NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
PROPOSAL # TMF-21-22-33
Landscape Maintenance Contract for Zone T52
City of Santa Clarita, California
1. SUMMARY OF CONTRACT REQUIREMENTS
a. A contract is required for any service performed on behalf of the City. Contract language will be negotiated upon acceptance of proposal and prior to commencement of work. Work cannot begin until the contract has been fully executed by both parties.
2. SUMMARY OF INSURANCE REQUIREMENTS
3. These are the Insurance Requirements for Contractors providing services or supplies t he City. By agreeing to perform the work or submitting a proposal, you verify that you comply with and agree to be bound by these requirements. When Contract documents are executed, the actual Contract language and Insurance Requirements may include additional provisions as deemed appropriate by City's Risk Manager. b. You should check with your Insurance advisors to verify compliance and determine if additional coverage or limits may be needed to adequately insure your obligations under this agreement. These are the minimum required and do not in any way represent or imply that such coverage is sufficient to adequately cover the Contractor's liability under this agreement. The full coverage and limits afforded under Contractor's policies of Insurance shall be available to Buyer and these Insurance Requirements shall not in any way act to reduce coverage that is broader or includes higher limits than those required. The Insurance obligations under this agreement shall be: 1—all the Insurance coverage and limits carried by or available to the Contractor; or 2-the minimum Insurance requirements shown in this agreement, whichever is greater. Any insurance proceeds in excess of the specified minimum limits and coverage required, which are applicable to a given loss, shall be available to City. c. Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements and a copy of the Declarations and Endorsement Page of the CL policy listing all policy endorsements to City before work begins. City reserves the right to require full-certified copies of all Insurance coverage and endorsements.
3. INSURANCE
a. General Insurance Requirements
All insurance shall be primary insurance and shall name City of Santa Clarita as an additional insured. The naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under the policy if not named as an additional insured, and an additional insured shall not be held liable for any premium or expense of any nature on the policy or any extension thereof solely because they are an additional insured thereon. ii. If the operation under this Agreement results in an increased or decreased risk in the opinion of the City's Risk Manager, then Consultant agrees that the minimum limits hereinabove designated shall be changed accordingly upon written request by the Risk Manager.
ili. Consultant agrees that provisions of this Section as to maintenance of insurance shall not be construed as limiting in any way the extent to which Consultant may be held responsible for the payment of damages to persons or property resulting from Consultant's activities, the activities of its subconsultants, or the activities of any person or persons for which Consultant is otherwise responsible.
iv. A Certificate of Insurance, and an additional insured endorsement (for general and automobile liability), evidencing the above insurance coverage with a company acceptable to the City's Risk Manager shall be submitted to City prior to execution of this Agreement on behalf of the City.
v. The terms of the insurance policy or policies issued to provide the above insurance coverage shall provide that said insurance may not be amended or canceled by the carrier, for nonpayment of premiums otherwise, without 30 days prior written notice of amendment or cancellation to City. In the event the said insurance is canceled, Consultant shall, prior to the cancellation date, submit new evidence of insurance in the amounts heretofore established. vi. All required insurance must be in effect prior to awarding this Agreement, and it or a successor policy must be in effect for the duration of this Agreement.
Maintenance of proper insurance coverage is a material requirement of this Agreement, and the failure to maintain and renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.
If Consultant, at any time during the term of this Agreement, should fail to secure or maintain any insurance required under this Agreement, City shall be permitted to obtain such insurance in Consultant's name at Consultant's sole cost and expense, or may terminate this Agreement for material breach. vii. Without limiting any other Consultant obligation regarding insurance, should Consultant's insurance required by this Agreement be cancelled at any point prior to expiration of the policy, Consultant must notify City within 24 hours of receipt of notice of cancellation. Furthermore, Consultant must obtain replacement coverage that meets all contractual requirements within 10 days of the prior insurer's issuance of notice of cancellation. Consultant must ensure that there is no lapse in coverage.
b. General Liability and Property Damage Insurance
i. Consultant agrees to procure and maintain general liability and property damage insurance at its sole expense to protect against loss from liability imposed by law for damages on account of bodily injury, including death therefrom, and property damage, suffered or alleged to be suffered by any person or persons whomsoever, resulting directly from any act or activities of Consultant, its subconsultants, or any person acting for Consultant or under its control or direction, and also to protect against loss from liability imposed by law for damages to any property of any person caused directly or indirectly by or from acts or activities of Consultant, or its subconsultants, or any person acting for Consultant, or under its control or direction. Such public liability and property damage insurance shall also provide for and protect City against incurring any legal cost in defending claims for alleged loss. Such general liability and property damage insurance shall be maintained in the following minimum limits: A combined single-limit policy with coverage limits in the amount of $1,000,000 per occurrence will be considered equivalent to the required minimum limits.
