REQUEST FOR PROPOSALS
26-LMD-08 Landscape
Monitoring Services
PROPOSAL # LMD-25-26-35
TABLE OF CONTENTS
PROPOSAL # LMD-25-26-35
26-LMD-08 Landscape Monitoring Services
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
COST SHEET
NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS
REFERENCES
ACKNOWLEDGEMENT AND ACCEPTANCE OF SCOPE OF WORK
SECTION D
SAMPLE PROFESSIONAL SERVICES AGREEMENT – STANDARD
SUBCONTRACTOR CLAUSES
FRINGE BENEFIT STATEMENT
EXHIBIT A
AFTER-HOURS EMERGENCIES
EXHIBIT B
RSC SAMPLE
EXHIBIT C
INSPECTIONS APPLICATION
EXHIBIT D
ATTACHMENT A – CITY PHILOSOPHY
ATTACHMENT B – LMD ZONE 2008-1 MAP
ATTACHMENT C – LMD ZONE T8 MAP
ATTACHMENT D – LMD ZONE T23 MAP
ATTACHMENT E – LMD ZONE T46 MAP
ATTACHMENT F – LMD ZONE T47 MAP
ATTACHMENT G – LMD ZONE T52 MAP
RFP Information & Instructions
CITY OF SANTA CLARITA REQUEST FOR PROPOSALS
Project Name: 26-LMD-08 Landscape Monitoring Services
Proposal #: LMD-25-26-35
Dates Published: April 20, 2026
Last Day for Questions: May 6, 2026 before 11:00 AM (PT)
Proposal Closing: May 14, 2026 before 11:00 AM (PT)
Estimated Contract $180,000
Value:
Project Description: The City of Santa Clarita is seeking proposals for Landscape Maintenance Contract Monitoring services. This service is to ensure high quality landscape maintenance services are attained and maintained to the satisfaction of the City.
Prevailing Wage: Yes
Bond Requirements: No
Contact Information: Michele Arima | (661) 286-4066 | [email protected]
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 proposals submitted by proposers (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.
PROPOSAL INSTRUCTIONS
PROPOSAL # LMD-25-26-35
26-LMD-08 Landscape Monitoring Services
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. REQUEST FOR PROPOSAL QUESTIONS. Questions shall be submitted and responses provided electronically through the BidNet platform in accordance with the date and time shown on the “CITY OF SANTA CLARITA NOTICE INVITING PROPOSALS.”
4. AWARDS.
4.1. The City reserves the right to waive any irregularity in any proposal.
4.2. 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.
4.3. 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.
4.4. 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.
4.5. Proposals and subsequent offers shall be effective/valid for a period of 120 days after the RFP due date. The City of Santa Clarita may request Proposers to extend the validity of proposals and offers for the City’s acceptance beyond the specified time period.
5. BRAND NAMES, ALTERNATIVES, OR EQUIVALENTS.
5.1. In the bid documents, the use of a specific manufacturer, brand or make does not restrict Bidders in their proposed solution. When brand names are used, it indicates the quality and utility of the article desired; thus, the bids submittal shall in all cases propose goods equal in quality and utility.
5.2. If Materials differing from stated specifications may be considered, provided such differences are clearly noted and described. The City shall make the final determination of compliance with the specifications. If proposing an alternative or equivalent product, the Bidder shall provide the cut sheet/spec sheet or detailed product description for the proposed product via email to [email protected] prior to the last day for questions. 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 clearly identify the item by brand name (if any), and make/model number, and may include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the City. The proposal shall clearly describe any modifications the Bidder plans to make in a product to make it conform to the solicitation requirements.
5.3. 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.
6. 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.
7. 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.
8. INVOICES. Invoices will be forwarded to:
City of Santa Clarita
AS - Special Districts
Attn: Monica Garcia
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.
9. PREPARATION. All proposals and required forms must be uploaded as laid out in the BidNet General Attachments Section.
9.1. For hard copy submissions, proposals must be typed or written in black ink except signatures.
Errors may be crossed out and corrected in ink, then initialed in ink by the person signing the proposal. In compliance with Resolution 93-9, all hard copy proposals and attachments must be submitted double-sided on recycled paper.
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. PROPOSAL VALIDITY. All proposals, including all pricing, shall be effective/valid for a minimum period of 120 calendar days after the date of RFP closing. In the event a final contract has not been awarded within this period, the City reserves the right to negotiate extensions to this period.
12. RENEWAL AND PRICING ADJUSTMENT. Contracts entered into pursuant to this RFP may be renewed annually, up to two 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 - All Urban Consumers (not seasonally adjusted), Los Angeles Area-Riverside-Orange county area and prevailing wage rates, if applicable. The index level for the month preceding the month of solicitation advertisement will become the beginning index. The price adjustment limit will be the percentage change based on the difference between the beginning level or the adjustment level last used and the index level for the period 90 days prior to the award anniversary. The final adjusted amount will be determined by Purchasing staff. If a price adjustment is not requested prior to the award anniversary date, the previous year’s rates will apply. Proposer shall honor proposal prices for One-Hundred and Twenty Days (120 days) or for the stated contract period, whichever is longer.
13. LITIGATION WARRANTY. The bidding vendor, by bidding, warrants that the vendor is not currently involved in litigation or arbitration concerning the vendor’s performance concerning the same or similar service to be supplied pursuant to this RFP and that no judgments or awards have been made against bidding vendor on the basis of vendor’s performance in supplying the same or similar service, unless such fact is disclosed to the City in the responding proposal. Disclosure may not disqualify the bidding vendor. The City reserves the right to evaluate proposals on the basis of the facts surrounding such litigation or arbitration and to require the selected vendor to furnish the City with a surety bond executed by a surety company authorized to do business in the State of California and approved by the City of Santa Clarita in a sum equal to one hundred percent (100%) of the contract price conditional on the faithful performance by selected vendor of the contract in the event the contract is awarded to selected vendor, notwithstanding the litigation or arbitration.
14. BEST AND FINAL OFFER . The City may request Best and Final offers based upon improved understanding of the offers or changed Scope of Work. Based on the initial proposals, the pre- proposal meeting, and Best and Final offers, if requested, the panel will select the proposal which best fulfills the requirements and is the best value to the City. The City will negotiate with that seller to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after award is made, and there will be no public opening and reading of Proposals. Overall responsiveness to the Request for Proposals is an important factor in the evaluation process.
15. 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.
16. 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.
Copies of subcontracts will be provided to the City Engineer upon their request.
17. 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-25-26-35
26-LMD-08 Landscape Monitoring Services
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 C)
Response File
Cost File (to be submitted separately from Response File – Cost Sheet form in Section C) Notice to Proposers Regarding Contractual Requirements Designation of Subcontractors/Subconsultants
References
Acknowledgement and Acceptance of Scope of Work
All signed addendums (if any)
The following documents must be provided by the AWARDEE ONLY (With Agreement) Delivered to City Hall, Attn: Monica Garcia
Professional Services Agreement
Insurance Required by Contract
W-9 Form
Fringe Benefit Statement
Solicitation Information
SCOPE OF WORK
PROPOSAL # LMD-25-26-35
26-LMD-08 Landscape Monitoring Services
City of Santa Clarita, California
EVENT DATE
Solicitation advertisement
Last day for questions
Return of proposals
Evaluations of proposals
Presentations/Interviews (If Necessary)
Recommendation to Awarding Body
Contract award
Contract Start date
April 20, 2026
May 6, 2026
May 14, 2026
May 14-18, 2026
May 18, 2026
June 9, 2026
June 9, 2026
July 1, 2026
*Dates are subject to change at the City’s discretion*
1. BACKGROUND
1.1. The City of Santa Clarita is located in northern Los Angeles County and includes the communities of Canyon Country, Newhall, Saugus and Valencia. According to census reports, the City of Santa Clarita's population is over 230,000, making it the third largest City in Los Angeles County.
