water projects that provide immediate relief to potable water supplies, and other projects that support immediate drought response.
The City plans to submit funding requests for several projects under the Urban Community Drought Relief Program, including the City Hall Stormwater Direct Use Project, the City of South Pasadena Reclaimed Water Supply Project, and the Huntington Drive Regional Green Street Project. The City Hall Stormwater Direct Use Project proposes to install stormwater capture cisterns and water efficiency equipment in and around City Hall parking lots, as well as drainage improvements in the surrounding area to redirect stormwater runoff to the cisterns. The City of South Pasadena Reclaimed Water Supply Project proposes to construct a recycled water pipeline between the City of Montebello and the City of South Pasadena to provide nonpotable water supply to green spaces in the City, and other municipalities along the pipeline route. The Huntington Drive Regional Green Street Project proposes to develop a green street along Huntington Drive that would collect dry-weather and wet-weather water runoff for beneficial reuse from the street network on the east side of the City.
Projects funded under the program must be completed by December 2026.
Fiscal Impact
Approximately $300 million is available from the Department of Water Resources in this solicitation for funding. The City plans to submit a funding request for at least $15 million for the projects described above. The program requires a minimum non-state cost share of 25% of the total application costs.
Attachment: Draft Resolution
13 - 2
ATTACHMENT
Draft Resolution
13 - 3
INTENTIONALLY
LEFT BLANK
13 - 4
RESOLUTION NO. _____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTH PASADENA, CALIFORNIA, AUTHORIZING THE GRANT
APPLICATION, ACCEPTANCE, AND EXECUTION FOR THE
CITY OF SOUTH PASADENA DROUGHT RESILIENCY
PROJECTS
WHEREAS, the City of South Pasadena proposes to implement Drought Resiliency Projects; and
WHEREAS, the City of South Pasadena has the legal authority and is authorized to enter into a funding agreement with the State of California; and WHEREAS, the City of South Pasadena intends to apply for grant funding from the California Department of Water Resources for Drought Resiliency Projects.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SOUTH
PASADENA, CALIFORNIA, DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS:
SECTION 1. That pursuant and subject to all of the terms and provisions of Budget Act of 2021 (Stats. 2021, ch. 240, § 80) as amended (Stats. 2022, ch. 44, § 25), the City of South Pasadena City Manager, or designee is hereby authorized and directed to prepare and file an application for funding with the Department of Water Resources, and take such other actions necessary or appropriate to obtain grant funding.
SECTION 2. The City of South Pasadena City Manager, or designee is hereby authorized and directed to execute the funding agreement with the Department of Water Resources and any amendments thereto.
SECTION 3. The City of South Pasadena City Manager, or designee is hereby authorized and directed to submit any required documents, invoices, and reports required to obtain grant funding.
SECTION 4. The City Clerk of the City of South Pasadena shall certify to the passage and adoption of this resolution and its approval by the City Council and shall cause the same to be listed in the records of the City. 13 - 5
RESOLUTION NO.
PAGE 2
PASSED, APPROVED AND ADOPTED ON this 21st day of December, 2022.
Michael A. Cacciotti, Mayor
ATTEST: APPROVED AS TO FORM:
Desiree Jimenez, CMC Andrew L. Jared, City Attorney
Chief City Clerk
I HEREBY CERTIFY the foregoing Resolution was duly adopted by the City Council of the City of South Pasadena, California, at a regular meeting held on the 21st day of December 2022 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAINED:
___________________________
Desiree Jimenez, CMC
Chief City Clerk
13 - 6
14 14 - 1
City Council
Agenda Report
DATE: December 21, 2022
FROM: Armine Chaparyan, City Manager -ft-u
PREPARED BY: H. Ted Gerber, Director of Public Works
ITEM NO.
SUBJECT: Authorize a Third Contract Amendment for Interim Landscaping Services with LandCare through March 31, 2023 for a Monthly Maximum Amount of $37,357.96
Recommendation
It is recommended that the City Council authorize the City Manager to execute a contract amendment for interim landscaping services with LandCare, for a total monthly amount not to exceed $37,357.96.
Background
LandCare has provided landscaping maintenance throughout South Pasadena at parks, medians, facilities, and grounds through a Maintenance Agreement with the City since 2018. The City's current agreement for such services with LandCare expires on December 31, 2022. On November 7, 2022, the City requested proposals to provide Citywide Landscaping Services, and accepted bids through November 30, 2022. The City is in the process of finalizing the review of bid proposals received from landscaping contractors. In the interim, the City proposes to execute a bridge agreement (Attachment 1) with Land Care to continue providing scheduled landscaping services until a new contract is awarded.
Analysis
On July 16, 2014, the City Council authorized the award of a contract to TruGreen LandCare, now known as LandCare, for the provision of landscape services. The initial contract had a duration from July 16, 2014 through July 31, 2017. On November 15, 2017, the City Council approved another three-year contract (Agreement) with LandCare to perform landscape maintenance services for an amount of $25,428.15 per month, with an option for one two-year extension. On August 15, 2018, the City entered into a first amendment to the Agreement with LandCare to include maintenance at the newly constructed Arroyo Seco Bicycle and Pedestrian Trail for a total monthly maximum amount of $25,738.15. On March 15, 2021 , the City entered into a second amendment to extend the Agreement through December 31 , 2022 for a total monthly maximum amount of $25,870.68. This third contract amendment would provide landscape maintenance services for a total monthly maximum amount of $37,357.96 through the third quarter of Proposed Third Contract Amendment with LandCare for Interim Landscaping Services December 21, 2022
Fiscal Year (FY) 2022-23, from January 2023 through March 2023, while staff continues to finalize a new contract for City Council approval.
Fiscal Impact
Adequate funding for this bridge agreement is available in the FY 2022-23 adopted budget for landscape maintenance services including $448,000 appropriated to Park Maintenance Contract Services Account No. 101-6010-6410-8180-000, $131,250 appropriated to Median Strips Contract Services Account No. 215-6010-6416-8180-000, $15,000 appropriated from Prop ‘A’ Maintenance Account No. 232-6010-6417-8180-000, and $24,000 Water Distribution Contract Services Account No. 500-6010-6710-8180- 000, for a total of $618,250 of available funding. To date, $48,708.18 of this amount has been expended for landscaping services in the current fiscal year.
Environmental Analysis
This item is exempt from the California Environmental Quality Act (CEQA) analysis based on State CEQA Guidelines Section requirements under Section 21084 of the Public Resources Code, in accordance with Article 19, Section 15301, Class (1) "existing facilities."
Attachments
1. Proposed Third Amendment to Maintenance Agreement with LandCare
2. LandCare Approved Maintenance Agreement
3. First and Second Contract Amendments with LandCare
14 - 2
ATTACHMENT 1
Proposed Third Amendment to Maintenance Agreement
with LandCare
14 - 3
INTENTIONALLY
LEFT BLANK
14 - 4
THIRD AMENDMENT TO
MAINTENANCE AGREEMENT
THIS AMENDMENT (“Amendment”) is made on this 22nd day of December 2022, by and between the CITY OF SOUTH PASADENA (“CITY”) and LANDCARE (“CONTRACTOR”).
RECITALS
WHEREAS, on January 23, 2018, the City entered an agreement with the Contractor, to provide landscape maintenance throughout South Pasadena at parks, medians, facilities, and grounds for a total monthly maximum amount of $25,428.15; and
WHEREAS, on August 15, 2018, the city entered a first amendment agreement with the Contractor to include maintenance at the newly constructed Arroyo Seco Bicycle and Pedestrian Tral for a total monthly maximum amount of $25,738.15; and WHEREAS, On March 15, 2021; the city entered a second agreement on the same terms as set forth in the Agreement and the First Amendment for an additional two years, through December 31, 2022 for a total monthly maximum amount of $25,870.68; and
WHEREAS, the Payment for Services in the Agreement shall not exceed the Maximum Amount of the Agreement, as amended, unless the City has given specific advance approval in writing; and
WHEREAS, it is recommended Contractor continue to perform landscape maintenance services for the City during an interim period in the third quarter of Fiscal Year 2022-2023; and
WHEREAS, the costs for said services, on an as-needed basis, shall be in an amount not to exceed a total monthly maximum amount of $37,357.96.
NOW, THEREFORE, THE CITY AND THE CONTRACTOR AGREE AS FOLLOWS:
1. That Section 3.3 “Maximum Amount” of the Agreement is amended to read as follows: The highest total compensation and costs payable to the Contractor by the City under this Agreement; The Maximum Amount under 14 - 5
this Agreement is thirty-seven thousand and three-hundred fifty-seven dollars and ninety-six cents ($37,357.96) per month.
2. That Section 3.5 “Termination Date” of the Agreement is amended to March 31, 2023.
3. That Section 14 “Notices” is amended to read:
If to City: If to Contractor
H. Ted Gerber, Public Works Director Nick Patterson
City of South Pasadena LandCare
Public Works Department 4134 Temple City Blvd.
1414 Mission Street Rosemead, CA 91770
South Pasadena, CA 91030 Telephone: (626) 377-4845
Telephone: (626) 403-7240
Facsimile: (626) 403-7241
With courtesy copy to:
Andrew L. Jared
South Pasadena City Attorney
Colantuono, Highsmith & Whatley, PC
790 E. Colorado Blvd., Ste 850
Pasadena, CA 91101
Telephone: (213) 542-5700
Facsimile: (213) 542-5710
4. That all other terms, conditions, and provisions of the Agreement to the extent not modified by this Amendment, shall remain in full force and effect. 14 - 6
“City”
City of South Pasadena
By:________________________________
Signature
Printed: Arminé Chaparyan
Title: City Manager
Date:______________________
“Contractor”
Landcare
By:______________________________
Signature
Printed:___________________________
Title:_____________________________
Date:______________________
Attest:
By:__________________________
Desiree Jimenez, CMC
Chief City Clerk
Date:________________________
Approved as to form:
By:___________________________
Andrew L. Jared, City Attorney
Date:________________________
14 - 7
ATTACHMENT 2
LandCare Approved Maintenance Agreement
14 - 8
14 - 9
1. IDENTIFICATION
MAINTENANCE AGREEMENT
Providing Payment of Prevailing Wages
(City of South Pasadena/ LandCare)
This MAINTENANCE AGREEMENT ("Agreement") is entered into by and between the City of South Pasadena, a California municipal corporation ("City"), and LandCare ("Contractor").
2. RECITALS
2.1. City has determined that it requires the following recurring maintenance services from a contractor: Landscape maintenance of City parks, medians, facilities, and grounds, as described herein.
2.2. Contractor represents that it is fully qualified to perform such maintenance services by virtue of its experience and the training, education and expertise of its principals and employees. Contractor further represents that it is willing to accept responsibility for performing such maintenance services in accordance with the terms and conditions set forth in this Agreement.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions herein contained, City and Contractor agree as follows:
3. DEFINITIONS
3.1. "Scope of Services": Such maintenance services as are set forth in the Scope of Services attached hereto as Exhibit A and incorporated herein by this reference.
3.2. "Agreement Administrator": The Agreement Administrator for this project is Paul Toor, Public Works Director. The Agreement Administrator shall be the principal point of contact at the City for this project. All services under this Agreement shall be performed at the request of the Agreement Administrator. The Agreement Administrator will establish the timetable for completion of services and any interim milestones. City reserves the right to change this designation upon written notice to Contractor
3.3. "Maximum Amount": The highest total compensation and costs payable to Contractor by City under this Agreement. The Maximum Amount under this Agreement is twenty five thousand four hundred twenty eight dollars and fifteen cents ($25,428.15) per month. Breakdown of the cost of each item is included in the Contractor's Bid Maintenance Services Agreement
Page I of 57
Authorized for Use 11.15.16
14 - 10
Proposal and Rate Sheet attached hereto as Exhibit B and incorporated herein by this reference.
3.4. "Commencement Date": January I, 2018.
3.5. "Termination Date": December 31, 2020.
4. TERM
The term of this Agreement shall commence at 12:00 a.m. on the Commencement Date and shall expire at 11 :59 p.m. on the Termination Date unless extended by written agreement of the parties or terminated earlier under Section 16 ("Termination") below. The contract may be extended for an additional two years under the same terms and conditions at the sole discretion of the City Manager or his/her representative, unless earlier terminated as provided in Section 16 herein. If the City desires to exercise the two year renewal option, the City shall notify the Contractor in writing. If the Contractor desires to adjust the rates as set forth in Exhibit B for such extension period, Contractor shall give City written notice sixty (60) days in advance for such adjustment.
In no case shall said adjustment exceed the increase (or decrease) represented by the United States Department of Labor, Bureau of Labor Statistics Consumer Price Index for all Urban Consumers for the Los Angeles-Anaheim-Riverside standard Metropolitan Statistical Area ("Index") for September of the term then expiring from the Index for September one year prior thereto.
5. CONTRACTOR'S DUTIES
5.1. Services. Contractor shall perform the services identified in the Scope of Services.
City shall have the right to request, in writing, changes in the Scope of Services. Any such changes mutually agreed upon by the parties, and any corresponding increase or decrease in compensation, shall be incorporated by written amendment to this Agreement. No additional work should be performed unless otherwise authorized by the City in writing.
5.2. Performance to Satisfaction of City: Contractor agrees to perform all the work to the complete satisfaction of the City and within the hereinafter specified. Contractor agrees that the services rendered pursuant to this Agreement shall be performed in accordance with the standards customarily provided by an experienced and competent professional organization rendering the same or similar services. Evaluations of the work will be done by the Agreement Administrator of their designee. If the quality of the work is not satisfactory, the City in its sole discretion has the right to:
• Meet with the Contractor to review the quality of the work and resolve the matter of concern;
Maintenance Services Agreement
Authorized for Use l l.15.16
14 - 11
• Require the Contractor to repeat the work at no additional fee until satisfactory; and/or
• Terminate the Agreement as hereinafter set forth.
5.3. Coordination with City. In performing services under this Agreement, Contractor shall coordinate all contact with City through its Agreement Administrator.
5.4. Budgetary Notification. Contractor shall notify the Agreement Administrator, in writing, when fees and expenses incurred under this Agreement have reached eighty percent (80%) of the Maximum Amount. Contractor shall concurrently inform the Agreement Administrator, in writing, of Contractor's estimate of total expenditures required to complete its current assignments before proceeding, when the remaining work on such assignments would exceed the Maximum Amount.
5.5. Business License. Contractor shall obtain and maintain in force a City business license for the duration of this Agreement.
5.6. Professional Standards. Contractor shall perform all work to the highest standards of Contractor's profession and in a manner reasonably satisfactory to City. Contractor shall keep itself fully informed of and in compliance with all local, state, and federal laws, rules, and regulations in any manner affecting the performance of this Agreement, including all Cal/OSHA requirements, the conflict of interest provisions of Government Code § 1090 and the Political Reform Act (Government Code § 81000 et seq.).
5.7. Appropriate Personnel. Contractor has, or will secure at its own expense, all personnel required to perform the services identified in the Scope of Services. All such services shall be performed by Contractor or under its supervision or by subcontractor(s) of Contractor, and all personnel engaged in the work shall be qualified to perform such services. Cody Martin shall be Contractor's project administrator and shall have direct responsibility for management of Contractor's performance under this Agreement. No change shall be made in Contractor's project administrator without City's prior written consent.
5.8. Prevailing Wages. This Agreement is subject to the prevailing wage law as more fully set forth in Section 8 (Labor Code), for all work performed under this Agreement for which the payment of prevailing wages is required under the California Labor Code. In particular, Contractor acknowledges that prevailing wage determinations are available for work performed under this Agreement.
5.9. Permits and Approvals. Contractor shall obtain, at its sole cost and expense, all permits and regulatory approvals necessary, if any, for Contractor's performance of this Agreement including, but not limited to, professional licenses and permits.
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 12
5.10. Notification of Organizational Changes. Contractor shall notify the Agreement Administrator, in writing, of any change in name, ownership or control of Contractor's firm or of any subcontractor. Change of ownership or control of Contractor's firm may require an amendment to this Agreement.
5.11. Records. Contractor shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such documents shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of City. In addition, pursuant to Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds ten thousand dollars, all such documents and this Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of City, for a period of three (3) years after final payment under this Agreement.
6. SUBCONTRACTING AND ASSIGNMENT
6.1. General Prohibition On Assignment. This Agreement covers services of a specific and unique nature. Except as otherwise provided herein, Contractor shall not assign or transfer its interest in this Agreement or subcontract any services to be performed without amending this Agreement.
6.2. Contractor Responsible. Contractor shall be responsible to City for all services to be performed under this Agreement.
6.3. Subcontracting. Contractor shall not subcontract any portion of the performance contemplated and provided for herein unless (1) such subcontracting is specifically described in the proposal attached hereto or (2) the City provides prior written approval. In any event, Contractor shall supervise all work subcontracted by Contractor in performing the services described in the Scope of Services and shall be responsible for all work performed by a subcontractor as if Contractor itself had performed such work. The subcontracting of any work shall not relieve Contractor from any of its obligations under this Agreement with respect to the services described in the Scope of Services. Contractor is obligated to ensure that any and all subcontractors performing any services under this Agreement shall be fully insured in all respects and to the same extent as set forth under Section 13 (Insurance), to City's satisfaction.
6.4. Compensation for Subcontractors. Contractor shall be liable and accountable for any and all payments, compensation, and federal and state taxes to all subcontractors Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 13
performing services under this Agreement. City shall not be liable for any payment, compensation, or federal and state taxes for any subcontractors.
7. COMPENSATION
7.1. General. City agrees to compensate Contractor for the services provided under this Agreement, and Contractor agrees to accept payment, the Maximum Amount in full satisfaction for such services. Compensation shall not exceed the Maximum Amount.
Contractor shall not be reimbursed for any expenses unless provided for in this Agreement or authorized in writing by City in advance.
7.2. Invoices. Contractor shall submit to City an invoice, on a monthly basis or as otherwise agreed to by the Agreement Administrator, for services performed pursuant to this Agreement. Each invoice shall identify the Maximum Amount, the services rendered during the billing period, the amount due for the invoice, and the total amount previously invoiced. Contractor shall include a copy of each subcontractor invoice, if any, for which reimbursement is sought in the invoice.
7.3. Taxes. City shall not withhold applicable taxes or other payroll deductions from payments made to Contractor except as otherwise required by law. Contractor shall be solely responsible for calculating, withholding, and paying all taxes.
7.4. Disputes. The parties agree to meet and confer at mutually agreeable times to resolve any disputed amounts contained in an invoice submitted by Contractor.
8. LABOR CODE
8.1. Prevailing Wage Law. Prevailing Wage Law. This Agreement is subject to the requirements of the prevailing wage laws, including, but not limited to, Labor Code Section 1720 et seq., and Labor Code Section 1770 et seq., as well as Code of Regulations, Title 8, Section 16000 et seq., which require payment of prevailing wage rates and the performance of other requirements on certain "public works" and "maintenance" projects. Contractor shall defend, indemnify, and hold harmless City, and its officers, employees, agents, and volunteers free and harmless from any claim or liability arising out of failure or alleged failure of Contractor to comply with such prevailing wage laws.
8.2. Payment of Prevailing Wages. Contractor shall pay the prevailing wage rates for all work performed under this Agreement. When any craft or classification is omitted from the general prevailing wage determinations, the Contractor shall pay the wage rate of the craft or classification most closely related to the omitted classification.
8.3. Forfeiture. Contractor shall forfeit as a penalty to City Two Hundred Dollars ($200.00), or any greater penalty provided in the Labor Code, for each calendar day, Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 14
or portion thereof, for each worker paid less than the prevailing wage rates for any work done under this Agreement employed in the performance of the Scope of Services by Contractor or by any subcontractor of Contractor in violation of the provisions of the Labor Code. In addition, the difference between such prevailing wage rates and the amount paid to each worker for each calendar day, or portion thereof, for which each worker was paid less than the prevailing wage rate shall be paid to each worker by Contractor.
8.4. Apprentices. Contractor shall comply with the provisions of Labor Code 1777 .5 concerning the employment of apprentices on public works projects. Contractor shall be responsible for ensuring compliance by its subcontractors with Labor Code 1777.5.
8.5. Payroll Records. Pursuant to Labor Code 1776, Contractor and any subcontractor(s) shall 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 Contractor in connection with this Agreement. Each payroll record shall contain or be verified by a written declaration that it is made under penalty of pe1jury, stating both of the following: (1) The information contained in the payroll record is true and correct; and (2) The employer has complied with the requirements of Labor Code 1811 and Labor Code 1815 for any work performed by his or her employees on the public works project. The payroll records shall be certified and shall be available for inspection at all reasonable hours as required by Labor Code 1776.
8.6. 8-Hour Work Day. This Agreement is subject to 8-hour work day and wage and hour penalty laws, including, but not limited to, Labor Code 1810 and Labor Code 1813. Contractor and any subcontractor(s) of Contractor shall strictly adhere to the provisions of the Labor Code regarding 8-hour work day and 40-hour work week requirements, and overtime, Saturday, Sunday, and holiday work. Pursuant to the Labor Code, eight hours' labor shall constitute a legal day's work. Work performed by Contractor's employees in excess of eight hours per day, and 40 hours during any one week, must include compensation for all hours worked in excess of eight hours per day, or 40 hours during any one week, at not less than one and one-half times the basic rate of pay. Contractor shall forfeit as a penalty to City $25.00, or any greater penalty set forth in the Labor Code, for each worker employed in the execution of the work by Contractor or by any subcontractor(s) of Contractor, for each calendar day during which such worker is required or permitted to the work more than eight hours in one calendar day or more than 40 hours in any one calendar week in violation of the Labor Code.
Maintenance Services Agreement
Authorized for Use l l.15.16
14 - 15
8.7. Registration with DIR. Contractor and any subcontractor(s) of Contractor shall comply with the provisions of Labor Code 1771 and Labor Code 1725.5 requiring registration with the Department of Industrial Relations (DIR).
