The said Contractor agrees to receive and accept the prices set forth in the proposal as full compensation for furnishing all materials and for doing all the work contemplated and embraced in this agreement, also for all loss or damage arising out of the nature of the work aforesaid, or from the action of the elements or from any foreseen difficulties or obstructions which may arise or be encountered in the prosecution of the work until its acceptance by the City and for all risks of every description, connected with the work; also for all discontinuance of work, and for well and faithfully completing the work, and the whole thereof, in the manner and according to the Plans and Specifications and the requirements of the Engineer under them.
By my signature as Contractor, I certify that I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for Worker's 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.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 3 of 5 Pursuant to Section 1700, and following, of the California Labor Code, the Contractor shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. Copies of such prevailing rate of per diem wages are on file at the office of the City Clerk, City of Vallejo, City Hall, 555 Santa Clara Street, Vallejo, California CA. Those copies shall be made available to any interested party upon request. The Contractor shall forfeit, as penalty to the City, Fifty Dollars ($50.00) for each calendar day or portion thereof, for each workman paid less than the stipulated prevailing rates for any work done under the contract by it or by any subcontractor under it, in violation of the provisions of such Labor Code.
City shall pay Contractor the sums set forth on Exhibit A, hereto, in accordance with all of the terms and conditions of the Contract Documents.
The Contractor shall be permitted to substitute designated securities for any moneys withheld by the City of Vallejo to insure performance under the Contract. This right of substitution shall be exercised in the manner and subject to the conditions specified in the Contract Documents. The provisions of Public Contract Code section 22300 are incorporated herein by reference as though set forth in full and shall govern the substitution of securities and/or escrow account.
The person signing this Agreement for Contractor hereby represents and warrants that he/she is fully authorized to sign this Agreement on behalf of Contractor.
4. Insurance Requirements. Contractor agrees to comply with all of the Insurance Requirements set forth in Exhibit C, entitled “Insurance Requirements for Contractor.” Failure to maintain required insurance at all times shall constitute a default and material breach.
5. Term. The term of this Contract shall commence on July 1, 2022 and shall continue in full force and effect until June 30, 2023.
City shall, at its discretion, have the right to extend the term of this Agreement, in intervals of one (1) year, by written notice to Contractor. The total duration of this Agreement, including the exercise of any options under this section, shall not exceed three (3) years.
If the term of this Agreement extends into fiscal years subsequent to that in which it is approved, such continuation of the Agreement is contingent on the appropriation of funds for such purpose by the City Council of the City of Vallejo. If funds to affect such continued payment are not appropriated, Contractor agrees to terminate any services supplied to City of Vallejo under this Agreement, and relieve City of any further obligation therefore.
If any option is exercised by the City, an increase may be granted equal to the average percentage variant for the previous twelve (12) months in the Consumer Price Index for All Urban Consumers (CPI-U), calculated by the U.S. Department of Labor, Bureau of Labor Statistics (BLS) for the Consolidated Metropolitan Statistical Area (CMSA) covering San Francisco-Oakland-San Jose.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 4 of 5
6. Notices. All notices or instruments required to be given or delivered by law or this Agreement shall be in writing and shall be effective upon receipt thereof and shall be by personal service or delivered by depositing the same in any United States Post Office, registered or certified mail, postage prepaid, addressed to:
If to City: Jason Lacey
Landscape Maintenance Manager
Engineering – LMD Region 7
Public Works Department
555 Santa Clara Street
Vallejo, CA 94590
If to Contractor: Jeff Pottorff
President
North Bay Landscape Management, Inc.
444 Payran St.
Petaluma, CA 94952
Any party may change its address for receiving notices by giving written notice of such change to the other party in accordance with this section.
7. Exhibits. The following exhibits are attached hereto and incorporated herein by reference:
Exhibit A, entitled “Plans and Specifications,” including any attachments Exhibit B, entitled “Compensation,” including any attachments Exhibit C, entitled “Insurance Requirements,” including attachments
SIGNATURES ARE ON THE FOLLOWING PAGE
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 5 of 5 IN WITNESS WHEREOF, the parties have executed this agreement on the day and year shown below the name of each of the parties.
NORTH BAY LANDSCAPE
MANAGEMENT, INC.
a California Corporation
By:
Jeff Pottorff
President
DATE:
(City Seal)
CITY OF VALLEJO,
a municipal corporation
By:
Mike Malone
City Manager
DATE:
ATTEST:
By:
Dawn G. Abrahamson
City Clerk
APPROVED AS TO CONTENT:
Melissa Tigbao
Public Works Director
APPROVED AS TO FORM:
Veronica A.F. Nebb
City Attorney
APPROVED AS TO INSURANCE:
Armond Sarkis
Risk Manager
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 1 of 2 Exhibit A – Plans and Specifications: Section A – Description of Project
EXHIBIT A
PLANS AND SPECIFICATIONS
SECTION A – DESCRIPTION OF PROJECT
1. Location: City of Vallejo
2. Representatives. The City Representative for this Agreement is:
Jason Lacey
Landscape Maintenance Manager
Public Works Department
Engineering – LMD Region 7
555 Santa Clara Street
Vallejo, CA 94590
(707) 648-4315
(707) 648-4691
The Contractor’s Representative for this Agreement is:
Jeff Pottorff
President
North Bay Landscape Mangement, Inc.
444 Payran St.
Petaluma, CA 94952
(707) 762-3850
(707) 762-6118
All routine administrative communications between the parties will be between the above-named representatives and may be by personal delivery, mail, facsimile transmission, or electronic mail as agreed between the Contractor Representative and City’s Representative.
3. Key Personnel. All the individuals identified below are necessary for the successful prosecution of the services due to their unique expertise and depth and breadth of experience. There shall be no change in the personnel listed below, without written approval of the City Representative. Contractor recognizes that the composition of this team was instrumental in the City’s decision to award the work to Contractor and that compelling reasons for substituting these individuals must be demonstrated for the City’s consent to be granted. Any substitutes shall be persons of comparable or superior expertise and experience. Failure to comply with the provisions of this section shall constitute a material breach of Contractor’s obligations under this Agreement and shall be grounds for termination.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 2 of 2 Exhibit A – Plans and Specifications: Section A – Description of Project Key personnel are as follows: [INSERT LIST OF EMPLOYEE NAMES] Contract For Region Seven (7) Annual Landscape Maintenance Services Page 1 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements SECTION B – GENERAL REQUIREMENTS
1. Definitions and Terms
A. Standard Specifications – The Standard Specifications of the State of California, Department of Transportation, Division of Highways, July 1995 edition. Any reference therein to a State Agency or officer shall be interpreted as the corresponding City office or officer acting under this contract with address at City Hall, Vallejo, California 94590.
B. City – The City of Vallejo.
C. City Council – The governing body of the City.
D. Landscape Maintenance Manager (LMM) – The City management staff or his/her authorized managing agent who shall represent the City during the term of the contract.
E. City Specifications – The City of Vallejo Regulations and Standard Specifications for Public Improvements, December 2011 edition.
F. VFWD – Vallejo Flood and Wastewater District’s Standard Specification, March 2007.
G. Landscape Inspector (includes Sr. Landscape Inspector) – The authorized agent who may represent the Landscape Maintenance Manager.
2. Addendum
A. If discrepancies or apparent errors are found in the Contract Documents prior to the date of Bid Opening, bidders shall submit a written request for clarification to the LMM. The response to said request will be given in the form of addenda to all bidders, if time permits.
B. The correction of any discrepancies in, or omissions from the plans, Specifications, or other Contract Documents, or any interpretation thereof, during the bidding period will be made only by an addendum issued in writing by the City of Vallejo. A copy of each such addendum issued by the City of Vallejo will be mailed, faxed or delivered to each person receiving a set of Contract Document, and shall be made a part of the Contract. Any other interpretation or explanation of such documents will not be binding.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 2 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements
3. Proposal Requirements and Conditions
A. General – The bidder’s attention is directed to sections titled “Notice to Contractors” and “Instructions to Bidders”, as supplemented herein, for the requirements and conditions which he/she must observe in the preparation of the proposal form and the submission of the bid.
B. Proposal Forms – The proposal forms are bound in these Specifications which may be obtained from the office of the Public Works Director, 4th Floor, City Hall, Vallejo, California or from the City of Vallejo Website, www.cityofvallejo.net, as advertised in the ‘Notice to Contractors’.
C. Disqualification of Bidders – In addition to the other requirements the bidder must declare in the proposal that he/she has not accepted any bid from any subcontractor or vendor through any bid depository, the By-Laws, Rules and Regulations of which prohibit or prevent the Contractor from considering any bid from any subcontractor or vendor which is not processed through said bid depository or which prevent any subcontractor or vendor from bidding to any Contractor who does not use the facilities of or accept bids from or through such bid depository.
D. Competency of Bidders – Upon demand, bidder shall submit evidence to the City as to their ability, financial responsibility and experience in order to be eligible for consideration of their proposal.
E. Pre-Awarded Meeting – Contractor and City will meet to discuss schedule of services, IPM Program, Weed Height Control Program. Adequate staffing is necessary for awarding of the contract.
4. Award and Execution of Contract
A. General – The Bid bonds of the three (3) lowest responsive and responsible bidders will be held until City Council has awarded a Contract to the successful bidder. All other bidder’s bonds shall be returned to the bidder.
B. Contract Bonds – Within ten (10) days of Contractor’s receipt of Contract from City of Vallejo, the Contractor shall furnish corporate surety bonds to the benefit of the City of Vallejo, issued by a surety company acceptable to the City of Vallejo and authorized and admitted to do business in the State of California, as follows:
Faithful Performance Bond – In a sum not less than fifty percent (50%) of the total contract price as set forth in the Contract to guarantee the Contract For Region Seven (7) Annual Landscape Maintenance Services Page 3 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements Contractor’s faithful performance of all covenants and stipulations of the Contract. The bond shall contain a provision that the surety thereon waives the provisions of Sections 2819 and 2845 of the Civil Code of the State of California.
C. Execution of Contract – The contract shall be signed by the successful bidder and returned, together with the Contract bonds and a copy of a City of Vallejo business license within ten (10) days after the bidder has received the Contract for execution.
D. Failure To Execute Contract – The Contractor shall pay to the City of Vallejo such sums from said cash, bond, certified check, or cashier’s check as necessary to reimburse the City of Vallejo for costs incurred for failure of the successful bidder to complete, sign and return in strict compliance with these Contract Documents, if requested to do so, Contractor’s Qualification Questionnaire, or enter into a Contract. The amount of said cash, bond, certified check, or cashier’s check shall not be deemed to constitute a penalty or liquidated damages. The City of Vallejo shall not be precluded by such cash, bond, certified check, or cashier’s check incurred as a result of the failure of the successful bidder to complete, sign and return in strict compliance with these Contract Documents, if requested to do so, Contractor’s Qualification Questionnaire, or enter into a Contract.
E. Return of Proposal Guaranties – The proposal guaranties accompanying the proposals of the first, second and third lowest bidders will be retained until the Contract has been finally executed, after which those proposal guaranties, may be returned to the respective bidders whose proposals they accompany. The proposal guaranties, other than bidder’s bonds, submitted by all other unsuccessful bidders will be returned upon determination, by the City of Vallejo, of the first, second and third lowest responsible bidders.
F. Responsibility of Contractor, Hold Harmless & Indemnity Agreement – The Contractor shall take all responsibility including stewardship for the work and shall defend, indemnify, release and hold harmless the City, its officers, officials, directors, employees, agents and volunteers, from all claims, loss, damage, injury, and liability of every kind, nature, and description, directly or indirectly arising from the performance of the contract of work regardless of responsibility for negligence (including costs and expenses, which include attorney’s fees, incurred in connection therewith) and from any and all claims, loss, damage, injury, and liability, howsoever the same may be cause, resulting directly or indirectly from the nature of the work covered by the contract, regardless of responsibility for negligence (including costs and expenses, which include attorney’s fees, incurred in connection therewith), Contract For Region Seven (7) Annual Landscape Maintenance Services Page 4 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements but excluding liability due to the sole negligence or willful misconduct of the City.
The City, pursuant to this contract and indemnity agreement, may, at the time of preparing and certifying the final voucher, and as a condition of preparing and certifying the same, require the Contractor to continue his bond or any part thereof, as security against any such unsatisfied claims, for a time not exceeding the time when such claims would be legally barred.
Approval of the insurance contracts required does not relieve the Contractor or subcontractors from liability under this hold harmless and responsibility clause.
The provisions of this section shall survive the expiration or termination of the Contract and are not limited by any provisions relating to insurance.
G. Beginning of Work, Time of Completion and Liquidated Damages – Time is of the essence on this Contract. The Contractor shall show evidence that all necessary landscape service crews have been ordered within TEN (10) working days from the date the Notice to Proceed is issued by the City. The Contractor shall begin work July 1, 2022, after the City has signed the Notice to Proceed and shall diligently prosecute the same to completion on June 30, 2023.
It is understood that failure of the Contractor to complete the work within the above stipulated calendar days will or may subject the City to serious loss or damage.
Should the Contractor fail to complete the work provided for herein, within the time fixed for such completion, due allowance being made for unavoidable delays, he/she shall become liable to the City in the amount of Two Hundred Fifty Dollars ($250.00) per calendar day for each day said work remains incomplete beyond the time for completion, as and for liquidated damages and not as a penalty, agreed upon by the parties to this Contract, it being expressly stipulated that it would be impracticable and extremely difficult to fix the actual amount of damage. If it appears to the Contractor that he/she will not complete the work provided in this Contract in the time agreed, he/she shall make written application to the City at least five (5) calendar days prior to the expiration of this Contract, stating the reason why and amount of extension which he/she believes should be granted. The City may then, in its discretion, grant or deny such extension.
Any money due, or to become due, the Contractor may be retained to cover the said liquidated damages, and should such money not be sufficient to Contract For Region Seven (7) Annual Landscape Maintenance Services Page 5 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements cover such damages, the City shall have the right to recover the balances from the Contractor, or his/her sureties.
5. Scope of Work
A. General – Attention is directed to the provisions of “Section D – Special Provisions” of Exhibit A of this Contract, as supplemented herein, for the requirements and conditions concerning the scope of the work.
B. Increased and Decreased Quantities – The quantities given in the proposal form and Contract are approximate only, being given as a basis for the comparison of bids. The City of Vallejo does not, expressly or by implication, agrees that the actual amount of work will correspond therewith, and reserves the right to increase or decrease the amount of any class or portion of the work, or to omit portions of the work. All items of work will be paid for at the respective prices negotiated for such work done and accepted by the City.
C. Hours of Work – Normal working hours are 7:00 AM to 5:00 PM, Monday through Friday, excluding holidays observed by the City. No work outside of the regular working hours shall be done unless previously requested by the Contractor in writing and approved by the City.
6. Legal Relations and Responsibility
A. Hours of Labor – The Contractor shall forfeit, as a penalty, to the City, Twenty-Five Dollars ($25.00) for each work-person employed in the execution of the contract by the Contractor or any subcontractor under him/her for each calendar day during which such work person is required or permitted to work more than eight (8) hours in any one calendar day and forty (40) hours in any one calendar week in violation of provisions of the Labor Code of the State of California, Section 1810 to Section 1815.
B. Public Convenience and Safety – Contractor shall furnish, install, and maintain all traffic warning and directional signs necessary to maintain the facility in a passable condition at all times as part of this bid. Traffic control shall meet the requirements of the latest State of California Department of Transportation Manual of Traffic Controls for Construction and Maintenance Work Zones. Submit documentation prior to the commencement of contract and prior to optional renewal years that assigned staff has received Traffic Control Training in accordance with the California Department of Transportation regulations. The Contractor may be required to submit a Contract For Region Seven (7) Annual Landscape Maintenance Services Page 6 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements Traffic Control Plan for review and approval by the City at any time during the duration of this contract.
The Contractor shall designate in writing the name, address and telephone number of the employee to contact after working hours for the proper maintenance of traffic barriers and warning signs. Full compensation for furnishing all flag-persons necessary for the direction of public traffic either through or around the work shall be considered as included in the various contract items of work, and no additional compensation will be allowed therefore.
C. Damage to Private Property – Any damage to private property caused by the Contractor and adjudged to be the responsibility of the Contractor by the LMM shall be rectified to the satisfaction of the LMM within a reasonable time, depending on the extent of the damage. Said reasonable time shall be as determined by the LMM, and if the condition is not rectified, the LMM shall have the power and authority to rectify said damage and the cost thereof to be paid for by the Contractor, either by direct payment to the City of Vallejo, or by deducting said amount from moneys due the Contractor.
7. Prosecution and Progress
Attention is directed to the provisions of these Specifications, “Section D – Special Provisions,” for the requirements and conditions concerning the prosecution and progress of the work and the assignment of the Contract.
8. Permits and Code
A. The City will not waive required permit fees for this project. All other aspects of this "Permits and Code" section still apply. The Contractor shall give all notices required by and comply with all applicable laws, ordinances and codes of the City of Vallejo. All construction work and/or utility installations shall comply with all applicable ordinances and codes including all written waivers. Before installing any work, the Contractor shall examine the Drawings and Technical Specifications for compliance with applicable ordinances and codes and shall immediately report any discrepancy to the City Landscape Inspector of the City of Vallejo. Where requirements of the Drawings and Technical Specifications fail to comply with such applicable ordinances and codes, the City of Vallejo will adjust the contract by Change Order to conform to such ordinances and codes (unless waivers in writing covering the differences have been granted by the governing body or department) and make appropriate adjustment in the contract price or stipulated unit prices.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 7 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements Should the Contractor fail to observe the foregoing provisions and proceed with the construction and/or install any utility variance with any applicable ordinance or Code including any written waivers (notwithstanding the fact that such installation is in compliance with the Drawings and Technical Specifications) the Contractor shall remove such work without cost to the City and a Change Order will be issued to cover only the excess cost the Contractor would have been entitled to receive if the change had been made before the Contractor commenced work on the items involved.
B. The Contractor shall comply with applicable laws and ordinances governing the disposal of surplus excavation, materials, debris and rubbish on or off the project area and commit no trespass on any public or private property in any operation due to or connected with the improvements embraced in this contract.
9. Apprenticeship Requirements
California Labor Section 1777.5 requires in the employment of apprentices in public works contracts:
A. Only registered apprentices within a written agreement in an approved apprentice training program providing no less than two-thousand (2,000) hours of continuous employment and education are eligible for employment on public works (in compliance with Labor Section 3077).
B. A contractor is no longer required to submit Form DAS-7 but must submit award information to the local applicable joint apprenticeship committee.
The award information must include:
1. An estimate of the journeyman hours;
2. The number of apprentices to be employed; and
3. The approximate dates of apprentice employment.
C. The minimum statutory 1:5 hourly ratio of work stipulates that no less than one (1) hour of apprentice work for every five (5) hours of journeyman labor on any day of work. Any journeyman work performed beyond eight (8) hours per day or forty (40) hours per week shall not be used to calculate the hourly ratio.
This section shall not apply to specialty contractors or general contractors whose contracts involve less than Thirty Thousand Dollars ($30,000.00) or twenty (20) working days.
The Division of Apprenticeship Standards may grant a certificate exempting Contract For Region Seven (7) Annual Landscape Maintenance Services Page 8 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements the Contractor from the minimum 1:5 hourly ratio under any one of the following:
1. Unemployment exceeds an average of fifteen percent (15%) in the area for the previous three (3) month period;
2. The number of apprentices in training in such area exceeds a ratio of 1:5;
3. The apprentice able craft or trade is replacing at least one thirtieth of its journeymen annually through apprenticeship training, either locally or statewide;
4. The specific task would jeopardize the apprentice's life or public safety, or no training can be provided to an apprentice by a journeyman for the specific task.
D. Apprentices employed on public works projects can only be assigned to perform work of the craft or trade to which the apprentice is registered.
E. All contractors with employees in any apprentice able occupation, regardless of the actual employment of journeymen or apprentices for the awarded public work, must either contribute to the local training trust fund or to the Department of Industrial Relations, California Apprenticeship Council, P.O. Box 511283, Los Angeles, CA 90051-7838 (as set forth in Section 227).
F. All violations of Section 1777.5 shall pay a civil penalty of Fifty Dollars ($50.00) for each calendar day of noncompliance.
All willful violations of Section 1777.5 shall pay the Fifty Dollar ($50.00) fine for each calendar day of noncompliance and shall be denied the right to bid on, or to receive, any public works contract for a period of up to one year for the first violation and up to three (3) years for any additional violations.
Compliance disputes arising under Section 177.5 shall be adjudicated under Section 8 California Code of Regulations, Article 1.
G. Within five (5) days of a public works contract award, the awarding agency must send a copy of the award to the Division of Apprenticeship Standards under Section 1773.3.
Within five (5) days of finding any discrepancy regarding the hourly ratio of apprentices to journeymen, the awarding agency shall notify the Division of Contract For Region Seven (7) Annual Landscape Maintenance Services Page 9 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements Apprenticeship Standards.
H. The Contractor shall be responsible for compliance for all apprentice able occupations within these sections.
10. Subcontracting
In accordance with the requirements of Sections 4100 and 4113, inclusive, of the Government Code, each bidder shall list in his proposal all the names and business address of each subcontractor to whom the bidder proposes to subcontract work and shall list. Each subcontractor licensed by the State of California and registered with the State of California Department of Industrial Relations. Said list shall include a description of the portion of the work which will be done by each subcontractor.
A sheet for listing the subcontractors is included herein.
11. Permits and Licenses
The California Environmental Quality Act of 1970 (Public Resource Code section 21100 et seq.) (“CEQA”), as amended, may be applicable to permits, licenses and other authorizations which the Contractor must obtain from local agencies in connection with performing the work of this Contract. The Contractor shall comply with the provisions of said statutes in obtaining such permits, licenses and other authorizations and they shall be obtained in sufficient time to prevent delays to the work.
In the event that the City has obtained permits, licenses or other authorizations, applicable to the work, the Contractor shall comply with the provisions of said permits, licenses, and other authorizations.
12. Statistical Testing
Moving average requirements are waived.
13. Highway Construction Equipment
Pursuant to the authority contained in Section 591 of the Vehicle Code, the Department has determined that, within such areas as are within the limits of the project and are open to public traffic, the Contractor shall comply with all of the requirements set forth in Divisions 11, 12, 13, 14, and 15 of the Vehicle Code.
Attention is directed to the statements in Section 591 that this section shall not relieve him or any person from the duty of exercising due care. The Contractor Contract For Region Seven (7) Annual Landscape Maintenance Services Page 10 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements shall take all necessary precautions for safe operation of his/her equipment and the protection of the public from injury and damage from such equipment.
14. Equipment Rental Rates
Unless otherwise negotiated, the Contractor will be paid for the use of equipment at the rental rates listed for such equipment in the Department of Public Works, Division of Highway's publication entitled, "Equipment Rental Rates and General Prevailing Wage Rates," latest edition.
When work, other than work specifically designated as landscape maintenance in the plans and specifications, is to be paid for on a Force Account basis and the LMM determines that such contract change required the Contractor to move on to the work equipment which could not reasonably have been expected to be needed in the performance of the contract, the LMM may authorize payment for the use of such equipment at equipment rental rates in excess of those listed as applicable for the use of such equipment subject to the following additional conditions:
A. The LMM shall specifically approve the necessity for the use of particular equipment on such work.
B. The Contractor shall establish to the satisfaction of the LMM that such equipment cannot be obtained from his/her normal equipment source or sources and those of his/her subcontractors.
C. The Contractor shall establish to the satisfaction of the LMM that the proposed equipment rental rate for such equipment from his/her proposed source is reasonable and appropriate for the expected period of use.
D. The LMM shall approve the equipment source and the equipment rental rate to be paid by the City before the Contractor begins work involving the use of said equipment. All work originates within the City of Vallejo. The City will not pay for transportation or travel time.
15. Sound Control Requirements
The Contractor shall comply with all local sound control and noise level rules, regulations and ordinances which apply to any work performed pursuant to the contract.
Each internal combustion engine, used for any purpose on the job or related to the job, shall be equipped with a muffler of a type recommended by the manufacturer.
No internal combustion engine shall be operated on the project without said Contract For Region Seven (7) Annual Landscape Maintenance Services Page 11 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements muffler.
The noise level from the Contractor’s operations, between the hours of 9:00 PM and 7:00 AM shall not exceed fifty (50) D.B.A. and between the hours of 7:00 AM and 9:00 PM shall not exceed eighty (80) D.B.A. at a distance of fifty feet (50’).
Said noise level requirement shall apply to all equipment on the job or related to the job, including but not limited to trucks, transit mixers or transient equipment that may or may not be owned by the Contractor. The use of loud sound signals shall be avoided in favor of light warnings except those required by safety laws for the protection of personnel.
Full compensation for conforming to the requirements of this section shall be considered as included in the prices paid for the various contract items of work involved and no additional compensation will be allowed therefore.
16. Hazardous Waste in Excavation
If the Contractor encounters material in excavation which the Contractor has reason to believe may be hazardous waste as defined by Section 25117 of the Health and Safety Code, the Contractor shall immediately so notify the LMM in writing. Excavation in the immediate area of the suspected hazardous material shall be suspended until the LMM authorizes it to be resumed. If such suspension delays the current controlling operation, the Contractor shall be granted an extension of time.
If such suspension delays the current controlling operation by more than two (2) working days, the delay shall be considered a right of way delay and the Contractor shall be compensated for such delay.
The City reserves the right to use other forces for exploratory work to identify and determine the extent of such material and for removing hazardous material from such area.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 1 of 2 Exhibit A – Plans and Specifications: Section C – Wage and Equipment Rates SECTION C – WAGE AND EQUIPMENT RATES
1. Prevailing Wage Rates
In accordance with the provisions of Section 1770 of the Labor Code of the State of California, the Director of the Department of Industrial Relations has determined the general prevailing rate of per diem wages applicable to the work to be done, and a current copy of said prevailing wages is on file with the City Clerk. Should the minimum Federal Wage Rate be higher than the rate determined by the Director of the Department of Industrial Relations, then the Federal Wage Rate Determination shall govern.
The successful bidder will be required to post a copy of these general prevailing rates of per diem wages in a conspicuous place at the job site forthwith upon undertaking the public work called for herein.
In addition, the City Charter of the City of Vallejo requires that the Contractor and all his/her subcontractors shall pay their employees on said work a salary or wage at least equal to the prevailing salary or wage for work of similar character in the locality in which the public work is performed. The Contractor shall, as a penalty, forfeit to the City Fifty Dollars ($50.00) for each calendar day or portion thereof, for each employee paid less than the prevailing salary or wage for any public work done under the contract by him/her or any subcontractor under him/her.
The State Labor Code states that for violations of public works laws relating to payment of prevailing wages, the City of Vallejo will be required to withhold from any progress payments owed to a contractor any amounts that have been forfeited as penalties, or as wages owed to employees, who have not been paid the prevailing wage for work performed. Effective 01/01/93, the City is required to directly transfer all withheld wages and penalties to the Labor Commissioner for disbursement those cases where a contractor fails to bring a lawsuit for amounts withheld within ninety (90) days after the completion of the public works contract and formal acceptance of the job by the City.
Also, the Labor Commissioner is permitted to intervene in any lawsuit brought by the contractor against an awarding body for recovery of amounts withheld. In the event that the Contract does not prevail in the lawsuit to recover the amounts withheld, the wages and penalties will then be forwarded to the Labor Commissioner for disbursement in the manner previously described.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 2 of 2 Exhibit A – Plans and Specifications: Section C – Wage and Equipment Rates
2. Payroll Records
In accordance with the provisions of Section 1776 of the Labor Code of the State of California, the Contractor shall keep an accurate payroll record, 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 the Contractor in connection with this project. Upon request of the City, this payroll record shall be certified and available for inspection at all reasonable hours at the principal office of the successful bidder and a certified copy shall be furnished within ten (10) days after receipt of a written request by the following parties:
A. An employee or his/her authorized representative
B. City’s representative
C. Representative of Labor Standard Enforcement and Division of Apprenticeship Standard of Department of Industrial Relations.
Any copy of the payroll record made available for inspection and furnished to the public through the above entities shall not disclose names, addresses or social security numbers of individual employees except the name and address of the Contractor.
In the event of non-compliance with the requirement of this subdivision, the Contractor shall have ten (10) days in which to comply subsequent to receipt of written notices from the State or City. If the non-compliance is still evident after the ten-day period, the Contractor shall, as a penalty, forfeit to the City Twenty-Five Dollars ($25.00) for each calendar day, for each employee, until strict compliance is effectuated.
