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HomeMy WebLinkAbout2016-03-22 - AGENDA REPORTS - SD TREE SERVICE CONTR (2)0 Agenda Item: 2 CITY OF SANTA CLARITA Q) AGENDA REPORT CONSENT CALENDAR i, CITY MANAGER APPROVAL: 1 j=� DATE: March 22, 2016 SUBJECT: MODIFICATION OF SPECIAL DISTRICTS SUPPLEMENTAL TREE SERVICE CONTRACT DEPARTMENT: Administrative Services PRESENTER: Susan Nelson RECOMMENDED ACTION City Council: 1) Amend the City's contract with Four Seasons Landscape (Supplemental Tree Service) for City-wide tree maintenance services, by authorizing an ongoing expenditure increase of $150,000, for a total contract amount not to exceed $374,640, plus Consumer Price Index adjustments. 2) Authorize the City Manager or designee to execute all documents subject to City Attorney final document approval. BACKGROUND On November 24, 2015, the City Council awarded a contract to Four Seasons Landscape, a local - based company, to perform tree -maintenance services for an amount not to exceed $224,640, plus Consumer Price Index Adjustments. The Council awarded a one-year contract with the option for three incremental, one-year renewals. Santa Clarita encompasses more than 125,000 trees, of which half are located within the public right-of-way and half within our Landscape Maintenance District (LMD) areas. Urban Forestry's maintenance program seeks to address tree -related issues by minimizing exposure to liability and mitigating instances of deferred maintenance that are frequently seen in other communities. Urban Forestry strives to keep pace with the level of service requests generated by the community while proactively identifying tree maintenance and reforestation needs. During the first seven months of Fiscal Year 2015-16, Urban Forestry has experienced an increase in tree service requests as a result of the prolonged state-wide drought, as well as various City projects, including City-wide Reforestation, Slurry and Overlay Program, Sidewalk Page 1 Packet Pg. 15 Replacement Program, and Open Space activities. These requests are in addition to the City's planned tree pruning schedules. As a result, the demand for tree maintenance and removal services continues to increase throughout the community. To maintain our regular tree pruning schedule and continue performing extra tree work as necessary, staff is requesting approval to increase the annual expenditure authority associated with Four Seasons Landscape's contract by an additional $150,000, for atotal annual contract not to exceed $374,640. This action does not require an appropriation of any additional funding. Increasing the expenditure threshold for this contract will enable the City to continue responding to and addressing tree -related service needs for the remainder of the contract period, at the competitively awarded rate. ALTERNATIVE ACTION Other action as determined by the City Council. FISCAL IMPACT This action does not require an appropriation of any additional funding. Adequate funds have previously been approved and appropriated by the City Council during the Fiscal Year 2015-16 Annual Budget Process. ATTACHMENTS Four Seasons Supplemental Tree Service Bid (available in the City Clerk's Reading File) 0 Page 2 Packet Pg. 16 L A N D S C A P E . AND PROPERTY SERVICES il f UF -15-16-08 SUPPLEMENTAL TREE SERVICE 1. Bidders Schedule 2. Bidders Bond (copy, original submitted to purchasing) 3. Proof of Contractors License 4. Required certificate/qualifications 5. References 6. List of Sub Contractors 7. Exhibit A 8. Exhibit B 9. Quality Control Plan 10. Green Waste Disposal Plan 11. Safety Manual L N D S C A P E . AND PROPERTY SERVICES UF -15-16-08 SUPPLEMENTAL TREE SERVICE 1. Bidders Schedule 2. Bidders Bond (copy, original submitted to purchasing) 3. Proof of Contractors License 4. Required