NOTICE INVITING PROPOSALS
Landscape Maintenance
Contract for Zone 18 Town
Center/Tourney
PROPOSAL # LMD‐21‐22‐39
TABLE OF CONTENTS
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
SECTION A
NOTICE INVITING PROPOSALS
PROPOSAL INSTRUCTIONS
DOCUMENT CHECKLIST
SECTION B
SCOPE OF WORK
RESPONSE FORMAT AND SELECTION CRITERIA
SECTION C
SAMPLE MAINTENANCE AGREEMENT
SUBCONTRACTOR CLAUSES
FRINGE BENEFIT STATEMENT
SECTION D
EXHIBIT A: COST PROPOSAL
EXHIBIT B1: ADDITIONAL PRICING
EXHIBIT B2: ADDITIONAL PRICING CONTINUED
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 QUOTE SCOPE OF WORKS EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
SECTION E
MAINTENANCE SCHEDULE EXAMPLE – DAILY
– ANNUAL
MAPS
HOLIDAY SCHEDULE
SECTION A
RFP Information & Instructions
CITY OF SANTA CLARITA NOTICE INVITING PROPOSALS
Project Name: Landscape Maintenance Contract for Zone 18
Proposal #: LMD‐21‐22‐39
Last Day for Questions: June 7, 2022 before 11:00 AM PST
Proposal Closing: June 16, 2022 before 11:00 AM PST
Estimated Contract $150,000 Annually
Value:
License(s) Required: C – 27, additional qualifications listed in SOW
Project Description: The City of Santa Clarita, Landscape Maintenance Districts (LMD) is soliciting proposals from qualified landscape companies for landscape maintenance of LMD Zone 18.
Prevailing Wage: Yes
Bond Requirements: No
Contact Information: Jonathan Cosh | (661)286‐4187 | jcosh@santa‐clarita.com
Prevailing Wage Monitoring: This Project is subject to prevailing wage compliance monitoring and
enforcement by the Department of Industrial Relations.
Required Contractor & Subcontractor Registration: Only bids submitted by bidders (along with all listed subcontractors) that are currently registered and qualified to perform public work pursuant to Labor Code Section 1725.5 will be accepted.
Specifications for this request for
proposals (RFP) may be downloaded from the City’s Purchasing website at: www.bidnetdirect.com//cityofsantaclarita. Please refer to specifications for complete details and RFP requirements. The specifications in this notice shall be considered a part of any contract made pursuant thereto. A paper copy of the RFP documents is available upon request in the City Clerk’s office, suite 120.
RFP Questions must be submitted electronically via the BidNet “Question and Answer” tab.
Addenda, if issued by the CITY, will be transmitted on BidNet. Addenda must be digitally acknowledged via BidNet in addition to a printed and signed version submitted with the proposal response.
If addenda
are not signed and submitted with the proposal response, the submission may be deemed non‐ responsive and rejected.
Dates Published: May 25, 2022
PROPOSAL INSTRUCTIONS
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
1. SUBMITTING PROPOSALS.
1.1. The response must be submitted on this form and include all forms provided or information requested or required by the scope of work or specifications, (uploaded via BidNet).
1.2. All documentation of unit pricing or other cost breakdowns as outlined in this proposal must be submitted to support the total proposed price.
1.3. Proposals/corrections received after the closing time will not be accepted. The City will not be responsible for proposals not properly or timely, uploaded. Upon award, all submissions become a matter of public record.
2. ADDENDA. The City will not accept responsibility for incomplete packages or missing addenda. It is the vendor’s responsibility to monitor BidNet for release of the addenda prior to submission of the quote to make certain the package is complete and all required addenda are included. This information will be available via BidNet. Vendors are cautioned against relying on verbal information in the preparation of proposal responses. All official information and guidance will be provided as part of this solicitation or written addenda. Addenda, if issued by the Agency, will be transmitted via BidNet. Addenda must be digitally acknowledged through BidNet in addition to a printed and signed version submitted with the proposal. If addenda are not signed and submitted with the proposal response, the proposal may be deemed non‐responsive and rejected.
3. AWARDS.
3.1. The City reserves the right to waive any informality in any proposal.
3.2. This RFP does not commit the City to award a contract, or to pay any amount incurred in the preparation of the proposal. The City reserves the right to accept or reject all proposals received as a result of this request, to negotiate with any qualified consultant, or to cancel this RFP in part or in its entirety. The City may require the selected consultant to participate in negotiations and to submit such technical, price, or other revisions of the proposal as may result from negotiations.
The City reserves the right to extend the time allotted for the proposal, and to request a best and final offer, should it be in its best interest to do so.
3.3. The proposal may be awarded in its entirety as proposed; however, the City reserves the right to award elements of the work, independently, and to do portions “in‐house.” Additionally, the City reserves the right to award subsequent work on this project based on information presented in this proposal, without recourse to a separate or subsequent RFP process, should it be in its best interest to do so.
3.4. The City may make an award based on partial items unless the proposal submitted is marked “All or none.” Where detailed specifications and/or standards are provided the City considers them to be material and may accept or reject deviations. The list of proposals submitted will be posted on BidNet, normally within 24 hours.
4. BRAND NAMES, ALTERNATIVES, OR EQUIVALENTS.
4.1. The use of the name of a manufacturer, or any specific brand or make, in describing any item contained in the solicitation document does not restrict vendors to the manufacturer or specific article, this means is being used simply to indicate a quality and utility of the article desired; but the goods on which bids/quotes/proposals are submitted must in all cases be equal in quality and utility to those referred to. This exception applies solely to the material items in question and does not supersede any other specifications or requirements cited. Materials differing from stated specifications may be considered, provided such differences are clearly noted and described, and provided further that such articles are considered by a City official to be in all essential respects in compliance with the specifications.
4.2. If you plan on bidding/quoting/submitting a proposal with an alternative or equivalent product please provide the cut sheet/spec sheet or detailed product description for the proposed product via the BidNet Q&A section. For each product proposed documentation provided must include a description reflecting the characteristics and level of quality that will satisfy the salient physical, functional, or performance characteristics of “equal” products specified in the solicitation. The proposal must also clearly identify the item by brand name (if any), and make/model number. In addition, the proposal may include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the City, and clearly describe any modifications the offeror plans to make in a product to make it conform to the solicitation requirements. Staff will provide an answer via BidNet if the proposed product will be considered.
4.3. Any alternatives or equivalent product proposals must be made prior to the last day for questions. The City has the option of accepting or rejecting any alternative or equivalent product. Exception is made on those items wherein identical supply has been determined a necessity and the notation NO SUBSTITUTE has been used in the specification section.
5. COOPERATIVE BIDDING. Other public agencies may be extended the opportunity to purchase off this solicitation with the agreement of the successful vendor(s) and the City. The lack of exception to this clause in vendor's response will be considered agreement. However, the City is not an agent of, partner to or representative of these outside agencies and is not obligated or liable for any action or debts that may arise out of such independently negotiated "piggy‐back" procurements.
6. DELIVERY. Unless otherwise specified, delivery shall be D.D.P., the City of Santa Clarita, site of user division and contract delivery may begin no later than fifteen (15) calendar days from receipt of order.
7. INVOICES. Invoices will be forwarded to:
City of Santa Clarita
Administrative Services Department ‐ Special Districts
23920 Valencia Blvd. Ste. 295
Santa Clarita, CA 91355‐2196
Invoices will reflect the purchase order # and goods or service delivered in accordance with the terms of the contract. Invoice processing begins on receipt of the material or invoice, whichever is later.
8. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS. No proposer or subcontractor/subconsultant may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5 [with limited exceptions from this requirement for proposal purposes only under Labor Code Section 1771.1(a)]. No proposer or subcontractor/subconsultant may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.
9. PREPARATION. All proposals and required forms must be uploaded as laid out in the BidNet General Attachments Section.
10. REJECTION. The City reserves the right to reject any or all proposals and to waive any informality in any proposal. The City may reject the proposal of any vendor who has previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the proposal of a vendor who is not in a position to perform such a contract satisfactorily. The City may reject the proposal of any vendor who is in default of the payment of taxes, licenses or other monies due to the City of Santa Clarita.
11. RENEWAL AND PRICING ADJUSTMENT Contracts entered into pursuant to this Request for Proposals will be entered into for an initial two‐year term and may be renewed annually, up to three times, in accordance with the terms of the contract. If not otherwise stated, the contract may be renewed if the new pricing of the contract does not change more than the Consumer Price Index identified in the most recently City Council approved City of Santa Clarita Combined Engineer’s Report for Landscape Maintenance Districts. Proposer shall honor proposal prices for One‐Hundred and Twenty Days (120 days) or for the stated contract period, whichever is longer.
12. CONTRACTOR'S LICENSE. If requested and in accordance with the provisions of California Public Contract Code Section 3300, the successful vendor shall submit proof of a C – 27, additional qualifications listed in SOW with proposal response. Failure to possess the specified license shall render the proposal as non‐responsive and shall act as a bar to award the contract to any proposer not possessing said license at the time of award. As provided for in Section 22300 of the California Public Contract Code, the Contractor may substitute securities for monies withheld by the City to ensure performance under the contract.
13. PREVAILING WAGES. This contract is subject to the State prevailing wage requirements of the
California Labor Code including, but not limited to, Sections 1770, 1771.5, 1773, 1776 and 1777.5.
Contractor shall comply with California prevailing wage laws including, to the extent applicable, Labor Code Section 1720.9. Pursuant to Section 1773 of the Labor Code, the general prevailing wage rates
in the county, or counties, in which the work is to be done have been determined by the Director of the California Department of Industrial Relations. These wages are set forth in the General Prevailing Wage Rates for this project, available from the California Department of Industrial Relations’ Internet web site at http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm. Future effective general prevailing wage rates which have been predetermined and are on file with the California Department of Industrial Relations are referenced but not printed in the general prevailing wage rates. A copy of the prevailing rate of per diem wages shall be posted at the job site. The Contractor is responsible for obtaining a current edition of all California statutes and regulations, and adhering to the latest editions of such.
14. SUBCONTRACTORS. For all projects, the vendor must list any subcontractors/subconsultants that will be used, the work to be performed by them, and total number of hours or percentage of time they will spend on the project.
Each proposer must submit with their proposal the following:
The Full name of each subcontracting firm as required by Government Code, Sec. 4201, typed or legibly printed.
The address of each firm.
The telephone number at the place of business.
Work to be performed by each subcontracting firm.
Total approximate dollar amount of each subcontract.
If sub‐contractor is participating as a Disadvantaged Business Enterprise (DBE), the following additional information is required on the "Designation of Subcontractors" form enclosed:
Status as a DBE, age of the firm and the annual gross receipts. Submit the "Designation of Subcontractors" form enclosed herewith. No Contract shall be considered unless such list is submitted as required.
Copies of subcontracts will be provided to the City Engineer upon their request.
15. TERMINATION. The City may terminate any purchase, service or contract with or without cause either verbally or in writing at any time without penalty.
The City of Santa Clarita’s “Terms and Conditions” is found on a separate attachment in BidNet.
DOCUMENTS CHECKLIST
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
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 D)
Response File
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 Exhibit K: Notice to Proposers Regarding Contractual Requirements Maintenance Schedule(s) ‐ Daily, Weekly, Monthly, Semi‐Annual, Annual (see examples in Attachments A & B)
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 BidNet
The following documents must be provided by the AWARDEE ONLY (With Agreement) Delivered to City Hall, Attn: Andrew Thompson
Maintenance Agreement
Insurance Required by Contract
W‐9 Form
Fringe Benefit Statement
SECTION B
Solicitation Information
SCOPE OF WORK
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
EVENT DATE
Solicitation advertisement May 25, 2022
Last day for questions June 7, 2022
Return of proposals June 16, 2022
Evaluations of proposals June 16 ‐ 22, 2022
Contract award July 14, 2022
*Dates are subject to change at the City’s discretion*
INTRODUCTION
The City of Santa Clarita, Landscape Maintenance Districts (LMD) is soliciting sealed bids from qualified landscape companies for landscape maintenance of four of the City’s LMD Zones. These zones may be arranged into groups or may be awarded as separate contracts. The breakdown is as follows; LMD Zone
18. This contract shall run for two (2) years with the option for three (3) additional one (1) year renewals.
For Zone 18
Zone 18 Town Center/Tourney landscape maintenance bid shall be all inclusive for labor hours and equipment, meaning: Contractor shall at his cost provide all the labor and equipment necessary for the provision of grounds, irrigation and landscape maintenance services. This includes and is not limited to; irrigation labor for repairs
minor and major, mowing, trimming, edging, hand pruning, fertilization, application of pre‐emergent herbicides, weed control, minor tree raising, plant replacements, cleanup/clearing of drainage systems, annual color replacement, shrub, tree, and groundcover planting, spreading mulch, all fuel modification and weed abatement, fertilizer application, chemical applications for weed abatement, litter pickup, doggie litter removal, trash bags removal and replacement, turf aerification, turf renovation/verticutting, turf over‐seeding, micro‐nutrients/soil amendments, minor concrete grinding (approx. 80 linear feet), vinyl, wood and concrete fence repair and installation. All supplies and parts will be paid by the LMD at the Contractor’s price plus a maximum markup of 15%.
All Zones
This proposal is subject to SB 854. See instructions for details.
The Contractor shall have a minimum of five years’ experience in landscape maintenance for areas fifty (50) acres or larger including but not limited to acceptable references, of previous and/or current work for the City of Santa Clarita (See References Sheets) The contractor shall have water management and auditing personnel, (CLIA – Certified Landscape Irrigation Auditor). The Contractor will be required
to communicate work requests back and forth to LMD through desktop computer, hand held device, or laptop. The Contractor is encouraged to provide copies of awards, and recognitions received for landscaped maintenance excellence.
Refer to the following specifications for requirements at each location. The General Specification section includes general and special conditions that shall apply to all jobsite locations. Also included in this section are the Scope of Work instructions which more clearly define the services, scheduling, or special circumstances for each location to be serviced.
1. GENERAL REQUIREMENTS
The City of Santa Clarita (City) is soliciting sealed proposals from qualified landscape maintenance companies (Contractor) for the labor and equipment under the terms of this Request for Proposal (RFP), to provide for the maintenance services of designated landscaped areas within the boundaries of Landscape Maintenance District (LMD) Zone 18 and may include other nearby areas within the City of Santa Clarita. All items in this scope of work, unless indicated as Additional Work (Section 4), shall be considered as included in the monthly maintenance cost of each zone. Please consider this when submitting your proposal. All items indicated as Additional Work shall be requested on an “as needed” basis. This Contract(s) shall run for two (2) years with the option for three (3) additional one (1) year renewals.