3. Equipment Rental Rates – Contractor Equipment rented by the City will be paid for at the rates listed in the “Equipment Rental Rates Table” of the State of California, Department of Public Works, Division of Highways, latest issue, for use in their Special Provisions, a copy of which Table of Rates is filed in the LMM's Office. Any Equipment rented from a vendor will be paid for as invoiced by the Rental Vendor.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 1 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions SECTION D – SPECIAL PROVISIONS
1. Scope of Work
A. The work to be done includes furnishing all labor, material, tool, and equipment necessary to maintain all identified Landscape Maintenance Districts (LMD) in Region Seven (7), which may include but are not limited to: street frontages or parkways, parking lots, neighborhood park sites, open space parcels, and all other areas identified as public lands.
B. Maintenance and repair may include but are not limited to: view improvements, fire safety zones, LMD graffiti removal from signs and site fixtures/features entrance monuments, slope embankments, drainage basin facilities, erosion control, irrigation sprinkler systems, pest management, noxious weed eradication, LMD walking trails and care to ornamental or native turf, plants and trees.
C. The Contractor shall contact the Landscape Inspector or Landscape Maintenance Manager and not take any action when the Contractor receives any direction or requests from property owners or general public.
2. Scope of Responsibility
A. Plants – Any plants that die due to Contractor's negligence shall be replaced at the Contractor's expense, equal in plant size and conforming to City Specifications. Replacement shall be made within fifteen (15) working days from the date the defective plant is brought to the attention of the Contractor or, the City may option a warrantee replacement, with planting to occur between the months of October to December. The final warrantee replanting list will be confirmed by the City’s representative provided to the Contractor in the month of September.
B. Irrigation – Contractor shall maintain all existing irrigation systems. Failures in the irrigation system shall be brought to the Landscape Inspectors attention immediately and repairs made within twenty-four (24) hours of known break at Contractors expense.
C. Cleanup – It shall be the Contractor's responsibility to maintain the entire Landscape Region in a condition that is acceptable to the City and in compliance with this contract. The Contractor shall include a daily walk through of the entire Region for the removal of all trash, dead or dying branches, excess soil erosion, empty plant basins, grass clippings, weeds, or any other debris that may accumulate at the site as a result of natural causes. Leaf drop will be blown off the sidewalks and gutters weekly and piles picked up on the same day. The Contractor will not be able to leave piles to be picked up at a later day.
Due to the location or public perception along landscaped areas, parkways and Contract For Region Seven (7) Annual Landscape Maintenance Services Page 2 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions facilities all trash receptacles will be checked three (3) times weekly and emptied if one-third (⅓) full or more. Additional cleanup may be performed, as necessary or as deemed necessary at no cost to the City. Incidental illegal dumping within the LMD shall be considered an Extra Work Order. Unless agreed upon by the Landscape Inspector, all debris listed above for cleanup or any scheduled trimming shall be removed from the site the same day as collected and will be disposed of in an authorized fashion.
D. Street Improvements – Clean median and keep weed free, including sidewalks, walkways, pedestrian paths, curbs and gutters along LMD frontages.
E. Vehicles/Contractor’s Personnel – All vehicles used by the Contractor must clearly display the firm's name and/or logo and comply with State of California Regulations. Any vehicles used for pesticide application must clearly display placards listing the pesticide being applied and the pesticide number. Placard must be visible to pedestrians and vehicles passing the area of application. All Contractor personnel shall wear appropriate personal protective equipment and identification badges, and safety vests shall be clearly marked with the company name.
F. The Contractor shall be expected to communicate with the Landscape Inspector throughout the month for remedial updates to service areas. The status of non-performance punch list items and expected completion date will be reviewed by the last week of each month. All non-performance punch lists are expected to be completed by the first week of the subsequent month, unless previous arrangements are made with the City. Copies of the nonperformance punch lists will be sent to the Contractor.
G. Emergency Numbers – The Contractor shall be readily available by telephone during work hours. This shall not be an answering machine. In addition, the Contractor shall provide the City of Vallejo with an emergency call out listing where he/she may be contacted after normal working hours, on weekends and holidays. Emergency calls may be considered as part of maintenance and shall not be considered as an Extra Work Order, unless damage was caused by natural damage or vandalism. The Contractor shall also supply the fax numbers for the business. It is highly desirable that the Contractor shall have available and reliable cell phone communication service.
3. Irrigation System
A. Throughout the term of this agreement the Contractor shall identify all leaking or malfunctioning irrigation systems beyond the water meter including but not limited to: main lines, lateral lines, sprinkler heads, valves, quick couplers; and irrigation controllers. Landscape Inspector shall be notified of cost estimate for repairs or replacements of all malfunctioning/damaged irrigation systems and components. Backflow prevention devices shall be the responsibility of the City.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 3 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions B. Before beginning these maintenance program operations under the provisions of this agreement, the Contractor shall inspect all existing irrigation systems on the site(s) covered by this agreement and shall report damage or malfunction of any system to the Landscape Inspector. Immediately, Contractor shall perform all irrigation system checks and provide a written report with station numbers and controller names to the City within ninety (90) calendar days of execution of contract. Contractor shall provide a detailed estimate for all necessary repair work with the irrigation system check report. Contractor shall coordinate system checks with City Landscape Inspector and provide a detailed schedule for each site with forty-eight (48) hour notice to the inspector for starting inspections.
C. It is the City’s objective to actively pursue water conservation within the Region. The Contractor shall adhere to the irrigation specifications and closely monitor the irrigation system to prevent overspray onto paved areas and runoff down the gutters. Multiple repeat cycles shall be utilized to prevent runoff.
D. All irrigation controller stations shall be labeled by Contractor in an easy to read manner inside each controller box. Labeling shall include a description of the areas covered by each station. Contractor shall use City provided nomenclature when labeling each controller cabinet.
E. Contractor shall verify flow rates of each irrigation zone per irrigation controller per site and program the controller to reflect actual flow rates as determined in the field. Results of actual flow rate conditions shall be reported to the Landscape Inspector.
F. Flushing of systems and cleaning or replacement of all filters within irrigation systems is routine maintenance and will not be considered extra work. The Contractor shall flush the end of drip lines bi-annually to remove all dirt buildup.
H. Plant material exhibiting signs of wilting due to lack of water shall result in withholding of monthly payment until the problem is corrected. Manual watering will be required as necessary to regain plant vigor at no extra cost to the City.
I. The Contractor shall maintain all valve boxes and lids in good condition. This includes removal of any plant growth inside the boxes and removing any excessive dirt or debris from the inside of the box. Standing water in the valve boxes shall not be allowed to remain permanently. The Contractor shall also keep all boxes free from rodents and insects, at no cost to the City.
J. When replacing valve boxes, contractor shall label per the City of Vallejo standard specifications.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 4 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions K. Programming of controllers shall be performed by the City with recommendations provided by the Contractor to maintain healthy growing plant material. Each month the Contractor shall provide the Landscape Inspector with a complete written schedule of watering for all controllers needing increased or decreased water needs.
L. Watering for overhead spray and rotors shall be between 9:00 PM and 7:30 AM.
There may be exceptions that occur from changing weather conditions or to accommodate a special event. Only drip irrigation may run during day times.
Irrigation schedules shall be coordinated with the Landscape Inspector.
M. All sprinklers shall be adjusted properly to avoid spraying water on parked cars, roadways, walkways, buildings, signs, fences and other property that may be damaged by water.
N. In the event of improper irrigation scheduling or maintenance, the City will contact the Contractor immediately to investigate and make needed changes.
O. The Contractor shall perform a complete system check of all controllers and valves, including coverage testing and sprinkler adjustments, no later than ninety (90) calendar days after contract start date and again bi-annually prior to start of the irrigation season and at the end or as directed by the Landscape Inspector. The contractor shall supply the City with a written report of every system as it is completed.
3.1. Water Requirements
A. The Contractor shall have full responsibility to ensure watering requirements are met within each landscape area. Contractor’s forces shall be capable of performing repairs, installations and modifications of existing irrigation systems to adequately irrigate all landscaped areas on a full-time basis.
B. The Contractor shall ensure that sprinkler heads are in good operational order, filters are cleaned regularly, and nozzles are replaced when worn or inadequate coverage occurs. Any minor changes such as riser extensions (vertically or horizontally), sprinkler head exchanges and filter replacements will be considered as an extra work item which will need to be approved by Landscape Inspector prior to repairs made for compensation.
C. All valves shall close completely at the conclusion of the station watering program. Weeping valves shall be immediately reported to Landscape Inspector. Valve boxes shall be kept clean of rocks, soil, debris and silt to a depth of two inches (2”) below the bottom of the valve assembly. All valve box lids shall be in place and locking bolts secured at all times.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 5 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
3.2. Irrigation Repairs
A. The Contractor shall have a qualified irrigation technician check each irrigation controller and activate all stations on every controller each month. Adjustments shall be made at that time, as well as documenting repairs needed that shall adhere to City of Vallejo Standard Specifications and submitted to the Landscape Inspector.
B. Main lines shall not demonstrate leakage when all control valves are in the closed position. All irrigation system repairs, including vandalism, shall be completed within twenty-four (24) hours of approved extra work. If repairs cannot be accomplished within the designated time period, the Contractor shall notify the Landscape Inspector immediately of the condition and supply estimated time of when the repairs will be made.
C. The Contractor shall be responsible for watering the area of irrigation system failure by other means (hose, etc.) until repairs are completed. Upon approval Contractor shall replace all broke irrigation systems with the same brand and model. Any material substitution shall be approved by the City prior to installation.
3.3. Controllers
A. The City of Vallejo’s LMDs have several different irrigation controllers installed.
Each controller is unique to the landscape area where irrigation is applied.
Contractor shall become familiar with and have a full understanding and master the operational functions of each controller system.
B. The Contractor shall ensure employees are qualified to maintain and troubleshoot the Controller Systems. Contractor shall have hardware/software capable of making adjustments in the field remotely to the irrigation systems.
Contractor shall be responsible for notifying the City of needed repairs to irrigation controllers.
C. RainMaster, TBOS II, and WeatherTRAK controllers are utilized in the LMD.
D. Automatic controllers and electrical conductors shall be kept operational yearround. Controllers shall be inspected periodically, and controller cabinets shall be maintained clear of debris, nests, snails and insects.
3.4. Irrigation System Vandalism
The cost of parts and labor to replace stolen or vandalized portions of the irrigation system are considered an extra work item. Contractor is responsible for notifying Contract For Region Seven (7) Annual Landscape Maintenance Services Page 6 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions these issues and locations to the City, so a report can be made to the Vallejo Police Department.
4. Water Management Program
A. City shall provide all the water and electricity necessary for the Contractor to perform the services except instances where excessive costs are incurred by the City due to water/electricity waste or negligence by the Contractor. If the City determines that excessive utility costs due to waste or negligence have occurred and are a result of Contractor's actions, the City may withhold from payment to Contractor those funds necessary to reimburse the City for these additional costs.
B. For any controller schedule not supplied by the 10th day of the current month by Contractor in any month, a Fifty Dollar ($50.00) penalty per controller per day will be assessed. Contractor shall have the penalty deducted from the monthly bill for the District financially responsible for that irrigation controller.
C. If there is a difference of opinion between the City and the Contractor as to the whether there has been waste due to the negligence of the Contractor, the opinion of the City shall prevail.
D. The Contractor shall meet with the City to discuss water management as requested.
E. A monthly irrigation “base schedule” is developed based upon current controller settings and the feedback of moisture probing results. Adjustments of controllers shall be made by City from recommendations by Contractor.
Once the Contractor has the correct run times for any given month, the starting "base schedule" is acquired. Adjustments to the "base schedule" shall occur throughout the month to accommodate changes in area use and/or environmental changes to individual sites.
4.1. Irrigation Schedule
A. Monthly the Contractor shall provide to the City a report of irrigation controller setting needs for the current month in electronic format. This report will include the following information:
1. All irrigation programs set on controllers.
2. Irrigation schedule start times for each irrigation program.
3. Irrigation run-days for each irrigation program.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 7 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
4. Irrigation cycle length, in minutes for each station in irrigation program.
5. Number of repeat cycles for each station in an irrigation program.
B. All required scheduling and operation of the automatic irrigation controllers reflecting weather changes and water needs shall be covered under this Contract. Contractor shall recommend all adjustments and settings of automatic controllers to the City. All systems shall be programmed as needed to maintain plants in a healthy, vigorous condition. The irrigation controller program is to be sufficient to keep the plant material healthy without excessive water use. Valve areas appearing to be over or under watered are to be further tested by the contractor and as directed by the City. Soil probing shall be conducted to determine soil moisture levels for automated overhead irrigation circuits.
C. Reports shall be submitted by the 10th of each month.
D. Evapotranspiration (E.T.) shall be incorporated into the settings of the irrigation controller computerized central programming.
5. Landscape Maintenance Standards
5.1. Turf Care
A. Mowing
1. Turf shall be mowed weekly during the growing season and as required during the winter months.
2. The height of cutting shall be maintained consistently to prevent scalping or burn. The mowing height shall be appropriate to the turf species. Turf shall not be mowed lower than two and a half inches (2½”) in height. Cut heights shall have an average maintained height of three (3”) to four inches (4”).
3. Grass clippings or debris caused by mowing or trimming shall be collected and removed from adjacent walks, streets, drives, gutters, and curbs or surfaces on the same day as mowed or trimmed. Nothing shall be allowed to stay in the vicinity of a storm water inlet/catch basin(s) nor be allowed to enter into any inlet, catch basin or body of water.
4. Mowing patterns shall be alternated each week to avoid creating ruts and compaction.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 8 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
5. All mowed clippings shall be removed from the job site including any leaf debris blown onto structures, vehicles, or utilities on the same day.
Mowers and edgers shall be cleaned and maintained of all turf debris before working on City contracts to prevent contamination of the City turf from outside sources.
B. Edging
1. All lawn edges along sidewalks and curbs shall be edged before each mowing event.
2. Edging shall be performed with a blade type mechanical edger. The cut edge should appear as a clean, straight line.
3. A monofilament line trimmer shall be used to trim around obstacles within the lawn area. Care shall be taken to ensure that the bark of trees and shrubs are not damaged or stripped by the line trimmer.
4. Lawn sprinkler heads shall only be edged to allow for proper distribution of water.
5. A round tree well shall be maintained just beyond the drip line of newly planted trees to encompass all tree stakes and guys. Older established trees shall have their basin cleared twelve inches (12”) from the trunk and maintained.
6. Allowing the mower deck or string line trimmer to come in contact with the basal Region of the tree or any exposed storage root is not permitted. The Contractor shall be liable for any basal injury repairs.
7. Edges of lawns against all paved areas, around valve boxes, and other utilities shall be kept neatly edged.
C. Fertilization
Turf will require a regular schedule of maintenance based on turf health and needs. The City expects a healthy green appearance and an annual fertilizer program not to exceed an approximate four (4) applications annually of a slow release fertilizer. Failed applications must be followed by re-applications or hand removal of weeds as directed by the City. Any infestation of turf disease or insect infestations must be identified, controlled in a timely manner, and reported to the City.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 9 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions D. Aeration
Annual service completed by October 31st. Prior to aerating, a forty-eight (48) hour notice shall be given to the City Landscape Inspector to verify work. A coring tine shall be used for aeration. Multiple passes shall be made with the aerating device to ensure that tine holes are no more than two and a half inches (2.5”) apart. Aerator tines shall sink at least three and a half inches (3.5”) deep.
Tine cores shall be raked and removed the same day as aeration.
E. Weed Control
1. All Landscaped areas shall be maintained for weeds, organic & inorganic litter. Cutting and removal of weeds will be directed by the City Landscape Inspector at the Contractors expense whenever a pre-emergence herbicide application has failed.
2. The City expects the Contractor to regularly monitor weed infestations in all LMD areas and take proactive action to remove weeds before they become an unsightly nuisance. Within landscaped areas, the Contractor shall remove unsightly weeds during their weekly landscape service. The Contractor can expect City punch list if a landscaped area does not meet the performance specification listed below.
3. Weeds are to be mechanically or chemically removed from walkways, walkway cracks, walkway/curb gutter expansion joints, pavers, along fence lines, etc.
4. It is the intention of the City not to allow weeds of smaller dimensions of three inches (3”) in height or diameter in the landscape. Weeds shall be manually removed by herbicide with green coloring.
5. "Rust" infestations may require a high calcium nitrate-based fertilizer in winter months to maintain good, green color. Contractor shall selectively apply chemicals to control weed grasses and broadleaf weeds such as, but not limited to, various broadleaves, Poa annua, and Digitaria species. Any infestation of turf disease or insect infestations must be identified, controlled in a timely manner, and reported to the City.
6. Sedimentation shall be regularly swept and not allowed to accumulate on utility covers or sidewalks. The Contractor’s inability to complete scheduled maintenance and service identified in these Specifications may be grounds for a non-refundable Two Hundred Fifty Dollar ($250.00) re-inspection fee each week the Contractor fails to meet the Specifications identified on the Maps.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 10 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions F. Irrigation
Lawn irrigation shall be adjusted to cover and present the best appearance to ensure consistent healthy growing conditions. Irrigation maintenance shall be per “Section 3. Irrigation System” of these specifications.
5.2. Ground Cover
A. Pruning
1. Utilize herbicides or mechanical trimming to maintain a neat, attractive appearance year-round. The Contractor is expected to have in the Base Bid an effective IPM per “Section 7. IPM Program” of these specifications, to combat various infestations that are endemic and may occur in the ground covers.
2. All ground covers and shrubs in the City of Vallejo shall be routinely maintained one foot (1’) behind the back of cobble, curbs, pathways, roadways, medians, fences & sidewalks.
3. Low-growing shrubs designed in the landscape as ground covers classified as ‘Prostratus,’ ‘Horizontalis,’ ‘Compacta,’ etc. shall be neatly trimmed and routinely maintained at an attractive form and appearance.
4. Ground cover shall not be allowed to touch or cover crowns of shrubs and trees.
5. Any plants that are known to be subject to disease shall have diseased branches selectively pruned out. Contractor shall be responsible for the removal and disposal of damaged plant material.
B. Fertilization
1. During rainy season before the end of February, apply 16-6-8 or approved equal at two and a half (2.5) pounds actual nitrogen per one-thousand (1,000) square feet to ground cover.
2. Arctostaphylos and Rosa sp.: Each plant shall be given a handful of balanced fertilizer in November and in the final two (2) weeks of March each year, or as directed by the City.
3. Fertilizer is scheduled to be applied seasonally. Following the application, the ground shall be watered thoroughly to leach the nutrients through the root zone; forty-eight (48) hour prior notification to the City is required.
Caution: The Contractor shall prevent over watering which could result in Contract For Region Seven (7) Annual Landscape Maintenance Services Page 11 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions hillside slumps, nutrient runoff to adjacent properties or water courses which in turn may lead to water pollution.
C. Weed Care
1. Landscaped areas shall be maintained for weeds, organic & inorganic litter.
Cutting and removal of weeds will be directed by the City Landscape Inspector at the Contractors expense whenever a pre-emergence herbicide application has failed.
2. The City expects the Contractor to regularly monitor weed infestations in all LMD areas and take proactive steps to remove weeds before they become an unsightly nuisance. Within landscaped areas, the Contractor shall remove unsightly weeds during their weekly landscape service. The Contractor can expect City punch list if a landscaped area does not meet the performance specification listed below.
3. Weeds are to be mechanically or chemically removed from walkways, walkway cracks, walkway/curb gutter expansion joints, pavers and along fence lines.
4. It is the intention of the city not to allow weeds of the smaller dimensions of three inches (3”) in height or diameter in the landscape. Weeds shall be manually removed by herbicide with green coloring.
5. Sedimentation shall be regularly swept and not allowed to accumulate on utility covers or sidewalks. The Contractor’s inability to complete scheduled maintenance and service identified in these Specifications may be grounds for a non-refundable Two Hundred Fifty Dollar ($250.00) re-inspection fee each week the Contractor fails to meet the Specifications identified on the Maps.
D. Irrigation
Irrigation shall be adjusted to cover and present the best appearance to ensure consistent healthy growing conditions. Irrigation maintenance shall be per “Section 3. Irrigation System” of these specifications.
5.3. Shrubs/Vines
A. Pruning
1. Shrubs and vines shall be pruned to maintain growth within space limitations, to maintain or enhance the natural growth habit, or to eliminate Contract For Region Seven (7) Annual Landscape Maintenance Services Page 12 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions diseased or damaged growth. Some species shall be trimmed appropriately to influence flowering and fruiting, or to improve vigor.
2. Shrubs and vines must be trimmed as needed to permit unobstructed passage to residents or vehicles. Trimming near vehicular entry or exits shall be carried out to prevent line of sight restrictions.
3. Shrubs shall be pruned to conform to the design concept of the landscape.
Individual shrubs shall not be clipped into balled or boxed forms, except where specifically instructed.
4. Contractor shall prune all shrubs and hedges, including but not limited to, the removal of dead and/or broken branches, suckers or sprouts, branches that may hang over walkways, grow through fences or obscure roadway vision. Pruning shall be performed to have shrubs appear neat and orderly at all times.
5. Vines shall be pruned to control growth and direction, and shall not be allowed to grow over windows, doors or other structural features, unless directed by the City. Vines shall not be allowed to grow over the crowns of shrubs or trees.
6. The Contractor shall ensure that appropriate vehicle, tools and crews are available and correctly selected for the various vegetative maintenance tasks within these specifications. Pruning tools shall be kept sharp, clean and disease free. The Contractor shall have a regular (monthly) maintenance service cycle which identifies all dead shrubs or dead and broken branches that will be pruned and removed throughout the Region monthly.
7. The Contractor shall remove all tree and shrub trimmings from the maintenance site the same day of the pruning. At no time shall vegetation be allowed to cover or impede access or visibility of any cross street, utility service, vault or box, street sign, or electrifier.
B. Fertilization
1. All plant material in LMD require the addition of complete nutrients to promote good growth. Fertilizers shall be urea-based or labeled slowrelease and contain nitrogen, phosphate and potash. No nutrients shall be allowed to spill onto walks or into drains. The following Specifications have been prepared to identify what type of nutrient treatment will occur. All nutrients submitted by Contractor must be approved by City prior to purchasing.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 13 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
2. Most shrubs and vines should be fertilized annually. Plants that have reached maturity may not require annual fertilization.
3. All actively growing plants not yet at maturity shall be fertilized yearly during the months of February through March. Contractor shall apply an appropriate slow-release, long-lasting complete fertilizer, controlledrelease fertilizer, or plant tablets at the manufacturer’s recommended application rate.
4. All plants shall be observed for signs of nutrient deficiencies and treated to correct deficiencies throughout the year. Nutrient deficiency shall be brought to the attention of the City and properly identified prior to treatment.
C. Weed Control
1. Landscaped areas are maintained for weeds, organic & inorganic litter.
Cutting and pick-up of weeds will be directed by the City Landscape Inspector at the Contractors expense whenever a pre-emergence herbicide application has failed.
2. The City expects the Contractor to regularly monitor weed infestations in all LMD areas and take proactive measures to remove weeds before they become an unsightly nuisance. Within landscaped areas, the Contractor shall remove unsightly weeds during their weekly landscape service. The Contractor can expect City punch list if a landscaped area does not meet the performance specification listed below.
3. Weeds are to be mechanically or chemically removed from walkways, walkway cracks, walkway/curb gutter expansion joints, pavers and along fence lines.
4. It is the intention of the city not to allow weeds of the smaller dimensions of three inches (3”) in height or diameter in the landscape. Weeds shall be manually removed by herbicide with green coloring.
5. Sedimentation will be regularly swept and not allowed to accumulate on utility covers or sidewalks. The Contractor’s inability to complete scheduled maintenance and service identified in these Specifications may be grounds for a non-refundable Two Hundred Fifty Dollar ($250.00) reinspection fee each week the Contractor fails to meet the Specifications identified on the Maps.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 14 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
5.4. Trees
A. Pruning
1. All trees shall be regularly observed by a Certified Arborist. All tree pruning will be supervised by a Certified Arborist.
2. Pruning must be carried out to permit unobstructed passage to pedestrians and motor vehicles and to prevent sight restrictions near intersections. This means that branches shall be maintained to (10) feet above sidewalks and fourteen feet (14’) above traffic lanes aligned over the face of curb.
3. Mature tree policy – branching greater than three inches (3”) has been determined by the City to require hand or power saws for removal of limbs and requires specific shaping. This may be authorized by a Change Order.
4. Stripping of lower branches (“raising up”) of young trees shall not be permitted. Lower branches shall be retained in a “tipped back” or pinched condition with as much foliage as possible to promote trunk caliper. Lower branches should be cut off only after the tree is able to stand erect without staking or other support.
5. All trees shall be pruned to promote structural strength and to accentuate the natural form and features of the tree.
6. Thinning of certain species and individual specimens may be required to prevent wind damage. Suckers, water sprouts, rubbing and heavily laden branches shall be removed to provide less wind resistance.
7. All trees shall be allowed to grow to their natural genetic form and size, unless specifically noted by the Landscape Inspector.
8. Contractor shall perform inspections after every hard wind and/or rain storm to determine possible damage incurred and make
recommendations for care.
9. The following may be authorized by a Change Order: all trunks and limbs greater than three inches (3”) within the Public Right of Way and residences, leaning or broken due to wind, rain, vandalism, tree debris caused by storms or natural damage, etc. shall be properly pruned and picked up immediately.
10. The Contractor shall ensure that appropriate vehicle, tools and crews are available and correctly selected for the various vegetative maintenance Contract For Region Seven (7) Annual Landscape Maintenance Services Page 15 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions tasks within these specifications. Pruning tools shall be kept sharp, clean and disease free. The Contractor will have a regular (monthly) maintenance service cycle which identifies all dead trees or dead and broken branches that will be pruned and removed throughout the Region.
11. The Contractor shall remove all tree and shrub trimmings from the maintenance site the same day of the pruning. At no time shall vegetation be allowed to cover or impede access or visibility of any cross street, utility service, vault or box, street sign, or electrifier.
B. Staking
The Contractor shall remove staking that has been attached to a tree for three (3) years or more. Stakes shall be inspected, especially after wind and/or rain storms. Stakes and ties shall be in good repair, replaced and maintained in-line at the Contractor’s cost.
C. Fertilizing
1. Shade trees up to a three-inch (3”) caliper shall be fertilized as directed by the City, with an 8-10-10 fertilizer containing micro-elements or equivalent at the rate of one (1) pound per caliper inch of trunk diameter at breast height (DBH).
2. Palm trees shall be fertilized utilizing a 13-3-13 fertilizer containing microelements or equivalent at the rate of one (1) to five (5) pounds per palm, dependent on the truck diameter, generally one-half (½) pounds per inch of trunk diameter as directed by the City.
D. Disease/Pests
1. Monitor any tree for disease or insect infestations – the Contractor shall be expected to provide an advisor’s recommendation should tree health be observed as adverse.
2. Pest control – the Contractor shall identify pests and contact the City before proceeding with any chemical application. The City may authorize this work to combat an infection on any identified tree(s) by issuance of a Change Order.
3. Insect control shall be provided for insects identified by the Contractor or City staff as problematic and shall be treated as needed upon approval of the City. Some specific insects to be controlled include but are not limited to aphids, scale, white fly, thrips, spider mites, and scale.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 16 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
4. All damaged, dead or diseased limbs resulting from weather or pests shall be removed immediately.
5.5. General Pruning Requirements
A. During mid-fall season, at the onset of cold weather, Contractor shall hedge/prune all trees, shrubs and ground cover, one-foot (1’) behind sidewalks, streets, medians, fences and shall provide a one-foot (1’) clearance around all utilities. Contractor shall maintain the clearance behind the curb, walkway or utility infrastructure encroachment throughout the year.
Contractor shall not begin new hedging on any shrubs unless directed by the City. Refer to Contract for any specific scheduling not mentioned in these Specifications. Any shrub areas which are determined by the City to exhibit poor pruning practices with unsightly visible stubbing will result in re-trimming at the Contractors expense. Listed are Special Instructions, which the Contractor will be required to perform:
B. Damaged growth from vehicular incident damage in medians or behind the curb shall be pinched back and pruned to shape new growth. Ground covers, shrubs and trees shall be kept back three feet (3’) from all utilities. Utilities include but are not limited to: fire hydrants, PG&E vaults, manhole covers, telephone or cable TV cabinets, and specific drainage improvements. Areas that are public open space and not formal landscaped areas with utility structures, utility road access and debris flow corridors shall be maintained free of weeds and vegetation in excess of two inches (2”) in height for at least twenty feet (20’) back from the street or sidewalk and two feet (2’) clearance along any fences.
