's Representativesignsthe proposal, theContractorshallthenreplant/replacemissing/damagedplantswithin48hours.
2. The City's contractadministratorshall be the sole judge of whetherthe 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. HomelessandTransientEncampentCleanUp
a. Contractorshall removetransient/homelessencampmentsthat may include, but is not limitedto tents, soiledclothing, blankets, humanfeces, 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 surveyingsites, collectingdebris, dismantling temporarystructures, removingtrash, and disposingof all debrisat a localfacilityspecifiedby the City. Jobsitescan be in heavyfoliage, embankments, traintracks, creeksand otherareasrequiringalertnessto the environment and pre -planning to prevent injury 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. Removalanddisposalof debris/rubbish, including:
a. Trees, cut brush, dead trees, tree limbs, and similar materials, b. Furniture, mattresses, appliances, scrapmetals, junk, automobilepartsor machinery, tires, televisions and other electronic devices, c. Structure demolition, including wood frame, concrete, asphalt, bricks or other construction debris,
d. Garbage, litter, cardboard, metal cans, glass, feces, fruit/vegetablematter, e. Hand sweeping ( or blowing) of streets, alleys, sidewalks and similar areas.
3. Contractormaybe requiredto occasionallyperformconfinedspaceclean-upfor entryinto designated areas.
RFP 23- 151 Landscape Maintenance Services Page 67 of 135 ContractormaybeassignedtoworkalongsideSantaAnaPoliceDepartmentandSocial Services/Outreach Support Workers when clearing transient/ homeless encampments.
5. ImmediatelycontacttheCityofSantaAnaPoliceDepartmentintheeventthatweapons are found. Under most, circumstances, the City's Police Department will have confiscated weapons and illegal contraband prior to the arrival of the Contractor.
6. Contractormayberequiredto postCityprovided "Noticeto CleanorRemoveProperty" signsattheworksitepriortothecommencementofeachremovalprojectasestablished in the work -scope and as directed by City representative. Dependingon circumstances, thispostingmayoccur24-hoursfromthedateofthecleanuporasdeterminedbythe ProjectsManager. Contractorshallphotographpostednoticesto documenttime and locationof postingas instructedby ProjectsManagerand City.
7. Contractormayberequiredtobagandidentifypersonalpropertyleftbehindatclean-up sites and transport them to a place designated by the Projects Manager or City.
GuidelinesforpropertyidentificationwillbeprovidedbytheCity. Suchitemsincludebut arenotlimitedto itemsingoodrepairsuchasorganizedbackpacks, cleanandclearly identifiedmedication, eye glasses in good condition, wallets, handbags, jewelry, operatingwatches, non -soiledduffelbags, andnon -soiledandorganizedbedrolls.
8. General:
9. Staffing:
a. Furnish all labor, equipment, materials and supplies (including trash bags and any othersuppliesnecessary), tools, servicesand specialskills requiredto performallserviceslistedaboveonCitystreets, alleys, and various locations and other related services as set forth in the Scope of Servicesand in keepingwith the higheststandardsof quality and performance.
b. Cooperatefullywith all authoritiesregardingany investigationsof the precedingactivities. Submita completedreportto ProjectsManagerby the next businessdayfollowingwork completedunderthis contract. a. Mobil Unit: Two (2) full-time employees from Monday — Friday from 7 am- 4 pmtocollect, bag, andtaglostandabandonedpropertywiththeQOLTteam. b. They required a full-size vehicle with an electric dump trailer, or equivalent, to assist with homeless refuse pickup.
c. CityYardStorage: One (1) full-timeemployeefromMonday -Fridayfrom 7:30-4:30managingthestoragefacilitycenterlocatedat theCityYard. d. No vehicle is required.
e. Staff should be trainable by City Staff and SAPIDfor homeless property 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, and fertilizing are the primary turfgrass practices needed to sustain a turf surface of acceptablequality on a bowling green. Mowing, irrigation, andfertilizingare interrelated to such a degreethat a reduction in leaf area by reducingthe mowing height or using the vertical mowers too aggressively would require an adjustment in the frequency and intensity of fertilizing and irrigation.
Throughout the growing season, the turfgrass grows both vertically and horizontally. When the turfgrass grows, it gets longer, andthe matt gets thicker. Correct mowingof the lawn bowls green maintains the smooth and consistent rolling of the bowls, and the grass shall not get longer and 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 hp gas engine, OR EQUAL
b. Groomer OJLBC- 20002- 08, OR EQUAL
c. Sand Spreader OJLBC- 2005- 07, OR EQUAL
d. GROUNDSMAN AERATOR OJLBC- 1998- 05Model 460, OR EQUAL
1. Bowling at the SantiagoPark greens must be done in a north -southdirection. Mowing should be done at a 45-degree angle to the roll of the bowl. Therefore, the mowing directions at the green should be northwest to southeast or northeast to southwest.
Contractor must perform mowing as follows:
a. These directions should be rotated each time mowing is done. b. During the months of April through November, mow two ( 2) times per week; set mower height to 1/ 8".
c. During the months of October through March, mow once per week; set mower height to ^/ 4".
d. Overlap each pass of 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. Contractor must remove thatch material to allow proper water and nutrient permeability. Thatch is a buildup of dead and decaying herbaceous material at or slightly below the ground level. If thatch remains, the turf builds up unevenly and is more susceptible to fungus infections. The thatch slows the roll of the bowl and can alter the course of the roll.
b. Contractor must remove thatch during the months of April through November Verticut, dethatch, and level green twice a week. Set cutting blades' height to ^% inch in depth.
RFP 23- 161 Landscape Maintenance Services Page 69 of 136
3. Grooming:
4. Aeration:
a. Contractormust perform grooming services during the monthsof April through November every year.
b. Contractormustgroomgrasstwice a week as describedon page6 of greens maintenancemanual. Schedulework for Tuesdaysand
Thursdays. Set the cutting blades depth to 1/16 inch.
a. Contractor must perform aeration during the month of March every year.
b. Conractor must plug with '%- inch diameter 6- inch long hollow tines.
Removedebris from the greens after plugging. Backfillthe empty holes with purewashedsand sieve #60, approximately7 tons.
c. After aeration, coordinate fertilization with the IPM contractor ( separate contractor) and immediately finish by watering.
RFP 23- 161 Landscape Maintenance services Page 70 of 136
SECTION XXI
CENTENNIAL PARK
A. Centennial Park:
The Contractor shall clean and maintain the following areas of Centennial Park:
1. The parking lot south of Rancho Santiago College is a part of the agreement site.
2. The unimproved planting area east of Rancho Santiago College is a part of the agreement site.
3. The irrigated area outside of Dan Young Soccer Complex to the west is a part of the agreement site.
4. The Contractor shall pressure wash off daily from pedestrian hardscape areas bird droppings.
SECTION XXII
VACANT LOTS
A. Vacant Lots
The Contractorshall perform daily blowing -off, trash and debris removal, includingmanagingweeds.
1. 101hand Flower
2. 1st and Mountain View
3. Bristol and Tolliver
4. Bristol and Myrtle
RFP 23- 151 Landscape Maintenance Services Page 71 of 135
SANTA ANA STADIUM
A. Santa Ana Stadium
The historic Santa Ana Stadium is a premier youth football and soccer venue. In addition to the standardGrounds -LandscapeSpecification, the following special maintenance shall be performed:
1. All pedestrianhardscapeareas, includingbut not limitedto, grandstandbleachers, ramps, tunnels, and sidewalks, shall be blown and/or swept clean daily, seven (7) days per week.
2. All parkinglots, safe dispersalareas, vehiculardrop-off areas, etc. shall be blown and/or swept clean once per week, on Thursdays. Trash shall be picked daily.
3. All site amenities, including but not limitedto, signage, player benches, hand railing, publictelephones, etc., shall be completelywiped clean with a germicidalcleanser andpolishedto a high lusterwith an approvedproducton Fridayof eachweek.
4. All grandstandbleachersshall be inspectedcontinuouslyandwiped cleanas stains and dirt appear.
5. All turf in the Stadium area is considered priority turf.
6. All surfaces within the Stadium (including tunnels, bleacher areas, all walkways, seats) shall be high pressurewashed quarterly (the third Mondayof July, October, January, and April) to remove stains, gum, candy, dirt, etc. See pressure washing scope.
7. Thecontractorshallbeableto provideadditionalstafffor specialevents, beforeand after, at the stadium to handle the additional trash and debris. These special event services shall be billed per event.
RFP 23- 151 Landscape Maintenance Services Page 72 of 135
SECTION XXIV
SANTA ANA ZOO
A. Santa Ana Zoo ( Zoo)
The SantaAna Zoo was established in 1952and is a 20 acrezoological parkand botanicalgarden.
Due to the sensitivity of the animals at the zoo and unique plantings, there are some variances fromthe standardGrounds -LandscapeSpecification. The followingspecialmaintenanceshall be performed for the Zoo site only.
1. The Contractor shall use electric -powered equipment in the course of providing service atthe Zoo. Gas powered equipment is not allowed unless approval is granted 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 courtyard adjacent to the cafe and playground sees the highest use levels of all turf areas at the facility. This location should be overseeded and renovated as needed throughout the year to maintain consistent turf quality, aesthetics, and provide the highest amount of usability for visitors. This should be coordinated with the CR for the Zoo.
4. Tree Edging No -Mow Turf - Trees maintained with natural no -mow lawns ( i.e. Carex sp.) shall not have shovel cuts around trees.
5. All mulch at the Zoo shall be 2" minus composted mulch applied to a 2" thickness unless approved by the CR. Mulch shall not cover root flare of trees and the base of shrubs leading to plant health issues.