1.1 Contractor shall furnish all labor, equipment, materials, tools, services and special skills, i.e. Irrigation Specialists, Irrigation Assistants, Foreman, and Supervisors required for the provision of grounds, irrigation, and landscape maintenance services as set forth in this labor and equipment Scope of Work. Should more than the minimum manpower be required to provide the expected level of services indicated in this Scope of Work, a sufficient amount over and above the minimum shall be supplied at all times, regardless of minimum manpower proposed. In the event seasonal and/or unforeseen circumstances warrant additional personnel to maintain this Scope of Work, Contractor shall provide additional resources at no additional cost.
The City requires the landscape contractor to include all labor and equipment for an all‐ inclusive contract for landscape maintenance of LMD Zone 18 Town Center/Tourney.
Two separate crews must be provided with their own vehicles and equipment.
1.2 Contractor will be expected to uphold the highest standards of quality and performance in maintenance of plant material, natural areas, hardscape, and irrigation systems. The LMD
areas covered by this Agreement shall be maintained at a crisp, clean level of appearance at California Landscape Contractors Association (CLCA) Industry standards and all work shall be performed in a professional manner using quality equipment and materials.
1.3 The landscape areas include, but are not limited to: irrigated and landscaped areas; fire protection slopes and natural areas, shrubs, trees, ground cover and turf which may be irrigated by electrically controlled automatic or manual systems. Maintenance of landscape shall include, but not be limited to: mowing, trimming, edging, hand pruning, fertilization, brush clearance, application of pre‐emergent herbicides, weed control,
disbursement of mulch, minor tree lifting, dead plant removal, plant replacements, and cleanup/clearing of drainage systems. It is the intent of this Scope of Work to provide plant material maintenance methods to keep all areas weed free, trash free, and in an overall state of good health.
All locations shall be maintained with nothing but the highest of industry standards at no less than the frequencies provided in the proposal submission by Contractor.
1.4 City LMD Administration staff, consisting of the Landscape Maintenance Specialist, Project Development Coordinator, Landscape Maintenance Administrator, Special Districts Manager or the Deputy City Manager or his qualified representative, shall herein be described as ‘Special Districts.’
1.5 Contractor must provide all‐inclusive labor and equipment for landscape, grounds and irrigation maintenance services including, but not limited to:
a. Maintenance of turf areas;
b. 85% hand pruning and 15% mechanical;
c. Fertilization;
d. Aeration;
e. Verticutting;
f. Over‐seeding;
g. Top dressing;
h. Trimming of turf, shrub areas, and ground cover;
i. Edging turf and keeping minimum eighteen (18) inch clearance from fence lines behind homes;
j. Irrigation; inspection, maintenance, and minor and major repairs, see sections
17.01g and 24;
k. Hand watering (as necessary);
l. Bleeding of valves necessary during emergencies and/or when automatic systems are not functioning properly;
m. Pruning of shrubs and trees (first twelve (12) feet of trees and as agreed), including for trees structural pruning standards established by the International Society of Arboriculture (ISA) and ANSI 300 Best Management pruning practices; n. Manual weed abatement;
o. Chemical weed control;
p. Disease control;
q. Pest control;
r. Mulching (City provided mulch); will be disbursed by Contractor at their expense; s. Maintenance of fire protection/fuel modification areas;
t. Maintenance of Medians, Parkways, Tree Wells, and Side Panels in designated areas; u. Marking underground irrigation lines and other LMD equipment upon Dig Alert notification and/or other requests;
v. Traffic control (per Watch Manual) while working in the public right of way, medians, and parkways;
w. Litter pickup, doggie litter removal, trash bags removed and replaced from receptacles (City provided dog waste bags and trash bags – when trash bags are not provided they are reimbursable at cost +15%);
x. Irrigation Specialist, Irrigation Assistant, Laborers and Foreman are provided as proposed at minimum and as necessary to provide the expected level of maintenance.
y. Hardscape Maintenance (i.e.: sweeping or blowing down concrete with removal of debris from site, gum and litter removal, crack and/or gutter weed abatement, and removal of weeds within 18” of a fence or wall);
Provided in Attachments A & B are examples of Maintenance Program Guides. They are to serve as a guideline for proposal purposes only. Contractor shall submit within their proposal a “Team Composition” (Exhibit G1‐G2) and “Rotation Schedule” (created by contractor) that must satisfy at the very least the requirements set forth in the Introduction of this document and will serve as the expected minimum monthly requirements where minimums are not already designated. The minimum is only acceptable once all field conditions reflect the expectations of the Scope of Work herein. Contractor is expected to supply sufficient resources at all times to meet or exceed expectations.
1.6 operations may be conducted by alternative contracted parties. These activities may include, but are not limited to:
a. Landscape refurbishment; tree, shrub, and ground cover installation; b. Irrigation system refurbishment and/or repair;
c. Construction and/or storm related operations;
d. Emergency response operations;
e. Electrical repairs;
f. Tree Trimming / Tree planting / Tree counting;
g. Concrete removal and replacement, block wall and brick repairs; h. Fence installation and repairs, wood, vinyl, and Crete Rail; i. Artificial turf installation;
j. Integrated pest management / Chemical applications to trees; k. Streetscape furniture cleaning and pressure washing of walkways and appurtenances.
l. Turf removal
At the discretion of LMD, the Landscape Maintenance Contractor may be required to modify or curtail specific tasks and operations within their maintenance contract.
1.7 When notified of a landscape or irrigation emergency during the hours and days of maintenance service as identified in Section 10, Contractor shall respond by phone and/or text message to the Landscape Maintenance District Monitor and/or Special Districts Office within fifteen (15) minutes of notification. When notified of an emergency outside of the normal hours and days of maintenance service, Contractor has thirty minutes to respond by phone or text to the Landscape Maintenance District Monitor and/or Special Districts. If personnel and equipment are necessary for the emergency, Contractor must have these resources available within 2 hours. Upon arriving at an emergency situation, it shall be the responsibility of Contractor to eliminate all unsafe conditions which would adversely affect the health, safety, or welfare of the public. See section 10.04 for consequences for failure to comply.
1.8 Contractor shall clearly identify and equip each vehicle used within the City of Santa Clarita with decals on the exterior right and left front door panels identifying Contractor's name, and phone number. Contractor shall require each employee to adhere to basic public works standards of working attire. Uniforms (matching pants and shirts), proper shoes, safety vests and other gear required by State Safety Regulations (OSHA) shall be properly exhibited. Shirts shall be buttoned and worn at all times.
1.9 Contractor and employees shall at all times dress in a company uniform that identifies their employer and exhibit good customer service to City staff, City contracted staff, residents, and the general public throughout the term
of this contract. All communication
will be professional in manner between all parties. The City will employ consulting Landscape Maintenance Monitors. These consultant monitors will be treated the same as other Special Districts staff. Failure to properly and respectfully communicate may be cause for contract termination.
1.10 The company shall provide a minimum of three (3) references within the proposal response. 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. While staff employed by the company’s (proposer’s) time and experience in the industry is beneficial, and will be considered in the overall scoring of the proposal, it shall not be used as a substitute for the company’s (proposer’s) overall time in the industry. If the references provided do not meet our minimum requirements, the proposer shall be deemed non‐responsive and their proposal will not be considered.
1.11 Contractor’s employees and/or representatives shall be thoroughly trained and experienced in the computer based central operating systems of WeatherTrak irrigation
control systems, and all other corresponding equipment. Should Special Districts choose a different controller manufacturer, Contractor shall make available employees or representatives for product training at no additional cost to City.
1.12 Contractor shall provide cellular communication to each crew foreman and have the ability to connect to City Monitors and Special Districts representatives.
1.13 Contractor, and/or Subcontractors, must possess the following licenses at time of proposal submission; C‐27 California Landscaping Contractor License. Contractor or Subcontractor must identify a staff member certified or licensed as a qualified applicator through the California Department of Pesticide Regulation. Contractor shall (when required) have an Arborist identified by the International Society of Arboriculture (ISA)/ or have a contract with a Certified Arborist on an as‐needed basis. Contractor must submit copies of the licenses, and certificates or Subcontractor information sheets, indicating licenses held at the time of proposal submission.
1.14 Contractor will be required to obtain and pay for any permits that may be required for the performance of any tasks under this contract with the exception of oak tree permits.
2. LANDSCAPED AREAS TO BE MAINTAINED
2.1 The LMD areas to be maintained under the provisions of this Agreement are specifically identified in Attachments (Area Maps).
2.2 Contractor must acknowledge personal inspection of the Zone’s irrigation system and planted areas. Contractor must also evaluate the extent which the physical condition thereof will affect the services to be provided. Contractor accepts the premises in their present physical condition, and agrees to make no demands upon LMD for any improvements or alterations to irrigation, and landscaped areas thereof. Contractor agrees to possess the ability to maintain LMD areas within the provision of this proposal, to the standards set forth herein, without modification, improvement, or alteration.
3. CERTIFICATIONS/REPORTS/RECORDS
3.1 Payroll and Prevailing Wage Report: Contractor shall complete a Payroll and Prevailing Wage Certification Report which shall be made available to LMD upon request. Contractor shall provide the required information in a form acceptable to Special Districts. The City is requesting that one monthly bill be submitted by Contractor to Special Districts for the maintenance.
3.2 Maintenance Function Report: Contractor shall maintain and keep current a report that records when all Periodic, Seasonal, and Additional Work maintenance functions performed by Contractor's personnel were completed. Said report shall be in a form and content acceptable to Special Districts and will be made available to Special Districts upon request. The monthly payment may not be made if such report is requested and not made
available or is in a form that is unacceptable to Special Districts.
3.3 Certification of Specialty Type Maintenance: When applicable, Contractor shall include with the monthly invoice those specialty type maintenance items completed. The following information shall include but not be limited to:
a. Quantity and complete description of all commercial and organic fertilizer(s) used. b. Quantity and label description of all grass seed used. c. Quantity and complete description of all soil amendments used. d. A valid licensed California Pest Control Advisor's recommendations and copies of corresponding Agricultural Commissioners Pesticide Use Reports signed by a licensed California Pest Control Operator for all chemical, disease and pest control work performed. The report shall be accompanied by a listing of each material used, quantity used, and the location of use, the date used, the applicators name and the license number.
3.4 Company Financial Records: Contractor may be required to supply the City with their financial records through a reputable independent auditor, such as Dunn & Bradstreet.
3.5 Violation Records: The awarded Contractor shall not have two (2) or more Cal‐OSHA sustained complaints or four (4) or more California State Contractor Board sustained complaints within the past four (4) years. A proposal response from the awarded vendor that does not meet these requirements may be considered a non‐responsive proposal, and the City of Santa Clarita will proceed to the next qualified bidder. Please supply this information on Exhibit C (Violation Records).
4. ADDITIONAL WORK
4.1 Special Districts may arrange for additional Contractor personnel to cover Additional Work needed. All items in this scope of work, unless indicated as Additional Work, shall be considered as included in the monthly maintenance cost of each zone. The need for Additional Work may be due to extraordinary incidents such as vandalism, Acts of Nature, or third‐party negligence for which Contractor will be compensated. Regularly occurring “bad weather” is not considered an Act of Nature for the purposes of this contract.
4.2 Prior to performing any additional (or extra) work, Contractor shall prepare and submit a
written description of the work with an estimate including the hours and skill level of labor and a list of materials. This written description and estimate (or proposal) shall be provided within 72 hours of request. No work shall commence without the written authorization from Special Districts. Labor rate for Additional Work shall not exceed the labor rate identified on the Additional Pricing Sheet #1. The City of Santa Clarita will pay Contractor’s price for materials plus no more than a 15% mark up. Contractor will maintain and submit copies of invoices to demonstrate Contractor’s cost.
4.3 When a condition exists wherein there is imminent danger of injury to the public or
damage to property, Special Districts may verbally authorize the work to be performed upon receiving a verbal estimate from Contractor. However, within 24 hours after
receiving such verbal authorization, Contractor shall submit a proposal to be approved by Special Districts.
4.4 All additional (or extra) work shall commence on the specified date established, and Contractor shall proceed diligently to complete said work within the time allotted. All invoices submitted by Contractor for Additional Work shall include a detailed itemization of labor and/or materials and specific zone(s) identified. There should be one invoice for each approved proposal for Additional Work, a copy of which to be submitted with the invoice by Contractor. All invoices for Additional Work and items must be submitted biweekly to Special Districts with approved proposal provided as back up.
5. CONTRACTOR'S LIABILITIES
5.1 All damages resulting from Contractor's operation within the LMD areas shall be repaired or replaced at Contractor's expense within 48 hours.
5.2 All such repairs or replacements shall be completed within the following time limits. a. Irrigation damage shall be repaired or replaced prior to the next regularly scheduled watering event or as agreed upon with Special Districts. b. All damages to shrubs, trees, or ground cover shall be repaired or replaced within five (5) working days or sooner as directed by Special Districts. c. All concrete walkway, block walls, light poles, or any appurtenances, shall be repaired within a reasonable timeframe agreed upon by LMD staff.
5.3 All repairs or replacements shall be completed in accordance with the following maintenance practices.
a. Trees‐ Minor damage such as bark lost from impact of mowing equipment shall be remedied by a qualified tree surgeon or arborist. If damage results in loss of a tree, the damaged tree shall be removed and replaced at Contractor’s expense to comply with the specific instructions of Special Districts. b. Shrubs‐ Minor damage may be corrected by appropriate pruning as required in Section 18, "Shrub and Ground Cover Care," of the Scope of Work. Major damage shall be corrected by removal of the damaged shrub and replacement to comply with the provisions in Section 18 "Shrub and Ground Cover Care" of the Scope of Work.
c. Chemicals‐ Any damage resulting from chemical operations, either spray‐drift or lateral‐leaching shall be corrected in accordance with the aforementioned maintenance practices. Any soil damaged from chemical application shall be reconditioned or replaced.
6. INTERPRETATION OF THE MAINTENANCE SCOPE OF WORK
6.1 Should any misunderstanding arise, Special Districts will interpret this Agreement. If Contractor disagrees with the interpretation of Special Districts, Contractor shall continue with the work in accordance with Special District’s interpretation. Within 30 days after
receipt of the interpretation, Contractor may file a written request for a hearing before a Disputes Review Panel as provided hereinafter. The written request shall outline in detail the area of dispute.
6.2 The Disputes Review Panel will be appointed by Special Districts and will be composed of not less than
three (3) Qualified personnel or representatives having experience in the administration of grounds maintenance contracts. The panel will convene within one (1) week of appointment in order to hear all matters related to the dispute. The hearing will be informal and formal rules of evidence will not apply. The Panel will submit its recommendation to Special Districts for consideration, within one (1) week following the conclusion of the hearing. Special Districts shall render an interpretation based upon review of the Panel's recommendation. Special Districts’ decision shall be final.