Santa Clarita residents rank landscaping as a priority, and quality maintenance service is a high priority to the City Council. Landscape maintenance is funded through dedicated special benefit assessments approved by property owners. The majority of maintenance activity occurs on private property, but there are significant levels of activity in the public right-of-way, including landscape on major thoroughfare medians.
Maintenance activity is organized through a district called the Landscape Maintenance District (LMD), and the District is further divided into 63 financially independent zones. These zones are diverse in size, scope, cost to maintain, and property owner expectations. This Request for Proposal (RFP) includes the following six (6) zones: 2008-1 Major Thoroughfare Medians, T8 The Summit, T23 Mountain View, T46 Northbridge, T47 Northpark, and T52 Stonecrest.
The scope of landscape services administered by the LMD is diverse and wide ranging, including 56 miles of landscaped medians, miles of landscaped walkways called paseos, irrigated slopes, and ornamental landscape similar to what is typically maintained by homeowner’s associations.
Irrigation is managed by the City LMD using standardize controllers, and the City LMD manages hundreds of WeatherTrack controllers serving all landscaping maintained by the LMD.
The LMD is part of the City’s Special Districts Division, which operates under the City’s Administrative Services Department. The City anticipates that the annual cost for monitoring services covered by this RFP will not exceed $180,000. This amount is provided for proposal and budgeting purposes only and does not represent a guarantee of work. Proposers shall base their pricing on the scope of services and provide detailed rates and assumptions supporting their proposed costs.
2. OBJECTIVES
2.1. The City of Santa Clarita is seeking proposals for Landscape Maintenance Contract Monitoring services. This service is to ensure high quality landscape maintenance services are attained and maintained to the satisfaction of the City. The desired services are divided into three main categories:
Monitoring and reporting services on landscape maintenance companies hired by the City.
Providing high quality customer service to property owners. Responding to and being present for after-hours emergencies as-needed.
Interested parties should read this statement of work to its end, and following the schedule below, submit a written proposal. Proposals will be evaluated, scored and successful Proposers may be requested to prepare and give a presentation.
It is anticipated that the awarded contract will be a one (1) year initial contract and two (2) additional one (1) year incremental renewal options. See item 12 in the bid instructions for additional information pertaining to renewals.
Additionally, interested Proposers are encouraged use the following links for more information:
Engineer's Reports - Special Districts
https://santaclarita.gov/specialdistricts/landscape-maintenance-districts/engineer-s-reports/ Training - WeatherTRAK
https://www.hydropoint.com/weathertrak/resources/training/
3. DEFINITIONS
3.1. RFP: Request for Proposal
3.2. LMD: Landscape Maintenance District
3.3. LCM: Landscape Contract Monitor
3.4. RSC: Resident Service Center
3.5. Inspections App: The City-designated application used to document and report landscape maintenance issues.
4. SUPPLIER RESPONSIBILITIES
4.1. Monitoring and Reporting Services: The Landscape Contract Monitor (“LCM”) shall provide monitoring and reporting services to assess the landscape maintenance contractor’s compliance with the terms, conditions, and performance standards of its agreement with the City.
4.1.1. Scope of Monitoring: The LCM’s responsibilities shall include, but are not limited to, observation and documentation of the following:
4.1.1.1. The overall quality, effectiveness, and frequency of landscape maintenance activities performed by the assigned contractor;
4.1.1.2. The operation, functionality, and efficiency of irrigation systems;
4.1.1.3. The performance of routine maintenance tasks, including but not limited to weeding, mulching, and litter removal; and
4.1.1.4. The condition and maintenance of trees, shrubs, groundcover, and turf in accordance with City-established performance standards and/or generally accepted industry standards.
4.1.2. Observation and Reporting Role: The LCM’s primary function is to observe field conditions and report findings. The LCM is not responsible for directing or supervising the contractor’s work. The LCM shall possess sufficient familiarity with contract requirements to identify and document non-compliance, including material or egregious deficiencies in performance.
4.1.3. Use of Inspection Application and Reporting Protocols The LCM shall document observations and report maintenance issues using the City- designated inspection application (“Inspections App”) (Exhibit C.) The LCM shall notify the assigned LMD Specialist, through the Inspections App or other City-approved means, of any observed deficiencies, including but not limited to conditions that fall outside routine maintenance expectations. The LCM shall promptly escalate and report any significant or egregious instances of contractor neglect or non-performance.
4.2. Customer Service: The LCM shall take Resident Service Requests (“RSC”), contact property owners to address the request or resolve landscaper performance issues. The RSC system is an electronic service that residents may use to request City wide services including services provided by the LMD. The following is a link to the City of Santa Clarita Resident Service Request https://user.govoutreach.com/santaclarita/faq.php?cmd=shell. The LCM represents the City in the field and conveys back to the LMD the property owners’ issues about landscape quality or landscape service requests. The LMC will take and act on Resident Service Requests (RSC) generated by the LMD or City and use this electronic format to document action. (See RSC Samples, Exhibit B.)
4.3. The LCM is encouraged to utilize the City’s RSC system in a manner that includes, but is not limited to:
Providing residents with information regarding the status of the request, including anticipated completion date
Providing updated information to LMD staff
To access any follow-up information provided by the resident Drafting of a final response to close-out the service request
4.4. Emergency and After-Hours Services: The City of Santa Clarita requires after-hours monitoring services to support Landscape Maintenance District (LMD), Urban Forestry (UF), and Streetlight Maintenance District (SMD) operations. The After-Hours Monitor is responsible for receiving and responding to calls during evenings, nights, weekends, and holidays, including assessing issues and coordinating appropriate action. Services also include after-hours streetlight inspections and reporting. The Monitor is expected to maintain professionalism, document all activities, and coordinate with City staff and contractors as needed. Compensation is provided on an hourly basis. Full responsibilities and expectations are outlined in Exhibit A.
5. REPORTS AND MEETINGS
5.1. Punch List Management Support: The LCM shall:
5.1.1. Create and document punch list items based on field observations;
5.2. Contractor shall be available during regular business hours to meet with LMD Specialists as needed, either in the field or at the Corporate Yard location.
6. CITY RESPONSIBILITIES
6.1. The City shall be responsible for providing relevant contracts for each LMD zone, along with associated maps.
6.2. The City shall furnish safety vests to the LCM. The LCM shall wear such safety vests at all times while performing field inspections or other on-site services under this Agreement.
7. ATTACHMENTS
Exhibit A: After-Hours Emergencies Scope of Work and Compensation Exhibit B: RSC Request Example
Exhibit C: Inspections Application Example
Exhibit D:
Attachment A: City of Santa Clarita’s Philosophy
Attachment B: LMD Zone 2008-1 Map
Attachment C: LMD Zone T8 Map
Attachment D: LMD Zone T23 Map
Attachment E: LMD Zone T46 Map
Attachment F: LMD Zone T47 Map
Attachment G: LMD Zone T52 Map
RESPONSE FORMAT AND SELECTION CRITERIA
PROPOSAL # LMD-25-26-35
26-LMD-08 Landscape Monitoring Services
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.
Each proposal must be submitted in two parts:
Part I must relate to the Technical Proposal
Part II must relate to the Cost Proposal
1.1. RESPONSE FILE: PART 1 – TECHNICAL PROPOSAL - Must include and be submitted in the following order and be tabbed (except cover letter):
1.1.1. Introduction
Cover Letter - Must include the name, address, and telephone number of the company, and be signed by the person or persons authorized to represent the firm. Table of Contents (Tab) - Clearly identify headings identified below and contained in your proposal with corresponding page numbers.