6. To lessenthe impactondailyZoo operationsandprovidethe bestwell-beingfor the animals, tree pruning specifications include trees up to 30' height with DBH less than 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 spreadingoutthe burdenonthefacilityanddrastically reduces the amount of time areas need to be closed off to the public. Large trees and trees outside the public areas are not included. Please see attached diagram for a map.
7. An ISA TRAQ Certified Hazardous Tree Professional shall evaluate all Zoo trees and provide a written report usingthe Arbor Access Tree ManagementSoftware program or an approved equal) one time only within six months of the start of the contract.
8. Tree Establishment — " Treegator" Slow Release Watering Bags or similar shall be provided for newly planted trees as determined by the CR, Gator Bags shall be filled weeklyfor the first two growing seasons.
9. California Nativesand DroughtTolerant Shrubs - Selectivelyprune andtrim all native plants during appropriate seasons to ensure pedestrian paths, walkways and sidewalksare not impeded or as necessary based on best horticulturalpractices. i.e. Romneya coulteri pruned to 6" in late summer or fall, Salvia clevelandii pruned in fall, Zauschenriasp. establishedplantscut back hard in winterafterflowering.
10. Bamboo - Dead, old, small, leaningor misshapenculms shall be removedannually.
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 pointssticking out of the ground. Care shall be taken to avoid damagingnewlyemergingculms. The CR will provide additionaldirectionon 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, Anthuriumsp., Tillandsiasp., Laeliasp., etc.) requirespecialattentionand may not have dedicated irrigation systems. These specimen plants shall be hand -watered at varying intervalsdependingon the time of the year based on horticultural requirements. Platyceriumshall be fully drenched including the fronds.
12. Ornamental Grasses - All Cortaderia 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" withaflattopandnotmounded. Largeclumps (5+ seasons) onlyexhibitinggrowth around the edges of the clump shall be dug up, divided, and replanted.
Thysanolaenamaxima 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 immediatelyand evacuatethe zoo. Annually, the Contractorshall providetheir employees working in and around animal exhibits with basic training on zoonotic diseasepreventionand common-sensesanitarymeasures. The Contractorshall meet with the Zoo Director or their representative for relevant information before commencing work.
14. Gutter Maintenance - The Contractor shall pay attention to clearance of gutters within the Children's Zoo area to prevent blockageand the growth of weeds.
15. Zoo Closure Days - The Zoo is closed to the public on Thanksgiving Day, Christmas Day (December25), and NewYear's Day (January1). 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 Pebbles3/8" by SouthwestBoulderand Stoneor equivalenttype to match existingas approvedby DR. Pebblemulchshallbe maintainedat a 1" depthand kept off adjacent walkways.
17. General Maintenance, Daily Maintenance - All trash and debris (branches, glass, metal, paper, etc.) onthegroundor in trashreceptaclesshallberemovedfromall worksites, landscapedandpavedareaseachdayMondaythroughSundaybefore 10:00 a.m., when the Zoo opensto the public. All organicdebris (twigs, leaves, fruit, sand, gravel, rock, woodchips) onthe pathwaysshallberemovedfrompavedareas eachMondayand Fridaybefore10:00 a.m., whenthe Zoo opensto the public. DG pathways shall be maintainedthrough limited blowing and raking to reduce particulate pollution and dust in animal habitats.
18. WashingLandscapeMaterial - Tomaintainplanthealthandaesthetics, plantmaterial shall be washed down on a regular basis to remove any accumulated dust and cobwebs.
RFP 23- 151 Landscape Maintenance Services Page 74 of 136
19. InspectionofPerimeterFence — Daily, the Contractorshallinspecttheintegrityof the chain link perimeter fence 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 accumulatingon animal exhibit roofs, netting, cages, etc. including, but not limited to, Colors of the Amazon Bird Aviary.
b. Monthly, the Contractor shall inspect plant material in the animal exhibits for 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. PressureWashing - The Contractorshall performweekly and as necessary pressure washing of paved areas, site furniture, drinkingfountains, etc. in the caf6 eating area.
22. Resetting Seating — The Contractor shall, Monday through Sunday, before 10:00 am 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 routine basis. Prior to performance, the Contractor shall coordinate with the CR.
24. Storm Drain Maintenance — The Contractor shall continuously maintain the Zoo's storm/area drains, including the filter fiber by keeping them clean and free of debris.
The Contractorshallchangethe storm/areadrainsfilter fiber, whichshallbe provided by the Zoo, as necessary.
25. Weekly Meeting — The contractorshall planto have a standingweeklymeetingwith 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 I
TERMINOLOGY
A. Interpretation / Terminology
Thefollowingtermsarefor convenienceandreferenceonlyandarenotintendedto defineor limitthe scopeof anyprovisionhereof. The followingwordsshallbeconstrued to havethefollowingmeanings, unlessotherwiseapparentfromthecontextinwhichthey are used:
1. As Needed: To maintainthe grounds in a clean appearanceas determined by the City. The intent is to permit the City to receive servicesbeyondthe scheduled frequencies on an occasional basis. Should a service be needed ona consistentbasisthe Cityshallamendthe ContractwithContractorsubject to approval by the City Council.
2. Additional Cleaning (or Operation): The completion of all maintenancetasks, in whole or in part, to ensurethat the specifiedconditionsresultingfrom the InitialCleaning" or "InitialOperation" sustainedor 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 providinga smooth, safeplayingsurfacefor sports.
5. Automated Irrigation System: Valves, sprinklers, etc., that are operated using 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 Management Practices are identified by individual industry and must be incorporated into the operational management of the Contract.
8. CentrallyOperatedIrrigationSystem: Sprinklers, valves, etc., areturnedon remotely from centralized software.
9. Confined Area: An area of turf bordered on three (3) or more sides by shrub beds, planters, hardscapes, walls, fences, play areas, decomposedgranite 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 contract to 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 callback for 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, grass cuttings, 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, game courts, bike paths, paved areas, and like surfaces.
19. Hazard: Anything likely to cause a person or animal harm.
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 scheduledfor a given day.
22. InteriorRoads: Roadsthat are containedwithin the boundariesof a given area.
23. Litter: All paper, plastic, cans, bottles, or othermaterialdiscardedin or onany location within the Contract area other than in a trash container provided for that purpose.
24. Non -emergency: An unplanned service requirement that needs additional attention in a prescribed period.
25. Pesticide: Products that prevent, destroy, repel, or mitigate a pest, or which are plant regulators, defoliants, desiccants, or nitrogen stabilizers. 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 determined by the City with like kind and quality. The intent is to maintain the equipment or property in good condition and consistent with the current model brand or manufacturer.
28. ROC: Rail Operations Center.
29. ROW: Right-of-way.
30. SDS: Safety Data Sheet
31. Spot Cleaning: The cleaning of only those portions of a floor, walkway, wall, fixture, table, furnishing, handrail, bench, or other surface(s) which are soiled dirty, stained, marked, smudged, etc.), wherethe entire surfacemay not be sufficiently soiled to warrant cleaning the entire surface. The contractor shall interpretthe term "spot cleaning" to includethe complete cleaning/washing of any surfacewhichdoes not or would not, havea clean, uniformappearance after the cleaning of only portions of that surface.
32. Street Sidewalks ( or External Sidewalks): Sidewalks or paved walkways that parallelstreets, andwhich mayexistonthe perimeterof or adjacentto the areas 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. Pressure Washing: Power washing with the use of high-pressure hot water spray to removedirt, stains, oil, tar, and residueto presenta high -quality appearance following each visit.
35. Failure to Perform ( FTP): Costs associated with services that cannot be made up shall be subjectto action providedfor herein, at a penaltyof $300 per site per item per day not corrected orthe cost to have an outside contractor perform the service.
36. Compost: The productresultingfrom the controlledbiologicaldecomposition of organic solid wastes that are source separated from the municipal solid waste stream or which are separated at a centralized facility or as otherwise defined in 14 CCR Section 17896.2(a)(4). The eligibility requirements for meetingthe Annual RecoveredOrganicWaste ProductProcurementTarget require that the Compost must either be i) produced at a compostable material handlingoperationor facility permittedor authorized under 14 CCR Chapter
3.1 of Division7; or ii) producedat a largevolume in -vesseldigestionfacility that composts on -site as defined and permitted under 14 CCR Chapter 3.2 of Division 7. Compost shall meet the State' s composting operations regulatory requirements.
37. Direct Service Provider: A person, company, agency, district, or other entity that providesa serviceor servicesto City pursuantto a contract or other written agreement or as otherwise defined in 14 CCR Section 18982( a)( 17).
38. Recovered Organic Waste Products: Products made from California, landfill - diverted recovered Organic Waste processed at a permitted or otherwise authorized operation or facility, or as otherwise defined in 14 CCR Section 18982( a)(60). Products that can be used to meet the Annual Recovered Organic Waste Product Procurement Target shall include Compost, SB 1383 Eligible Mulch, Renewable Gas from an in -vessel digestion facility, and Electricity Procured from Biomass Conversion as described herein and providedthat suchproductsmeetrequirementsof 14CCR, Division7, Chapter 12, Article 12.
39. SB 1383: Senate Bill 1383 of 2016, establishing methane emissions reduction targets in a Statewide effort to reduce emissions of short- lived climate pollutantsas amended, supplemented, superseded, and replacedfrom timeto 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 Division 7, and which meets the conditions as specified by 14 CCR Section 18993.1(f)(4) for the duration of the applicable procurementcomplianceyear.