7 OFFICE OF INQUIRIES AND COMPLAINTS
7.1 Contractor shall at all times, have some responsible person(s) employed by Contractor to take the necessary action regarding all inquiries and complaints that may be received from the Homeowners Associations, property owners, and tenants within said LMD or from Special Districts personnel, representatives or patrons using the facility. This person(s) shall be reachable 24 hours per day. An answering service (answered by a live person) shall be considered an acceptable substitute to full time coverage, provided Contractor is advised of any complaint within one (1) hour of receipt of such complaint by the answering service. Neither answering machines nor voicemail are acceptable. The telephone of said Contractor shall be on the exchange or exchanges of said District(s) or a toll‐free number, and in no case shall the people of said District(s) be required to pay a toll charge to telephone said Contractor. During normal working hours, Contractor's Foreman or an employee of Contractor, at the supervisory level, who is responsible for providing maintenance services, shall be available for notification by telephone or text communication.
7.2 Whenever immediate action is required to prevent impending injury, death, or property damage to the LMD being maintained, Special Districts may authorize such action to be taken by a third‐party
work force and shall charge the cost thereof as determined by the Administrator, against Contractor, or may deduct such cost from an amount due to Contractor from Special Districts.
7.3 Contractor shall maintain a written log of all complaints, the date and time thereof, and the action taken pursuant thereto or the reason for non‐action. The log of complaints shall be available for inspection by Special Districts at all reasonable times.
7.4 All complaints shall be addressed as soon as possible after notification; but in all cases within 24 hours, to the satisfaction of Special Districts. If any complaint is not resolved within 24 hours, Special Districts shall be notified immediately of the reason for not resolving the complaint followed by a written report to Special Districts within five (5) days. If the complaints are not resolved within the time specified or to the satisfaction of Special Districts, Special Districts may correct the specific complaint and the total cost
incurred will be deducted from the payments owing to Contractor from Special Districts.
8. SAFETY
8.1 Contractor agrees to perform all work outlined in this Agreement in such a manner as to meet all California Landscape Industry Standards for safe practices during the maintenance operation for medians and parkways and to safely maintain stored equipment, machines, and materials or other hazards consequential or related to the work; and agrees additionally to accept the sole responsibility for complying with all local, City, State or other legal requirements including but not limited to, full compliance with the terms of the applicable O.S.H.A. and CAL‐O.S.H.A. Safety Orders at all times so as to protect all persons, including Contractor's employees, agents of the City, vendors, members of the public or others from foreseeable injury, or damage to their property.
Contractor shall inspect all potential hazards at the LMD areas covered by this Agreement and keep a log indicating date inspected and action taken.
8.2 It shall be Contractor's responsibility to inspect, and identify, any condition(s) that renders any portion of the LMD premises unsafe, as well as any unsafe practices occurring thereon. Special Districts shall be notified immediately of any unsafe condition that requires
major correction. Contractor shall be responsible for making minor corrections including, but not limited to:
a. Filling holes in turf, planting areas, and paving;
b. Using barricades, signs, caution tape or traffic cones to alert patrons of the existence of hazards;
c. Replace valve box covers so as to protect members of the public or others from injury.
d. During hours of operations, Contractor shall obtain emergency medical care for any member of the public who is in need thereof, because of illness or injury occurring on the premises. Contractor shall cooperate fully with the City in the investigation of any accidental injury or death occurring on the premises, including a complete written report thereof to Special Districts within five (5) days following the occurrence.
8.3 Under the circumstance that landscape maintenance work be performed in a Caltrans right of way; including but not limited to freeway onramps and off‐ramps; Contractor shall adhere to the safety requirements in the Caltrans Maintenance Manual/Protection of Workers.
8.4 Contractor and employees are required to complete and pass, by start date of contract, a SCRRA Third Party Construction and Utility Workers Safety Training Program if the LMD Zone up for proposal includes a SCRRA right of
way.
9. HOURS AND DAYS OF MAINTENANCE SERVICES
9.1 The hours of maintenance service shall occur Monday thru Friday between 7:00 a.m. to 5:00 p.m. Overtime rates will only apply to work performed outside these hours of
maintenance service or completed on a day specified in (Attachment E) “2021 Holiday Schedule”. This applies to all future Holiday Schedules. A work schedule shall be provided and approved in advance by Special Districts. No work will be performed on City Legal Holidays (Attachment E) unless authorized by Special Districts Administration in advance.
Blowers, lawnmowers, chainsaws or other mechanical equipment with a decibel level above 65 decibels may not be used before 7:00 a.m. within the City of Santa Clarita.
9.2 Contractor shall provide on‐site staffing to perform the required maintenance to meet required California Industry Standards anytime between Monday through Friday.
Alternate days or any changes in the days and hours of operation heretofore prescribed shall be subject to approval by the Special Districts Division.
9.3 For the purpose of this contract, “work” time in the field excludes lunch, breaks, and travel time. The City of Santa Clarita Special Districts/Landscape Maintenance Districts shall not be responsible for contractor compensation of preliminary activities which take place upon exiting the last work site). A legal day’s work shall constitute eight (8) hours of labor under this Agreement.
10. MAINTENANCE SCHEDULES
10.1 Contractor shall submit a work schedule prior to start of contract. Though a work schedule is requested as part of the response file for Contractor’s proposal, any modifications or changes must be agreed to prior to start of a contract. Said work schedule shall be set on an agreed upon rotational basis, identifying and delineating the time frames for the required functions by the day of the week and time of day. Work schedules shall be reviewed and approved by LMD Staff following submittal. City, at its discretion, may impose liquidated damages for each subsequent day Contractor is delinquent in delivering said work schedule to the Special Districts Office.
10.2 Contractor shall submit revised schedules when actual performance differs substantially from planned performance. Contractor is provided the opportunity and procedure for adjusting scheduling requirements. Contractor has also been provided the opportunity and procedure for adjusting schedules to meet special circumstances and inclement weather. Said revisions shall be submitted to Special Districts for review and approval within three (3) working days prior to scheduled time of work. A written copy of the current City approved schedule must be kept in the site foreman’s vehicle at all times and be available upon request of City Staff or the City’s contracted Landscape Monitor.
10.3 Contractor shall notify Special Districts, in writing, at least one (1) week prior to the date and time of all the following maintenance operations:
1. Fertilization;
2. Turf Aerification;
3. Turf Renovation/Verticutting;
4. Micro‐Nutrients/Soil Amendments;
5. Spraying of Trees, Shrubs or Turf;
6. Aesthetic/Structural Tree and Shrub Pruning;
7. Preventative disease control;
8. Transplanting of small and medium sized plants;
9. Lane closures notification for median or parkway maintenance is required;
10. Fire protection of the natural slopes area maintenance. (Contractor at their cost shall be responsible for all inclusive weed abatement as specified in Section 20.)
11. Other Items as determined by Special Districts
10.4 Failure to complete the work as scheduled or as specified herein may result in the following actions:
1. A sum of up to five hundred dollars ($500.00) per day will be deducted and forfeited from payment to the Contractor for each instance where an item of work is not completed in accordance with the schedule or any portion of the Scope of Work herein.
2. Deficiencies: An additional amount equal to the cost incurred by completion of the work by an alternate source, whether it be City forces or separate private contractor, even if it exceeds the contract unit price, will be deducted from the Contractor’s invoice.
3. These actions shall not be construed as penalty but as adjustment of payment to Contractor for only the actual work performed or as the cost to the City for inspection and other related costs from the failure by Contractor to complete the work according to the schedule or Scope of Work.
11. CONTRACTOR'S STAFF
11.1 Contractor shall provide additional personnel and increased frequency of work on site to satisfy daily and/or weekly requirements for high quality landscape maintenance regardless of the minimum staffing proposed and as stated in the Introduction.
Contractor’s staff MUST be employees of Contractor except Subcontractors identified in the response to this proposal. Contractor must perform all work in accordance with the Scope of Work set forth herein. Contractor's employees, whether assigned to any one Zone or as part of a crew serving any number of Zones shall include at least one individual crew foreman who speaks and comprehends the English language.
11.2 Special Districts may at any time give Contractor written notice to the effect that the conduct or action of a designated employee of Contractor is, in the reasonable belief of Special Districts Staff, detrimental to the interest of the public using the premises, Contractor shall meet with representatives of Special Districts to consider the appropriate course of action with respect to such matter and Contractor shall take reasonable measures under the circumstances to assure Special Districts that the conduct and activities of Contractor's employees will not be detrimental to the interest of the patrons
of the LMD covered under this Agreement.
11.3 LMD staff reserves the right to require Contractor to provide alternate staff members to supplement and/or replace staff that is determined to be performing below the expectations of LMD. The City of Santa Clarita will maintain sole authority of determining if and when a staff members’ performance falls below these standards. The request for replacement from City staff is not limited to field crewmembers but also extends to management, supervisors, and specialized staff. Upon request, Contractor shall provide appropriately qualified alternatives for selection by LMD staff as necessary.
12. SIGNS/IMPROVEMENTS
12.1 Contractor shall not post signs or advertising matter upon the premises or improvements thereon, unless prior approval therefore is obtained from LMD Special Districts.
13. UTILITIES
13.1 Special Districts shall pay for all utilities associated with the maintenance of the LMDs.
However, water usage shall not exceed the amount required to comply with irrigation schedules established by Contractor and approved by Special Districts. Contractor will be required to manage the scheduling of the controllers. Contractor shall pay for all excessive utility usage due to Contractor's failure to monitor irrigation system malfunctions or unauthorized increases in the frequency of irrigation. These activities may include, but are not limited to watering during a rain storm and/or watering the day after rain and/or watering during a special event. The excess cost will be determined by comparing current usage with historical usage for the same time period. The excess to be deducted from payments to Contractor from Special Districts will be presented to Contractor by Special Districts prior to actual deduction to allow for explanations.
14. NON‐INTERFERENCE
14.1 Contractor shall not interfere with the public use of the LMD areas covered under this Agreement, and shall conduct its operations as to offer the least possible obstruction and inconvenience to the public or disruption to the peace and quiet of the area within which the services are performed.
15. USE OF CHEMICALS
15.1 The labor associated with the application of chemicals such as herbicides and pre‐ emergent will be at Contractor’s expense inclusive of this contract. The City of Santa Clarita will pay Contractor’s price for the chemicals plus no more than a 15% mark up. All work involving the use of chemicals shall be in compliance with all Federal, State, and local laws and will be accomplished by a Certified Applicator under the direction of a Licensed Pest Advisor. Contractor, in complying with the California Food and Agricultural Code, shall provide a copy of a valid Pest Control Operator's License and valid Pest Control Advisor's License, or a copy of said licenses from a Subcontractor to Special Districts prior to using chemicals within the area.
15.2 A listing of proposed chemicals to be used including; commercial name, application rates, and type of usage shall be submitted to Special Districts for approval. The listing will be accompanied by copies of Material Data Sheets (MDS) for all chemicals that may be used in binder or booklet form. At this time, and until further notice by Special Districts, the use of RoundUp, RoundUp Pro, and any other herbicide containing the chemical Glyphosate is not permitted. No work shall begin until written approval of use is obtained from Special Districts. Contractor shall consider the effects chemical application has on the environment. Contractor shall use the least toxic chemicals in the lowest quantity that will be effective in achieving the needed result.
15.3 Chemicals shall only be applied by those persons possessing the training in chemical application or a valid California Applicator's Certificate. Application shall be in strict accordance with all governing regulations.
15.4 Records of all operations stating dates, times, methods of application, chemical formulations, applicators names and weather conditions shall be made and retained in an active file for a minimum of three (3) years. Contractor shall provide a chemical use report and a copy of the PCA recommendation to Special Districts for each application (site specific) made during each month. This shall be in addition to the copy of the usage summary that is provided to the Agricultural Commissioner.
15.5 All chemicals requiring a special permit for use must be registered with the County Agricultural Commissioner's Office and a permit obtained with a copy to Special Districts.
15.6 All regulations and safety precautions listed in the "Pesticide Information and Safety Manual" published by the University of California shall be adhered to.
15.7 Chemicals shall be applied when air currents are still; preventing drifting onto adjacent property and preventing any toxic exposure to persons whether or not they are in or near the area of application.
16. STORAGE FACILITIES
16.1 Special Districts shall not provide any storage facilities for Contractor. Any Contractor storage facilities must be located outside of the boundaries of the Zone for which landscape maintenance services are performed, unless Special Districts determines it would be in the best interests of Special Districts to waive this restriction.
17. TURF CARE
17.1 Contractor shall perform the following services at his sole expense under the terms of this agreement;
i. Mowing: Adequately sharpened rotary or reel type mower equipped with rollers must be used, to ensure a smooth surface appearance without scalping.
1. All warm season grasses (Bermuda and St. Augustine) to be cut at ½ inch
through 1‐inch height throughout the year. Subject to change.
2. All cool season grasses (Blue Grass and Fescues) to be cut at 1 ½ inch and 2 ½ inches during April through November, and at 2 inches during December to March of each year. Subject to change.
3. The mowing heights may be adjusted by Special Districts during periods of renovation.
4. Unless mulching mowers are used; all grass clippings will be collected and removed from the site on the same day the area is mowed. All clipping removed to be properly disposed of in green waste containers only.
5. A mowing schedule will be established and maintained. This schedule will provide that all areas will be mowed not less than once a week during summer and once every two weeks during winter. This schedule will be submitted to Special Districts for approval. Frequency may be adjusted at Special District’s discretion. Refer to items 1 and 2 in this section for turf length ranges.
6. Any staining of pathways from mowing operations will be removed the same day.
ii. Edging: With each mowing, the edge of the grass along sidewalks, curbs, shrub, flower beds, and walls shall be trimmed to a neat and uniform line. Where trees and shrubs occur in turf areas, all grass shall be removed 14 to 24 inches from the trunks of trees and away from the drip line of shrubs by use of power scythe, approved chemicals, or small mowers as required. Trim around all sprinkler heads as necessary in order to provide maximum water coverage. Edging will be maintained at all times and concurrent with each mowing.
1. The edge of the turf shall be trimmed around valve boxes, meter boxes, backflow devices, or any structures located within the turf areas.
2. All turf edges are to be maintained to prevent grass invasion into adjacent shrub, flower, and ground cover bed areas.