C. Fencing – Contractor shall annually inspect fencing and shall establish a twofoot (2’) pathway and prune any vegetation which has grown into any private fence originating from public property. Hold all shrubbery back from the Fence line by directional pruning or plant growth regulators.
D. Streets – Standard for visual traffic safety, the height shall not exceed three feet (3’) as measured from pavement at the stop sign or corner of the cross traffic. Prune all landscapes at street intersections. Eliminate vehicular line of sight obstructions in all directions for the distances indicated below:
Type of Intersection Site Distance
Residential streets 200 feet
Collector streets 250 feet
Arterial streets 350 feet
E. Distance adjustments for these specifications will be made for medians, slopes, and curves.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 17 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions F. Mature Landscaping – Foliage in landscaping areas, medians, intersections, planting strips, or other maintained areas determined by the City to require more than normal pruning will be identified and maintained at no extra cost, including but not limited to special shaping, view corridor, hard pruning of large plants. The Contractor shall not remove any living tree or shrub without consent from the City.
5.6. Hardscape
A. Cobbled Medians and Streets – Annually during the term of the Contract, the Contractor shall keep all mortared cobble and stamped concrete in the medians, and any other cobbled areas neat and clean in appearance.
B. Decomposed Granite – Contractor is responsible for identifying areas that need repair due to erosion, low spots and natural run off. Repairs are considered a Change Order, Contractor shall verify color and estimate with the Landscape Inspector before installation. Decomposed granite installation shall be to grade, compact, and stabilizer shall be used per manufacturer’s specifications.
C. Signs – Contractor shall immediately contact the City any time that a political sign shows up in the LMD. The City shall provide directions on how the political sign is to be treated. The Contractor shall remove all other signs and stakes identified in public areas.
D. Irrigation controller boxes and utility boxes that pertain to landscaping services shall be painted green and cleaned during the term of the Contract. The Contractor shall repaint any vandalized controller cabinet immediately after any graffiti appears on the cabinet. Stainless steel cabinets should also be cleaned with graffiti remover.
E. Paved sidewalks, medians, bike-paths and patio areas shall be swept or blown off with a power blower on a weekly basis.
5.7. Litter Removal/Debris
A. Objects that are unsightly or present obstacles to mowing and other grounds maintenance operations, including but not limited to: rocks in lawn areas, wind and storm damage items; paper, glass, trash, or debris deposited or blown onto the sites, palm fronds and tree limbs; and illegally posted signs within the Public Right of Way, are to be removed at Contractor’s expense.
B. Litter removal from turf areas and plant beds and designated Right of Way areas shall be completed prior to each mowing operation in the same day.
C. The City reserves the right to request debris removal services upon findings of noncompliance.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 18 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions D. Trash Pick-up – Trash and debris (including cigarette butts) shall be picked up daily each week. Mondays and Fridays are considered exceptionally heavy, and special attention is to be set on major roadways, thoroughfares and highly traffic areas.
E. Parking Lots require daily service for the removal of trash and leaf litter in and around planters, curbs, gutters, parking stalls, sidewalks, etc.
6. Weed Control Standards for Open Space Areas
GENERAL – Vallejo Fire Department Fire Prevention Division Weed Abatement Guidelines are included in these specifications.
SCOPE – This guideline is necessary to provide fire control points and to create or maintain a defensible space around buildings and property lines. Creating defensible space will help minimize fire damage and provide a space or fuel break where firefighters can defend against fire.
CODES AND STANDARDS – Weeds, grass, vines and other growth that are capable of endangering property shall be cut down and removed by the Contractor. Vegetation clearance requirements in the wild land-urban interface areas shall be in accordance with CFC Chapter 49, CFC Section 304.1.2: Vegetation and Title 19, Division 1§307(b): Clearances.
A. Abatement Criteria
Parcels five (5) acres or less must have all combustible growth cut and removed.
A defensible space of thirty (30’) to one-hundred feet (100’) depending on grade and other factors, around all structures, either man-made or natural, in which material is capable of allowing fire to spread unchecked, must be cleared, treated or modified to slow the rate and intensity of an approaching fire.
Roadways, driveways and Fire Department access roads shall be cleared of combustible vegetation equal to the width of the road plus ten feet (10’) on both sides. The contractor must also mitigate any additional fire hazard(s) that are determined by the City's Fire Chief.
Mowing is acceptable. These areas would include but are not limited to biologically sensitive areas or habitats.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 19 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions Mowing with a tractor is sometimes impractical due to terrain. Mowing with a handheld weed-eater is acceptable and referred to as "handwork." In some cases, use of goats and sheep are acceptable abatement practices.
If the Contractor notices the existence of rare, threatened or endangered plants or wildlife on City property, Contractor must notify the City, Department of Fish and Game, or the appropriate agency at least ten (10) days in advance of undertaking the vegetation clearance. If the Contractor is aware of any State or Federally-listed species on the property, then the City, U.S. Fish and Wildlife Service and the Department of Fish and Game should be notified prior to abatement. If a State or Federal candidate or listed species is killed, injured or captured, the Contractor shall report this information to the City, Department of Fish and Game or U.S. Fish and Wildlife Service respectfully.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 20 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions Safety Reminder
1. When mowing weeds, it is imperative to work safely. One small spark from a mower blade hitting a rock can result in fire. All mowing should be completed as early in the morning as possible, while temperatures are low, humidity is high, and grasses are still damp with dew. When mowing always have water, a fire extinguisher and pointed shovel handy. Mow early and often.
FIGURE 1
Defensible Space Zones
Minimum Minimum Minimum
30’ x 30’ x 30’ x 30’ 30’ x 30’ x 30’ x 50’ 50’ x 50’ x 50’ x 100’ Down Slope Down Slope Down Slope
Level 0-10% Moderate Slope 11-30% Steep Slope Greater than 30%
2. The Contractor shall be responsible to cut, trim, or apply herbicides to grasses and broad leaf weeds as directed. Weed height control zones are shown in the attached Maps. Open Spaces shall be cut and maintained to a height of approximately six inches (6”) or less throughout the fire season as defined above. This Contract specifies that the Contractor will provide continuous control of all identified noxious summer broad and narrow leaf weed height for fire safety suppression. All long cutting in excess of three inches (3”) left on the ground and determined by the City to be a fire hazard, may be required to be Contract For Region Seven (7) Annual Landscape Maintenance Services Page 21 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions picked up and removed off-site for disposal. All Open Space areas shall be included in a weekly trash pickup program.
3. The City is seeking to establish narrow grass plant communities in the weed height control zones and eliminate noxious weeds such as thistles, artichoke, etc. and still maintain erosion control. The Contractor could expect new plant communities which will receive treatments which shall enhance cover reproduction.
4. While fire season is in effect, these areas will receive weed height suppression only. Required Regulatory Compliance, the Contractor shall be cognizant of the designated California Department of Forestry start date for "Fire Season" as well as "City of Vallejo Fire Department Standards for Completed Weed Abatement Work" as supplied by the City of Vallejo Fire Department, Weed Abatement Code Enforcement Officer. The Contractor, after five (5) calendar days of the start of Fire Season, shall have completed all weed cutting in the Open Spaces. The fire season for the City of Vallejo officially begins May 1st of each year unless CDF or USFS declare Fire Season to be officially opened prior to that date. If the Contractor fails to comply with this requirement, the City reserves the right and shall have the work done at the Contractor’s expense.
Total Abatement costs for cuttings, mowing and hauling will be deducted from the Contractor's future regular monthly payments.
5. Pre-emergence of the ground to control plants on weed height control zones is not permitted without approval by the City. Indiscriminate ground sterilization by the application of herbicides in any Open Space may constitute forfeiture of monthly payments until recovery of a well-rooted population. Where slopes have been stripped and sterilized of a rooting population by the Contractor, Contractor shall provide ongoing erosion control measures per City Specifications at no expense to the City.
6. The Contractor will start planning the weed height control program in the month of December. This Open Space weed height control program will be presented to the City for approval by January 15th. The January payment will be withheld if the Contractor fails to meet or provide in writing to the City the Open Space weed height control program for the coming fire season.
7. Asphalt pathways and trails identified on the Maps will receive a one-foot (1’) wide, weed free, height control zone on each side of the four foot (4’) wide trail.
The asphalt portion of the trail shall be weed free within the pavement cracking.
8. Only edge the weeds next to structures such as V-ditches, culverts, sub-drain outlets, rock dissipater, catch basins, etc.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 22 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
9. Mechanical control of weed height may be performed in lieu of chemical control with authorization by the City. The Contractor will obtain approval from the City before utilizing heavy equipment to perform flail mowing, rotary mowing, and other generally approved mowing methods.
10.Develop a pre-emergence program for all landscaped areas and fence lines abutting the LMD.
11.The Contractor’s inability to complete scheduled fire prevention service identified in these Specifications may be grounds for a Two Hundred Fifty Dollar ($250.00) non-refundable re-inspection fee each week the Contractor fails to meet the Specifications identified on the Maps.
7. Integrated Pest Management Program (IPM)
A. The Contractor shall be licensed as a Pest Control Advisor or list a subcontractor licensed specialist to legally plan the annual Weed Height Control program and identify any pest management problems which may arise in the District.
B. The Contractor shall be familiar with various Integrated Pest Management (IPM) programs and is required to develop an IPM plan to effectively eradicate any diseases or pests which develop during the duration of this Contract.
C. The development and application of chemicals for the IPM program shall be the responsibility of the Contractor and will not be considered an Extra Work Order.
The City may, on demand, review all labels, licenses, certificates, categories, permits, or recommendations before chemicals are applied.
D. The written IPM plan and a label and Material Safety Data Sheets (MSDS) binder must be submitted each Contract year to the City for each pesticide to be used in any Region by January 1st. These items must be submitted to the City prior to commencement of initial contract or renewal for optional year extension.
E. Pest control methods may include but are not necessarily limited to the following:
1. Pre-emergent herbicide applications
2. Post-emergent herbicide applications
3. Mechanical cultivation and disposal
4. String line trimming or mowing
5. Chemical growth regulators
6. Tree injection
7. Aquatic herbicide applications
8. Traps
9. Pre-bait and poison bait techniques
10.Debris or food source removal
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 23 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
11.Water jetting
12.Insecticide, fungicide, or other pesticide applications
13.Verdant and dormant spraying
14.Management of vector, host, predator, or grazing populations
15.Repeated control methods as necessary
16.Poison gas or fog applications
F. Chemical Sterilant – presently, City staff evaluates the use of certain pre-emergent chemicals within the LMD. It is the City’s intention at this time to restrict the use of Simazine or any pre-emergence which mimic’s Simazine to strictly crack and crevice work in the street unless otherwise approved by the City.
G. The Contractor shall be expected to provide a year-round control program for the control of snail and slug populations, specifically applications to ground covers along residential fence lines. It is unacceptable to find populations of these pests building up within ivy and other ground covers, inside of valve boxes, on structures, or within the canopy of plant material at any time of the year.
H. Pre-Emergent
1. Pre-emergent must receive 0.511 of rain or be watered within ten (10) days of application.
2. Areas seeded with wild-flowers shall be identified by the City and shall not be treated with pre-emergent herbicide.
I. Post-Emergent
1. All areas shall be kept free of weeds. Chemical and/or mechanical means may be used as appropriate. If any weeding is not performed, maintenance will be considered unsatisfactory.
2. Before applying herbicides, the type of weed shall be identified, and the control selected accordingly, using the most effective control for the species, the location and the season.
3. Weeds shall not be allowed to grow in paved areas such as driveways, walks, curbs, gutters, etc. Weeds may be removed manually or sprayed with an herbicide. Dead weeds shall be removed from the paved areas.
4. Contractor shall provide the labeling (MSDS) for each herbicide proposed before the product is applied.
5. Post-emergent shall be sprayed at the manufacturer’s recommended rates.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 24 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
6. Weeds shall be controlled in turf areas. Mowing is not an acceptable method for weed control.
J. Policy – as an integral part of this program, the City shall require all employees, developers and contractors doing City work requiring the use of pesticides, herbicides and fertilizers to submit to the City: 1) a copy of MSDS for the proposed chemicals, 2) a use report, and 3) the location of application. The aforementioned will also be required to comply with City of Vallejo Pesticide Treatment Posting and Notification Policy (Attachment D). City of Vallejo will establish an IPM Coordinator as the central point of contact and record keeper for the IPM Program.
8. Trail and Pathways
8.1. Year-round, concrete, asphalt, gravel, and decomposed granite pathways shall be kept weed and vegetation free. Each side of the path shall have a one-foot clearance of weeds and vegetation.
8.2. Year-round, trails shall be kept weed and vegetation free at four (4) feet wide.
On a quarterly basis, pathways and trails will be inspected for safety and function of: surface conditions, signage, bollard placement, head-height clearance, erosion, fencing, gates and locks.
9. Inspections, Defaults and Payment
A. For landscape maintenance services not completed as scheduled, the City will withhold the monthly invoice and may charge a Two Hundred Fifty Dollar ($250.00) non-refundable re-inspection fee to the Contractor. The withheld payment minus the re-inspection fee will be released upon satisfactory completion of the landscape maintenance service.
B. Before award of the contract, the Contractor and City shall meet to discuss schedule of services, calendar, IPM Program and weed height control program. It is the Contractor's responsibility to ensure that management, supervision, sufficient labor, equipment, and materials are estimated, planned and scheduled for the Region. The Contractor, through his/her General Superintendent, is expected to coordinate the efforts of maintenance operations and personnel to provide the best long-term benefit to the LMD.
9.1. Inspections
i. The City shall evaluate landscape services performed in the LMD on a regular basis. The City does not give ongoing supervision to the Contractor’s forces.
The Contractor’s Area Manager shall monitor the work and provide direction to the work force in the LMD.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 25 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions ii. The City and the Contractor’s Manager shall meet on a weekly basis to ensure the LMD is in compliance and provide the services necessary to complete the maintenance tasks described in these specifications.
iii. The Contractor will be required to accompany the Landscape Inspector or other City representative in person on a monthly drive-through inspection for contract compliance which may generate a punch list. The Contractor is also expected to take notes during such inspections. Notes will be made with reference to current maps.
iv. The Contractor shall be responsible to notify the City that the LMD is ready to begin the following three specific final inspections at the end of this Contract.
The end of contract inspection will be held on June 16 or by the first of the month. Monthly payments shall be held in full for noncompliance on any of these inspections.
90 Day - The City could request the contractor to conduct an Irrigation main line test for ruptures or leakage. The Contractor will report any leaks and shall make necessary repairs. No visible leaks shall be accepted. Cutting and pickup of weeds and application of a pre- and post-emergence herbicide will be required whenever a previously scheduled pre-emergence herbicide application has failed. Dead shrubs and trimming shall be in compliance with these specifications. Progress on all remedial actions will be evaluated prior to approval of monthly payments. The City will work with the Contractor to ensure they are in compliance.
60 Day - Provide a PCA recommendation and apply a post emergent systemic herbicide on weeds remaining for areas, determined by the Landscape Inspector, which have completely failed in the contractors IPM program. This will be required whenever a pre-emergence herbicide application has failed within this contract and the landscape is unacceptable. Progress on all remedial actions will be evaluated prior to approval of monthly payments. The City will work with the Contractor to ensure they are in compliance. 30 Day - Final acceptance walk-through to inspect and evaluate the condition of the Region for incumbent contractor extension or contractor turnover. A final punch list may be provided to the Contractor to be completed by end of Contract date.
Contractor Transition: Upon the expiration of this Contract all remaining items on any punch list shall be deducted from the final billing and will be completed by the incoming Contractor.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 26 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions v. No Change Order/Extra Work will be performed by the regularly assigned maintenance personnel.
9.2. Defaults, Diligent Prosecution of Work, Termination of Contract for Failure to Prosecute Work Diligently
i. As a material part of this Contract, the Contractor shall diligently prosecute and complete all described items of work specified herein. In the event the City determines that the work is not being completed with diligence, as evidenced by the LMD not being maintained in accordance with these Specifications herein or otherwise, the City shall inform the Contractor in writing of the specific area of deficiency within the LMD. The Contractor thereafter shall have ten (10) calendar days in which to comply with the City's deficiency letter. ii. In the event the Contractor does not complete the deficient work by the assigned date and evidence of non-compliance within the written Contract exists, the Contractor shall be recommended to the Director of Public Works for immediate termination of the Contract, or if there is compliance but thereafter, the work in the future is again not performed diligently, the City will immediately take the above written steps to terminate the Contract for cause.
The City shall give written notification for extending or termination of the contract on or before April 1st of each year.
iii. Replacements and Additional Maintenance to be included – the following items listed will clarify other landscape maintenance and material requirements which may not be included elsewhere in these Specifications:
Warranty – Plant materials damaged due to the Contractor's maintenance practices or non-performance of services shall be replaced with like material at no cost to the City. Upon notification from the City, replacements shall follow Section 5 of the City of Vallejo Standard Specifications. Replacement plant stock shall be inspected by the City prior to planting to verify proper sizing, healthy rooting, and vigor.
10. Schedule of Landscaping Maintenance Services
A. Upon award of contract, the maintenance Contractor is required to provide a detailed twelve (12) month calendar indicating the proposed work schedule prior to July 1 of each award year. The calendar must include, but is not limited to, details of the following: fertilization, aeration, tree trimming, mulching, painting of controllers, etc. The City may change requirements as based upon seasonal or other considerations. The calendar must detail the minimum typical monthly Schedule of Landscape Services.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 27 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions B. The schedule on pages D-27 through D-30 are a suggested guide for reference, please refer to the standards in this contract for timeline requirements.
10.1. Schedule:
July
1) Continue maintaining ground covers away from fences and other features. 2) Continue maintaining line of sight obstruction at street intersections. 3) Continue maintaining vegetation along medians, streets, sidewalks, retaining walls, etc.
August
1) Continue completing maintenance care per Specifications. 2) Begin cutting out spent blossom spikes on shrubs such as Agapanthus, Echium, Moraea, Hemerocallis, Tulbaghia, Roses, etc. This is to be a weekly task to be carried out throughout the winter until spent blossom spikes subside. 3) Continue edging vegetation along medians, streets, sidewalks, retaining walls, etc.
4) Continue pruning vegetation for line of sight obstruction at street intersections.
September
1) Continue completing maintenance care per Specifications. 2) Continue pruning vegetation for line of sight obstruction at street intersections. 3) If identified on the Maps start to prune trees.
4) Continue maintenance of all v-ditches and compact soil along edges to prevent water access to beneath v-ditch.
5) Warrantee replacement plant list determined by the City.
October
1) Continue completing maintenance care per specifications. 2) Continue pruning trees, as in September.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 28 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions 3) Complete and check to be sure all appropriate shrubs and ground covers have been trimmed, edged, and sprayed to maintain desired shape through winter months.
4) Maintain drain grates, culverts, drainage ditches, and catch basins to be sure they are clear of all debris and vegetation.
5) Per the Specifications, continue maintenance leaf litter removal program along gutters, landscape frontages, medians, sidewalks, planter beds, and beneath identified plant canopies.
6) Begin warrantee plant replacement program.
November
1) Continue maintenance care per Specifications, specifically leaf litter removal program along gutters, landscape frontages, median, sidewalks, planter beds, and beneath identified plant canopies.
2) Maintain drain grates, culverts, drainage ditches, and catch basins to be sure they are clear of all debris and vegetation.
3) Complete warrantee replacement plantings.
December
1) Continue completing maintenance care per Specifications, specifically leaf litter removal program along gutters, landscape frontages, median, sidewalks, planter beds, and beneath identified plant canopies. This is to be as specified and completed throughout the fall and winter until leaf drop subsides. 2) Meet with the City to establish a program for weed control in Open Space areas for the following calendar year.
3) Continue weekly leaf litter removal in all areas.
4) Maintain drain grates, culverts, drainage ditches, and catch basins to be sure they are clear of all debris and vegetation as well as stamped concrete and entrance Monuments.
5) Power wash cobble, stamped concrete and entrance monuments.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 29 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions January
1) Continue completing maintenance care per Specifications, specifically leaf litter removal program along gutters, landscape frontages, median, sidewalks, planter beds, and beneath identified plant canopies.
2) Continue to maintain drain grates, culverts, drainage ditches, and catch basins to be sure they are clear of all debris and vegetation.
February
1) Continue completing maintenance care per Specifications. 2) Complete fertilizer application required for all sites. Refer to Section 5, Landscape Maintenance Standards.
3) Continue pruning of landscapes.
4) Tip back Salvia greggii and all other irregularly shaped shrubs. 5) Continue maintenance of drain grates, culverts, drainage ditches, and catch basins to be sure they are clear of all debris and vegetation.
March
1) Continue maintenance care per Specifications. Fertilize all Rose species in final two (2) weeks of this month (Inspection required).
2) Continue pruning vegetation for line of site obstruction at street intersections. 3) Continue edging vegetation along medians, sidewalks, retaining walls, etc. 4) Continue vigorous regime of snail control.
5) Complete dormant pruning of trees, shrubs, and vines. 6) Continue to maintain drain grates, culverts, drainage ditches, and catch basins to be sure they are clear of all debris and vegetation.
April
1) Continue completing maintenance care per Specifications. 2) Continue pruning vegetation for line of site obstructions at street intersections.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 30 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions 3) Continue to check for aphid and other infestations in shrubs, ground covers, and trees.
4) Contractor shall have completed firebreaks in Open Spaces. All Open Spaces are chemically treated or cut for April payment.
5) Continue maintenance of drain grates, culverts, drainage ditches, and catch basins to be sure they are clear of all debris and vegetation.
May
1) Continue completing maintenance care per Specifications. 2) Complete all deficient grass and weed height control areas. Be aware, Fire Season has started for the City of Vallejo and additional cutting may be warranted for the remainder of the dry season, per Specification. 3) Continue edging vegetation along medians, streets, sidewalks, retaining walls, etc.
4) Continue pruning vegetation for line of sight obstruction at street intersections. 5) Continue pruning vegetation for line of sight.
6) Provide a PCA recommendation and apply a post-emergent systemic herbicide on weeds remaining for areas determined by the Landscape Inspector which have completely failed in the Contractors IPM program. This will be required whenever a pre-emergence herbicide application has failed within this contract and the landscape is unacceptable. Progress on all remedial actions will be evaluated prior to approval of monthly payments.
June
1) Continue completing maintenance care per Specifications. 2) Summer watering irrigation controller program completed. 3) Complete pruning vegetation for line of sight obstruction at street intersections. 4) Complete edging vegetation along medians, streets, sidewalks, retaining walls, etc.
Inspection: Final acceptance walk-through to inspect and evaluate the condition of the LMD for incumbent contractor extension and contractor turnover. A final punch list may be provided to the Contractor to be completed by end of Contract date, June 30th.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 1 of 5 Exhibit A – Plans and Specifications: Section D – Special Provisions: Locations REGION 7 LANDSCAPE MAINTENANCE DISTRICT (LMD) LOCATIONS The following descriptions of the locations within Region 7 are given as an aid to the contractor to locate the landscaped and firebreak areas. Maps enclosed within this contract are the leading document and, as such, will be the document used by the Landscape Manager and Inspectors to verify completion of work within each LMD. The districts within Region Seven are: GARTHE RANCH, HIGHLANDS AT GARTH
RANCH/GARTHE ESTATES, GREENMONT/SEAPORT HILLS, SOMERSET HIGHLANDS ONE & TWO, AND WATERSTONE BORDONI. The following duties are a brief description of typical work the contractor is responsible for, but not necessarily limited to:
1) Garthe Ranch
A. Ascot Parkway frontages and center medians from Columbus Parkway eastward to Newcastle Drive. Georgia Street frontages from approximately Southport Way to Ascot Parkway. Hilary Way between Columbus and Ascot Parkways. Columbus Parkway slopes below the Coventry Hills subdivision, Somerset Heights Unit 1, Highland Apartments, and Self-Storage. The center medians along Columbus Parkway from Highland at Garthe Ranch/Garthe Estates boundary going northeast to Ascot Parkway. Frontages along Windsor, Westminster, Southport, Britannia, Ramsgate Way, and the pocket parks on Coventry Way and Knights Circle. Open space areas behind the residences of: Ascot Parkway, Britannia Drive, Hawkins Street, Southport Way, Georgia Street, Knight’s Circle, Canterbury Circle, Devonshire & Joel Courts, Devonshire Avenue, Countryview Court, Newcastle Drive & Court, Windsor &
Westminster Way, Sandhurst Drive & Court, and Saxony Court:
1. Maintain ground cover, shrubs and trees.
2. Weed height control zones.
3. Maintain concrete lined v-ditches.
4. Drainage systems, hiking trails, and access/fire roads.
5. Removal of litter and debris.
6. Pressure wash cobble stone throughout the district and the sound wall/monument on the corners of Ascot Parkway and Hawkins Street annually.
2) Highlands at Garthe Ranch / Garthe Estates
A. Medians along Columbus Parkway from approximately 200 feet Contract For Region Seven (7) Annual Landscape Maintenance Services Page 2 of 5 Exhibit A – Plans and Specifications: Section D – Special Provisions: Locations north of Tennessee Street to end of median that is south of Springs Road.
B. The triangular planting easement on the southwest corner of Springs Road and Columbus; from gutter lip down to v-ditch at the bottom of slope; including maintenance of v-ditch.
C. The triangular planting easement on the northwest corner of Springs Road at Columbus Parkway; from gutter lip to in back of plantings at edge of slope.
D. Median strips and side strips/slopes along Springs Roads from Maywood Drive east to Eucalyptus Drive / Azevedo Ranch Road.
E. Southeast slope along Columbus Parkway below the homes on Lexington Drive; from Springs Road intersection south to Somerset 1&2 LMD boundary.
F. Northeast slope along Columbus Parkway; from Springs Road intersection north to the end of the wood-wire fence line at Garthe Ranch LMD boundary.
G. The ornamental landscaping at the park between Azevedo Ranch Road and Bernice Court. The following features may require a Change Order to repair and/or maintain: fencing, playground area, play structure, basketball court and fixtures, ornamental structures, benches, waste receptacles, grill, concrete wall and lights.
H. Fifty (50) to one hundred (100) foot Firebreak around perimeter of Parcel A. Include one fifty (50) foot wide swath bisecting the parcel at the approximate midway point.
I. Ten (10) foot wide weed height control zone on the east side along Eucalyptus Dr. from 1174 Azevedo Ranch Rd. to the beginning of firebreak near the cul de sac.
J. Gate keys will be maintained by the HOA.
3) Greenmont / Seaport Hills
A. Maintain the west side of Columbus Parkway for line of sight; 300 feet going north and south of Greenmont Drive and of Devlin Drive intersections; 10 feet back of roadway:
1. Trees, shrubs and succulent perennials.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 3 of 5 Exhibit A – Plans and Specifications: Section D – Special Provisions: Locations
2. Utility boxes & fire hydrant.
3. Weed height control.
4. Litter and debris.
B. From the corner of Columbus Parkway going west approximately 180 feet up both sides of Greenmont Drive and on both sides of Devlin Drive; from the gutter lip back 25 feet down the slope. These landscaped slopes abut to the first residents’ property on the north & south sides of the streets:
1. 25’ ornamental and native trees, shrubs, succulent
perennials, and ground cover on frontages.
C. Open Space weed height control zones on the north and south sides of Devlin Drive; behind the homes on Granada Street, Devlin Court, and Shea Terrace. Including, the slope on the south side of Devlin Drive from the v-ditch going west to the intersection of Shea Terrace (beside #1390):
1. Weed height control also includes native and ornamental trees, shrubs, ground covers and succulent perennials.
2. V-ditches, catch basins, grates and metal sidewalk plates.
D. Open Space weed height control zones on the north and south sides of Greenmont Drive behind the homes. On the south side of Greenmont; from access road above the creek bed to the fence line at the top of the slope and south to the old cattle fence. On the north side of Greenmont Drive; west of the power lines going south to the slope at the VSFCD pump station on Greenmont Drive and the slope and flat area behind the Greenmont Drive residences:
1. Slopes above and below the v-ditches including the native & ornamental trees, shrubs, perennial grasses and ground
cover to the fence line at the top of the slope.