FOR PROPOSERV 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 Consumable Materials and 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 Reporting and Site Securing
2. 10 Vandalism
2. 11 Cooperation / Collateral Work
2. 12 Protection of Existing Facilities and Structures
2. 13 Protectionof PropertyDuring InclementWeather (Emergency Response)
2. 14 EmergencyNumbersand EmergencyCall -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 Suspensionof 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
TheContractbetweenCityandContractorisnotintendedandshallnotbeconstruedtocreatetherelationshipof agent, servant, employee, partnership, jointventureor association, as betweenthe CityandContractor. The contractorunderstandsandagreesthatall personsfurnishingservicesto theCityunderthisContractare, for purposesofWorkers' CompensationLiability, employeessolelyoftheContractorandnotoftheCity. The contractorshall bearthe sole responsibilityand liabilityfor furnishingWorkers' Compensationbenefitsto any personfor injuriesarisingfromorconnectedwithservicesprovidedtothe Cityhereunder.
2. 2 Contract Transition
2.2. 1 Transition In
Contractorshallprovideawrittenstatementoftheirtransitionplantoincludepotentialpersonnelwhowillbe on the transition team and their roles, subject to City approval. Also included shall be sample timelines illustratingwhentheContractorwill befullyinplaceandperformingalltasks. Theanticipatedtransition period will be three ( 3) months.
A contractstart-up period of three (3) months shall commencefrom the first day of the agreementperiod. TheContractorshallperformthefollowingtasksduringthis period: 1) shovel -cut all tree rings; 2) raise all trees; and, 3) mulch all areas; 4) irrigation audits; 5) pressurewashingappurtenances; 6) andrepair DGpaths.
The Contractor acknowledges that each site' s irrigation rotors/ heads and lateral irrigation linesmayhavedeficiencies. TheCityagreesto paytheContractorfor theinitial repairofeach site's rotors/ heads and lateral irrigation lines. Following the initial agreement for start- up repairs, the Contractor shall assumeresponsibility for future repairs ( seeAppendix D 2.4 herein).
2.2.2 Transition Out
Contractorshallworkin goodfaithwiththe City to transitionout of the service, shoulda newContractor be selected. The storageareas usedby the Contractorshall be left in an orderlymanner. All materials andequipmentownedbythe Contractorshallbe removedfromstorageareasinatimelymanner. Upon Contractcompletion, all keys, cardsand remotecontrolsgivento Contractorshallbe returnedto the City's designedCityRepresentative (CR) withafinalwalk- throughwiththeContractorandtheCR.
2. 3 Hours and Days of Maintenance Services
2.3.1 Scheduling of Operations
a. Normal work hours are from 6:00 a.m. to 6 p.m., Monday through Sunday, 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., early morning mowing or irrigation checks, etc.) No routine mowing or pruning shall occur on Saturday or Sunday unless pre -approved by the CR(s). Only those tasks related to cleaning or trash shall become routine on Saturdays and Sundays. b. The contractor shall perform work following the pre -approved schedules during City business or non -business hours, depending on the needs of the facility where work is performed.
c. Changes in the schedule by the City may be made with five ( 5) business days advance written or verbal notice to the Contractor.
d. The contractor must notify the CR(s) of any problems or service interruptions within twenty-four
24) hours or the next businessday. Unavoidableservicedisruptionsmay be completedat a later date at the discretion of the CR( s).
e. Costs associated with services that cannot be made up shall be subject to action provided for herein, at a penalty of $300 per site per item per day not corrected or the cost to have an outside contractor perform the service. f. Repeated service interruptions without justification or approval of the CR(s) shall be subject to action provided for herein.
g. The contractor shall provide adequate staffing to perform the required services during the prescribed times.
h. Any changes in the days and hours of service heretofore prescribed shall be subject to approval by the CR(s).
i. The contractor shall be available for on -call services twenty-four (24) hours a day. j. Non -emergency on -call requests shall be responded to within four ( 4) hours of notification by the City representative or as mutually scheduled and agreed to by Contractor and City representative.
k. The contractor shall respond to all requests for on -call emergencies within one ( 1) hour of notification by the City representative. ( Explained further in Section 3.14) 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 contractor must observe and respond to these restrictions and 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 shall be based on a twelve- month calendar and be in a format approved by the City. b. Anyotheractivitiesthat the Contractorperformson a regularor semi -regularbasis, as determinedbythe City, will requirea scheduleto besubmitteduponrequestby the City.
c. The contractor shall submit revised schedules when actual performance differs substantiallyfrom plannedperformance. Said revisionsshall be submittedto the CR(s) for review and if appropriate, approval within five ( 5) working days before the scheduled time for the work.
At the discretion of the City, monthly meetings (or at an increasedfrequency if deemed necessary by the City) between the Contractor and the CR(s) may be scheduled to determine progress and address any changes in schedules, problem areas, etc.
e. Changes or variations in scheduling may be necessitated by City special events, recreation classes, reservations, etc. The contractor shall adapt any 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 publicordisruptiontothe peaceand quietof the areawithinwhichthe servicesare performed.
Inthe eventof recreationprogrammingissues, specialevents, etc., the Contractormay berequiredto alterthe scheduleto avoid interferingand may be requiredto return at a later time to meet the task andfrequency.
2. 5 Consumable Materials and Supplies — Contractor - Supplied The contractor, as a componentofthe cost proposal, shall provideall ofthe 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. Annualplantmaterialsor any plantsthat diedue to delayed irrigationrepairs h. Mulch/topdressingper the contractspecifications
Brick dust
Grass seed ( as specified)
k. Fertilizer ( as specified)
Tree stakes and ties
m. Dog bags for Doggie Dispenser
No additional payment will be made for these materials. All Contractor provided chemicals, cleaning agents, and materials are subject to review and approval by the City.
2. 6 Consumable Materials and Supplies — City - Supplied The Citywill supply, at no cost to the Contractor, the following items:
a. All replacement plant material (not including annuals), except those damaged by the 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. City will be provide DG as needed per the specifications. g. Trash can liners (at the Zoo facility only)
The contractor shall request these materials from the CR(s), and shall ensure proper and secure storage of these materials in an area specified by the CR(s). The contractor shall also ensure proper distribution and monitoring of thesematerials/suppliesto preventwaste, theft, or other abuse. The contractorshall providea logspecifying where and when supplies have been used, andthis log shall be made immediately available to the City upon request.
SECTION 2
RESPONSIBILITIES OF THE
CONTRACTOR
3. 1 Inquiries and Complaints
3.1.1 The contractor shall maintain a telephone at their facilities, listed in the telephone directory in its name or in the firm name by which it is most commonly known. At this location, during the daily hours of maintenance operation, the Contractor shall have some responsibleperson(s), who is proficientinEnglish, employedto takethe necessaryaction regardingall inquiriesand complaintsthat may be receivedfrom the City. An answering service shall be considered an acceptable substitute to full- time coverage, provided Contractoris advisedof any complaintwithinone (1) hour of receiptof suchcomplaintby the answering service.
3.1.2 Duringregularworkinghours, theContractor's Foreman, or anemployeeresponsiblefor providingmaintenanceservices, shallbe availablefor notificationandableto respond through electronic communications within 30 minutes.
3.1.3 Duringregulardays and hoursof operation, wheneverimmediateactionis requiredto prevent impendinginjury, death or property damage, the City may, after a reasonable attemptto notifythe Contractor, causesuchactionto be takenbythe Cityworkforceand chargethe cost thereof as determined by the Cityto Contractoror may deduct such cost from an amount due to Contractor from the City.
3.1.4 The Contractor shall maintain a written log of all complaints, the date and time thereof, and the action taken thereto or the reason for non -action. The complaints log shall be open to inspectionby the City at all reasonable times. The City will maintainwork order and email files.
3.1.5 All complaintsshall be abated as soon as possible after notification, to the satisfactionof theCityof SantaAnaand/or the Director's Representative. Ifanycomplaintisnotabated within a reasonable time, the Director's Representative shall be notified immediately of 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 Representativemaycorrectthe specificcomplaintandthe total cost incurredbythe City will be deductedand forfeitedfrom the paymentsowingto the Contractorfrom the City.
Such cost shall includeall City staff time requiredto resolvethe problem and appropriate overhead charges.
3. 2 Safety
3.2.1 Contractorshall providea safeworkplaceandcomplywith standardsand regulationsof the California OccupationalSafety and Health Act (CalOSHA), Federal Occupational Safetyand HealthAct (OSHA), CaliforniaDivisionof IndustrialSafetyOrders (CDIS), State of California Manual of Traffic Controls, California Department of Food and Agriculture (CDFA) laws and regulations and any other applicable law, rule, regulation, ordinance and risk management standards. The contractor shall inspect all potential hazardsat said facilitiesand keepa log indicatingdate inspectedand action taken. All hazardous substances shall be listed per site, and Safety Data Sheets ( 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) via email, phone, or instant messagingensuring that it was received. This includes, but is not limited, to the following:
a. Damaged/ inoperable fixtures, hose bibs, or irrigation components b. Running water, irrigation breaks, 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
i. Hazardous or suspicious materials/ items
j. Insect, rodent, or bird infestations
k. Homeless persons or their possessions
I. Items lost by patrons
m. Poorturf conditions (i.e., holes, tripping hazards, unevensurfaces, gopher holes) n. Damaged fencing (i.e., holes, loose posts, missing fasteners) o. Standing water, saturated turf, dry spots
p. Lake conditions including dead or sick wildlife, water quality issues q. Downed tree limbs
r. Unsafe walkways
S. Unstable trees
t. Improperly supported trees ( i.e. stakes, trees)
u. Other hazards, as applicable
3.2.3 The contractorshall be responsiblefor making minorcorrectionsincluding, but not limited to: using barricades or traffic cones to alert the public to the existence of hazards, replacing Contractor -damaged valve box covers, and securing any damaged apparatus to protect members of the public or others from injury.