Proposer’s Introduction (Tab) - Contents to be determined by contractor. Please limit this section to one page.
1.1.2. References – Provide references identifying work performed on behalf of other public or private agencies of similar scope and nature which reflects a minimum of:
One (1) governmental and/or two (2) Homeowners’ Association (HOA) references, or a combination.
Five years of business experience can be substituted for municipal experience at the discretion of the Special Districts Manager.
1.1.3. Qualifications - The Landscape Contract Monitor (LCM), although an independent contractor will be performing work on behalf of the City, the Proposer should describe in their proposal or provide a photograph of the LCM’s uniform or typical work attire. A qualified Proposer shall have the following minimum qualifications and affirm these qualifications in their proposal and or include copies of such licenses or certifications with their proposal.
Possession of valid C-27 Landscape Contractors License is desirable but not required. The monitor or an approved employee / associate of the monitor shall have the ability to access all LMD maintained areas including both landscaped and natural slopes. The successful Proposer(s) shall have the ability to lift, carry and push tools, equipment and supplies weighing up to 40 pounds.
When called upon to respond to after-hours emergencies, the LCM shall have the ability, as appropriate, to operate a chainsaw and clear debris from the public right-of-way. The associate or LCM of the successful Proposer shall have the ability to access all LMD maintained areas including both landscaped and natural slopes. Minimum of five (5) years of professional landscape maintenance, installation, irrigation management, arborist or combination of experience.
The LCM may be required to confer and coordinate with other affected agencies and utility companies to identify design controls and considerations. The LCM must be familiar with the Weather-Trak (ET Pro 2&3) Controller programming and demonstrate a proficiency in water budget management. The LCM will be responsible to complete the following WeatherTrak trainings through HydroPoint University. Proof of completion to be provided no later than (60) sixty days after start of contract. Note: failure to provide proof of completion may be consider a breach of the agreement resulting in a termination of the agreement. Certification Training
Irrigation Manager, Levels 1-4
Register for trainings at:
http://www.hydropoint.com/support/support-resources/training-center/ Certified Landscape Irrigation Auditor (conferred by the Irrigation Association) maintained on staff by prospective Proposer, or demonstrates ability to retain such expertise or demonstrate ability to obtain such credentials within one year of contract award. The Proposer shall describe in the proposal their general knowledge of the following:
o A.P.W.A. Green Book of public works construction standards. o Comprehensive knowledge of new irrigation installation and drains. o Electrical Codes for irrigation wiring 24-volt and basic 120- volt paseo lighting. o Plumbing codes for water lines, meters, drinking fountains and irrigation lines. o Los Angeles County Fire Codes for brush clearance.
o Pest control and chemical application requirements.
o City of Santa Clarita horticultural standards.
o Watch book Manual on traffic control standards for work in the public right of way. o US Irrigation Association’s Irrigation BMPs.
o International Society of Arboriculture (ISA) Pruning Standards. o American National Standards Institute (ANSI) A300 Part 5 and BMP’s for tree care
1.1.4. Plan of Study/Scope of Work
Describe your company’s understanding of monitoring a landscape maintenance contract.
On a regular basis, property owners contact the City concerning various observations, questions, requests for service, and suggestions regarding the maintenance of the LMD.
Examples of the issues include:
o Broken Irrigation
o Under/Over Watering
o Dead or Unhealthy Plants, Shrubs & Trees
o Pruning of Shrubs and Trees
o Brush Clearance
o Fallen Trees
o Turf Conditions
o Soil Erosion
o Rodents/Insects
o Vandalism/Graffiti
o Requests for replacement and/or new plant material
The Proposer should provide a general description of how they would address each of these example issues.
1.1.4.1. The Proposer should describe in their proposal their idea of a normal response to an RSC, inclusive of:
How they will prioritize based on the specific issue
Their approach to effectively and realistically managing service requests given the volume of issues which can typically demand attention across multiple LMD zones How they will coordinate interactions, updates and responses with homeowners, in conjunction with City LMD staff
How they will conduct themselves in a manner reflecting the City of Santa Clarita’s service excellence philosophy (see attachment A of the City’s philosophy), providing a written overview of their approach to customer service and how it will be incorporated when providing LMD monitoring services.
1.1.4.2. Describe your company’s overall philosophy and approach to monitoring landscape activities to ensure the work performed by the City’s contractual landscapers, including the objective and scope of work to be performed by the contractor meets the City’s operational and customer service expectations.
1.1.4.3. Identify technical and professional challenges associated with evaluating the performance of contractual landscapers.
1.1.4.4. Identify processes that will be utilized to overcome operational challenges and hold contractual landscapers accountable for performance, including how they will recommend appropriate landscape contractor invoice adjustments for performance deficiencies not completed in a timely manner.
1.1.4.5. For landscape contracts where man-hours are used, the successful Proposer should describe in their proposal how the landscape contractor’s hours will be documented and are used productively to meet City landscape standards.
1.1.4.6. While this RFP requests hourly pricing for scheduled after-hours and as-needed services, there is an expectation that each monitor will be available to respond to unscheduled after-hours emergencies as such may arise. The Proposer is asked to describe how they will respond to and manager after-hour emergencies including:
Anticipated timeline to respond and provide an on-site presence Approach for ensuring a representative of the Proposers’ company is available to respond to non-scheduled emergencies
Brief overview of how Proposer will manage non-scheduled emergencies (e.g., on-site presence, contact assigned landscape maintenance provider, etc.), document and coordinate follow-up with City LMD staff.
1.1.5. Schedule
Describe the frequency and time required in the field to perform on-site reviews for each LMD zone. (See attachments C - H for each zone’s respective map.) Describe how the LCM will be available to respond to unscheduled emergency requests which occur after normal working hours.
1.1.6. Personnel, Equipment, and Facilities
Proposer must identify and list the principals (includes owners and employees) having primary responsibility for overseeing and managing all monitoring provided to the City. Overall experience, professional areas of expertise, and time working for the Proposer. The percentage of time each specific principal will spend conducting on-site monitoring activities.
Proposer must meet or exceed the minimum qualification as outlined below and provide supporting documentation in an appendix to be located at the end of Part I of the Proposer’s submittal.
1.1.7. Sub-Consultants
If subcontractors are to be used, identify each of them in the proposal. Describe the work to be performed by them and the number of hours or the percentage of time they will devote to providing inspections services. Provide a list of their assigned staff, their qualifications, and relationship to the Proposer.
1.2. COST FILE: PART 2 – COST PROPOSAL – The Cost Proposal must be submitted separately from the Response File. Proposers are instructed to utilize the attached Cost File (see SECTION C – COST SHEET form) in order to provide the City with a breakdown of the costs associated with their response. Proposers are directed to attach a cover sheet that identifies the Proposer’s name. The proposal shall be signed by an individual authorized to bind the consultant, shall contain a statement to the effect that the proposal is a firm offer for a 120-day period, and shall contain a statement that the proposed work will be performed at the “not-to-exceed” price.
This cost section is to emphasize use and meaning of cost information supplied in the proposal response. Zone and group lump sum cost figures are to be inclusive of every cost to provide all services and performance as outlined in this solicitation. No additional cost will be considered or paid except as specified in the proposal. The hourly breakdown costs are to be inclusive of all costs for that skill group to provide whatever service may be required of that skill group. No additional costs will be considered or paid.