c. Automotive Insurance
i. Consultant shall procure and maintain public liability and property damage insurance coverage for automotive equipment with coverage limits of not less than $1,000,000 combined single limit. If Consultant does not use automobiles in performing its work under this Agreement, Consultant shall provide a waiver releasing City from all liability resulting from Consultant's use of personal vehicles under this Agreement.
d. Worker's Compensation Insurance
i. Consultant shall procure and maintain Worker's Compensation Insurance in the amount of $1,000,000 per occurrence or as will fully comply with the laws of the State of California and which shall indemnify, insure, and provide legal defense for both Consultant and City against any loss, claim, or damage arising from any injuries or occupational diseases happening to any worker employed by Consultant in the course of carrying out this Agreement. ii. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation against City, its elected or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of the workers compensation policy which arise from work performed by Consultant for City.
Questions and requests for modification of these terms must be negotiated and approved prior to contract execution and are at the full discretion of the City.
I have read and understand the above requirements and agree to be bound by them for any work performed for the City.
Date: 5-3. 22
Authorized Signature:
Girus Santamarn
Printed Name:
DOCUMENTS CHECKLIST
PROPOSAL # LMD-21-22-33
Landscape Maintenance Of Zone T52
City of Santa Clarita, California
In addition to the items requested for the proposal the following documents are required to be completed and submitted by the proposer.
The following documents must be provided by ALL proposers:
Uploaded via BidNet (see Section E)
• Response File
Notice to Proposers Regarding Contractual Requirements
• Exhibit A: Cost Proposal (submitted separately from the Response File) • Exhibit B: Additional Pricing (submitted separately from the Response File) Exhibit B2: Additional Pricing Continued (submitted separately from the Response File) Exhibit C: Violation Records
Exhibit D: Proactive Approach Form
• Exhibit E: Designation of Subcontractors/Subconsultants • Exhibit F: References
Exhibit G1: Staff
Exhibit G2: Staff Hours
Exhibit H: Equipment Requirements
• Exhibit I: Certifications
• Exhibit J: Acknowledgement & Acceptance of Proposal Scope of Works Maintenance Schedule(s) - Daily, Weekly, Monthly, Semi-Annual, Annual (see examples in Rotation Schedule (Maintenance Map showing frequency of work within designated areas/sections)
• All signed addendums (if any) - Digitally acknowledged on BidNet in addition to uploaded via The following documents must be provided by the AWARDEE ONLY (With Agreement) Delivered to City Hall, Attn: Matthew Hults
Maintenance Agreement
Insurance Required by Contract
W-9 Form
Fringe Benefit Statement
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-20-21-33
Landscape Maintenance Contract for Zone T52
Fill out this form completely and return with your bid. Pricing must be entered into line item section of BidNet. If the number entered on this page conflicts with what is entered on BidNet, the number entered on BidNet shall govern.
Item Project Site Column A Column B
Monthly Maintenance Annual Maintenance Cost
Cost
$ 8,750.00 x12mo. $ 105,000.00
1. LMD Zone T52
Total lad lines in ColumB) s 105,000.00
Total proposed amount annually, in legibly printed words:
One Hundred and Five Thousand Dollars annually.
EXHIBIT B1: ADDITIONAL PRICING
PROPOSAL # LMD-20-21-33
Landscape Maintenance Contract for Zone T52
Do NOT include this pricing in the cost of your bid response.
Pricing and Billing Schedule Detail
Hourly labor rates to be used in performing the work required in the specifications for annual landscape maintenance. These rates will not be used in evaluating the bid, but shall be used in evaluating cost estimates for "additional" or "extra" work requested by the City under this contract when applicable.
Extra/Additional work by the CONTRACTOR, shall not exceed the labor rates as listed below:
Skill Level Hourly Cost After-Hour Emergency
(Based on DIR Published Rates)
Irrigation Laborer $65.00 per hour $105.00 per hour
Landscape Laborer $45.00 per hour $60.00 per hour
QAC/QAL Herbicide and
Pesticide Applicator $65.00 per hour $105.00 per hour
Please fill in the hourly cost for services based on the appropriate DIR cost.
Please intal to verty acknowledgement oflabor rates initial) EXHIBIT B2: ADDITIONAL PRICING CONTINUED
PROPOSAL # LMD-20-21-33
Landscape Maintenance Contract for Zone T52
Do NOT include this pricing in the cost on the of your RFP response.