9. OWNERSHIP OF WRITTEN PRODUCTS
All reports, documents or other written material ("written products" herein) developed by Contractor in the performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use or dissemination by City except as provided by Jaw. Contractor may take and retain copies of such written products as desired, but no such written products shall be the subject of a copyright application by Contractor.
10. RELATIONSHIP OF PARTIES
10.1. General. Contractor is, and shall at all times remain as to City, a wholly independent contractor.
10.2. No Agent Authority. Contractor shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise to act on behalf of City as an agent. Neither City nor any of its agents shall have control over the conduct of Contractor or any of Contractor's employees, except as set forth in this Agreement. Contractor shall not represent that it is, or that any of its agents or employees are, in any manner employees of City.
10.3. Independent Contractor Status. Under no circumstances shall Contractor or its employees look to the City as an employer. Contractor shall not be entitled to any benefits. City makes no representation as to the effect of this independent contractor relationship on Contractor's previously earned California Public Employees Retirement System ("CalPERS") retirement benefits, if any, and Contractor specifically assumes the responsibility for making such a determination. Contractor shall be responsible for all reports and obligations including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation, and other applicable federal and state taxes.
10.4. Indemnification of CalPERS Determination. In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services under this Agreement claims or is determined by a court of competent jurisdiction or CalPERS to be eligible for enrollment in CalPERS as an employee of the City, Contractor shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 16
11. INDEMNIFICATION
11.1. Definitions. For purposes of this Section 11, "Contractor" shall include Contractor, its officers, employees, servants, agents, or subcontractors, or anyone directly or indirectly employed by either Contractor or its subcontractors, in the performance of this Agreement. "City" shall include City, its officers, agents, employees and volunteers.
11.2. Contractor to Indemnify City. To the fullest extent permitted by law, Contractor shall indemnify, hold harmless, and defend City from and against any and all claims, losses, costs or expenses for any personal injury or property damage arising out of or in connection with Contractor's alleged negligence, recklessness or willful misconduct or other wrongful acts, errors or omissions of Contractor or failure to comply with any provision in this Agreement.
11.3. Scope of Indemnity. Personal injury shall include injury or damage due to death or injury to any person, whether physical, emotional, consequential or otherwise, Property damage shall include injury to any personal or real property. Contractor shall not be required to indemnify City for such loss or damage as is caused by the sole active negligence or willful misconduct of the City.
11.4. Attorneys Fees. Such costs and expenses shall include reasonable attorneys' fees for counsel of City's choice, expert fees and all other costs and fees of litigation.
Contractor shall not be entitled to any refund of attorneys' fees, defense costs or expenses in the event that it is adjudicated to have been non-negligent.
11.5. Defense Deposit. The City may request a deposit for defense costs from Contractor with respect to a claim. If the City requests a defense deposit, Contractor shall provide it within 15 days of the request.
11.6. Waiver of Statutory Immunity. The obligations of Contractor under this Section 12 are not limited by the provisions of any workers' compensation act or similar act.
Contractor expressly waives its statutory immunity under such statutes or laws as to City.
11.7. Indemnification by Subcontractors. Contractor agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Section 12 from each and every subcontractor or any other person or entity involved in the performance of this Agreement on Contractor's behalf.
11.8. Insurance Not a Substitute. City does not waive any indemnity rights by accepting any insurance policy or certificate required pursuant to this Agreement. Contractor's indemnification obligations apply regardless of whether or not any insurance policies Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 17
are determined to be applicable to the claim, demand, damage, liability, loss, cost or expense.
12. INSURANCE
12.1. Insurance Required. Contractor shall maintain insurance as described in this section and shall require all of its subcontractors, Contractors, and other agents to do the same. Approval of the insurance by the City shall not relieve or decrease any liability of Contractor. Any requirement for insurance to be maintained after completion of the work shall survive this Agreement.
12.2. Documentation of Insurance. City will not execute this agreement until it has received a complete set of all required documentation of insurance coverage.
However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor's obligation to provide them. Contractor shall file with City:
• Certificate of Insurance, indicating companies acceptable to City, with a Best's Rating of no less than A: VII showing. The Certificate of Insurance must include the following reference: South Pasadena Landscape Maintenance • Documentation of Best's rating acceptable to the City. • Original endorsements effecting coverage for all policies required by this Agreement.
• City reserves the right to obtain a full certified copy of any required insurance policy and endorsements. Failure to exercise this right shall not constitute a waiver of the right to exercise later.
12.3. Coverage Amounts. Insurance coverage shall be at least in the following minimum amounts:
•
•
Professional Liability Insurance: $2,000,000 per occurrence, $4,000,000 aggregate
General Liability:
•
•
•
•
•
•
General Aggregate: $4,000,000
Products Comp/Op Aggregate $4,000,000
Personal & Advertising Injury $2,000,000
Each Occurrence $2,000,000
Fire Damage (any one fire) $ 100,000
Medical Expense (any 1 person) $ 10,000
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 18
•
•
Workers' Compensation:
• Workers' Compensation
• EL Each Accident
• EL Disease - Policy Limit
• EL Disease - Each Employee
Automobile Liability
• Any vehicle, combined single limit
Statutory Limits
$1,000,000
$1,000,000
$1,000,000
$1,000,000
Any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements or limits shall be available to the additional insured.
Furthermore, the requirements for coverage and limits shall be the greater of (1) the minimum coverage and limits specified in this Agreement, or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured
12.4. General Liability Insurance. Commercial General Liability Insurance shall be no less broad than ISO form CG 00 0 I. Coverage must be on a standard Occurrence form. Claims-Made, modified, limited or restricted Occurrence forms are not acceptable.
12.5. Worker's Compensation Insurance. Contractor is aware of the prov1s10ns of Section 3700 of the Labor Code which requires every employer to carry Workers' Compensation (or to undertake equivalent self-insurance), and Contractor will comply with such provisions before commencing the performance of the work of this Agreement. If such insurance is underwritten by any agency other than the State Compensation Fund, such agency shall be a company authorized to do business in the State of California.
12.6. Automobile Liability Insurance. Covered vehicles shall include owned if any, nonowned, and hired automobiles and, trucks.
12.7. Claims-Made Policies. If any of the required policies provide coverage on a claimsmade basis the Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. Claims-Made Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase "extended reporting" coverage for a minimum of five (5) years after completion of contract work.
12.8. Additional Insured Endorsements. The City, its City Council, Commissions, officers, and employees of South Pasadena must be endorsed as an additional insured for each policy required herein, for liability arising out of ongoing and completed Maintenance Services Agreement
Page IO of 57
Authorized for Use 11.15.16
14 - 19
operations by or on behalf of the Contractor. Contractor's insurance policies shall be primary as respects any claims related to or as the result of the Contractor's work.
Any insurance, pooled coverage or self-insurance maintained by the City, its elected or appointed officials, directors, officers, agents, employees, volunteers, or Contractors shall be non-contributory. All endorsements shall be signed by a person authorized by the insurer to bind coverage on its behalf. General liability coverage can be provided using an endorsement to the Contractor's insurance at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10 and CG 20 37.
12.9. Failure to Maintain Coverage. In the event any policy is canceled prior to the completion of the project and the Contractor does not furnish a new certificate of insurance prior to cancellation, City has the right, but not the duty, to obtain the required insurance and deduct the premium(s) from any amounts due the Contractor under this Agreement. Failure of the Contractor to maintain the insurance required by this Agreement, or to comply with any of the requirements of this section, shall constitute a material breach of this Agreement.
12.10. Insurance Notices. Contractor shall provide immediate written notice if (I) any of the required insurance policies is terminated; (2) the limits of any of the required policies are reduced; (3) or the deductible or self-insured retention is increased.
Contractor shall provide no less than 30 days' notice of any cancellation or material change to policies required by this Agreement. Contractor shall provide proof that cancelled or expired policies of insurance have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two weeks prior to the expiration of the coverages. The name and address for Additional Insured Endorsements, Certificates of Insurance and Notices of Cancellation is: City of South Pasadena, Attn: Public Works Department, 1414 Mission Street, South Pasadena, CA 91030.
12.11. Contractor's Insurance Primary. The insurance provided by Contractor, including all endorsements, shall be primary to any coverage available to City. Any insurance or self-insurance maintained by City and/or its officers, employees, agents or volunteers, shall be in excess of Contractor's insurance and shall not contribute with it.
12.12. Waiver of Subrogation. Contractor hereby waives all rights of subrogation against the City. Contractor shall additionally waive such rights either by endorsement to each policy or provide proof of such waiver in the policy itself.
12.13. Report of Claims to City. Contractor shall report to the City, in addition to the Contractor's insurer, any and all insurance claims submitted to Contractor's insurer in connection with the services under this Agreement.
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 20
12.14. Premium Payments and Deductibles. Contractor must disclose all deductables and self-insured retention amounts to the City. The City may require the Contractor to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within retention amounts. Ultimately, City must approve all such amounts prior to execution of this Agreement.
City has no obligation to pay any premiums, assessments, or deductibles under any policy required in this Agreement. Contractor shall be responsible for all premiums and deductibles in all of Contractor's insurance policies. The amount of deductibles for insurance coverage required herein are subject to City's approval.
12.15. Duty to Defend and Indemnify. Contractor's duties to defend and indemnify City under this Agreement shall not be limited by the foregoing insurance requirements and shall survive the expiration of this Agreement.
13. MUTUAL COOPERATION
13.1. City Cooperation in Performance. City shall provide Contractor with all pertinent data, documents and other requested information as is reasonably available for the proper performance of Contractor's services under this Agreement.
13.2. Contractor Cooperation in Defense of Claims. If any claim or action is brought against City relating to Contractor's performance in connection with this Agreement, Contractor shall render any reasonable assistance that City may require in the defense of that claim or action.
14. NOTICES
Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on: (i) the day of delivery if delivered by hand, facsimile or overnight courier service during Contractor's and City's regular business hours; or (ii) on the third business day following deposit in the United States mail if delivered by mail, postage prepaid, to the addresses listed below ( or to such other addresses as the parties may, from time to time, designate in writing).
If to City: If to Contractor:
Paul Toor, Public Works Director
City of South Pasadena
Cody Martin
LandCare
Public Works Department
1414 Mission Street
South Pasadena, CA 91030
Telephone: ( 626) 403-7240
Facsimile: (626) 403-7241
4134 Temple City Blvd.
Rosemead, CA 91770
Telephone: (818) 669-2804
Facsimile: (626) 376-9176
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 21
With courtesy copy to:
Teresa L. Highsmith, Esq.
South Pasadena City Attorney
Colantuono, Highsmith & Whatley, PC
790 E. Colorado Blvd., Ste 850
Pasadena, CA 91 101
Telephone: (213) 542-5700
Facsimile: (213) 542-5710
15. SURVIVING COVENANTS
The parties agree that the covenants contained in paragraph 5.10 (Records), paragraph 10.4 (Indemnification of CalPERS Determination), Section 11 (Indemnification), paragraph 12.7 (Claims-Made Policies), paragraph 13.2 (Contractor Cooperation in Defense of Claims), and paragraph 18.1 (Confidentiality) of this Agreement shall survive the expiration or termination of this Agreement, subject to the provisions and limitations of this Agreement and all otherwise applicable statutes of limitations and repose.
16. TERMINATION
16.1. City Termination. City may terminate this Agreement for any reason on thirty calendar days' written notice to Contractor. Contractor agrees to cease all work under this Agreement on or before the effective date of any notice of termination. All City data, documents, objects, materials or other tangible things shall be returned to City upon the termination or expiration of this Agreement.
16.2. Contractor Termination. Contractor may terminate this Agreement for a material breach of this Agreement upon thirty calendar days' notice.
16.3. Compensation Following Termination. Upon termination, Contractor shall be paid based on the work satisfactorily performed at the time of termination. In no event shall Contractor be entitled to receive more than the amount that would be paid to Contractor for the full performance of the services required by this Agreement. The City shall have the benefit of such work as may have been completed up to the time of such termination.
16.4. Remedies. City retains any and all available legal and equitable remedies for Contractor's breach of this Agreement.
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 22
17. INTERPRETATION OF AGREEMENT
17.1. Governing Law. This Agreement shall be governed and construed in accordance with the laws of the State of California.
17.2. Integration of Exhibits. All documents referenced as exhibits in this Agreement are hereby incorporated into this Agreement. In the event of any material discrepancy between the express provisions of this Agreement and the provisions of any document incorporated herein by reference, the provisions of this Agreement shall prevail. This instrument contains the entire Agreement between City and Contractor with respect to the transactions contemplated herein. No other prior oral or written agreements are binding upon the parties. Amendments hereto or deviations herefrom shall be effective and binding only if made in writing and executed on by City and Contractor. 17 .3. Headings. The headings and captions appearing at the commencement of the sections hereof, and in any paragraph thereof, are descriptive only and for convenience in reference to this Agreement. Should there be any conflict between such heading, and the section or paragraph thereof at the head of which it appears, the language of the section or paragraph shall control and govern in the construction of this Agreement.
17.4. Pronouns. Masculine or feminine pronouns shall be substituted for the neuter form and vice versa, and the plural shall be substituted for the singular form and vice versa, in any place or places herein in which the context requires such substitution(s).
17.5. Severability. If any term or provision of this Agreement or the application thereof to any person or circumstance shall, to any extent, be invalid or unenforceable, then such term or provision shall be amended to, and solely to the extent necessary to, cure such invalidity or unenforceability, and shall be enforceable in its amended form. In such event, the remainder of this Agreement, or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected, and each term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law.
17.6. No Presumption Against Drafter. Each party had an opportunity to consult with an attorney in reviewing and drafting this agreement. Any uncertainty or ambiguity shall not be construed for or against any party based on attribution of drafting to any party.
18. GENERAL PROVISIONS
18.1. Confidentiality. All data, documents, discussion, or other information developed or received by Contractor for performance of this Agreement are deemed confidential and Contractor shall not disclose it without prior written consent by City. City shall grant such consent if disclosure is legally required. All City data shall be returned to City upon the termination or expiration of this Agreement.
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 23
18.2. Conflicts of Interest. Contractor maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Contractor, to solicit or secure this Agreement. Furthei·, Contractor warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Contractor, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Contractor further agrees to file, or shall cause its employees or subcontractor to file, a Statement of Economic Interest with the City's Filing Officer if required under state law in the performance of the services. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability.
For the term of this Agreement, no member, officer, or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
18.3. Non-assignment. Contractor shall not delegate, transfer, subcontract or assign its duties or rights hereunder, either in whole or in part, without City's prior written consent, and any attempt to do so shall be void and of no effect. City shall not be obligated or liable under this Agreement to any party other than Contractor.
18.4. Binding on Successors. This Agreement shall be binding on the successors and assigns of the parties.
18.5. No Third-Party Beneficiaries. Except as expressly stated herein, there is no intended third-party beneficiary of any right or obligation assumed by the parties.
18.6. Time of the Essence. Time is of the essence for each and every provision of this Agreement.
18.7. Non-Discrimination. Contractor shall not discriminate against any employee or applicant for employment because of race, sex (including pregnancy, childbirth, or related medical condition), creed, national origin, color, disability as defined by law, disabled veteran status, Vietnam veteran status, religion, age (40 and above), medical condition (cancer-related), marital status, ancestry, or sexual orientation. Employment actions to which this provision applies shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; or in terms, conditions or privileges of employment, and selection for training. Contractor agrees to post in conspicuous places, available to employees and applicants for employment, the provisions of this nondiscrimination clause.
18.8. Waiver. No provision, covenant, or condition of this Agreement shall be deemed to have been waived by City or Contractor unless in writing signed by one authorized to bind the party asserted to have consented to the waiver. The waiver by City or Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 24
Contractor of any breach of any provision, covenant, or condition of this Agreement shall not be deemed to be a waiver of any subsequent breach of the same or any other provision, covenant, or condition.
18.9. Excused Failure to Perform. Contractor shall not be liable for any failure to perform if Contractor presents acceptable evidence, in City's sole judgment that such failure was due to causes beyond the control and without the fault or negligence of Contractor.
18.10. Remedies Non-Exclusive. Each right, power and remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise shall be cumulative and shall be in addition to every other right, power, or remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise. The exercise, the commencement of the exercise, or the forbearance from the exercise by any party of any one or more of such rights, powers or remedies shall not preclude the simultaneous or later exercise by such party of any or all of such other rights, powers or remedies.
18.11. Attorneys' Fees. If legal action shall be necessary to enforce any term, covenant or condition contained in this Agreement, each party shall pay its own costs, including any accountants' and attorneys' fees expended in the action.
18.12. Venue. The venue for any litigation shall be Los Angeles County, California and Contractor hereby consents to jurisdiction in Los Angeles County for purposes of resolving any dispute or enforcing any obligation arising under this Agreement.
Maintenance Services Agreement
Authorized for Use 11.15. l 6
14 - 25
TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized representatives to execute this Agreement on the dates set forth below. "City"
City of South Pasadena
By: '£~
Signa~
Title: u\fj MAtJA-et~fZDate: / 'd;B/ 8
Attest:
Date:_~\ll-----=ct'5'----i-c-l10_l1_,___
Approved as to form:
B
Date:_~0_._,_ ( /---'----' l1-+' l2-P ~ l8'..____
"Contractor"
Signature
Printed: ~;ft-4 /I.
Title: 1?._,f(;,<J.,Ul'f(_ t/lU,.
Date: __ 1_1_._/_1_2-_/_2v_ t_9_
Maintenance Services Agreement
Authorized for Use I l.15 .16
14 - 26
WORKER'S COMPENSATION INSURANCE ACKNOWLEDGEMENT
I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract. If any class of employees engaged in work under this contract at the site of the Project is not protected under any Worker's Compensation law, Contractor shall provide and shall cause each subcontractor to provide adequate insurance for the protection of employees not otherwise protected. Contractor shall indemnify and hold harmless City for any damage resulting from failure of either Contractor or any subcontractor to take out or maintain such insurance.
Date: - ---- - -----
Printed Name o "
~~4L- t/lct r"J?cSlc?tA-7
Title
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 27
SCOPE OF SERVICE
Exhibit A
Scope of Services
Contractor shall perform completely all work and incidentals appurtenant to the Specifications of the contract. Any mention herein or indication on the drawings of materials, operations, or methods, requires that the contractor provide each item mentioned, perform each operation described and provide all necessary labor, equipment, materials and incidentals.
The landscape maintenance shall include complete responsibility for proper care of all landscaping; i.e., irrigation systems, shrubs, lawns, groundcovers and planting of whatever nature occurring on said premises and further described herein; and shall include performance of such services as watering, trimming, pruning, edging, mowing lawns, fertilizing, cultivating, insect and rodent control, weed control, re-sodding and seeding, staking and guying, cleanup of sidewalks and walks, including all items considered related to the performance of landscape maintenance.
REQUIRED QUALIFICATIONS
The firm must hold a valid State of California Contractor's License (C27), current OSHA certification for all aerial devices to be used during these services, and a Qualified Application License. These provisions must be provided at time of proposal submission and be kept current throughout the entirety of the contract.
Persons performing the work outlined in the contract must be qualified and trained in the landscape maintenance industry. The use of subcontractors is not allowed except for one time specialized services. The subcontractor must be approved by the City prior to performing any work. The Contractor shall also maintain at least one (I) English-speaking foreman on-site at all times.
The firm must submit to the City a "Quality Control Plan". The Quality Control Plan shall provide the City with an effective and efficient means of identifying and correcting problems throughout the entire scope of operations. In addition, the firm must submit to the City for approval, a current Safety Manual that meets SB 198 requirements for injury and illness prevention.
SAFETY
Contractor shall comply with Standards of OSHA, CAL OSHA and the American National Standard Institute (ANSI), Z 133.1-1988 Safety requirements including any City special conditions.
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 28
CLEANUP
1. Each day's scheduled work shall be completed and cleaned up, and under no circumstances shall any brush, leaves, debris, trucks or equipment be left on the street or on public property overnight without authorization from the Director of Public Works of his/her authorized representative.
2. The Director of Public Works, or his/her authorized representative, shall be the sole judge as to the adequacy of the cleanup and will have the authority to direct further clean up with results the same day. This may include use of City staff on overtime, which will result in costs deducted from contractor's billing.
3. Contractor shall be responsible for the protection of all improvements adjacent to the work areas, including, but not limited to, sprinkler systems, drain pipes, lawns, plantings, brick or masonry work, mailboxes, lights, fences, walls, sidewalks, street paving, etc. located on either public or private property. If any improvements are removed or damaged, other than those scheduled for removal, then such improvements shall be replaced in kind at contractor's expense without cost to the City, and to the entire satisfaction of City staff and/or property owner no later than five (5) working days from date of damage.
DISPOSAL OF MATERIALS
1. All green waste produced as a result of the Contractor's operations under this contract will be reduced, reused, recycled, and/or transformed. Weight slips will be required as proof of final disposal and must be submitted with each demand for payment.
2. Reducing will include, but not limited to, chipping, grinding, and/or shredding operations. Disposal is to be at a recycling yard for use in a tub grinding and mulching program and proof of such will be provided with each demand for payment, including tonnage information for materials diverted to this program.
3. Reusing will include, but not limited to, using chipped, ground or shredded tree materials as mulch. If the Contractor has a location outside the City where such mulch may be applied, Contractor is to provide to the City documentation (with each demand for payment) from the property owner indicating location and amount of material that will be used, including tonnage information of material diverted to this program.
4. Recycling will include, but not limited to, firewood that is too large to be chipped, ground or shredded for use as mulch. Transformation will include, but not be limited to, firewood that is too large to be chipped, ground or shredded for use as mulch. If wood is to be kept for firewood by Contractor, the Contractor must provide to the City proof of such operation with each demand for payment, including tonnage of wood diverted to this program.
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 29
INSPECTION
1. The City's representative, shall at all times have access to the work and shall be furnished with every reasonable facility for ascertaining full knowledge respecting the process, workmanship and character of materials and equipment used and employed in the work.