2. SELECTION CRITERIA - 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. SCORING CRITERIA:
2.1.1. Understanding and Approach to Monitoring Landscape Maintenance Services
2.1.2. Customer service
2.1.3. Philosophy
2.1.4. Staffing
2.1.5. Experience
2.1.6. Qualifications and Demonstrated Capability to Perform Monitoring Services
2.1.7. References
2.1.8. Quality and Responsiveness of the Overall Proposal.
2.1.9. Presentation - 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.
2.1.10. If the City determines interviews are necessary, the Proposer will make 30-minute presentation before a panel comprised of City staff. The panel may ask follow-up questions and will use the presentation and follow-up questions to score the Proposer on their ability to demonstrate a comprehensive understanding of the monitoring landscape contractual services and providing excellent customer services to residents and City staff. Should an interview process take place, the results of the interview will carry greater weight in the selection process. The City reserves the right to make a selection solely on the basis of the proposals without further contact.
Forms
COST SHEET
PROPOSAL # LMD-25-26-35
26-LMD-08 Landscape Monitoring Services
City of Santa Clarita, California
In the space provided below please provide: 1) The hourly rate for monitoring services; 2) Total monthly monitoring hours per zone, and; 3) Total annual cost for each LMD Zone you wish to be considered for providing monitoring services.
The annual contract amount will be paid once per month in 12 equal payments.
Zone Hourly Rate Monthly Hours Annual Cost
North McBean Corridor
T47
T46
Seco Canyon Corridor
T23
East Canyon Country Corridor
T52
Valencia Corridor
T8 (The Summit)
2008-1 Major Thoroughfare Medians (East)
East Medians
SR-14 On/Off Ramps
CC Monument Signs
2008-1 Major Thoroughfare Medians (West)
West Medians
I-5 On/Off Ramps
MM Monument Signs
Emergency/As-Needed Services
After-Hours Emergency
Streetlight Emergency
Local Zone
Monitoring/RSC Support
NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
PROPOSAL # LMD-25-26-35
26-LMD-08 Landscape Monitoring Services
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 Purchasing Agent.
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: ____________________________________
DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS
PROPOSAL # LMD-25-26-35
26-LMD-08 Landscape Monitoring Services
City of Santa Clarita, California
Listed below are the names and locations of the places of business of each subcontractor, supplier, and vendor who will perform work or labor or render service in excess of ½ of 1 percent, or $10,000 (whichever is greater) of the prime contractor's total bid. 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
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
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
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.
REFERENCES
PROPOSAL # LMD-25-26-35
26-LMD-08 Landscape Monitoring Services
City of Santa Clarita, California
The following are the names, addresses, and telephone numbers of three public agencies for which proposer has performed work of a similar scope and size within the past 3 years. 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 Completed
2. __________________________________________________________________________________ Name and Address of Owner / Agency
__________________________________________________________________________________ Name and Telephone Number of Person Familiar with Project
__________________________________________________________________________________ Contract Amount Type of Work Date Completed
3. __________________________________________________________________________________ Name and Address of Owner / Agency
__________________________________________________________________________________ Name and Telephone Number of Person Familiar with Project
__________________________________________________________________________________ Contract Amount Type of Work Date Completed
ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK
PROPOSAL # LMD-25-26-35
26-LMD-08 Landscape Monitoring Services
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 Scope of Work for the 26-LMD-08 Landscape Monitoring Services. The Contractor will be expected to perform maintenance practices and uphold the standards herein to the established Scope of Work throughout the length of the contract.
*Supervisor’s Signature:___________________________________________Date:__________
*Estimator’s Signature:____________________________________________Date:__________
*Owner’s Signature:______________________________________________Date:__________
*All three signatures required
Sample Contract
STANDARD AGREEMENT – SAMPLE ONLY
CON-6
Council Approval Date:________
Agenda Item: ________
Contract Amount:________
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF SANTA CLARITA AND
FOR
This AGREEMENT by and between the CITY OF SANTA CLARITA, a municipal corporation and general law city (“CITY”) and _______________________________________, a ________________________________________________________ (“CONSULTANT”), and is dated ________________________.
CONSIDERATION.
As partial consideration, CONSULTANT agrees to perform the Services listed in the SCOPE OF SERVICES, below; and
As additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement; and
As additional consideration, CITY agrees to pay CONSULTANT a sum not to exceed dollars ($ ) for CONSULTANT’s Services. CITY may modify this amount as set forth below. Unless otherwise specified by written amendment to this Agreement, CITY will pay this sum as specified in the attached Exhibit(s) “ ” which is/are incorporated by reference.
SCOPE OF SERVICES.
CONSULTANT will perform Services listed in the attached Exhibit(s) “ ” which is/are incorporated by reference.
CONSULTANT will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, 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 the Services and provide the professional Services required of CONSULTANT by this Agreement.
PERFORMANCE STANDARDS.
By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private consultants, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY.
CONSULTANT will perform its Services in a skillful manner, comply fully with all City established criteria, and with all applicable federal, state, and local laws, codes, and professional standards.
CONSULTANT agrees to comply with all applicable federal and state employment laws regulations and rules including those that relate to minimum hours and wages, occupational health and safety, workers compensation insurance and state, county and local orders.
CONSULTANT will staff this Agreement with personnel qualified to adequately and professionally perform the Services.
CONSULTANT will not subcontract any portion of these Services without the CITY’s prior written approval.
CITY’s approval of any payment, or conducting of any inspection, reviews, approvals, or oral statements, or any governmental entity’s certification, will in no way limit the CONSULTANT’s obligations under this Agreement or CONSULTANT’s complete responsibility for all Services hereunder.
PAYMENTS.
For CITY to pay CONSULTANT as specified by this Agreement and as provided in attached Exhibit(s) “ ” , CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit(s) “ ” ) the tasks performed, the percentage of the task completed during the billing period, the cumulative percentage completed for each task, the total cost of that Services during the preceding billing month and a cumulative cash flow curve showing projected and actual expenditures versus time to date.
CITY may withhold all or a portion of payment otherwise due in the event that Services are either improperly or not performed.
PROJECT COORDINATION AND SUPERVISION.
CONSULTANT will assign as CONSULTANT’s Project Manager and will be responsible for job performance, negotiations, contractual
matters, and coordination with CITY’s Project Manager. CONSULTANT may change its Project Manager only with CITY consent.
CITY will assign as CITY’s Project Manager, will be personally in charge of and personally supervise or perform the technical execution of the project on a day-to-day basis on behalf of CITY, and will maintain direct communication with CONSULTANT’s Project Manager. CITY may change its Project Manager at any time with notice to CONSULTANT.
NON-APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for current Services are within the current budget and within an available, unexhausted and unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment of CONSULTANT Services beyond the current fiscal year, this Agreement will cover only those costs incurred up to the conclusion of the current fiscal year.
FAMILIARITY WITH SERVICES AND SITE.
By executing this Agreement, CONSULTANT represents that it has:
i. Carefully investigated and considered the scope of Services to be performed; and
ii. Carefully considered how the Services should be performed; and iii. Understands the facilities, difficulties, and restrictions attending performance of the Services under this Agreement.
B. If the Services under this Agreement are to be performed upon any site, or otherwise require CONSULTANT to access a site, by executing this Agreement CONSULTANT represents that it has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the Services under this Agreement.
TERM.
B. The term of this Agreement will be from _____________ to _____________ .
Unless otherwise determined by written amendment between the parties, this Agreement will terminate in the following instances:
i. Completion of the Services specified in Exhibit(s) “ ”, or ii. Termination pursuant to Section 17 TERMINATION.
C. Except as otherwise separately and expressly provided by the CITY in writing, the provisions of this Agreement shall survive any expiration, breach, or termination of this Agreement, and any completion of the Services.