Please list the unit price for labor, EXCLUDING part/material costs, for the following tasks. These rates may be used in evaluating cost estimates for additional work requested by the City under this contract.
UNIT OF EXTENDED PRICE
LINE DESCRIPTION UNIT PRICE QUANTITY (unit price x
MEASURE quantity)
1 Price for maintenance of 1 square foot $0.08 500 sq. ft. $40.00 landscape with turf.
2 Price for maintenance of 1 square foot $0.50 1000 sq. ft. $500.00 landscape with trees, shrubs,
and ground cover.
Price for maintenance of 1 square foot $.60 500 sq. ft. $300.00 landscaped, irrigated slope.
Please list the unit price for all-inclusive labor and material costs, for the following tasks. These rates may be used in evaluating cost estimates for additional work requested by the City under this contract.
UNIT OF EXTENDED PRICE
LINE DESCRIPTION UNIT PRICE QUANTITY (unit price x
MEASURE quantity)
4 Price for Installation of one 1 each $11.00 (5) Five $55.00 (1) gallon shrub.
5 Price for Installation of five 1 each $35.00 (5) Five $175.00 (5) gallon shrub.
6 Price for Installation of leach $105.00 $525.00
(5) Five
fifteen (15) gallon shrub.
7 Price for Installation of 1 each $130.00 (5) Five $650.00 fifteen (15) gallon tree.
8 Price for installation of
twenty-four inch (24-inch) 1 each $390.00 (2) Two $780.00 box tree.
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD-20-21-33
Landscape Maintenance Contract for Zone T52
1) That available unth of lest a ny meeting i prin sheets and top as covered mustbe 2) In the year of 2020, what was the longest stretch of days worked without an accident in the landscape maintenance division?
200 Days
3) Please provide any sustained complaints made to your company within the past four (4) years to Cal-OSHA.
None
4) Please provide any sustained complaints made to your company within the past four (4) years to the California State Contractor Board in regards to your C-27 license.
None
EXHIBIT D: PROACTIVE APPROACH FORM
PROPOSAL # LMD-20-21-33
Landscape Maintenance Contract for Zone T52
Please explain what policies or procedures you and your company will provide to ensure your team will proactively identify deficiencies, suggest solutions, and execute resolution? What makes your company the best for this service area and how does your company stand out from others? Please see attached document to detail this information. * Attach additional pages as necessary.
American Heritage Landscape
Plan for Santa Clarita
LMD T52
We approach every job we service with the same general rules.
1. Account Manager/Production Manager will drive the services locations and create a punch list for the crew. For this LMD this will occur as a punch list of items and locations to be serviced that day. Included in this punch list are specific tasks and areas to be serviced.
2. If the Account Manager, Production Manager or crew see any areas that look stressed, vandalized or damaged, they will take pictures, note the location and the concern. This would then be reported to our City Contact.
3. The majority of deficiencies will be identified by the Account Manager or Production Manager when they are inspecting the prior week's work and creating punch list for the current week.
The Crew leader is to report with pictures to the Account Manager or Production Manager any concerns they see while onsite.
4. The reporting procedure would be any deficiencies or suggestions will be provided in written form via email. If a proposal to remedy the issue, it will be provided at the time the issue is brought up to the city.
5. Once we received direction from the city of the corrective course of action, we will generate a work order, provide the city with a time frame to complete the work, then send an email with pictures to show the issue has been corrected or resolved.
6. We believe we are the best company for LMD T52, based on track record with the city on other LMD's we service and Account Manager, Alex Lazo.
7. Alex lives in Santa Clarita and has a lot of passion for his community. He is overseeing other LMD's for us with the City of Santa Clarita and the results have been very good.
8. We stand out because of the quality and service we deliver. The city has seen the work of other companies like BrightView and Stay Green and the lack of results. We have not had the quality issues associated with other firms.