3.2.4 If needed, the Contractorshall assistthe publicby summoningemergencyassistanceat the site. The contractor shall cooperate fully with City in the investigation of any injury or death occurring at any site, beginning with immediate notification, and then a 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 hand or power tools are not left unattended or laying on walkways, grounds, or appurtenanceswherepatronsmaybe put injeopardy. b. Operator and machine safety equipment shall be in place and operational. 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 public activities shall be paramount. f. Debrisfrom operationsshall not be allowedto compoundexistingconditionson hard surfacesandpublicaccessareas. All debrisdepositedon theseareasasa resultof the Contractor's work shall be cleared from hard surfaces and public access areas before leavingthe site that day.
g. The contractor shall remedy hazardous materials on site which result from Contractor's work and shall properly dispose of the materials off -site. The contractor shall notify all appropriate agencies.
h. Malfunctioningequipmentshall only be left on site with barricading, tagging, and reasonablysupervisingit untilrepairs are affected. In no caseshall the equipment be left on site overnight.
i. Duringall operations, the Contractorshall be subjectto localordinancesregarding noise levels ( see NOISE in Santa Ana Municipal Code). Any scheduling of the Contractor's operationsmay be modifiedby the City at no additionalcompensation to the Contractorto ensure that the public is not unduly impactedby the noise of equipment or operations.
j. Fuels and additives shall not be left exposed or accessible to patrons. k. Fuelingand repairoperationsshall be performedoff of turf areasandawayfrom patron activity.
All pesticidesshall be handledappropriatelyand safely.
3. 3 Vehicles and Equipment
3.3.1 The contractorshalltake necessaryprecautionsfor the safe operationof equipmentand the protectionof the publicfrominjuryanddamagefromsuchequipment.
3.3.2 The contractorshall immediatelyrepair or replaceall equipment deemed by the CR(s) to be unsafe, irreparable, or in unsatisfactory condition.
3.3.3 The contractorshall provideand properlymaintainall necessaryvehiclesand equipment including, butnotlimitedto: vehicles, mowers, edgers, saws, blowers, waterhosesand nozzles, squeegees, and high-pressure/low-volume sprayers.
3.3.4 All vehicles shall display Contractor' s name with an approved City service statement visible, such as: X.Y.Z. Contracting, Inc. ServingtheCityofSantaAna A prototypeof the magnetic placard shall be submitted to the City for approvalwithin 30 days of the awardofthe Contract, withthe placementoftheplacardsonallvehiclesoperatingwithintheCitylimitsto take place within 60 days following the recognition of the Contract.
3.3.5 All equipment shall receive scheduled preventive maintenance to promote equipment reliability and ensure optimum performance at all times.
3.3.6 All equipment is subject to CR' s approval.
3.3.7 Equipment failures that happen more than three ( 3) times in one ( 1) month will be subject to deductions and a directive to replace the unreliable piece of equipment.
3.3.8 Inpreparingtheproposal, theContractorshallconsiderthefollowingconditionspertaining to the vehicles and equipment utilized in the completion of the specified maintenance tasks:
a. The City Council of Santa Ana is considering banning all fuel -powered (e.g., gasoline, methanol) leaf blowers. The contractor will not receive additional compensation should such a ban be implemented before or after the award of the Contract.
b. Mowersutilizedfor the hybridBermudaathleticturf mustbe dedicatedsolelyto that hybrid Bermuda grass to prevent contamination.
c. A self-containedpower scrubberunit shall be requiredto performwashing and steam -cleaning operations. The contractor shall meet all specified criteria as outlined in Section
22.2 of the Specificationsin Appendix B. All wastewaterrecapturedby sucha unit must be disposed of in a sanitary sewer approved by the City.
3.3.9 Thecontractor's vehiclesmaybe permittedtodriveonturfwhen conditionsallowfollowing specific routes designated by the CR(s). Areas designated as " unavailable for vehicle travel," suchas naturalhabitatareas, shall be servicedby othermeans.
3.3.10TheCityshallprovide, if possible, astoragearea(s) atthosesitesthatarenotimmediately accessible to Contractor's vehicles. ( If a storage yard is unavailable the contractor shall have a storage facility close to the City of Santa Ana to impact the maintenance).
3.3.11 Larger vehicles may be allowed in the performance of non -regular maintenance tasks, with the approval of the City.
3.4 Locks and Keys
3.4.1 Accessto Cityfacilitiesshallbe in accordancewith instructions, keys, and/or security cards issued or providedby the CR(s). Access may includespecial instructionsabout securitysystemsinstalledatfacilities. Thecontractorshalltakeall reasonableprecautions to ensure that the security of the facilities and internal equipment, furnishings, and other items are always maintained.
3.4.2 The City may develop an initial chain and lock system with a specific number of replacementlocks for trash containers, restrooms, gates, valve/pump cover boxes, and controllers. The contractorshallbe responsiblefor purchasingsimilarlocksuponthe loss of anyCity -ownedlocksinitiallyprovidedtotheContractor. TheCityshallexchange, one - for -one, locks that have been vandalized or are inoperable.
3.4.3 Contractormayprovidea chainandlocksystem, at Contractor's expense, for trashcontainers located throughout the site to secure and limit the removal or tipping of the containers.
3.4.4 The Contractor shall be responsible for the series of keys assigned to it and assign these keystoitspersonneltomaintainthefacilities. Thecontractorshallberesponsibleforthe properuseandsafekeepingof all keysissuedbytheCityto the Contractor.
3.4.5 Contractor shall report all lost or stolen keys to the City representative(s) within twenty- four (24) hoursofdiscoveringtheloss. ThecontractorshallreimbursetheCityforthetotal costofre -keyingthefacilityorduplicatingadditionalkeys, asdeterminedbytheCity.
3.4.6 Upon termination or cancellation of the Contract, Contractor shall immediately return all keys, cards, remote controls, etc., to the City.
3.4.7 Californialaw stipulatesthat it is unlawfulfor a personto duplicateany keyswithoutthe owner's permission. The penaltyfor violationof 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 itsdiscretion, mayprovidestorageandofficefacilitiesfor Contractor's use.
Insuchcases, the Contractoris prohibitedfrom usingsaidfacilitiesto conductanyof its business outside the scope of the Contract. Further, said facility shall not be used for humanhabitation, otherthana nightwatchmanor patrolserviceas specificallyapproved by the City.
3.5.2 CR(s) shallidentifyand authorizeContractorto use a designatedarea, if available, exclusivelyor sharedwithCity, for onsitestorageas needed. If thedesignatedareais shared with the City, Contractorshall identify equipment, materials, and supplies belongingto Contractor. IftheCityprovidesanarea, theContractoris responsiblefor securingandprovidingtheCRaccess. Thecontractorshallsafelystoreallsuppliesand compliance with all laws and regulations.
3. 5. 2. 1 The contractormay not storeanytrash, litter, or recyclablematerialat the facilityorin anyvehiclefor a periodofover24 hours. Notwithstandingthe foregoing, the Contractormust conductall operationsat the facilityin compliance with all applicable laws and regulations so as not to create a nuisance.
3. 5. 2. 2 The contractorshall not "stockpile" hazardousmaterialsin any quantitiesat thefacilityandshallnotmaintainanyamountof suchmaterialatthefacility greaterthanthatwhichContractorplansto usewithinthefollowing30days.
Notwithstandingthe foregoing, the Contractorshallsometimesstoreall 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 hazardousmaterialscollectedon the site shall be appropriatelystored temporarily, after that to be disposed of by Contractor at an approved disposal site, per Californiastatutes.
3.5.3 Contractor, at its own risk, may store equipment and materials required for maintenance in said facility, providingthe City has agreed to providesuch facility. However, the Contractormust always usesafety standardsand handlingproceduresas appliedto such equipment and materials. This contract assumes minimal facilities for the Contractors' vehicles and equipment.
3. 5. 3. 1 City shall not be liable for damage or loss to Contractor' s equipment, materials, and/or personalproperty. The contractorshallholdCityharmless andwaiveanyclaimsfor damagefor lossof useofanyequipment, materials and/or propertythat mayoccurat Cityfacilities.
3.5.4 Contractor shall maintain the service yard and/or storage area(s) in a clean, weed -free, well -organizedmannerinkeepingwiththe highlyvisiblenatureofthe surroundingarea.
Failure to do so may result in the Contractor's loss of the use of the storage area(s).
3. 5. 4. 1 The service yard and/or storage area(s) occupied by Contractorshall be cleaned and swept once per week and the sweepings disposed of in a lawful manner.
3. 5. 4. 2 Contractorshallremoveall undesirablematerialincluding, but notlimitedto, trash, accumulated debris, and equipment that is no longer usable for the purpose it was intended for, from the service yard and/or storage area(s).
3.5.5 TheCitymayinspectserviceyardand/or storagearea(s) for complianceanytimeat City'sdiscretion.
3.5.6 Uponexpirationor terminationof Contract, Contractorshall restoreserviceyard and/or storage area(s) to its original condition. Nothing containedherein 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
The City shall pay for the installation and use of all utilities at these sites, with the exception of the Contractor' s telephone hookup and service.
3. 7 Traffic Control
3.7.1 When working in road rights -of -way, Contractor shall comply with all 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 Contractor shall cooperate with the Santa Ana Police Department ( SAPD) relative to handlingtrafficthroughtheareaandshallmakeitsownarrangementsrelativetokeeping the working area clear of vehicles. If required, the contractor shall obtain an encroachment permit for any partial or complete lane closure. All work that requirestraffic controlswill needto complywith the currentWATCHmanual.