2. V-ditches, catch basins, grates and metal sidewalk plates.
E. Open space between the homes in the ends of the cul-de-sacs of Easson, Jason, Pyracantha, Iris, Fuchsia, Hydrangea, Oleander, & Narcissus Courts and homes along Granada. From Devlin Drive access (on side of #1205), maintain from fence line to fence line heading southeast to the power line easement:
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 4 of 5 Exhibit A – Plans and Specifications: Section D – Special Provisions: Locations
1. Weed height control also includes native and ornamental trees, shrubs, ground covers and succulent perennials.
2. V-ditch, catch basins and grates.
4) Somerset Highlands I & II
A. Center median island on Georgia Street at Columbus Parkway:
1. Ornamental trees, herbaceous perennials and the installation of annual bedding plants as needed.
2. Development sign and masonry monument is maintained by the City. All masonry or wood work is directed by the City.
B. Landscape frontage on Georgia Street to Lexington Drive, north side from gutter lip to retaining wall, south side from gutter lip to property line of the residents:
1. Ornamental trees, shrubs, herbaceous perennials and ground cover.
C. Intersection of Georgia Street & Columbus Parkway, north to subdivision boundary & south to Regents Park Drive fronting Columbus Parkway:
1. Ornamental trees, shrubs, herbaceous perennials and ivy ground cover.
2. Inlets to the culvert crossing at Georgia Street, Columbus Parkway and Regents Park Drive.
3. Weed height control on the slope from fence lines to the road edge.
4. Cedrus deodora and weed height control zone between the top of slope and culvert included.
D. Beginning at the intersection of Columbus Parkway along the north side of Regents Park Drive:
1. Shrubs, roses, and ground cover on corner of Regents Park Drive.
2. Ornamental trees within the weed height control zone.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 5 of 5 Exhibit A – Plans and Specifications: Section D – Special Provisions: Locations E. Open space behind some of the homes on Garthe Court, Ashton Court, Dover Court, Brunswick Drive, Lancaster Drive, Devonshire Street, Primrose Lane, New Castle Drive, Windsor Way, Fleet Court and Regents Park Drive.
5) Waterstone Bordoni
A. The ornamental slopes/frontage on the south side of Regents Park Drive from Columbus Parkway east to Waterstone Parkway; from gutter lip to top-of-slope at Highland Park boundary line.
B. The center medians and both sides of Waterstone Parkway from Regents Park Drive to Abbey Drive; including the street trees.
C. The frontage easements on the east and west sides of Regents Park Drive at Seaglass Drive; on south side of Stonebrooke Drive; Along Brookside Drive from Stonebrooke Drive to Rainwater Drive.
1. Maintain ground cover, succulent perennials, shrubs and trees.
2. Edge around all utility boxes.
3. Weed height control zones.
4. Removal of litter and debris.
D. Open space weight height control:
1. At the access on Stonebrooke Drive.
2. Slope on the south side of Waterstone Parkway going
southwest around the homes on Seaglass Drive.
3. Behind the homes on Seaglass Drive between Abbey Drive and Regents Park Drive.
4. Slope on the east side of Columbus Parkway just south of Regents Park Drive; from top of slope at Highland Park
boundary to chain-link fence at toe-of-slope.
5. Slopes east and west of Brookside drive; behind homes on Rainwater; behind homes on Blue River Drive.
HEATHER CT.
SUNRISE WAY
BENICIA
GEORGIA ST
SANDHURST DR.
BRISTOL DR. SANDHURST CT. HYDE CT.
PICADILLY CIR. WESTMINISTER WAY
NEWCASTLE DR. CORKWOOD ST. MOLINA CT.
WINDSOR WAY
WINDSOR WAY
PIERRE CT.
ROYAL CT.
LOCUST DRIVE
TEMPLE WAY
INTERSTATE 780
COVENTRY WAY
KNIGHTS CIR.
ANDREA WAY
RAINBOW CT.
EUCALYPTUS DR.
KNIGHTS CIR.
BOLTON WAY
HILARY WAY
ASCOT PARKWAY
CANTERBURY DR.
SOUTHPORT WAY
BRIGHTON DR.
OXFORD CT.
WICKHAM ST.
RAMSGATE WAY
BRITANNIA DR.
HAWKINS ST.
BRITANIA CT.
BRIGHTON DR.
AZEVEDO RANCH RD.
SOUTHPORT WAY
BLYTH ST.
PERTH ST.
SAXONY CT.
STONEBROOKE DRIVE
COLUMBUS PARKWAY
SUNNYGLEN DR.
LONGRIDGE DR.
GREENMONT DR.
GRANADA ST. DAN CT. BEGONIA CT.
IRIS CT.
DAFFODIL CIR.
FUCHSIA CT.
BENICIA RD.
POPPY CT.
OLEANDER CT.
NARCISSUS CT.
GREENMONT DR.
ZINNIA CIR.
MALAGA ST.
THACKER CT.
DEVLIN DR.
DOVER CT.
KEATS DR.
ARAGON ST.
WATERSTONE SEVILLE ST CASTILE ST.
VALENCIA ST.
BARCELONA ST.
GRANADA ST.
PARKWAY
FLEET CT.
FLEET ST.
BRUNSWICK DR.
SEAGLASS DR.
STONEBROOKE DR.
ABBEY DR.
TIDEWATER DRIVE
GOLDEN SPRINGS LANE
CALISTOGA CT.
ELGIN CT.
REGENTS PARK DR. BRUNSWICK DR.
BRITANNIA DR.
COUNTRYVIEW CT.
NEWCASTLE DR.
DEVONSHIRE CT.
GARTHE CT
NORFOLK CT.
LEXINGTON DR.
DELWOOD ST.
COLUMBUS PARKWAY
ASHTON ST.
BRUNSWICK DR.
ASHTON CT.
GEORGIA ST
BERGWALL WAY
SAUNDERS DR.
STANMORE CIR.
BARKLEY CT.
DEANS CT. LANCASTER DR.
STRATFORD ST.
DEVONSHIRE ST.
JOEL CT.
PRIMROSE LN.
REGENTS PARK DR.
KNIGHTS CIR.
GEORGIA ST
GEORGIA ST
COLUMBUS PARKWAY
SPRINGS RD.
A-31 A-32 A-33 A-34
A-3 A-4 B-2 B-1 A-5 B-3 B-4
B-5
B-6 B-7
B-8
B-9
B-10 B-11
B-12
B-13
B-14
A-28 A-27
A-21
A-23 A-22
A-10
A-9 A-11
A-36 A-35
A-42 A-41 A-40
A-39
A-44 A-43
A-38
A-25
A-24
A-30
A-29 A-26
A-37
PARCEL 'A'
PARCEL 'B'
0'
GRAPHIC SCALE 1"=750'
750' 375' 750'
NORTH REGION 7 - LMD PARCEL AND LANDSCAPE AREAS OVERVIEW 1"=750'
1 COLOR TYPE TOTAL
REGION 7- LANDSCAPE TOTALS
SHEET
OF SHEETS
SCALE
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CONTRACTOR'S BID MAP
2014
DATE
DRAWN BY
CITY PROJECT #
CHECKED BY
R. ZAMBRANA
03/17/22
UPDATED BY M. JAUDALSO
J. OLSON
GREENMONT DISTRICT
(SEE SHEET-6)
GARTHE RANCH DISTRICT
(SEE SHEET-2 &3)
THE HIGHLANDS AT
GARTHE RANCH/ GARTHE ESTATES
DISTRICT (SEE SHEET-7)
BORDONI DISTRICT
(SEE SHEET-8)
SOMERSET 1 & 2 DISTRICT
(SEE SHEET-4 & 5)
GEORGIA ST
NEWCASTLE DR.
PIERRE CT.
COVENTRY WAY
KNIGHTS CIR. ANDREA WAY
EUCALYPTUS DR. KNIGHTS CIR. BOLTON WAY
HILARY WAY
ASCOT PARKWAY CANTERBURY DR.
SOUTHPORT WAY
BRIGHTON DR.
OXFORD CT.
WICKHAM ST.
RAMSGATE WAY
BRITANNIA DR.
HAWKINS ST.
BRITANIA CT.
BRIGHTON DR.
AZEVEDO RANCH RD. SOUTHPORT WAY
BLYTH ST.
PERTH ST.
DOVER CT.
WATERSTONE
CT.
FLEET
BRITANNIA DR.
COUNTRYVIEW CT.
NEWCASTLE DR.
DEVONSHIRE CT.
GARTHE CT
NORFOLK CT.
ASHTON ST.
BRUNSWICK DR. ASHTON CT.
STANMORE CIR.
BARKLEY CT.
DEANS CT.
LANCASTER DR.
STRATFORD ST.
DEVONSHIRE ST.
JOEL CT.
PRIMROSE LN. REGENTS PARK DR.
KNIGHTS CIR.
GEORGIA ST
GEORGIA ST
COLUMBUS PARKWAY
B-1
B-2
B-3
B-4 B-5
B-6 B-7 B-8 B-9 B-10 B-11 B-12 B-13 B-14
PARCEL 'A'
PARCEL 'B'
0'
GRAPHIC SCALE 1"=400'
400' 200' 400' GARTHE RANCH DISTRICT
1"=400' 2 MATCHLINE - SEE SHEET 3
SHEET
OF SHEETS
SCALE 8
NORTH REGION 7 - LMD PARCEL AND LANDSCAPE AREAS H:\ENGR\Intranet\GIS Share Drive\CAD\CAD Projects\REGION 7\E-Transmital\Region-7 - Standard\Region-7.DWG
CONTRACTOR'S BID MAP
2014
DATE
DRAWN BY
CITY PROJECT #
CHECKED BY
R. ZAMBRANA
03/17/22
UPDATED BY M. JAUDALSO
J. OLSON
FOR DISTRICT TOTALS SEE PAGE 3
GEORGIA ST
SANDHURST DR. BRISTOL DR.
SANDHURST CT.
HYDE CT.
PICADILLY CIR.
WESTMINISTER WAY
NEWCASTLE DR.
WINDSOR WAY
WINDSOR WAY
HAWKINS ST.
SAXONY CT.
DOVER CT.
FLEET ST.
BRUNSWICK DR.
CALISTOGA CT.
ELGIN CT.
REGENTS PARK DR.
BRUNSWICK DR.
BRITANNIA DR.
COUNTRYVIEW CT.
NEWCASTLE DR.
DEVONSHIRE CT.
NORFOLK CT.
DEANS CT.
LANCASTER DR.
STRATFORD ST.
DEVONSHIRE ST.
JOEL CT.
PRIMROSE LN. REGENTS PARK DR.
GEORGIA ST
GEORGIA ST
0'
GRAPHIC SCALE 1"=400'
400' 200' 400' GARTHE RANCH DISTRICT
1"=400' 3
COLOR TYPE TOTAL
REGION 7- GARTHE RANCH DISTRICT
MATCHLINE - SEE SHEET 2
SHEET
OF SHEETS
SCALE 8
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CONTRACTOR'S BID MAP
2014
DATE
DRAWN BY
CITY PROJECT #
CHECKED BY
R. ZAMBRANA
03/17/22
UPDATED BY M. JAUDALSO
J. OLSON
WICKHAM ST.
RAMSGATE WAY
BRIGHTON DR.
AZEVEDO RANCH RD.
SOUTHPORT WAY
BLYTH ST.
PERTH ST.
DOVER CT.
WATERSTONE PARKWAY
CT. FLEET
FLEET ST.
BRITANNIA DR.
NEWCAS
DEVONSHIRE CT.
GARTHE CT
NORFOLK CT.
LEXINGTON DR.
COLUMBUS PARKWAY
ASHTON ST.
BRUNSWICK DR. ASHTON CT.
STANMORE CIR.
BARKLEY CT.
DEANS CT.
LANCASTER DR.
STRATFORD ST.
DEVONSHIRE ST.
JOEL CT.
PRIMROSE LN.
REGENTS PARK DR.
GEORGIA ST
GEORGIA ST
A-31 A-32 A-33 A-34
A-3 A-4 A-5 B-1 B-2 B-3 B-4
B-5
B-6 B-7
B-8
B-9
B-10 B-11
B-12
B-13
B-14
A-28 A-27
A-21
A-23
A-22
A-10
A-9 A-11 A-36
A-42
A-35
A-41 A-40
A-39
A-44 A-43
A-38
A-25
A-24
A-30
A-29 A-26
A-37
PARCEL 'B'
COLOR TYPE TOTAL
0'
GRAPHIC SCALE 1"=250'
250' 125' 250' SOMERSET 1 & 2 DISTRICT
1"=250'
4 REGION 7- SOMERSET 1 & 2 DISTRICT
SHEET
OF SHEETS
SCALE
8 NORTH REGION 7 - LMD PARCEL AND LANDSCAPE AREAS H:\ENGR\Intranet\GIS Share Drive\CAD\CAD Projects\REGION 7\E-Transmital\Region-7 - Standard\Region-7.DWG
CONTRACTOR'S BID MAP
2014
DATE
DRAWN BY
CITY PROJECT #
CHECKED BY
R. ZAMBRANA
03/17/22
UPDATED BY M. JAUDALSO
J. OLSON
FOR CONTINUATION
SEE SHEET 5
SANDHURST DR. BRISTOL DR.
SANDHURST CT.
HYDE CT.
PICADILLY CIR.
WESTMINISTER WAY
NEWCASTLE DR.
WINDSOR WAY
SAXONY CT.
DOVER CT.
CT.
FLEET
FLEET ST.
BRUNSWICK DR.
GLASS DR.
GOLDEN SPRINGS LANE
CALISTOGA CT.
ELGIN CT.
REGENTS PARK DR.
BRUNSWICK DR.
COUNTRYVIEW CT.
NEWCASTLE DR.
DEVONSHIRE CT.
BRUNSWICK DR.
BARKLEY
DEANS CT.
LANCASTER DR.
STRATFORD ST.
DEVONSHIRE ST.
JOEL CT.
PRIMROSE LN. REGENTS PARK DR.
GEORGIA ST
GEORGIA ST
B-13 B-14
0'
GRAPHIC SCALE 1"=250'
250' 125' 250' SOMERSET 1 & 2 DISTRICT
1"=250' 5
SHEET
OF SHEETS
SCALE 8
NORTH REGION 7 - LMD PARCEL AND LANDSCAPE AREAS H:\ENGR\Intranet\GIS Share Drive\CAD\CAD Projects\REGION 7\E-Transmital\Region-7 - Standard\Region-7.DWG
CONTRACTOR'S BID MAP
2014
DATE
DRAWN BY
CITY PROJECT #
CHECKED BY
R. ZAMBRANA
03/17/22
UPDATED BY M. JAUDALSO
J. OLSON
FOR CONTINUATION
SEE SHEET 4
BENICIA
INTERSTATE 780
STONEBROOKE DRIVE
COLUMBUS PARKWAY
SUNNYGLEN DR.
LONGRIDGE DR.
GREENMONT DR.
GRANADA ST. DAN CT. BEGONIA CT. IRIS CT.
DAFFODIL CIR.
FUCHSIA CT.
BENICIA RD.
POPPY CT. OLEANDER CT. NARCISSUS CT.
GREENMONT DR.
ZINNIA CIR.
MALAGA ST.
THACKER CT.
DEVLIN DR.
KEATS DR. ARAGON ST.
WATERSTONE SEVILLE ST CASTILE ST.
VALENCIA ST.
BARCELONA ST.
GRANADA ST.
PARKWAY
FLEET CT. FLEET ST.
BRUNSWICK DR.
SEAGLASS DR.
STONEBROOKE DR. ABBEY DR. TIDEWATER DRIVE GOLDEN SPRINGS LANE A-31 A-32 A-33 A-34
A-3 A-4 B-2 B-1 A-5 B-3 B-4
B-5
B-6 B-7
B-8
B-9
B-10 B-11
B-12
B-13
B-14
A-28 A-27
A-21
A-23
A-22
A-10
A-9 A-11
A-36 A-35
A-42 A-41 A-40
A-39
A-44 A-43
A-38
A-25
A-24
A-30
A-29 A-26
A-37
0'
GRAPHIC SCALE 1"=350'
350' 175' 350'
COLOR TYPE TOTAL GREENMONT DISTRICT
1"=350' 6
REGION 7- GREENMONT DISTRICT
SHEET
OF SHEETS
SCALE 8
NORTH REGION 7 - LMD PARCEL AND LANDSCAPE AREAS H:\ENGR\Intranet\GIS Share Drive\CAD\CAD Projects\REGION 7\E-Transmital\Region-7 - Standard\Region-7.DWG
CONTRACTOR'S BID MAP
2014
DATE
DRAWN BY
CITY PROJECT #
CHECKED BY
R. ZAMBRANA
03/17/22
UPDATED BY M. JAUDALSO
J. OLSON
COVENTRY WAY KNIGHTS CIR.
RAINBOW CT.
EUCALYPTUS DR.
KNIGHTS CIR.
BOLTON WAY
CT.
AZEVEDO RANCH RD.
GARTHE CT LEXINGTON DR. DELWOOD ST. COLUMBUS PARKWAY
COLUMBUS PARKWAY
SPRINGS RD.
PARCEL 'A'
PARCEL 'B'
SHEET
OF SHEETS
SCALE 8
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CONTRACTOR'S BID MAP
2014
DATE
DRAWN BY
CITY PROJECT #
CHECKED BY
R. ZAMBRANA
03/17/22
UPDATED BY M. JAUDALSO
J. OLSON
0'
GRAPHIC SCALE 1"=200'
200' 100' 200' HIGHLANDS DISTRICT
1"=200' 7
COLOR TYPE TOTAL
REGION 7- HIGHLANDS DISTRICT
HYDE CT.
SAXONY CT.
STONEBROOKE DRIVE
COLUMBUS PARKWAY
GREENMONT DR.
WATERSTONE
PARKWAY
FLEET CT. FLEET ST.
BRUNSWICK DR.
SEAGLASS DR.
STONEBROOKE DR. ABBEY DR. TIDEWATER DRIVE GOLDEN SPRINGS LANE CALISTOGA CT.
ELGIN CT.
REGENTS PARK DR.
BRUNSWICK DR.
REGENTS PARK DR.
A-31 A-32 A-33 A-34
A-3
A-4
A-5
B-2
B-1 B-3
B-4
B-5
B-6 B-7
B-8
B-9
B-10 B-11
B-12
B-13
B-14
A-28 A-27
A-21
A-23
A-22
A-10
A-9 A-11 A-36 A-35
A-42 A-41 A-40A-39
A-44
A-43
A-38
A-25
A-24
A-30
A-29 A-26
A-37 SHEET
OF SHEETS
SCALE 8
NORTH REGION 7 - LMD PARCEL AND LANDSCAPE AREAS H:\ENGR\Intranet\GIS Share Drive\CAD\CAD Projects\REGION 7\E-Transmital\Region-7 - Standard\Region-7.DWG
CONTRACTOR'S BID MAP
2014
DATE
DRAWN BY
CITY PROJECT #
CHECKED BY
R. ZAMBRANA
03/17/22
UPDATED BY M. JAUDALSO
J. OLSON
0'
GRAPHIC SCALE 1"=250'
250' 125' 250' BORDONI DISTRICT
1"=250' 8
COLOR TYPE TOTAL
REGION 7- BORDONI DISTRICT
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 1 of 3 Exhibit B – Compensation
EXHIBIT B
COMPENSATION
1. Contractor’s Compensation.
A. Services: City agrees to pay Contractor, at the rate(s) specified below, for those services set forth in Exhibit A of this Agreement and for all authorized reimbursable expenses, for a total not to exceed one million seven hundred fortytwo thousand four hundred sixty-nine dollars and sixteen cents ($1,742,469.16).
2. Appropriate Billable Hourly Rates for Services and Additional Services. Contractor’s billable hourly rates shall be as listed in Attachment 1 of Exhibit B, attached hereto and incorporated herein by this reference.
3. Measurement and Payments
A. Claims Against the Contractor – The LMM may withhold from any INVOICE due the Contractor, a sum sufficient to protect the City from loss on account of (1) Claims filed or reasonable evidence indicating probable filing of claims; (2) Defective work not remedied; (3) Failure of Contractor to make payments properly to subcontractors or for material or labor; (4) A reasonable doubt that the contract can be completed for the balance then unpaid; (5) Damage to another Contractor on the project, which amounts withheld will be paid upon removal of grounds for withholding payment; or (6) Any other reason specified in the contract as grounds for withholding such payments.
B. Contractor Claims Against the City – Effective January 1, 1991, the California Legislature has enacted a requirement that all contract claims of Three Hundred Seventy-Five Thousand Dollars ($375,000.00) or less on local government public works contracts must be submitted to mediation and judicial arbitration. Article 1.5 (Sections 20104 through 20104.8, inclusive) of Chapter 1 of Part 3 of the Public Contract Code concerning Resolution of Construction Claims, is hereby incorporated into this agreement.
C. Force Account Payment – Work requiring force account payment shall be made as specified in the Standard Specifications.
D. Vandalism Repairs – Vandalism incidents are to be reported to the City and a Work Order will be issued to authorize the repair. If the damage creates an immediate public hazard, the Contractor shall take immediate Contract For Region Seven (7) Annual Landscape Maintenance Services Page 2 of 3 Exhibit B – Compensation
actions to safeguard the public and/or City property. The Contractor shall immediately contact the City for authorization to be reimbursed. The Contractor shall use personnel available to make the necessary repairs and make the area safe for the public. Provide all commercial invoicing for materials, which shall include unit prices and total cost plus fifteen percent (15%) for coordination and overhead to the Contractor. Include total for labor at pursuant to the rates agreed upon with the City.
E. Monthly Payments – The City will make monthly payments to the Contractor for landscape service completed within the Region for the previous month.
The invoice may not be submitted until all items on the calendar of events have been completed in “Section D, 10. Schedule of Landscaping and Irrigation Maintenance Services." The Contractor's representative and the Landscape Inspector may negotiate a change in the monthly schedule based upon seasonal impacts. This revision to services must be agreed upon prior to any billing.
The monthly payment invoice shall be submitted and shall clearly identify the Contractor, mailing address, California Contractor's license number, business phone number, fax number, invoice number, and billing date. The invoice will be totaled and shall match the Bid Sheet. The invoice may not be submitted until after the first day of the subsequent month of service.
Request for payment shall be submitted to:
Region Seven (7) LMD
Public Works – Engineering
City of Vallejo
555 Santa Clara Street
Vallejo, CA 94590
Should the landscape maintenance service not meet the Specifications in “Exhibit A, Section D – Special Provisions” and is deemed unsatisfactory, the Contractor's invoice will be held by the City. No further payments will be authorized until the Region is brought into compliance. If two (2) consecutive monthly invoices are withheld and a Two Hundred Fifty Dollar ($250.00) re-inspection fee has been deducted because the LMM deems that the Region is being maintained in an unsatisfactory condition, the City may implement default procedures outlined in these Specifications, see “Exhibit A, Section D. 9. Inspections, Defaults and Payment.” F. Travel and Subsistence Payments – In accordance with the provisions of Section 1773.8 of the Labor Code of the State of California, the successful bidder will be required to pay each workman travel and subsistence payments needed to execute this project, as such, the travel and Contract For Region Seven (7) Annual Landscape Maintenance Services Page 3 of 3 Exhibit B – Compensation
subsistence payments are defined in the applicable collective bargaining agreements and filed in accordance with Section 1773.8 of the Labor Code of the State of California. Full compensation for conforming to the requirement of this section shall be considered as included in the prices paid for the various contract items of work involved and no additional compensation will be allowed. All work originates in the City of Vallejo. The City will not pay for travel or transportation associated with maintenance contract, emergency call out, or extra work projects.
G. Withholding of Payment – THE CITY MAY WITHHOLD PAYMENT OF ANY
MONTHLY MAINTENANCE INVOICE AND ANY OF THE FINAL THREE
(3) MONTHLY INVOICES PRIOR TO THE END OF THIS ANNUAL
CONTRACT (APRIL, MAY, AND JUNE, SEE “EXHIBIT A, SECTION D. 9.
INSPECTIONS, DEFAULTS AND PAYMENT”). These withholdings will only be returned to the Contractor upon satisfactory completion of the Specifications minus any re-inspection fee. The deadline for Contract completion is June 30th of the Contract year. This option will not in any way restrict the City from refusing total payment for any of the last three months should there be cause to do so by terms of these contract specifications.
4. Accounting Records of Contractor. Contractor shall maintain for three (3) years after completion of all services hereunder, all records under this Agreement, including, but not limited to, records of Contractor’s direct salary costs for all Services and Additional Services performed under this Agreement and records of Contractor’s Reimbursable Expenses, in accordance with generally accepted accounting practices. Contractor shall keep such records available for audit, inspection and copying by representatives of the City’s Finance Department or other government agencies during regular business hours upon twenty four (24) hours’ notice.
The obligations of Contractor under this section shall survive this Agreement.
5. Taxes. Contractor shall pay, when and as due, any and all taxes incurred as a result of Contractor’s compensation hereunder, including estimated taxes, and shall provide City with proof of such payments upon request.
6. Taxpayer Identification Number. Contractor shall provide City with Contractor’s complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service, and any other State or local tax identification number requested by City.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 1 of 4 Exhibit C – Insurance Requirements
EXHIBIT C
INSURANCE REQUIREMENTS
Contractor shall procure and maintain for the duration of this Agreement, including any extensions thereto, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of services hereunder by the Contractor, their agents, representatives, or employees or subcontractors. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum Insurance coverage requirements and/or limits shall be available to the Additional Insured. Furthermore, the requirements for coverage and limits shall be (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; whichever is greater. No representation is made that the minimum Insurance requirements of this agreement are sufficient to cover the obligations of the Contractor under this agreement.
1. Minimum Scope of Insurance. Coverage shall be at least as broad as:
A. Insurance Services Office form number GL 0002 covering Comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
B. Insurance Services Office form number CA 0001 covering Automobile Liability, code 1 any auto and endorsement CA 0025.
C. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance.
2. Minimum Limits of Insurance. Contractor shall maintain limits no less than:
A. General Liability: $5,000,000 per occurrence for bodily injury, personal injury, and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
B. Automobile Liability: $5,000,000 per accident for bodily injury and property damage.
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 2 of 4 Exhibit C – Insurance Requirements
C. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. If Contractor is not subject to California Workers’ Compensation requirements, Contractor shall file a completed Request for Waiver of Workers’ Compensation Insurance Form which may be obtained from the City prior to commencing any activity authorized hereunder.
3. Deductible and Self-Insured Retention (SIR). Any deductibles or selfinsured retention must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or selfinsured retention as respects the City of Vallejo, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. All SIRs must be disclosed to the City’s Risk Manager for approval and shall not reduce the limits of liability. Policies containing any SIR provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named Insured or the City.
4. Other Insurance Provisions.
A. Additional Insured Endorsements: The City of Vallejo, its officers, officials, employees, agents and volunteers are to be covered as Additional Insureds as respects; liability, including defense costs, arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; or automobiles owned, leased hired or borrowed by the Contractor. Additional Insured endorsements with respect to General Liability, Auto and Umbrella/Excess Insurance shall be attached to the Certificate of Insurance presented to the City.
B. 30 Days’ Notice of Cancellation Endorsements: Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City.
C. Waiver of Subrogation Rights Endorsement: The workers’ compensation policy required hereunder shall be endorsed to state that the workers' compensation carrier waives its right of subrogation against City, its officers, officials, employees, agents and volunteers, which might arise by reason of payment under such policy in connection with Contractor’s performance under this Agreement. The waiver of subrogation rights endorsement in favor of the City of Vallejo shall be attached to the Certificate of Insurance.
D. The limits of Insurance required in this agreement may be satisfied by a Contract For Region Seven (7) Annual Landscape Maintenance Services Page 3 of 4 Exhibit C – Insurance Requirements
combination of primary and umbrella or excess Insurance. Any umbrella or excess Insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of the City of Vallejo before the City’s own Insurance or self-insurance shall be called upon to protect it as a named insured.
E. The insurance coverage shall contain no special limitations on the scope of protection afforded to the City of Vallejo, its officers, officials, employees, agents or volunteers. For any claims related to this project, the Contractor's insurance coverage shall be primary insurance as respects the City of Vallejo, its officers, officials, employees, agents, and volunteers. Any insurance or self-insurance maintained by the City of Vallejo, its officers, officials, employees, agents, or volunteers shall be excess of the Contractor's insurance and shall not contribute with it.
F. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.
G. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees, agents, or volunteers.
H. The City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
5. Acceptability of Insurers. The insurance is to be issued by companies licensed to do business in the State of California. The insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII.
6. Verification of Coverage. Contractor shall furnish the City with certificates of insurance and original endorsements. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf.