3. All clippings shall be removed from site the same day area is edged.
4. After mowing and edging is completed, all adjacent walkways are to be swept clean by power blower or broom.
5. Newly planted trees in lawn areas shall have tree guards installed if necessary to avoid damage.
6. Trees in lawn areas shall have a minimum of 14 to 24‐inch radius mulched clearance where applicable.
iii. Weed Control: Control turf weeds as needed manually or chemically. Hand removal of noxious weeds or grasses will be required as necessary. All mulch brought in by the LMD will be disbursed by Contractor on site to control weed growth at their expense. iv. Insect/Disease Control: Eliminate all insect or disease affecting turf areas as they occur.
v. Aerating: Aerate all turf areas two (2) times annually, once in the spring and once in
the fall prior to the over‐seeding operations. Aerate all turf by using ½‐inch tines, removing 2‐inch cores of soil with an aerator machine at not more than 6‐inch spacing once over. Special Districts is to be notified at least one (1) week prior to the exact date of aerating.
vi. Thatch Removal: Verticut all turf areas two (2) times annually, once in the spring and once in the fall prior to the over‐seeding operations. Equipment will consist of standard renovating or vertical mowing types. Special Districts is to be notified at least one (1) week prior to the exact date of renovation.
vii. Irrigation: Irrigation, including hand watering and bleeding of valves during an emergency situation and/or when automated systems are not functioning properly and as required to maintain adequate growth rate and appearance and in accordance with a schedule most conducive to plant growth. Contractor to provide Special Districts with a written winter and summer irrigation schedule in accordance with the recommendations on Attachment A, B, & Section 24 (Irrigation Program) provided for this purpose. Special Districts shall have the ability to change the irrigation schedule as the need develops. Adequate soil moisture will be determined by programming the automatic sprinkler controllers as follows:
1. Consideration must be given to the soil conditions, seasonal temperatures, wind conditions, humidity, minimizing runoff, and the relationship of conditions which affect day and night watering. This may include daytime watering during winter weather to prevent icy conditions and manual operation of the irrigation system during periods of windy or inclement weather. During freezing and/or windy conditions, automatic irrigation will be discontinued. No watering medians in windy conditions, to avoid drift and wetting vehicles.
2. In areas where wind creates problems of spraying water into private property or road right‐of‐way, the controllers shall be set to operate during the period of lowest wind velocity which would normally occur at night (between the hours of 7:00 p.m. and 6:00 a.m.).
3. Contractor shall be responsible for monitoring all irrigation systems within the jurisdiction of this Specification and execute corrective actions for:
coverage, adjustment, clogging of lines, and removal of obstacles, including plant materials which obstruct the spray. All water supply infrastructure, including the meter and backflow, shall be monitored for proper function and flow. Any and all issues that may arise pertaining to the water supply infrastructure, regardless of responsibility for repairs, shall be immediately reported by Contractor to City staff.
4. Check systems, as needed, for optimum performance and adjust and/or repair any sprinkler heads causing excessive runoff, including slope areas, or which throw directly onto roadway paving or walks (where sprinkler heads can be adjusted) within the LMD areas covered under this Agreement.
5. All controllers shall be adjusted as needed for optimum performance considering the water requirements of each remote‐control valve (sprinkler station). “Smart” or “weather based” controllers shall be configured to
water in the “optimized” or “automatic scheduling engine” when available.
Plant establishment periods do not apply to this requirement and should be scheduled accordingly. Contractor is responsible for adjusting the controller parameters/attributes in order to irrigate efficiently and each valve shall be customized for the needs of the plant material. Excessive watering or excessive runoff shall not be permitted.
6. Irrigation system will be controlled by Contractor in such a way as not to cause an excessively wet area which could interfere with Contractor’s ability to mow all turf.
7. Contractor shall observe and note any deficiencies occurring from the original design and review these findings with Special Districts, so necessary improvements can be considered.
8. Contractor shall repair all leaking or defective valves immediately upon occurrence, or within 24 hours following notification from Special Districts of such a deficiency.
9. A soil probe shall be used to a depth of 12 inches to determine the water penetration by random testing of the root zones
10. Contractor will provide their own irrigation receiver/transmitter for control of the WeatherTrak or other controllers not listed in the event they are unable to utilize the manufacturer’s mobile phone application. The use this device is required during inspections to verify that irrigation systems are functioning properly. The bleeding of valves and hand watering are to be limited to emergency situations or when automatic systems are not functioning properly. (See also Section 24.)
viii. Fertilization: Contractor may upon direction by Special Districts be required to fertilize turf with a turf type commercial fertilizer at a minimum of four (4) times a year. (Attachments A & B) All fertilizer used shall be granular. Fertilizer type can be suggested by Contractor, determined by soil analysis or at the direction of Special Districts. All turf areas fertilized shall be thoroughly irrigated immediately following fertilization. Fertilizer applications must be approved by Special Districts prior to application. The City of Santa Clarita will pay Contractor’s price for the fertilizer plus no more than a 15% mark up. Contractor at their expense shall provide the labor to apply the fertilizer.
ix. Turf Reseeding: Contractor may upon direction by Special Districts be required twice each year, once in the fall and once in the spring, overseed all turf areas after verticutting (dethatching), aerification and overseed all bare spots, as needed, throughout the remainder of the year to re‐establish turf to an acceptable quality. (Attachments A & B) Contractor shall reseed turf areas in the following sequence; they will aerify, verticut, seed and top dress (evenly distributed over the entire area at a uniform depth of ¼‐inch). Special Districts may require the use of sod when deemed necessary. Contractor shall be entitled to additional compensation, (extra) for the cost of the sod only, provided that the loss of turf was not due to the negligence of Contractor.
Over seeding shall be sown at a rate of 6 pounds per 1,000 square feet and reseeding of bare areas shall be sown at a rate 8 pounds per 1,000 square feet. The seed used in over seeding or new turf establishment shall be approved by LMD staff prior to installation. Typically, Fescue and Fescue blends are required. The City of Santa Clarita will pay Contractor’s price for the seed plus no more than a 15% mark up. Contractor at their expense shall provide the labor to apply the seed.
18. SHRUB AND GROUND COVER CARE
18.1 Contractor shall perform at his sole expense under the terms of this agreement the following services:
i. Pruning: Manually select prune shrubs throughout the year to encourage healthy growth habits, and to encourage growth to the natural shape of the plant according to its species and appearance with the exception of roses, which shall be pruned no later than the end of January. Periodic pruning may be required to maintain consistent size, structure, and/or appearance of large groupings of the same species.
All shrubs shall be free of dead wood, weak, diseased, insect infested and damaged limbs at all times. Removal of all clippings will be completed the same day pruning occurs. Pruning will not be completed while plants are flowering, during the emergence of new growth, or when high temperatures are present during the hottest time of the year (typically July‐August) unless directed by Special Districts. No balls, squares or unusual shapes are permitted under this RFP. Selective pruning is required following the natural habit of the particular plant. Dead shrubs, not a result of third‐ party negligence, will be removed and disposed of by Contractor at their cost. Shrubs to be pruned to stay below a height that is consistent with Scope of Work or as directed by Special Districts.
ii. Trimming: The growth of shrubs and ground cover will be restricted to areas behind curbs and walkways, and within planter beds by trimming, as necessary, or upon notice by Special Districts. All trimming practices are subject to change as directed by Special Districts.
iii. Disease and Insect Control: All LMD areas are to be maintained free of disease and insects and treated when needed pursuant to Section 21. iv. Weed Control: All ground cover and shrub beds are to be kept weed free at all times.
Methods for control shall incorporate the following:
1. Mulch application to 3” layer maximum (Removal on an as needed basis of existing/spent mulch may be required to insure the level of grade is kept below surrounding hardscapes and/or at an acceptable height as determined by LMD staff. Such removal will be considered an extra and will require submittal of a proposal and approval by LMD staff.)
2. Hand removal
3. Cultivation
4. Chemical eradication using non‐residual herbicides
v. Shrub and Ground Cover Replacement: All damaged, diseased (untreatable), or dead
shrubs and ground covers whose damage occurred due to natural conditions/causes, will be replaced under the terms of “Additional Work” as described in Section 4 and/or Exhibit B2: Additional Pricing. All shrubs and groundcover shall be guaranteed to live and remain in healthy condition for no less than ninety (90) days from the date of installation.
vi. Fertilization: Application of an LMD approved fertilizer a minimum of two (2) times per year to provide a healthy color in all plants with foliar feedings. The fertilizer shall be applied once during the months of March or April and once during the months of September or October. Contractor will cultivate around plants as needed. Fertilizer shall be appropriate for plant type and season (time of year) and approved by LMD staff prior to installation. Contractor shall provide a fertilization schedule two (2) weeks prior to the proposed fertilization.
vii. Irrigation: Irrigation, including hand watering and manual bleeding of valves, is required in the event of an emergency situation and/or where automatic systems are not functioning as required. Irrigation practices described in Section 24 shall apply to trees, shrubs, turf, and ground cover.
viii. Diversion requirements: In keeping with State mandated requirements, the LMD strives to exceed diversion obligations to keep green waste from the landfills.
Contractor shall mulch and use on site 85% of the green waste generated by above referenced zones. Contractor requirements for this program shall include a Vermeer 1500 chipper or equivalent for use on site at a minimum of twice per week. Contractor shall report the total tons of green waste generated and the number of tons diverted from the landfill annually to the City’s Environmental Services Office. The goal will be at least 85% diversion.
ix. Recycling: Recycling of plant debris by composting and/or maintaining a minimum 2‐ inch layer of mulch under all trees and around all shrubs/groundcover. A minimum 3‐ inch layer in all open areas is strongly encouraged. Mulch purchased by the LMD will be disbursed with the above requirements by Contractor who will provide the labor at Contractor’s expense.
x. Renovation: Renovate ground covers according to prescribed practices in the industry as needed to maintain a healthy vigorous appearance and growth rate. When ground covers and perennials have grown where they completely fill the space in which they were planted and have started to deteriorate, i.e., less flowering, dying out, smaller plants, they shall be renovated. (Renovation shall include removing said plants, amending the soil, dividing plants as necessary and replanting to maintain a healthy, vigorous appearance and growth rate.)
19. TREE CARE
19.1 Contractor under the terms of this agreement at his sole expense shall perform the following services:
i. Tree Maintenance
1. All trees in the Zone, regardless of the overall stature, from the base up to the first twelve (12) feet shall be maintained free of all dead, diseased and damaged branches back to the point of breaking as per contract. Wound dressings are never used on any tree pruning cuts. Contractor will be responsible for all maintenance as it pertains to trees up to twelve (12) feet tall. Contractor will be responsible for removal of trees up to twelve (12) feet tall as directed by Special Districts. Root removal may be considered Additional Work at the discretion of Special Districts.
2. All sucker growth is to be removed from trees as it occurs.
3. Maintain an eight (8) foot clearance for branches overhanging walkways and public sidewalks. Maintain a six (6) to eight (8) foot clearance for all other trees that are in maintained areas (i.e. turf, slopes, etc.) and that are taller than twelve (12) feet or as otherwise directed by Special Districts.
4. Report insects and tree diseases to Special Districts Inspector.
5. Stake and support all replacement trees and replace stakes which have been broken or damaged on existing trees.
6. Tree stakes shall be pentachloraphena treated pole pine, not less than 8 feet in length for 5‐gallon size trees and not less than 10 feet for 15‐ gallon trees sizes (two per tree), no galvanized stakes.
7. Commercially available tree rubber ties are to be used unless there is a need for guy wires. All trees tied in two locations – top and bottom. Stakes will not be placed closer than twelve (12) inches from the top tie on the tree trunk.
8. Stakes and ties will be placed so no chafing of bark occurs and shall be checked frequently and retied to prevent girdling.
9. Broken branches are to be removed immediately whether they are in the tree and reachable within twelve (12) feet, or on the ground. Branches exceeding a size which can be removed by using a standard pickup truck may be considered Additional Work (See Section 4) at the discretion of Special Districts.
ii. Fertilization: May be required at the direction of Special Districts to apply fertilizer within drip line at least once per year (during the months of March or April) to provide a healthy color in all plants. Fertilizer should, at the direction of LMD, be a balanced organic 10‐6‐4 ratio with trace element. Contractor shall provide Special Districts with two (2) weeks notification prior to the fertilizer application. iii. Permits: If a permit is required for tree pruning, Contractor will obtain a permit prior to commencement of work by Contractor.
iv. Tree Replacement: All trees permanently damaged as a result of action or negligence by Contractor will be replaced as provided for under Section 5 with the identical species of tree existing previously, unless otherwise notified in writing by Special Districts. The need for and the size of replacement will be determined by Special
Districts at the monthly maintenance inspection meeting or upon written notification.
Size of the replacement shall be of a like size. Substitutions will require prior written approval by Special Districts. Original plans and specifications should be consulted to ensure correct identification of species. All newly planted trees installed by Contractor are the responsibility of Contractor to maintain and guarantee healthy establishment for a period of one (1) year. Any trees installed by others will be the responsibility of the Contractor when special care or accommodations are required during the establishment period for a period of 90 days, then thereafter to receive maintenance (up to 12 feet) as part of the overall inventory of the zone. v. Olive Tree Spraying: Ornamental olive trees shall be sprayed to prevent fruit set by use of “Maintain,” "Florel" or other approved product. Two (2) applications shall be required 7‐10 days apart. The first application shall be applied when ½ to ¾ of the olive blooms are open (sometime between April 1 and May 10). Both spray applications shall be put on using a power sprayer with a minimum of 150 psi. pressure. The Landscape Maintenance District’s Tree Maintenance contractor will provide most of the chemical applications to trees. If (landscape) Contractor provides this service it will be considered “Additional Work.”
vi. Fireblight Treatment: Preventative Fireblight treatment for Pyrus Kawakamii to consist of spray application between October 1 and mid‐November. Post treatment to consist of pruning out dead wood, sterilizing pruning tools after each cut.
Preventative Fireblight treatment for Platanus to consist of two applications and possibly a third application, depending on the effectiveness of the previous application. The first application shall occur in February, during the budding stage.
The second treatment shall occur in March, during the juvenile growth stage of the leaf. The third application shall occur in April if there is evidence of blight after mature growth of leaf. Materials used shall be of an approved type by the County Agriculture Department. If (landscape) Contractor provides this service it will be considered “Additional Work” (See Section 4).
vii. Oak Tree Pruning Permit: All cuts over 2 inches in diameter on Oak Trees will be done by the Landscape Maintenance Tree Maintenance contractor. All other cuts on Oak Trees shall be made to ISA standards with an Oak Tree Pruning Permit per City Municipal Code by (landscape) Contractor or their Subcontractor. Special Districts will procure Oak Tree Permits once work is approved.
viii. Tree Pruning/Trimming: All tree trimming/pruning will be done in accordance with the standards established by the International Society of Arboriculture (ISA) and ANSI 300 Best Management pruning practices.
ix. Street Tree Wells: Contractor is responsible to keep all tree wells within the LMD Zone boundaries weed‐free and maintain tree well irrigation system in accordance with Section 24 of this Scope of Work. Mulching of tree wells is required as needed and/or as directed by Special Districts.
20. NATURAL, BRUSHED, MANUFACTURED, HYDROMULCHED SLOPE/LAND CARE
20.1 Natural areas or riparian corridor areas in these zones are open space areas that have minimal usage due to the sloping character of the land and/or the rugged landscape
materials that are native to the land. Contractor will provide periodic maintenance, according to routine scheduling, consisting of trash, brush or other debris removal.
Contractor at his cost will visually inspect these areas throughout the year as scheduled, providing pick up and removal of any debris or trash. Waste disposal costs will be allowed for larger items as determined by Special Districts.