certificate/qualifications 5. List of Sub Contractors 6. References 7. Exhibit A 8. Exhibit B 9. Quality Control Plan 10. Green Waste Disposal Plan 11. Safety Manual E. BID SCHEDULE ANNUAL LANDSCAPE MAINTENANCE FOR: SUPPLEMENTAL TREE SERVICE UF -15-16-08 Price per eight hour day for three-man crew and equipment that meets the following requirements: A three (3) person crew to consist of one (1) supervisor/climber/trimmer. — Certified Tree Worker, one (1) climber/trimmer, and one (1) grounds man; equipment to include one (1) bucket/chipper combo truck (minimum 50 foot boom height), one (1) stump grinder (minimum 16 inch diameter grinding wheel) and sufficient chain saws for trimming and large removals. 1. Daily price per 8 hour dav s 936. $ 187,200.00 (unit price) price) 00 x 200* = (annual work days) (extended *The city has provided an estimate of 200 days for work. This is not guaranteed and is for pricing purposes only. SEE ADDTIONAL PRICING PAGES TO FOLLOW— DO NOT INCLUDE THE ADDITIONAL PAGES /N IN YOUR PRICING TOTAL Bid # UF -15-16-08 38 ADDITIONAL PRICING (DO NOT INCLUDE THIS COST IN YOUR PRICING TOTAL) TREE PLANTING Please list the unit price for the following tasks. These rates will be used in evaluating the bid, and will be used in evaluating cost estimates for additional work requested by the City under this Contract. The minimum tree and or root barrier requests for installation will be (7) seven. Include all labor and material costs. Bid # UF -15-16-08 39 EXTENDED LINE DESCRIPTION UNIT OF UNIT ANNUAL PRICE MEASURE PRICE QUANTITY (unit price x quantity) 1 Installation of tree — 15 gallon tree (60) 15 gallon container 75.00 Sixty 4,500.00 2 Installation of tree — 24 inch box tree (60) 24 inch box container. 275.00 Sixty 16,500.00 3 18 -inch deep by ten foot 10 foot length (60) long root barrier along the 430.00 Sixty 25,800.00 curb of each tree planting lengths site. 4 18 -inch deep by ten foot 10 foot length (60) long root barrier along 430.00 Sixty 25,800.00 the sidewalk of each tree lengths planting site. In Numbers: $ TOTAL EXTENDED 72,600.00 PRICE ADD LINES 1"5 Write in cost: Seventy Two Thousand Six Hundred dollars Bid # UF -15-16-08 39 ADDITIONAL PRICING (DO NOT INCLUDE THIS COST IN YOUR PRICING TOTAL) DAILY CREW RATES The following pricing requested is for additional work and emergency call work. The City does not include travel time in the per hour or per day costs. Scheduled Additional Crew; price per eight hour day for five -man crew and equipment that meets the following requirements: A five (5) person tree crew to consist of one (1) supervisor / climber / trimmer - Certified Tree Worker, two (2) climbers / trimmers/ Certified Tree Workers, two (2) grounds persons; equipment to include two (2) flatbed bucket trucks -minimum 50 ft height, one (1) large capacity truck (minimum 6 cubic yards), one (1) large self-feeding large diameter chipper, one (1) 1 -ton utility box pick-up truck and sufficient chain saws for trimming and large removals. $ 2,080.00 Price per eight hour day Scheduled additional Crew member; price per eight hour day for an additional crew member that meets the following requirements: Climber/ trimmer/ grounds person. $ 416.00 Price per eight hour day Bid # UF -15-16-08 40 ADDITIONAL PRICING (DO NOT INCLUDE THIS COST IN YOUR PRICING TOTAL) EMERGENCY CALL PRICING (two hour minimum) After hour and emergency call out price per hour for five -man crew and equipment that meets the following requirements: (Minimum two hours) A five (5) person tree crew to consist of one (1) supervisor / climber / trimmer - Certified Tree Workers, two (2) climbers / trimmers/ Certified Tree Workers, two (2) grounds persons; equipment to include two (2) flatbed bucket trucks -minimum 50 ft height, one (1) large capacity truck (minimum 6 of cubic