All endorsements are to be received and approved by the City before work commences. The City reserves the right to obtain a full certified copy of any Insurance policy and endorsements. Failure to exercise this right shall not constitute a waiver of right to exercise later. All verification of coverage and other insurance documents shall be mailed to the following address:
City of Vallejo
Attn: Risk Manager
555 Santa Clara Street
Vallejo, CA 94590
Contract For Region Seven (7) Annual Landscape Maintenance Services Page 4 of 4 Exhibit C – Insurance Requirements
7. Subcontractors. Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.
8. Payment Withhold. City will withhold payments to Contractor if the certificates of insurance and endorsements required in Paragraph F, above, are canceled or Contractor otherwise ceases to be insured as required herein.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 1 of 5
CITY OF VALLEJO
PUBLIC WORKS DEPARTMENT
ENGINEERING DIVISION
CONTRACT
FOR
REGION NINE (9) ANNUAL LANDSCAPE MAINTENANCE SERVICES
THIS CONTRACT (“Contract”) made and concluded in duplicate this 28th day of June, 2022, at Vallejo, California, by and between the City of Vallejo, a municipal corporation of the State of California, acting by and through its City Council, hereinafter called City, and North Bay Landscape Management, Inc., a California Corporation, hereinafter called CONTRACTOR.
WITNESSETH:
WHEREAS, the City Council of said City heretofore caused plans and specifications for the work hereinafter mentioned to be prepared, and thereafter did approve and adopt said plans and specifications; and,
WHEREAS, the City Council of said City did cause to be noticed for the time and in the manner required by law a notice inviting sealed bids for the performance of said work; and,
WHEREAS, Contractor, in response to such notice, submitted to the City Council of said City within the time specified in said notice, and in the manner provided for therein, a sealed bid for the performance of the work specified in said plans and specifications, which said bid and proposal, and the other bids and proposals submitted in response to said notice, the City Council of City, by and through its authorized representatives, publicly opened and canvassed in the manner provided by law; and, WHEREAS, Contractor was the lowest responsible bidder for the performance of said work, and said City Council of City, as a result of the canvass of said bids, did determine and declare Contractor to be the lowest responsible bidder for the work and award to it a contract therefore.
NOW, THEREFORE, in consideration of the above, it is mutually agreed between the parties hereto as follows, to wit:
1. Scope of Work. The work to be done is shown in Exhibit A, entitled “Plans and Specifications,” which is incorporated herein by this reference.
The Contractor shall provide all labor, tools, and materials to do the work according to the terms and conditions specified herein and as provided for and set forth in said plans, specifications, and any addendum that may be issued prior to the date of bid, or in either Contract For Region Nine (9) Annual Landscape Maintenance Services Page 2 of 5 of them, which said plans and specifications are hereby referred to by such reference, incorporated herein, and made a part of this Contract.
The following documents shall constitute the Contract Documents:
(a) Notice to Contractors;
(b) Instructions to Bidders;
(c) Proposal Form;
(d) Plans;
(e) Specifications, special provisions;
(f) Change Orders thereto;
(g) Standard Specifications of the State of California, Business and Transportation Agency, Department of Transportation, 2010 edition, Sections 10 through 95, all as modified herein;
(h) City of Vallejo Regulations and Standard Specifications for Public Improvements, December 2011 edition;
(i) Vallejo Sanitation & Flood Control District Master Bid Document, dated March 2007;
(j) Any other documents identified as such in the Contract Documents.
2. Terms and Conditions. This Contract consists of the Contract Documents identified as such, all of which are incorporated herein by reference as though set forth in full, and all of which are part of this Contract, and Contractor and City agree to comply with and fulfill all obligations, promises, covenants and conditions imposed upon each of them in the Contract Documents. All of said work done under this Contract shall be performed to the satisfaction of the City Council, or its representative, who shall have the right to reject any and all materials and supplies furnished by Contractor which do not strictly comply with said plans and specifications, together with the right to require Contractor to replace any and all work furnished by Contractor which shall not either in workmanship or material be in strict accordance with said plans and specifications.
The said Contractor agrees to receive and accept the prices set forth in the proposal as full compensation for furnishing all materials and for doing all the work contemplated and embraced in this agreement, also for all loss or damage arising out of the nature of the work aforesaid, or from the action of the elements or from any foreseen difficulties or obstructions which may arise or be encountered in the prosecution of the work until its acceptance by the City and for all risks of every description, connected with the work; also for all discontinuance of work, and for well and faithfully completing the work, and the whole thereof, in the manner and according to the Plans and Specifications and the requirements of the Engineer under them.
By my signature as Contractor, I certify that I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for Worker's 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.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 3 of 5 Pursuant to Section 1700, and following, of the California Labor Code, the Contractor shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. Copies of such prevailing rate of per diem wages are on file at the office of the City Clerk, City of Vallejo, City Hall, 555 Santa Clara Street, Vallejo, California CA. Those copies shall be made available to any interested party upon request. The Contractor shall forfeit, as penalty to the City, Fifty Dollars ($50.00) for each calendar day or portion thereof, for each workman paid less than the stipulated prevailing rates for any work done under the contract by it or by any subcontractor under it, in violation of the provisions of such Labor Code.
City shall pay Contractor the sums set forth on Exhibit A, hereto, in accordance with all of the terms and conditions of the Contract Documents.
The Contractor shall be permitted to substitute designated securities for any moneys withheld by the City of Vallejo to insure performance under the Contract. This right of substitution shall be exercised in the manner and subject to the conditions specified in the Contract Documents. The provisions of Public Contract Code section 22300 are incorporated herein by reference as though set forth in full and shall govern the substitution of securities and/or escrow account.
The person signing this Agreement for Contractor hereby represents and warrants that he/she is fully authorized to sign this Agreement on behalf of Contractor.
4. Insurance Requirements. Contractor agrees to comply with all of the Insurance Requirements set forth in Exhibit C, entitled “Insurance Requirements for Contractor.” Failure to maintain required insurance at all times shall constitute a default and material breach.
5. Term. The term of this Contract shall commence on July 1, 2022 and shall continue in full force and effect until June 30, 2023.
City shall, at its discretion, have the right to extend the term of this Agreement, in intervals of one (1) year, by written notice to Contractor. The total duration of this Agreement, including the exercise of any options under this section, shall not exceed three (3) years.
If the term of this Agreement extends into fiscal years subsequent to that in which it is approved, such continuation of the Agreement is contingent on the appropriation of funds for such purpose by the City Council of the City of Vallejo. If funds to affect such continued payment are not appropriated, Contractor agrees to terminate any services supplied to City of Vallejo under this Agreement, and relieve City of any further obligation therefore.
If any option is exercised by the City, an increase may be granted equal to the average percentage variant for the previous twelve (12) months in the Consumer Price Index for All Urban Consumers (CPI-U), calculated by the U.S. Department of Labor, Bureau of Labor Statistics (BLS) for the Consolidated Metropolitan Statistical Area (CMSA) covering San Francisco-Oakland-San Jose.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 4 of 5
6. Notices. All notices or instruments required to be given or delivered by law or this Agreement shall be in writing and shall be effective upon receipt thereof and shall be by personal service or delivered by depositing the same in any United States Post Office, registered or certified mail, postage prepaid, addressed to:
If to City: Jason Lacey
Landscape Maintenance Manager
Engineering – LMD Region 9
Public Works Department
555 Santa Clara Street
Vallejo, CA 94590
If to Contractor: Jeff Pottorff
President
North Bay Landscape Management, Inc.
444 Payran St.
Petaluma, CA 94952
Any party may change its address for receiving notices by giving written notice of such change to the other party in accordance with this section.
7. Exhibits. The following exhibits are attached hereto and incorporated herein by reference:
Exhibit A, entitled “Plans and Specifications,” including any attachments Exhibit B, entitled “Compensation,” including any attachments Exhibit C, entitled “Insurance Requirements,” including attachments
SIGNATURES ARE ON THE FOLLOWING PAGE
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 5 of 5 IN WITNESS WHEREOF, the parties have executed this agreement on the day and year shown below the name of each of the parties.
NORTH BAY LANDSCAPE
MANAGEMENT, INC.
a California Corporation
By:
Jeff Pottorff
President
DATE:
(City Seal)
CITY OF VALLEJO,
a municipal corporation
By:
Mike Malone
City Manager
DATE:
ATTEST:
By:
Dawn G. Abrahamson
City Clerk
APPROVED AS TO CONTENT:
Melissa Tigbao
Public Works Director
APPROVED AS TO FORM:
Veronica A.F. Nebb
City Attorney
APPROVED AS TO INSURANCE:
Armond Sarkis
Risk Manager
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 1 of 2 Exhibit A – Plans and Specifications: Section A – Description of Project
EXHIBIT A
PLANS AND SPECIFICATIONS
SECTION A – DESCRIPTION OF PROJECT
1. Location: City of Vallejo
2. Representatives. The City Representative for this Agreement is:
Jason Lacey
Landscape Maintenance Manager
Public Works Department
Engineering – LMD Region 9
555 Santa Clara Street
Vallejo, CA 94590
(707) 648-4315
(707) 648-4691
The Contractor’s Representative for this Agreement is:
Jeff Pottorff
President
North Bay Landscape Management, Inc.
444 Payran St.
Petaluma, CA 94952
(707) 762-3850
(707) 762-6118
All routine administrative communications between the parties will be between the above-named representatives and may be by personal delivery, mail, facsimile transmission, or electronic mail as agreed between the Contractor Representative and City’s Representative.
3. Key Personnel. All the individuals identified below are necessary for the successful prosecution of the services due to their unique expertise and depth and breadth of experience. There shall be no change in the personnel listed below, without written approval of the City Representative. Contractor recognizes that the composition of this team was instrumental in the City’s decision to award the work to Contractor and that compelling reasons for substituting these individuals must be demonstrated for the City’s consent to be granted. Any substitutes shall be persons of comparable or superior expertise and experience. Failure to comply with the provisions of this section shall constitute a material breach of Contractor’s obligations under this Agreement and shall be grounds for termination.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 2 of 2 Exhibit A – Plans and Specifications: Section A – Description of Project Key personnel are as follows: [INSERT LIST OF EMPLOYEE NAMES] Contract For Region Nine (9) Annual Landscape Maintenance Services Page 1 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements SECTION B – GENERAL REQUIREMENTS
1. Definitions and Terms
A. Standard Specifications – The Standard Specifications of the State of California, Department of Transportation, Division of Highways, July 1995 edition. Any reference therein to a State Agency or officer shall be interpreted as the corresponding City office or officer acting under this contract with address at City Hall, Vallejo, California 94590.
B. City – The City of Vallejo.
C. City Council – The governing body of the City.
D. Landscape Maintenance Manager (LMM) – The City management staff or his/her authorized managing agent who shall represent the City during the term of the contract.
E. City Specifications – The City of Vallejo Regulations and Standard Specifications for Public Improvements, December 2011 edition.
F. VFWD – Vallejo Flood and Wastewater District’s Standard Specification, March 2007.
G. Landscape Inspector (includes Sr. Landscape Inspector) – The authorized agent who may represent the Landscape Maintenance Manager.
2. Addendum
A. If discrepancies or apparent errors are found in the Contract Documents prior to the date of Bid Opening, bidders shall submit a written request for clarification to the LMM. The response to said request will be given in the form of addenda to all bidders, if time permits.
B. The correction of any discrepancies in, or omissions from the plans, Specifications, or other Contract Documents, or any interpretation thereof, during the bidding period will be made only by an addendum issued in writing by the City of Vallejo. A copy of each such addendum issued by the City of Vallejo will be mailed, faxed or delivered to each person receiving a set of Contract Document, and shall be made a part of the Contract. Any other interpretation or explanation of such documents will not be binding.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 2 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements
3. Proposal Requirements and Conditions
A. General – The bidder’s attention is directed to sections titled “Notice to Contractors” and “Instructions to Bidders”, as supplemented herein, for the requirements and conditions which he/she must observe in the preparation of the proposal form and the submission of the bid.
B. Proposal Forms – The proposal forms are bound in these Specifications which may be obtained from the office of the Public Works Director, 4th Floor, City Hall, Vallejo, California or from the City of Vallejo Website, www.cityofvallejo.net, as advertised in the ‘Notice to Contractors’.
C. Disqualification of Bidders – In addition to the other requirements the bidder must declare in the proposal that he/she has not accepted any bid from any subcontractor or vendor through any bid depository, the By-Laws, Rules and Regulations of which prohibit or prevent the Contractor from considering any bid from any subcontractor or vendor which is not processed through said bid depository or which prevent any subcontractor or vendor from bidding to any Contractor who does not use the facilities of or accept bids from or through such bid depository.
D. Competency of Bidders – Upon demand, bidder shall submit evidence to the City as to their ability, financial responsibility and experience in order to be eligible for consideration of their proposal.
E. Pre-Awarded Meeting – Contractor and City will meet to discuss schedule of services, IPM Program, Weed Height Control Program. Adequate staffing is necessary for awarding of the contract.
4. Award and Execution of Contract
A. General – The Bid bonds of the three (3) lowest responsive and responsible bidders will be held until City Council has awarded a Contract to the successful bidder. All other bidder’s bonds shall be returned to the bidder.
B. Contract Bonds – Within ten (10) days of Contractor’s receipt of Contract from City of Vallejo, the Contractor shall furnish corporate surety bonds to the benefit of the City of Vallejo, issued by a surety company acceptable to the City of Vallejo and authorized and admitted to do business in the State of California, as follows:
Faithful Performance Bond – In a sum not less than fifty percent (50%) of the total contract price as set forth in the Contract to guarantee the Contract For Region Nine (9) Annual Landscape Maintenance Services Page 3 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements Contractor’s faithful performance of all covenants and stipulations of the Contract. The bond shall contain a provision that the surety thereon waives the provisions of Sections 2819 and 2845 of the Civil Code of the State of California.
C. Execution of Contract – The contract shall be signed by the successful bidder and returned, together with the Contract bonds and a copy of a City of Vallejo business license within ten (10) days after the bidder has received the Contract for execution.
D. Failure To Execute Contract – The Contractor shall pay to the City of Vallejo such sums from said cash, bond, certified check, or cashier’s check as necessary to reimburse the City of Vallejo for costs incurred for failure of the successful bidder to complete, sign and return in strict compliance with these Contract Documents, if requested to do so, Contractor’s Qualification Questionnaire, or enter into a Contract. The amount of said cash, bond, certified check, or cashier’s check shall not be deemed to constitute a penalty or liquidated damages. The City of Vallejo shall not be precluded by such cash, bond, certified check, or cashier’s check incurred as a result of the failure of the successful bidder to complete, sign and return in strict compliance with these Contract Documents, if requested to do so, Contractor’s Qualification Questionnaire, or enter into a Contract.
E. Return of Proposal Guaranties – The proposal guaranties accompanying the proposals of the first, second and third lowest bidders will be retained until the Contract has been finally executed, after which those proposal guaranties, may be returned to the respective bidders whose proposals they accompany. The proposal guaranties, other than bidder’s bonds, submitted by all other unsuccessful bidders will be returned upon determination, by the City of Vallejo, of the first, second and third lowest responsible bidders.
F. Responsibility of Contractor, Hold Harmless & Indemnity Agreement – The Contractor shall take all responsibility including stewardship for the work and shall defend, indemnify, release and hold harmless the City, its officers, officials, directors, employees, agents and volunteers, from all claims, loss, damage, injury, and liability of every kind, nature, and description, directly or indirectly arising from the performance of the contract of work regardless of responsibility for negligence (including costs and expenses, which include attorney’s fees, incurred in connection therewith) and from any and all claims, loss, damage, injury, and liability, howsoever the same may be cause, resulting directly or indirectly from the nature of the work covered by the contract, regardless of responsibility for negligence (including costs and expenses, which include attorney’s fees, incurred in connection therewith), Contract For Region Nine (9) Annual Landscape Maintenance Services Page 4 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements but excluding liability due to the sole negligence or willful misconduct of the City.
The City, pursuant to this contract and indemnity agreement, may, at the time of preparing and certifying the final voucher, and as a condition of preparing and certifying the same, require the Contractor to continue his bond or any part thereof, as security against any such unsatisfied claims, for a time not exceeding the time when such claims would be legally barred.
Approval of the insurance contracts required does not relieve the Contractor or subcontractors from liability under this hold harmless and responsibility clause.
The provisions of this section shall survive the expiration or termination of the Contract and are not limited by any provisions relating to insurance.
G. Beginning of Work, Time of Completion and Liquidated Damages – Time is of the essence on this Contract. The Contractor shall show evidence that all necessary landscape service crews have been ordered within TEN (10) working days from the date the Notice to Proceed is issued by the City. The Contractor shall begin work July 1, 2022, after the City has signed the Notice to Proceed and shall diligently prosecute the same to completion on June 30, 2023.
It is understood that failure of the Contractor to complete the work within the above stipulated calendar days will or may subject the City to serious loss or damage.
Should the Contractor fail to complete the work provided for herein, within the time fixed for such completion, due allowance being made for unavoidable delays, he/she shall become liable to the City in the amount of Two Hundred Fifty Dollars ($250.00) per calendar day for each day said work remains incomplete beyond the time for completion, as and for liquidated damages and not as a penalty, agreed upon by the parties to this Contract, it being expressly stipulated that it would be impracticable and extremely difficult to fix the actual amount of damage. If it appears to the Contractor that he/she will not complete the work provided in this Contract in the time agreed, he/she shall make written application to the City at least five (5) calendar days prior to the expiration of this Contract, stating the reason why and amount of extension which he/she believes should be granted. The City may then, in its discretion, grant or deny such extension.
Any money due, or to become due, the Contractor may be retained to cover the said liquidated damages, and should such money not be sufficient to Contract For Region Nine (9) Annual Landscape Maintenance Services Page 5 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements cover such damages, the City shall have the right to recover the balances from the Contractor, or his/her sureties.
5. Scope of Work
A. General – Attention is directed to the provisions of “Section D – Special Provisions” of Exhibit A of this Contract, as supplemented herein, for the requirements and conditions concerning the scope of the work.
B. Increased and Decreased Quantities – The quantities given in the proposal form and Contract are approximate only, being given as a basis for the comparison of bids. The City of Vallejo does not, expressly or by implication, agrees that the actual amount of work will correspond therewith, and reserves the right to increase or decrease the amount of any class or portion of the work, or to omit portions of the work. All items of work will be paid for at the respective prices negotiated for such work done and accepted by the City.
C. Hours of Work – Normal working hours are 7:00 AM to 5:00 PM, Monday through Friday, excluding holidays observed by the City. No work outside of the regular working hours shall be done unless previously requested by the Contractor in writing and approved by the City.
6. Legal Relations and Responsibility
A. Hours of Labor – The Contractor shall forfeit, as a penalty, to the City, Twenty-Five Dollars ($25.00) for each work-person employed in the execution of the contract by the Contractor or any subcontractor under him/her for each calendar day during which such work person is required or permitted to work more than eight (8) hours in any one calendar day and forty (40) hours in any one calendar week in violation of provisions of the Labor Code of the State of California, Section 1810 to Section 1815.
B. Public Convenience and Safety – Contractor shall furnish, install, and maintain all traffic warning and directional signs necessary to maintain the facility in a passable condition at all times as part of this bid. Traffic control shall meet the requirements of the latest State of California Department of Transportation Manual of Traffic Controls for Construction and Maintenance Work Zones. Submit documentation prior to the commencement of contract and prior to optional renewal years that assigned staff has received Traffic Control Training in accordance with the California Department of Transportation regulations. The Contractor may be required to submit a Contract For Region Nine (9) Annual Landscape Maintenance Services Page 6 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements Traffic Control Plan for review and approval by the City at any time during the duration of this contract.
The Contractor shall designate in writing the name, address and telephone number of the employee to contact after working hours for the proper maintenance of traffic barriers and warning signs. Full compensation for furnishing all flag-persons necessary for the direction of public traffic either through or around the work shall be considered as included in the various contract items of work, and no additional compensation will be allowed therefore.
C. Damage to Private Property – Any damage to private property caused by the Contractor and adjudged to be the responsibility of the Contractor by the LMM shall be rectified to the satisfaction of the LMM within a reasonable time, depending on the extent of the damage. Said reasonable time shall be as determined by the LMM, and if the condition is not rectified, the LMM shall have the power and authority to rectify said damage and the cost thereof to be paid for by the Contractor, either by direct payment to the City of Vallejo, or by deducting said amount from moneys due the Contractor.
7. Prosecution and Progress
Attention is directed to the provisions of these Specifications, “Section D – Special Provisions,” for the requirements and conditions concerning the prosecution and progress of the work and the assignment of the Contract.
8. Permits and Code
A. The City will not waive required permit fees for this project. All other aspects of this "Permits and Code" section still apply. The Contractor shall give all notices required by and comply with all applicable laws, ordinances and codes of the City of Vallejo. All construction work and/or utility installations shall comply with all applicable ordinances and codes including all written waivers. Before installing any work, the Contractor shall examine the Drawings and Technical Specifications for compliance with applicable ordinances and codes and shall immediately report any discrepancy to the City Landscape Inspector of the City of Vallejo. Where requirements of the Drawings and Technical Specifications fail to comply with such applicable ordinances and codes, the City of Vallejo will adjust the contract by Change Order to conform to such ordinances and codes (unless waivers in writing covering the differences have been granted by the governing body or department) and make appropriate adjustment in the contract price or stipulated unit prices.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 7 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements Should the Contractor fail to observe the foregoing provisions and proceed with the construction and/or install any utility variance with any applicable ordinance or Code including any written waivers (notwithstanding the fact that such installation is in compliance with the Drawings and Technical Specifications) the Contractor shall remove such work without cost to the City and a Change Order will be issued to cover only the excess cost the Contractor would have been entitled to receive if the change had been made before the Contractor commenced work on the items involved.
B. The Contractor shall comply with applicable laws and ordinances governing the disposal of surplus excavation, materials, debris and rubbish on or off the project area and commit no trespass on any public or private property in any operation due to or connected with the improvements embraced in this contract.
9. Apprenticeship Requirements
California Labor Section 1777.5 requires in the employment of apprentices in public works contracts:
A. Only registered apprentices within a written agreement in an approved apprentice training program providing no less than two-thousand (2,000) hours of continuous employment and education are eligible for employment on public works (in compliance with Labor Section 3077).
B. A contractor is no longer required to submit Form DAS-7 but must submit award information to the local applicable joint apprenticeship committee.
The award information must include:
1. An estimate of the journeyman hours;
2. The number of apprentices to be employed; and
3. The approximate dates of apprentice employment.
C. The minimum statutory 1:5 hourly ratio of work stipulates that no less than one (1) hour of apprentice work for every five (5) hours of journeyman labor on any day of work. Any journeyman work performed beyond eight (8) hours per day or forty (40) hours per week shall not be used to calculate the hourly ratio.
This section shall not apply to specialty contractors or general contractors whose contracts involve less than Thirty Thousand Dollars ($30,000.00) or twenty (20) working days.
The Division of Apprenticeship Standards may grant a certificate exempting Contract For Region Nine (9) Annual Landscape Maintenance Services Page 8 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements the Contractor from the minimum 1:5 hourly ratio under any one of the following:
1. Unemployment exceeds an average of fifteen percent (15%) in the area for the previous three (3) month period;
2. The number of apprentices in training in such area exceeds a ratio of 1:5;
3. The apprentice able craft or trade is replacing at least one thirtieth of its journeymen annually through apprenticeship training, either locally or statewide;
4. The specific task would jeopardize the apprentice's life or public safety, or no training can be provided to an apprentice by a journeyman for the specific task.
D. Apprentices employed on public works projects can only be assigned to perform work of the craft or trade to which the apprentice is registered.
E. All contractors with employees in any apprentice able occupation, regardless of the actual employment of journeymen or apprentices for the awarded public work, must either contribute to the local training trust fund or to the Department of Industrial Relations, California Apprenticeship Council, P.O. Box 511283, Los Angeles, CA 90051-7838 (as set forth in Section 227).
F. All violations of Section 1777.5 shall pay a civil penalty of Fifty Dollars ($50.00) for each calendar day of noncompliance.
All willful violations of Section 1777.5 shall pay the Fifty Dollar ($50.00) fine for each calendar day of noncompliance and shall be denied the right to bid on, or to receive, any public works contract for a period of up to one year for the first violation and up to three (3) years for any additional violations.
Compliance disputes arising under Section 177.5 shall be adjudicated under Section 8 California Code of Regulations, Article 1.
G. Within five (5) days of a public works contract award, the awarding agency must send a copy of the award to the Division of Apprenticeship Standards under Section 1773.3.
Within five (5) days of finding any discrepancy regarding the hourly ratio of apprentices to journeymen, the awarding agency shall notify the Division of Contract For Region Nine (9) Annual Landscape Maintenance Services Page 9 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements Apprenticeship Standards.
H. The Contractor shall be responsible for compliance for all apprentice able occupations within these sections.
10. Subcontracting
In accordance with the requirements of Sections 4100 and 4113, inclusive, of the Government Code, each bidder shall list in his proposal all the names and business address of each subcontractor to whom the bidder proposes to subcontract work and shall list. Each subcontractor licensed by the State of California and registered with the State of California Department of Industrial Relations. Said list shall include a description of the portion of the work which will be done by each subcontractor.
A sheet for listing the subcontractors is included herein.
11. Permits and Licenses
The California Environmental Quality Act of 1970 (Public Resource Code section 21100 et seq.) (“CEQA”), as amended, may be applicable to permits, licenses and other authorizations which the Contractor must obtain from local agencies in connection with performing the work of this Contract. The Contractor shall comply with the provisions of said statutes in obtaining such permits, licenses and other authorizations and they shall be obtained in sufficient time to prevent delays to the work.
In the event that the City has obtained permits, licenses or other authorizations, applicable to the work, the Contractor shall comply with the provisions of said permits, licenses, and other authorizations.
12. Statistical Testing
Moving average requirements are waived.
13. Highway Construction Equipment
Pursuant to the authority contained in Section 591 of the Vehicle Code, the Department has determined that, within such areas as are within the limits of the project and are open to public traffic, the Contractor shall comply with all of the requirements set forth in Divisions 11, 12, 13, 14, and 15 of the Vehicle Code.
Attention is directed to the statements in Section 591 that this section shall not relieve him or any person from the duty of exercising due care. The Contractor Contract For Region Nine (9) Annual Landscape Maintenance Services Page 10 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements shall take all necessary precautions for safe operation of his/her equipment and the protection of the public from injury and damage from such equipment.
14. Equipment Rental Rates
Unless otherwise negotiated, the Contractor will be paid for the use of equipment at the rental rates listed for such equipment in the Department of Public Works, Division of Highway's publication entitled, "Equipment Rental Rates and General Prevailing Wage Rates," latest edition.
When work, other than work specifically designated as landscape maintenance in the plans and specifications, is to be paid for on a Force Account basis and the LMM determines that such contract change required the Contractor to move on to the work equipment which could not reasonably have been expected to be needed in the performance of the contract, the LMM may authorize payment for the use of such equipment at equipment rental rates in excess of those listed as applicable for the use of such equipment subject to the following additional conditions:
A. The LMM shall specifically approve the necessity for the use of particular equipment on such work.
B. The Contractor shall establish to the satisfaction of the LMM that such equipment cannot be obtained from his/her normal equipment source or sources and those of his/her subcontractors.
C. The Contractor shall establish to the satisfaction of the LMM that the proposed equipment rental rate for such equipment from his/her proposed source is reasonable and appropriate for the expected period of use.
D. The LMM shall approve the equipment source and the equipment rental rate to be paid by the City before the Contractor begins work involving the use of said equipment. All work originates within the City of Vallejo. The City will not pay for transportation or travel time.
15. Sound Control Requirements
The Contractor shall comply with all local sound control and noise level rules, regulations and ordinances which apply to any work performed pursuant to the contract.
Each internal combustion engine, used for any purpose on the job or related to the job, shall be equipped with a muffler of a type recommended by the manufacturer.
No internal combustion engine shall be operated on the project without said Contract For Region Nine (9) Annual Landscape Maintenance Services Page 11 of 11 Exhibit A – Plans and Specifications: Section B – General Requirements muffler.
The noise level from the Contractor’s operations, between the hours of 9:00 PM and 7:00 AM shall not exceed fifty (50) D.B.A. and between the hours of 7:00 AM and 9:00 PM shall not exceed eighty (80) D.B.A. at a distance of fifty feet (50’).
Said noise level requirement shall apply to all equipment on the job or related to the job, including but not limited to trucks, transit mixers or transient equipment that may or may not be owned by the Contractor. The use of loud sound signals shall be avoided in favor of light warnings except those required by safety laws for the protection of personnel.
Full compensation for conforming to the requirements of this section shall be considered as included in the prices paid for the various contract items of work involved and no additional compensation will be allowed therefore.
16. Hazardous Waste in Excavation
If the Contractor encounters material in excavation which the Contractor has reason to believe may be hazardous waste as defined by Section 25117 of the Health and Safety Code, the Contractor shall immediately so notify the LMM in writing. Excavation in the immediate area of the suspected hazardous material shall be suspended until the LMM authorizes it to be resumed. If such suspension delays the current controlling operation, the Contractor shall be granted an extension of time.