EXHIBIT E: DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS PROPOSAL # LMD-20-21-33
Landscape Maintenance Contract for Zone T52
DIR Registration No. Dollar Value of Work
Age of firm: Annual Gross Receipts:
ĐBE: Yes- No
Certifying Agency:
Location and Place of Business
Bid Schedule Item No's: Description of Work
License No. Exp. Date: / / Phone ( )
Subcontractor DIR Registration No. Dollar Value of Work Age of firm: Annual Gross Receipts:
ĐBE: Yes Ne
fertifying Agency:
Location and Place of Business
Bid Schedule Item No's: Description of Work
License No. Exp. Date: / / Phone ( |
Subcontractor DIR Registration No. Dollar Value of Work Age of firm: ĐBE: Yes No Annual Gross Receipts:
Certifying Agency:
Location and Place of Business
Bid Schedule Item No's: Description of Work
License No. Exp. Date: / / Phone (
NOTE: A contractor or subcontractor shall not be qualified to propose on, be listed in a proposal, subject to the requirements of Section 4104 of the Public EXHIBIT F: REFERENCES
PROPOSAL # LMD-20-21-33
Landscape Maintenance Contract for Zone T52
The following are the names, addresses, and telephone numbers of three public agencies for which the proposed company has performed work of a similar scope and size within the past five (5) years. The references shall demonstrate that the company (proposer) has a minimum of five (5) years' experience in the landscape maintenance field, experience maintaining site areas of twenty (20) acres or larger, and the ability to complete work of the type and scope being proposed under the terms of this contract. If necessary, more than three (3) references can be submitted to demonstrate these qualifications. If the instructions on this form conflict with the references requested in the scope of work, the scope of work shall govern. Complete this form out accordingly. Fill out this form completely and upload it with your proposal.
1. City of Westlake Village
Name and Address of Owner / Agency
Jeff Friedman 818-706-1613
Name and Telephone Number of Person Familiar with Project $600,000 City Landscape Maitenance 2002 - present
Contract Amount Type of Work Date Started Date Completed
2. - City of Santa Clarita
Name and Address of Owner / Agency
Andrew Thompson 661-290-2202
Name and Telephone Number of Person Familiar with Project $500,000 SIpe and city landscape maintenance 2015- present Contract Amount Type of Work Date Started Date Completed City of Calabasas
3. Name and Address of Owner / Agency
Edgar Hernandez 818-912-7083
Name and Telephone Number of Person Familiar with Project $1,000,000+ City Landscape maintenace 2021-present
Contract Amount Type of Work Date Started Date Completed The following are the names, addresses, and telephone numbers of all brokers and sureties from whom BIDDER intends to procure insurance bonds:
Banding Co. Lockton Insurance Brokers, LL C Attn: Dennis Langer 4275 Executive Square, Suite 600 La Jolla, CA 92037
(858) 587-3110
EXHIBIT G1
PROPOSAL # LMD-20-21-33
Landscape Maintenance Contract for Zone T52
Provide information on any and all applicable crewmembers. This includes the supervisor, crew foreman, certified arborist (if applicable), chemical applicator, irrigation specialist, etc.
Alex Lazo Account Manager
1) Name, _ Job Title.
Licenses/Certificates
Greg Santamaria Branch Manager
2) Name. _Job Title
Licenses/Certificates.
3) Name_ Luis Ponce Director of Irrigation
_Job Title,
CALA, CIT, OWN
Licenses/Certificates_
John Fluharty Account Manager
4) Name. _Job Title
Certified Arborist
Licenses/Certificates
5) Name. _Job Title.
Licenses/Certificates_
6) Name _Job Title
Licenses/Certificates
7) Name, _Job Title
Licenses/Certificates
EXHIBIT GZ
PROPOSAL # LMD-20-21-33
Landscape Maintenance Contract for Zone T52
Supervisors
Account Manager 3
Crewmember Title _ Qty. of Weekly Hours.
Production Manager _ Qty. of Weekly Hours_ 4
Crewmember Title,
Crewmember Title _ Aty. of Weekly Hours,
Crew #1
Crew Leader 20
Crewmember Title _ Qty. of Weekly Hours_
Crewmember Title Gardener 1 _ Oty. of Weekly Hours 20
Crewmember Title Gardener 2 _ Qty. of Weekly Hours_ 20
Crewmember Title _ Qty. of Weekly Hours.
Crewmember Title _ Qty. of Weekly Hours,
Crew #2
Crewmember Title _ Qty. of Weekly Hours.
Crewmember Title _ Qty. of Weekly Hours.
Crewmember Title _Qty. of Weekly Hours.
Crewmember Title_ _ Qty. of Weekly Hours,
Crewmember Title _ Qty. of Weekly Hours.
Specialty Positions
Crewmember Title Irrigation Techniciant _ Qty. of Weekiy Hours_ 8 Crewmember Title _ Qty. of Weekly Hours.
Specialty Positions
Spray Technician _ Qty. of Weekly Hours_ 2
Crewmember Title
Crewmember Title Qty. of Weekly Hours
*Attach additional pages as necessary for additional personnel.