2. Inspection of the work shall not relieve the Contractor of any of his/her obligation to fulfill the contract and/or complete the project as prescribed. Defective work shall be made good notwithstanding the fact that such defective work may have been previously overlooked by the City's representative and accepted for payment.
3. Monthly quality inspections will be completed by the City representative. Any work found to be unacceptable will be noted in writing. Upon receipt of said letter noting these deficiencies, the Contractor shall make a reasonable good faith effort to correct the deficiencies as determined by the City's representative within a reasonable period not to exceed five (5) working days from notification. After this time period, if unacceptable conditions still exist, the City reserves the right to address the deficiencies at the contractor's expense and/or deduct payment or terminate the contract immediately.
SCHEDULE OF WORK AND HOURS OF OPERATION
1. Contractor will be required to be available on the contract Commencement Date.
Contractor shall, prior to commencing work, submit and gain approval of a monthly work schedule indicating the order, location and completion of work based on the information provided by the Park Supervisor or Public Works Operations Manager.
2. Contractor will notify the City of any schedule of landscape maintenance operation at least 24 hours in advance. Should the Contractor discontinue work for any reason, the City must be notified immediately as to the rationale behind the shut-down and the restarting date of operations. Hazardous conditions must be reported to the Park Supervisor or Public Works Operations Manager immediately.
3. The general hours of operations shall be 8:00 a.m. to 4:30 p.m. with respect to any chipping, blowing, cutting or other operations generating harsh or unusual noise. The days of operations shall be Monday through Friday with the exception of the items listed as weekend and Holiday services. Contractor shall schedule operations in accordance with the City's representative.
4. In addition, the Contractor, field lead person or foreperson shall meet with the City's representative each Monday between 7:00 and 7:30 a.m. or any other specified time for the purpose of reviewing the week's work, receiving special instructions, and to discuss any problems encountered on the job.
Maintenance Services Agreement
Authorized for Use l l.15.16
14 - 30
5. Work missed due to inclement weather will need to be made up or alternate work will be done on those days or payment will not be made.
REPORTS
I. A monthly work schedule agenda must be submitted and accepted by the Park Supervisor and/or Public Works Operations Manager one month prior to the commencement of each working month and shall include the tasks and materials for each item.
2. All concerns and/or reports addressing needs at any location must be submitted in writing. This report must be a standard format for use exclusively for reporting deficiencies to the City by the contractor.
3. A landscape audit will be completed and submitted quarterly to the City. The Contractor shall have on staff or arrange an independent auditor approved by the City to perform these audits
CHANGES
The City may require changes in the scope of the services to be performed by the Contractor hereunder. All such changes, which are mutually agreed upon by and between all the parties shall be incorporated in written amendments to this Agreement. All such amendments shall state any increase or decrease in the amount of the compensation due to the Contractor for the change in scope.
ADDITIONS/DELETIONS OF SERVICE
The City reserves the right to add and/or delete services to this contract. Should a service requirement be deleted, payment to the Contractor will be reduced proportionally, to the amount of service reduced in accordance with the Proposal price. Should additional services be required from this contract, prices for such additions shall be in accordance with the Contractor's rate sheet. No additional work should be performed unless otherwise authorized by the City in writing.
INCORPORATION OF PROPOSAL INTO THE CONTRACT
The contents of the selected firm's response are to be incorporated, in total, into the contract.
CONTRACTOR'S RESPONSIBILITY
The Contractor shall be responsible for any damages whatsoever to City property as applicable when such property is the responsibility or in custody of the Contractor, his/her employees or subcontractors.
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 31
RECORDS AND REPORTS
Contractor shall prepare and submit to the Park Supervisor/Public Works Operations Manager such reports concerning the performance of the services required by this Agreement as required.
Contractor shall keep such books and records as shall be necessary to perform the services required by this Agreement and enable the Park Supervisor/Public Works Operations Manager to evaluate the performance of such services. The Park Supervisor/Public Works Operations Manager shall have full and free access to such books and records at all reasonable times, including the right to inspect, copy, audit, request certified payrolls, and make records and transcripts from such records.
All reports, records, documents and other materials prepared by Contractor in the performance of this Agreement shall be the property of City and shall be delivered to City upon request of the Park Supervisor/Public Works Operations Manager upon the termination of this Agreement, and Contractor shall have no claim for further compensation as a result of the exercise by City of its full right of ownership of the documents and materials hereunder. Contractor may retain copies of such documents for its own use. It shall have an unrestricted right to use the concepts embodied therein.
The drawings, specifications, reports, records, documents and other materials prepared by Contractor in the performance of services under this Agreement shall not be released publicly without the prior written approval of the Park Supervisor/Public Works Operations Manager.
SPECIAL PROVISIONS
1.00 INTRODUCTION
These Special Provisions are intended to apply to the scope of work specified in each contract item, as described herein, where each type of landscaping might exist or be placed in the future.
1.01 CONTRACT ITEMS
The contract items cover landscape maintenance at the following parks, sports fields, facilities, trails, medians or locations:
I. PARKS & TRAILS
Garfield Park
Arroyo Park
Eddie Park
Heritage Park (including Meridian Median between Mission St. and El Centro St.) Library Park
War Memorial Park
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 32
Arroyo Seco Woodland and Wildlife Park
Via de! Rey entrance parks (both sides of Via de! Rey at Monterey Road) Via de! Rey cul-de-sac park (at Camino Verde)
San Pasqual Park
Dog Park
Demonstration Garden
Arroyo Drive Trail (110 Freeway to Pasadena Ave.)
South Pasadena Freeway Sign & Trail
Snake Trail (between Rollin and Flores De Oro)
Stoney Drive Trail
II. SPORTS FIELDS
Burke, Clarich and Nelson Fields
Arroyo Park South Field
Orange Grove Park and Service Facility
III. CITY FACILITIES
Civic Center and Parking Lots
San Pasqual House
IV. WATER FACILITIES
Garfield Reservoir, 416 Garfield Ave., South Pasadena, CA Grand Reservoir, 624 Hermosa Ave., South Pasadena, CA
Westside Reservoir, 820 Glen Place, South Pasadena, CA
Kolle Pump House, 1217 Kolle Ave., South Pasadena, CA
Raymond Tank, 1648 Raymond Hill Rd., South Pasadena, CA Bilicke Tank, 700 La Portada St., South Pasadena, CA
Wilson Reservoir, 545 Adelyn Dr., San Gabriel, CA
Wilson Well 2, 311 Bradbury Dr., San Gabriel, CA
Graves Reservoir, 2225 El Molino Ave., San Marino, CA
V. MEDIANS & EASEMENTS
Goldline Landscaping along Hawthorne St. Parkway (between Orange Grove Ave. and Pasadena Ave.)
Huntington Drive Medians (between Alhambra Rd. and Garfield Ave.) Fair Oaks Ave. Medians (between Huntington Dr. and Columbia St.) Huntington Drive and Fair Oaks Ave. Intersection Medians Monterey Rd .Medians (between Orange Grove Ave. and Brent Ave.) Monterey Rd. Medians (at Pasadena Ave.)
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 33
Pasadena Ave. Medians (between York Blvd. bridge and Monterey Rd.) Pasadena Avenue (between City Limits and Sycamore Ave.) Camden Court Medians (between Oak St. and Court Ave.)
El Cerrito Circle Island
Stratford Circle Island
Raymondale Dr. Medians
Fletcher Ave. Islands (between Oak St. and Huntington Dr.) Orange Grove Ave. Medians (between Charter Oak St. and Columbia St.) Orange Grove Ave. Parkway on Westside of street (between Oliver St. and Sterling Pl.) Median at the end of Sterling Pl.
State Street Medians
State Street Parkways
Mound and El Centro Parkway
Stoney Drive Easement
1.02 SCOPE
A. Contractor shall perform completely all work and incidentals appurtenant to each paragraph of this section of the specifications. Any mention herein or indication on the drawings of materials, operations, or methods, requires that the contractor provide each item mentioned if indicated, perform each operation described and provide all necessary labor, equipment, materials and incidentals.
B. The landscape maintenance shall include complete responsibility for proper care of all landscaping; i.e., irrigation systems, shrubs, lawns, groundcovers and planting of whatever nature occurring on said premises and further described herein; and shall include performance of such services as watering, trimming, pruning, edging, mowing lawns, fertilizing, cultivating, insect and rodent control, weed control, resodding and seeding, staking and guying, cleanup of sidewalks and walks, including all items considered related to the performance of landscape maintenance. All chemicals used in the everyday course of landscape maintenance need to be green friendly.
C. All of Contractor's personnel assigned to work on any City Parks, medians, grounds and facilities shall undergo American Green Zone Alliance (AGZA) or equivalent accreditation and training which will be provided by the City. This training shall cover the safety and efficient operation of electric equipment, proper storage and charging procedures of electric equipment, competency training for trouble shooting and basic maintenance and repair of electric equipment.
D. The Contractor shall also maintain at least one (1) English-speaking foreman on-site at all times. The minimum total regular crew size shall be a minimum of five (5) full time Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 34
equivalent regular staff members. In addition to the regular staff members the Contractor must have an irrigation technician and representative from the management team available to provide services as required in the Special Provisions.
1.03 MATERIALS
A. Commercial Fertilizer:
1. Shall be blended for use as specified and may be combined with fungicides, herbicides and insecticides as covered in these specifications. All to be delivered to the job in original sealed packages, with labels attached showing analysis.
2. Sports fields, fertilizer information is included in Tables II, III and IV outlining the field maintenance plans.
3. Iron, Sequestrene, Iron Chelates, pelletized sulfer.
B. Equipment:
LAIi tools and equipment shall be furnished by Contractor and shall be sufficient in number and design to be capable of effective and efficient discharge of work to be performed. Cutting tools shall be maintained in sharpened condition. The City will not be providing any tools or equipment for the Contractor to perform any service. All tools and equipment to be furnished by the Contractor.
2.Unsatisfactory equipment shall be repaired or replaced. Obsolete, broken equipment of any kind shall be removed from the premises.
3.Tools and equipment shall be maintained in clean condition to avoid spread of weeds.
4.Lawns and sports fields shall be mowed with rotor mowers. Mower blades shall be kept sharp and clean.
5.City of South Pasadena Municipal Code 19A.12 provides for the use of leaf blowers and other power yard maintenance equipment as relates to hours of operation, noise and dust control.
6. All landscape maintenance equipment shall be battery-powered cordless electric type, I 00% emission free equipment. Contractor shall have sufficient batteries and equipment to complete the daily required work load to complete the scope of services. No outdated, Maintenance Services Agreement
Authorized for Use 11. 15. 16
14 - 35
polluting power equipment shall be used. Contractor may not use a stand-alone generator to charge batteries in the City Parks or City Facilities. In case of an emergency, Contractor may use City power outlets to charge the batteries with written permission from the Parks Supervisor or Public Works Operations Manager.
7. Lawn Mowing Equipment: Contractor shall supply battery powered turf mowers with six (6) to eight (8) hours of run time battery capacity per day, under load. Contractor shall supply one of the combinations below of mowing equipment in order to complete the mowing service required:
a. Two (2) 60-inch zero turn lawnmowers
b.One (]) 60-inch zero turn lawnmower and one(]) 52-inch zero turn lawnmower c. One (I) 60-inch zero turn lawnmower and one (I) 48-inch zero turn lawnmower
8. Contractor's Vehicles: While working on City facilities and grounds, the Contractor shall have a magnet placed on both sides of each vehicle identifying "Contractor for the City of South Pasadena". Magnet shall be legible by vehicles passing by the Contractor's vehicle. The Contractor shall submit a proof for City approval before ordering the magnet for their vehicles.
9. Gas Allowance: Gas-powered equipment can be used for occasional non-routine tasks for which no commercially available electric equipment exists. For example, dethatching aeration in the fall, heavy tree trimming, rototilling compacted areas at playgrounds, and controlling invasive warm season grasses throughout the City. Gas equipment may also be used for contracted enhancement work that required heavy machinery. The use of gas powered equipment must be approved in writing 48 hours in advance of use by the Public Works Director. Below is a summary of the tasks that may require the use of gas-powered equipment:
a. Dethatching, aeration: If needed, Contractor may use a gas-powered zero turn mower once a year in the fall for scalping and dethatching purposes. If needed, Contractor may use a gas powered aerator in the fall for aerating purposes. b. Invasive warm season grasses: If needed, Contractor may use gas-powered zero turn once a year in the spring or summer months to control growth of invasive warm season turf.
c. Heavy tree trimming: If Contractor is required to perform heavy and substantial tree trimming, vender will be allowed to use gas-powered chain saws as needed to complete the enhancement job if an expedited and professional manner. Gas blowers may not be used for cleanup of heavy and substantial tree trimming jobs. ct.Pressure washer may be gas but shall meet California Air Resources Control Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 36
C. Material:
Board Tier 2 complaince.
e. Theft of equipment fleet: The Contractor agrees that in the event of theft of electric equipment that the Contractor will be granted a five day grace period to replace the equipment and can utilize gas equipment during the grace period.
The City must be notified in the event of the theft and the Contractor shall provide the City with a plan to replace the stolen equipment within the five day grace period.
1. Grass seed for common (non-sportsfield) turf areas shall be fresh, clean, new crop seed, pre-mixed by mechanical mixer to proportions specified, with minimum purity and germination as follows:
Name Purity Germination
Bonsai 2000 98% 90%
Millennium Dwarf 98% 90%
Wildfire Dwarf 98% 90%
Seeding rate: 7 pounds per 1000 square feet. 300 pounds per acre.
Seed type: Stover Triple Crown Dwarf
2. Grass seed for sportsfield turf areas shall be fresh, clean, new crop seed, pre-mixed by mechanical mixer to proportions specified, with minimum purity and germination as follows:
Name Purity Germination
Affinity Perennial Ryegrass 98% 90%
Evening Shade Perennial Ryegrass 98% 90%
Manhattan 4 Perennial Ryegrass 98% 90%
Improved Sultan Bermudagrass 98% 90%
Seeding rate: 8.5 pounds per 1000 square feet. 350 pounds per acre.
Seed type: Stover Pro Sportsfield Supreme
Fungicides, Herbicides and Insecticides: Shall be recognized brands in general use, approved and complying with all agencies - local, state and federal. All chemicals used in the everyday course of landscape maintenance need to be green friendly.
3. Irrigation System: Shall have matching precipitation. Water efficient nozzles should be Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 37
used wherever feasible. Weather Based Irrigation Controllers should be utilized at all parks in an effort to water efficiently.
4. Plant Materials: When not provided by the City, shall be best quality, new stock of size and kinds noted on plans or in other written instructions from the City. Priority selection to drought tolerant plants when and wherever appropriate.
5. Topsoil: Shall be fertile, sandy loam, free from noxious weeds, debris and toxic quantities of mineral salts.
6. Tree Stakes: From time to time, installation of stakes shall be required for tall and new trees. Upkeep of these stakes, including moving the stakes and/or loosening the ties, also required.
7. Tie Materials: Tree ties shall be V.I.T. Twist brace "Nail Bracket Style" with wood screws used to attach to lodge poles ..
1.04 PLANT REPLACEMENT
Existing planting requiring replacement or relocation due to changes in ex1stmg premises, vandalism or from causes due to nature of operations, major accidents or Acts of God, will be replaced by City at its expense or handled under separate agreement. New plantings conceived will be handled under separate agreement. Contractor shall have its own nursery in order to maintain the highest quality plant material available or should have access to a reputable nursery in good standing.
1.05 PLANT REPLACEMENT LIABILITY
Where proven neglect on the part of Contractor or his employees have caused damage to planting through improper use of insecticides, herbicides, watering, failure to control rodents, gophers, insects, use of tools and mechanical equipment, conveyances, or through general neglect, Contractor shall repair or replace such damaged planting at his own expense to the satisfaction of City.
1.06 CLEAN UP/TRASH REMOVAL/ENVIRONMENT
A. In general, Contractor shall see that the premises are kept neat and clean of foreign debris, however deposited, whether by winds, persons entering or passing by premises, or careless persons. Clean up shall consist of removal of all debris, papers, weeds, cut grass, and removal of fallen limbs when needed on a weekly basis. Weeds growing at curb and sidewalk joints shall be removed. Sidewalks and walks shall be swept at least once a Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 38
week.
B. Contractor shall clean up after his own work and deposit all debris in containers for removal from the premises. Contractor shall not permit debris to accumulate anywhere on the site. Debris and material generated by Contractor shall be removed from the site by Contractor.
C. Contractor shall pick up the trash at City parks, sport fields and facilities listed in the Contractor's proposal (Exhibit B). Contractor shall supply trash liner bags.
D. On weekends and Holidays, Contractor shall perform two trash pickups at Garfield, Arroyo and Orange Grove Park gazebo areas (three locations). Below is the schedule for the weekend and holiday trash pickups:
a. November 1 through March 31: Morning trash pickup at all three locations shall be completed before 9:00 am. Afternoon trash pickup at all three locations shall be completed between 12:00 pm and 1 :00 pm.
b. April 1 through October 31: Morning trash pickup at all three locations shall be completed before 10:00 am. Afternoon trash pickup at all three locations shall be completed between 1 :00 pm and 2:00 pm.
E. No trash, including but not limited to bottles, cans, paper, leaves, tree branches, and/or grass shall be swept or blown into the city's storm drains. In accordance with the state of California's municipal separate storm sewer systems (MS4s), nothing but rain down our drains. When using fertilizers and chemicals, Contractor shall be mindful of not allowing spray or runoff of chemicals into our gutters and down our storm drains.
F. Contractor shall dispose of a trash generated as part of services in City provided containers at the City service yard located at Stoney Drive and Lohman Lane. At no time shall trash be dumped on the ground of the City service yard unless there are no containers available and Contractor receives approval from the City representative.
1.07 IRRIGATION SYSTEMS - RESPONSIBILITY, MAINTENANCE, WATERING After the award of each contract, the Contractor shall inspect and test each irrigation system under this contract and shall promptly inform the City of all deficiencies. The City shall then repair such systems, using either its own forces or that of a Contractor (not necessarily the successful bidder), and shall then turn the system over to the Contractor.
The Contractor will be responsible for maintaining the system at that level of service from that time forward. The Contractor must have a separate irrigation management division or similar capabilities in order to properly manage a City Irrigation System.
A. Facilities:
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 39
Contract Item Facility
I. PARKS & TRAILS
Garfield Park
Arroyo Park
Eddie Park
Heritage Park (including Meridian Median
between Mission St. and El Centro St.)
Contract Item Facility
Library Park
War Memorial Park
Arroyo Seco Woodland and Wildlife Park
Via del Rey entrance parks (both sides of
Via del Rey at Monterey Road)
Via del Rey cul-de-sac park (at Camino Verde)
San Pasqual Park
Dog Park
System
Automatic
Automatic
Quick couplers with
automatic sprinklers
in the parking strips.
Automatic
System
Automatic
Automatic
Automatic
Automatic
Automatic
Automatic
Automatic
Demonstration Garden Automatic
Arroyo Drive Trail (110 Freeway to Pasadena Ave.) None
South Pasadena Freeway Sign & Trail
Snake Trail (between Rollin and Flores De Oro)
Stoney Drive Trail
II. SPORTS FIELDS
Burke, Clarich and Nelson Fields
Arroyo Park South Field
Orange Grove Park and Service Facility
III. CITY FACILITIES
Civic Center and Parking Lots
San Pasqual House
IV. WATER FACILITIES
Garfield Reservoir
Grand Reservoir
Maintenance Services Agreement
Authorized for Use 11.15.16
Automatic
None
None
Automatic
Automatic
Automatic
Automatic
Automatic
Automatic
Automatic
14 - 40
Westside Reservoir
Kolle Pump House
Raymond Tank
Bilicke Tank
Wilson Reservoir
Wilson Well 2
Graves Reservoir
V. MEDIANS AND EASEMENTS
Goldline Landscaping along Hawthorne St.
Parkway (between Orange Grove Ave. and
Pasadena Ave.)
Huntington Drive Medians (between Alhambra
Rd. and Garfield Ave.)
None
None
None
None
Automatic
None
Automatic
Automatic
Automatic
Fair Oaks Ave. Medians (between Huntington Dr. Automatic and Columbia St.)
Huntington Drive and Fair Oaks Ave.
Intersection Medians
Contract Item Facility
Monterey Rd .Medians (between Orange Grove
Ave. and Brent Ave.)
Monterey Rd. Medians ( at Pasadena Ave.)
Pasadena Ave. Medians (between York Blvd.
bridge and Monterey Rd.)
Pasadena A venue (between City Limits and
Sycamore Ave.)
Camden Court Medians (between Oak St. and
Court Ave.)
El Cerrito Circle Island
Stratford Circle Island
Raymondale Dr. Medians
Fletcher Ave. Islands (between Oak St.
and Huntington Dr.)
Orange Grove Ave. Medians (between Chaiter
Oak St. and Columbia St.)
Maintenance Services Agreement
Authorized for Use 11.15.16
Automatic
System
Automatic
Automatic
Automatic
Automatic
Automatic
None
None
Automatic
Automatic
Automatic
14 - 41
B. Methods:
Orange Grove Ave. Parkway on Westside
of street (between Oliver St. and Sterling PL)
Median at the end of Sterling PL
State Street Medians
State Street Parkways
Mound and EI Centro Parkway
Stoney Drive Easement
Automatic
Automatic
Automatic
None
None
None
I. Landscape areas are covered by irrigation systems, hose bibs, etc. All areas and planting pots shall be inspected on a weekly basis by the Contractor to ensure proper watering.
In addition, Contractor shall test all stations at least weekly to make sure the system is running efficiently and not wasting water. The purposes of the test are to determine:
(a) the proper operation of the system and
(b) the need for repair to controllers, valves, risers, sprinkler heads, etc.
A written report on system problems shall be given to the Parks Supervisor or Public Works Operations Manager the following day. The sprinkler systems should not be depended upon solely to meet the total watering requirements under all conditions.