If such suspension delays the current controlling operation by more than two (2) working days, the delay shall be considered a right of way delay and the Contractor shall be compensated for such delay.
The City reserves the right to use other forces for exploratory work to identify and determine the extent of such material and for removing hazardous material from such area.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 1 of 2 Exhibit A – Plans and Specifications: Section C – Wage and Equipment Rates SECTION C – WAGE AND EQUIPMENT RATES
1. Prevailing Wage Rates
In accordance with the provisions of Section 1770 of the Labor Code of the State of California, the Director of the Department of Industrial Relations has determined the general prevailing rate of per diem wages applicable to the work to be done, and a current copy of said prevailing wages is on file with the City Clerk. Should the minimum Federal Wage Rate be higher than the rate determined by the Director of the Department of Industrial Relations, then the Federal Wage Rate Determination shall govern.
The successful bidder will be required to post a copy of these general prevailing rates of per diem wages in a conspicuous place at the job site forthwith upon undertaking the public work called for herein.
In addition, the City Charter of the City of Vallejo requires that the Contractor and all his/her subcontractors shall pay their employees on said work a salary or wage at least equal to the prevailing salary or wage for work of similar character in the locality in which the public work is performed. The Contractor shall, as a penalty, forfeit to the City Fifty Dollars ($50.00) for each calendar day or portion thereof, for each employee paid less than the prevailing salary or wage for any public work done under the contract by him/her or any subcontractor under him/her.
The State Labor Code states that for violations of public works laws relating to payment of prevailing wages, the City of Vallejo will be required to withhold from any progress payments owed to a contractor any amounts that have been forfeited as penalties, or as wages owed to employees, who have not been paid the prevailing wage for work performed. Effective 01/01/93, the City is required to directly transfer all withheld wages and penalties to the Labor Commissioner for disbursement those cases where a contractor fails to bring a lawsuit for amounts withheld within ninety (90) days after the completion of the public works contract and formal acceptance of the job by the City.
Also, the Labor Commissioner is permitted to intervene in any lawsuit brought by the contractor against an awarding body for recovery of amounts withheld. In the event that the Contract does not prevail in the lawsuit to recover the amounts withheld, the wages and penalties will then be forwarded to the Labor Commissioner for disbursement in the manner previously described.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 2 of 2 Exhibit A – Plans and Specifications: Section C – Wage and Equipment Rates
2. Payroll Records
In accordance with the provisions of Section 1776 of the Labor Code of the State of California, the Contractor shall keep an accurate payroll record, 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 the Contractor in connection with this project. Upon request of the City, this payroll record shall be certified and available for inspection at all reasonable hours at the principal office of the successful bidder and a certified copy shall be furnished within ten (10) days after receipt of a written request by the following parties:
A. An employee or his/her authorized representative
B. City’s representative
C. Representative of Labor Standard Enforcement and Division of Apprenticeship Standard of Department of Industrial Relations.
Any copy of the payroll record made available for inspection and furnished to the public through the above entities shall not disclose names, addresses or social security numbers of individual employees except the name and address of the Contractor.
In the event of non-compliance with the requirement of this subdivision, the Contractor shall have ten (10) days in which to comply subsequent to receipt of written notices from the State or City. If the non-compliance is still evident after the ten-day period, the Contractor shall, as a penalty, forfeit to the City Twenty-Five Dollars ($25.00) for each calendar day, for each employee, until strict compliance is effectuated.
3. Equipment Rental Rates – Contractor Equipment rented by the City will be paid for at the rates listed in the “Equipment Rental Rates Table” of the State of California, Department of Public Works, Division of Highways, latest issue, for use in their Special Provisions, a copy of which Table of Rates is filed in the LMM's Office. Any Equipment rented from a vendor will be paid for as invoiced by the Rental Vendor.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 1 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions SECTION D – SPECIAL PROVISIONS
1. Scope of Work
A. The work to be done includes furnishing all labor, material, tool, and equipment necessary to maintain all identified Landscape Maintenance Districts (LMD) in Region Nine (9), which may include but are not limited to: street frontages or parkways, parking lots, neighborhood park sites, open space parcels, and all other areas identified as public lands.
B. Maintenance and repair may include but are not limited to: view improvements, fire safety zones, LMD graffiti removal from signs and site fixtures/features entrance monuments, slope embankments, drainage basin facilities, erosion control, irrigation sprinkler systems, pest management, noxious weed eradication, LMD walking trails and care to ornamental or native turf, plants and trees.
C. The Contractor shall contact the Landscape Inspector or Landscape Maintenance Manager and not take any action when the Contractor receives any direction or requests from property owners or general public.
2. Scope of Responsibility
A. Plants – Any plants that die due to Contractor's negligence shall be replaced at the Contractor's expense, equal in plant size and conforming to City Specifications. Replacement shall be made within fifteen (15) working days from the date the defective plant is brought to the attention of the Contractor or, the City may option a warrantee replacement, with planting to occur between the months of October to December. The final warrantee replanting list will be confirmed by the City’s representative provided to the Contractor in the month of September.
B. Irrigation – Contractor shall maintain all existing irrigation systems. Failures in the irrigation system shall be brought to the Landscape Inspectors attention immediately and repairs made within twenty-four (24) hours of known break at Contractors expense.
C. Cleanup – It shall be the Contractor's responsibility to maintain the entire Landscape Region in a condition that is acceptable to the City and in compliance with this contract. The Contractor shall include a daily walk through of the entire Region for the removal of all trash, dead or dying branches, excess soil erosion, empty plant basins, grass clippings, weeds, or any other debris that may accumulate at the site as a result of natural causes. Leaf drop will be blown off the sidewalks and gutters weekly and piles picked up on the same day. The Contractor will not be able to leave piles to be picked up at a later day.
Due to the location or public perception along landscaped areas, parkways and Contract For Region Nine (9) Annual Landscape Maintenance Services Page 2 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions facilities all trash receptacles will be checked three (3) times weekly and emptied if one-third (⅓) full or more. Additional cleanup may be performed, as necessary or as deemed necessary at no cost to the City. Incidental illegal dumping within the LMD shall be considered an Extra Work Order. Unless agreed upon by the Landscape Inspector, all debris listed above for cleanup or any scheduled trimming shall be removed from the site the same day as collected and will be disposed of in an authorized fashion.
D. Street Improvements – Clean median and keep weed free, including sidewalks, walkways, pedestrian paths, curbs and gutters along LMD frontages.
E. Vehicles/Contractor’s Personnel – All vehicles used by the Contractor must clearly display the firm's name and/or logo and comply with State of California Regulations. Any vehicles used for pesticide application must clearly display placards listing the pesticide being applied and the pesticide number. Placard must be visible to pedestrians and vehicles passing the area of application. All Contractor personnel shall wear appropriate personal protective equipment and identification badges, and safety vests shall be clearly marked with the company name.
F. The Contractor shall be expected to communicate with the Landscape Inspector throughout the month for remedial updates to service areas. The status of non-performance punch list items and expected completion date will be reviewed by the last week of each month. All non-performance punch lists are expected to be completed by the first week of the subsequent month, unless previous arrangements are made with the City. Copies of the nonperformance punch lists will be sent to the Contractor.
G. Emergency Numbers – The Contractor shall be readily available by telephone during work hours. This shall not be an answering machine. In addition, the Contractor shall provide the City of Vallejo with an emergency call out listing where he/she may be contacted after normal working hours, on weekends and holidays. Emergency calls may be considered as part of maintenance and shall not be considered as an Extra Work Order, unless damage was caused by natural damage or vandalism. The Contractor shall also supply the fax numbers for the business. It is highly desirable that the Contractor shall have available and reliable cell phone communication service.
3. Irrigation System
A. Throughout the term of this agreement the Contractor shall identify all leaking or malfunctioning irrigation systems beyond the water meter including but not limited to: main lines, lateral lines, sprinkler heads, valves, quick couplers; and irrigation controllers. Landscape Inspector shall be notified of cost estimate for repairs or replacements of all malfunctioning/damaged irrigation systems and components. Backflow prevention devices shall be the responsibility of the City.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 3 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions B. Before beginning these maintenance program operations under the provisions of this agreement, the Contractor shall inspect all existing irrigation systems on the site(s) covered by this agreement and shall report damage or malfunction of any system to the Landscape Inspector. Immediately, Contractor shall perform all irrigation system checks and provide a written report with station numbers and controller names to the City within ninety (90) calendar days of execution of contract. Contractor shall provide a detailed estimate for all necessary repair work with the irrigation system check report. Contractor shall coordinate system checks with City Landscape Inspector and provide a detailed schedule for each site with forty-eight (48) hour notice to the inspector for starting inspections.
C. It is the City’s objective to actively pursue water conservation within the Region. The Contractor shall adhere to the irrigation specifications and closely monitor the irrigation system to prevent overspray onto paved areas and runoff down the gutters. Multiple repeat cycles shall be utilized to prevent runoff.
D. All irrigation controller stations shall be labeled by Contractor in an easy to read manner inside each controller box. Labeling shall include a description of the areas covered by each station. Contractor shall use City provided nomenclature when labeling each controller cabinet.
E. Contractor shall verify flow rates of each irrigation zone per irrigation controller per site and program the controller to reflect actual flow rates as determined in the field. Results of actual flow rate conditions shall be reported to the Landscape Inspector.
F. Flushing of systems and cleaning or replacement of all filters within irrigation systems is routine maintenance and will not be considered extra work. The Contractor shall flush the end of drip lines bi-annually to remove all dirt buildup.
H. Plant material exhibiting signs of wilting due to lack of water shall result in withholding of monthly payment until the problem is corrected. Manual watering will be required as necessary to regain plant vigor at no extra cost to the City.
I. The Contractor shall maintain all valve boxes and lids in good condition. This includes removal of any plant growth inside the boxes and removing any excessive dirt or debris from the inside of the box. Standing water in the valve boxes shall not be allowed to remain permanently. The Contractor shall also keep all boxes free from rodents and insects, at no cost to the City.
J. When replacing valve boxes, contractor shall label per the City of Vallejo standard specifications.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 4 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions K. Programming of controllers shall be performed by the City with recommendations provided by the Contractor to maintain healthy growing plant material. Each month the Contractor shall provide the Landscape Inspector with a complete written schedule of watering for all controllers needing increased or decreased water needs.
L. Watering for overhead spray and rotors shall be between 9:00 PM and 7:30 AM.
There may be exceptions that occur from changing weather conditions or to accommodate a special event. Only drip irrigation may run during day times.
Irrigation schedules shall be coordinated with the Landscape Inspector.
M. All sprinklers shall be adjusted properly to avoid spraying water on parked cars, roadways, walkways, buildings, signs, fences and other property that may be damaged by water.
N. In the event of improper irrigation scheduling or maintenance, the City will contact the Contractor immediately to investigate and make needed changes.
O. The Contractor shall perform a complete system check of all controllers and valves, including coverage testing and sprinkler adjustments, no later than ninety (90) calendar days after contract start date and again bi-annually prior to start of the irrigation season and at the end or as directed by the Landscape Inspector. The contractor shall supply the City with a written report of every system as it is completed.
3.1. Water Requirements
A. The Contractor shall have full responsibility to ensure watering requirements are met within each landscape area. Contractor’s forces shall be capable of performing repairs, installations and modifications of existing irrigation systems to adequately irrigate all landscaped areas on a full-time basis.
B. The Contractor shall ensure that sprinkler heads are in good operational order, filters are cleaned regularly, and nozzles are replaced when worn or inadequate coverage occurs. Any minor changes such as riser extensions (vertically or horizontally), sprinkler head exchanges and filter replacements will be considered as an extra work item which will need to be approved by Landscape Inspector prior to repairs made for compensation.
C. All valves shall close completely at the conclusion of the station watering program. Weeping valves shall be immediately reported to Landscape Inspector. Valve boxes shall be kept clean of rocks, soil, debris and silt to a depth of two inches (2”) below the bottom of the valve assembly. All valve box lids shall be in place and locking bolts secured at all times.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 5 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
3.2. Irrigation Repairs
A. The Contractor shall have a qualified irrigation technician check each irrigation controller and activate all stations on every controller each month. Adjustments shall be made at that time, as well as documenting repairs needed that shall adhere to City of Vallejo Standard Specifications and submitted to the Landscape Inspector.
B. Main lines shall not demonstrate leakage when all control valves are in the closed position. All irrigation system repairs, including vandalism, shall be completed within twenty-four (24) hours of approved extra work. If repairs cannot be accomplished within the designated time period, the Contractor shall notify the Landscape Inspector immediately of the condition and supply estimated time of when the repairs will be made.
C. The Contractor shall be responsible for watering the area of irrigation system failure by other means (hose, etc.) until repairs are completed. Upon approval Contractor shall replace all broke irrigation systems with the same brand and model. Any material substitution shall be approved by the City prior to installation.
3.3. Controllers
A. The City of Vallejo’s LMDs have several different irrigation controllers installed.
Each controller is unique to the landscape area where irrigation is applied.
Contractor shall become familiar with and have a full understanding and master the operational functions of each controller system.
B. The Contractor shall ensure employees are qualified to maintain and troubleshoot the Controller Systems. Contractor shall have hardware/software capable of making adjustments in the field remotely to the irrigation systems.
Contractor shall be responsible for notifying the City of needed repairs to irrigation controllers.
C. RainMaster, TBOS II, and WeatherTRAK controllers are utilized in the LMD.
D. Automatic controllers and electrical conductors shall be kept operational yearround. Controllers shall be inspected periodically, and controller cabinets shall be maintained clear of debris, nests, snails and insects.
3.4. Irrigation System Vandalism
The cost of parts and labor to replace stolen or vandalized portions of the irrigation system are considered an extra work item. Contractor is responsible for notifying Contract For Region Nine (9) Annual Landscape Maintenance Services Page 6 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions these issues and locations to the City, so a report can be made to the Vallejo Police Department.
4. Water Management Program
A. City shall provide all the water and electricity necessary for the Contractor to perform the services except instances where excessive costs are incurred by the City due to water/electricity waste or negligence by the Contractor. If the City determines that excessive utility costs due to waste or negligence have occurred and are a result of Contractor's actions, the City may withhold from payment to Contractor those funds necessary to reimburse the City for these additional costs.
B. For any controller schedule not supplied by the 10th day of the current month by Contractor in any month, a Fifty Dollar ($50.00) penalty per controller per day will be assessed. Contractor shall have the penalty deducted from the monthly bill for the District financially responsible for that irrigation controller.
C. If there is a difference of opinion between the City and the Contractor as to the whether there has been waste due to the negligence of the Contractor, the opinion of the City shall prevail.
D. The Contractor shall meet with the City to discuss water management as requested.
E. A monthly irrigation “base schedule” is developed based upon current controller settings and the feedback of moisture probing results. Adjustments of controllers shall be made by City from recommendations by Contractor.
Once the Contractor has the correct run times for any given month, the starting "base schedule" is acquired. Adjustments to the "base schedule" shall occur throughout the month to accommodate changes in area use and/or environmental changes to individual sites.
4.1. Irrigation Schedule
A. Monthly the Contractor shall provide to the City a report of irrigation controller setting needs for the current month in electronic format. This report will include the following information:
1. All irrigation programs set on controllers.
2. Irrigation schedule start times for each irrigation program.
3. Irrigation run-days for each irrigation program.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 7 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
4. Irrigation cycle length, in minutes for each station in irrigation program.
5. Number of repeat cycles for each station in an irrigation program.
B. All required scheduling and operation of the automatic irrigation controllers reflecting weather changes and water needs shall be covered under this Contract. Contractor shall recommend all adjustments and settings of automatic controllers to the City. All systems shall be programmed as needed to maintain plants in a healthy, vigorous condition. The irrigation controller program is to be sufficient to keep the plant material healthy without excessive water use. Valve areas appearing to be over or under watered are to be further tested by the contractor and as directed by the City. Soil probing shall be conducted to determine soil moisture levels for automated overhead irrigation circuits.
C. Reports shall be submitted by the 10th of each month.
D. Evapotranspiration (E.T.) shall be incorporated into the settings of the irrigation controller computerized central programming.
5. Landscape Maintenance Standards
5.1. Turf Care
A. Mowing
1. Turf shall be mowed weekly during the growing season and as required during the winter months.
2. The height of cutting shall be maintained consistently to prevent scalping or burn. The mowing height shall be appropriate to the turf species. Turf shall not be mowed lower than two and a half inches (2½”) in height. Cut heights shall have an average maintained height of three (3”) to four inches (4”).
3. Grass clippings or debris caused by mowing or trimming shall be collected and removed from adjacent walks, streets, drives, gutters, and curbs or surfaces on the same day as mowed or trimmed. Nothing shall be allowed to stay in the vicinity of a storm water inlet/catch basin(s) nor be allowed to enter into any inlet, catch basin or body of water.
4. Mowing patterns shall be alternated each week to avoid creating ruts and compaction.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 8 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
5. All mowed clippings shall be removed from the job site including any leaf debris blown onto structures, vehicles, or utilities on the same day.
Mowers and edgers shall be cleaned and maintained of all turf debris before working on City contracts to prevent contamination of the City turf from outside sources.
B. Edging
1. All lawn edges along sidewalks and curbs shall be edged before each mowing event.
2. Edging shall be performed with a blade type mechanical edger. The cut edge should appear as a clean, straight line.
3. A monofilament line trimmer shall be used to trim around obstacles within the lawn area. Care shall be taken to ensure that the bark of trees and shrubs are not damaged or stripped by the line trimmer.
4. Lawn sprinkler heads shall only be edged to allow for proper distribution of water.
5. A round tree well shall be maintained just beyond the drip line of newly planted trees to encompass all tree stakes and guys. Older established trees shall have their basin cleared twelve inches (12”) from the trunk and maintained.
6. Allowing the mower deck or string line trimmer to come in contact with the basal Region of the tree or any exposed storage root is not permitted. The Contractor shall be liable for any basal injury repairs.
7. Edges of lawns against all paved areas, around valve boxes, and other utilities shall be kept neatly edged.
C. Fertilization
Turf will require a regular schedule of maintenance based on turf health and needs. The City expects a healthy green appearance and an annual fertilizer program not to exceed an approximate four (4) applications annually of a slow release fertilizer. Failed applications must be followed by re-applications or hand removal of weeds as directed by the City. Any infestation of turf disease or insect infestations must be identified, controlled in a timely manner, and reported to the City.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 9 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions D. Aeration
Annual service completed by October 31st. Prior to aerating, a forty-eight (48) hour notice shall be given to the City Landscape Inspector to verify work. A coring tine shall be used for aeration. Multiple passes shall be made with the aerating device to ensure that tine holes are no more than two and a half inches (2.5”) apart. Aerator tines shall sink at least three and a half inches (3.5”) deep.
Tine cores shall be raked and removed the same day as aeration.
E. Weed Control
1. All Landscaped areas shall be maintained for weeds, organic & inorganic litter. Cutting and removal of weeds will be directed by the City Landscape Inspector at the Contractors expense whenever a pre-emergence herbicide application has failed.
2. The City expects the Contractor to regularly monitor weed infestations in all LMD areas and take proactive action to remove weeds before they become an unsightly nuisance. Within landscaped areas, the Contractor shall remove unsightly weeds during their weekly landscape service. The Contractor can expect City punch list if a landscaped area does not meet the performance specification listed below.
3. Weeds are to be mechanically or chemically removed from walkways, walkway cracks, walkway/curb gutter expansion joints, pavers, along fence lines, etc.
4. It is the intention of the City not to allow weeds of smaller dimensions of three inches (3”) in height or diameter in the landscape. Weeds shall be manually removed by herbicide with green coloring.
5. "Rust" infestations may require a high calcium nitrate-based fertilizer in winter months to maintain good, green color. Contractor shall selectively apply chemicals to control weed grasses and broadleaf weeds such as, but not limited to, various broadleaves, Poa annua, and Digitaria species. Any infestation of turf disease or insect infestations must be identified, controlled in a timely manner, and reported to the City.
6. Sedimentation shall be regularly swept and not allowed to accumulate on utility covers or sidewalks. The Contractor’s inability to complete scheduled maintenance and service identified in these Specifications may be grounds for a non-refundable Two Hundred Fifty Dollar ($250.00) re-inspection fee each week the Contractor fails to meet the Specifications identified on the Maps.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 10 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions F. Irrigation
Lawn irrigation shall be adjusted to cover and present the best appearance to ensure consistent healthy growing conditions. Irrigation maintenance shall be per “Section 3. Irrigation System” of these specifications.
5.2. Ground Cover
A. Pruning
1. Utilize herbicides or mechanical trimming to maintain a neat, attractive appearance year-round. The Contractor is expected to have in the Base Bid an effective IPM per “Section 7. IPM Program” of these specifications, to combat various infestations that are endemic and may occur in the ground covers.
2. All ground covers and shrubs in the City of Vallejo shall be routinely maintained one foot (1’) behind the back of cobble, curbs, pathways, roadways, medians, fences & sidewalks.
3. Low-growing shrubs designed in the landscape as ground covers classified as ‘Prostratus,’ ‘Horizontalis,’ ‘Compacta,’ etc. shall be neatly trimmed and routinely maintained at an attractive form and appearance.
4. Ground cover shall not be allowed to touch or cover crowns of shrubs and trees.
5. Any plants that are known to be subject to disease shall have diseased branches selectively pruned out. Contractor shall be responsible for the removal and disposal of damaged plant material.
B. Fertilization
1. During rainy season before the end of February, apply 16-6-8 or approved equal at two and a half (2.5) pounds actual nitrogen per one-thousand (1,000) square feet to ground cover.
2. Arctostaphylos and Rosa sp.: Each plant shall be given a handful of balanced fertilizer in November and in the final two (2) weeks of March each year, or as directed by the City.
3. Fertilizer is scheduled to be applied seasonally. Following the application, the ground shall be watered thoroughly to leach the nutrients through the root zone; forty-eight (48) hour prior notification to the City is required.
Caution: The Contractor shall prevent over watering which could result in Contract For Region Nine (9) Annual Landscape Maintenance Services Page 11 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions hillside slumps, nutrient runoff to adjacent properties or water courses which in turn may lead to water pollution.
C. Weed Care
1. Landscaped areas shall be maintained for weeds, organic & inorganic litter.
Cutting and removal of weeds will be directed by the City Landscape Inspector at the Contractors expense whenever a pre-emergence herbicide application has failed.
2. The City expects the Contractor to regularly monitor weed infestations in all LMD areas and take proactive steps to remove weeds before they become an unsightly nuisance. Within landscaped areas, the Contractor shall remove unsightly weeds during their weekly landscape service. The Contractor can expect City punch list if a landscaped area does not meet the performance specification listed below.
3. Weeds are to be mechanically or chemically removed from walkways, walkway cracks, walkway/curb gutter expansion joints, pavers and along fence lines.
4. It is the intention of the city not to allow weeds of the smaller dimensions of three inches (3”) in height or diameter in the landscape. Weeds shall be manually removed by herbicide with green coloring.
5. Sedimentation shall be regularly swept and not allowed to accumulate on utility covers or sidewalks. The Contractor’s inability to complete scheduled maintenance and service identified in these Specifications may be grounds for a non-refundable Two Hundred Fifty Dollar ($250.00) re-inspection fee each week the Contractor fails to meet the Specifications identified on the Maps.
D. Irrigation
Irrigation shall be adjusted to cover and present the best appearance to ensure consistent healthy growing conditions. Irrigation maintenance shall be per “Section 3. Irrigation System” of these specifications.
5.3. Shrubs/Vines
A. Pruning
1. Shrubs and vines shall be pruned to maintain growth within space limitations, to maintain or enhance the natural growth habit, or to eliminate Contract For Region Nine (9) Annual Landscape Maintenance Services Page 12 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions diseased or damaged growth. Some species shall be trimmed appropriately to influence flowering and fruiting, or to improve vigor.
2. Shrubs and vines must be trimmed as needed to permit unobstructed passage to residents or vehicles. Trimming near vehicular entry or exits shall be carried out to prevent line of sight restrictions.
3. Shrubs shall be pruned to conform to the design concept of the landscape.
Individual shrubs shall not be clipped into balled or boxed forms, except where specifically instructed.
4. Contractor shall prune all shrubs and hedges, including but not limited to, the removal of dead and/or broken branches, suckers or sprouts, branches that may hang over walkways, grow through fences or obscure roadway vision. Pruning shall be performed to have shrubs appear neat and orderly at all times.
5. Vines shall be pruned to control growth and direction, and shall not be allowed to grow over windows, doors or other structural features, unless directed by the City. Vines shall not be allowed to grow over the crowns of shrubs or trees.
6. The Contractor shall ensure that appropriate vehicle, tools and crews are available and correctly selected for the various vegetative maintenance tasks within these specifications. Pruning tools shall be kept sharp, clean and disease free. The Contractor shall have a regular (monthly) maintenance service cycle which identifies all dead shrubs or dead and broken branches that will be pruned and removed throughout the Region monthly.
7. The Contractor shall remove all tree and shrub trimmings from the maintenance site the same day of the pruning. At no time shall vegetation be allowed to cover or impede access or visibility of any cross street, utility service, vault or box, street sign, or electrifier.
B. Fertilization
1. All plant material in LMD require the addition of complete nutrients to promote good growth. Fertilizers shall be urea-based or labeled slowrelease and contain nitrogen, phosphate and potash. No nutrients shall be allowed to spill onto walks or into drains. The following Specifications have been prepared to identify what type of nutrient treatment will occur. All nutrients submitted by Contractor must be approved by City prior to purchasing.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 13 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
2. Most shrubs and vines should be fertilized annually. Plants that have reached maturity may not require annual fertilization.
3. All actively growing plants not yet at maturity shall be fertilized yearly during the months of February through March. Contractor shall apply an appropriate slow-release, long-lasting complete fertilizer, controlledrelease fertilizer, or plant tablets at the manufacturer’s recommended application rate.
4. All plants shall be observed for signs of nutrient deficiencies and treated to correct deficiencies throughout the year. Nutrient deficiency shall be brought to the attention of the City and properly identified prior to treatment.
C. Weed Control
1. Landscaped areas are maintained for weeds, organic & inorganic litter.
Cutting and pick-up of weeds will be directed by the City Landscape Inspector at the Contractors expense whenever a pre-emergence herbicide application has failed.
2. The City expects the Contractor to regularly monitor weed infestations in all LMD areas and take proactive measures to remove weeds before they become an unsightly nuisance. Within landscaped areas, the Contractor shall remove unsightly weeds during their weekly landscape service. The Contractor can expect City punch list if a landscaped area does not meet the performance specification listed below.
3. Weeds are to be mechanically or chemically removed from walkways, walkway cracks, walkway/curb gutter expansion joints, pavers and along fence lines.
4. It is the intention of the city not to allow weeds of the smaller dimensions of three inches (3”) in height or diameter in the landscape. Weeds shall be manually removed by herbicide with green coloring.
5. Sedimentation will be regularly swept and not allowed to accumulate on utility covers or sidewalks. The Contractor’s inability to complete scheduled maintenance and service identified in these Specifications may be grounds for a non-refundable Two Hundred Fifty Dollar ($250.00) reinspection fee each week the Contractor fails to meet the Specifications identified on the Maps.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 14 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
5.4. Trees
A. Pruning
1. All trees shall be regularly observed by a Certified Arborist. All tree pruning will be supervised by a Certified Arborist.
2. Pruning must be carried out to permit unobstructed passage to pedestrians and motor vehicles and to prevent sight restrictions near intersections. This means that branches shall be maintained to (10) feet above sidewalks and fourteen feet (14’) above traffic lanes aligned over the face of curb.
3. Mature tree policy – branching greater than three inches (3”) has been determined by the City to require hand or power saws for removal of limbs and requires specific shaping. This may be authorized by a Change Order.
4. Stripping of lower branches (“raising up”) of young trees shall not be permitted. Lower branches shall be retained in a “tipped back” or pinched condition with as much foliage as possible to promote trunk caliper. Lower branches should be cut off only after the tree is able to stand erect without staking or other support.
5. All trees shall be pruned to promote structural strength and to accentuate the natural form and features of the tree.
6. Thinning of certain species and individual specimens may be required to prevent wind damage. Suckers, water sprouts, rubbing and heavily laden branches shall be removed to provide less wind resistance.
7. All trees shall be allowed to grow to their natural genetic form and size, unless specifically noted by the Landscape Inspector.
8. Contractor shall perform inspections after every hard wind and/or rain storm to determine possible damage incurred and make
recommendations for care.
9. The following may be authorized by a Change Order: all trunks and limbs greater than three inches (3”) within the Public Right of Way and residences, leaning or broken due to wind, rain, vandalism, tree debris caused by storms or natural damage, etc. shall be properly pruned and picked up immediately.