yards), one (1) large self-feeding large diameter chipper, one (1) 1 -ton utility box pick-up truck and sufficient chain saws for trimming and large removals. $ 390.00 Price per hour After hour and emergency call out price per hour for four -man crew and equipment that meets the following requirements: (Minimum two hours) A four (4) person crew to consist of one (1) supervisor / trimmer -Certified Tree Worker, 2 (two) climbers / trimmers- Certified Tree Workers, one (1) grounds person; equipment to include two (2) flatbed bucket trucks -minimum 50 ft height, one (1) large capacity truck (minimum 6 cubic yards), one (1) self-feeding large diameter chipper, one (1) 1—ton utility box pick-up truck, and sufficient chain saws for trimming and large removals. $ 362.00 Price per hour After hour and emergency call out price per hour for three-man crew and equipment that meets the following requirements: (minimum two hours) A three (3) person crew to consist of one (1) supervisor / trimmer / climber — Certified Tree Worker, one (1) climber / trimmer — Certified Tree Worker, one (1) grounds man; equipment to include one (1) flatbed bucket truck minimum height of 50 ft feet tall, one (1) large capacity dump truck (minimum 6 cubic yards), one (1) self-feeding large diameter chipper, one (1) 1 -ton utility box pick-up truck and sufficient chain saws for trimming and large removals. $ 257.00 Price per hour After hour and emergency call out price per hour for two-man crew and equipment that meets the following requirements: (minimum two hours) A two (2) person crew to consist of one (1) supervisor / trimmer / climber — Certified Tree Worker, one (1) grounds man; equipment to include one (1) 1 -ton utility box pick-up truck and sufficient chain saws for trimming and large removals. $ 190.00 Price per hour Bid # UF -15-16-08 41 ADDITIONAL PRICING (DO NOT INCLUDE THIS COST IN YOUR PRICING TOTAL) TASK PRICING Please list the unit price, for the following tasks. These rates will not be used in evaluating the bid, but may be used in evaluating cost estimates for additional work requested by the City under this contract. LINE DESCRIPTION UNIT OF MEASURE UNIT PRICE ESTIMATED ANNUAL QUANTITYquantity) EXTENDED PRICE (unit price x 1 Price for water truck and Day rate driver. For watering 650.00 ---------------- 650.00 street trees throughout City right of way. 2 Deep root water city Per tree rate 50.00 (250) Two maintained trees hundred and 12,500.00 fifty Bid # UF -15-16-08 42 BID BOND SUPPLEMENTAL TREE SERVICE UF -15-16-08 City of Santa Clarita, California KNOW ALL MEN BY THESE PRESENTS that Four Seasons Landscape and Property Services ,as BIDDER, and U.S. Specialty Insurance Company , as SURETY, are held and firmly bound unto the City of Santa Clarita, as AGENCY, in the penal sum of Ten Percent of the Total Amount of the Bid --------------------- dollars ($10% TAB ), which is ten percent (10%) of the total of first contract year (365 days) amount which is bid by BIDDER, to AGENCY for the above -stated project, for the payment of which sum, BIDDER and SURETY agree to be bound, jointly and severally, firmly by these presents. THE CONDITIONS OF THIS OBLIGATION ARE SUCH that, whereas BIDDER is about to submit a bid to AGENCY for the above -stated project, if said bid is rejected, or if said bid is accepted and the contract is awarded and entered into by BIDDER in the manner and time specified, then this obligation shall be null and void, otherwise it shall remain in full force and effect in favor of AGENCY. IN WITNESS WHEREAS, the parties hereto have set their names, titles, hands, and seals, this 21st day of October , 2015 BIDDER Four Seasons Landscape and Property Services, 24647 Arch Street, Santa Clarita, CA 91321 - (855) SURETY" U.S. Specialty Ir $ural x Company, 601 S. Figueroa