2. Valve boxes must be securely replaced when damaged and excessive wet or dry areas eliminated areas eliminated. A comprehensive report must be included with the written report on system problems on the following day.
3. Semi-automatic mechanical valve actuators have been provided at each valve for the Contractor's convenience. The "Watering Schedule" provided by City gives the number of minutes that each valve is to be set for at each time of watering. Contractor shall be responsible for setting timing of valve actuators to comply with said schedule. The Contractor is required to work with City staff to improve irrigation efficiency of the watering schedule.
4. Areas to be watered by hand shall receive adequate water, without flooding or creating bog like conditions, twice a week. Whenever using a hose, it must be equipped with a nozzle that has an on/off valve.
5. Watering days shall be scheduled so as not to inconvenience the on-site personnel or operations. City will provide Contractor with use schedule. Watering shall not be permitted to wet parked cars. Contractor shall be responsible to shut off the irrigation Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 42
system before it rains if rain is forecasted. Contractor can resume irrigating 48 hours after the rain has ceased.
6. Contractor shall water adequately as required for specific planting and seasonal changes, taking precautions not to create bog-like conditions.
7. During extremely hot weather and extended holiday periods, and during or following breakdown of systems or water supply, Contractor shall supply at his own expense the personnel required to adequately water all landscaped areas. Dry areas which develop in lawn or groundcover areas shall receive supplemental manual irrigation until such time as the condition is alleviated.
B. Maintenance:
Contractor shall be responsible for the complete operation and maintenance of the irrigation systems except as noted herein:
I. Contractor shall repair all broken hose bib risers, regularly inspect for and replace or repair all broken sprinkler risers, fitting, lines and sprinkler heads; remove foreign matter of any kind to insure proper operation of sprinklers; and flush lines when required to remove foreign matter from systems. Contractor shall have no responsibility for underground water main pipe lines, but Contractor shall be responsible for the maintenance of controllers, control valves, irrigation distribution lines, irrigation pressure lines, risers, swing joints and heads. Repair or replacements of controllers, control valves, anti-siphon valve, etc. require prior approval and supervision of City.
2. Contractor shall be responsible to report immediately to City any malfunction of mechanical valve actuators, anti-siphon valves, damages to mains and damages caused by others. During the period malfunctions exist, Contractor shall water manually by whatever means necessary. Dry conditions shall not be permitted to develop. Water mains shall not be turned off without prior authorization from City.
3. Contractor shall verify that pop-up sprinkler heads are in retracted pos1t1on before mowing or edging lawns. Sprinkler heads damaged by mowers and edgers shall be replaced by Contractor at his expense. Lawns shall not be permitted to suffer due to head damage.
4. Grass shall be neatly trimmed away from sprinkler heads and valve boxes to insure proper operation. A circular cutter may be used for this purpose, but under no circumstances either is the sod to be removed leaving holes larger than head diameter Maintenance Services Agreement
Authorized for Use 11. 15.16
14 - 43
nor is weed killer to be used.
5. Groundcovers are to be kept trimmed away from sprinkler heads by tapering away from head. Under no circumstance shall holes be cut into groundcovers. Head risers shall be extended as necessary to provide un-obstructed throw of water.
6. Materials required for irrigation systems maintenance due to normal wear, extension, or sprinkler risers on lawn or shrub heads, etc., shall, at City's discretion, either be furnished by the City or paid for by City at Contractor's actual cost. All damaged, broken or otherwise inoperable or unusable parts so replaced shall be· turned over to City's representative in order to be eligible for reimbursement. Invoices for such material replacement shall be submitted by Contractor at the end of each month.
7. Where damage to irrigation systems including valve covers has been caused by Contractor's negligence, repair and replacement materials and labor shall be furnished by contractor at his own expense. All materials shall be of equal or better quality than that originally installed. Substitutions must be approved by the Park Supervisor/Public Works Operations Manager. All repairs and replacements shall be made in a careful, workmanlike manner.
1.08 LAWNS
A. General:
1. Contractor shall maintain all lawns in top condition at all times through the practice of regular mowing, seeding, watering, fertilizing, and aerating in accordance with these specifications. Lawn shall have a well-tended appearance.
2. All City facilities with turf/lawn shall be mowed per the Contractor's Bid Proposal table.
The Arroyo Sports Fields, and Orange Grove Park Park shall be mowed twice per week during the warm season (April 15th to October 15th).
Mowing shall not remove more than 50% of vegetative growth. Grass generally shall not exceed four ( 4) inches in height. Mowing heights of other than Bermuda grass shall generally be between two (2) to three (3) inches, using a mower. Bermuda grass sport fields shall be mowed at one and a half (I½) inches in height using a mower. Turf shall be cut at a uniform height. Keep blades sharp and mowing equipment to be kept sufficient to prevent grass blade bruising, tearing, and shredding. Clippings shall be caught in a grass catcher, collected and removed from the premises. Grass clippings that are finely cut may be left in place. Mowing pattern will be varied weekly where possible to reduce rutting and compaction of grade. Contractor shall coordinate mowing Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 44
and irrigation schedules so that the grass is not mowed while it is wet.
Edges shall be trimmed at each mowing, including trimming around walls and fences, trees, shrubs, sprinkler heads, valves, curbs, planting beds, utility poles, sign posts, playground equipment and other items located in lawns. The trimming must be done on the same day as the mowing. At the conclusion of each visit, walks adjacent to work area shall be blown clean.
Grass shall not be allowed to invade plant and other areas not intended to be lawn. Care should be taken not to damage sprinkler heads, plantings, walks and buildings with equipment. Curbs, gutters, walks and driveways shall be left in a clean condition after each mowing. Excessive amounts of leaves, papers and other debris shall not be allowed to accumulate on lawns. Mowing shall not be done when soil is too wet; avoid compaction of turf.
3. Weeds of any kind shall not be permitted to become established in lawns. Contractor shall submit to City for approval a weed abatement program that keeps the lawns as nearly as possible to a weed-free condition stating which products will be used for those weeds now in existence, at what rate they will be applied, and at what schedule during the year. Lawns shall receive at least two applications per year of broad spectrum herbicide for the control of crabgrass and other common lawn weeds. Mow lawns before applying. Additional applications of herbicides shall be made when necessary to complete eradication of specific weed problems not covered by the use of herbicide. Product shall be applied according to manufacturer's directions.
4. Provide work schedule for rainy days and dormant seasons for alternate work. Days of week to be on job site including Holiday schedule.
5. Perform the following maintenance services to sport fields at Arroyo and Orange Grove parks: Dethatching, core aerating, remove cores, top dress with medium, fertilizing, reseeding or stolons, irrigation, top dress seeds at a frequency of two times per year. All areas designated for re-seeding shall be groomed and dethatched for the purpose of top dressing with seed and organic matter. Areas shall be posted and closed to the public until germination and first mowing is completed. Dethatching shall be with a mechanical de-thatcher to remove built up organic matter in turf areas. Thatch that is removed shall be properly disposed of.
6. The spreading of mulch shall depend on the type of mulch provided by the City. Tree shavings shall be used around shrub areas or to suffocate weeds. Composted fine mulch will be used for re-seeding or top dressing in turf areas. The material will be spread along planting areas and barren areas for weed prevention and moisture retention.
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 45
B. Fertilizing Lawn:
I. Lawns (except for sports fields) shall be fertilized per Table I. Applications will consist of pelleted formula 16-6-8 applied at the rate of 8 pounds (lbs) per 1,000 square feet (sf).
Sports fields at Orange Grove, Arroyo South and Arroyo North use different materials at different times per Tables II, III, and IV.
2. All materials shall be applied at times and in amounts shown for each feeding.
3. Fertilizer shall be distributed evenly over lawn when dry, using calibrated spreader. Do not overlap materials and cause burning of turf, dark streaks, etc. Sweep off pavements and water in immediately.
4. Where herbicides, fungicides, or insecticides are required, these materials, in the amounts according to the manufacturer's directions, shall be added where compatible to the fertilizer specified. All products shall be combined and blended at factory, delivered in original packages, and applied as previously specified.
5. Additional insecticides, fungicides and herbicides applications shall be required as noted.
These may be in liquid spray form. Herbicides shall not be applied during windy conditions. All chemicals used in the everyday course of landscape maintenance need to be green friendly.
C. Soil Compaction
I. Contractor shall not engage in activities which foster the compaction of the soil; i.e., driving of vehicles on turf or riding equipment on soggy soil.
2. Contractor shall aerate the athletic sports fields per the maintenance schedule in Tables II, III and IV. Aeration shall be accomplished by the use of a tractor drawn tine aerator.
Proper soil moisture shall be present to insure that plugs are removed to a minimum depth of three inches. All plugs shall be broken up and removed from the sports fields on the day they are generated. Sprinkler heads shall be flagged to prevent damage to the irrigation system.
D. Insect, Fungi and Rodent Control
I. Contractor shall maintain continuous control against insects, leaf hopper, red spider, cutworms, sod web worm (Lawn Moth) and other insects by the use of appropriate insecticides. Insecticides should not be applied above certain temperatures (check with manufacturer) or during wind.
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 46
2. Fungi shall be controlled by appropriate combination of watering practices, aeration and treating when specified. Additional applications shall be made when necessary to obtain control of rust and other fungi.
3. Rodents of any kind: gophers, moles, etc., shall be controlled by the Contractor.
Burrows and holes on the sports fields shall be filled with dirt at the time of each mowing. All chemicals used in the everyday course of landscape maintenance need to be green friendly. Major infestations will be handled by the City.
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 47
TABLE I
LIBRARY, GARFIELD PARK, EDDIE PARK AND WAR MEMORIAL PARK
MAINTENANCE PLAN
Date
March
May
Activity
Apply 16-6-8 fertilizer, weed control and herbicide
combined
Apply 16-6-8 fertilizer, weed control, and herbicide
combined (post control)
August
September
Apply 16-6-8 fertilizer, insecticide and fungicide
Dethatch, aerate, re-seed, apply top dressing
November Apply 21-2-4 fertilizer and fungicide
Date
December -
January
February
February
February
MarchOctober
March
March
March
March
TABLE II
ARROYO SOUTH MAINTENANCE PLAN
Activity
Verticut, dethatch, seed prep, overseed sports turf (Trifecta II at 7-10 lbs./ 1,000 sf.), install water retention product (Hvdretain at 2.7 lbs./1000 sf.)
Aeration of the field with hollow tine and apply gypsum (5 lbs./1,000 sf.)
Apply 25-4-4 Nitrate Fertilizer at a rate of 4.5 lbs./ 1,000 sf.
Weed control, post emergent application to control
broadleaf weeds
Spot treatment of weed control, post emergent to control broadleaf weeds
Aeration of the field with hollow tine
Rototil of infields
Apply Dimension 270G herbicide to prevent crabgrass
germination at a rate of 3-4 lbs./1,000 sf.
Insect/Grub Control
Maintenance Services Agreement
Authorized for Use 11.15. 16
Responsible
Organization
Contractor
City
Contractor
Contractor
Contractor
Responsible
Organization
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
14 - 48
Date
March
April
April
April
April
May
June
June
July
August
September
October
October
October
November
Date
December -
January
February
February
February
Activity
Fungicide application to control various pathogens
Spot treatment of fungicide to control various pathogens Aeration of the field with hollow tine and apply gypsum (5 lbs./1,000 sf.)
Apply 25-4-4 Nitrate Fertilizer at a rate of 4.5 lbs./ 1,000 sf.
Start of the warm season, increase irrigation
Aeration of the field with hollow tine
Aeration of the field with hollow tine and apply gypsum (5 lbs./1,000 sf.)
Rototil of infields
Verticut, dethatch, seed prep, overseed sports turf (Trifecta II at 7-10 lbs./ 1,000 sf.), install water retention product (Hvdretain at 2.7 lbs./1.000 sf.)
Apply 32-0-5 XCU slow release fertilizer at a rate of 3.2 lbs./1,000 sf.
Aeration of the field with hollow tine
Aeration of the field with hollow tine and apply gypsum (5 lbs./1,000 sf.)
Apply 32-0-5 XCU slow release fertilizer at a rate of 3.2 lbs./1,000 sf.
End of the warm season, decrease irrigation
Aeration of the field with hollow tine
TABLE III
ARROYO NORTH MAINTENANCE PLAN
Activity
Verticut, dethatch, seed prep, overseed sports turf (Trifecta II at 7-10 lbs./ 1,000 sf.), install water retention product (Hvdretain at 2.7 lbs./1000 sf.)
Aeration of the field with hollow tine and apply gypsum (5 lbs./1,000 sf.)
Apply 25-4-4 Nitrate Fertilizer at a rate of 4.5 lbs./ 1,000 sf.
Weed control, post emergent application to control
broadleaf weeds
Maintenance Services Agreement
Authorized for Use 11.15.16
Responsible
Contractor
Contractor
Contractor
City
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Responsible
Organization
Contractor
Contractor
Contractor
Contractor
14 - 49
Date
MarchOctober
March
March
March
March
March
April
April
April
April
May
June
June
July
August
September
October
October
October
November
Activity
Spot treatment of weed control, post emergent to control broadleaf weeds
Aeration of the field with hollow tine
Rototil of infields
Apply Dimension 270G herbicide to prevent crabgrass
germination at a rate of 3-4 lbs./1,000 sf.
Insect/Grub Control
Fungicide application to control various pathogens
Spot treatment of fungicide to control various pathogens Aeration of the field with hollow tine and apply gypsum (5 lbs./1,000 sf.)
Apply 25-4-4 Nitrate Fertilizer at a rate of 4.5 lbs./ 1,000 sf.
Start of the warm season, increase irrigation
Aeration of the field with hollow tine
Aeration of the field with hollow tine and apply gypsum (5 lbs./1,000 sf.)
Rototil of infields
Verticut, dethatch, seed prep, overseed sports turf (Trifecta II at 7-10 lbs./ 1,000 sf.), install water retention product (Hvdretain at 2.7 lbs./1.000 sf.)
Apply 32-0-5 XCU slow release fertilizer at a rate of 3.2 lbs./1,000 sf.
Aeration of the field with hollow tine
Aeration of the field with hollow tine and apply gypsum (5 lbs./1,000 sf.)
Apply 32-0-5 XCU slow release fertilizer at a rate of 3.2 lbs./1,000 sf.
End of the warm season, decrease irrigation
Aeration of the field with hollow tine
Maintenance Services Agreement
Page41 of57
Authorized for Use 11.15.16
Responsible
Organization
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
City
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
14 - 50
Date
November
- January
February
February
February
MarchOctober
March
March
March
March
March
April
April
April
April
May
June
June
July
September
September
October
October
November
TABLEIV
ORANGE GROVE MAINTENANCE PLAN
Activity
Verticut, dethatch, seed prep, overseed sports turf (Trifecta II at 7-10 lbs./ 1,000 sf.), install water retention product /Hvdretain at 2.7 lbs./1000 sf.)
Aeration of the field with hollow tine and apply gypsum (5 lbs./1,000 sf.)
Apply 25-4-4 Nitrate Fertilizer at a rate of 4.5 lbs./ 1,000 sf.
Weed control, post emergent application to control
broadleaf weeds
Spot treatment of weed control, post emergent to control broadleaf weeds
Aeration of the field with hollow tine
Rototil of infields
Apply Dimension 270G herbicide to prevent crabgrass
germination at a rate of 3-4 lbs./ 1,000 sf.
Insect/Grub Control
Fungicide application to control various pathogens
Spot treatment of fungicide to control various pathogens Aeration of the field with hollow tine and apply gypsum (5 lbs./1,000 sf.)
Apply 25-4-4 Nitrate Fertilizer at a rate of 4.5 lbs./ 1,000 sf.
Start of the warm season, increase irrigation
Aeration of the field with hollow tine
Aeration of the field with hollow tine and apply gypsum (5 lbs./ 1,000 sf.)
Rototil of infields
Apply 32-0-5 XCU slow release fertilizer at a rate of 3.2 lbs./1,000 sf.
Aeration of the field with hollow tine
Apply 32-0-5 XCU slow release fertilizer at a rate of 3.2 lbs./1,000 sf.
Aeration of the field with hollow tine and apply gypsum (5 lbs./1,000 sf.)
End of the warm season, decrease irrigation
Aeration of the field with hollow tine
Maintenance Services Agreement
Authorized for Use 11. 15. 16
Responsible
Organization
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
City
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
Contractor
14 - 51
1.09 GROUNDCOVERS
A. General:
1. Groundcovers shall be inspected weekly. Maintenance shall include removal of all debris, including leaves, branches, papers, bottles, etc.
2. Weeds shall be removed weekly. Bermuda grass and other noxious weeds shall not be allowed to become established in these areas. Weeds shall be completely removed, including roots, rhizomes, and stolons. Pre-emergent weed killer may be used after cultivation. "Round-Up" may also be used, taking care not to spray on other plantings.
3. All groundcovers shall be pruned, sheared and thinned neatly away from shrubs, trees, walks and headerboards, etc. Edges of groundcovers shall be thinned out and tapered away from walks, headerboards and shrubs. DO NOT TRIM VERTICALLY.
4. All groundcovers at the Freeway Sign shall be trimmed around the rock letters, curbs and perimeter of the area to provide a uniform appearance.
B. Fertilizer:
I. A balanced, pelleted commercial fertilizer, 16-6-8, shall be broadcast evenly on ground cover and related shrub areas per the maintenance plans listed in Tables I, II, III, and IV, at the rate of 8 pounds per 1000 square feet and shall be watered and cultivated in thoroughly where conditions permit.
2. All groundcover areas shall be deep irrigated weekly (at night), weather requiring.
3. Contractor shall maintain constant controls against insects, rodents and snails.
4. Barren areas shall be replanted (see Plant Replacement and Plant Replacement Liability).
1.10 SHRUB GROUNDCOVERS
A. Groundcover shall be controlled where spreading over walks by pruning back to nearest branch fork and removing dead wood.
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 52
1.11 SHRUBS, PLANTS AND TREES
General maintenance of shrubs shall include:
1. Weekly watering of all areas per the "watering schedule".
2. Removal of spent flowers and flower spikes; removal of all leaves and debris from plant areas weekly.
3. Regular cultivation of all plant areas.
4. Removal of weeds. Bermuda grass shall be traced to source and all roots and stolon removed or sprayed with "Round-Up"; all weeds and debris shall be removed from the premises.
5. Plants shall be hosed off monthly to remove accumulations of dirt and soot.
6. Pruning shall be performed as a continual operation under guidelines as set forth by City.
Contractor shall not allow plants to develop stray, undesirable growth.
7. Insect and rodent control.
8. Fertilizing of shrubs and perennials in accordance with the fertilizer indicated for groundcovers. All fertilizers shall be applied evenly by hand and lightly cultivated into soil, with thorough watering to follow. Shrubs located in groundcover areas will not require additional fertilizing. All chemicals used in the everyday course of landscape maintenance need to be green friend! y.
9. Shrubs shall be trimmed as needed at established maintenance height.
10. Plants that grow as clumps must be divided as part of regular maintenance. Divides can be in half or other fractions depending on plant vigor. These plants can be used elsewhere to enhance vegetation and landscape at the direction of the Director of Public Works, or his/her representative.
11. All flower plants shall be cleaned and opened to a natural appearance. The Bird of Paradise and facial plants shall be dead-headed.
12. All low growing branches of trees that interfere with the clear passage of pedestrians shall be skirted or trimmed to provide a height clearance of nine-feet (9').
Maintenance Services Agreement
Authorized for Use l l.15.16
14 - 53
1.12 ROSES
A. Fertilizing:
I. Roses are to be fertilized in March, May, August, and October. A balanced, pelleted commercial fertilizer shall be broadcast evenly on ground at the rate of 8 pounds per 1,000 square feet.
B. Pruning
I. Prune annually during the last two weeks in January, or as scheduled by the Park Supervisor/Public Works Operations Manager.
2. Remove 1/3 to 1/2 of the old canes. Prune away from the middle. Have eye, or young bud, facing out in the direction the plant is to grow. Prune 1/8 inch to 1/4 inch above the bud at an angle. All leaves and suckers will be removed and the bed raked clean.
3. Old blooms will be removed on a regular basis.
C. Watering
I. Weekly watering of all roses as per the "watering schedule".
1.13 CONTROL OF INSECTS, RODENTS AND OTHER PESTS
A. Contractor and their employees shall be entirely familiar with the use of all insecticides and chemicals of any kind intended for use as regards laws, proper types, rates of application, temperatures at which to be applied, etc.
B. Contractor shall maintain adequate equipment, sprayers, dusters, etc., on the job for emergency spot controls of insects. Larger equipment and materials shall be supplied when required.
C. An adequate supply of basic insecticides, fungicides, properly packaged and labeled, shall be maintained for use.
D. Contractor shall maintain proper controls by spraymg at such frequency and m such amounts as necessary to prevent insect infestations.
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 54
E. Control of chewing and sucking insects shall be performed at least twice a year (late winter or early spring, and summer) or as required to maintain control and prevent damage to plantings. Appropriate insecticides for the required purposes shall be applied with power sprayer. Care shall be exercised not to damage buildings, planting or adjacent materials by improper use of insecticides (amounts, high temperature) or of equipment.
F. Snails, slugs and similar pests shall be controlled by Contractor as needed.
G. Notwithstanding any previously identified chemicals contractor shall be prohibited from applying any pesticide or insecticide which is a neonicotinoid.
1.14 FUNGI, MILDEW AND PATHOLOGICAL PROBLEMS
Fungi, mildew, and other pathological problems shall be controlled by irrigation management, drainage. Where necessary, fungicide shall be applied.
1.15 CULTIVATING
Where practical, areas between shrubs, groundcovers and trees shall be cultivated for the removal of weeds, admission into the soil of fertilizer and water, and for aeration.