20.2 Contractor at his cost shall be responsible for all inclusive weed abatement, maintaining the brushed slope areas throughout the year in accordance with the below‐identified height of weeds, dead wood removal in accordance with the 100’‐200’ clearance from dwellings or structures requirement or as otherwise pursuant to Los Angeles County Fire Code. A copy of current requirements can be referenced at the following website:
https://www.fire.lacounty.gov/.
20.3 These slope areas are hillside areas and are designed to meet the Los Angeles County Ordinances for fire retardation. These areas generally occur in sloping terrain with gradients ranging 10 percent to 100 percent. Slopes are either manufactured or natural.
The natural slopes have been brushed to remove certain plant materials. Manufactured slopes have been hydromulched or planted in accordance with applicable County Ordinances. Use of these areas by the residents should be minimal.
20.4 Contractor shall perform, under the terms of this agreement, at their sole expense, the following services for the maintenance of the natural slopes, which requires that the weeds and native brush be:
a. Clipped to a height of 2 to 4 inches for a distance of at least 100 feet ‐ 200 feet or as required by Los Angeles Fire Code from a dwelling or structure and all debris removed from the site at Contractor’s cost. b. Dead wood from woody plants shall be removed and/or trimmed when the area is brushed. May be required at the direction of Special Districts to apply water within the cleared zone only as needed during fire season to maintain sufficient moisture content for sustenance of the plants and to inhibit combustion. Remove all debris from this operation off the LMD property. Weeding shall commence immediately following the rainy season once the growth of weeds has reached a maximum of 12 inches in height or when the County Fire Marshall has determined that a fire hazard condition exists.
c. When weeding or brush removal is required, the required weeding shall be completed as soon as possible and shall be completed throughout an LMD within a maximum period of 30 days.
d. Contractor shall be responsible for maintaining the brushed slope areas throughout the year in accordance with the above‐identified height of weeds, dead wood removal and distance from dwellings or structures requirements.
This may require that certain areas will need additional brushing as directed by the County Fire Marshall. If the Fire Marshall determines additional brushing is necessary Contractor
will be paid additional compensation at the rate specified in the form of this RFP.
Contractor at his expense shall remove weeds to a distance of 30 feet measured from any sidewalk adjacent to a fire protection area twice a year.
20.5 Where reference is made to weeding, brushing, or clearing within 100 feet of a structure, it is intended that the space between the structure and the private property line is the responsibility of the owner of the property except where Special Districts has accepted an easement to maintain a portion of the private lot. As an example, assume a private residential lot has a depth of 100 feet, the rear or side of which abuts a fire protection slope. Assume that the structure is set back 20 feet from the property line abutting this slope. Contractor’s responsibility is within the portion or balance of the 100 feet outside of the private property boundary, or, in this case, 80 feet. However, Special Districts is responsible for those areas where an easement has been accepted by Special Districts over a portion of a private lot. Consult with Special Districts for any questions regarding these areas.
20.6 The maintenance of the manufactured slopes requires that the planted slopes be weeded on a regular basis throughout the year. Planted slopes which were not hydroseeded shall be kept weed free at all times and the use of chemicals is permitted. Planted slopes that were hydroseeded require
weed removal by hand as the use of chemicals or machines (such as trimmers) are not permitted. The removal of weeds by hand shall be performed throughout the term of the maintenance contract. Contractor shall program the irrigation system to deliver sufficient moisture within the root zone of trees and shrubs to sustain growth. Contractor shall be responsible for any damage to slope areas caused by excessive watering practices or to plant material caused by lack of water. Plants and trees shall be fertilized in accordance with the requirements of Sections 18 and 19 of this Scope of Work.
21. USE OF INTEGRATED PEST MANAGEMENT (I.P.M.)
21.1 Materials (Biological insects) shall be at Contractor’s cost plus no more than 15%, as necessary for integrated pest management (IPM) and Contractor at his expense under the terms of this agreement will provide the labor.
i. Integrated Pest Management (IPM): Integrated pest management (IPM) is a pest management strategy that focuses on long‐term prevention or suppression of pest problems with minimum impact on human health, the environment, and non‐target organisms. Preferred pest management techniques include encouraging naturally occurring biological control; using alternate plant species or varieties that resist pests; selecting pesticides with a lower toxicity to humans or non‐target organisms; adopting cultivating, pruning, fertilizing, or irrigation practices that reduce pest problems; and changing the habitat to make it incompatible with pest development.
Pesticides are used as a last resort when careful monitoring indicates that they are needed according to pre‐established guidelines. When treatments are necessary, the least toxic and most target‐specific pesticides are chosen. Implementing an integrated pest management program requires a thorough understanding of pests, their life histories, environmental requirements, and natural enemies, as well as establishment of a regular, systematic program for surveying pests, their damage, and
other evidence of their presence. IPM has been mandated on Federal property since 1996 by Section 136r_1 of Title 7, United States Code, and is cited in Title 41 of the Code of Federal Regulations (102‐74.35) as a required service for agencies subject to the authority of the General Services Administration. Contractor will develop an IPM program for work covered by this statement of work.
ii. Chemical Application: All work involving the use of chemicals will be accomplished by a State of California Certified or Licensed pest control operator. A written recommendation by a person possessing a valid California Pest Control Advisor License is required prior to chemical application.
iii. Permits: All chemicals requiring a special permit for use must be registered by Contractor with the County Agricultural Commissioner’s Office and a permit obtained with a copy to Special Districts, prior to use. A copy of all forms submitted to the County Agricultural Commissioner shall be given to Special Districts on a timely basis.
iv. Compliance with Regulations: All regulations and safety precautions listed in the “Pesticide Information and Safety Manual” published by the University of California will be adhered to.
v. Pest Control: Control of ground squirrels, gophers, and other burrowing rodents by trapping and/or eradication will be provided by Special Districts. Contractor is not responsible for this service. Whenever holes are visible upon the surface, these holes shall be filled and securely tamped to avoid moisture runoff entering the holes by the County Agricultural Department who will provide pest control for Special Districts.
This procedure shall be followed in all areas, especially within all slope areas.
Contractor is responsible for notifying Special Districts upon detecting a need for rodent control.
22. GENERAL CLEAN‐UP
22.1 Contractor shall at his sole expense under the terms of this agreement perform the following services:
i. Trash Removal: Contractor shall provide a trash pickup schedule for approval by Special Districts. Contractor shall pick up trash and accumulated debris from the site on a regularly scheduled rotation approved by LMD staff in advance. Contractor may be required to remove small to medium sized trash and refuse (Furniture, appliances, etc.) which would fit into a standard pick‐up truck. Waste disposal costs will be allowed for larger items as determined by Special Districts. Removal of larger items would be considered “Additional Work” and subject to the terms of Section 4. ii. Curb and Gutter Maintenance: Contractor is responsible for removal of weeds and grass from curb and gutter expansion joints (up to 2’ from curbs including medians) at all times.
iii. Fence Clearance: Contractor is responsible for removal of weeds and grass from within 18” of any fence or wall within the areas under Contractor’s maintenance at all
times.
iv. Walkway and Crack Maintenance: Walkways, if any, will be cleaned immediately following mowing and edging and cleaned by use of power sweeping or blower equipment at a minimum of once per week or as needed. This includes removal of all foreign objects from surfaces such as:
1. Gum,
2. Animal feces,
3. Grease,
4. Paint,
5. Graffiti,
6. Glass and debris
7. All walkway cracks and expansion joints shall be maintained weed and grass free at all times.
v. Removal of Leaves: Accumulations of leaves that cannot be incorporated into mulch layers shall be removed and properly disposed of not less than once per week. This includes the accumulation of leaves/debris at the base and lower branch structures of shrubs.
vi. Diversion: Contractor will be responsible for creating and implementing a written program to divert a minimum of 85% all green waste from landfills. The program should include, but not be limited to, mulching and composting. Contractor shall report the total tons of green waste generated and the number of tons diverted from the landfill annually to the City’s Environmental Services Office. The goal will be at least 85% diversion.
vii. Drainage Systems & Maintenance: The following services shall be provided by Contractor at their expense per Contract Agreement except as otherwise provided for:
1. All drains and catch basins shall be free of silt and other debris at all times.
Contractor shall insure all drainage devices within LMD are functioning properly at all times
2. All LMD area surface drains (“V” ditches), shall be kept clear of debris at all times so that water will have an unimpeded passage to its outlet.
Contractor will not flush dirt or debris into the storm drain system per the City’s National Pollutant Discharge Elimination System (N.P.D.E.S.) permit.
All debris will be collected and disposed of properly.
3. All LMD area sub‐surface drains (except storm drains), shall be periodically flushed with water to avoid build‐up of silt and debris. All inlets to sub‐ surface drains shall be kept clear of leaves, paper, and other debris to ensure unimpeded passage of water. Every attempt will be made to prevent debris from continuing into the City’s Storm Drain system including the use of sand bags, straw bales or other Best Management Practices (B.M.Ps)
4. If the sub‐surface drainage backs up or is blocked due to lack of periodic
flushing of silt and debris as stated above, Contractor shall be responsible at their cost for plumbing services to clear the drain.
5. Disposal of green waste or other debris into catch basins, drains or Storm Drains is prohibited. Such action could result in termination of maintenance contract.
23. MAINTENANCE INSPECTIONS
23.1 Contractor shall perform a maintenance inspection of all facilities on a bi‐weekly basis within the LMD during daylight hours. Such inspections shall be both visual and operational. The operational inspection shall include operation of all sprinklers, lighting and other mechanical systems to check for proper operational condition and reliability.
Contractor is required to input non‐contractual service request information into the City’s “Resident Service Center” at: http://user.govoutreach.com/santaclarita/faq.php
23.2 Contractor shall be expected to meet on site with an authorized representative of Special Districts for a walk‐through inspection. Said meeting shall be at the convenience of Special Districts and may include residents of the community. Special Districts may notify the appropriate local representatives of the time and place of each walk‐through inspection at a minimum of one (1) week prior to the date of inspection. In addition, bi‐weekly interim inspections may be made by Special Districts if deemed necessary by LMD Staff.
24. WATER MANAGEMENT AND IRRIGATION SYSTEM MAINTENANCE OR REPAIR
24.1 All irrigation systems within the LMD areas designated in this Scope of Work will be repaired and maintained with all‐inclusive labor and equipment required for proper operation by the Contractor. Irrigation repairs will be completed within 24 hours, with exception of main line breaks.
24.2 For all irrigation repairs, including main lines, all irrigation parts will be reimbursed at no more than a 15% mark up over Contractor’s cost. Contractor must provide invoices upon request of Special District Staff. Failure to provide copies of invoices may result in delay of payments to Contractor. Contractor shall adhere to the Irrigation Association, Best Management Practices (BMP’S) at:
http://www.irrigation.org/uploadedFiles/Standards/BMPDesign‐Install‐Manage.3‐18‐ 14(2).pdf
i. Scope of Responsibility: Contractor shall maintain (repair and/or replace as needed) and keep operable all irrigation equipment consisting of but not limited to:
1. Irrigation Programming
2. Irrigation Station Identification/Location
3. Irrigation Heads
4. Remote Control Valves
5. Flow Sensors
6. Flow Sensor Programming
7. PVC Piping (Including mainline and laterals)
8. Quick Couplers
9. Risers
10. Swing Joints
11. Check Valves
12. Irrigation Booster Pumps
13. Solar Controllers/Valves
14. Battery Operated Controllers/Valves
15. Valve Boxes, Quick Coupler Boxes, Etc.
16. Irrigation Controller Programming and Setup
ii. Replacement Requirements: Replacements will be of original materials or substitutes approved by Special Districts in writing prior to any installation. iii. Extent of Responsibility: Contractor will be responsible for immediate maintenance (repair or replacement) of all irrigation systems. Contractor will be responsible at all times for hand watering and the bleeding of valves in emergency situations as required to sustain and prevent loss of turf, trees, shrubs, annuals, perennial plants, and ground covers or when automatic systems are not functioning properly. iv. Ordinances: All materials and workmanship will be in accordance with the applicable City Plumbing Ordinances. Where the provisions of the Scope of Work exceed such requirements, the Scope of Work shall govern.
v. Controllers: Contractor will be responsible for the control of Smart Water Application Technologies (SWAT) certified weather‐based controllers or equivalent, controller programming through Contractor’s office via a desk top or any wireless computer, or hand‐held device. The LMD will provide a password for access. vi. Inspections: Landscape Maintenance District Consultants/Inspectors will spot check controller schedules on each inspection of a district to assure compliance with irrigation program standards. At a minimum, Contractor shall conduct a complete irrigation system inspection on a quarterly basis.
24.3 Contractor will be responsible to complete the following WeatherTrak training through HydroPoint University. Proof of completion to be provided with proposal submission.
Additional trainings are available and participation is encouraged.
Level 1 – WeatherTrak Basic Systems Training
24.4 Controllers:
24.4.1 All controllers shall be adjusted as needed for optimum performance considering
the water requirements of each remote control valve (irrigation station). “Smart” or “weather based” controllers shall be configured to water in the “AUTO MODE” or “ET MODE” when available. Plant establishment periods do not apply to this requirement and should be scheduled accordingly. Contractor is responsible for adjusting the controller parameters/attributes in order to irrigate efficiently and each valve shall be customized for the needs of the plant material. Excessive watering or excessive runoff shall not be permitted.
24.4.2 Contractor will be responsible for the control of Smart Water Application Technologies (SWAT) certified weather‐based controllers or equivalent, controller programming through Contractor’s office via a desk top or any wireless computer, or hand‐held device. The LMD will provide a username/password for access.
24.4.3 Response to WeatherTrak Alerts by category shall be made within the time frames listed below. Failure to comply with response times will be considered a deficiency and may be subject to a deduction from payment in the amount up to five hundred ($500.00) dollars for each instance where an alert is not resolved within the time frame.
24.4.3.1 Severe Alerts to be resolved within 24 hours.
24.4.3.2 Major Alerts to be resolved within 5 working days
24.4.3.3 Critical Alerts to be resolved in an acceptable timeframe to ensure health of plant material.
24.4.4 Contractor will provide their own irrigation remote (receiver and transmitter) for control of the Rain Master, Calsense, LEIT (solar), WeatherTrak or other industry standard controllers not listed. The City requires the Promax universal irrigation remote or other “smart phone” technology for its use in field testing and operation of all irrigation systems for the LMD areas. Use of this device will conserve water consumption, provide for more cost‐effective maintenance of irrigation systems, and assure all parties concerned that the automatic system is operating at maximum efficiency. Special Districts’ inspectors may use this device in their inspections to verify that irrigation systems are functioning properly. The bleeding of valves and hand watering are to be used in emergency or testing situations, not for normal or day‐to‐day inspections.
24.4.5 Consideration must be given to the soil conditions, seasonal temperatures, wind conditions, slope, humidity, and the relationship of conditions which affect irrigation. This may include daytime watering during winter weather to prevent icy conditions and manual operation of the irrigation system during periods of windy or inclement weather. During freezing and/or windy conditions, automatic irrigation shall be paused until normal conditions exist. No watering medians in windy conditions, to avoid drift and wetting vehicles.