10. The Contractor shall ensure that appropriate vehicle, tools and crews are available and correctly selected for the various vegetative maintenance Contract For Region Nine (9) Annual Landscape Maintenance Services Page 15 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions tasks within these specifications. Pruning tools shall be kept sharp, clean and disease free. The Contractor will have a regular (monthly) maintenance service cycle which identifies all dead trees or dead and broken branches that will be pruned and removed throughout the Region.
11. The Contractor shall remove all tree and shrub trimmings from the maintenance site the same day of the pruning. At no time shall vegetation be allowed to cover or impede access or visibility of any cross street, utility service, vault or box, street sign, or electrifier.
B. Staking
The Contractor shall remove staking that has been attached to a tree for three (3) years or more. Stakes shall be inspected, especially after wind and/or rain storms. Stakes and ties shall be in good repair, replaced and maintained in-line at the Contractor’s cost.
C. Fertilizing
1. Shade trees up to a three-inch (3”) caliper shall be fertilized as directed by the City, with an 8-10-10 fertilizer containing micro-elements or equivalent at the rate of one (1) pound per caliper inch of trunk diameter at breast height (DBH).
2. Palm trees shall be fertilized utilizing a 13-3-13 fertilizer containing microelements or equivalent at the rate of one (1) to five (5) pounds per palm, dependent on the truck diameter, generally one-half (½) pounds per inch of trunk diameter as directed by the City.
D. Disease/Pests
1. Monitor any tree for disease or insect infestations – the Contractor shall be expected to provide an advisor’s recommendation should tree health be observed as adverse.
2. Pest control – the Contractor shall identify pests and contact the City before proceeding with any chemical application. The City may authorize this work to combat an infection on any identified tree(s) by issuance of a Change Order.
3. Insect control shall be provided for insects identified by the Contractor or City staff as problematic and shall be treated as needed upon approval of the City. Some specific insects to be controlled include but are not limited to aphids, scale, white fly, thrips, spider mites, and scale.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 16 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
4. All damaged, dead or diseased limbs resulting from weather or pests shall be removed immediately.
5.5. General Pruning Requirements
A. During mid-fall season, at the onset of cold weather, Contractor shall hedge/prune all trees, shrubs and ground cover, one-foot (1’) behind sidewalks, streets, medians, fences and shall provide a one-foot (1’) clearance around all utilities. Contractor shall maintain the clearance behind the curb, walkway or utility infrastructure encroachment throughout the year.
Contractor shall not begin new hedging on any shrubs unless directed by the City. Refer to Contract for any specific scheduling not mentioned in these Specifications. Any shrub areas which are determined by the City to exhibit poor pruning practices with unsightly visible stubbing will result in re-trimming at the Contractors expense. Listed are Special Instructions, which the Contractor will be required to perform:
B. Damaged growth from vehicular incident damage in medians or behind the curb shall be pinched back and pruned to shape new growth. Ground covers, shrubs and trees shall be kept back three feet (3’) from all utilities. Utilities include but are not limited to: fire hydrants, PG&E vaults, manhole covers, telephone or cable TV cabinets, and specific drainage improvements. Areas that are public open space and not formal landscaped areas with utility structures, utility road access and debris flow corridors shall be maintained free of weeds and vegetation in excess of two inches (2”) in height for at least twenty feet (20’) back from the street or sidewalk and two feet (2’) clearance along any fences.
C. Fencing – Contractor shall annually inspect fencing and shall establish a twofoot (2’) pathway and prune any vegetation which has grown into any private fence originating from public property. Hold all shrubbery back from the Fence line by directional pruning or plant growth regulators.
D. Streets – Standard for visual traffic safety, the height shall not exceed three feet (3’) as measured from pavement at the stop sign or corner of the cross traffic. Prune all landscapes at street intersections. Eliminate vehicular line of sight obstructions in all directions for the distances indicated below:
Type of Intersection Site Distance
Residential streets 200 feet
Collector streets 250 feet
Arterial streets 350 feet
E. Distance adjustments for these specifications will be made for medians, slopes, and curves.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 17 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions F. Mature Landscaping – Foliage in landscaping areas, medians, intersections, planting strips, or other maintained areas determined by the City to require more than normal pruning will be identified and maintained at no extra cost, including but not limited to special shaping, view corridor, hard pruning of large plants. The Contractor shall not remove any living tree or shrub without consent from the City.
5.6. Hardscape
A. Cobbled Medians and Streets – Annually during the term of the Contract, the Contractor shall keep all mortared cobble and stamped concrete in the medians, and any other cobbled areas neat and clean in appearance.
B. Decomposed Granite – Contractor is responsible for identifying areas that need repair due to erosion, low spots and natural run off. Repairs are considered a Change Order, Contractor shall verify color and estimate with the Landscape Inspector before installation. Decomposed granite installation shall be to grade, compact, and stabilizer shall be used per manufacturer’s specifications.
C. Signs – Contractor shall immediately contact the City any time that a political sign shows up in the LMD. The City shall provide directions on how the political sign is to be treated. The Contractor shall remove all other signs and stakes identified in public areas.
D. Irrigation controller boxes and utility boxes that pertain to landscaping services shall be painted green and cleaned during the term of the Contract. The Contractor shall repaint any vandalized controller cabinet immediately after any graffiti appears on the cabinet. Stainless steel cabinets should also be cleaned with graffiti remover.
E. Paved sidewalks, medians, bike-paths and patio areas shall be swept or blown off with a power blower on a weekly basis.
5.7. Litter Removal/Debris
A. Objects that are unsightly or present obstacles to mowing and other grounds maintenance operations, including but not limited to: rocks in lawn areas, wind and storm damage items; paper, glass, trash, or debris deposited or blown onto the sites, palm fronds and tree limbs; and illegally posted signs within the Public Right of Way, are to be removed at Contractor’s expense.
B. Litter removal from turf areas and plant beds and designated Right of Way areas shall be completed prior to each mowing operation in the same day.
C. The City reserves the right to request debris removal services upon findings of noncompliance.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 18 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions D. Trash Pick-up – Trash and debris (including cigarette butts) shall be picked up daily each week. Mondays and Fridays are considered exceptionally heavy, and special attention is to be set on major roadways, thoroughfares and highly traffic areas.
E. Parking Lots require daily service for the removal of trash and leaf litter in and around planters, curbs, gutters, parking stalls, sidewalks, etc.
6. Weed Control Standards for Open Space Areas
GENERAL – Vallejo Fire Department Fire Prevention Division Weed Abatement Guidelines are included in these specifications.
SCOPE – This guideline is necessary to provide fire control points and to create or maintain a defensible space around buildings and property lines. Creating defensible space will help minimize fire damage and provide a space or fuel break where firefighters can defend against fire.
CODES AND STANDARDS – Weeds, grass, vines and other growth that are capable of endangering property shall be cut down and removed by the Contractor. Vegetation clearance requirements in the wild land-urban interface areas shall be in accordance with CFC Chapter 49, CFC Section 304.1.2: Vegetation and Title 19, Division 1§307(b): Clearances.
A. Abatement Criteria
Parcels five (5) acres or less must have all combustible growth cut and removed.
A defensible space of thirty (30’) to one-hundred feet (100’) depending on grade and other factors, around all structures, either man-made or natural, in which material is capable of allowing fire to spread unchecked, must be cleared, treated or modified to slow the rate and intensity of an approaching fire.
Roadways, driveways and Fire Department access roads shall be cleared of combustible vegetation equal to the width of the road plus ten feet (10’) on both sides. The contractor must also mitigate any additional fire hazard(s) that are determined by the City's Fire Chief.
Mowing is acceptable. These areas would include but are not limited to biologically sensitive areas or habitats.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 19 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions Mowing with a tractor is sometimes impractical due to terrain. Mowing with a handheld weed-eater is acceptable and referred to as "handwork." In some cases, use of goats and sheep are acceptable abatement practices.
If the Contractor notices the existence of rare, threatened or endangered plants or wildlife on City property, Contractor must notify the City, Department of Fish and Game, or the appropriate agency at least ten (10) days in advance of undertaking the vegetation clearance. If the Contractor is aware of any State or Federally-listed species on the property, then the City, U.S. Fish and Wildlife Service and the Department of Fish and Game should be notified prior to abatement. If a State or Federal candidate or listed species is killed, injured or captured, the Contractor shall report this information to the City, Department of Fish and Game or U.S. Fish and Wildlife Service respectfully.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 20 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions Safety Reminder
1. When mowing weeds, it is imperative to work safely. One small spark from a mower blade hitting a rock can result in fire. All mowing should be completed as early in the morning as possible, while temperatures are low, humidity is high, and grasses are still damp with dew. When mowing always have water, a fire extinguisher and pointed shovel handy. Mow early and often.
FIGURE 1
Defensible Space Zones
Minimum Minimum Minimum
30’ x 30’ x 30’ x 30’ 30’ x 30’ x 30’ x 50’ 50’ x 50’ x 50’ x 100’ Down Slope Down Slope Down Slope
Level 0-10% Moderate Slope 11-30% Steep Slope Greater than 30%
2. The Contractor shall be responsible to cut, trim, or apply herbicides to grasses and broad leaf weeds as directed. Weed height control zones are shown in the attached Maps. Open Spaces shall be cut and maintained to a height of approximately six inches (6”) or less throughout the fire season as defined above. This Contract specifies that the Contractor will provide continuous control of all identified noxious summer broad and narrow leaf weed height for fire safety suppression. All long cutting in excess of three inches (3”) left on the ground and determined by the City to be a fire hazard, may be required to be Contract For Region Nine (9) Annual Landscape Maintenance Services Page 21 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions picked up and removed off-site for disposal. All Open Space areas shall be included in a weekly trash pickup program.
3. The City is seeking to establish narrow grass plant communities in the weed height control zones and eliminate noxious weeds such as thistles, artichoke, etc. and still maintain erosion control. The Contractor could expect new plant communities which will receive treatments which shall enhance cover reproduction.
4. While fire season is in effect, these areas will receive weed height suppression only. Required Regulatory Compliance, the Contractor shall be cognizant of the designated California Department of Forestry start date for "Fire Season" as well as "City of Vallejo Fire Department Standards for Completed Weed Abatement Work" as supplied by the City of Vallejo Fire Department, Weed Abatement Code Enforcement Officer. The Contractor, after five (5) calendar days of the start of Fire Season, shall have completed all weed cutting in the Open Spaces. The fire season for the City of Vallejo officially begins May 1st of each year unless CDF or USFS declare Fire Season to be officially opened prior to that date. If the Contractor fails to comply with this requirement, the City reserves the right and shall have the work done at the Contractor’s expense.
Total Abatement costs for cuttings, mowing and hauling will be deducted from the Contractor's future regular monthly payments.
5. Pre-emergence of the ground to control plants on weed height control zones is not permitted without approval by the City. Indiscriminate ground sterilization by the application of herbicides in any Open Space may constitute forfeiture of monthly payments until recovery of a well-rooted population. Where slopes have been stripped and sterilized of a rooting population by the Contractor, Contractor shall provide ongoing erosion control measures per City Specifications at no expense to the City.
6. The Contractor will start planning the weed height control program in the month of December. This Open Space weed height control program will be presented to the City for approval by January 15th. The January payment will be withheld if the Contractor fails to meet or provide in writing to the City the Open Space weed height control program for the coming fire season.
7. Asphalt pathways and trails identified on the Maps will receive a one-foot (1’) wide, weed free, height control zone on each side of the four foot (4’) wide trail.
The asphalt portion of the trail shall be weed free within the pavement cracking.
8. Only edge the weeds next to structures such as V-ditches, culverts, sub-drain outlets, rock dissipater, catch basins, etc.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 22 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
9. Mechanical control of weed height may be performed in lieu of chemical control with authorization by the City. The Contractor will obtain approval from the City before utilizing heavy equipment to perform flail mowing, rotary mowing, and other generally approved mowing methods.
10.Develop a pre-emergence program for all landscaped areas and fence lines abutting the LMD.
11.The Contractor’s inability to complete scheduled fire prevention service identified in these Specifications may be grounds for a Two Hundred Fifty Dollar ($250.00) non-refundable re-inspection fee each week the Contractor fails to meet the Specifications identified on the Maps.
7. Integrated Pest Management Program (IPM)
A. The Contractor shall be licensed as a Pest Control Advisor or list a subcontractor licensed specialist to legally plan the annual Weed Height Control program and identify any pest management problems which may arise in the District.
B. The Contractor shall be familiar with various Integrated Pest Management (IPM) programs and is required to develop an IPM plan to effectively eradicate any diseases or pests which develop during the duration of this Contract.
C. The development and application of chemicals for the IPM program shall be the responsibility of the Contractor and will not be considered an Extra Work Order.
The City may, on demand, review all labels, licenses, certificates, categories, permits, or recommendations before chemicals are applied.
D. The written IPM plan and a label and Material Safety Data Sheets (MSDS) binder must be submitted each Contract year to the City for each pesticide to be used in any Region by January 1st. These items must be submitted to the City prior to commencement of initial contract or renewal for optional year extension.
E. Pest control methods may include but are not necessarily limited to the following:
1. Pre-emergent herbicide applications
2. Post-emergent herbicide applications
3. Mechanical cultivation and disposal
4. String line trimming or mowing
5. Chemical growth regulators
6. Tree injection
7. Aquatic herbicide applications
8. Traps
9. Pre-bait and poison bait techniques
10.Debris or food source removal
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 23 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
11.Water jetting
12.Insecticide, fungicide, or other pesticide applications
13.Verdant and dormant spraying
14.Management of vector, host, predator, or grazing populations
15.Repeated control methods as necessary
16.Poison gas or fog applications
F. Chemical Sterilant – presently, City staff evaluates the use of certain pre-emergent chemicals within the LMD. It is the City’s intention at this time to restrict the use of Simazine or any pre-emergence which mimic’s Simazine to strictly crack and crevice work in the street unless otherwise approved by the City.
G. The Contractor shall be expected to provide a year-round control program for the control of snail and slug populations, specifically applications to ground covers along residential fence lines. It is unacceptable to find populations of these pests building up within ivy and other ground covers, inside of valve boxes, on structures, or within the canopy of plant material at any time of the year.
H. Pre-Emergent
1. Pre-emergent must receive 0.511 of rain or be watered within ten (10) days of application.
2. Areas seeded with wild-flowers shall be identified by the City and shall not be treated with pre-emergent herbicide.
I. Post-Emergent
1. All areas shall be kept free of weeds. Chemical and/or mechanical means may be used as appropriate. If any weeding is not performed, maintenance will be considered unsatisfactory.
2. Before applying herbicides, the type of weed shall be identified, and the control selected accordingly, using the most effective control for the species, the location and the season.
3. Weeds shall not be allowed to grow in paved areas such as driveways, walks, curbs, gutters, etc. Weeds may be removed manually or sprayed with an herbicide. Dead weeds shall be removed from the paved areas.
4. Contractor shall provide the labeling (MSDS) for each herbicide proposed before the product is applied.
5. Post-emergent shall be sprayed at the manufacturer’s recommended rates.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 24 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions
6. Weeds shall be controlled in turf areas. Mowing is not an acceptable method for weed control.
J. Policy – as an integral part of this program, the City shall require all employees, developers and contractors doing City work requiring the use of pesticides, herbicides and fertilizers to submit to the City: 1) a copy of MSDS for the proposed chemicals, 2) a use report, and 3) the location of application. The aforementioned will also be required to comply with City of Vallejo Pesticide Treatment Posting and Notification Policy (Attachment D). City of Vallejo will establish an IPM Coordinator as the central point of contact and record keeper for the IPM Program.
8. Trail and Pathways
8.1. Year-round, concrete, asphalt, gravel, and decomposed granite pathways shall be kept weed and vegetation free. Each side of the path shall have a one-foot clearance of weeds and vegetation.
8.2. Year-round, trails shall be kept weed and vegetation free at four (4) feet wide.
On a quarterly basis, pathways and trails will be inspected for safety and function of: surface conditions, signage, bollard placement, head-height clearance, erosion, fencing, gates and locks.
9. Inspections, Defaults and Payment
A. For landscape maintenance services not completed as scheduled, the City will withhold the monthly invoice and may charge a Two Hundred Fifty Dollar ($250.00) non-refundable re-inspection fee to the Contractor. The withheld payment minus the re-inspection fee will be released upon satisfactory completion of the landscape maintenance service.
B. Before award of the contract, the Contractor and City shall meet to discuss schedule of services, calendar, IPM Program and weed height control program. It is the Contractor's responsibility to ensure that management, supervision, sufficient labor, equipment, and materials are estimated, planned and scheduled for the Region. The Contractor, through his/her General Superintendent, is expected to coordinate the efforts of maintenance operations and personnel to provide the best long-term benefit to the LMD.
9.1. Inspections
i. The City shall evaluate landscape services performed in the LMD on a regular basis. The City does not give ongoing supervision to the Contractor’s forces.
The Contractor’s Area Manager shall monitor the work and provide direction to the work force in the LMD.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 25 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions ii. The City and the Contractor’s Manager shall meet on a weekly basis to ensure the LMD is in compliance and provide the services necessary to complete the maintenance tasks described in these specifications.
iii. The Contractor will be required to accompany the Landscape Inspector or other City representative in person on a monthly drive-through inspection for contract compliance which may generate a punch list. The Contractor is also expected to take notes during such inspections. Notes will be made with reference to current maps.
iv. The Contractor shall be responsible to notify the City that the LMD is ready to begin the following three specific final inspections at the end of this Contract.
The end of contract inspection will be held on June 16 or by the first of the month. Monthly payments shall be held in full for noncompliance on any of these inspections.
90 Day - The City could request the contractor to conduct an Irrigation main line test for ruptures or leakage. The Contractor will report any leaks and shall make necessary repairs. No visible leaks shall be accepted. Cutting and pickup of weeds and application of a pre- and post-emergence herbicide will be required whenever a previously scheduled pre-emergence herbicide application has failed. Dead shrubs and trimming shall be in compliance with these specifications. Progress on all remedial actions will be evaluated prior to approval of monthly payments. The City will work with the Contractor to ensure they are in compliance.
60 Day - Provide a PCA recommendation and apply a post emergent systemic herbicide on weeds remaining for areas, determined by the Landscape Inspector, which have completely failed in the contractors IPM program. This will be required whenever a pre-emergence herbicide application has failed within this contract and the landscape is unacceptable. Progress on all remedial actions will be evaluated prior to approval of monthly payments. The City will work with the Contractor to ensure they are in compliance. 30 Day - Final acceptance walk-through to inspect and evaluate the condition of the Region for incumbent contractor extension or contractor turnover. A final punch list may be provided to the Contractor to be completed by end of Contract date.
Contractor Transition: Upon the expiration of this Contract all remaining items on any punch list shall be deducted from the final billing and will be completed by the incoming Contractor.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 26 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions v. No Change Order/Extra Work will be performed by the regularly assigned maintenance personnel.
9.2. Defaults, Diligent Prosecution of Work, Termination of Contract for Failure to Prosecute Work Diligently
i. As a material part of this Contract, the Contractor shall diligently prosecute and complete all described items of work specified herein. In the event the City determines that the work is not being completed with diligence, as evidenced by the LMD not being maintained in accordance with these Specifications herein or otherwise, the City shall inform the Contractor in writing of the specific area of deficiency within the LMD. The Contractor thereafter shall have ten (10) calendar days in which to comply with the City's deficiency letter. ii. In the event the Contractor does not complete the deficient work by the assigned date and evidence of non-compliance within the written Contract exists, the Contractor shall be recommended to the Director of Public Works for immediate termination of the Contract, or if there is compliance but thereafter, the work in the future is again not performed diligently, the City will immediately take the above written steps to terminate the Contract for cause.
The City shall give written notification for extending or termination of the contract on or before April 1st of each year.
iii. Replacements and Additional Maintenance to be included – the following items listed will clarify other landscape maintenance and material requirements which may not be included elsewhere in these Specifications:
Warranty – Plant materials damaged due to the Contractor's maintenance practices or non-performance of services shall be replaced with like material at no cost to the City. Upon notification from the City, replacements shall follow Section 5 of the City of Vallejo Standard Specifications. Replacement plant stock shall be inspected by the City prior to planting to verify proper sizing, healthy rooting, and vigor.
10. Schedule of Landscaping Maintenance Services
A. Upon award of contract, the maintenance Contractor is required to provide a detailed twelve (12) month calendar indicating the proposed work schedule prior to July 1 of each award year. The calendar must include, but is not limited to, details of the following: fertilization, aeration, tree trimming, mulching, painting of controllers, etc. The City may change requirements as based upon seasonal or other considerations. The calendar must detail the minimum typical monthly Schedule of Landscape Services.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 27 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions B. The schedule on pages D-27 through D-30 are a suggested guide for reference, please refer to the standards in this contract for timeline requirements.
10.1. Schedule:
July
1) Continue maintaining ground covers away from fences and other features. 2) Continue maintaining line of sight obstruction at street intersections. 3) Continue maintaining vegetation along medians, streets, sidewalks, retaining walls, etc.
August
1) Continue completing maintenance care per Specifications. 2) Begin cutting out spent blossom spikes on shrubs such as Agapanthus, Echium, Moraea, Hemerocallis, Tulbaghia, Roses, etc. This is to be a weekly task to be carried out throughout the winter until spent blossom spikes subside. 3) Continue edging vegetation along medians, streets, sidewalks, retaining walls, etc.
4) Continue pruning vegetation for line of sight obstruction at street intersections.
September
1) Continue completing maintenance care per Specifications. 2) Continue pruning vegetation for line of sight obstruction at street intersections. 3) If identified on the Maps start to prune trees.
4) Continue maintenance of all v-ditches and compact soil along edges to prevent water access to beneath v-ditch.
5) Warrantee replacement plant list determined by the City.
October
1) Continue completing maintenance care per specifications. 2) Continue pruning trees, as in September.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 28 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions 3) Complete and check to be sure all appropriate shrubs and ground covers have been trimmed, edged, and sprayed to maintain desired shape through winter months.
4) Maintain drain grates, culverts, drainage ditches, and catch basins to be sure they are clear of all debris and vegetation.
5) Per the Specifications, continue maintenance leaf litter removal program along gutters, landscape frontages, medians, sidewalks, planter beds, and beneath identified plant canopies.
6) Begin warrantee plant replacement program.
November
1) Continue maintenance care per Specifications, specifically leaf litter removal program along gutters, landscape frontages, median, sidewalks, planter beds, and beneath identified plant canopies.
2) Maintain drain grates, culverts, drainage ditches, and catch basins to be sure they are clear of all debris and vegetation.
3) Complete warrantee replacement plantings.
December
1) Continue completing maintenance care per Specifications, specifically leaf litter removal program along gutters, landscape frontages, median, sidewalks, planter beds, and beneath identified plant canopies. This is to be as specified and completed throughout the fall and winter until leaf drop subsides. 2) Meet with the City to establish a program for weed control in Open Space areas for the following calendar year.
3) Continue weekly leaf litter removal in all areas.
4) Maintain drain grates, culverts, drainage ditches, and catch basins to be sure they are clear of all debris and vegetation as well as stamped concrete and entrance Monuments.
5) Power wash cobble, stamped concrete and entrance monuments.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 29 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions January
1) Continue completing maintenance care per Specifications, specifically leaf litter removal program along gutters, landscape frontages, median, sidewalks, planter beds, and beneath identified plant canopies.
2) Continue to maintain drain grates, culverts, drainage ditches, and catch basins to be sure they are clear of all debris and vegetation.
February
1) Continue completing maintenance care per Specifications. 2) Complete fertilizer application required for all sites. Refer to Section 5, Landscape Maintenance Standards.
3) Continue pruning of landscapes.
4) Tip back Salvia greggii and all other irregularly shaped shrubs. 5) Continue maintenance of drain grates, culverts, drainage ditches, and catch basins to be sure they are clear of all debris and vegetation.
March
1) Continue maintenance care per Specifications. Fertilize all Rose species in final two (2) weeks of this month (Inspection required).
2) Continue pruning vegetation for line of site obstruction at street intersections. 3) Continue edging vegetation along medians, sidewalks, retaining walls, etc. 4) Continue vigorous regime of snail control.
5) Complete dormant pruning of trees, shrubs, and vines. 6) Continue to maintain drain grates, culverts, drainage ditches, and catch basins to be sure they are clear of all debris and vegetation.
April
1) Continue completing maintenance care per Specifications. 2) Continue pruning vegetation for line of site obstructions at street intersections.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 30 of 30 Exhibit A – Plans and Specifications: Section D – Special Provisions 3) Continue to check for aphid and other infestations in shrubs, ground covers, and trees.
4) Contractor shall have completed firebreaks in Open Spaces. All Open Spaces are chemically treated or cut for April payment.
5) Continue maintenance of drain grates, culverts, drainage ditches, and catch basins to be sure they are clear of all debris and vegetation.
May
1) Continue completing maintenance care per Specifications. 2) Complete all deficient grass and weed height control areas. Be aware, Fire Season has started for the City of Vallejo and additional cutting may be warranted for the remainder of the dry season, per Specification. 3) Continue edging vegetation along medians, streets, sidewalks, retaining walls, etc.
4) Continue pruning vegetation for line of sight obstruction at street intersections. 5) Continue pruning vegetation for line of sight.
6) Provide a PCA recommendation and apply a post-emergent systemic herbicide on weeds remaining for areas determined by the Landscape Inspector which have completely failed in the Contractors IPM program. This will be required whenever a pre-emergence herbicide application has failed within this contract and the landscape is unacceptable. Progress on all remedial actions will be evaluated prior to approval of monthly payments.
June
1) Continue completing maintenance care per Specifications. 2) Summer watering irrigation controller program completed. 3) Complete pruning vegetation for line of sight obstruction at street intersections. 4) Complete edging vegetation along medians, streets, sidewalks, retaining walls, etc.
Inspection: Final acceptance walk-through to inspect and evaluate the condition of the LMD for incumbent contractor extension and contractor turnover. A final punch list may be provided to the Contractor to be completed by end of Contract date, June 30th.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 1 of 7 Exhibit A – Plans and Specifications: Section D – Special Provisions: Locations REGION 9 MARE ISLAND CCOMMUNITY FACILITY DISTRICT (CFD) 113 LOCATIONS The following areas are located within Region 9: FLAGSHIP DRIVE 1A, FARRAGUT VILLAGE UNIT 1 (AREA 6A), FARRAGUT VILLAGE UNIT 3 (AREA 6C), FARRAGUT VILLAGE UNIT 4 (AREA 6B), AZUAR DRIVE (AREA H4 & H5). The descriptions of the subdivisions within Region 9 are given as an aid to the contractor to locate the landscaped and firebreak areas. Maps enclosed within this contract are the leading document and, as such, will be the document used by the Landscape Manager and Inspectors to verify completion of work within each CFD. The following are brief descriptions of the areas that the contractor is responsible for within the aforementioned locations, but not necessarily limited to:
1) Flagship Drive 1A
A. Kansas Street
1. Both sides of Kansas Street from the edge of the curb to the front of sidewalk.
2. Southeast and northeast corners of Kansas Street at intersection of Azuar Drive from the back of the sidewalk to the wood border/boundary line.
B. Flagship Drive
1. All center medians along Flagship Drive from Azuar Drive to approximately 100 feet southeast of Tisdale Avenue.
2. Between Azuar Drive and East Poplar Street, from the edge of the curb to the front of the sidewalk (at Eucalyptus Grove, include from the back of the sidewalk to the boundary line).
3. Parking stall areas on the north side of Apricot Lane and on the north side of East Poplar Street.
4. Along the east side of Flagship Drive, from East Poplar Street to approximately 100 feet southeast of Tisdale Avenue, from the edge of the curb to the front of the sidewalk.
5. Between Azuar Drive and Klein Avenue, from the edge of the curb to the front of the sidewalk and in back of the sidewalk to private fence line/concrete wall/boundary line.
6. From Klein Avenue to approximately 100 feet southeast of Tisdale Avenue, from the edge of the curb to the front of the sidewalk.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 2 of 7 Exhibit A – Plans and Specifications: Section D – Special Provisions: Locations 2) Farragut Village Unit 1 (Area 6A)
A. Poplar Avenue and Kirkland Avenue.
1. From the edge of the curb to the front of the sidewalk.
B. Crisp Avenue
1. Both sides of Crisp Avenue between Poplar Avenue and Klein Avenue, from the edge of curb to the front of the sidewalk and from the back of sidewalk to the concrete
wall/boundary line.
2. South side of Crisp Avenue between Klein Avenue and
Tisdale Avenue, from the edge of the curb to the front of the sidewalk and from the back of the sidewalk to the concrete wall/boundary line.