TIME FOR PERFORMANCE. CONSULTANT will not perform any Services under this Agreement until:
D. CONSULTANT furnishes proof of insurance as required under Section 24 INSURANCE; and
E. CITY gives CONSULTANT a written notice to proceed.
Should CONSULTANT begin Services on any phase in advance of receiving written authorization to proceed, any such professional Services are at CONSULTANT’s own risk.
SCHEDULE OF PERFORMANCE AND EXTENSIONS.
F. Should the progress of the Services under this Agreement at any time fall behind schedule for any reason other than excusable delays CONSULTANT shall apply such additional manpower and resources as necessary to bring progress of the Services under this Agreement back on schedule and consistent with the standard of professional skill and care required by this Agreement. Time is of the essence in the performance of this Agreement.
G. Should CONSULTANT be delayed by causes beyond CONSULTANT’s control, CITY may grant a time extension for the completion of the contracted Services. If delay occurs, CONSULTANT must notify the CITY’s designated representative within forty-eight hours (48 hours), in writing, of the cause and the extent of the delay and how such delay interferes with the Agreement’s schedule. The CITY will extend the completion time, when appropriate, for the completion of the contracted Services.
CHANGES. CITY may order changes in the Services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the contract time will be adjusted accordingly. All such changes must be authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the Services will be determined in accordance with written agreement between the parties.
ADDITIONAL SERVICES.
H. The CITY may request CONSULTANT to provide Services in addition to Scope of Services, called “Additional Services”. Additional Services that incur additional costs (contingency) of up to 15% of the total contract amount must be authorized by CITY by change order or other documented means. Costs beyond this amount must first be approved by CITY in accordance with applicable thresholds and procedures.
Additional Services must be authorized by CITY in writing prior to performance.
CONSULTANT shall be compensated for Additional Services as set forth in Exhibit(s) “ ” or as specified in the written authorization.
I. If CONSULTANT believes Additional Services are needed to complete the Scope of Services, CONSULTANT will provide the CITY with written notification that contains a specific description of the proposed additional Services, reasons for such additional Services, and a detailed proposal regarding cost. CITY is under no obligation to approve any increase in the agreed-upon costs for the performance of this Agreement.
PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and maintain during the term of this Agreement, all necessary permits, licenses, and certificates that may be required in connection with the performance of Services under this Agreement.
SITE INSPECTION; DISCOVERY OF HAZARDOUS MATERIALS OR LATENT CONDITIONS. The discovery, presence, handling or removal of hazardous substances is outside of CONSULTANT’s expertise, unless otherwise specified in Exhibit(s) “ ” , and is not included in the scope of Services. Should CONSULTANT discover any hazardous material, or latent or unknown conditions that may materially affect the performance of the Services, CONSULTANT will immediately inform CITY of such fact and will not proceed except at CONSULTANT’s own risk until written instructions are received from CITY.
PREVAILING WAGES. CONSULTANT shall comply with the California Prevailing Wage Law to the extent it applies to work performed under this Agreement. If applicable, CONSULTANT shall pay prevailing wages to its employees and shall comply with the additional provisions set forth below:
CONSULTANT shall pay prevailing wages to its employees on any agreement when required by applicable law. Copies of the general prevailing rates of per diem wages for each craft, classification, or type of worker needed to execute the Agreement, as determined by the Director of the State of California Department of Industrial Relations, are on file at the County’s Capital Projects Office and may be obtained from the California Department of Industrial Relations website
http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm. CONSULTANT shall comply with the 8-hours per day/40 hours per week/overtime/working hours restrictions for all employees, pursuant to the California Labor Code. CONSULTANT and all subconsultants shall keep and maintain accurate employee payroll records for Work performed under the Agreement. The payroll records shall be certified and submitted as required by law, including Labor Code Sections 1771.4 (if applicable) and 1776, including to the Labor Commissioner no less frequently than monthly. CONSULTANT shall comply fully with Labor Code Section 1777.5 in the hiring of apprentices for work relating to the Agreement.
CONSULTANT acknowledges and agrees that it will comply with AB 1768 (effective January 1, 2020), which amended and expanded the definition of “construction” for which prevailing wages must be paid to include “work performed during the design, site assessment, feasibility study, and other pre-construction phases of construction…regardless of whether any further construction work is conducted…” CONSULTANT shall forfeit, as a penalty to Owner, the penalty or penalties as provided by the California Labor Code, for each laborer, workman, or mechanic employed in performing labor in and about the Work provided for in the Agreement for each day, or portion thereof, that such laborer, workman or mechanic is paid less than the said stipulated rates for any work done under the Agreement by him or her or by any Subconsultant under him or her, in violation of Articles 1 and 2 of Chapter 1 of Part 7 of Division II of the California Labor Code. The sums and amounts which shall be forfeited pursuant to this Paragraph and the terms of the California Labor Code shall be withheld and retained from payments due to CONSULTANT the California Labor Code, but no sum shall be so withheld, retained or forfeited except from the final
payment without a full investigation by either the State Department of Industrial Relations or by Owner. The Labor Commissioner pursuant to California Labor Code §1775 shall determine the final amount of forfeiture.
CONSULTANT shall insert in every subcontract or other arrangement which CONSULTANT may make for performance of Work or labor on Work provided for in the Agreement provision that Subconsultant 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.
CONSULTANT and Subconsultants 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 Agreement Documents. Each payroll record shall contain or be verified by a written declaration as required by Labor Code Section 1776. The payroll records enumerated above must be certified and shall be available for inspection at all reasonable hours at the principal office of CONSULTANT as required by Labor Code Section 1776. This Project is subject to prevailing wage compliance monitoring and enforcement by the Department of Industrial Relations.
WAIVER. CITY’s review or acceptance of, or payment for, Services or product prepared by CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights CITY may have under this Agreement or of any cause of action arising from CONSULTANT’s performance.
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 different character.
TERMINATION.
Termination for Convenience. CITY may terminate this Agreement at any time with or without cause by written notice to CONSULTANT.
CONSULTANT will be entitled to recover its costs expended up to the termination plus reasonable profit thereon to the termination date not to exceed the total costs under Section 1(C), but may recover no other loss, cost, damage, or expense.
Termination for Cause. CITY may terminate this Agreement in whole or part for default should CONSULTANT commit a material breach of this Agreement, and such breach has not been cured within fifteen (15) calendar days of the date of CITY’s written notice to CONSULTANT demanding such cure. In the event CITY terminates this Agreement for default, CONSULTANT will be liable to CITY for all costs to cure the deficiencies, and all loss, cost, expense, damage, and liability resulting from such breach and termination.
Upon receiving a termination notice, CONSULTANT will immediately cease performance under this Agreement unless otherwise provided in the termination notice. Except as otherwise provided in the termination notice, any Services performed by CONSULTANT after receiving a termination notice will be performed at CONSULTANT’S own cost; CITY will not be obligated to compensate CONSULTANT for such Services.
Upon a termination, all finished or unfinished documents, data, studies, surveys, drawings, maps, reports and other materials prepared by CONSULTANT will become CITY’s property and CONSULTANT will deliver any such items in its possession to CITY within thirty (30) days of termination.
Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms Services similar to those terminated.
OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models, photographs and reports prepared by CONSULTANT under this Agreement are CITY’s property.
CONSULTANT may retain copies of said documents and materials as desired, but will deliver all original materials to CITY upon CITY’s written notice. CITY agrees that use of CONSULTANT’s documents and/or materials for purposes other than identified in this Agreement is at CITY’s own risk.