Street, Suite 1600, Los Angeles, CA 90017 - (310) Dennis Langer, Attorney -in -1 Lockton Insurance rok s, L , 725 . Figueroa Street, 35th Floor, Los Angeles, CA 90017 - (213) 689-0065 Subscribed and sworn to this day of 20�• NOTARY PUBLIC SEE ATTACHED ACKNOWLEDGMENT *Provide BIDDER and SURETY name, address, and telephone number and the name, title, address, and telephone number for authorized representative. IMPORTANT - Surety Companies executing Bonds must appear on the Treasury Department's most current list (Circular 570, as amended) and be authorized to transact business in the State where the project is located. Bid # UF -15-16-08 28 CALIFORNIA -ALL-PURPOSE. ACXN.0WLl90QMENT CIVIL CODE § 1189 -A hot*'*06blfc or other:officer-completing this 'cortiflo.ateve.468 MY thO identify 0�- tl1e indl.vldmM',kh6 signed 1h4 doourn'Q*nt.tp which this c.6016ate is aftached, -and not . the truthfulnegs,.acvUrac.y,.orva.'Iid- ftftif -that db.ddrrent. Sfiatd -of'Cdllfornia -00'uniy of Los. Angeles _October 21, 2015 Yalonda M. Eubank, Notary Public -Date Heire .insert Name. and, Title,: of th&:.0ff7&er- pes'ohafl-y'-appaared Dennis Langer Name(s). of Signer(s) who' 'prov0d. 16 me on IhO taa-s* i's. of satiilsiwtor -.6vidbriciep. 1o. be. the persofl( 'X, --...v'hose 'name06 is subscribed -to -fhei: wbirvirfstrurnont Einid aclodWiedoo tq - methat fie, -'x'e'Gu'ted'fhe -same 'fn fild/)O a0t-authofted capaoity'OW,and that by-h19M0q,0,0Msignzitu­ r"I vo ffiff if istrurnerif th6 person(: or th6bfiflty-qpon behalf -of which -the prerson(k acted, exocutodfhe instruni6nt. ----I r E LUIIBkJA� kNK ONDA JM tuomlln I M COMM.,nm C tj COMM#1975925 z Notary Public California ;U 0 L z z Los Angeles County M M Comm. x i A r.. 22, 2016 Comm. Ex ires I mftfty -under.PE.NALTYOF:OAJQRY URd& the laws of J h6.-Stat'e of California ffiat fhe foregoirig paragraph 18 Kio End correct. WlTNESS.*biy'hdnd 96d:offfc;j6J'se'a1, ftnatur PwSignjW6-bf . 6ti�ry Pablic - Yalc / eanb, Notary Public Place'NDW'Seal.AbbVei y. OPPONA1. Thdijdh this s66t'idri is qptional,:cdippletfng this infor?natibn. can deter alieration a -Me d6comeni. or frbud6lont. r66tthdhmbnt. o*f this for M.' '6. anvnih- tended document. beseripticiti.of AttaiiIii ed Qdq.UM6nt Title or Type. W006"'ibi-ho'nt. Bid pa. 0 Dbb(jtnbht Date: October 21, 2015 Nurn'bOr of" Pages: S&erS) .( Named Above: None . S1griW?s-'r4aM0: Dennis Langer p Qratb.*0fficer Title(#*. 0 Parth6r — 01'Umited 0 GenerEkl T-11ndividddl X-Atforn y in 'Fact E]Trust6e -D-Guairdiah. or Conservator Sidner 1s:Re'pr'esenfing: Partner — D-Umiti3d L Gerieral -0 -tadividtl-al LiAttorriOY id"Fact .1j frustoe [3-G.tikefth or Cdns&fvaf& .Ej - Othet- '91grier W. R6.pre�ntlhg:- @2Ol4t4itiona).No'taryA8soo-iation--.www:Naii-oiia]4016ry;Qrg.-il'.S6o-U"S:.N''OT'A'R'Y{l=800-87-8�662Z) :lt6m:ff5907 IF 1 bs ;POWER OF ATT AMERICAN CONTRACTORS INDEMNITY COMPANY TEXAS BONDING COMPANY djRarrg an ass e - i{iat1i fir* — �a�ot aaaa Ulm. Specialty In raaaa r I ex�s corporattori �(oollectively� tl 'e IGomp'anies' ), do byMee en alp constitute and appoint: Paul Boucher, Michelle Haase, Dennis Langer, Thomas McCall, Janina Monroe, or Timothy Noonan of Los Angeles California ---1tWrudMW Attorney(s) m fact meabh iri;, e1i sep ate capacity if mmo-4ham-onigiftertMabove, with full power and autEiority to t o ^� its name, place?atid st �; o e; yuLq,,i4cknowledge at a a onds, recognizance�s undertakings t)ismnts or contratSof� st>>le shl its' include riders, a�ntsansens of surety, #rov>ding the _bond - Qii na # #### #+Ir ## penalty does not exceed Ten Million##### Dollars ($ T�000;000.00 ), This Power of Attorney shall expire without further action on December 20, 2017. This Power of Attorney is granted under and by authority of the following resolutions adopted by the Boards of Directors of the Companies: Beit R� talMhe President, any Vice -President, as sista ice -President, any Secretaryor aryl Rlssistagt1S,Gcretary shall be and is hereby-vestedmith fut AffiF_power autho o ppoint anyone or-M:omu—a lomrsd�ey(s)-in-Fact to rgprese tltl act#br#dlontbehalf of the Compann—�u—see�o tlW— alrom-irgy rtsrons.14 t r — I' r=T T [i , Rorney-(n-FaccFmay be given full power tWty fob Nthe name of and on behalfp' jhe company' o ecute, acknowledge and�e ee=at �n n recognizances, contracts, agreements or indemnity and other conditional or obligatory undertakings, including any and all consents for the release of retained percentages and/or final estimates on engineering and construction contracts, and any and all notices and documents canceling or terminating the Company's liability thereunder, and any such instruments so executed by any such Attomey-in-Fact shall be binding upon the Company as if signed by the President and sealed and effected by the Corporate Secretary. o Milt RWv time signature of any authgr zkt� oftice sea1'f the Company heretofore er hema$ ed� power of attorney otaay cetfifica latmg ,I s6r en 1, a.• = }tet fav ,end any power of attorney or ertmtflc�te Ade�rtrig�facSinnile signature oral— ga�all � �� binding upon the�ompany wr�hTespect to = orr klu to which it is attadlied�l'; , j r - o t�L IN WITNESS WHEREOF, The Companies have caused this instrument to be signed and their corporate seals to be hereto affixed, this lst day of December, 2014. AMERICAN CONTRACTORS INDEMNITY COMPANY TEXAS BONDING COMPANY UNTTEDP��S Y MANY U.S. SPECIALTY; INS URA�iCEIICOMPANY Coreea s� I ` -� a , nano, ,� �iuum mnu°nna,,, fig' C'�J,•- S 'a BY: 91GORG-y SEPT. 25.19905.19" . Y; �i :�b� �Y:. <� �7l..'•�� Daniel P. Aguilar, Vice President 'q�nimnuno`••``` ,mi umnnao"• •,,, R/'EIO,F `1MM, officer completI this ce,,��??f'rc"te Vdil fres only the certificate is atFaoher�ad}3iot thetlfulness, acct of Los Angeles SS: the On this 1st day of December, 2014, before me, Maria G. Rodriguez -Wong, a notary public, personally appeared Dan P. Aguilar, Vice President of American Contractors Indemnity Company, Texas Bonding Company, United States Surety Company and U.S. Specialty Insurance Company who proved to me on th basis r ahs ae cry evidence to be the�ers.m whoxmam�ubscribed to the wi hin tnstnrme t/artid acl no ledged to me that he executed th are tri his$_ at onzet a�act = ,and that by his s` in Mingmaii a person, or the entity, upon beFFli f of wlnoiS�lt e person acted, exe �—ed t_��nsFffiiment II li j' al I •I4 iii �Irlit liI'I —_ _ I ertt der�ENALTY OF PER URMiMbM_e 9W-M1WStw of California that',thefforego ngparagtaph is {rue and correct. WITNESS my hand and official seal, MARIA G. RODRIGUEZ-WONG Commission N 2049771 Signature (Seal) Notary Public • California i �ItdV• Ii"`I Z ' -QUngi ounty [IE h1iJ 1'', _ - 11 mr IPTre ieC20,2017� — •III 17 i k _ — IMchaerClIalekson , Assistant Secretarylor-AmencanF Ciontractors Indemnity Company,-xas Bonding Company, United States_Surety Company and U.S. Specialty Insurance Company, do hereby certify that the above and foregoing is a true and correct copy of a Power of Attorney, executed by said Companies, which is still in full force and effect; furthermore, the resolutions of the Boards of Directors, set out in the Power of Attorney are in full force and effect. )n�Vitno We hereunt t WW d ed the seals of said C`bihpahids a> Los(Angeles, Californiahim — dam ,im,� ,mm� ❑, „aural i ::. Corporate Seals zp1, op, n `�S SU/rFW, °ON DING ( 'It, a ...Tom., `y0,.:... C$. �e noc \ 59i WCORMWEa Iqc =wi 'I 5 3g cw ,e_ =a+i {d Michael Chalekson, Assistant Secretary Bond No 't; X020 C�j'����,, !h,�7Ar,FF`.; '''�4F UIF�"°`�- _- A N 0 PROPERry sEiivicFs License Information C-27 Landscape/ D49 Tree State Of California CONTRACTORS STATE LICENSE BOARD G'.o. .1 