1.16 MISCELLANEOUS MAINTENANCE PROVISIONS
Contractor shall, as part of this contract perform the following services:
I. Clean out drain lines when and where required.
2. Repair minor erosion.
3. Clean catch basins and area drains in parks.
4. Correct minor vandalism and defacement.
5. On a weekly basis, clean all barbecue pits.
6. At the City Hall, replace and rotate annuals twice each year. Plants to be provided by City.
7. Sweep/blow parking lots at the Parks and Facilities.
Maintenance Services Agreement
Authorized for Use 11.15.16
14 - 55
8. Plant shrubs, groundcover, and trees at the request of the Parks Supervisor.
9. All hard surface areas are to be swept with a broom or cleared with an electric blower, except for sanitary purposes when power-washing is necessary or as specifically called for in these specifications. City of South Pasadena Municipal Code 35.41 Hose use prohibits the use of water to clean areas that can be swept with a broom.
10. Concrete swales must be kept clear of dirt and debris.
11. Tennis courts, bleacher areas, picnic areas, tables, outdoor restrooms and rubber playground surface are to be power washed. A Contractor furnished motorized power washer will be used to wash the picnic table and surrounding area from all food stains and other type of stains. The area will be kept clean and stain free. The locations and frequencies are included in the Contractor's proposal (Exhibit B). Contractor shall coordinate the power washing times with the Parks Supervisor that will have minimum disruption to the facility. The Contractor is responsible for posting any signage, barricades and/or caution tape required for to allow the Contractor to perform the services.
12. Contractor shall rake and grade play areas at Orange Grove, Arroyo and Eddie parks, including dress up, cleaning and rototilling to a depth of six (6) inches for the sand or engineered wood fibers. The locations and frequencies are included in the Contractor's proposal (Exhibit B).
13. Supply and refill the bags for the dog waste stations.
14. While performing services the Contractor shall notify the Parks Supervisor if they find any vandalism, homeless encampments, graffiti or items requiring repair beyond the scope of the Contractor's services within twenty four (24) hours of noticing the deficiency.
15. On Saturday, Sunday and holiday's the Contractor shall unlock the park restrooms at Orange Grove Park, Arroyo Park and Garfield Park before 7:00 am.
Maintenance Services Agreement
Page47 of57
Authorized for Use 11. l 5. l 6
14 - 56
Exhibit B
Contractor's Bid Proposal
HEREBY PROPOSE to furnish all labor, materials, equipment and transportation, and to do all work required to complete the said work in accordance with the said Specifications for the monthly unit prices named in the following schedule:
EDDIE PARK:
Item
Mowing with rotary mower: recreational area, lawn, and parkway (Every other week, except for once a week during the warm season) Edging, trimming all areas after mowing (Every other week, except for once a week during the warm season)
Sweep/blow all concrete areas, picnic area, steps, recreational area and sidewalks around the parkway and cleaning up leaves, litter and debris Detailing shrubs and flower beds
Picking up and emptying trash M-W-F-Sun
Weed control throughout the Park
Preventative maintenance (PM) irrigation: maintain and repair Field maintenance plan (per Table I)
Cultivating and/or mulching planter beds
Trimming shrubs
Filling dog waste stations
Dress up engineered wood fiber (EWF) in the play areas
EDDIE PARK TOTAL
GARFIELD PARK:
Item
Mowing with rotary mower: recreational area, lawn, and parkway (once a week, except for twice a week during the warm season)
Edging, trimming all areas after mowing (once a week, except for twice a week during the warm season)
Sweep/blow all concrete areas gazebo picnic area, steps, recreational area and sidewalks around the parkway and cleaning up leaves, litter and debris Blowing leaves, weeding and cleanup of tennis courts
Power washing tennis courts
Power washing gazebo and picnic area
Power wash inside and outside of park restroom
Maintenance Services Agreement
Page48 of57
Authorized for Use 11.15.16
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Price per month Frequency
lx/2wks. (except
527.05 Ix/wk. in warm
season)
lx/2wks. (except
129.01 lx/wk. in warm
season)
168.74 Weekly
126.56 Weekly
84.37 4 days/wk.
63.28 Weekly
105.46 Weekly
63.28 Per Table I
63.28 Monthly
63.28 Weekly
63.28 Weekly
63.28 Weekly
1,520.87
Price per month Frequency
Weekly (except
1,216.00 2x's/wk. in warm
season)
Weekly (except
203.81 2x's/wk. in warm
season)
316.03 Weekly
197.52 Weekly
197.52 Monthly
79.01 Weekly
79.01 Monthly
14 - 57
Power wash playground rubber surface $ 79.01
Picking up and emptying all trash cans seven days per week $ 79.01 Unlock the park restrooms (Saturday, Sunday & holiday's before 7:00 am) $ 39.50 Additional afternoon trash pickup of gazebo trash cans on Saturday, $ 108.63 Sunday & holiday's Weed abatement and pre-emergent $ 125.23
Weed control throughout the Park $ 79.01
PM irrigation: maintain and repair $ 79.01
Field maintenance plan (per Table I) $ 118.50
Rose maintenance including fertilization and pruning $ 79.01 Clean BBQ pits $ 39.50
Re-planting $ 39.50
Detailing shrubs and flower beds $ 39.50
Clearing turf around valve boxes $ 39.50
Rototill sand area equipment $ 39.50
Rake, grade and clean sand play area including setting sand under slide $ 39.50 Filling dog waste stations $ 39.50
GARFIELD PARK TOTAL $ 3,352.31
HERITAGE PARK (including Meridian Ave. median between Mission St. and El Centro St.):
Item
Blowing and cleaning up leaves and debris including the concrete areas, plaza, median and sidewalk and cleaning up leaves, litter and debris Picking up and emptying trash M-W-F
Detailing shrubs and flower beds
PM irrigation: maintain and repair
Mow and edge parkway turf
HERITAGE PARK TOTAL
Maintenance Services Agreement
Page49 of57
Authorized for Use 11.15.16
Price per month
$ 296.25
$ 55.90
$ 44.72
$ 44.72
$ 44.72
$ 486.31
Monthly
7 days/wk.
Weekly
Weekly
2x's/yr.
Weekly
Weekly
Per Table I
4x's/yr.
Weekly
Ix/yr.
Weekly
Weekly
Monthly
Weekly
Weekly
Frequency
Weekly
3 days/wk.
Weekly
Weekly
lx/2 wks.
14 - 58
LIBRARY PARK:
Item
Mowing with rotary mower: including lawn area and parkway (Every other week, except for once a week during the warm season) Edging, trimming all areas after mowing (Every other week, except for once a week during the warm season)
Sweep/blow all concrete areas, steps, and sidewalks around the parkway and cleaning up leaves, litter and debris
Rose maintenance including fertilization and pruning
Picking up and emptying trash M-W-Th-F
Weed control throughout the Park
Field maintenance plan (per Table I)
PM irrigation: maintain and repair
Detailing shrubs and flowering plants
Re-planting
LIBRARY PARK TOTAL
WAR MEMORIAL PARK:
Item
Mowing with rotary mower: including lawn area and parkway (Every other week, except for once a week during the warm season) Edging, trimming all areas (Every other week, except for once a week during the warm season)
Sweep/blow all concrete areas, steps, and sidewalks around the parkway and cleaning- up leaves, litter and debris
Sweep/blow Oaklawn Bridge
Picking up trash (Bid item removed, no trash cans)
Weed control throughout the Park
Field maintenance plan (per Table I)
PM irrigation: maintain and repair
Detailing shrubs and flowering plants
Clean Swale
WAR MEMORIAL PARK TOTAL
Maintenance Services Agreement
Authorized for Use t 1.15.16
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Price per month Frequency
lx/2wks. (except
837.74 Ix/wk. in warm
season)
lx/2wks. (except
87.10 Ix/wk. in warm
season)
186.04 Weekly
62.01 4x's/yr.
124.02 4 days/wk.
248.05 Weekly
139.53 Per Table I
186.04 Weekly
248.05 Monthly
62.01 2x's/wk.
2,180.59
Price per month Frequency
lx/2\vks. (except
388.36 Ix/wk. in warm
season)
lx/2wks. (except
68.90 Ix/wk. in warm
season)
112.69 Weekly
28.17 Monthly
- -
112.69 Weekly
63.39 Per Table I
112.69 Weekly
42.26 As needed
70.43 Monthly
999.58
14 - 59
ORANGE GROVE PARK AND SERVICE FACILITY:
Item
Mowing with rotary mower: recreational area, lawn, sports field, and parkway (once a week, except for twice a week during the warm season) Edging, trimming all areas after mowing (once a week, except for twice a week during the warm season)
Sweep/blow all concrete areas gazebo picnic area, steps, bleachers, dugouts, and sidewalks around the parkway and cleaning up leaves, litter and debris
Blowing leaves, weeding and cleanup of tennis courts
Power washing tennis courts
Power washing gazebo and picnic area
Power wash inside and outside of park restroom
Power wash playground rubber surface
Picking up and emptying all trash cans seven days per week Unlock the park restrooms (Saturday, Sunday & holiday's before 7:00 am) Additional afternoon trash pickup of gazebo trash cans on Saturday, Sunday & holiday's
PM irrigation: maintain and repair
Field maintenance plan (per Table IV)
Detailing shrubs and flower beds
Rototill sand area equipment
Rake, grade and clean sand play area including setting sand under slide Filling dog waste stations
ORANGE GROVE PARK AND SERVICE FACILITY TOTAL
ARROYO PARK AND SPORTS FIELDS:
Item
Mowing with rotary mower: recreational area, lawn, sports field, and parkway (once a week, except for twice a week during the warm season) Edging, trimming all areas after mowing (once a week, except for twice a week during the warm season)
Sweep/blow all concrete areas gazebo picnic area, steps, bleachers, dugouts, and sidewalks around the parkway and cleaning up leaves, litter and debris
Power washing gazebo and picnic area
Power wash inside and outside of park restroom .,~
Maintenance Services Agreement
Authorized for Use I I. I 5 .16
Price per month Frequency
Weekly (except
$ 1,302.75 2x's/wk. in warm
season)
Weekly (except
$ l 71.41 2x' s/wk. in warm
season)
$ 274.26 Weekly
$ 137.13 Weekly
$ 137.13 Monthly
$ I 7 l.41 Weekly
$ 102.85 Monthly
$ 102.85 Monthly
$ 274.26 7 days/wk.
$ 34.28 Weekly
$ 68.57 Weekly
$ 137.13 Weekly
$ 244.25 Per Table IV
$ 102.85 Weekly
$ 34.28 Monthly
$ 34.28 Weekly
$ 34.28 Weekly
$ 3,363.97
Price per month Frequency
Weekly (except
$ 2, 11 l.34 2x's/wk. in warm
season)
Weekly (except
$ 263.92 2x's/wk. in warm
season)
$ 211.13 Weekly
$ 211.13 Weekly
$ 211.13 Monthly
14 - 60
Picking up and emptying all trash cans seven days per week Unlock the park restrooms (Saturday, Sunday & holiday's before 7:00 am) Additional afternoon trash pickup of gazebo trash cans on Saturday, Sunday and holiday's
PM irrigation: maintain and repair
Field maintenance plan (per Tables II and III)
Re-planting
Detailing shrubs and flower beds
Dress up EWF in the play areas
Filling dog waste stations
Maintain 10 foot weed and shrub clearance from the fence around the ball fields
ARROYO PARK AND SPORTS FIELDS TOTAL
ARROYO SECO WOODLAND AND WILDLIFE PARK:
Item
Litter removal
ARROYO SECO WOODLAND AND WILDLIFE PARK TOTAL
DOG PARK, SKATE PARK AND PARKING LOT:
Item
Trash pick-up at both parks and the parking lot on M-W-F (including picking up dog waste within the Dog Park)
Blow EWF back into the planters
Weed control
Fill dog waste stations
Fill in low areas of DO (including the walkway in front of the park) Clearing out the trash beneath the skate park ramps
Sweep/blow and remove debris, leaves and litter from the Parks, walkway surrounding the Parks and the Parking Lot
DOG PARK, SKATE PARK AND PARKING LOT TOTAL
DEMONSTRATION GARDEN:
Item
Mowing with rotary mower (Every other week, except for once a week during the warm season)
Edging, trimming all areas (Every other week, except for once a week during the warm season)
Blowing and cleaning up leaves, litter and debris
Maintenance Services Agreement
Authorized for Use 11.15.16
$ 211.13 7 days/wk.
$ 52.78 Weekly
$ 158.35 Weekly
$ 263.92 Weekly
$ 395.00 Per Tables II & III
$ 158.35 Ix/yr.
$ 211.13 Weekly
$ 211.13 Weekly
$ 105.57 Weekly
$ 211.13 Monthly
$ 4t987.14
Price per month Frequency
$ 297.87 Weekly
$ 297.87
Price per month Frequency
$ 123.98 3x's/wk.
$ 31.00 Weekly
$ 31.00 Weekly
$ 31.00 Weekly
$ 31.00 Weekly
$ 21.70 Weekly
$ 24.80 Weekly
$ 294.48
Price per month Frequency
lx/2wks. (except
$ 279.48 Ix/wk. in warm
season)
lx/2wks. (except
$ 55.90 Ix/wk. in warm
season)
$ 39.13 Weekly
14 - 61
Picking up and emptying trash T-Th
Spreading mulch
Weed abatement/control
Fill dog waste station
Detailing shrubs and flower beds
PM irrigation: maintain and repair
DEMONSTRATION GARDEN TOTAL
VIA DEL REY POCKET PARKS (NORTH AND SOUTH):
Item
Mowing with rotary mower
Edging, trimming all areas
Blowing and cleaning up leaves, litter and debris
Picking up and emptying trash T-Th
Weed abatement/control
Detailing shrubs and flower beds
PM irrigation: maintain and repair
VIA DEL REY POCKET PARKS (NORTH AND SOUTH) TOTAL
SAN PASQUAL PARK:
Litter removal
Weed abatement
Item
SAN PASCUAL PARK TOTAL
Maintenance Services Agreement
Authorized for Use 11.15.16
$ 50.31 2 days/wk.
$ 11.18 2x's/yr.
$ 16.77 Monthly
$ 16.77 Monthly
$ 44.72 Weekly
$ 44.72 Weekly
$ 471.41
Price per month Frequency
$ 221. 19 lx/2wks.
$ 29.22 lx/2wks.
$ 25.01 lx/2wks.
$ 50.08 2 days/wk.
$ 41.73 Monthly
$ 37.56 lx/2wks.
$ 33.38 lx/2wks.
$ 438.20
V
Price per month Frequency
$ 158.99 Monthly
$ 85.61 Monthly
$ 244.60
14 - 62
SNAKE TRAIL:
Item
Sweep/blow all concrete/asphalt areas cleaning up leaves, litter and debris Litter removal
Trim the shrubs adjacent to the trail to maintain clearance Weed abatement/control
SNAKE TRAIL TOTAL
STONEY DRIVE AND ARROYO DRIVE TRAILS:
Item
Weed Abatement/control
Spread mulch along the whole trail
Litter removal
A 6-foot wide minimum walkway shall be maintained. Any bushes or trees conflicting with the walkway shall be removed.
Tree skirting (tree clearance should be checked quarterly and corrected if needed)
STONEY DRIVE AND ARROYO TRAILS TOTAL
CIVIC CENTER AND PARKING LOTS:
Item
Trimming all ivy and shrubs
Courtyard maintenance including: manual watering, weed control, plant detailing and trash removal
Sweep/blow and remove debris, leaves and litter from sidewalks and aooroaches around the Civic Center and Parking Lots
Detailing plants in the planter
PM irrigation: maintain and repair
CIVIC CENTER AND PARKING LOTS TOTAL
Maintenance Services Agreement
Authorized for Use 11.15.16
Price per month Frequency
$ 12.13 Monthly
$ 12.13 Monthly
$ 12.12 Monthly
$ 12.13 Monthly
$ 48.51
Price per month Frequency
$ 19.42 4x's/yr.
$ 19.40 4x's/yr.
$ 19.40 4x's/yr.
$ 19.40 4x's/yr.
$ 19.40 4x's/yr.
$ 97.02
Price per month Frequency
$ 140.87 Monthly
$ 140.87 Monthly
$ 352.17 Weekly
$ 169.04 Weekly
$ 140.87 Weekly
$ 943.82
14 - 63
SAN PASQUAL HOUSE:
Item Price per month
Mowing with rotary mower: including lawn area and parkway $ 91.81 Edging, trimming all areas $ 33.39
SAN PASCUAL HOUSE TOTAL $ 125.20
MEDIANS AND EASEMENTS (except Stoney Drive Easement and South Pasadena Sign Hillside) Item
Mowing with rotary mower
Edging, trimming all areas
Blowing and cleaning up leaves, litter and debris
Detailing shrubs and flowering planters
Sidewalk cleaning and trash removal
Pest Control
Weed Control
PM irrigation: maintain and repair
Deep root tree fertilization
Rose maintenance including fertilization and pruning
Spreading mulch
Re-planting
MEDIANS AND EASEMENTS TOTAL
Maintenance Services Agreement
Authorized for Use 11.15.16
Price per month
$ 883.84
$ 184.13
$ 515.58
$ 220.96
$ 257.79
$ 184.13
$ 515.58
$ 515.58
$ 73.65
$ 147.31
$ 147.31
$ 36.83
$ 3,682.69
Frequency
lx/2 wks.
lx/2 wks.
Frequency
lx/2 wks.
lx/2 wks.
Weekly
Weekly
Weekly
4x's/yr.
Weekly
Weekly
Ix/yr.
4x's/yr.
4x's/yr.
Ix/yr.
14 - 64
SOUTH PASADENA SIGN HILLSIDE & SIGN TRAIL:
Item
Picking up and emptying trash cans T-Th
SOUTH PASADENA SIGN HILLSIDE & SIGN TRAIL TOTAL
WATER FACILITIES:
Item
Garfield Reservoir
Grand Reservoir
Westside Reservoir
Kolle Pump House
Bilicke Tank
Raymond Tank
Wilson Reservoir
Wilson Well 2
Graves Reservoir
WATER FACILITY TOTAL
MONTHLY TOTAL = $25,428.15
Maintenance Services Agreement
Authorized for Use 11. 15.16
Price per month Frequency
$ 223.90 2 days/wk.
$ 223.90
Price per month Frequency
$ 201.26 lx/2wks.
$ 201.26 lx/2wks.
$ 201.26 lx/2wks.
$ 59.64 lx/2wks.
$ 272.07 lx/2wks.
$ 130.45 lx/2wks.
$ 272.07 lx/2wks.
$ 130.45 lx/2wks.
$ 201.26 lx/2wks.
$ 1,669.68
14 - 65
RATE SHEET
Item
Landscape Maintenance Labor
Irrigation Specialist
Certified Arborist ( optional service)
Foreman
Supervisor
Walk Behind Self-Propelled Aerator
Tractor with Aerator attachment
Bobcat/Skid Steer
Utility Tractor-Hydrolic or P.T.O Driven
Dump Truck
Walk behind trencher
Turf Vacuum/Power Rake
EXTRA WORK PLANT MATERIAL
(cost include material and labor to install)
I gallon plant or shrub
I gallon native plant
5 gallon plant or shrub
5 gallon native plant
15 gallon plant or shrub
15 gallon native plant
15 gallon Tree w/stakes and VIT Twist Brace
24" Box Tree w/stakes and VIT Twist Brace
36" Box Tree
48" Box Tree
60" Box Tree
Maintenance Services Agreement
Authorized for Use 11.15.16
Price per hour
$ 50.00
$ 55.00
$ 75.00
$ 60.00
$ 70.00
$ 125.00
$ 125.00
$ 125.00
$ 125.00
$ 175.00
$ 150.00
$ 125.00
Price per plant or
tree
$ 8.00
$ 10.00
$ 25.00
$ 27.50
$ 75.00
$ 85.00
$ 125.00
$ 400.00
$ 825.00
$ 1,750.00
$ 4,000.00
ATTACHMENT 3
First and Second Contract Amendments with LandCare
14 - 66
14 - 67
FIRST AMENDMENT TO
MAINTENANCE AGREEMENT
THIS AMENDMENT ("Amendment") is made as of this 15th day of August, 2018, by and between the CITY OF SOUTH PASADENA ("City") and LANDCARE ("Contractor").
RECITALS
WHEREAS, on January 1, 2018, the City and Contractor entered into a Maintenance Agreement ("Agreement") for the Contractor to provide landscape maintenance of City parks, medians, facilities, and grounds at a monthly cost of $25,428.15; and WHEREAS, the City has determined that maintenance is required at the newly constructed Arroyo Seco Bicycle and Pedestrian Trail; and WHEREAS, the Contractor is willing and able to provide these additional services for an additional cost of $355 per month.
NOW THEREFORE, THE CITY AND THE CONTRACTOR AGREE AS FOLLOWS:
I. SCOPE OF SERVICES. That Section 3.1 of the Agreement is hereby amended to read as follows:
Such maintenance services are set for the in the Scope of Services described in (i) Exhibit A of the Agreement and incorporated herein by this reference and (ii) the Amendment to Scope of Services attached hereto as Exhibit A-1 and incorporated herein by this reference.
2. AGREEMENT ADMINISTRATOR. That Section 3.2 of the Agreement is hereby amended to read as follows:
The Agreement Administrator for this project is Kristine Courtly, Public Works Operations Manager. The Agreement Administrator shall be the principal point of contact at the City of this project. All services under this Agreement shall be performed at the request of the Agreement Administrator. The Agreement Administrator will establish a timetable for completion of services and any interim milestones. City reveres the right to change this designation upon written notice to the Contractor.
3. MAXIMUM AMOUNT. That Section 3.3 of the Agreement is hereby amended to read as follows:
14 - 68
The highest total compensation and costs payable to the Contractor by the City under this Agreement; The Maximum Amount under this Agreement is twentyfive thousand, seven hundred eighty three Dollars and fifteen cents (which includes the compensation for the original scope of services set forth in Exhibit A in the amount of $25,428.15, additional services set forth in Exhibit A-1 in the amount of $355 for this Amendment, totaling $25,783.15) per month. Breakdown of the cost of each item is included in the Contractor's Bid Proposal and Rate Sheet described in (i) Exhibit B of the Agreement and incorporated herein by this reference and (ii) the Amendment to Contractor's Bid Proposal attached hereto as Exhibit B-1 and incorporated herein by this reference.