PUBLICATION OF DOCUMENTS. Except as necessary for performance under this Agreement, CONSULTANT will not release copies, sketches, or graphs of materials, including graphic art services, prepared pursuant to this Agreement to any other person or public entity without CITY’s prior written approval. All press releases, including graphic display information to be published in newspapers or magazines, will be approved and distributed solely by CITY, unless otherwise provided by written agreement between the parties.
INDEMNIFICATION AND LIABILITY.
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; (including any additional services authorized by CITY in writing) (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).
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.
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.
ASSIGNABILITY. This Agreement is for CONSULTANT’s professional services.
CONSULTANT or any subconsultant’s attempts to assign the benefits or burdens of this Agreement without CITY’s written approval are prohibited and will be null and void.
INDEPENDENT CONTRACTOR. CONSULTANT shall at all times be deemed an independent contractor wholly responsible for the manner in which it performs the Services, and fully liable for the acts and omissions of its employees, subconsultants and agents. Under no circumstances shall this Agreement be construed as creating an employment, agency, joint venture or partnership relationship between CITY and CONSULTANT, and no such relationship shall be implied from performance of this Agreement. Terms in this Agreement referring to direction from CITY shall be construed as providing for direction as to policy and the result of Services only, and not as to means and methods by which such a result is obtained. CONSULTANT shall pay all taxes (including California sales and use taxes) levied upon this Agreement, the transaction, or the Services and/or goods delivered pursuant hereto without additional compensation, regardless of which party has liability for such tax under applicable law, and any deficiency, interest or penalty asserted with respect thereto. CONSULTANT shall pay all other taxes including but not limited to any applicable City business tax, not explicitly assumed in writing by CITY hereunder. CONSULTANT shall comply with all valid administrative regulations respecting the assumption of liability for the payment of payroll taxes and contributions as above described and to provide any necessary information with respect thereto to proper authorities.
CONSULTANT has no authority to bind the CITY.
AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect to all Services and matters covered under this Agreement. Those records include, without limitation, correspondence, internal memoranda, calculations, books and accounts, accounting records documenting its services under its Agreement, and invoices, payrolls, records and all other data related to matters covered by this Agreement. CITY and its designees will have free access at all reasonable times to such records, including the right to audit, examine, and make copies, excerpts, and transcripts from such records, and to inspect all program data, documents, proceedings and activities. If CITY receives funds from another governmental entity for the payment in whole or part of the Services, that
governmental entity will have all rights the CITY has under this Section. CONSULTANT will retain all records subject to this Section for at least three (3) years after termination or final payment under this Agreement.
INSURANCE. [All insurance terms subject to review and approval of City Risk Manager] 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/$2,000,000 (aggregate) Professional liability $1,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
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 of $1,000,000 per occurrence, $2,000,000 general aggregate, 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.
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.
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.”
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.
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 contract language. In the alternative, should CONSULTANT fail to meet any of the insurance requirements under the Agreement, City may terminate this Agreement immediately with no penalty.
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.
The CITY shall be entitled to any coverage in excess of the minimums required herein.
Primary/noncontributing. Coverage provided by CONSULTANT shall be primary and any insurance or self-insurance procured or maintained by CITY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of CITY before the CITY’S own insurance or self- insurance shall be called upon to protect it as a named insured.
Additional insured status. General liability, automobile liability, and umbrella/excess liability insurance policies shall provide or be endorsed to provide that CITY and its officers, officials, employees, agents, and volunteers shall be additional insureds under such policies.
INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the status on the Services, which will include a schedule update and a short narrative description of progress during the past month for each major task, a description of the Services remaining and a description of the Services to be done before the next schedule update.
DISPUTE RESOLUTION.
In the event of any dispute between CONSULTANT and CITY regarding any claim, demand or request by CONSULTANT for time, money, or additional compensation for any reason whatsoever CONSULTANT shall submit to CITY, within 21 days of CONSULTANT’s first knowledge of the dispute, a written description of
CONSULTANT’s claim, demand or request that provides a narrative of the pertinent events, the contractual basis of the CONSULTANT’s position, pricing calculations (if applicable) and attaches supporting documentation. CITY will then review the issue and make a decision thereon. If CONSULTANT shall fail to provide timely notice of any such claim, demand or request, then CONSULTANT shall waive is rights to such claim, demand or request, unless CONSULTANT can demonstrate a manifest lack of prejudice to CITY resulting from such late notice. CONSULTANT shall continue its work throughout the course of any dispute, and CONSULTANT’s failure to continue work during a dispute shall be a material breach of this Agreement.
If the CITY denies CONSULTANT’s claim, demand, or request in whole or part and CONSULTANT disagrees, and the claim, demand or request exceeds $50,000 then the parties shall, as a precondition to initiating litigation, submit the dispute claim, demand, or request to the Los Angeles JAMS office for non-binding mediation under the appropriate rules. The parties may agree to any other dispute resolution process.
Nothing herein will limit CONSULTANT’s obligation to timely submit to CITY a statutory Government Code Claim, in accordance with Government Code sections 910 et seq.
NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows:
If to CONSULTANT:
If to CITY:
City of Santa Clarita
ATTN: Kenneth W. Striplin, City Manager
23920 Valencia Boulevard, Suite 300
ATTN: Santa Clarita, CA 91355
Any such written communications by mail will be conclusively deemed to have been received by the addressee three days after deposit thereof in the United States mail, postage prepaid and properly addressed as noted above. In all other 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 Section.
CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws and regulations including, without limitation, CITY’s Conflict of Interest Code (on file in the City Clerk’s Office). It is incumbent upon the CONSULTANT or CONSULTING FIRM to notify the CITY pursuant to Section 27 NOTICES of any staff changes relating to this Agreement.
J. In accomplishing the Scope of Services of this Agreement, all officers, employees and/or agents of CONSULTANT(S), unless as indicated in Subsection (B), will be performing a very limited and closely supervised function, and, therefore, unlikely to have a conflict of interest arise. No disclosures are required for any officers, employees, and/or agents of CONSULTANT, except as indicated in Subsection (B).
__________________
Initials of Consultant
In accomplishing the Scope of Services of this Agreement, CONSULTANT will be performing a specialized or general service for the CITY, and there is substantial likelihood that the CONSULTANT’s Services product will be presented, either written or orally, for the purpose of influencing a governmental decision. As a result, the following CONSULTANT personnel shall be subject to the Disclosure Category “1” of the CITY’s Conflict of Interest Code:
______________________ ______________________
______________________ ______________________
SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor retained any company or person, other than CONSULTANT’s bona fide employee, to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed to pay any company or person, other than CONSULTANT’s bona fide employee, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Should CONSULTANT breach or violate this warranty, CITY may rescind this Agreement without liability.
THIRD PARTY BENEFICIARIES. CONSULTANT’s subconsultants shall agree to be bound to the terms of the Agreement to the extent of their scope of services, including but not limited to, terms regarding indemnity and dispute resolution, and shall agree that CITY is deemed an express third party beneficiaries of their subconsultant agreement. Nothing in this Agreement, however, shall operate to confer such or similar rights or benefits on persons or entities not party to this Agreement.
INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California. The exclusive venue for any action involving this Agreement will be in Los Angeles County.
ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire understanding of the parties with respect to the subject matter hereof. There are no other understandings, terms or other agreements expressed or implied, oral or written.
There is/are ( ) Exhibits (s) to this Agreement. To the extent of a conflict between this Agreement and one of the Exhibits, the terms of the Agreement shall take precedence. This Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent successors and assigns.
RULES OF CONSTRUCTION. Each party had the opportunity to independently review this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either party.
SEVERABILITY. If any portion of this Agreement is declared by a court of competent 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 modified, such portion and the balance of this Agreement will continue in full force and effect.