1u ACTIVE LICENSE kfh., 0 974712 CORP FOUR SEASONS LANDSCAPE AND PROPERTY SERVICES INC DBA FOUR SEASONS LANDSCAPE C27 C61/D49 02/28/2017 www.cslb.ca.gov ht Certified Arborist International Society of Arboricultu-re- ISA Certified Arborist' Brian D. Peck Certificate Number: WEA 0644A Lxpiration Date: Jun 30, 2018 Qualified Applicator License International Society F&M L311M Of Arboriculture'" ISA Certified Arborist' LM Brian Daly Certificate Number: WE -7489A Expiration Date: Jun 30, 2018 J viprDEPARTMENT OF PESTICIDE REGULATION LICENSING/CERTIFICATION PROGRAIVI QUALIFIED APPLICATOR LICENSE DATE OF ISSUE VALID THROUGH 01/01/2014 12/3112016 QAL 126637 B BRIENDON J O'STEEN 24647 ARCH ST NEWHALL CA 91321 6 L1 01 PESTICIDE REGULATION LICENSING/CERTIFICATION PROGRAM dDEPARTMENT plQAL x� t�mT, QUALIFIED APPLICATOR LICENSE License #: 108297 EXPIRES: 12/31/2016 Categories- B ISSUED: 01/0112015 BRIAN DALY 24512 FARROW DR VALENCIA CA 91355 illi f+�'{��I III ' ' This Ucansa must be shown to any representaliva orthe oinectormca lssiww upon rquest. International Society F&M L311M Of Arboriculture'" ISA Certified Arborist' LM Brian Daly Certificate Number: WE -7489A Expiration Date: Jun 30, 2018 J viprDEPARTMENT OF PESTICIDE REGULATION LICENSING/CERTIFICATION PROGRAIVI QUALIFIED APPLICATOR LICENSE DATE OF ISSUE VALID THROUGH 01/01/2014 12/3112016 QAL 126637 B BRIENDON J O'STEEN 24647 ARCH ST NEWHALL CA 91321 6 L1 DESIGNATION OF SUBCONTRACTORS SUPPLEMENTAL TREE SERVICE UF -15-16-08 City of Santa Clarita, California Listed below are the names and locations of the places of business of each subcontractor, supplier, and vendor who will perform work or labor or render service in excess of % of 1 percent of the prime contractor's total bid: DBE status, age of firm, certifying agency and annual gross receipts are required if sub contractor is participating as a DBE. The form MUST be returned with bid, filled in or annotated with "No Subcontractors" if none will be used. Subcontractor DBE STATUS: Age of firm: Certifying Agency: N/A Dollar Value of Work Annual Gross Receipts: Location and Place of Business Bid Schedule Item Nos: Description of Work License No. Exp. Date: / / Phone( ) Subcontractor DBE STATUS: Age of firm: Certifying Agency: Dollar Value of Work Annual Gross Receipts: Location and Place of Business Bid Schedule Item Nos: Description of Work License No. Exp. Date: / / Phone( ) Subcontractor DBE STATUS: Age of firm: Certifying Agency: Dollar Value of Work Annual Gross Receipts: Location and Place of Business Bid Schedule Item Nos: Description of Work License No. Exp. Date: / / Phone( ) NOTE: A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded. Bid # UF -15-16-08 43 DESIGNATION OF SUBCONTRACTORS SUPPLEMENTAL TREE SERVICE UF -15-16-08 City of Santa Clarita, California Subcontractor DBE STATUS: Dollar Value of Work Animal Insect Pest Management <10K Age of firm: Certifying Agency: Annual Gross Receipts: Location and Place of Business 3543 Old Conejo Rd #102 Thousand Oaks CA 91320-6315 Bid Schedule Item Nos: Description of Work N/A License No. Exp. Date: / / Phone( ) 33431 888-344-6567 Subcontractor DBE STATUS: Age of firm: Certifying Agency: Dollar Value of Work Annual Gross Receipts: Location and Place of Business Bid Schedule Item Nos: Description of Work License No. Exp. Date: / / Phone( ) Subcontractor DBE STATUS: Age of firm: Certifying Agency: Dollar Value of Work Annual Gross Receipts: Location and Place of Business Bid Schedule Item Nos: Description of Work License No. Exp. Date: / / Phone( ) NOTE: A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded. Bid # UF -15-16-08 44 REFERENCES SUPPLEMENTAL TREE SERVICE UF -15-16-08 City of Santa Clarita, California The following are the names, addresses, and telephone numbers of three public agencies for