4. NOTICES. The addresses to send Notice sent by mail under Section 16 shall be amended to read as follows:
If to City:
Stephanie De Wolfe, City Manager
City of South Pasadena
1414 Mission Street
South Pasadena, CA 91030
With courtesy copy to:
Teresa L. Highsmith, Esq.
South Pasadena City Attorney
Colantuono, Highsmith & Whatley, PC
790 E. Colorado Blvd. Ste. 850
Pasadena, CA 91101
Telephone: (213) 542-5700
Facsimile: (213) 542-5710
lfto Contractor:
LandCare
4134 Temple City Blvd.
Rosemead, CA 91770
5. PROVISIONS OF AGREEMENT. All other terms, conditions, and provisions of the Agreement to the extent not modified by this Amendment, shall remain in full force and effect
14 - 69
"City"
City of
Title:
Date:_'B__,,\_15---+\ ,i_o_U_s. __ _
Attest:
By: __ ._,,:;......,if------J----+----+--+------
E
Date: "6'J 16JU 1~
Approved as to form:
By:--.,,il[L-__ ....::.._:i,,:::,,,_£___,_~,;£+.------"--,:______:==--- Teresa L. Highsmith, C
Date: ---"-_.,,_ q;\ l'iD18 _____ _
''Contractor"
LandCare
Title:~/1'-----'--'((;;=:........::0:::::LW-=-.:'lr-'-----"----· _0c_c€""-----.LL.......:::..._:....__ Date: t:3 / t J / / 8, -----1-1---'----
14 - 70
Exhibit A-1
Amendment to Scope of Services
The following shall be added as a Contract Item under Agreement Exhibit A, Item 1.01 Contract Items, I. Parks and Trails:
• Arroyo Seco Bicycle and Pedestrian Trail located along Lohman Lane from Stoney Drive to the Arroyo Seco Woodland and Wildlife Park
The following shall be added as an Irrigation System under Agreement Exhibit A, Item 1.07 Irrigation Systems -Responsibility, Maintenance, Watering:
Contract Item Facility System
I. PARKS & TRAILS
Arroyo Seco Bicycle and Pedestrian Trail Automatic
Arroyo Seco Bicycle and Pedestrian Trail Maintenance Schedule:
Maintenance Item Frequency
Detailing ground cover 1 day/wk.
Blowing and cleaning up leaves, litter and debris I day/wk.
Picking up and emptying trash cans M 1 day/wk.
Picking up and emptying trash cans Th 1 day/wk.
Weed abatement/control Monthly
Tree skirting and trimming bush branches that interfere with trail Quarterly PM irrigation: maintain and repair Monthly
14 - 71
Exhibit B-1
Amendment Contractoe s Bid Proposal
HEREBY PROPOSE to furnish all labor, materials, equipment and transportation, and to do all work required to complete the said work in accordance with the said Specifications for the monthly unit prices named in the following schedule:
ARROYO SECO BICYCLE AND PEDESTRAIL TRAIL:
Item Price per month Frequency
Detailing ground cover $ 55.00 1 day/wk.
Blowing and cleaning up leaves, litter and debris $ 120.00 1 day/wk.
Picking up and emptying trash cans M $ 35.00 1 day/wk.
Picking up and emptying trash cans Th $ 35.00 1 day/wk.
Weed abatement/control $ 25.00 Monthly
Tree skirting and trimming bush branches that interfere with trail $ 20.00 Quarterly PM irrigation: maintain and repair $ 65.00 Monthly
ARROYO SECO BICYCLE AND PEDESTRAIL TRAIL TOTAL $ 355.00 MONTHLY TOTAL= $25,783.15 (Agreement Total $25,428.15 + Amendment Total $355.00)
14 - 72
DocuSign Envelope ID: 987C0E11-1667-402A-B621-5077242D8511 uu1,;u.::,1y11 c:11vt::1uµt:: I u : / CU:JJ-\.)'4L-.)J-\r0-'4 I /-\l:HH /-\.)-/ 0 ·1 LL:>'4 I ,JOUC:
SECOND AMENDMENT TO
MAINTENANCE AGREEMENT
Contract #2020-063
THIS SECOND AMENDMENT ("Second Amendment") is made as of this December 02, 2020, by and between the CITY OF SOUTH PASADENA ("City") and LANDCARE ("Contractor").
RECITALS
WHEREAS, on January 1, 2018, the City and Contractor entered into a Maintenance Agreement ("Agreement") for the Contractor to provide landscape maintenance of City parks, medians, facilities, and grounds at a yearly cost of $305,137.80; and WHEREAS, on August 15, 2018, the City Council approved the First Amendment to the Agreement in order to provide additional monthly maintenance of the newly constructed Arroyo Seco Bicycle and Pedestrian Trail, at an additional cost of $355 per month, for a total yearly cost of $309,397.80; and
WHEREAS, the City desires to extend the Agreement on the same terms as set forth in the Agreement and the First Amendment for an additional two years, through December 31 , 2022 for a total yearly cost of $310,448.16;
NOW THEREFORE, THE CITY AND THE CONTRACTOR AGREE AS FOLLOWS:
1. AGREEMENT ADMINISTRATOR. That Section 3.2 of the Agreement is hereby amended to read as follows:
to read:
The Agreement Administrator for this project is Garrett Crawford, Public Works Operations Manager. The Agreement Administrator shall be the principal point of contact at the City of this project. All services under this Agreement shall be performed at the request of the Agreement Administrator. The Agreement Administrator will establish a timetable for completion of services and any interim milestones. City reveres the right to change this designation upon written notice to the Contractor.
2. MAXIMUM AMOUNT. That Section 3.3. of the Agreement is hereby amended "Maximum Amount" : The highest total compensation and costs payable to Contractor by City under this Agreement and Amendment 1. The Maximum Amount under this Agreement is twenty-five thousand, five-hundred and fifteen dollars and sixty-eight cents ($25 ,515.68) per month pursuant to Exhibit B-2 14 - 73
DocuSign Envelope ID: 987C0E11-1667-402A-B621-5077242D8511 uocu::;1gn t:nve1ope 1u: /l:!UoAJ4~-JAt-o-4 7 Ai:J-i:J / AJ- 71:l 7 a547JtiUt:
Contract #2020-063
attached to and incorporated by this Amendment 2, plus $355/month pursuant to Exhibit B-1 of Amendment 1, for a total monthly Maximum Amount of twentyfive thousand, eight-hundred and seventy dollars and sixty-eight cents ($25,870.68.)
3. TERMINATION DATE. That Section 3.5 of the Agreement is hereby amended to read: "Termination Date" : December 31 , 2022.
4. NOTICES. The addresses to send Notice sent by mail under Section 16 shall be amended to read as follows:
lfto City:
Sean Joyce, Interim City Manager
City of South Pasadena
14 I 4 Mission Street
South Pasadena, CA 91030
With courtesy copy to:
Teresa L. Highsmith, Esq.
South Pasadena City Attorney
Colantuono, Highsmith & Whatley, PC
790 E. Colorado Blvd. Ste. 850
Pasadena, CA 91 l O 1
Telephone: (213) 542-5700
Facsimile : (213) 542-5710
If to Contractor:
LandCare
4134 Temple City Blvd.
Rosemead, CA 91 770
5. PROVISIONS OF AGREEMENT. All other terms, conditions, and provisions of the Agreement and First Amendment, dated August 15, 20 18, to the extent not modified by this Amendment, shall remain in full force and effect.
14 - 74
DocuSign Envelope ID: 987C0E11-1667-402A-B621-5077242D8511 uuc;u.:,1y11 CIIVt,IUI.J" IU. I OUO/-\J't£-J/-\rO- "+ 11-\\:H// 1-\J-I O I ££0'1 I JOUt:
"City"
City of South Pasadena G~'"'"·~,,,
BYS $ ;;96~~~<;;: igna ure
P . t d Sean Joyce rm e :
Title: Interim city Manager
Date: 3/11/2021
Attest:
DocuSigned by:
By: ~ ~15Wt59'1f ml0::tzroet:=-:-----=:---:--------- Mari a . Aya a, City Clerk Date:
3/15/2021
Approved as to form:
Teresa L. Highsmith, City Attorney
D 3/11/2021
ate:
------------
Contract #2020-063
"Contractor"
La~n: . Care
By:~_~/ ~t:/=-
gnature
Printed: Donald A. Cully
Title: Regional Vice President
Date: January 8, 2021
14 - 75
DocuSign Envelope ID: 987C0E11-1667-402A-B621-5077242DB511 ~ocu::i1gn t::nvelope IU: 71::!U5AJ4:.!-JAl-t:i-41 Al:H:J7 A;;J-71::! 1:.!:.!547;:Jt:iUt::
Exhibit B
Contractor's Bid Proposal
Contract #2020-063
HEREBY PROPOSE to furnish all labor, materials, equipment and transportation, and to do all work required to complete the said work in accordance with the said Specifications for the monthly unit prices named in the following schedule:
EDDIE PARK:
Item
Mowi ng with roiary mower: recreational area, lawn, and parkway (Every other week, except for once a week during the warm season) Edging, trimmi ng all areas after mowing (Every other week, except for once a week during the warm season)
Sweep/blow all concrete areas, picnic area , steps, recreational area and sidewalks around the parkway and cleaning up leaves, litter and debris Detailing shrubs and nower beds
Picking up and emptying trash M-W-F-Sun
Weed control throughout the Park
Preventative maintenance (PM) irrigation: maintain and repair Field maintenance plan (per Table I)
Cultivati ng and/or mulching planter beds
Trimming shrubs
Filling dog waste stations
Dress up engineered wood fiber (EWF) in the play areas
EDDIE PARK TOTAL
GARFIELD PARK:
Item
Mowing with rotary mower: recreational area, lawn, and parkway (once a week, except for twice a week during the warm season)
Edging, trimming all areas after mowing (once a week, except for twice a week during the warm season)
Sweep/blow all concrete areas gazebo picnic area, steps, recreational area and sidewalks around the parkway and cleaning up leaves, litter and debris Blowing leaves, weeding and cleanup of tennis courts
Power washing tennis courts
Power washing gazebo and picnic area
Power wash inside and outside of park restroom
Maintenance Services Agreement
Authorized for Use 11.15.16
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Price per month Frequency
lx/2wks. (except
527.05 Ix/wk. in warm
season)
I x/2wks. (except
129.01 Ix/wk. in warm
season)
168.74 Weekly
126.56 Weekly
84.37 4 days/wk.
63 .28 Weekly
105.46 Weekly
63.28 Per Table I
63.28 Monthly
63.28 Weekly
63 .28 Weekly
63.28 Weekly
1,520.87
Price per month Frequency
Weekly (except
1,216.00 2x's/wk. in warm
season)
Weekly (except
203.81 2x's/wk. in warm
season)
316.03 Weekly
197.52 Weekly
197.52 Monthly
79.01 Weekly
79.01 Monthly
14 - 76
DocuSign Envelope ID: 987C0E11-1667-402A-B621-5077242D8511 uocu;::,Ign t::nveIope I u : / t:lU:JAJ'!Z-JAl"ti-41 A\H:i/ AJ-/ t:l l ZZ:J'! / jtiUt:
Power wash playground rubber surface
Picking up and emptying all trash cans seven days per week Unlock the park restrooms (Saturday, Sunday & holiday's before 7:00 am) Additional afternoon trash pickup of gazebo trash cans on Saturday, Sunday & holiday's
Weed abatement and pre-emergent
Weed control throughout the Park
PM irrigation: maintain and repair
Field maintenance plan (per Table I)
Rose maintenance including fertilization and pruning
Clean BBQ pits
Re-planting
Detailing shrubs and flower beds
Clearing turf around valve boxes
Rototill sand area equipment
Rake, grade and clean sand play area including setting sand under slide Filling dog waste stations
GARFIELD PARK TOTAL
Contract #2020-063
$ 79.01 Monthly
$ 79.01 7 days/wk.
$ 39.50 Weekly
$ 108.63 Weekly
$ 125.23 2x's/yr.
$ 79.01 Weekly
$ 79.01 Weekly
$ 118.50 Per Table I
$ 79.01 4x's/yr.
$ 39.50 Weekly
$ 39.50 Ix/yr.
$ 39.50 Weekly
$ 39.50 Weekly
$ 39.50 Monthly
$ 39.50 Weekly
$ 39.50 Weekly
$ 3,352.31
HERITAGE PARK (including Meridian Ave. median between Mission St. and El Centro St.):
Item
Blowing and cleaning up leaves and debris including the concrete areas, plaza, median and sidewalk and cleaning up leaves, litter and debris Picking up and emptying trash M-W-F
Detailing shrubs and flower beds
PM irrigation: maintain and repair
Mow and edge parkway turf
HERITAGE PARK TOTAL
Maintenance Services Agreement
Authorized for Use 11.15.16
$
$
$
$
$
$
Price per month Frequency
296.25 Weekly
55.90 3 days/wk.
44.72 Weekly
44.72 Weekly
44.72 lx/2 wks.
486.31
14 - 77
DocuSign Envelope ID: 987C0E11-1667-402A-B621-5077242D8511 uuGuu1y11 CIIY~IUIJ~ IU. /DUOM.:>'+£-.:>/-\rO-"t l/-\':;j-~/1-\.,)-/0 1££0'+{.:>0UC LIBRARY PARK:
Item
Mowing with rotary mower: including lawn area and parkway (Every other week, except for once a week during the warm season) Edging, trimming all areas after mowing (Every other week, except for once a week during the warm season)
Sweep/blow all concrete areas, steps, and sidewalks around the parkway and cleaning up leaves, litter and debris
Rose maintenance including fertilization and pruning
Picking up and emptying trash M-W-Th-F
Weed control throughout the Park
Field maintenance plan (per Table I)
PM irrigation: maintain and repair
Detailing shrubs and flowering plants
Re-planting
LIBRARY PARK TOTAL
WAR MEMORIAL PARK·
Item
Mowing with rotary mower: including lawn area and parkway (Every other week, except for once a week during the warm season) Edging, trimming all areas (Every other week, except for once a week during the warm season)
Sweep/blow all concrete areas, steps, and sidewalks around the parkway and cleanin.e; up leaves, litter and debris
Sweep/blow Oaklawn Bridge
Picking up trash (Bid item removed, no trash cans)
Weed control throughout the Park
Field maintenance plan (per Table I)
PM irrigation: maintain and repair
Detailing shrubs and flowering plants
Clean Swale
WAR MEMORIAL PARK TOTAL
Maintenance Services Agreement
Authorized for Use 11.15.16
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Contract #2020-063
Price per month Frequency
lx/2wks. (except
837.74 Ix/wk. in warm
season)
Ix/2wks. (except
87.10 Ix/wk. in warm
season)
186.04 Weekly
62.01 4x's/yr.
124.02 4 days/wk.
248.05 Weekly
139.53 Per Table I
186.04 Weekly
248.05 Monthly
62.01 2x's/wk.
2,180.59
Price per month Frequency
I x/2wks. (except
388.36 Ix/wk. in warm
season)
lx/2wks. (except
68.90 Ix/wk. in warm
season)
I 12.69 Weekly
28.17 Monthly
- -
112.69 Weekly
63.39 Per Table I
112.69 Weekly
42.26 As needed
70.43 Monthly
999.58
14 - 78
DocuSign Envelope ID: 987C0E11-1667-402A-B621-5077242DB511 uocu.:>1y11 c11ve1ope 1u: /tlUOAJ4L-JAro-4-l/-\lM:lf /-\J- / tl"ILL04/ JOUc ORANGE GROVE PARK AND SERVICE FACILITY:
Item
Mowing with rotary mower: recreational area, lawn, sports field, and parkway (once a week, except for twice a week during the warm season) Edging, trimming all areas after mowing (once a week, except for twice a week during the warm season)
Sweep/blow all concrete areas gazebo picnic area, steps, bleachers, dugouts, and sidewalks around the parkway and cleaning up leaves, litter and debris
Blowing leaves, weeding and cleanup of tennis courts
Power washing tennis courts
Power washing gazebo and picnic area
Power wash inside and outside of park restroom
Power wash playground rubber surface
Picking up and emptying all trash cans seven days per week Unlock the park restrooms (Saturday, Sunday & holiday's before 7:00 am) Additional afternoon trash pickup of gazebo trash cans on Saturday, Sunday & holiday's
PM irrigation: maintain and repair
Field maintenance plan (per Table IV)
Detailing shrubs and flower beds
Rototill sand area equipment
Rake, grade and clean sand play area including setting sand under slide Filling dog waste stations
ORANGE GROVE PARK AND SERVICE FACILITY TOTAL
ARROYO PARK AND SPORTS FIELDS:
Item
Mowing with rotary mower: recreational area, lawn, sports field, and parkway (once a week, except for twice a week during the warm season) Edging, trimming all areas after mowing (once a week, except for twice a week during the warm season)
Sweep/blow all concrete areas gazebo picnic area, steps, bleachers, dugouts, and sidewalks around the parkway and cleaning up leaves, litter and debris
Power washing gazebo and picnic area
Power wash inside and outside of park restroom ,
Maintenance Services Agreement
Authorized for Use 11 .15 .16
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Contract #2020-063
Price per month Frequency
Weekly (except
1,302.75 2x's/wk. in warm
season)
Weekly (except
171.41 2x's/wk. in warm
season)
274.26 Weekly
137.13 Weekly
137.13 Monthly
171.41 Weekly
102.85 Monthly
102.85 Monthly
274.26 7 days/wk.
34.28 Weekly
68.57 Weekly
137.13 Weekly
244.25 Per Table IV
102.85 Weekly
34.28 Monthly
34.28 Weekly
34.28 Weekly
3,363.97
Price per month Frequency
Weekly (except
2,111.34 2x's/wk. in warm
season)
Weekly (except
263.92 2x's/wk. in warm
season)
211.13 Weekly
211.13 Weekly
2 I 1.13 Monthly
14 - 79
DocuSign Envelope ID: 987C0E11-1667-402A-B621-5077242D8511 uocu::;1gn t:nvelope IU: 7t::IUt>AJ4l-JAl-t:i-41A!H:17AJ-7t::11ll547JtiLJt.
Picking up and emptying all trash cans seven days per week Unlock the park restrooms (Saturday, Sunday & holiday's before 7:00 am) Additional afternoon trash pickup of gazebo trash cans on Saturday, Sunday and holiday's
PM irrigation: maintain and repair
Field maintenance plan (per Tables II and III)
Re-planting
Detailing shrubs and flower beds
Dress up EWF in the play areas
Filling dog waste stations
Maintain 10 foot weed and shrub clearance from the fence around the ball fields
ARROYO PARK AND SPORTS FIELDS TOTAL
ARROYO SECO WOODLAND AND WILDLIFE PARK:
Item
Litter removal
ARROYO SECO WOODLAND AND WILDLIFE PARK TOTAL
DOG PARK, SKATE PARK AND PARKING LOT:
Item
Trash pick-up at both parks and the parking lot on M-W-F (including picking up dog waste within the Dog Park)
Blow EWF back into the planters
Weed control
Fill dog waste stations
Fill in low areas of DG (including the walkway in front of the park) Clearing out the trash beneath the skate park ramps
Sweep/blow and remove debris, leaves and litter from the Parks, walkway surrounding the Parks and the Parking Lot
DOG PARK, SKATE PARK AND PARKING LOT TOTAL
DEMONSTRATION GARDEN:
Item
Mowing with rotary mower (Every other week, except for once a week during the warm season)
Edging, trimming all areas (Every other week, except for once a week during the warm season)
Blowing and cleaning up leaves, litter and debris
Maintenance Services Agreement
Authorized for Use 11.15.16
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Contract #2020-063
211.13 7 days/wk.
52.78 Weekly
158.35 Weekly
263.92 Weekly
395.00 Per Tables II & III
158.35 Ix/yr.
211.13 Weekly
211.13 Weekly
105.57 Weekly
211.13 Monthly
4,987.14
Price per month Frequency
297.87 Weekly
297.87
Price per month Frequency
123.98 3x's/wk.
31.00 Weekly
31 .00 Weekly
31.00 Weekly
31 .00 Weekly
21.70 Weekly
24.80 Weekly
294.48
Price per month Frequency
1 x/2wks. (except
279.48 Ix/wk. in warm
season)
lx/2wks. (except
55.90 Ix/wk. in warm
season)
39.13 Weekly
14 - 80
DocuSign Envelope ID: 987C0E11-1667-402A-B621-5077242D8511 uu<.;u<>1y1 I C::I IVt:IUJJt: IU. / OU;Jf-\.)'+£- .)/-\rO-'+ I /-\>:J - >:J I,'-\,)- IO 1 ££0'+ I .)QUI:.
Picking up and emptying trash T-Th
Spreading mu lch
Weed abatement/control
Fill dog waste station
Detailing shrubs and flower beds
PM irrigation: maintain and repair
DEMONSTRATION GARDEN TOTAL
VIA DEL REY POCKET PARKS (NORTH AND SOUTH):
Item
Mowing with rotary mower
Edging, trimming all areas
Blowing and cleaning up leaves, litter and debris
Picking up and emptying trash T-Th
Weed abatement/control
Detailing shrubs and flower beds
PM irrigation: maintain and repair
VIA DEL REY POCKET PARKS (NORTH AND SOUTH) TOTAL
SAN PASQUAL PARK:
Litter removal
Weed abatement
Item
SAN PASCUAL PARK TOTAL
Maintenance Services Agreement
Authorized for Use 11.15.16
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
V
$
$
$
Contract #2020-063
50.31 2 days/wk.
11.18 2x's/yr.