24.4.6 Contractor shall be responsible for data input with regards to irrigation station reference in the programming function of the central server or at the controller.
Example: Station 1 ‐ SE Corner of parking lot, Turf NW of restroom, Shrubs on large slope, etc.
24.4.7 In areas where wind creates problems of spraying water into private property or road right‐of‐ways, the controllers shall be set to operate during the period of lowest wind velocity which would normally occur at night (between the hours of 9:00 p.m. and 7:00 a.m.).
24.4.8 Contractor shall be responsible for monitoring all irrigation systems within the jurisdiction of this Specification and correct for coverage, adjustment, clogging of lines, and removal of obstacles, including plant materials which obstruct the spray. Monitoring shall be scheduled for all systems at minimum 1x monthly.
24.4.9 Check systems, as needed, for optimum performance and adjust and/or repair any sprinkler heads causing excessive runoff, including slope areas, or which throw directly onto roadway paving or walks (where sprinkler heads can be adjusted).
24.4.10 Contractor is to maintain the watering schedule in “AUTO” mode which will equal the evapotranspiration rate based on topography, soil type, plant material, season or climatic factors. Contractor shall notify The City of Santa Clarita of any schedule changes.
24.4.11 Contractor shall utilize “cycle & soak” in programming in order to eliminate excessive run‐off.
24.4.12 Scheduled operation other than 9:00 p.m. to 7:00 a.m. must be approved by The City of Santa Clarita.
24.4.13 When available, copies of controller maps shall be kept in enclosures at all times.
24.4.14 Contractor is responsible for maintenance of the interiors of controller enclosures and shall be kept clean free of debris and pests, regardless of condition(s) at time of contract award.
24.4.15 Contractor shall be responsible to notify The City of Santa Clarita of any additional water requirements to the landscape which is outside of the “AUTO” scheduled program application.
24.4.16 It is the responsibility of Contractor to keep the plant material alive. If this requires an extra application of irrigation water, Contractor is to make the necessary adjustments and immediately notify The City of Santa Clarita upon doing so.
24.4.17 Only the City of Santa Clarita staff, City Monitors, Contractor Supervisor/ Foreman or Irrigation Technician will have access to all controllers. Enclosures will be locked/padlocked at all times.
24.4.18 Contractor shall test the soil in turf and groundcover areas and around all trees and shrubs monthly or as necessary with soil probes to determine that the proper amount of water is being applied at all times. This information should be used to adjust watering times on the controller and supplemental hand or deep watering as necessary.
24.4.19 Contractor shall make adjustments to the water programs to compensate for irrigation heads on each system, soil type and permeability, wind condition, orientation to the sun, air temperature, season, and logistical considerations
24.4.20 Once the irrigation system has been adjusted to only irrigate the planting areas it was designed to irrigate, Contractor shall then monitor the irrigation watering application time to determine the length of time each system runs until irrigation runs off the landscape area. This information will then be used to establish “cycle & soak” parameters.
24.4.21 The maximum run time should then be set a minimum of one minute less than the time it takes for run off to occur. This will establish the maximum run time for each valve, with full sun exposure. Adjust valves with partial shade or full shade to have less run time than the systems in full sun.
24.4.22 It is required that soil conditions be constantly monitored with a soil probe to ensure that over‐saturation of the soil does not occur.
24.4.23 In addition to the soils condition, the individual plant material requirements must be considered. As the plant material becomes established, a reduction in the frequency of watering should be implemented to harden‐off the plant material while maintaining it in a healthy condition.
24.5 Operation of System:
24.5.1 As a standard practice, Contractor shall formally acknowledge receipt of the irrigation System within the first 60 days of the notice to proceed. It is the Contractor’s responsibility to conduct a full‐scale irrigation audit/assessment to determine deficiencies in the system and make recommendations for repair(s).
24.5.2 Contractor will be responsible for immediate maintenance (repair or replacement) of all irrigation systems. Contractor will be responsible at all times for hand watering and the bleeding of valves in emergency situations as required to sustain and prevent loss of turf, trees, annuals, perennial plants, and ground covers when automatic systems are not functioning.
24.5.3 Irrigation system will be controlled by Contractor in such a way as not to cause an excessively wet area which could interfere with Contractor’s ability to mow/maintain landscaped areas.
24.5.4 All irrigation systems shall be personally inspected by Contractor a minimum of once per month to verify effectiveness of sprinkler operation. The appropriate Irrigation Inspection Form must be filled out per controller and submitted to The City of Santa Clarita LMD for review.
24.5.5 Contractor shall adjust and clean as necessary all sprinkler heads, valves and pressure regulators to continue operation at maximum efficiency and performance.
24.5.6 All materials and workmanship will be in accordance with the City Plumbing Ordinances if/when applicable.
24.5.7 Sprinkler heads in turf areas shall be kept clear of overgrowth, which may obstruct maximum operation. No chemical spraying or growth inhibitors around head shall be allowed.
24.5.8 Contractor shall be responsible for trimming plant material and making necessary adjustments to riser heights as growth rates indicate.
24.5.9 Contractor shall be responsible for hand‐watering any pots not provided with an irrigation system to maintain plants and promote optimum growth.
24.5.10 Adjustments in operating pressure for spray and rotor type heads shall be followed per manufacturer’s recommendation to provide optimum efficiency unless instructed otherwise by The City of Santa Clarita.
24.5.11 Contractor shall be required to walk each site upon request by The City of Santa Clarita representative a minimum of one time per quarter to inspect the operation of the irrigation system.
24.5.12 Plant damage or loss resulting from the failure to promptly report irrigation system failure shall be considered Contractor negligence and such plant material shall be repaired or replaced at Contractor expense.
24.5.13 All hand watering performed with a hose shall require the hose to have a flow control that will allow the operator to turn the hose off between watering areas to minimize any wasted water.
24.5.14 Contractor shall be responsible for monitoring all project irrigation systems and should correct coverage, head adjustments, clogged lines, loose staking of heads and pipes, and obstacles, including plant material, which obstruct the spray.
Make all necessary adjustments to heads that spray onto roadways, walks, walls, and patio areas or out of intended area of coverage. Contractor shall clean and adjust sprinkler heads as needed for proper coverage. Each system should be operated via remote control and observed on a regular basis.
24.5.15 During extremely hot weather, long holiday periods, and during or following breakdown of systems, Contractor should provide adequate personnel and materials as required to adequately water all landscaped areas at no extra cost to The City of Santa Clarita. When breakdowns or malfunctions exist, Contractor should water manually by whatever means necessary to maintain all plant materials in a healthy condition. Overly wet or dry conditions should not be permitted to develop.
24.5.16 Once a year, Contractor shall clean all controller cabinets and valve boxes, remove intruding soil and replace gravel as needed.
24.5.17 Testing, certification and service of the backflow prevention devices on the irrigation systems shall be done by a certified tester as provided by The City of Santa Clarita.
24.5.18 Contractor shall not repair, manipulate or remove backflow devices unless prior authorization has been received by a City of Santa Clarita representative.
However, Contractor is permitted to make use of shutoff valves located on or near backflow devices in the event of a mainline break and/or maintenance.
24.5.19 Contractor shall notify the LMD office immediately should a backflow prevention device malfunction occur.
24.5.20 Landscape Maintenance District Consultants/Inspectors/City staff will spot check
controller schedules on each inspection of a district to assure compliance with irrigation program standards. Contractor shall conduct a complete irrigation system inspection for each district at minimum of twice a year.
24.5.21 Contractor shall observe and note any deficiencies occurring from the original design and review these findings with Special Districts, so necessary improvements can be considered.
24.6 Repairs:
24.6.1 All pop‐up heads should be assembled on triple swing joints.
24.6.2 When irrigation heads, risers, nozzles, etc. break, they will be replaced with like for like irrigation heads. Uniformity is of the utmost importance.
24.6.3 All remote‐control valves shall be Superior 950DW brass valves unless other(s) are accepted by LMD staff.
24.6.4 Contractor shall repair all leaking or defective valves immediately upon occurrence, or within 24 hours following notification from LMD of such a deficiency.
24.6.5 Malfunctions of any nature which are deemed to be the fault of materials or workmanship still covered under original installation guarantee shall be reported immediately to The City of Santa Clarita.
24.6.6 Contractor shall submit itemized irrigation invoices for repairs, per LMD Zone on an as needed basis.
24.6.7 Repair logs shall be maintained and will include date of repair, nature of repair, and itemized list of materials for clarity. Site map/photo documentation to illustrate location of repair, photo of site condition, and work completed shall be included with repair log(s).
24.7 Conservation: The City of Santa Clarita may conduct monthly water management meetings with Contractor to review all controllers with irregular usage and situations where water consumption is excessively high. All plant stress or loss due to under‐ watering or over‐ watering will demonstrate contractor neglect and cost to replace said material will be at Contractor’s sole expense.
The City of Santa Clarita may conduct monthly Water Management Meetings with Contractor to review any penalty charges that were caused by the Contractor’s inability to properly manage water allocations, when applicable. Contractor will be responsible for paying all water penalties incurred on each water meter for all overages exceeding allocation established by the respective water purveyor. The City of Santa Clarita may waive specific penalties at its sole discretion.
The City of Santa Clarita takes Water Conservation very seriously and will not tolerate mismanaged or neglected water delivery systems.
24.8 Contractor shall provide WeatherTrak generated reports called “Controller Inventory
Reports” at the request of City Staff. The first report will be due 30 days after the start of this Agreement and updated every two weeks. At a minimum, the report shall identify each irrigation controller subject to this Agreement, the location, alert status, and confirm the controller is “online”. Failure to provide a completed report on time will be considered an incomplete work item and may be subject to a deduction from payment in the amount up to five hundred ($500.00) dollars.
24.9 Water Budgets: In order to ensure efficient and responsible water management with regards to landscape irrigation, the City of Santa Clarita Special Districts office may require the following:
When water budgets have been established for each individual service area within a Landscape Maintenance District Zone (specifically water meter and/or point of connection), Contractor shall not exceed the Maximum Applied Water Allowance (MAWA) as established by State Assembly Bill 1881, Model Water Efficient Landscape Ordinance (MWELO).
http://www.water.ca.gov/wateruseefficiency/landscapeordinance/
When water budgets and/or tiered rate structures are enforced by individual water purveyors such as; Valencia Water Company, Newhall County Water District, Santa Clarita Water Division, Castaic Lake Water Agency, or SCV Water, Contractor shall not exceed the monthly allocation(s) as set forth by the service provider for each individual service area within a Landscape Maintenance District Zone, specifically water meter and/or point of connection.
Failure to comply with water budgets may lead to monetary penalties up to the costs of the excessive use which exceeds the water budget(s), efficient tier, or any “penalty” tier the City of Santa Clarita is subjected to.
25. MAINTENANCE AND REPAIR OF HARDSCAPE, SERVICE ROADS, AND DRAINAGE SYSTEMS
25.1 Hardscape surfaces, walkways, decomposed granite and service roads, if any, shall be maintained by Contractor so as to keep the integrity of the walking and/or driving surface in a safe, unimpaired condition. Contractor may not use Subcontractors not included with the proposal submission without written approval of Special Districts Staff. Any unsafe condition of a walkway or service road shall be reported immediately to the LMD Monitor or directly to City Staff. See also Section 22.01 g.
25.1.1 Contractor may be responsible for total replacement or repair of hardscaping and/or plant replacement if damage occurs due to Contractor’s negligence or by accidental damage within maintenance operation.
25.1.2 Contractor will be required to keep decomposed granite (DG) areas and pathways free of soil, litter, debris, and weeds. Any areas in need of repair or fill should be reported and a proposal provided to bring the area back to an acceptable condition.
25.1.3 Contractor shall be responsible for sweeping/blowing all hardscape surfaces within the contract boundaries on a regularly scheduled routine approved by LMD Staff or
as requested by Special Districts. All debris must be collected and removed.
25.1.4 Disposal of debris by blowing into roadways, sidewalks, or other areas is prohibited and may be cause for contract termination or a deduction in payment as described in Section 10.04 a.
26. GRAFFITI ERADICATION AND CONTROL
26.1 Contractor may be responsible to remove small amounts of graffiti (license plate size) as it appears upon any of the walkways, paseo overpasses and underpasses, walls, fences, or any appurtenant structures or equipment within the areas under Contractor’s maintenance. Special Districts Monitor will be informed of all graffiti immediately upon discovery. Contractor is required to input graffiti information into the City’s reporting system at:
http://www.santa‐clarita.com/city‐hall/departments/administrative‐ services/technology‐ services/egraffiti
26.2 All materials and processes used in graffiti eradication shall be non‐injurious to surfaces and adjacent District property and approved by Cal‐OSHA. Materials and processes used must be approved by LMD prior to use.
27. FUTURE/ADDITIONAL MAINTENANCE AREAS
27.1 For the maintenance of future/additional maintenance areas that have been accepted by the City, Contractor to provide pricing consistent with the Cost Proposal Template and Additional Pricing in this document for similar landscape/terrain.
RESPONSE FORMAT AND SELECTION CRITERIA
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
1. RESPONSE FORMAT ‐ The organization of the response and cost files is described in this section of the RFP. All potential vendors must follow this format.
1.1. RESPONSE FILE:
1.1.1. Introduction ‐ A general introduction and description of the proposal shall be provided. The format of the introduction is at the discretion of the contractor.
1.1.2. Background ‐ Provide insight to your company and its resources. Explain the company background and philosophy and what qualifies this company to be a successful candidate for the City’s contract.
1.1.3. Scope of Work ‐ Describe the work program. Identify how the objectives of the specifications will be performed. Relate the business practices to the specific tasks required and explain the proposed method for adhering to the landscape maintenance requirements. Include contractor’s approach to the areas of pro‐ activeness, responsiveness, familiarity with common concerns of the LMD areas, problem resolution, and any other areas that explain how the work will be performed and managed.
1.1.4. Schedule ‐ Describe the time schedule for each proposed task and area rotation.
Provide staff descriptions and quantity on daily, weekly, monthly, and seasonal timelines. Proposed work periods and completion dates, as well as any anticipated meeting dates, should also be identified.
1.1.5. Personnel, Equipment, and Facilities ‐ Describe the personnel qualifications, equipment to be provided, and numbers of both dedicated to the areas for this contract. Explain/show the reasoning for the type, number and composition of staff and equipment for this contract and how the cost of such provides adequate or superior value to the contract.
1.1.6. Exhibits ‐ These documents are required and can be referred to throughout the proposal documentation. However, expansion on all aspects listed above is strongly encouraged.