EXHIBIT H: EQUIPMENT REQUIREMENTS
PROPOSAL # LMD-20-21-33
Landscape Maintenance Contract for Zone T52
Additional equipment requirements for work within proposed Landscape Maintenance District or the ability of Contractor to rent/lease at no additional cost:
• Commercial grade lawn mowers with mulching blade attachment, sufficient in size to cover large turf areas
• Proper equipment required to perform pruning tasks including hand pruners, loppers, saws, pole pruners and chainsaws
• Commercial Grade Battery Powered Leaf Blowers
• All maintenance supplies for proper equipment operation • Garden Spading Forks
• Shovels
• Rakes
• Scoop Shovels (various sizes and shapes)
• Commercial Grade Chipper
• Safety equipment such as head, eye, and ear protection, work boots. Body protection such as chaps should also be used when operating chainsaws
• Irrigation controller remotes and transmitters; particularly WeatherTrak • All the required tools and equipment to make minor and major irrigation repairs • All traffic control signs mechanical and stand alone, barricades, cones, vests all equipment and safety wear shall be Cal-OSHA approved
EXHIBIT I: CERTIFICATIONS
PROPOSAL # LMD-20-21-33
Landscape Maintenance Contract for Zone T52
Provide information on the certified arborist, chemical applicator, irrigation specialist, crew foreman, including name, certification and whether staff or subcontractor.
Staff
John Fluharty - Certified Arborist - Staff
Luis Ponce - CIT, CAIA, CWM - Staff
2)
3)
4)
7)
8)
9)
10)
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF PROPOSAL SPECIFICATIONS PROPOSAL # LMD-20-21-33
Landscape Maintenance Contract for Zone T52
By providing the three (3) required signatures below, the Contractor acknowledges full understanding, complete agreement to, and accepts in its entirety, all Proposal Specifications for the Annual Maintenance Contract for Landscape Maintenance Zone T52. The Contractor will be expected to perform maintenance practices and uphold the standards herein to the established specifications throughout the length of the contract.
*Supervisor's Signature: Date:5-3-22
*Estimator's Signature: Dates 3 - 22
Pan- Date: 5-3-72
*Owner's Signature:
*All three signatures required
ATTACHMENT A1
EXAMPLE OF TYPICAL MAINTENANCE PROGRAM
Daily - Weekly - Monthly
(For reference only: Actual maintenance schedules shall comply with maintenance specifications.)
OPERATIONS JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Trash Clean-up Daily Daily Daily Daiy Daily Daiy Daily Daily Daiy Daiy Daily Daily Paseo Clean-up Daily Dally Daily Daly Daily Daly Daily Daily Daiy Daily Daly Daily Weed Elimination betwean Paseo Cracks Weekly Weekly Weekly Weekly Weekly Weekly Weekly Weekly Weekly Weekly Weekty Woekk chipping all pruned plants - use for muiching on-alte
(resycle green waste) Monthly Monthly Monthiy Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Morthly Monthly Manthly Monthly Monthly Montly Monthly Monthly Monthly Monthly.
Planting (Turt) - If possible aerate finet then seed &
lop dress as needed Needed Needed Needed Needed Needed Needed Needed Needed Needed Needed Needed Needed Soil Renovation Nooded Needed Needed Needed Needed Needed Needed Needed Needed Needed Needed Needed Add Soil Amendments to Exising Plants Needed Needed Needed Needed Needed Needed Harded Needed Needed Needed Needed Needed Periodic
OPERATIONS JAN FEB MAR APR MAY JUN JUL AUG 8BP OCT DEC
Usual Disease Occurrence Treatment (Tuit)
Snubbery Pruning (for shape/heath appearance)
Fertilization (Shrubbery) Balanced
Seasonal Plantings (metarisis aotra)
Transplant miscellaneous small plants
ATTACHMENT B
EXAMPLE OF TYPICAL MAINTENANCE PROGRAM
Semi-Annual and Annual
(For reference only: Actual maintenance schedules shall comply with maintenance specifications.)
OPERATIONS FEB MAR APR MAY JUN ANO SEP OCT NOV DEC
Aeraton (Turt) 12 TIMES
Fartilization (Turf) - Nitrogen
Balanced
Winter averseeding (Turf) Vertical Mow then
overseed and top dress
Chemical Weed Control (Turf)
Broadleaf Contol
Divide Perennials
Prune Roses
Renovaton (i needed) (Ground Covers)
Tree Feniza 50n (Belanded)
Olea Europae
Preventative
Disease Control Pyrus Kawakamil
(Trees)
Pretanua