3. North side of Crisp Avenue between Klein Avenue and
Tisdale Avenue, from the edge of the curb to the front of the sidewalk.
4. Behind the homes from 240 Crisp Avenue to 671 Tisdale Avenue, from private fence line out approximately twentyfive feet (25’).
C. Klein Avenue
1. Both sides of Klein Avenue, from the edge of the curb to the front of the sidewalk.
2. Behind the homes from 300 Klein Avenue to 240 Crisp
Avenue, from private fence line out approximately fifteen feet (15’).
D. Tisdale Avenue
1. Both sides of Tisdale Avenue, from the edge of the curb to the front of the sidewalk.
2. Behind the homes from 589 Tisdale Avenue to 671 Tisdale Avenue, from private fence line out approximately fifteen feet (15’).
3. Parking lot area between 589 Tisdale Avenue and 601
Tisdale Avenue.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 3 of 7 Exhibit A – Plans and Specifications: Section D – Special Provisions: Locations E. Reeves Avenue
1. All center median islands from Poplar Avenue to Tisdale Avenue.
2. Both sides of Reeves Avenue, from the edge of the curb to the front of the sidewalk and from the back of the sidewalk to the concrete wall/boundary line (including the ivy).
F. Crescent Park
1. From the edge of the curb on Poplar Avenue to the back of the sidewalk on Flagship Drive. Exclude GVRD Tot Lot.
G. Laws Avenue
1. Both sides of Laws Avenue from the edge of the curb to the front of the sidewalk and from the back of the sidewalk to the concrete wall/boundary line (including the ivy).
H. Flagship Drive
1. From 300 Klein Avenue to the end of the property at 672 Kirkland Avenue, from the back of the sidewalk to the
concrete wall/boundary line (including the ivy).
3) Farragut Village Unit 3 (Area 6C)
A. Rickover Street
1. South side of Rickover Street between Azuar Drive and Flagship Drive, from the edge of the curb to the front of the sidewalk.
2. Parking lot area at Madrone Avenue.
B. Flagship Drive
1. East side of Flagship Drive, from Rickover Street to approximately seventy-five feet (75’) southeast of Tisdale Avenue, from the back of the sidewalk to the boundary line.
C. Azuar Drive
1. West side of Azuar Drive, from Rickover Street to the end of the turn-about at Sundance Avenue, median islands and
from the edge of the curb to the front of the sidewalk.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 4 of 7 Exhibit A – Plans and Specifications: Section D – Special Provisions: Locations
2. East side of Azuar Drive, from 10th Street to the end of the turn-about at Sundance Avenue, median islands and from
the edge of the curb to the front of the sidewalk.
D. Sundance Avenue
1. North side of Sundance Avenue, from the edge of the curb to the front of the sidewalk.
E. Tisdale Avenue
1. Both sides of Tisdale Avenue, between Azuar Drive and Madrone Circle, from the edge of the curb to the front of the sidewalk.
2. Both sides of Tisdale Avenue, between Madrone Circle and Flagship Drive, from the edge of the curb to the front of the sidewalk and from the back of the sidewalk to the boundary line (wood border/concrete wall/private fence).
F. East side of Madrone Avenue
1. Between Rickover Avenue and Madrone Circle, from the edge of the curb to the front of the sidewalk and from the back of the sidewalk to the boundary line (wood
border/concrete wall/private fence).
2. Between 910 Madrone Avenue and 1040 Madrone Avenue,
from the edge of the curb to the front of the sidewalk.
3. Between 1060 Madrone Avenue and Sundance Avenue,
from the edge of the curb to the front of the sidewalk and from the back of the sidewalk to the boundary line (wood border/concrete wall/private fence).
G. West side of Madrone Avenue
1. Between Rickover Avenue and Sundance Avenue, from the edge of the curb to the front of the sidewalk.
H. Prospect Circle
1. Along the side of 911 Madrone Avenue, from the curb to the private fences (including the ivy) and between the wood borders/boundary line.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 5 of 7 Exhibit A – Plans and Specifications: Section D – Special Provisions: Locations
2. Along the side of 910, 911, 971 and 981 Prospect Avenue, from the curb to the private fences (including the ivy) and between the wood borders/boundary line.
I. Madrone Circle
1. Along the sides of 910 Madrone Avenue and 1040 Madrone Avenue, from the edge of the curb to the private fences and between the wood borders/boundary line.
J. Madrone Place
1. Along the side of 1091 Madrone Ave, from the edge of the curb to the private fence and between the wood
borders/boundary line.
4) Farragut Village Unit 4 (Area 6B)
A. Azuar Drive
1. West side of Azuar Drive, from Flagship Drive to the corner of Rickover Street, from the edge of the curb to the front of the sidewalk.
2. On the southwest corner of Azuar Drive and Flagship Drive, from the back of the sidewalk to the wood border/boundary line.
B. East Poplar Street
1. North side of East Poplar Street, between Azuar Drive and Flagship Drive, from the edge of the curb to the front of the sidewalk.
2. South side of East Poplar Street, between Azuar Drive and Flagship Drive, from the back of the sidewalk to the wood border/boundary line and the parking stall area.
C. 7
th Street
1. Both sides of 7th Street, between Azuar Drive and Flagship Drive, from the edge of the curb to the front of the sidewalk and from the back of the sidewalk to the boundary line (wood border/concrete wall/private fence).
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 6 of 7 Exhibit A – Plans and Specifications: Section D – Special Provisions: Locations D. Butterfly Lane
1. South side of Butterfly Lane (across from 740 Oscar Street), from the edge of the curb to the wood fence/boundary line.
E. Oscar Street
1. West side of Oscar Street, between East Poplar Street and Apricot Lane, from the edge of the curb to the front of the sidewalk and from the back of the sidewalk to the private fence.
2. Both sides of Oscar Street, between East Poplar Street and Oscar Lane, from the edge of the curb to the front of the sidewalk.
3. The parking lot area on Oscar Street at Oscar Lane (on the north side of 621 Oscar Street).
F. Flagship Drive
1. Walkway between units 1014 and 1018.
2. Walkway between units 1030 and 1034.
5) Azuar Drive (Area H4/H5)
A. Azuar Drive
1. In front of 1441 Azuar Drive, from the edge of the curb to the front of the sidewalk closest to the street and from the back of the sidewalk closest to the street to the front of the sidewalk closest to unit 1441.
B. Club Drive
1. In front of 1451 Azuar Drive, from the edge of the curb to the front of the sidewalk closest to the street and from the back of the sidewalk closest to the street to the front of the sidewalk closest to unit 1451
6) Coral Sea (8D)
A. Flagship Drive
1. All planting strips form curb to sidewalk along Flagship Dr.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 7 of 7 Exhibit A – Plans and Specifications: Section D – Special Provisions: Locations B. Preston Street
1. All planting strips form curb to sidewalk along
Preston Street from Flagship Drive to Montclair Street.
2. All ornamental landscape from fenceline to sidewalk on Preston Street from Flagship Drive to Montclair Street.
C. Montclair Street
1. All planting strips form curb to sidewalk along Montclair Street.
2. All ornamental landscape on back of sidewalk of easement with controller and backflow on it.
3. Firebreak Parcel A on slope continuing behind Montclair and around to Club Drive.
D. Nereus Street
1. All planting strips from curb to sidewalk along Nereus Street.
2. All ornamental landscape from fence to sidewalk along Nereus Street.
E. Club Drive
1. All planting strips form curb to sidewalk on Club Drive.
2. All ornamental landscape from back of sidewalk to fenceline on Club Drive from Flagship to the back of 1457/1461
Montclair Street.
7) B-4 Basin (location- Mesa Road between 13th Street and Ribeiro Road- west of Building M37)
1. All ornamental landscape inside fence.
2. basin irrigation system
3. Trash and litter removal.
OVERVIEW
1" = 400' 1
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J. OLSON 0
GRAPHIC SCALE 1"=400'
400 200 400
FARRAGUT
VILLAGE UNIT 1 6A
(SEE SHEET 2)
FLAGSHIP
DRIVE 1B/ 1C
(SEE SHEET 7)
1B & 1C
1A
H4 & H5
(SEE SHEET 8)
COLOR TYPE TOTAL
CFD-113 - LANDSCAPE TOTALS
FLAGSHIP
DRIVE 1A
(SEE SHEET 6)
FARRAGUT
VILLAGE UNIT 3 6C
(SEE SHEET 4)
FARRAGUT
VILLAGE UNIT 4 6B
(SEE SHEET 3)
1A KANSAS ST
(SEE SHEET 5)
B4 BASIN
(SEE SHEET 9)
0 GRAPHIC SCALE 1"=125'
125 62.5 125
FARRAGUT VILLAGE UNIT 1 (AREA 6A)
1" = 125' 2
COLOR TYPE TOTAL
6A - LANDSCAPE TOTALS
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1" = 100' 3 0
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COLOR TYPE TOTAL
6B - LANDSCAPE TOTALS
FARRAGUT VILLAGE UNIT 3 (AREA 6C)
1" = 100' 4 0
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100' 50' 100'
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COLOR TYPE TOTAL
6C - LANDSCAPE TOTALS
0'
GRAPHIC SCALE 1"=80'
80' 40' 80'
COLOR TYPE TOTAL
KANSAS ST 1A - TOTALS
FLAGSHIP DR. / KANSAS ST. (AREA 1A)
1" = 80' 5
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FLAGSHIP DR. 1A
1" = 100' 6 MATCHLINE - SEE BELOW RIGHT 0
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KIRKLAND AVE.
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J. OLSON MATCHLINE - SEE ABOVE LEFTKLEIN AVE. POPLAR AVE.
MATCHLINE 1B/1C (SEE PAGE 6)
KLEIN AVE.
AZUAR DR.
%1.14 6;2' 616#.
(.#)5*+2#Ä616#.5
84 M63
M60
MONTCLAIR ST.
PRESTON ST
FLAGSHIP DR
POMPANO ST.
CLUB DR.
BUILDING
M37
M63
M60 NEREUS ST. CORAL SEA VILLAGE 8D, FLAGSHIP DR. 1B/1C 1" = 100' 7
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J. OLSON MATCHLINE (SEE BELOW RIGHT) MATCHLINE (SEE ABOVE LEFT) MATCHLINE 1A (SEE PAGE 6) KIRKLAND AVE. FLAGSHIP AVE. 0 GRAPHIC SCALE 1"=100'
100' 50' 100' 0
GRAPHIC SCALE 1"=150'
150' 75' 150'
%1.14 6;2' 616#.
%14#.5'#8+..#)'&Ä616#.5
%1.14 6;2' 616#.
(.#)5*+2$ %Ä616#.5
COLOR TYPE TOTAL 0
GRAPHIC SCALE 1"=50'
50' 25' 50'
AZUAR DRIVE (AREA H4 & H5)
1" = 50' 8
AZUAR DRIVE
(H-5)
CLUB DRIVE
BLDG H-73
(H-4)
1451 1441
H4 & H5 LANDSCAPE - TOTALS
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MESA RD NEREUS ST
COLOR TYPE TOTAL
B4 BASIN LANDSCAPE - TOTALS 13TH ST
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 1 of 3 Exhibit B – Compensation
EXHIBIT B
COMPENSATION
1. Contractor’s Compensation.
A. Services: City agrees to pay Contractor, at the rate(s) specified below, for those services set forth in Exhibit A of this Agreement and for all authorized reimbursable expenses, for a total not to exceed one million four hundred thirty thousand three hundred fifty dollars and eight cents ($1,430,350.08).
2. Appropriate Billable Hourly Rates for Services and Additional Services. Contractor’s billable hourly rates shall be as listed in Attachment 1 of Exhibit B, attached hereto and incorporated herein by this reference.
3. Measurement and Payments
A. Claims Against the Contractor – The LMM may withhold from any INVOICE due the Contractor, a sum sufficient to protect the City from loss on account of (1) Claims filed or reasonable evidence indicating probable filing of claims; (2) Defective work not remedied; (3) Failure of Contractor to make payments properly to subcontractors or for material or labor; (4) A reasonable doubt that the contract can be completed for the balance then unpaid; (5) Damage to another Contractor on the project, which amounts withheld will be paid upon removal of grounds for withholding payment; or (6) Any other reason specified in the contract as grounds for withholding such payments.
B. Contractor Claims Against the City – Effective January 1, 1991, the California Legislature has enacted a requirement that all contract claims of Three Hundred Seventy-Five Thousand Dollars ($375,000.00) or less on local government public works contracts must be submitted to mediation and judicial arbitration. Article 1.5 (Sections 20104 through 20104.8, inclusive) of Chapter 1 of Part 3 of the Public Contract Code concerning Resolution of Construction Claims, is hereby incorporated into this agreement.
C. Force Account Payment – Work requiring force account payment shall be made as specified in the Standard Specifications.
D. Vandalism Repairs – Vandalism incidents are to be reported to the City and a Work Order will be issued to authorize the repair. If the damage creates an immediate public hazard, the Contractor shall take immediate actions to safeguard the public and/or City property. The Contractor shall Contract For Region Nine (9) Annual Landscape Maintenance Services Page 2 of 3 Exhibit B – Compensation
immediately contact the City for authorization to be reimbursed. The Contractor shall use personnel available to make the necessary repairs and make the area safe for the public. Provide all commercial invoicing for materials, which shall include unit prices and total cost plus fifteen percent (15%) for coordination and overhead to the Contractor. Include total for labor at pursuant to the rates agreed upon with the City.
E. Monthly Payments – The City will make monthly payments to the Contractor for landscape service completed within the Region for the previous month.
The invoice may not be submitted until all items on the calendar of events have been completed in “Exhibit A, Section D, 10. Schedule of Landscaping and Irrigation Maintenance Services." The Contractor's representative and the Landscape Inspector may negotiate a change in the monthly schedule based upon seasonal impacts. This revision to services must be agreed upon prior to any billing.
The monthly payment invoice shall be submitted and shall clearly identify the Contractor, mailing address, California Contractor's license number, business phone number, fax number, invoice number, and billing date. The invoice will be totaled and shall match the Bid Sheet. The invoice may not be submitted until after the first day of the subsequent month of service.
Request for payment shall be submitted to:
Region Nine (9) LMD
Public Works – Engineering
City of Vallejo
555 Santa Clara Street
Vallejo, CA 94590
Should the landscape maintenance service not meet the Specifications in “Exhibit A, Section D – Special Provisions” and is deemed unsatisfactory, the Contractor's invoice will be held by the City. No further payments will be authorized until the Region is brought into compliance. If two (2) consecutive monthly invoices are withheld and a Two Hundred Fifty Dollar ($250.00) re-inspection fee has been deducted because the LMM deems that the Region is being maintained in an unsatisfactory condition, the City may implement default procedures outlined in these Specifications, see “Exhibit A, Section D. 9. Inspections, Defaults and Payment.” F. Travel and Subsistence Payments – In accordance with the provisions of Section 1773.8 of the Labor Code of the State of California, the successful bidder will be required to pay each workman travel and subsistence payments needed to execute this project, as such, the travel and subsistence payments are defined in the applicable collective bargaining agreements and filed in accordance with Section 1773.8 of the Labor Code Contract For Region Nine (9) Annual Landscape Maintenance Services Page 3 of 3 Exhibit B – Compensation
of the State of California. Full compensation for conforming to the requirement of this section shall be considered as included in the prices paid for the various contract items of work involved and no additional compensation will be allowed. All work originates in the City of Vallejo. The City will not pay for travel or transportation associated with maintenance contract, emergency call out, or extra work projects.
G. Withholding of Payment – THE CITY MAY WITHHOLD PAYMENT OF ANY
MONTHLY MAINTENANCE INVOICE AND ANY OF THE FINAL THREE
(3) MONTHLY INVOICES PRIOR TO THE END OF THIS ANNUAL
CONTRACT (APRIL, MAY, AND JUNE, SEE “EXHIBIT A, SECTION D. 9.
INSPECTIONS, DEFAULTS AND PAYMENT”). These withholdings will only be returned to the Contractor upon satisfactory completion of the Specifications minus any re-inspection fee. The deadline for Contract completion is June 30th of the Contract year. This option will not in any way restrict the City from refusing total payment for any of the last three months should there be cause to do so by terms of these contract specifications.
4. Accounting Records of Contractor. Contractor shall maintain for three (3) years after completion of all services hereunder, all records under this Agreement, including, but not limited to, records of Contractor’s direct salary costs for all Services and Additional Services performed under this Agreement and records of Contractor’s Reimbursable Expenses, in accordance with generally accepted accounting practices. Contractor shall keep such records available for audit, inspection and copying by representatives of the City’s Finance Department or other government agencies during regular business hours upon twenty four (24) hours’ notice.
The obligations of Contractor under this section shall survive this Agreement.
5. Taxes. Contractor shall pay, when and as due, any and all taxes incurred as a result of Contractor’s compensation hereunder, including estimated taxes, and shall provide City with proof of such payments upon request.
6. Taxpayer Identification Number. Contractor shall provide City with Contractor’s complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service, and any other State or local tax identification number requested by City.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 1 of 4 Exhibit C – Insurance Requirements
EXHIBIT C
INSURANCE REQUIREMENTS
Contractor shall procure and maintain for the duration of this Agreement, including any extensions thereto, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of services hereunder by the Contractor, their agents, representatives, or employees or subcontractors. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum Insurance coverage requirements and/or limits shall be available to the Additional Insured. Furthermore, the requirements for coverage and limits shall be (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; whichever is greater. No representation is made that the minimum Insurance requirements of this agreement are sufficient to cover the obligations of the Contractor under this agreement.
1. Minimum Scope of Insurance. Coverage shall be at least as broad as:
A. Insurance Services Office form number GL 0002 covering Comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
B. Insurance Services Office form number CA 0001 covering Automobile Liability, code 1 any auto and endorsement CA 0025.
C. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance.
2. Minimum Limits of Insurance. Contractor shall maintain limits no less than:
A. General Liability: $5,000,000 per occurrence for bodily injury, personal injury, and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
B. Automobile Liability: $5,000,000 per accident for bodily injury and property damage.
C. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than Contract For Region Nine (9) Annual Landscape Maintenance Services Page 2 of 4 Exhibit C – Insurance Requirements
$1,000,000 per accident for bodily injury or disease. If Contractor is not subject to California Workers’ Compensation requirements, Contractor shall file a completed Request for Waiver of Workers’ Compensation Insurance Form which may be obtained from the City prior to commencing any activity authorized hereunder.
3. Deductible and Self-Insured Retention (SIR). Any deductibles or selfinsured retention must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or selfinsured retention as respects the City of Vallejo, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. All SIRs must be disclosed to the City’s Risk Manager for approval and shall not reduce the limits of liability. Policies containing any SIR provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named Insured or the City.
4. Other Insurance Provisions.
A. Additional Insured Endorsements: The City of Vallejo, its officers, officials, employees, agents and volunteers are to be covered as Additional Insureds as respects; liability, including defense costs, arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; or automobiles owned, leased hired or borrowed by the Contractor. Additional Insured endorsements with respect to General Liability, Auto and Umbrella/Excess Insurance shall be attached to the Certificate of Insurance presented to the City.
B. 30 Days’ Notice of Cancellation Endorsements: Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City.
C. Waiver of Subrogation Rights Endorsement: The workers’ compensation policy required hereunder shall be endorsed to state that the workers' compensation carrier waives its right of subrogation against City, its officers, officials, employees, agents and volunteers, which might arise by reason of payment under such policy in connection with Contractor’s performance under this Agreement. The waiver of subrogation rights endorsement in favor of the City of Vallejo shall be attached to the Certificate of Insurance.
D. The limits of Insurance required in this agreement may be satisfied by a combination of primary and umbrella or excess Insurance. Any umbrella or excess Insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of the City Contract For Region Nine (9) Annual Landscape Maintenance Services Page 3 of 4 Exhibit C – Insurance Requirements
of Vallejo before the City’s own Insurance or self-insurance shall be called upon to protect it as a named insured.
E. The insurance coverage shall contain no special limitations on the scope of protection afforded to the City of Vallejo, its officers, officials, employees, agents or volunteers. For any claims related to this project, the Contractor's insurance coverage shall be primary insurance as respects the City of Vallejo, its officers, officials, employees, agents, and volunteers. Any insurance or self-insurance maintained by the City of Vallejo, its officers, officials, employees, agents, or volunteers shall be excess of the Contractor's insurance and shall not contribute with it.
F. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.
G. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees, agents, or volunteers.
H. The City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
5. Acceptability of Insurers. The insurance is to be issued by companies licensed to do business in the State of California. The insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII.
6. Verification of Coverage. Contractor shall furnish the City with certificates of insurance and original endorsements. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf.
All endorsements are to be received and approved by the City before work commences. The City reserves the right to obtain a full certified copy of any Insurance policy and endorsements. Failure to exercise this right shall not constitute a waiver of right to exercise later. All verification of coverage and other insurance documents shall be mailed to the following address:
City of Vallejo
Attn: Risk Manager
555 Santa Clara Street
Vallejo, CA 94590
7. Subcontractors. Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.
Contract For Region Nine (9) Annual Landscape Maintenance Services Page 4 of 4 Exhibit C – Insurance Requirements
8. Payment Withhold. City will withhold payments to Contractor if the certificates of insurance and endorsements required in Paragraph F, above, are canceled or Contractor otherwise ceases to be insured as required herein.
RESOLUTION NO. 22-______
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VALLEJO AWARDING THE LANDSCAPE MAINTENANCE SERVICES CONTRACTS FOR REGIONS 3, 4, 5, 6, 7 & 9 TO NORTH BAY LANDSCAPE MANAGEMENT, INC.
WHEREAS, Landscape maintenance services will continue to be required in Regions 3, 4, 5, 6, 7 and 9 after the previous landscape maintenance contracts expires June 30, 2022; and WHEREAS, the City of Vallejo has 27 Landscape Maintenance Districts (LMDs) and for contracting purposes those districts have been organized into Regions, with Region 3 containing the following LMDs: Summit II, Monica Place, Ridgecrest, Woodridge, Sommerset Highlands 3, Hunter Ranch 1 & 2 , Hunter Ranch 3; Region 4 containing Northeast Quadrant; Region 5 containing South Vallejo Business Park, Seaview; Region 6 containing City-owned landscape areas and 400 Mare Island Way; Region 7 containing Greenmont/Seaport Hills, Sommerset Highlands 1 & 2, Bordoni, Garthe Ranch, and Garthe Estates; and Region 9 containing Mare Island; and
WHEREAS, the City of Vallejo advertised the project and on April 27, 2022, publicly opened bids and received three bids each for Regions 3, 4, 5, 6, 7, and 9; and
WHEREAS, North Bay Landscape Management, Inc., a California corporation, submitted the lowest responsive and responsible bids for Regions 3, 4, 5, 6, 7 and 9 for the combined amount of $674,655.08 for one year of regular monthly maintenance; and
WHEREAS, the contracts have a term of one year and include the option of two one- (1-) year extensions, a maximum 3% CPI increase, and the potential for change orders/additional services, bringing the three- (3-) year contract total for Region 3 to $1,306,466.81, the three- (3-) year contract total for Region 4 to $1,778.895.66, the three- (3-) year contract total for Region 5 to $1,234,696.11, the three- (3-) year contract total for Region 6 to $386,344.44, the three- (3-) year contract total for Region 7 to $1,742,469.16, and the the three- (3-) year contract total for Region 9 to $1,430,350.08; and WHEREAS, there is adequate funding to award the contracts.
NOW, THEREFORE BE IT RESOLVED by the Council of the City of Vallejo that the invitation for bids was duly advertised; and
BE IT FURTHER RESOLVED that North Bay Landscape Management, Inc., of Petaluma, California is determined to be the lowest responsive and responsible bidder and is hereby awarded a contract in the amount of $1,306,466.81 for Region 3, and said contract is awarded to said low bidder at the prices bid; and BE IT FURTHER RESOLVED by the Council of the City of Vallejo that North Bay Landscape Management, Inc., of Petaluma, California is determined to be the lowest responsive and responsible bidder and is hereby awarded a contract in the amount of $1,778.895.66 for Region 4, and said contract is awarded to said low bidder at the prices bid; and
BE IT FURTHER RESOLVED by the Council of the City of Vallejo that North Bay Landscape Management, Inc., of Petaluma, California is determined to be the lowest responsive and responsible bidder and is hereby awarded a contract in the amount of $1,234,696.11 for Region 5, and said contract is awarded to said low bidder at the prices bid; and
BE IT FURTHER RESOLVED by the Council of the City of Vallejo that North Bay Landscape Management, Inc., of Petaluma, California is determined to be the lowest responsive and responsible bidder and is hereby awarded a contract in the amount of $386,344.44 for Region 6, and said contract is awarded to said low bidder at the prices bid; and
BE IT FURTHER RESOLVED by the Council of the City of Vallejo that North Bay Landscape Management, Inc., of Petaluma, California is determined to be the lowest responsive and responsible bidder and is hereby awarded a contract in the amount of $1,742,469.16 for Region 7, and said contract is awarded to said low bidder at the prices bid; and
BE IT FURTHER RESOLVED by the Council of the City of Vallejo that North Bay Landscape Management, Inc., of Petaluma, California is determined to be the lowest responsive and responsible bidder and is hereby awarded a contract in the amount of $1,430,350.08 for Region 9, and said contract is awarded to said low bidder at the prices bid; and
BE IT FURTHER RESOLVED that all other bids to-wit:
Region 3: Region 4:
Brightview Landscape Services $99,396 New Image Landscape Company $217,112 New Image Landscape Company $111,094 Brightview Landscape Services $228,132 Region 5: Region 6:
New Image Landscape Company $38,948 New Image Landscape Company $134,700 Brightview Landscape Services $39,660 Brightview Landscape Services $154,152 Region 7: Region 9:
New Image Landscape Company $203,904 New Image Landscape Company $96,780 Brightview Landscape Services $223,992 Brightview Landscape Services $139,464 are hereby deemed rejected, upon the full execution of the contract documents by the successful bidder, with notice of rejection to be given thereupon by the City Clerk; and BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the contracts between the City of Vallejo and North Bay Landscape Management, Inc., of Petaluma, CA, with any modifications recommended by City Attorney, and the City Clerk to attest the signing of those contracts.
Adopted by the City Council of the City of Vallejo at a regular meeting held on June 28, 2022 with the following vote:
AYES:
NOES:
ABSENT:
____________________________________
ROBERT H. McCONNELL, MAYOR
ATTEST: _____________________________________
DAWN G. ABRAHAMSON, CITY CLERK
ACTION ITEM 9.D.
DATE: June 28, 2022
TO: Mayor and Members of the City Council
FROM: Terrance Davis, Assistant City Manager
SUBJECT: ADOPT A RESOLUTION APPROVING PARTICIPATORY BUDGETING (PB) CYCLE 8
RULEBOOK CHANGES
RECOMMENDATION
Adopt a resolution amending the Participatory Budgeting Rulebook to commence the Cycle 8 PB process.
REASONS FOR RECOMMENDATION
With consideration of professional and public feedback, the Participatory Budgeting Steering Committee has provided staff with direction to facilitate a more efficient and impactful PB process. The rulebook changes are intended to heighten the efficiency of staff time while targeting the program goals to:
Improve our City
Engage our Community
Transform Democracy
Open Up Government
BACKGROUND AND DISCUSSION
The City of Vallejo engaged Management Partners to provide consulting services to the City Manager’s Office, including a review of the Participatory Budgeting (PB) process. The results of that review were presented on June 2 & 3, 2020, by the City Manager’s Office Team during the City Council Budget Workshop event.
The assessment included interviews of several individuals and a review of a variety of documents.
Interviewees included staff members knowledgeable about the PB program and the City’s consultant, Belinda Lyons-Newman, of Lyons-Newman Consulting, charged with facilitating PB proposal development meetings.
During the PB cycle 7 proposal development phase for FY 2019-2020, Lyons-Newman Consulting surveyed program participants. Management Partners assessed participant survey responses to learn about feedback from budget delegates and the Participatory Budgeting Steering Committee (PBSC) about the PB program.
The Management Partners observations and recommendations, Lyons-Newman Consulting survey feedback, community feedback, and participant demographic data collected from Cycle 7 were presented to the PBSC during the December 2021 and January 2022 committee meetings.
During the January 2022 PBSC meeting, an Ad-hoc Participatory Budgeting Cycle 8 Planning Committee was appointed. The objective was to convene an ad-hoc team of PBSC members to configure an improved Participatory Budgeting process addressing the collective feedback to accomplish the goals of Participatory Budgeting.
Date: June 28, 2022
Subject: ADOPT A RESOLUTION APPROVING PARTICIPATORY BUDGETING (PB) CYCLE 8
RULEBOOK CHANGES