which BIDDER has performed work of a similar scope and size within the past 3 years: 1 City of Santa Clarita Name and Address of Owner / Agency Felix Miramontez Name and Telephone Number of Person Familiar with Project 510,000 Tree service as requested 7/2015 Contract Amount Type of Work Date Completed 2_ City of Port Hueneme Name and Address of Owner / Agency N/A Name and Telephone Number of Person Familiar with Project 61,900 Tree Trimming 12/2013 Contract Amount Type of Work Date Completed 3. Equity Residential Properties 330 Wellsley Dr Corona CA 92879 Name and Address of Owner / Agency Mr. Chad Heydorn 909-553-0269 Name and Telephone Number of Person Familiar with Project 756,000 5 yr Tree trimming contract Ongoing Contract Amount Type of Work Date Completed The following are the names, addresses, and telephone numbers of all brokers and sureties from whom BIDDER intends to procure insurance bonds: Lockton Insurance Brokers LLC 725 S. Figueroa Street 35th Floor Los Angeles CA 90017 213-689-0501 Bid # UF -15-16-08 45 SUPPLEMENTAL TREE SERVICE Bid # UF -15-16-08 DOCUMENTS CHECKLIST The following documents are required to be completed and submitted by the Contractor at the times specified by an X opposite each title. If no column is marked, document will not be required. DO NOT send more information than is requested. DO send the REQUESTED information. With Bid Proposal (All Bidders) Bid # UF -15-16-08 46 With Agreement (Awardee only) Prior to Starting Work (Awardee only) X Proposal — electronic X Proof of Contractor's License - license number will suffice X Bidder's Bond (MUST be received at City Hall prior to bid due date) X List of Subcontractors — if none, write "n/a',Do NOT leave blank X References X Bid Schedule — Use the City supplied pricing page only X Pricing pages that require initials X Required certificates/qualifications (as identified in solicitation including but not limited to, License C27 and CLIA certification) X Contract Agreement X Insurance Requirements — Return onlyifAwardee X Bond for Faithful Performance X Payment Bond (for Labor and Material) X Certification of Public Liability and Property Damage Insurance X Certification of Worker's Compensation Insurance X Certification of Fire and Extended Coverage Insurance X Maintenance Meeting X Emergency Contact Information Bid # UF -15-16-08 46 EXHIBIT A RESOURCES FOR URBAN FORESTRY AND LMD CREWS The bidder will complete the resource form and return it with the bid. 1. Number of aerial lift trucks (flatbed bucket trucks) with an articulating boom that have a working height of no less than 50 feet. 1 2. Number of chipper dump trucks with a minimum load capacity of 6 yards. 5 3. Number of chippers that meet all OSHA requirements. 5 4. Number of pick-up trucks. 5 5. Number of stump grinders. 2 6. Number of full time tree worker employees. 25 7. Number of ISA certified arborist's 2 8. Number of ISA Certified tree workers. 2 (Renewal) 9. Number of qualified line clearance employees 1 10. Number of full time employees 190 (Company wide) Certified Arborist's name, certificate number and expiration date: Name: Brian Daly Brian Peck Certificate #: WE7489A WE10644A Certified Arborists' years of experience: 7Yr 1 Yr Bid # UF -15-16-08 47 EXHIBIT A (continued) Provide information on the certified arborist, certified tree -worker, chemical applicator, irrigation specialist, crew foreman, including name, certification and whether staff or subcontractor. Staff 1) Brian Daly- V.P. Certified Arborist WE 7489A -Vice President 2) Brian Peck Tree -Division Manager Certifed Arborist WE10644A-Staff 3) Jose Mosqueda -Tree Division Operations Manager -Staff 4) Alvaro Delgado -Tree Division Foreman -Staff 5) Margaret Towneshend-Animal Insect Pest Management -PCA (Sub Contractor) 6) 7) 8) 9) 10) Bid # UF -15-16-08 