AUTHORITY/MODIFICATION. 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. To the extent of any contingency above the original Agreement amount previously approved by the CITY’s City Council, additional Services may be added to this Agreement by an additional authorization executed by both parties. This Agreement may be otherwise modified by written amendment, which generally requires approval of the CITY’s City Council. CITY’s City Manager, or designee, may execute any such authorization or amendment on behalf of CITY.
CAPTIONS. The captions of the sections and paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement.
TIME IS OF ESSENCE. Time is of the essence for each and every provision of this Agreement.
DELAY. CONSULTANT shall complete all Services required by this Agreement within the times specified in the Agreement, except where (1) an event outside of CONSULTANT’s reasonable control causes a delay and (2) CONSULTANT promptly advises CITY of such delay (such prompt notice to occur no more than 15 days after the first occurrence of the delay). Such events shall be limited to:
acts of neglect by CITY or CITY’s agents or by consultants when acting at CITY’s direction; breaches of this Agreement by CITY; Acts of God such as fire and flood; explosion, acts of terrorism, war and embargo; and other similar causes beyond the Parties’ reasonable control. In the event of an excusable delay the City may elect whether to terminate this Agreement or extend the time for performance.
FORCE MAJEURE. Except for defaults of subcontractors at any tier, CONSULTANT shall not be liable for any excess costs if the failure to perform the Agreement arises from causes beyond the control and without the fault or negligence of CONSULTANT, including without limitation failure to reasonably mitigate any adverse impacts (Force Majeure).
Force Majeure events include the following: Acts of God, fires, floods, earthquake, other natural disasters, epidemics and pandemics, abnormal weather conditions beyond the parameters otherwise set forth in this Article, nuclear accidents, strikes, lockouts, freight embargos, interruptions in service by a regulated utility, or governmental statutes or regulations enacted or imposed after the fact (together, “force majeure events”).
PROTECTION OF RESIDENT WORKERS. The CITY 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 (Form I-9), reviewing required proofs of both identify and employment authorization, and retaining the Form I-9 for the required period. Updated form I-9 information is available at www.uscis.gov. The CONSULTANT shall establish appropriate procedures and controls so no Services or products under the Agreement will be performed or manufactured by any worker who is not legally eligible to perform such Services or employment.
2. SAFETY OF PERSONS AND PROPERTY. SAFETY OF PERSONS AND PROPERTY. CONSULTANT 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, all as may be amended from time to time.
FACSIMILE OR ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE.
The parties agree that this Agreement may be transmitted and signed by facsimile or 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.
STANDARD SUPPLEMENTAL PROVISIONS. Notwithstanding Section 32 ENTIRE AGREEMENT above, the following Standard Supplemental Provision(s), attached to this Agreement, is(are) incorporated herein by this reference and takes precedence over any conflicting provision of this Agreement: [Insert name of any applicable SSP(s), and attach only that SSP(s)— omit remaining SSP(s). Insert “None” if applicable.]___________________. [SIGNATURES ON NEXT PAGE]
IN WITNESS WHEREOF, the parties hereto have executed this contract on the date set forth below. .
FOR CONSULTANT: IF CORPORATION:
By: By:
Print Name & Title Print Name & Title
Date: Date:
FOR CITY OF SANTA CLARITA:
KENNETH W. STRIPLIN, CITY MANAGER
By:
City Manager
Date:
APPROVED AS TO FORM:
JOSEPH M. MONTES, CITY ATTORNEY
By:
City Attorney
Date:
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
Submitted (Contractor/Subcontractor) By (Name By (Name and Title) eSignature
AFTER-HOURS EMERGENCIES
Landscape Maintenance, Urban Forestry and Streetlight After-Hours Emergencies
The City of Santa Clarita (City) Special Districts Division has a need to answer and respond to after-hours, weekends and holidays emergency calls in support of the City's Landscape Maintenance District (LMD), Urban Forestry (UF) and Streetlight Maintenance District (SMD) operations. This scope of work identifies the professional services to be provided by the Special District After-Hours Monitor under this contract.
The After-Hours Monitor will be available to receive and respond to calls concerning LMD/UF operations between the hours of 4:30 PM and 7:00 AM Monday through Friday; during all hours on weekends (Saturday and Sunday) and holidays, or as defined by the City's Special Districts Manager.
Calls will typically come from the City's answering service or the Los Angeles County Sheriff Department, but may also come from City representatives and citizens.
Incoming calls will be logged the by the After-Hours Monitor who will record the caller's name, issue, location, LMD Zone (if applicable), and phone number on a call-log.
Calls from the answering service in which the resident/home owner has requested follow-up contact, will be returned within 30 minutes by the After-Hours Monitor following receipt of call from the answering service. In instances where a return call is requested by the resident/home owner, the After-Hours Monitor will identify themselves as an agent of the City of Santa Clarita, verify the information provided by the answering service is correct, and describe the actions or action the City will take to resolve the issue or respond to the request and an estimated time frame to respond to the request.
The After-Hours Monitor is required to respond to the call by visiting the location and assessing the situation. Once initial assessment is made, the After-Hours Monitor shall either secure the site for follow-up during business hours, arrange for immediate response by the City's assigned LMD, UF tree contractor, SMD contractor or contact on-call City staff.
Issues or requests concerning slope failures, main line irrigation breaks or other after-hour emergency as a result of a third-party incident, and/or trees or branches down blocking a public street as described below will require immediate action. In the event of a slope failure, the After-Hours Monitor will assess the situation and contact the Landscape Maintenance Administrator. If the Landscape Maintenance Administrator is not available, the Special Districts Manager shall be contacted.
In the event of a main line irrigation break, or after-hour emergency as a result of a third-
party incident, the After-Hours Monitor will assess the situation. Depending upon the circumstances, the After-Hours Monitor will contact SCV Water and/or the Landscape Maintenance Vendor responsible for managing the specific landscape zone to address main line irrigation breaks.
In the event of a tree-related failure or emergency, the After-Hours Monitor will assess the situation and respond as follows:
o If the tree failure does not impact the public right of way and the affected area can be made safe, the After-Hours Monitor will refer the matter to the Urban Forestry Administrator the following calendar day. o If the tree failure impacts the public right of way or represents a continuing hazard to public or private property, the After-Hours Monitor will contact and mobilize the City's tree contractor so the area can be made safe. o If the situation requires assessment, the After-Hours Monitor will notify the Urban Forestry Administrator immediately. If the Urban Forestry Administrator is not available, the Landscape Maintenance Administrator or Special Districts Manager shall be contacted in the order that is listed.
Once the call has been attended to, input the request for service into the eService/RSC system prior to 7:00am the next business day for follow-up by the Landscape Maintenance or Urban Forestry Administrator. Work performed shall be specifically noted in the "In Progress Notes" section of the RSC and if further work is needed. Digital pictures documenting the issue and resolution shall be uploaded to the RSC.
Initially, the City will provide the phone numbers for our contact list. It is the After-Hours Monitor's responsibility to update the contact list.
The After-Hours Monitor shall always be professional, polite and courteous while conducting business on behalf of the City.
Compensation shall be billed in 1-hour segments.
The After-Hours Monitor shall provide a copy of the call-log when requesting payment for services or upon request by the City. The log will contain the name of the caller (or organization), address or cross streets, date of the call, time of the call, address, phone number, brief description of the request or issue, and the time spent addressing the issue.
Streetlight Maintenance
District After-Hours Inspection
Services
The City of Santa Clarita (City) Streetlight Maintenance District (SMD) has a need to visually inspect streetlights for outages and maintenance after regular working hours. The scope of work identifies the professional services to be provided by the contractor under this contract to fulfill this need.
City staff will supply locations where outages and maintenance issues have been reported. location information shall be provided as street locations, intersections, addresses, or maps.