1.1.6.1. Exhibit C – Violation Records
1.1.6.2. Exhibit D – Proactive Approach Form
1.1.6.3. Exhibit E – Designation of Subcontractors –if none, write “n/a”; Do NOT leave blank
1.1.6.4. Exhibit F – References Page
1.1.6.5. Exhibit G1 & G2 – must be completed (use additional sheets if needed)
1.1.6.6. Exhibit H – Equipment Requirement Acknowledgment
1.1.6.7. Exhibit I – Certifications: Required certificates/licenses –
1.1.6.7.1. Proof of Contractor’s License – license number will suffice
1.1.6.7.2. Required certificates/qualifications (as identified in solicitation including, but not limited to, Contractor’s License C27, WeatherTrak training completion)
1.1.6.8. Exhibit J – Acknowledgement & Acceptance of Specifications
1.1.6.9. Exhibit K – Notice to Proposers Regarding Contractual Requirements
1.1.6.10. Maintenance Schedule(s) – Daily, Weekly, Monthly, Semi‐Annual, Annual (see examples in Attachments A & B)
1.1.6.11. Rotation Schedule (Maintenance Map showing frequency of work within designated areas/sections)
1.2. COST FILE
1.2.1.1. Exhibit A – Cost Proposal Pricing must be entered into line items section of BidNet.
1.2.1.2. Exhibit B1 & B2 – Additional Pricing
2. PROPOSAL EVALUATION AND CONTRACTOR SELECTION ‐ An evaluation panel comprised of representatives from the requesting department will evaluate all proposals to determine responsiveness to the RFP. The panel will recommend the selection of the responsible Proposer whose proposal is most advantageous to the City. Accordingly, the City may not necessarily make an award to the Proposer with the highest technical ranking nor award to the Proposer with the lowest Price Proposal if doing so would not be in the overall best interest of the City.
The overall criteria are listed below. As proposals are considered by the City to be more equal in their technical merit, the evaluated cost or price becomes more important so that when technical proposals are evaluated as essentially equal, cost or price may be the deciding factor.
2.1. SELECTION CRITERIA
2.1.1. Value: Cost in relation to manpower. What makes the contractor the best candidate to provide the services requested. (Includes but not limited to Exhibits A, B1, B2, D, G1‐G2)
2.1.2. Team Composition: Contractor qualifications, staff qualifications, and number of staff provided. (Includes but not limited to Sections 1.06, 1.12, & 1.15, Exhibits E & G1‐G2)
2.1.3. Rotation Schedule: Use and mobilization of resources. Proposed timeline to service all
areas.
(Includes but not limited to as described in Section 1.06 & 10, & Attachments A & B)
2.1.4. Acknowledgement & Successful Understanding of Bid/RFP Scope of Work:
Proposed method and guidelines for adhering to the landscape maintenance requirements to include but not limited to: Description and clarity of approach in the areas of pro‐activeness, responsiveness, familiarity with common concerns of the LMD areas and problem resolution. (Includes but not limited to Exhibits D & J)
2.1.5. Cost of services provided (Exhibits A & B1‐B2)
2.1.6. References (Included but not limited to Exhibits C, F & I)
2.2. During the selection process, the evaluation panel may wish to interview bidders with scores above a natural break. Should an interview process take place the results of the interview will carry great weight in the selection process. The City reserves the right to make a selection solely on the basis of the proposals without further contact.
SECTION C
Sample Contract
SAMPLE CONTRACT
MAINTENANCE AGREEMENT
BETWEEN
THE CITY OF SANTA CLARITA
AND
FOR
THIS MAINTENANCE AGREEMENT (“Agreement”) is made by and between the CITY OF SANTA CLARITA, a general law city and municipal corporation (“CITY”) and ( “ C O N T R A C T O R ” ) .
The Parties agree as follows:
CONSIDERATION.
As partial consideration, CONTRACTOR agrees to perform the work listed in the SCOPE OF SERVICES, below; and
As additional consideration, CONTRACTOR and CITY agree to abide by the terms and conditions contained in this Agreement; and
As additional consideration, CITY agrees to pay CONTRACTOR an amount as set forth in the attached Exhibit “ ,” which is incorporated by reference, for CONTRACTOR’s services. CITY will pay such amount promptly, but not later than th irty (30) days after receiving CONTRACTOR’s invoice.
TERM. The term of this Agreement will be from , to . The Agreement may be renewed upon mutual consent of the parties.
SCOPE OF SERVICES.
CONTRACTOR will perform services listed in the attached Exhibit “ .”
CONTRACTOR will, in a workmanlike manner, furnis h all of the labor, technical, administrative, professional and other personnel, all supplies and materials, e quipment, printing, vehicles, transportation, office space and faci lities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete th e work and provide the professional services required of CONTRACTOR by this Agreement.
C. CONTRACTOR guarantees each po rtion of the services as installed against defective materials and workmanship for a period of one (1) year from date of CITY’s written acceptance of the work. Promptly upon CITY’s request within that one (1) year period, CONTRACTOR agrees to correct by repair or replacement without charge to CITY any defects which may appear in the work or any portion thereof. Notwithstanding the foregoing, all guarantees and warranties obtained by CONTRACTOR from manufacturers and vendors of equipment used in the performance of the services shall be extended to CITY’s benefit for the full limit of their terms.
PREVAILING WAGES.
CONTRACTOR’s work is considered a “Public Works project” subject to the payment of prevailing wages.
CONTRACTOR stipulates that it shall comply with all applicable wage and hour laws, including without limitation, California Labor Code §§ 1776 and 1810-1815. Failure to so comply shall constitute a default under this Contract. Further, all public works projects valued at $30,000 or more must include an obligation to hire apprentices, unless the craft or trade does not require the use of apprentices, as indicated in the corresponding prevailing wage determination. This duty applies to all contractors on a public works project, even if their part of the project is less than $30,000.
CONTRACTOR and its Subcontractors shall pay to persons performing labor in and about the project provided for in the Contract Documents an amount equal to or more than the general prevailing rate of per diem wages for (1) work of a similar character in the locality in which the Work is performed and (2) legal holiday and overtime work in said locality. The per diem wages shall be an amount equal to or more than the stipulated rates contained in a schedule that has been ascertained and determined by the Director of the State Department of Industrial Relations and Owner to be the general prevailing rate of per diem wages for each craft or type of workman or mechanic needed to execute this Contract. The prevailing wage rates are available online at http://www.dir.ca.gov/dlsr. CONTRACTOR shall also cause a copy of this determination of the prevailing rate of per diem wages to be posted at each Site.
CONTRACTOR shall insert in every subcontract or other arrangement which CONTRACTOR may make for performance of Work or labor on Work provided for in the Contract, provision that Subcontractor shall pay persons performing labor or rendering service under subcontract or other arrangement not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the Work is performed, and not less than the general prevailing rate of per diem wages for holiday and overtime work fixed in the California Labor Code.
CONTRACTOR and its Subcontractors shall keep an accurate record showing the name of and actual hours worked each calendar day and each calendar week by each worker employed by him or her in connection with the Project. The record shall be kept open at all reasonable hours to the inspection Owner and to the Division of Labor Standards Enforcement.
CONTRACTOR and its Subcontractors must keep accurate payroll records, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by him or her in connection with the Work of the Contract Documents. Each payroll record shall contain or be verified by a written declaration as required by Labor Code Section 1776.
With each application for payment, CONTRACTOR shall also deliver certified payrolls directly to the Labor Commissioner in the format prescribed by the Labor Commissioner.
CONTRACTOR shall indemnify, hold harmless and defend (with counsel reasonably acceptable to CITY) CITY against any claim for damages, compensation, fines, penalties or other amounts arising out of the failure or alleged failure of any person or entity to pay prevailing wages as required by law or to comply with the other applicable provisions of Labor Code Sections 1720 et seq. and implementing regulations of the Department of Industrial Relations in connection with execution of the improvements or any other work undertaken or in connection with the Public Works project.
PROTECTION OF RESIDENT WORKERS. The City of Santa Clarita actively supports the Immigration and Nationality Act (INA), which includes provisions addressing employment eligibility, employment
verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification Form (I-9). The Contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment.
FAMILIARITY WITH WORK.
By executing this Agreement, CONTRACTOR represents that CONTRACTOR has:
Thoroughly investigated and considered the scope of services to be performed; and
Carefully considered how the services should be performed; and
Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement.
If services involve work upon any site, CONTRA CTOR warrants that C ONTRACTOR ha s or will investigate the site and is or will be fully ac quainted with the conditions there existing, before commencing the services hereunder. Should CONTRACTOR discover any latent or unknown conditions that may materially affect the pe rformance of the services, CONTRACTOR will immediately inform CITY of such fact and will not proceed except at CONTRACTOR’s own risk until written instructions are received from CITY.
CONTRACTOR represents that the CONTRACTOR agrees to comply with all applicable federal and state workplace and employment laws including those that relate to minimum hours and wages, occupational health and safety, workers compensation insurance and state, county and local orders.
INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONTRACTOR will procure and mainta in the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below:
Type of Insurance Limits (combined single)
Commercial general liability: $1,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of insuran ce set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability polic ies will be endorsed to name Cit y, its officials, and employees as “additional insureds” under said insurance covera ge and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by City will be excess thereto.
Such insurance will be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to City.
C. Automobile coverage will be writte n on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto).
D. CONTRACTOR will furnish to City duly authenticated Certificates of Insurance evidencing maintenance of the insurance re quired under this Agreement, e ndorsements as required herein, and such other evidence of insurance or copies of policies as may be reasonably required by City from time to time. Insurance must be placed w ith insurers with a current A.M. Best Company Rating equivalent to at least a Rating of “A:VII.” Certificate(s) must reflect that the insurer will provide thirty (30) day notice of any cancellati on of coverage. CONTRA CTOR will require its insurer to modify such certificates to delete a ny exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obliga tion, and to delete the word “endeavor” with regard to any notice provisions.
E. 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 CONTRACTOR for CITY.
F. COVID-19. CONTRACTOR shall ensure its insu rance coverages cover claims and/or losses related to the COVID-19 pandemic to the extent such insurance co verage is available. If such insurance is unavailable, but becomes available during the life of the contract, CONTRACTOR shall procure a policy and name the City as additionally insured.
G. Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance required by this Agreement, City may obtain such coverage at CONTRACTOR’s expense and deduct the cost of such insurance from payments due to CONTRACTOR under this Agreement or terminate. In the alternative, should CONTRACTOR fail to meet any of the insurance requirements under this agreement, City may cancel the Agreement immediately with no penalty.
H. Should Contractor’s insurance re quired by this Agreement be canc elled at any point prior to expiration of the policy, CONTRACTOR must notify City within 24 hours of receipt of notice of cancellation. Furthermore, C ONTRACTOR must obtain replacemen t coverage that meets all contractual requirements within 10 days of the pr ior insurer’s issuance of notice of cancellation.
CONTRACTOR must ensure that there is no lapse in coverage.
TIME FOR PERFORMANCE. CONTRACTOR will not perform any work under this Agreement until:
CONTRACTOR furnishes proof of insurance as required under Section 7 of this Agreement; and
CITY gives CONTRACTOR a written Notice to Proceed.
Should CONTRACTOR begin work in advance of recei ving written authorization to proceed, any such professional services are at CONTRACTOR’s own risk.
TERMINATION.
CITY may terminate this Agreement at any time with or without cause.
CONTRACTOR may terminate this Agreement upon providing written notice to CITY at least thirty (30) days before the effective termination date.
Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated.
By executing this document, CONTRACTOR waives any and all claims for damages that might otherwise arise from CITY’s termination under this Section.
INDEMNIFICATION. CONTRACTOR agrees to indemnify and hol d CITY harmless from and against any claim, action, damages, costs (including, without limitation, attorney’s fees), injuries, or liability, arising out of the performance of this agreement by CONTRACTOR. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, arising out of performance by CONTRACTOR of services rendered pursuant to this Agreement, CONTRACTOR will defend CITY (at CITY’s request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendere d against it or any sums paid out in settlement or costs incurred in defense otherwise.
INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree th at CONTRACTOR will act as an independent contractor and will have control of all work and the manner in which is it performed.
CONTRACTOR will be free to contract for similar serv ice to be performed for other employers while under contract with CITY. CONTRACTOR is not an agent or em ployee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONTRACTOR as to the details of doing the work or to exercise a measure of control over the work means that CONTRACTOR will follow the direction of the CITY as to end results of the work only.
NOTICES.
All notices given or required to be given pursuant to this Agreement will be in writing and may be given by personal delivery or by mail. Notice sent by mail will be addressed as follows:
To CITY: City of Santa Clarita
ATTN: Kenneth W. Striplin, City Manager
23920 Valencia Boulevard, Suite 300
Santa Clarita, CA 91355
To CONTRACTOR:
When addressed in accordance with this paragra ph, notices will be deemed given upon deposit in the United States mail, postage prepaid. In all othe r instances, notices will be deemed given at the time of actual delivery.
Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph.
TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a Taxpayer Identification Number.
WAIVER. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition
contained in this Agreement, whether of the same or di fferent character, nor will it be deemed to constitute a continuing waiver.
CONSTRUCTION. The language of each part of this Agreement will be construed simply and according to its fair meaning, and this Agreement will never be construed either for or against either party.
SEVERABLE. If any portion of this Agreemen t is declared by a court of comp etent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modifie d, such portion and the balance of this Agreement will continue in full force and effect.
CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement.
INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County.
AUTHORITY/MODIFICATION. This Agreement may be subject to and conditione d upon approval and ratification by the Santa Clarita City Council. This Agreement is not binding upon CITY until executed by the City Manager. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written agreement. CITY’s City Manager may execute any such amendment on behalf of CITY.
ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement, agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by facsimile transmission. Such facsimile signature will be treated in all respects as having the same effect as an original signature.
EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity between any provision of this Agreement, its attachments, the purchase order, or notice to proceed, the provisions of this Agreement will govern and control.
FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, war, terrorist act, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties’ control, then the Agreement will immediately terminate without obligation of either party to the other.
ENTIRE AGREEMENT. This Agreement and its one attachment constitutes the sole agreement between CONTRACTOR and CITY respecting maintenance. To the extent that there are additional terms and conditions contained in Exhibit “ ” that are not in conflict with this Agreement, those terms are incorporated as if fully set forth above. There are no other understandings, terms or other agreements expressed or implied, oral or written.
CONFLICT OF INTEREST. CONTRACTOR will comply with all conflict of interest laws and regulations including, without limitation, CITY’s conflict of interest regulations.
COVID-19. Prior to execution of the Agreement, the State of California declared a state of emergency and issued a stay at home order in connection with the COVID-19 pandemic, and the County of Los Angeles (“County”) issued numerous orders relating to COVID-19, including without limitation an Order to Shelter in Place, originally dated March 17, 2020 (as subsequently extended and amended, including after the date of the
Agreement, the “County Order”). In no event shall CONTRACTOR be entitled to any additional compensation in connection with any delay or costs associated with the COVID 19 pandemic, the County Order, or any other governmental requirements or regulations in connection therewith, whether currently existing or hereinafter enacted. In the event of any conflict between the terms of this Section and any other provision of the Agreement, in all events, the terms of this Section shall control.