3.7.3 Whenenteringor leavingroadwayscarryingpublictraffic, Contractor's equipment, whetheremptyor loaded, shall inall cases, yield to publictraffic.
3.7.4 Contractorshall makeeveryeffort to keep commercialdrivewaysopenduringworking hours. After workinghours, all drivewaysshall be accessiblewith smoothand 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 staffshallbeawareof potentialexposureto bloodbornepathogensthroughhypodermicneedles, bloodandfeces, andshallwearpersonalprotectiveequipment. Contractorshalltreathypodermicneedles, large quantitiesoffeces, andanyrags, papertowels, orothermaterialscontainingbloodasbiohazardousmaterial.
Onlyindividualstrainedintheremovalanddisposalofsuchmaterialshalldoso. Contractorshallimmediately notifytheappropriateauthorityuponthediscoveryofsuchoccurrences. Contractorshallsecuretheaffectedsiteuntilsuchtimethattheappropriateauthoritycanrespond. SeeCaliforniastatutesandguidelinesfor process.
3. 9 Accident Reporting and Site Securing
ContractorshallimmediatelynotifythedesignatedCR(s) ofanyaccident, regardlessofwhetheror notinjuryor damageis evident, involvingparkpatrons, Citystaffandequipment, andContractor's staff, vehicles, and/or equipmentshall securethe site untilrenderedsafe. Contractorshall provideallwritten reportsand/or documentation requested by the City.
3. 10 Vandalism
ThecontractorshallreportanydamagetoCityproperty, includingbutnotlimitedtovandalism, ActsofGod, and third -partynegligencetotheCR. Viaemail, phonecall, or messageasdeterminedbyCR.
3.11 Cooperation / Collateral Work
TheCityandothercontractorswillconducton -goingactivitiesandoperationsduringContractor'swork. These activities will include but are not limited to landscape refurbishment, irrigation system modification or repair, constructionandstorm -relatedoperations. If suchworkaffectsContractor's work, theCitywillaskContractorto submitcostsincurredby the Contractoras a resultof the City's work.
Contractormayberequiredtomodifyorcurtailcertainoperationsandshallpromptlycomplywithanyrequestby the CR( s) to cooperate.
3. 12 Protection of Existing Facilities and Structures
Thecontractorshallexerciseduecareinprotectingfromdamageallexistingfacilities, structuresandutilities, both above surface and underground, on the City's property.
3.12.1AnydamagetoCitypropertydeemedto becausedbyContractor's negligenceorfailure
3. 13
to use due care shall be corrected or paid for by Contractor at no additional cost to the City.
3.12.2 If the City requests or directs Contractor to perform work in a given area, Contractor shall verify and locate any underground utilities. This does not release Contractor's duty to take reasonable precautions when working in these areas. Any damage or problems shall be reported immediately to the City.
During storms and periods of excessive rainfall, and in conjunction with Emergency Call -Outs (below), Contractor shall provide supervisory inspection of the work during regular working hours to prevent or minimize possible damage from such adverse weather. The prime factors in assigning work shall be the safety of the workforce and damage to landscaping.
3.13.1 Contractor shall submit a report identifying any storm damage to the CR(s) and attach a site map identifying location of damage and cost estimate to repair/ replace within 48 hours.
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 Contractor shall remove debris accumulated by high winds or other typical or non -typical environmental conditions. The contractor shall remove minor silt and debris from athletic fields, V- ditches, adjacent inverts, storm drains, etc.
3.13.3 During the periods that excessive rainfall hinders normal operations, the Contractor shall adjust its activities to perform functions such as litter and debris pick-up, remove downed limbs, clear drains and other duties as deemed necessary by the CR(s).
3. 13. 3. 1 During periods of excessive rainfall, the Contractor shall keep all area drains and draining facilities clear and operating and remove water from all tot- lot areas, if directed.
3.13.4 Failure to adjust the workforce to show satisfactory progress, as determined by Contractor and CR(s) jointly, on the work may result in a deduction of payments.
3. 14 Emergency Numbers and Emergency Call - Outs
3.14.1 Contractor shall supply the City with name(s) and phone number(s) of person(s) representing the Contractor for 24-hour emergency response, seven (7) days per week.
3. 14. 1. 1 The City will, in turn, provide Contractor its emergency contact information so that in the event Contractor must contact the CR( s), this information can be utilized.
3.14.2 Contractor shall have the capability to receive and to immediately respond to calls of an emergency nature during normal working hours and during hours outside of normal working hours ( See Section 2.3.1.k). Contractor shall be available via voicemail, text, phone, or answering service. The aforementioned information shall remain current at all 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 minutes of the call back. Any changes to contact information shall 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 emergencywork is required, the Contractorshall notifythe CR(s) by telephonebefore 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 the Contractor arrives at the site, Contractor shall set up traffic warning and control devicesand anyothersafetydevices, if deemednecessary, and proceedwith remedial action after contacting the CR(s).
3.14.7 Publichealth/safetymattersrequiringan emergencyresponseincludebutare notlimitedto: anyportionof the irrigationsystemfunctioningina non -operationalmanner, brokenwatermains, stuckvalves, the threatto privatepropertyresultingfromContractor's operations, fallentrees, downor hanginglimbs, natural disasters, etc.
3. 15 Contractor' s Staff
The contractorshallprovidesufficientpersonnelto performallworkbythe Specificationsset forthhereinand in Appendix A, B, C, and D. This is a performance -based Contract.
3.15.1 In its proposal, theContractorshalldefinethe minimumstaffing. It is upto the Contractor to complete all tasks as defined, regardless of staffing, but they shall maintain at least the minimum staffing, as stated in their proposal, at all times.
3.15.2 In its proposal, the Contractorshalllistthe namesofall employees, titles, hoursandwhich location/area each employee is assigned. DIR reporting sheets will 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 conduct or action of a designated employee of Contractor is, in the reasonable belief of the City, detrimental to the interestoftheCityor public. Contractorshallmeetwith representativesoftheCity to consider the appropriate course of action with respect to such matter, and Contractor shall take reasonable measures under the circumstances to assure the City that the conduct and activities of Contractor' s employee( s) will not be detrimental to the interest of the Cityor 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 -designatedstaff employeesshall notwork on supplementaltasks (AEW) during regularwork hours. If workedduring regularhours, additionalstaff will be required, contracted work shall not experience any reduction in frequencies or quality.
3.15.5 Contractorshallestablish an identificationsystem for personnelassignedto the facilities, whichclearlyindicatestoCityemployeesandthepublicthenameoftheContractor. Theidentification system shall be furnished at Contractor's expense and may include appropriate attire and name badges as specified by the City.
3.15.6 Contractorshall require each of its employees to adhere to basic standards of working attire, includingfull uniforms, propershoesand othergearrequiredby StateSafety Regulations, and proper wearing of clothing.
3. 15. 6. 1 Employeepants, shirts, jackets, andsweatshirtsmustbe uniform. Shirts, jackets, and capsusedas uniformsshallbearContractor's identificationlogo.
3. 15. 6. 2 Shirts shall be worn at all times, and shall be buttoned and tucked -in.
3. 15. 6. 3 Nocapswith insigniasor designsother than Contractor's logo maybeworn, and no caps shall be worn backwards.
3. 15. 6. 4 TheCityshallapproveContractor's uniformpriortothestartoftheContract.
3.15.7 TheCityexpectsContractor's staffto turnintoCR(s) all itemsthathavebeenlostor misplacedby the generalpublic, regardlessof perceivedvalue. Contractorshallcommunicate this expectation to all employees. All items must be returned to the Tree Farm (7600E. SpringStreet, 90815) andhaveanaccompanyinglandscapeareaIDand date.
3.16 Work and Workmanship
Contractorshallthoroughlycompleteeachtaskinaprofessionalandworkmanlikemanner, andshallusequality equipmentandmaterialsthatcomplywithallcurrentregulationsto completethescopeofworkattheproper standards. Thesafetyofworkers, passersby, andthepublicshallbeparamount.
Contractorshallnotworkorperformanyoperations, particularlyduringperiodsofinclementweather, whichmay destroyordamagegroundcover, sports, orturfareas. Duringtheperiodswheninclementweatherhindersnormaloperations, Contractorshalladjustitsworkforceandschedule. Contractorshallimmediatelynotifythe City whentheworkforcehasbeenremovedfromthejob sitedueto inclementweatheror otherreasons. Supervision and Special Skills
Thecontractorshallassigna supervisorforthenorth, south, CivicCenter, andZoodistricts, as proposedinthe laborsummary, whowillbeauthorizedtoactonbehalfoftheContractorandwhowillworkregularworkinghoursfor the durationof this Contract. He/she shall have at leastfive (5) years ofexperience in landscape maintenance supervision. The contractor, andContractor's staff, musthavehorticulturalexpertiseand a broadrangeof experienceinplantcareandmaintenance, includingCalifornianativeandsouthwest -adaptedplants, turf management, entomology, pestcontrol, soils, fertilizers, plantidentification, andirrigationsystemmaintenance.
Thecontractor's supervisorshallbe capableof communicatingeffectivelybothinwrittenandspokenEnglishand haveexperienceinparkmaintenanceprojectsofthetypefoundintheCityofSantaAna. Allsupervisorsand actingsupervisorsshallbeoutfittedbyContractorwithaportablepersonalcommunicationdevicecapableof transmittingandreceivingphonecallsfromanywhere. Thecrewleaderand/orsupervisorneedstobeavailable duringworkinghourstomeettheCRonanygivenissueatanyservicelocation. Shouldthisindividualchange, the CR(s) mustbe notifiedin writingwithin five (5) daysof the change.