16.77 Monthly
16.77 Monthly
44.72 Weekly
44.72 Weekly
A'11 A~
- -
1 $558.98
Price per month Frequency
221. 19 lx/2wks.
29.22 lx/2wks.
25.01 lx/2wks.
50.08 2 days/wk.
41.73 Monthly
37.56 lx/2wks.
33.38 lx/2wks.
438.20
Price per month Frequency
158.99 Monthly
85.61 Monthly
244.60
14 - 81
DocuSign Envelope ID: 987C0E11-1667-402A-B621-5077242D8511 U0CU::ilgn t.nvelope IU: 7t:!U5A34£-3Al-o-41 A!:l-!:l7 A3-7t:! 12254 73t:H)t.
SNAKE TRAIL:
Item
Sweep/blow all concrete/asphalt areas cleaning up leaves, litter and debris Litter removal
Trim the shrubs adjacent to the trail to maintain clearance Weed abatement/control
SNAKE TRAIL TOTAL
STONEY DRIVE AND ARROYO DRIVE TRAILS:
Item
Weed Abatement/control
Spread mulch along the whole trail
Litter removal
A 6-foot wide minimum walkway shall be maintained. Any bushes or trees conflicting with the walkway shall be removed.
Tree skirting (tTee clearance should be checked quarterly and corrected if needed)
STONEY DRIVE AND ARROYO TRAILS TOTAL
CIVIC CENTER AND PARKING LOTS:
Item
Trimming all ivy and shrubs
Courtyard maintenance including: manual watering, weed control, plant detailing and trash removal
Sweep/blow and remove debris, leaves and litter from sidewalks and approaches around the Ci vie Center and Parking Lots
Detailing plants in the planter
PM irrigation: maintain and repair
CIVIC CENTER AND PARKING LOTS TOTAL
Maintenance Services Agreement
Authorized for Use I 1.15.16
Contract #2020-063
Price per month Frequency
$ 12.13 Monthly
$ 12.13 Monthly
.$ 12.12 Monthly
$ 12.13 Monthly
$ 48.51
Price per month Frequency
$ 19.42 4x's/yr.
$ 19.40 4x's/yr.
$ 19.40 4x's/yr.
$ 19.40 4x's/yr.
$ 19.40 4x's/yr.
$ 97.02
Price per month Frequency
$ 140.87 Monthly
$ 140.87 Monthly
$ 352.17 Weekly
$ 169.04 Weekly
$ 140.87 Weekly
$ 943.82
14 - 82
DocuSign Envelope ID: 987C0E11-1667-402A-B621-5077242DB511 uocu::;Ign t:nveIope Iu: /l:lUoAJ4i-JAt-t:i-41A!H:17AJ-71:l1a54/Jt:iUt:
SAN PASQUAL HOUSE:
Item
Mowing with rotary mower: including lawn area and parkway Edging, trimming all areas
SAN PASCUAL HOUSE TOTAL
$
$
$
Contract #2020-063
Price per month Frequency
91.81 lx/2 wks.
33.39 lx/2 wks.
125.20
MEDIANS AND EASEMENTS (except Stoney Drive Easement and South Pasadena Sign Hillside) Item
Mowing with rotary mower
Edging, trimming all areas
Blowing and cleaning up leaves, litter and debris
Detailing shrubs and flowering planters
Sidewalk cleaning and trash removal
Pest Control
Weed Control
PM irrigation: maintain and repair
Deep root tree fertilization
Rose maintenance including fertilization and pruning
Spreading mulch
Re-planting
MEDIANS AND EASEMENTS TOTAL
Maintenance Services Agreement
Authorized for Use I l.15.16
$
$
$
$
$
$
$
$
$
$
$
$
$
Price per month Frequency
883.84 lx/2 wks.
184.13 lx/2 wks.
515.58 Weekly
220.96 Weekly
257.79 Weekly
184.13 4x's/yr.
515.58 Weekly
515.58 Weekly
73.65 Ix/yr.
147.31 4x's/yr.
147.31 4x's/yr.
36.83 Ix/yr.
3,682.69
14 - 83
DocuSign Envelope ID: 987C0E11-1667-402A-B621-5077242DB511 uocu;:,1gn t:nve1ope 1u: /l:jU:JAj4Z-jArti-4 .IA\H:lfAj-/l:jl£Z:J4/jtiUt:
SOUTH PASADENA SIGN HILLSIDE & SIGN TRAIL:
Item
Picking up and emptying trash cans T-Th
SOUTH PASADENA SIGN HILLSIDE & SIGN TRAIL TOTAL
WATER FACILITIES:
Item
Garfield Reservoir
Grand Reservoir
Westside Reservoir
Kolle Pump House
Bilicke Tank
Raymond Tank
Wilson Reservoir
Wilson Well 2
Graves Reservoir
WATER FACILITY TOTAL
MONTHLY TOTAL= $25,428.15 $25,870.68
Maintenance Services Agreement
Authorized for Use 11.15 .16
Contract #2020-063
Price per month Frequency
$ 223.90 2 days/wk.
$ 223.90
Price per month Frequency
$ 201.26 lx/2wks.
$ 201.26 l x/2wks.
$ 201.26 lx/2wks.
$ 59.64 I x/2wks.
$ 272.07 lx/2wks.
$ 130.45 lx/2wks.
$ 272.07 lx/2wks.
$ 130.45 I x/2wks.
$ 201.26 lx/2wks.
$ 1,669.68
14 - 84
DocuSign Envelope ID: 987C0E11-1667-402A-B621-5077242DB511 DocuSign Envelope ID: 7BD5A342-3AF6-41 A9-97A3-7812254 736DE
RATE SHEET
Item
Landscape Maintenance Labor
Irrigation Specialist
Certified Arborist (optional service)
Foreman
Supervisor
Walk Behind Self-Propelled Aerator
Tractor with Aerator attachment
Bobcat/Skid Steer
Utility Tractor-Hydrolic or P.T.O Driven
Dump Truck
Walk behind trencher
Turf Vacuum/Power Rake
EXTRA WORK PLANT MATERIAL
(cost include material and labor to install)
l gallon plant or shrub
I gallon native plant
5 gallon plant or shrub
5 gallon native plant
15 gallon plant or shrub
15 gallon native plant
15 gallon Tree w/stakes and VIT Twist Brace
24" Box Tree w/stakes and VIT Twist Brace
36" Box Tree
48" Box Tree
60" Box Tree
Maintenance Services Agreement
Authorized for Use 11 .15 .16
Contract #2020-063
Price per hour
$ 50.00
$ 55.00
$ 75.00
$ 60.00
$ 70.00
$ 125.00
$ 125.00
$ 125.00
$ 125.00
$ 175.00
$ 150.00
$ 125.00
Price per plant or
tree
$ 8.00
$ 10.00
$ 25 .00
$ 27.50
$ 75 .00
$ 85.00
$ 125.00
$ 400.00
$ 825.00
$ 1,750.00
$ 4,000.00
15 15 - 1
DATE:
FROM:
PREPARED BY:
SUBJECT:
Recommendation
City Council
Agenda Report
December 21 , 2022
Armine Chaparyan, City Manager 'f\V
Mary Jerejian, Management Analyst
ITEM NO.
Presentation of a Citywide Operational Status Update
It is recommended that the City Council receive a monthly Citywide operational status update.
Background
City staff has presented three previous operational status updates to the City Council and community on a monthly basis beginning September 2022. All operational update reports have included information and graph representations regarding the City's operations, recruitment/staffing updates, department assessment updates, and updates regarding major projects throughout every City department.
A City Finance Ad Hoc Committee was formed in September 2020 to review the Fiscal Year 2020-2021 Budget, the Annual Comprehensive Finance Report (ACFR) for Fiscal Year 2018-2019, and to address concerns of oversight and management of the City's budget process under the purview of previous administration at City Hall. The Ad Hoc Committee submitted a report of their findings at the June 15, 2022 City Council Meeting, and it was further discussed at the August 17, 2022 City Council Meeting. One of the recommendations was to provide quarterly updates to the Finance Commission and City Council. The City has committed to quarterly updates, and looks to implement monthly updates in Spring 2023. The City Manager's Office has committed to presenting monthly operational reports in addressing concerns of oversight and management of priority areas.
All operational updates within the staff report regarding recruitments, department assessment updates, projects, and efforts follow the priorities as outlined in the City's Strategic Plan for 2021-2026 that was adopted by City Council on December 15, 2021 .
The overarching goals within the Strategic Plan include:
1. Develop and Implement Strong Fiscal Policies to Ensure a Resilient Financial Future;
2. Create a Strong Economic Development Strategy to Strengthen Local Business;
3. Develop a Comprehensive Emergency Preparedness Plan to Ensure Public Safety through Active Response and Recovery Efforts;
4. Enhance Community Sustainability through Investment in Infrastructure and Environmental Management Programs;
5. Plan for Affordable Housing to Comply with State Mandates and Respond to Community Needs; and
6. Enhance Customer Service through Innovation to More Effectively Respond to Community Priorities.
In conjunction with the 2021-2026 Strategic Plan, the City Council adopted the 2022-2023 Fiscal Year Budget, which focuses on improved policies and procedures, re-establishing the City’s Capital Improvement Program, re-sizing the organization in regard to recruitments, and continuous improvements in providing City services to the community.
Included in the Adopted Budget are Key Performance Indicators (KPIs) for each department that will quantify the City’s accomplishments as a part of the 2022-2023 Fiscal Year. The Strategic Plan, Fiscal Year 2022-2023 Budget, and Key Performance Indicators are the guiding documents to identify and prioritize City goals and related efforts and projects, and dedicate appropriate resources to them.
Analysis
The City has completed approximately 50% of the Strategic Plan, and 50% is in progress.
There are currently 27 total recruitments citywide, with 23 of them being active recruitments. Of the 23 active recruitments, four candidates are in the background process and five offers have been extended to candidates that have not started yet. In addition, four recruitments are on hold. One position in the Community Development Department and one in the Human Resources Division will be vacating, as those employees have accepted lateral positions with other agencies for higher pay. A pie chart with the data on all recruitments could be found toward the end of the report.
In regard to overall updates, the City’s Finance Department and City Manager’s Office has created a proposed timeline for the Fiscal Year 2023-2024 Budget process. The process will include City Council, department, resident, community, and staff review and input sessions. The City will engage in Community Outreach starting early 2023 to ensure residents are informed, and have ample opportunity to provide input.
The Fiscal Year 2023-2024 Budget Process Proposed Timeline, Department Assessment Updates, and Citywide Recruitment updates, follow:
Fiscal Year 2023-2024 Budget Process Proposed Timeline
Months Proposed Plans
January 2023 Capital Improvement Program (CIP) planning meeting 15 - 2
February 2023 Mid-Year budget report to City Council, budget kickoff meetings for budget representatives, and budget request forms distributed to all departments.
March 2023 Budget request forms due to Finance.
April 2023 Finance prepares proposed operating and CIP budgets, citywide budget presentations for employees, meetings with Councilmembers and City Manager. Kickoff community input sessions.
May 2023 Preliminary budget to go to the Finance Commission, CIP to go to the Planning Commission, public community meetings and workshops.
Public hearing and adoption of budget.
June 2023 Continuation of budget hearing if necessary.
Department Assessment Updates
Department Assessment Status Next Steps
Management Services
• City Clerk Assessment
• Human Resources
Assessment
• Information Technology
Assessment
• City Clerk Assessment:
Completed August 16,
2021.
• Human Resources
Assessment is underway
and consultant
recommendations have
been provided to the
Department.
• Information Technology
Assessment: In progress.
• City Clerk Assessment:
Recommendations in
progress.
• Human Resources
Assessment: Consultant
recommending changes to
Personnel Rules and
Regulations and HR
Policies.
• Information Technology
Assessments:
Recommendations will be
provided when assessment
is complete.
City Manager’s Office (Diversity
Equity, Inclusion, and
Belonging Assessment)
Completed June 30, 2021. Implementing recommendations
from the assessment are ongoing.
Community Services Assessment has launched and
is in progress.
A draft report has been received
and is being reviewed by staff.
Community Development Not initiated due to vacancies
and existing workload in the
department.
Staff anticipates soliciting a
consultant in Fiscal Year 2023-
2024.
Public Works Completed Fall 2021. The assessment indicated the need for additional staff, and the
management of department work
flows associated with its number
of public commissions and
meetings.
15 - 3
Staff will return to City Council in
the near future to request
approval of the consolidation of
two positions to one Facilities and
Parks Supervisor position, and
creation of a new Senior
Maintenance Worker position in
the division. The request will also
finalize the job description for the
Transportation Program Manager.
Police Department In Progress. A community working group reviewed and revised the Request
for Proposal (RFP), and it was rereleased on September 29, 2022 to solicit more competitive bids for
consideration. On October 31,
2022, the City received 5 RFPs.
The bids have been reviewed and
discussed by the working group;
two consultants have been
identified to move forward with
interviews, estimated to be held
on or before December 21, 2022.
The group anticipates making a
final determination and staff
taking a contract award request to
City Council on January 18, 2023.
Finance Department Initiated. Interim Finance Director, Maida Alcantara, will be completing the
Finance Department Assessment
in the next three months.
As part of the assessment, a
detailed staff report is being
drafted summarizing previous
assessments and reports.
Fire Department In Progress. Staff is drafting an RFP.
Citywide Recruitment Updates
Department Recruitments Status of Recruitments
Community Development Community Improvement
Officer.
Recruitment for the Community
Improvement Officer continues.
15 - 4
Community Services Recreation Leaders (parttime), Transit Driver (parttime), and Management Analyst.
Recreation Leader positons are
continuous. The Management
Analyst position has been posted.
Finance Department Finance Director. Deputy Finance Director/Controller, Hsiulee Tran began with the City on
November 21, 2022.
Fire Department Firefighter/Paramedic,
Firefighter/Paramedic (lateral),
Fire Engineer promotional.
Two Firefighter/Paramedics are
actively in the background process.
There written portion of the exam
was on November 28, 2022, and
interview dates are pending.
Library Full-time librarian for Adult and
Digital Services, Library Clerk
II (part-time), Library Aide
(part-time).
Interviews for the promotional parttime Clerk II vacancy took place on November 14, 2022. Limited term
Management Intern was hired as a
Library Aide effective November
1st, and his internship has ended. A
Library Clerk I was re-classified to a
Library Clerk II effective December
5th.
Management Services Deputy City Clerk and
Management Assistant (parttime).
A Deputy City Clerk candidate is
currently in the background
process. Interviews for the
Management Assistant position
took place on November 29, 2022.
Police Department Police Clerk, Police Cadets,
Police Officers.
The new Police Clerk II written
exam was completed and sent for
approval to the Human Resources
Division on November 30, 2022.
One Police Cadet applicant was
given a conditional offer on
December 8, 2022 and is pending a
background process.
Two Police Officer Recruit
applicants are currently in the
background process, and three
Police Officer Lateral applicants are
pending testing for December 17,
2022.
15 - 5
Public Works Water Utility Worker I and II,
Senior Maintenance Worker,
Parks Maintenance Worker I,
Senior Water
Production/Treatment
Operations, Parks and
Facilities Maintenance
Supervisor, Management
Assistant, Electrician,
Transportation Manager, and
Management Intern.
There is an active recruitment
process for Electrician Maintenance
Worker. The Parks Maintenance
Worker position is pending City
Council approval and/or review with
the Employee Association prior to
Human Resources beginning a
recruitment.
On December 7, 2022, the City
Council approved the revised job
classification for the Transportation
Manager positon. The Human
Resources Division is moving
forward with recruitment efforts.
Fiscal Impact
There are costs associated with various elements referenced in the operational status updates within this report. Each department is responsible for paying for their respective assessments. All department assessments with their respective recommendations will be brought individually to City Council with fiscal impacts.
Attachments:
1. Citywide Updates Chart
1 3
1 3
3 2
7 6
Recruitments by Department October 2022
Community Development Community Services Finance
Fire Library Management Services
Police Department Public Works
15 - 6
2. Finance Department Performance Measurements
3. Key Performance Indicators from Fiscal Year 2022-2023 Adopted Budget 15 - 7
INTENTIONALLY
LEFT BLANK
15 - 8
ATTACHMENT 1
Citywide Project Updates Chart
15 - 9
INTENTIONALLY
LEFT BLANK
15 - 10
Citywide Project Updates
Department Major Projects – December 21, 2022
Department Project(s) Status Next Steps
Community Development Housing Element,
General Plan, and
Downtown Specific
Plan
The Public Draft was released on
Dec. 5 and submitted to California
Housing and Community
Development (HCD) on December
12, 2022.
Staff continues to review the General
Plan and Downtown Specific Plan for
consistency with the Housing
Element.
A response letter by HCD is expected by
January 27, 2023.
Community Development Caltrans Unoccupied
Properties
Inspections of the 20 unoccupied
parcels have been completed. SPPF
is anticipated to complete
evaluations of the historic
unoccupied properties by midDecember. Staff scheduled a neighborhood meeting on December
14 from 5 p.m. to 6:30 p.m. to
discuss security issues.
Staff anticipates to go to City Council
with financial analysis, discussion
regarding acquisition and disposition of
unoccupied properties in January 2023.
Community Development Electronic Permitting
System
Award of contract was taken to
Council on December 7.
City Council approved the contract. Next
steps includes coordinating with vendor
on the workflow needs assessment
which is expected to be completed by
mid-March 2023.
Community Services CivicPlus Software
Updates
A fully executed agreement has
been sent to CivicPlus.
Phase three is underway with the first
training occurring on December 14 for all
Supervisors and Coordinators. After
completing of training, staff will begin the
date entry of all classes, events and
15 - 11
facilities. In early January, staff will
participate in a Q & A with Civic Rec to
discuss questions or any situation that
arise that from data entry.
Community Services Assessment of
Existing Contracts
with Facilities
Terms for Batting Cages and ITennis have been negotiated with City Council and the Operators.
City Attorney is writing the batting cages
and i-Tennis agreements. Staff has
completed the staff report and
Amendment No. 2 for the current ITennis to extend the agreement to a month-to-month until April 1, 2023
Community Services Co-Sponsorship and
Special Event
Application and
Process
Further review by departments is
underway.
Staff is preparing Google documents to
allow access to all departments to make
edits to revise and simplify the special
events and co-sponsorship applications
and permit process. The department
assessment consultant is also reviewing
the documents for further refinement.
Staff is drafting correspondence to
previous special events and cosponsorship, groups and applicants to welcome their input on the policy update
efforts.
Community Services Pocket Parks Construction Documents and CEQA are under review by the City.
Public Works, Fire, and the Community
Development Departments are reviewing
the CEQA documents for both pocket
parks along with construction plans.
City Manager’s Office Economic
Development
The department launched the Guide
to Doing Business and Quarterly
Newsletter on Major Projects and
Development. New programming for
Economic Development include
virtual business office hours that will
take place every Tuesday morning
The Economic Development team is
continuing to explore ideas for business
support programming, and is currently
focusing on website revamp efforts,
business license process, and customer
service improvements.
15 - 12
and evening for thirty minutes, and
the City’s survey to the Downtown
District businesses on special events
permitting.
City Manager’s Office Communications
Analysis
The department is preparing a
Communications Analysis to track all
communications tools in the City to
better understand our outreach
efforts, and how to improve these
efforts.
The department will be working closely
with other departments at the City’s
Interdepartmental Communications and
Engagement Team (ICE-T) to create a
standardized communication plan for
programs and events.
A community communications survey will
launch soon, to solicit input on
communications strategies.
City Manager’s Office Social Services November 9, 2022 the City held the 1st Annual Social Services and
Social Justice Forum. The resource
fair includes presentations and
booths from the Department of
Military Veteran Affairs, Department
of Mental Health, LA County
Department of Aging and Disability,
Foothill Workforce Development
Board, Peace of Violence, South
Pasadena Tenants Union, LA Center
for Alcohol and Drug Abuse,
Housing Rights Center, and many
others. The inaugural event was
commemorated with certificates
recognizing the City’s efforts from
Supervisor Barger,
Assemblymember Holden, and
Senator Portantino.
The City Manager’s Office has
established a Social Services and
Mental Health Task Force comprised of
all service providers, faith based
community and community partners that
serve South Pasadena.
The City Manager’s Office is working on
a resource guide for all providers
available in the community and it will
launch in print and online mid December
2022.
Staff will also be presenting a Shop Talk
with the Chamber of Commerce
February 7, 2023 focusing on Veteran’s
Affairs and Foothill Workforce
Development employment opportunities
for local businesses.
15 - 13
City Manager’s Office Legislation City Manager’s Office working on San Gabriel Economic Partnership
(SGVEP) Legislative Action
Committee, and staff is in progress
in assisting the SGVEP in creating a
draft document.
City Manager’s Office will be bringing the
2023-2024 Legislative Platform to
Council in early 2023 for adoption.
Finance Department Finance Policies and
Procedures
Councilmember Mahmud with a
second by Mayor Pro Tem Primuth
will be requesting language be
added in the Purchasing Policy and
related ordinance, and will add
recommendations with the proposed
ordinance.
The new Policies and Procedures were
passed by the City Council at the
December 7, 2022 regularly scheduled
Council meeting.
Finance Department Bank Reconciliations Bank Reconciliations are complete through September, and October is
in-progress.
The department will complete the bank
reconciliation within 30 days after the
month ends.
Finance Department Time Clock Plus
(TCP) In-house
Payroll Process
TCP is now fully operational except
for the Fire and Police departments.
The Finance Department is continuing to
provide training opportunities at the
request of the departments.
City Manager and Finance staff working
with TCP and public safety scheduling
add-on Aladtec to ensure compatibility
ahead of public safety transitions.
Finance Department Monthly Investment
Reports
Current and on schedule. The October monthly investment report was completed on December 6, 2022.
Finance Department Audit The audit process has begun. The audit has launched; the goal for completion is by January 31, 2023.