Compensation for after-hours inspection services shall be based on an hourly rate proposed by the vendor.
The contractor will respond to City staff streetlight inspection requests in full dark, nighttime hours.
The contractor will provide streetlight pole numbers, specific location or address, and the status of the streetlight function within 24 hours of visual inspection.
The contractor shall provide a copy of the visually inspected streetlights when requesting payment for services. The log will have the location, streetlight numbers, date and time of inspection, and amount of time spent addressing the outages.
The contractor shall always be professional, polite, and courteous while conducting business on behalf of the City. A safety vest must be worn when exiting the vehicle. Contractor must abide by all safety and traffic guidelines and laws.
RSC EXAMPLE
INSPECTIONS APPLICATION
Inspections Application - Landscape Contract Monitor’s View
Example of the Queue within the Inspections Application:
Examples of Fields within the Inspections Intake Sheet:
CITY PHILOSOPHY AND ATTACHMENTS B-G - ZONE MAPS
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300 0 300150 Feet
Landscape information from Hunsaker Engineering
Paseo information from City of Santa Clarita - GIS
Parcel data: Copyright June 2019, County of Los Angeles and ParcelQuest
All rights reserved.
LMD Zone T8
Part 1
LANDSCAPE
MAINTENANCE
Q:\PROJECTS\AS\130401f1\mxd\lmd_t8_paseo_landscapes_part1.mxd Legend
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TARANTO AV
ZERMATT LN
ROCKW
ELLCANYON
RD
VIA
JACARA
SUMMITPL
S9 S8 S7
S6
S5
S4
S3S2 S1
S13
S14
S15
S16
S17 S17S19
S20S21
S22
S12S11
S10
51/651/7
")
!(!(
!(
!(
!(
!(!(
!(!(!(!(!(!(!(!(!(!(!(!(
!( !( !( !(
!(
!( !(
!( !(
!(!(
!(
!(
!( !(
!(
!(
!(
!(
!(
!(
!(
!(
!(
!(
!(
SINGING
HILLSDR
BELLERIVE DR
CL ARBOR
MATELRD
PAOLINOPL
TOURELLEPL
ORCHARDVILLAGERD
DEL MONTE DR
AVD JOLITA
TIDE DR
CHARONNE CT
TOSSANO DR
REGENTSPARKCIR
HAM
PTONDR
AOSTACT
BELLISDR
GALWAY PL
BRIGHTON
DR
KIRSTENGARY WY
PALERMOWY
ANDERMATTPL
ALEGRO DRDALGO DRPEARY DR CHIMNEY ROCK RD
EMPALM
O
CT
BERAULTCT
HA MPTON
DR
ARROYO
PARK
DR
WINDSOR DR
CORDERA CT
SAINTDENIS CT
VERSAILLES AV
VIAIRANA
GRANARY SQ
CHARING
CROSSRD SAINTMORITZ DR
SARDINIA CT
BLANCA WY
MCBEAN PKWY
ANZIOWY
GALANTEW
Y
PARMA CT
VARESECT
MCBEAN
PKW
Y
FENDA
W
Y
MORNINGTON DR
RAMILLO WY
MILANO LN
LUCERNECT
TARANTO AV
ZERMATT LN
ROCKW
ELLCANYON
RD
VIA
JACARA
SUMMITPL
S9 S8 S7
S6
S5
S4
S3S2 S1
S13
S14
S15
S16
S17 S17S19
S20S21
S22
S12S11
S10
51/651/7
300 0 300150 Feet
LMD Zone T8
Part 2
LANDSCAPE
MAINTENANCE
µ
Landscape information from Hunsaker Engineering
Paseo information from City of Santa Clarita - GIS
Parcel data: Copyright June 2019, County of Los Angeles and ParcelQuest
All rights reserved.
Q:\PROJECTS\AS\130401f1\mxd\lmd_t8_paseo_landscapes_part2.mxd Legend
!( Paseo Light Poles
") Paseo Bridge
Paseos
Parcel Outlines
LMD Boundary
Irrigated Landscape
Non-irrigated Landscape
Turf
Attachment D
DocuSign Envelope ID: C637AF3F-E86D-4C1A-B0BA-AB2484466A8C
DAFFODIL AVE
PLATT CT
GRAND
CANYON
RD
EDGEVIEW PL
NARCISSUS
CRESTAVE
MUMS DR
GRANDIFLORASRD
FUJI CT
YELLOWSTONE LN
SOLEDAD CANYON RD
WISTERIA
VALLEY
RD
RUSHMORE CT
QUEZADA WAY
PINNACLE CT
ABELIA RD
CAS
CA
DE
CT
CATSKILLSCT
14 FREEWAY S
COLORADOPL
RAMLIDR
ABELIA RD
WRAN
GELL LN
EVERGLADES CT
SHENAN
DOAH LN
PARKGLEN
PL
CANNA VALLE
Y ST
VALLEY CANYON RD
14 FREEWAY N
GAS LINE RD
14 FREEWAY S
SOLEDADCANYON RD
EXIT 11 S
SHADOW
PINES
BLVD
SHADOW PINES BLVD
ARCHESLN
ARCHES
LN
FLO
RABUNDA
RD
FLORABUNDA
RD
MAMMOTH
LN
MAMMOTHLN
RAQUEL LN
SEQ
UO
IA
RD
HIDDEN
O
AK
PL
ALYSSUM
LN
KILAMANJARO
CT
KING
S
CANYON LN
BIG
BEND
PL
CANYON
RIM
PL
DAFFODIL AVE
PLATT CT
GRAND
CANYON
RD
EDGEVIEW PL
NARCISSUS
CRESTAVE
MUMS DR
GRANDIFLORASRD
FUJI CT
YELLOWSTONE LN
SOLEDAD CANYON RD
WISTERIA
VALLEY
RD
RUSHMORE CT
QUEZADA WAY
PINNACLE CT
ABELIA RD
CAS
CA
DE
CT
CATSKILLSCT
14 FREEWAY S
COLORADOPL
RAMLIDR
ABELIA RD
WRAN
GELL LN
EVERGLADES CT
SHENAN
DOAH LN
PARKGLEN
PL
CANNA VALLE
Y ST
VALLEY CANYON RD
14 FREEWAY N
GAS LINE RD
14 FREEWAY S
SOLEDADCANYON RD
EXIT 11 S
SHADOW
PINES
BLVD
SHADOW PINES BLVD
ARCHESLN
ARCHES
LN
FLO
RABUNDA
RD
FLORABUNDA
RD
MAMMOTH
LN
MAMMOTHLN
RAQUEL LN
SEQ
UO
IA
RD
HIDDEN
O
AK
PL
ALYSSUM
LN
KILAMANJARO
CT
KING
S
CANYON LN
BIG
BEND
PL
CANYON
RIM
PL
¯
300 0 300150 Feet
Parcel data: Copyright October 2018,
ParcelQuest & County of Los Angeles.
All rights reserved.
Street centerlines developed & maintained
by City of Santa Clarita GIS
LMD Zone T52
LANDSCAPE
MAINTENANCE
Q:\PROJECTS\NS\181017e1\mxd\lmd_t52_landscapes.mxd
Legend
Easement Turf
Irrigated Landscape
Non-Irrigated
Landscape (Weed
Abatement, Fire
Clearance)
Parcel Outlines
Building Footprints
LMD Zone T52
Boundary
City of Santa Clarita
Boundary
DocuSign Envelope ID: 80C621B9-EBEF-42DC-B4CF-3D7513420141 DocuSign Envelope ID: 3F5C14FD-B5A6-45B4-9DD0-9E45DB173F04