3. 17 Management and Enforcement
3.17.1 The contractor has the responsibility of providing fully trained and qualified personnel.
The CR(s) at each site shall closely monitor the staff activity to detect operational irregularities and non- compliance with contractual requirements.
3. 17. 1. 1 Enforcement is the responsibility of the Contractor, not the City.
3. 17. 1. 2 All specifications shall be managedby theContractorto ensurethe standards are being met.
3.17.2 It is Contractor's responsibility to see that the organization oversees all activities.
Furthermore, the Contractor must ensure that standards are met and do not delay, ignore, or otherwise limit its contractual obligations.
3.17.3 Before initiating any task, each site shall be inspected by a knowledgeable and responsible employeeof the Contractor, who shall determine the practicalityof initiating the operation. Upon the Contractor' s determination of the impracticality of initiating the operation, the City shall be consulted. The City's decision shall be final.
3. 18 Contact with Minors
The contractor providing services at any City location shall provide the City with a list of all persons over the age of eighteen ( 18) who will be working at such locations. State law provides that the Contractor shall fingerprint all such persons referred to herein and shall obtain criminal history information pursuant to California Penal Code 11105or 13100for each individual. Prior to the award of the Contract, Contractor shall provide written verification that all persons, as referredto herein, have not been convicted of anyoffense involvingmoralturpitude, norany offense as specified in Penal Code 11105.3 (g), nor any offense relating to the type of services to be performed as determined by the City. Contractor shall pay the costs incurred with the fingerprinting and obtaining the criminal history information. Any misrepresentations with respect to Contractor' s obligations under this section or failure to comply with the requirements as stated herein shall constitute a breach of the contract thereby giving City the right to terminate the Contract immediately. Contractor shall indemnifythe City for any such breach of this section.
SECTION 3
EXECUTION OF WORK
4. 1 Subcontracting
Noperformanceof thisContractoranyportionthereofmaybeassignedor subcontractedbyContractorwithout the expresswrittenconsentof the City. Anyattemptbythe Contractorto assignor subcontractany performance of the terms of this Contract without said consent shall be null and void and shall constitute a default under this Contract. In the event of such a default, the City may immediately terminate this Contract.
Inthe eventthe City should consentto assignmentor subcontracting, each term and conditionof this Contract shallextendto and bebindinguponand inureto the benefitof the assigns, successorsor administratorsofthe respective parties.
Inthe event that the Cityshould consent to subcontracting, the Contractorshall include in all subcontracts the followingprovision: "This Contractis a subcontractunderthetermsofa primeContractwiththe Cityof SantaAna.
All provisionsof that primeContractshallapplyto this subcontract." TheContractorshallindemnify, defend, andholdharmlessthe Cityanditsemployeesfromanyandall liability arisingor resultingfromtheemploymentof anysubcontractorsandtheiremployeesinthe samemannerasfor Contractor' s own employees.
4. 2 Contractor Hiring
The CityencouragesContractorto createnewjobs for lowor moderate -incomepersonsandSantaAnayouthfor its operations underthis Contract. Contractoragrees that itshall usegood faith efforts to create such new jobs. All qualification and hiring decisionswill be made by Contractor.
The contractor agreesthat itwill reasonablycooperate with the City through the City of Santa Ana's Training and Employment Development Officer and staff with respectto recruitment, screening and tracking of employees. In implementingtheseefforts, suchOfficerandstaffwill provideto Contractor, at no cost, pre-screeningandpre - qualificationof all potentialjob applicants. Suchservicesincludeassistingwithcommunityoutreachto recruit qualifiedjob applicants and conducting pre-screening of all potentialjob applicants and conducting pre-screening sessions to determine the most qualified applicants for jobs.
4. 3 Notice Requirements ( for purposes of non- performance or otherwise) Noticeshallbeinwriting, asaworkorder, andsubmittedviaemailtothe ContractorandDirectorof PRM. Notice shallbegivenonthe dateshownonthe email. Changeof emailaddressshallbegiveninthe samemanneras other notices.
4. 4 Default by Contractor / Termination
Notwithstandingandin additionto paymentdeductionsfor Contractor'sdeficientperformancedescribedwithin Section2.3.1 (a) of the RFP, the Citymayterminatethis Contractwithoutliabilityfor damageswhen, in theCity's soleopinion, theContractoris notdiligentlyperformingorotherwisenotcomplyingin goodfaithwiththe Contract, has become insolvent, has assignedor subcontractedany part ofthe work without the consent of the City, or hasotherwisedefaultedintheperformanceof theContract, andhasnototherwisecuredsuchdefaultaftera period of ten (10) days' notice given by the City to do so.
Suppose a default situation occurs as a result of the Contractor's non-performance and/or non-compliance to the specificationsand requirementshereinor any otherwork applicableunderthis Contract. In that case, Contractor agreesthatthe City maywithholdpaymentor partialpaymentof anyand allinvoicessubmittedbythe Contractor for suchperiod. This provisionshall havenoeffectonanyotherrightsthe Citymayhave underthis Contract.
If theCityterminatesthe Contract, the Citywill givenoticeto thateffectto theSuretyandSuretyshall, withinfive 5) business days of delivery of the notice, assume control and perform the work as successor to the Contractor, and shall be paid by the City for all work performed.
If theSuretydoesnotcomplywithsuchnoticewithinsaidfive (5) dayperiodor, afterstartingto comply, failsto continue, the City mayexcludethe Surety andthe Contractorfrom all City facilitiesand havethe work completed by City employees, by another Contractor, or by a combination of such methods.
AllcostsincidentaltothedefaultoftheContractorshallbechargedtotheContractorandtheSurety, andmaybe deductedfrom any moniesduethe Contractor. Suretyshallpay, withinfifteen (15) calendardaysof receipt of an invoice, all such incidental costs less any amount deducted from monies due.
4. 5 Temporary Suspension of Work
TheCityRepresentative(s) (CR) shallhavetheauthorityto suspendworkbytheContractor, whollyor in partfor suchperiodas necessarydueto unsuitableworkconditions, failureof Contractorto carryoutdirections, unsafeor hazardousconditions, or failureto performin accordancewiththeseprovisions.
The Contractorshall requestpermissionof the CR(s), during Citybusinesshours, to temporarilysuspendwork wholly or in part for such period as necessary due to unsuitable, unsafe, or hazardous work conditions or failure of the Cityto notifythe Contractorof changesin locks, securitycodesor accessto facilities beingcleaned.
4. 6 Damage Caused by Contractor
All damageto existing facilities caused by Contractor shall be repaired or replaced at Contractor's sole expense.
All suchrepairsor replacementsshallbecompletedwithinthetimelimitsspecifiedbytheCitybelow:
a. Irrigationdamageshall be repairedor replacedwithinone (1) wateringcycle or 24hours. b. All damageto shrubs, trees, turf or ground covershall be repairedor replacedwithin five (5) working days.
c. All damageto appurtenancesshall be replacedwithina periodof 30 days.
All repairsor replacementsshallbecompletedinaccordancewiththefollowingmaintenancepractices:
a. Trees: All damage, includingminordamage, suchas barklostfrom impactof mowing equipment or string trimmers, shall be subject to replacement with a tree comparable 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 plant comparable in species and size, as approved by the City, within 30 days. c. Appurtenances: All damage caused by Contractor to components of the facilities or grounds, including but not limited to benches, picnic tables, permanent chairs, irrigation heads, valves, valve boxes, controller boxes, concrete walks, railings, fencing, and gardens shall be corrected at Contractor' s expense, within 30 days.
4. 7 Non - Emergency Call - Outs
Timeandmaterialsshallbechargedforpaymenton a separateinvoiceandpre -approvedbytheCity, (i.e. trash pickup generated by special functions) for those items outside of the normal scope of work.
The time and material charges shall be in accordance with the submitted cost proposal.
4. 8 Work Not Included
Water and electrical billings, except in instances where excessive costs are incurred by the City due to water wasteornegligencebyContractor, arenotincludedinthisContract. IftheDirectorofPRM, baseduponallofthe factsthatmaybegathered, determinesthatexcessivewaterand/or utilitycostshaveoccurreddueto Contractor's work, theCitymaywithholdfrompaymenttoContractorthosefundsnecessaryto reimbursetheCityforthese additional costs.
4. 9 Signs / Improvements
Contractorshallnotpostsignsor advertisingmatteron Citypropertyunlesspriorwrittenapprovaltherefore is obtained from the City.
SECTION 4
ENVIRONMENTAL
REQUIREMENTS
5. 1 Environmental Requirements
5.1.1 Contractorshallensurethatall personnelwhoseresponsibilitiesinvolvecleaning, waste disposal, or landscaping are trained in Best Management Practices, as set forth in the City' s NPDES permit and Storm Water Management Plan.
5.1.2 In preparingits proposal, Contractorshallconsiderthefollowingconditionspertainingtothe 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. Appurtenancesmustbecleanedbya method(s) whichdoesnotresultinrunoffgoing into any water body, gutter or storm drains. Only potablewater may flow into any water body, gutter or storm drains.
c. All wash water must be disposedof in a sanitarysewer. d. Nolitter, debris, oil, grease, greenwaste, or other materialsand substancesmaybe washed, swept, or blown into the street or storm drains. e. All liquids, including but not limited to, rinse water and cleaning agents, must be properlydisposedof incompliancewithall lawsandregulations. Noliquidor product of any kind may be discharged to a gutter, storm drain or paved surface where it could be carried to the storm drain system or to a water body. f. For washing operations, Contractor shall use ( 1) a high-pressure/low-volume sprayer using only potable water and no cleaning agents at an average use of .006 gallon of water per square feet of surface; or (2) a self-containedpower scrubber, 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 Contractor shall comply with the City's recycling efforts and program.