Finance Department Budget Calendar The department has drafted the 2023-24 Budget calendar as the City
prepares for the next budget cycle.
In the beginning of January 2023,
Capital Improvement Plan (CIP)
meetings will launch and continue
throughout the adoption process. In
February, the Mid-Year Budget report
15 - 14
will come to City Council. In the month of
April and May of 2023, community input
sessions and opportunities will be held
in-person and online for community
feedback and input on the proposed
budget, prior to the Public Hearing and
Adoption of Budget.
Fire Department Emergency
Operations Plan
The department has presented the
draft Emergency Operations Plan to
the Public Safety Commission and
Natural Resources Environmental
Commission. Several meetings have
also been hosted with various City
stakeholders.
The department presented the revised
Emergency Operations Plan to the City
Council on December 7, 2022, and
received input. The department will
return to City Council in early 2023 with
revisions and for adoption.
Fire Department Local Hazard
Mitigation Plan
The department has awarded a
contract to a consultant to assist in
the process. Several stakeholder
meetings have taken place and will
continue through the end of the year.
The department will continue to meet
with required stakeholders and bring the
draft plan to the City Council in early
2023.
Library Library Strategic
Plan
The Library Strategic planning
process for 2023-2027 has been
underway since June. The
consulting team has been on-site
twice and gathered input from the
community and from staff through an
online survey and in-person
sessions with staff, public, and the
Strategic Planning Advisory
Committee.
In early October, senior Library staff
worked with the consulting team to
review a new mission statement,
Performance measures related to goals
and tasks are being identified and the
first draft of the Strategic Plan document
is being prepared. A final Strategic Plan
document will be delivered by the end of
the calendar year and will be presented
to City management, the public and the
City Council in February.
15 - 15
strategic focus areas, and related
goals and tasks. Resource readiness
was considered, i.e., how
equipped/ready are current facilities,
technology, and staffing to support
goals and tasks. The consulting
team made a presentation to the
Library Board of Trustees on
October 13, 2022 and again on
October 26, 2022.
Staff have reviewed and analyzed all
1,061 comments that were collected
from the online survey.
Library Library Special Tax The question of extending the Library Special Tax was put out to
voters in November, 2022 as
Measure LL. Library staff prepared a
Frequently Asked Questions (FAQ)
document about the Special Tax.
The FAQ are also available on the
Library’s website. Educational
outreach about the Library’s
programs and services generally is
underway.
Measure LL passed by a majority vote.
Management Services November 8, 2022
General Municipal
Election
Completed. The 2022 Elections have completed, and
the City has received the official results
from Los Angeles County RegistrarRecorder on December 7, 2022. The canvassing and certification of the
elections will take place at the December
21, 2022 regularly scheduled City
15 - 16
Council meeting, followed by a City
Council reorganization.
Management Services Board, Commission,
and Committee
Vacancies
In progress. The City Clerk’s Office is working to fill vacancies within the coming months to
ensure that all advisory bodies have a
quorum. Mayor Cacciotti will make
unscheduled vacancy appointments at
the December 21, 2022 City Council
meeting, and any positions vacated at
the end of the year, either by resignation
by a newly elected official or by term
expiration, will be appointed and filled in
January 2023.
Management Services Public Records
Requests
In progress. The City Clerk’s Office is actively
working to fulfill outstanding public
records requests and establish process
improvements to ensure timely
responses.
Police Department Concealed Carry
Weapons (CCW)
Permit Fee
Schedule
Completed The City Council re-established and
approved of a fee schedule associated
with CCW applications at the December
7, 2022 City Council meeting.
Public Works and Police
Department
Electrification Participation Agreements approved
by City Council.
Staff are executing agreements with
SCE and CPA, and are also working with
the South Coast AQMD Mobile Source
Air Pollution Reduction Review
Committee (MSRC) on a substantial
grant opportunity to partially fund
vehicles and electric vehicle charging
infrastructure.
Public Works Leaf Blower
Ordinance
Implementation began on October 1,
2022, but enforcement will not begin
until early 2023 to increase
Staff is finalizing print materials
(informational letter and flyer) to be
mailed to all residents with information
15 - 17
community outreach and to align
with availability of grants or subsidy
programs for residents and
businesses.
about electric leaf blower subsidies and
ordinance in January 2023. South Coast
AQMD anticipates that program funding
for the lawn and garden equipment
exchange will resume in March 2023.
15 - 18
ATTACHMENT 2
Finance Performance Measures
15 - 19
INTENTIONALLY
LEFT BLANK
15 - 20
South Pasadena Finance Department
PERFORMANCE MEASUREMENTS- December 21, 2022
Measurement
Unit of
Measure
Type of
Indicator Status
Accounting Management
Complete Bank Reconciliations by 20th Day of
Month % Effectiveness
Completed September
2022 and October 2022
is in progress.
Cash Bank Deposit 1x or 2x Per Week % Effectiveness Current.
Electronic Bank Deposit Every Day % Effectiveness Current.
Unmodified or "Clean" Audit Opinion Obtained
for ACFR Yes/No Effectiveness
Audit is midway, status
meeting with auditors
took place on December
14, 2022.
Number of Audit Findings # Efficiency
To be determined at the
conclusion of the audit
in-progress.
Award Received for ACFR Reporting
Excellence Yes/No Effectiveness
Application due January
31, 2022.
State Controller's Report Filed on timely basis
(1/31) Yes/No Effectiveness Will meet deadline.
Metro, Gas Tax Audits Completed on Schedule
Yes/No Effectiveness
Gas tax audit completed
November 8, 2022. MTA
audit completed waiting
for MTA to submit draft.
Payroll tax quarterly reports timely filed for
State (DE9/DE9C)/Federal (941) % Effectiveness Will meet deadline.
Financial Reporting to Decision Makers
Distribute Monthly GL Revenue/Expenditure
Reports to depts. by 15th of month % Effectiveness Monthly assignment Present Quarterly Financial Reports to City
Council in October, May and August Yes/No Effectiveness Agendized for October 5,
2022, February 1, 2023
and May 3, 2023.
Present Midyear Report to City Council in
February Yes/No Effectiveness
Successfully completed
March 2022.
Include 5-Year General Fund Financial
Projection in Midyear Report Yes/No Effectiveness
Successfully completed
March 2022.
Treasury Management
Present City Treasurer's Monthly Investment
Report to City Council every month % Effectiveness
Current. Will be
presented to City Council
on December 21, 2022.
Present City's Investment Policy to City Council
in November 2022 Yes/No Effectiveness
City Council approved on
November 16, 2022.
Average Portfolio Par Balance $ Workload
Included in Investment
Report.
Variance Between City Portfolio and LAIF Book
Rates of Return City Higher or (City Lower) % Effectiveness Included in Investment
Report
15 - 21
Budgetary Management
Adopt Annual Budget in June Yes/No Efficiency
Budget Calendar for FY
23-24 has been
established.
Include 5-Year General Fund Financial
Projection in Proposed and Adopted Annual
Budget Yes/No Effectiveness
Successfully completed
June 2022
Information Technology
Complete Implementation of TCP Third-Party
Electronic Timecard System by November 30,
2022
Narrative Effectiveness
In Process; City Manager
and Finance staff
working on
implementation and
collaboration between
TCP and Aladtec, a staff
scheduling product for
public safety.
Attendance at Spring brook Annual Conference
by 2 Department Employees Each Year Yes/No Efficiency Planned for 22-23 Contracts and Purchase Orders Management
Electronic Encumbrances Established for All
Contracts and Purchase Order Having Value
Greater than current policy limit Yes/No Efficiency Already implemented Payroll Management
Annual Covered Payroll * $ Workload Stated in budget.
Distribute W2s per IRS guidelines Yes/No Effectiveness
Successfully completed
in 2022
Accounts Payable
Complete Warrant Register With Inclusion of
All Properly Prepared Payment Requests % Effectiveness Bi-monthly task Business Licensing
Number of Licensing Accounts # Workload To be stated in budget Percentage of Licensing Accounts Paid
Electronically % Efficiency To be stated in budget
Utility Billing
Number of Water Accounts # Workload To be stated in budget Percentage of Water Accounts Paid
Electronically % Efficiency To be stated in budget
* = Detailed in Annual Budget
15 - 22
ATTACHMENT 3
Key Performance Indicators
15 - 23
INTENTIONALLY
LEFT BLANK
15 - 24
CITY OF SOUTH PASADENA CITY MANAGER
ADOPTED BUDGET | FISCAL YEAR 2022-23 48
Key Performance Indicators
The City Manager’s Team is focused on improving the quality of life for residents, businesses and employees. With the move of Economic Development to the City Manager’s Office, the City Manager’s team is redefining community outreach and engagement, business support and service. A commitment to Strategic Plan goals and active legislative efforts ensure furthering the community’s priorities while protecting and preserving quality of life in South Pasadena.
Public Engagement/ Community Outreach
Establish and implement a targeted Community Outreach Program, including:
150-300 photos of the City, and Departments for marketing and documents by FY2022
1,000 new followers across social media by the end of FY2022 5,000 Neighborhood Pulse subscribers by FY2022
Explore creation of a City app for civic engagement, service requests and programming
Create a new City website that is user-friendly, current and well-maintained Strategic Plan Quarterly Updates
Track communications outreach by assessing tools used to conduct outreach, tracking spending on such tools, and sharing impact and metric reports to City Council
Economic Development
Develop and launch and Economic Development program:
Business Concierge Service Program, including business visits and business review sessions with interdepartmental Economic Development Team Create a ‘Guide to Doing Business in South Pasadena’
Branding and marketing plan
Host two business networking events in 2022
Establish and Prioritize Healthy Workplace Culture
Establish Citywide internship and professional shadowing programs Host quarterly Mid Manager’s Meetings
Plan and Host City Open House Event
15 - 25
CITY OF SOUTH PASADENA MANAGEMENT SERVICES
ADOPTED BUDGET | FISCAL YEAR 2022-23 63
Key Performance Indicators
The Management Services Department oversees the Human Resources and Risk Management Division, the City Clerk’s Office, and Information Services. The department is focused on effectively centralizing management of citywide grants and contracts, establishing and implementing the Grants Manual and Policy Document, hosting monthly grant meetings with all Departments to ensure compliance and provide training, providing secure and reliable technological infrastructure for the City by completing and implementing initiatives in the Technology Master Plan, and updating administrative policies.
City Clerk’s Office
Enhancing Customer Service through Innovation
Continue to update and improve the City Clerk’s webpage to provide quick access of information and accountability insuring public transparency on a quarterly basis, or as necessary changes to content arises
Host and Record 2 trainings for Staff for Agenda Process Host and Record 2 onboarding trainings for appointed elected officials, including Commissioners and Staff Liaisons
Host Commissioner Congress
Continue to provide exemplary customer service, keeping in mind the diverse population we serve
2022 General Municipal Election
Successfully coordinate with the County for the City General Municipal Election in November
Utilize Records Management Systems to Account for and Maintain Citywide Records Implement City's Records Retention schedule and host 2 trainings for staff Host Quarterly Records Clean Up Day, citywide, to include review of physical and electronic records
Track and report on Public Records Act (PRA) Requests to the City Council on a monthly basis
Human Resources and Risk Management
Organizational Culture
Update Personnel Policies, Rules & Regulations
Building an Employer brand to attract and retain top caliber candidates Develop organizational culture framework
Enhance diversity, equity and inclusion (DEI) initiatives Employee Experience (EX)
15 - 26
CITY OF SOUTH PASADENA FINANCE
ADOPTED BUDGET | FISCAL YEAR 2022-23 74
Key Performance Indicators
At the Finance Department, we strive to work efficiently and effectively. In the past few years we have launched various projects that will be in full effect this year.
Workflows
In Fiscal Year 2021-2022, the Accounts Payable and Receivable functions became completely digital via a workflow process. This cuts down staff time significantly, as well as streamlines a previously strenuous process. It also falls in line with the City’s environmental strategies by reducing the amount of paper used.
Payroll
The Finance department has taken on the magnanimous task of in-house payroll. This allows staff to have more autonomy over their payroll. We endeavor to make this process more efficient, therefore time and attendance procedures are currently being developed.
In FY 2022-2033, our goal is to successfully launch the Time and Attendance portion of payroll utilizing Time Clock Plus.
Records
Finance converted document retention procedures to a digital format. In previous years, all documents were only paper copies. We have invested time into scanning and converting documents to a digital platform in order to have quicker access. This allows the department and the City to respond to inquiries quicker in the future. We continue to change all paper documents into a digital and/fillable form to continue these procedures.
Enterprise Resource Planning Upgrade
Finance currently utilizes a software called Springbrook for its accounting needs and resources. This year we plan to take this software to new heights by enrolling in the Cloudbased system. This will allow the department to generate new reports and improved reports. As well as adding a layer of security to our financial data in the event of a natural disasters.
Bank Reconciliation
Bank reconciliations shall be completed 30 days after the previous month end and no later than 45 days.
Annual Audit and ACFR
The audit shall commence in November with the completion of the audit no later than January of the following year. The Annual Comprehensive Financial Report (ACFR) shall be completed and submitted to City Council in March following the prior fiscal year. 15 - 27
CITY OF SOUTH PASADENA POLICE
ADOPTED BUDGET | FISCAL YEAR 2022-23 89
Key Performance Indicators
The South Pasadena Police Department meets the needs of the community by providing professional services to safe guard the city in crime prevention. Community outreach is accomplished by active patrols, educational programs, and social media through the City’s website. The Key Performance Indicators (KPI) for the department demonstrate the need to quantify its information in a concise and articulate manner.
Computer Aided Dispatch and Record Management System (CAD/RMS) On March 22, 2022, the Motorola Flex System went into effect to bring the South Pasadena Police Department into 21st century of law enforcement The system incorporates a new Geographical Information System (GIS) that decreases the officer response time from time of dispatch
The CAD decreases response time to 911 calls for service All calls for service can be tracked in a detailed report as to the initiation of a call, time of response, and length of duration. This information can be tabulated in an annual report to the City Council
The Records Management System capabilities unite several departments, patrol, detectives, and records division into a simultaneous report flow limiting human input errors The increase in information capture enhances the departments efficiency and provides an increase in details on a monthly basis
The South Pasadena Police Departments Assessment of 2022 The Request for Proposals have been completed and the selection process has begun The chosen firm will evaluate the separate bureaus of patrol, detectives, dispatch, traffic, records, and administration to examine work flow of each bureau and provide input to increase efficiency to the department as a whole
Racial and Identity Profiling Advisory (RIPA) AB 953
The South Pasadena Police Department RIPA statistics began compilation on January 1, 2022, and submitted to the Department of Justice in April, 2023 The RIPA statistics shall include:
o Stop Data Demographics
o Calls for Service
o Actions Taken During Stop by Officers
o Result of Stop
o Tests for Racial/Ethnic Disparities
o Use of Force Analysis
o Report-Specific Analyses
Enhanced Community Needs Outreach Via Mobile Crisis Outreach Unit Increase City’s outreach efforts with a contracted partner Provide dedicated response to individuals experiencing mental health crises Track and report data regarding number of referrals for mental health and addiction treatment, along with placements aimed towards permanent housing for those experiencing homelessness
15 - 28
CITY OF SOUTH PASADENA PUBLIC WORKS
ADOPTED BUDGET | FISCAL YEAR 2022-23 143
Key Performance Indicators
The Public Works Department is committed to improving public engagement and community access to project and program information in Fiscal Year 2022-2023. In addition to completing a department reorganization and recruitment of critical positions, Public Works will implement quarterly newsletters and website project updates to communicate its many endeavors to City stakeholders.
Public Works Administration & Engineering
Fulfillment of up to 2,000 service requests annually. Process 500 permits for encroachment, excavation, tree replacement, etc.
Water & Sewer Infrastructure
Produce sufficient water for South Pasadena, approximately 4,000 acre-feet annually.
Replace 50-100 meters, 10-12 fire hydrants, and 5-8 water service lines annually. Remove and replace up to 1,000 linear feet (LF) of water main pipelines. Collect 6,200 meter readings monthly.
Perform at least 10 area leak detection inspections to identify and repair leaks Monthly sewer inspection and maintenance program.
Street & Sidewalk Maintenance
Track repair and replacement of City sidewalks, curbs, and gutters. Track repair of street potholes.
Track replacement of damaged asphalt.
Street/Median Trees & Parks Maintenance
Plant 80-100 trees annually.
Increase outreach and education programs regarding landscape & trees maintenance to quarterly.
Facilities & Street Lights
LED light conversion for up to 50 street, park, and field lights annually.
Environmental Programs & Sustainability
Increase water conservation rebate programs utilization by 25%. Provide 3 demonstrations and 2 citywide utility bill inserts/mailings promoting electric leaf blowers.
Explore hosting quarterly eco-events focused on water conservation and landscaping.
15 - 29
CITY OF SOUTH PASADENA LIBRARY
ADOPTED BUDGET | FISCAL YEAR 2022-23 159
Key Performance Indicators
The Library’s main focus early in the 2022-2023 fiscal year is to complete its 5-year strategic planning process and to engage in education and outreach in support of the Library Special Tax measure that will be on the ballot in November, including the publication of a new library information brochure.
If the budget request for a full-time support services librarian is approved, the department will engage in a reorganization of roles and responsibilities in the Support Services division, and in documenting and revising the division’s policies, procedures and workflows.
Special projects for 2022-2023 include replacing the Library Patio tables and benches, launching a laptop lending kiosk, implementing a materials acquisitions module in the Integrated Library System (ILS), and launching the Library of Things lending program.
Outreach
Add 500 people to the Library’s e-newsletter recipient list Conduct 15 SPUSD and private school class visits at the start of the school year Operations
Review and revise 4 administrative policies
Add 4,500 new items to the collection
Rent the Community Room 20 times annually
Programs & Services
Exceed 12,000 visitors per month on average
Lend 20,000 items per month on average
Present at least 8 programs for adults, such as book discussions, author talks, hands-on crafting, concerts, and films
Exceed program attendance of 4,000 individuals annually 15 - 30
CITY OF SOUTH PASADENA COMMUNITY SERVICES
ADOPTED BUDGET | FISCAL YEAR 2022-23 188
Key Performance Indicators
The Community Services Department is responsible for providing the community with recreational, cultural, and social programs for people of all ages in a safe and wellmaintained facility. The department has three divisions comprising Senior, Recreation, and Transit Divisions. We facilitate special events, leisure classes, and senior services including lifelong learning, Dial-A-Ride and Nutrition Program, facility and gazebo reservations, after school and summer camps, and more. The Community Services Department builds a strong sense of community to improve the quality of life for all residents.
Administration
Work with Recreation Leased Facilities Ad-Hoc Committee to review contract management of lease agreements
Construction of Berkshire and Grevelia pocket parks
Recreation
Improve Camp Med and Special Events outreach by establishing a quarterly newsletter between the Recreation Division and school district Redesign and update the indoor and outdoor facilities pamphlet as well as the park, walking paths, and trail pamphlet
Increase afterschool and summer enrollment by 10%
Add 2 additional staff trainings with at least one focused on behavior management in childcare settings
Increase Park and Facility Rentals by 10%
Increase participation in contract classes by 20%
Senior Services
Increase social media followers by 5%
Increase Senior Services Constant Contact subscribers by 10% Increase meals served on-site and to homebound seniors by 5% Increase Senior Center Memberships by 5%
Re-introduce senior excursions and host 12 trips
Host a Health & Wellness Fair by partnering with 45 vendors to increase awareness of aging matters and services
Transit Division
Establish a referral program to increase ridership
Reinstate group trips and plan two outings per month
Have on-time performance of 80% or higher for the fiscal year Procurement of one new Plug-in Electric Vehicle to replace one CNG fleet 15 - 31
CITY OF SOUTH PASADENA COMMUNITY DEVELOPMENT
ADOPTED BUDGET | FISCAL YEAR 2022-23 151
Key Performance Indicators
The Community Development Department strives to provide excellent customer service by efficiently managing workload and thereby reducing processing times, building plan check approvals and permit issuance.
Administration
Encourage interdepartmental collaboration to improve entitlement applications and public information regarding development projects; continue to improve department processes Assist City Manager’s Office (CMO) with major developments quarterly newsletter Conduct six (to be held every other month) interdepartmental development projects coordination meetings
Planning & Building
Reduce processing time for discretionary applications and building plan check by securing an electronic permitting system.
Process 25 discretionary applications (PC, CHC, DRB)
Process 50 administrative (by-right) applications
Code Enforcement
Respond to resident complaints by investigating, opening cases, and closing cases.
Reduce closure rates.
Ensure complaint is investigated within four days of receiving complaint Follow up on open cases within one month
Provide quarterly reports to City Council on code enforcement activity Film & Art
Process film applications efficiently while eliminating impacts to residents and neighborhoods.
Minimum film permits: 175
Develop a public art policy
Provide quarterly reports to City Council on film activity Housing
Obtain certification from HCD on the 6th Cycle Housing Element 2021-2029 and conduct community outreach efforts related to the housing programs implementation. Conduct housing informational workshops or study sessions: 4 15 - 32
CITY OF SOUTH PASADENA FIRE
ADOPTED BUDGET | FISCAL YEAR 2022-23 97
Key Performance Indicators
UNITS OF MEASURE
This is the most basic unit of measurement. Includes raw sources of data that measure productivity. Includes both inputs (number of requests, cases, applications, complaints, referrals received); and outputs (number of requests, cases, applications, complaints, referrals closed).
Total Response Time
Fires
EMS
Turnout Times
Fires
EMS
Number of Emergency Calls
Fires
EMS
Service
Number of EMS Transports
Number of Mutual/Automatic Aid Responses
Given
Received
Number of Fire Prevention Inspections
Company Field
Mandated Occupancy Inspections
Certificate of Occupancy (COO)/ New Business
Brush Clearance
Number of Plan Checks
Fire Sprinkler
Fire Alarm
Building
Training Hours
Leave Usage
Sick
Comp
Worker’s Comp/ IOD hours
15 - 33