CONTRACTOR’s safety and logistics plans prepared in connection with this Contract specifically takes into account the COVID-19 Pandemic, the County Order, and all other governmental requirements or regulations regarding COVID-19 as of the date of the Contract, including without limitation all safety measures required.
SAFETY OF PERSONS AND PROPERTY. CONTRACTOR shall comply with, and give notices required by applicable laws, statutes, ordinances, codes, rules and regulations, and lawful orders of public authorities, bearing on safety of persons or property or their protection from damage, injury, or loss, including without limitation the County Order and all other governmental requirements or regulations regarding COVID-19, all as may be amended from time to time.
ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE. The Parties agree that this Agreement may be transmitted and signed by electronic mail by either/any or both/all Parties, and that such signatures shall have the same force and effect as original signatures, in accordance with California Government Code section 16.5 and Civil Code section 1633.7.
(SIGNATURES ON NEXT PAGE)
IN WITNESS WHEREOF, the parties hereto have executed this contract on this date of .
FOR CONTRACTOR:
IF CORPORATION:
By: By:
Print Name & Title Print Name & Title
Date: Date:
FOR CITY OF SANTA CLARITA:
KENNETH W. STRIPLIN, CITY MANAGER
B y :
City Manager
D a t e :
APPROVED AS TO FORM:
JOSEPH M. MONTES, CITY ATTORNEY
B y :
City Attorney
D a t e :
Fringe Benefit Statement
Contract/Proposal No: Project Name: Date:
INSTRUCTIONS: Fringe Benefit rates can be used for checking payrolls or applied to Force Account work which may be done on the above contract the hourly rates for fringe benefits, subsistence and/or travel allowance payment (as required by collective bargaining agreements) made for employees on the various classes of work are tabulated below.
THIS DOCUMENT CONTAINS PERSONAL INFORMATION AND, PURSUANT TO CIVIL CODE 1796.21, IT SHALL BE KEPT CONFIDENTIAL IN ORDER TO PROTECT AGAINST UNAUTHORIZED DISCLOSURE.
Classification: Effective Date: Subsistence or Travel Pay:
Health and Welfare
$
Trust Fund Paid to:(Name)
Address:
Pension
$
Trust Fund Paid To:(Name)
Address:
Vacation/Holiday
$
Trust Fund Paid to:(Name)
Address:
Training
$
Trust Fund Paid To:(Name)
Address:
Other
$
Trust Fund Paid To:(Name)
Address:
Classification: Effective Date: Subsistence or Travel Pay:
Health and Welfare
$
Trust Fund Paid to:(Name)
Address:
Pension
$
Trust Fund Paid To:(Name)
Address:
Vacation/Holiday
$
Trust Fund Paid to:(Name)
Address:
Training
$
Trust Fund Paid To:(Name)
Address:
Other
$
Trust Fund Paid To:(Name)
Address:
Classification: Effective Date: Subsistence or Travel Pay:
Health and Welfare
$
Trust Fund Paid to:(Name)
Address:
Pension
$
Trust Fund Paid To:(Name)
Address:
Vacation/Holiday
$
Trust Fund Paid to:(Name)
Address:
Training
$
Trust Fund Paid To:(Name)
Address:
Other
$
Trust Fund Paid To:(Name)
Address:
Supplemental statement must be submitted during the progress of work should a change in rate of any of the classifications be made.
I CERTIFY THAT THE FRINGE BENEFIT PAYMENTS ARE MADE TO THE APPROVED PLANS, FUND OR PROGRAMS LISTED ABOVE.
City of Santa Clarita Form HC-50 FBS
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
(Contractor/Subcontractor) By (Name and Title) eSignature
SECTION D
Exhibits
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
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
Monthly Maintenance
Cost
Column B
Annual Maintenance Cost
1. LMD Zone 18
$ x12mo.
$
Total (add lines in Column B) $
Total proposed amount annually, in legibly printed words:
EXHIBIT B1: ADDITIONAL PRICING
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
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 D labor rates as listed below:
Skill Level Hourly Cost After‐Hour Emergency
(Based on DIR Published Rates)
Irrigation Laborer $____ per hour $____ per hour
Landscape Laborer $____ per hour $____ per hour
QAC/QAL Herbicide and
Pesticide Applicator $____ per hour $____ per hour
Please fill in the hourly cost for services based on the appropriate DIR cost.
Please initial to verify acknowledgement of labor rates (initial)
EXHIBIT B2: ADDITIONAL PRICING CONTINUED
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
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.
LINE
DESCRIPTION UNIT OF
MEASURE
UNIT PRICE
QUANTITY
EXTENDED PRICE
(unit price x
quantity)
1 Price for maintenance of
landscape with turf.
1 square foot
500 sq. ft.
2 Price for maintenance of
landscape with trees, shrubs,
and ground cover.
1 square foot
1000 sq. ft.
3 Price for maintenance of
landscaped, irrigated slope.
1 square foot
500 sq. ft.
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.
LINE
DESCRIPTION UNIT OF
MEASURE
UNIT PRICE
QUANTITY
EXTENDED PRICE
(unit price x
quantity)
4 Price for Installation of one
(1) gallon shrub.
1 each
(5) Five
5 Price for Installation of five
(5) gallon shrub.
1 each
(5) Five
6 Price for Installation of
fifteen (15) gallon shrub.
1each
(5) Five
7 Price for Installation of
fifteen (15) gallon tree.
1 each
(5) Five
8 Price for installation of
twenty‐four inch (24‐inch)
box tree.
1 each
(2) Two
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
1) The last six (6) months of tailgate safety meeting sign‐in sheets and topics covered must be made available UPON REQUEST. (Do not send with proposal submission at this time.)
2) In the year of 2020, what was the longest stretch of days worked without an accident in the landscape maintenance division?
3) Please provide any sustained complaints made to your company within the past four (4) years to Cal‐OSHA.
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.
EXHIBIT D: PROACTIVE APPROACH FORM
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
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? How will you company oversee management of irrigation operations in a manner that maximizes water conservation; proactively identify irrigation deficiencies and/or breaks, and; ensure repairs are completed in a timely manner?
*Attach additional pages as necessary.
EXHIBIT E: DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
If no Subcontractors will be used fill out the form with NA. Please add additional sheets if needed.
Subcontractor DIR Registration No. Dollar Value of Work Age of firm: DBE: Yes No
Certifying Agency:
Annual Gross Receipts:
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: DBE: Yes No
Certifying Agency:
Annual Gross Receipts:
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: DBE: Yes No
Certifying Agency:
Annual Gross Receipts:
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 Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. It is not a violation of this section for an unregistered contractor to submit a proposal that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded.
EXHIBIT F: REFERENCES
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
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. _________________________________________________________________________________ Name and Address of Owner / Agency
Name and Telephone Number of Person Familiar with Project
Contract Amount Type of Work Date Started Date Completed
2. ________________________________________________________________________________ Name and Address of Owner / Agency
Name and Telephone Number of Person Familiar with Project
Contract Amount Type of Work Date Started Date Completed
3. ________________________________________________________________________________ Name and Address of Owner / Agency
Name and Telephone Number of Person Familiar with Project
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:
EXHIBIT G1: STAFF
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
EXHIBIT G1: STAFF (Continued)
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2: STAFF HOURS
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2 STAFF HOURS (Continued)
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
*Attach additional pages as necessary for additional personnel.
EXHIBIT H: EQUIPMENT REQUIREMENTS
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
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
Please initial to verify acknowledgement of equipment requirements ‐ (initial)
EXHIBIT I: CERTIFICATIONS
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF PROPOSAL SPECIFICATIONS
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
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 18. 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:
*Estimator’s Signature: Date:
*Owner’s Signature: Date:
*All three signatures required
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
PROPOSAL # LMD‐21‐22‐39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
1. SUMMARY OF CONTRACTUAL REQUIRMENTS
a. A contract is required for any service performed on behalf of the City of Santa Clarita (City).
b. By submitting a proposal, you have reviewed the sample contract documents contained within this request for proposals and agree to be bound by the requirements set forth.
c. Questions and requests for modification of these terms must be negotiated and approved prior to proposal submission and are at the full discretion of the City.
2. SUMMARY OF INDEMNITY AND
INSURANCE REQUIREMENTS
a. These are the Indemnity and Insurance Requirements for Contractors providing services or supplies to City of Santa Clarita (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. If any additional Contract documents are executed, the actual Indemnity 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 CGL 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. INDEMNIFICATION
a. To the fullest extent permitted by law, CONSULTANT shall defend (with legal counsel reasonably acceptable to CITY), indemnify and hold harmless CITY and its officers, agents, departments, officials, representatives and employees (collectively “Indemnitees”) from and against any and all claims, loss, cost, damage, injury (including, without limitation, economic harm, injury to or death of an employee of CONSULTANT or its subconsultants), expense and liability of every kind, nature and description that arise from or relate to (including, without limitation, incidental and consequential damages, court costs,
attorneys’ fees, litigation expenses and fees of expert consultants or expert witnesses incurred in connection therewith and costs of investigation) that arise from or relate to, directly or indirectly, in whole or in part, from: (1) CONSULTANT’s performance of Services under this Agreement, or any part thereof; (2) any negligent act or omission of CONSULTANT, any subconsultant, anyone directly or indirectly employed by them, or anyone that they control; (3) any actual or alleged infringement of the patent rights, copyright, trade secret, trade name, trademark, service mark or any other intellectual or proprietary right of any person or persons in consequence of the use by CITY, or any other Indemnitee, of articles or Services to be supplied in the performance of this Agreement; or (4) any breach of this Agreement (collectively “Liabilities”). Such obligations to defend, hold harmless and indemnify any Indemnitee shall not apply to the extent such Liabilities are caused by the sole negligence or willful misconduct of such Indemnitee, but shall apply to all other Liabilities. The foregoing shall be subject to the limitations of California Civil Code section 2782.8 as to any design professional services performed by CONSULTANT and in particular the limitation on CONSULTANT’s duty to defend whereby such duty only arises for claims relating to the negligence, recklessness or willful misconduct of CONSULTANT as well as the limitation on the cost to defend whereby CONSULTANT will only bear such cost in proportion to CONSULTANT’s proportionate percentage of fault (except as otherwise provided in section 2782.8).
b. The foregoing indemnification provisions will not reduce or affect other rights or obligations which would otherwise exist in favor of the CITY and other Indemnitees.
c. CONSULTANT shall place in its subconsulting agreements and cause its subconsultants to agree to indemnities and insurance obligations in favor of CITY and other Indemnitees in the exact form and substance of those contained in this Agreement.
4. INSURANCE
a. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below:
Type of Insurance Limits
Commercial general liability: $1,000,000
Professional liability $1,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
b. Commercial general liability insurance will meet or exceed the requirements of ISO‐CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto). Liability policies will be endorsed to name CITY, its officials, and employees as “additional insureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or equivalent. Such insurance will be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to CITY.
c. Professional liability coverage will be on an “occurrence basis” if such coverage is available, or on a “claims made” basis if not available. When coverage is provided on a “claims made basis,” CONSULTANT will continue to renew the insurance for a period of at least three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect.
d. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement, including endorsements, and such other evidence of insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must be placed with California‐admitted insurers with (other than workers compensation) a current A.M. Best Company Rating of at least “A:VII.”
e. 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.
f. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this Agreement, CITY may obtain such coverage at CONSULTANT’s expense and deduct the cost of such
insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to TERMINATION section. In the alternative, should CONSULTANT fail to meet any of the insurance requirements under this Agreement, City may terminate this Agreement immediately with no penalty.
g. 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.
h. The CITY shall be entitled to any coverage in excess of the minimums required herein.
I have read and understand the above requirements and agree to be bound by them for any work performed for the City.
Authorized Signature: ______________________________ Date: ___________________
Printed Name: ____________________________________
SECTION E
Attachments
ATTACHMENT A
EXAMPLE OF TYPICAL MAINTENANCE PROGRAM
Daily – Weekly – Monthly
(For reference only: Actual maintenance schedules shall comply with maintenance specifications.)
ATTACHMENT B
EXAMPLE OF TYPICAL MAINTENANCE PROGRAM
Semi-Annual and Annual
(For reference only: Actual maintenance schedules shall comply with maintenance specifications.)
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GARLAND DR
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P1P2
P3P4
P5P6
µ
300 0 300 600150 Feet
Landscape information from Hunsaker Engineering
Paseo information from City of Santa Clarita - GIS
Parcel data: Copyright March 2013, County of Los Angeles.
All rights reserved.
Street information from Rand McNally & Company
projects/as/130401f1/mx/lmd_18_paseo_landscapes_part1.mxd LMD Zone 18
Part 1
LANDSCAPES,
PASEO LIGHTPOLES,
& FOOTLIGHTS
Legend
!( Foot Lights
!( Light Poles
") Paseo Bridge
Paseos
Parcel Outlines
LMD Boundary
Median Shrub
Sidepanel Shrub
Easement Shrub (Non-irrigated)
Easement Turf
Median Turf
Median Concrete
Parkway
Underpass
Overpass
Easement Shrub
Fire Clearance
Weed Abatement and Trees
Non-irrigated Landscape
Irrigated Landscape
")
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M21
M22
TC/1
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76/3676/35
76/3476/33
76/32 76/30
76/26
76/23
76/22
76/21
76/20
76/19
76/18 76/17 77/27
77/26
77/25 77/23
77/22 77/21
77/18 77/16
77/14 77/12
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M9M10
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M16
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M21
M22
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76/3976/42
76/3876/37
76/3676/35
76/3476/33
76/32 76/30
76/26
76/23
76/22
76/21
76/20
76/19
76/18 76/17 77/27
77/26
77/25 77/23
77/22 77/21
77/18 77/16
77/14 77/12
77/9 77/08
77/07
77/06
77/05
77/04
77/03
77/02
µ
300 0 300150 Feet
Landscape information from Hunsaker Engineering
Paseo information from City of Santa Clarita - GIS
Parcel data: Copyright March 2013, County of Los Angeles.
All rights reserved.
Street information from Rand McNally & Company
projects/as/130401f1/mx/lmd_18_paseo_landscapes_part2.mxd LMD Zone 18
Part 2
LANDSCAPES,
PASEO LIGHTPOLES,
& FOOTLIGHTS
Legend
!( Foot Lights
!( Light Poles
") Paseo Bridge
Paseos
Parcel Outlines
LMD Boundary
Median Shrub
Sidepanel Shrub
Easement Shrub (Non-irrigated)
Easement Turf
Median Turf
Median Concrete
Parkway
Underpass
Overpass
Easement Shrub
Fire Clearance
Weed Abatement and Trees
Non-irrigated Landscape
Irrigated Landscape
Contractor to verify current year holiday schedule with LMD.