Contractoris requiredto recyclegreen waste, keepingit separatefrom trash and other debris.
5.1.4 Contractorshall havean IntegratedPestManagementpolicy/programin effect.
5. 2 Refuse Disposal
5.2.1 Unless directed otherwise, the City will allow Contractor to dispose of green waste and trash in binsprovidedbythe City. TheCitywill determinethe amountof greenwasteand trash allowedto be dumped in these bins based on historical amounts. Any additional disposal fees must be paid by Contractor. At no time will the contractor be allowed to disposeof trash or greenwaste that was notcollectedas part of this contract. If the City findsthatthecontractorisdisposingoftrashfrom othercontracts, the Citywilldiscontinue this service for the contractor and the contractor will be required to pay for their own trash service
5.2.2 The Citywill providethe refusebinsand pay the costs of the disposal, however, the contractor shall dispose of all trash, litter, and debris collected ( i.e. refuse) by Contractor in the performanceof the daily maintenancetasks includingrefusecollection, greenwaste, debris, litter, trash, emptyingof trashcans, and littercontrol. The refusecollectedby the Contractorintheperformanceofthesetasksshallbetransportedtoaproperdisposalsite by the Contractor.
5.2.3 No trash, litter, debris, or greenwaste shall be permittedto be dumpedfrom sites noton this contract, If the contractor is found to abuse the refuse bins, the contractor will assume theresponsibilityto disposeofandpayfor all refusecostsfortheremainingtermsofthe contract.
5.2.4 The contractorshall maintainlogsor invoicesshowingSantaAna addressidentifyingits 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 collectedby theContractor. Recyclable 'materialsarethe propertyof the City.
5. 3 Hazardous Materials
Useof anychemicalsorhazardousmaterialsbytheContractorinperformingservicesshallbesubjecttoapproval oftheCityandshallbeusedinaccordancewiththemanufacturer'sdirectionsandspecifications. Contractorshallstoreand disposeof chemicalsor hazardousmaterialsin accordancewith all laws, rulesand regulationsonthe subject. Contractorshalldefend, indemnifyandholdharmlesstheCityanditsofficialsanditsemployeesforall claims, demands, damage, causes of action, loss, liability, cost or expense relating to the Contractor's failure to comply with this section.
5. 4 Sound / Noise Control Requirements
Contractorshallcomplywithalllocalsoundcontrolandnoiselevelrules, regulationsandordinances, specifically SantaAna MunicipalCode8.80NOISE, that applyto anywork performedpursuantto the Contract.
5.4.1 Each internal combustionengine usedfor any purposefor the work or relatedto the work shall be equipped with the type of muffler recommended by the manufacturer of such equipment. No internal combustion engine shall be operated without such muffler.
5.4.2 The Santa Ana City Council is consideringa ban on all fuel -poweredleaf blowers.
Contractor will not receive additional compensationshould such a ban be implemented prior to or after the award of the Contract.
5.4.3 Fullcompensationfor conformingto the requirementsof this sectionshallbe considered as includedin the prices paid for the variousContractitemsof work involvedand no additional compensation will be paid.
SECTION 5
CHANGES TO THE
CONTRACT
6. 1 City' s Right to do Work
The City reserves the right to do work as required within the Contract Areas. If such work affects Contractor' s work, the City will ask Contractor to submit costs incurred by Contractor as a result of the City's work.
6. 2 Changes in Service
6.2. 1 Special Events
a. The areas contained in this Contract are frequently utilized for special events. Some of these special events (e.g., filming, carnivals, concerts, parades, etc.) will affect regular grounds maintenance operations for extended periods of time. In these instances, the City may request an alternative means of, or alternate schedules for, maintaining these areas. For example: mowing operations in some areas may not be possible due to a filming setup. In this instance, the City may request the 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 asked to perform said repair work as "Additional Work." Prior to each large special event, the Contractor and the CR will jointly assess the conditions of the designated sites to establish a benchmark for any needed " Additional Work."
6.2.2 Construction Activity & Maintenance Functions
a. In the eventthat constructionactivity prevents, or limits, Contractorfrom performing certain maintenance operations, the City, at its discretion, may remove, temporarily or permanently, the affected areas, or maintenance functions, from the Contract and the Contract price shall be reduced pro rata.
6. 3 Special Requests
Contractormay be requestedby the Cityto performspecialtasks that are not includedin the normallyscheduled work (i.e. citizenrequests, coordinationwith utilitylocations, or specialwork ordersrelativeto 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
Upon request, Contractor shall perform soil or plant testing of selected areas for soil fertility, salt build-up, pathological organisms, percolation tests, etc. Contractor may be required to pay costs of tests if negative results are relatedto incorrect maintenance practices. These tests will be used to determine whether additional treatments are required. Tests will be requested by the CR(s). Payment shall 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 discretion and convenience of the City, with a CR to do a site inspectionas it relatesto determining compliance with the Contract Specifications, site challenges, and/or developinga scopeofwork. Allscheduledandperiodicmaintenancefunctionsshallhave a current status and completion date prior to this meeting and be documented on the electronic monitoring and work order system. Contractor's representativemust be authorized to sign documents and make changes to the work.
7.1.2 The City reservesthe right to perform inspections at any time to monitor performance.
The contractor shall cooperatewith the City, State, and Federal representative(s) in the review and monitoring of the Contractor's performance, records and procedures ( see Section 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, amendments to the Contract, and description of City policies and procedures.
7.1.4 In the event the Citycommenceslegalproceedingsfor the enforcementof the Contract, and is the prevailingparty, the City shall be entitledto an awardof attorney's fees and costs incurred in the action.
7. 2 Performance Evaluation
7.2.1 City staff shall perform site inspectionseach day at undisclosedtimes and at various service areas to determine if scheduled tasks are performed as specified.
7.2.2 If the CR determines that any required services are deficiently performed, incompletely performed, or not performedattheappropriatetimeas specifiedby the City, the Citywill give noticeto the Contractorvia work order or emailto correct the deficiency, complete the performance, or performwithinatimestatedinthenotice. If Contractorfailsto correct deficiencieswithin that time, the City may: (a) deduct $300 from Contractor's paymenta sum attributableto the deficiency; or (b) upongivingfive (5) days' noticeto the Contractor for failure to correctthe deficiencies, City may correct the 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 Contractor from the City, as determined by the City.
7.2.3 A sum of $300.00 will be deducted from the base payment amount for each deficiency 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.
These devices allow for performance deficiencies to be documented immediately while completing, whichwill senda notificationimmediatelyto the Contractor. 9) CITY OF SANTA ANA
7.2.5 The action aboveshall not be construedas a penalty, but as an adjustmentof paymentto the Contractorto recovera portionof City costsdue to the failureof the Contractorto completeor complywith the provisionsof this Contract.
EXHIBIT B
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EXHIBIT C
PRICING PROPOSALS/ RATES
ADDENDUM 2 - EXHIBIT I
ATTACHMENT A- 2
REVISED PROPOSAL PRICING
DISTRICT 1
PARKS ( MUST BE FULLY LOADED AND INCLUDE LABOR,
EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING, ETC.)
Acreage' Monthly Rate Yearly Rate
Full Time
Equivalents
Cesar Chavez/ Campesino 7 12, 824. 43 153, 893. 16 1. 84 Edna 2 3, 664. 12 43, 969. 47 0. 53
El Salvador 9 16, 488. 55 197, 862. 63 2. 36
King St. Park' TBD 1, 832. 06 21, 984. 74 0. 26
Memory Lane 0. 6 10, 992. 37 131, 908. 42 1. 58
Riverview 8 14, 656. 49 175, 877. 90 2. 1
Rasita 8 14, 656. 49 175, 877. 90 2. 1
Other ( MUST BE FULLY LOADED AND INCLUDE LABOR,
EQUIPMENT, MATERIALS TRIP CHARGE DUMPING ETC.)
Acreage*
17'" St.& Santa Ana River Triangle 0. 69 1, 264. 12 15, 169. 47 0. 18 Fairview Triangle 0. 73 1, 337. 40 16, 048. 86 0. 19
Annual Total 77, 716. 04 932, 592. 55 11. 14
Future Park
DISTRICT 1: SANTA ANA LIBRARY
Centers/ Facilities ( MUST BE FULLY LOADED AND INCLUDE
Full Time
LABOR, EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING, Acreage' Monthly Rate Yearly Rate Equivalents EFC.
New Hope Libray 0. 56 1, 025. 95 12,311.42 0. 15
Annual Total 1, 025. 95 12, 311. 45 0. 15
DISTRICT 2
PARKS( MUSTBE FULLY LOADEDAND INCLUDE LABOR,
EQUIPMENT MATERIALS TRIP CHARGE DUMPING ETC.)
Acreage Monthly Rate Yearly Rate
Full Time
Equivalents
10th and Flower Park' 1. 7 2, 450. 84 29, 410. 13 0. 35 Angels Community 1. 7 2, 450. 84 29, 410. 13 0. 35
Birch 2. 4 3, 460. 01 41, 520. 18 0. 5
Cabrillo 7. 3 10, 524. 21 126, 290. 54 1. 51
Cabrillo Tennis Center 7. 6 10, 956. 71 131, 480. 56 1. 57 Cheppa' s 0. 4 576. 67 6,920.03 1 0. 08
Eldridge 1. 2 1, 730. 01 20, 760. 09 0. 25
Fisher 1. 5 2, 162. 51 25, 950. 11 0. 31
French 0. 2 288. 33 3, 460. 01 0. 04
Garfield 0. 1 144. 17 1, 730. 01 0. 02
Mabury 5. 5 7, 929. 20 95, 150. 41 1. 14
Mariposa 0. 5 720. 84 8, 650. 04 0. 1
Morrison 5. 9 8, 505. 87 102, 070. 44 1. 22
Portola 9. 1 13, 119. 22 157, 430. 67 1. 88
Saddleback View 0. 9 1, 297. 51 15, 570, 07 0. 19
Santiago ( including bike trail) 26 37, 483. 49 449, 801. 92 5. 37 Parking Lots ( MUST BE FULLYLOADED AND INCLUDE LABOR,
EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING, ETC.)
Acreage
602 N. Garfield Street 0. 2 288. 33 3, 460. 01 0. 04
Centers/ Facilities ( MUST BE FULLY LOADED AND INCLUDE
LABOR, EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING,
ETC.
Acreage
Garfield Community Center 0. 2 288. 33 3, 460. 01 0. 04 Plaza Calle Cuatro 0. 2 288. 33 3,460.011 0. 04
Sarah Mae Downie Herb Garden 0. 1 144. 17 1, 730. 01 0. 02 Santa Ana Stadium 6. 9 9, 947. 54 119, 370. 51 1. 43
Willard Playground 0. 2 288. 33 3, 460. 01 0. 04
Annual Total 115, 045. 49 1, 380, 545. 89 16. 49
Future Park
DISTRICT 2: COMMUNITY DEVELOPMENT AGENCY
Trails and Walkways ( MUST BE FULLY LOADED AND INCLUDE
LABOR, EQUIPMENT, MATERIALS, TRIPCHARGE, DUMPING, Linear Miles Monthly Rate Yearly Rate Full Time
Equivalents
ETC.
2nd 5t from Broadway to Sycamore 0. 1 144. 17 1, 730. 01 0. 02 4th St. from Ross to French 0. 5 720. 84 8, 650. 04 0. 1 Parking Lots ( MUST BE FULLYLOADED AND INCLUDE LABOR, Acreage Monthly Rate Yearly RateEQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING, ETC.) NE corner of 3rd St. and Bush St. 1 0. 8 1 $ 1, 153. 34 13, 840. 06 0. 17 312 N. Bush Street 1 0. 1 1 $ 144.171 1, 730. 01 0. 02
Annual Total 1 1 $ 2,162.S11 25, 950. 11 0. 31
DISTRICT 3
PARKS ( MUST BE FULLY LOADED AND INCLUDE LABOR,
E UIPMENT MATERIAlS TRIP CHARGE DUMPING ETC.
Acreage• Monthly Rate Yearly Rate
Full Time
Equivalents
Bristol/ Tolliver Park" 1. 1 1, 648. 96 19, 787. 51 0. 24 Bomo Koral 11 16, 489. 59 197, 875. 13 2. 36
Delhi 10. 4 15, 590. 16 187, 081. 94 2. 23
Lillie King 9. 6 14, 390. 92 172, 691. 02 2. 06
Madison 6 8, 994. 32 107, 931. 89 1. 29
Memorial 15. 5 23, 235. 34 278, 824. 05 3. 33
Maple Occidental Exercise Park 0. 43 644. 59 7, 735. 12 0. 09 Pacific Electric 1. 4 2, 098. 68 25, 184. 11 0. 30
Sandpointe( including paseos) 7. 7 11, 542. 72 138, 512. 59 1. 65 Segerstrom 1. 2 1, 798. 86 21, 586. 38 0. 26
Standard and McFadden Park 0. 64 959. 39 11, 512. 73 0. 14 Trails and Walkways ( MUST BE FULLY LOADED AND INCLUDE
LABOR, EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING,
ETC
Linear Miles Monthly Rate Yearly Rate
Flower Trail( Flower/ Warner to Flower/ Sunflower) 1. 5 1$ 2, 248. 58 26, 982. 97 0. 32 Pacific Electric Trail ( Chestnut/ Maple to Alton/ Bristol) 3. 5 5, 246. 69 62, 960. 27 0. 75 Parking Lots ( MUST BE FULLYLOADED AND INCLUDE LABOR,
EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING, ETC.)
Acreage Monthly Rate Yearly Rate
300 S. Main Street 0. 4 599. 62 7, 195. 46 0. 09
1022 S. Main Street 0. 1 149. 91 1, 798. 86 0. 02
Centers/ Facilitles ( MUST BE FULLY LOADED AND INCLUDE
LABOR, EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING,
ETC
Acreage Monthly Rate Yearly Rate
Roosevelt/ Walker Comm. Center 1 1. 3 1 1, 948. 77 23,385.241 0. 28 Unused Property ( MUST BEFULLYLOADEDAND INCLUDE
LABOR, EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING,
ETC
Acreage Monthly Rate Yearly Rate
625 S. Cypress - Cypress Fire Station 0. 17 254. 84 3, 058. 07 0. 04 Annual Total 107, 841. 95 1, 294, 103. 35 15. 46
Future Park
DISTRICT 3: COMMUNITY DEVELOPMENT AGENCY
Centers/ Facilitles ( MUST BE FULLY LOADED AND INCLUDE Full Time LABOR, EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING, Acreage Monthly Rate Yearly Rate Equivalents ETC
Carnagie Homeless Shelter TBD 1, 499. 05 17, 988. 65 0. 21 Parking Lots (MUSTBE FULLYLOADEDAND INCLUDELABOR,
EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING, ETC.)
Acreage
NE corner of 3rd St. and Bush St. 0. 8 N/ A N/ A N/ A
312 N. Bush Street 0. 1 N/ A N/ A N/ A
Annual Total 1 1, 499. 05 17,988.651 0. 21
DISTRICT 4
PARKS (MUST BE FULLYLOADED AND INCLUDE LABOR,
EQUIPMENT, MATERIALS TRIP CHARGE DUMPING ETC.)
Acreage Monthly Rate Yearly Rate
Full Time
Equivalents
1st/ Mountain View Park` 1. 7 1, 489. 07 17, 868. 79 0. 21 Adams 7 6, 131. 45 73, 577. 38 0. 88
Centennial 87 76, 205. 14 914, 461. 67 10. 92
Ed Caruther' s Park' 1. 1 963. 51 11, 562. 16 0. 14
Friendship 0. 1 87. 59 1, 051. 11 0. 01
Heritage 8 7, 007. 37 84, 088. 43 1. 00
Jerome 14 12, 262. 90 147, 154. 75 1. 76
Santa Anita 5 4, 379. 61 52, 555. 27 0. 63
Thornton 35 30, 657. 24 367, 886. 88 4. 39
Windsor 12 10, 511. 05 126, 132. 64 1. 51
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. 49 429. 20 5, 150. 42 0. 06 Greenville Street ( North of Hall Ave. to Segerstrom Ave.) 0. 38 332. 85 3, 994. 20 0. 05 Jerome ( Monte Vista Ave to McFadden Ave) 0. 25 218. 98 2, 627. 76 0. 03 MacArthur Blvd (Santa Ana RiverTrail to MacArthur Blvd) 0. 06 52. 56 630. 66 0. 01 St. Andrew PI./ St. Gertrude PI. 0. 18 157. 67 1, 891. 99 0. 02 Raiff Street ( Segertrom Ave. to Alton Ave.) 0. 25 5 218. 98 2, 627. 76 0. 03 Other ( MUST BEFULLYLOADEDAND INCLUDE LABOR,
EQUIPMENT, MATERIALS TRIP CHARGE DUMPING ETC.)
Acreage
McFadden Triangle 0. 94 823. 37 9, 880. 39 0. 12
Annual Total 151,928.52 1, 823, 142. 25 21. 78
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.
Santa Ana PAAL Center 0. 52 455. 48 5, 4fi5. 75 0. 07
Annual Total 455. 48 5, 465. 75 0. 07
CIVIC CENTER
CIVIC CENTER ( MUST BE FULLY LOADED AND INCLUDE Full Time LABOR, EQUIPMENT, MATERIALS, TRIP CHARGE, DUMPING, Acreage Monthly Rate Yearly Rate Equivalents ETC.
93, 547. 00 1, 122, 564. 00 13. 41
Annual Total 93, 547. 00 1, 122, 564. 00 13. 41
SANTA ANA ZOO
ZOO ( MUST BE FULLY LOADED AND INCLUDE LABOR,
EQUIPMENT, MATERIALS TRIP CHARGE DUMPING ETC.
Acreage Monthly Rate Yearly Rate
Full Time
Equivalents
20 59, 175. 00 710, 100. D0 8. 48
Annual Total 75.ODI 710, 100. 00 8. 48
NOTICE OF COMPLIANCE
C'ITN STAFF: 13RINTTH IS PAGE. AND INCLUDE WITH AGREEi11 ENT TO TIIE CLERK OFTHE COUNCIL ContractorMariposaLandscapesInc. Name:
Project TBD ( 1)
Number:
Project Ground Maintenance ServicesName:
The Certificate of Insurance ( COI) submitted indicates that the coverages comply with the insurance requirements.
The compliant coverage( s) are:
TYPE OF INSURANCE
AUTOMOBILE LIABILITY
GENERAL LIABILITY
PROFESSIONAL LIABILITY
POLICY
NUMBER
6069499
6069499
EXPIRATIONCOIDATE FILE
DATE NAME
04/ 01/ 2024 02/ 09/ 2024
04/ 01/ 2024 02/ 09/ 2024
DCP7NAB8JV8003 04/ 01/ 2024 02/ 08/ 2024
WORKERS COMPENSATION AND 23DWS12057 04/ 01/ 2024 03/ 23/ 2023
EMPLOYERS' LIABILITY
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/ 13/ 2024 11: 24 AM
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