48 WA:Il ll 2-' CITY OF SANTA CLARITA TREE INVENTORY LIST BY DBH LANDSCAPE MAINTENANCE DISTRICTS DBH Count 00-03 9,099 04-06 11,023 07-12 14,526 13-18 7,975 19-24 3,408 25-30 1,830 31-36 558 37-42 340 43+ 523 Total 49,282 URBAN FORESTRY DBH Count 00-03 8,010 04-06 8,403 07-12 12,116 13-18 6,902 19-24 3,276 25-30 1,509 31-36 572 37-42 357 43+ 88 Total 41,233 These totals are subject to change as additional areas are annexed into the City and/or Landscape Maintenance District and new areas are inventoried. Bid # UF -15-16-08 49 ADDENDUM #1 For City of Santa Clarita Invitation to Bid UF -15-16-08 SUPPLEMENTAL TREE SERVICE October 9, 2015 This addendum must be acknowledged via Planet Bids and should be included with the bid response. There was a non -mandatory, pre-bid meeting on October 8, 2015 beginning at 11:00 AM. The meeting was located at City Hall, 23920 Valencia Blvd., in the Council Chambers. Attending staff. Susan Nelson, Urban Forestry Administrator (Project Manager), Wayne Smith, Project Development Coordinator, Fernando Mendoza, Tree Specialist and Jennifer Killian, Buyer. Mary Alice Boxall, the City's Labor Compliance Specialist was unable to attend. The following vendors were in attendance: Four Seasons - Jose Mosquedi Green valley Tree Care, Carols Mendoza Mariposa Landscapes, Irma Urbina Tip Top, Arborists Inc. - Jim Lewardowski West coast Arborists - Tim Crothers Meeting Notes: Tree work for City maintained trees located within City limits. This contract is in addition to two existing tree contracts one for our grid pruning program and a service request response contract. The City maintains over 100,000 thousand trees, in our Landscape Maintenance districts, City street trees and park facilities The contract will not exceed $250,000 with no guarantee for a minimum. Scope of work can include, but is not limited to pruning, removals, root pruning, root barrier, tree plantings and specialty oak tree work. Work will be assigned on an as needed basis. Work assignments will be distributed through the City's eService system which is web based interface for tracking work orders Work will be identified for various purposes including reforestation projects, sidewalk replacement projects, resident requests, and proactive work identified by City staff The contract award will be based on the cost of a three man tree crew consisting of 2 climbers and 1 grounds man. Which needs to include certified tree worker on the crew and a working crew leader/foreman. • Equipment is to include a bucket/chipper combo truck, a stump grinder and sufficient chainsaws for the work being assigned. Additional pricing has been requested for various tasks including plantings, root barrier install, differing crew sizes, watering and emergency response rates. Those pricings are not factored into the award. This bid required prevailing wage inclusive of certified payroll. Work can include emergency response, including after hour emergencies. Crew must arrive on site within an hour of the initial call. Bids are due BEFORE 11:00am on October 26, 2015 Brian Peck 10/18/2015 Contractor's representative Date Four Seasons Landscape & Property Services Inc Company Name DATE (MMIDDIYYYY) THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the pollcy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). PRODUCER Lockton Insurance Brokers, LLC NAME: 725 S. Figueroa Street, 35th FI. C. No, Ext); Arc Nu CA, License #01715767 t:-�n R Los Angeles CA 90017 A nR s (213)689-0065 INSURER ($) AFFORDING COVERAGE NAIC& INCuRER A • Zurich American Insurance Company 116.535 INSURED Four Seasons Landscape and Property Services, Inc. I INSURER 13: 1371280 24647 Arch St. INSURER c Santa Clarita CA 91321 - nw000. VVVVVVV L;UVtKALatZ1 r'UUI312,11J v>=rcllt-r.,..ic.,vn,u�.,.- ---1 --------- - ------- THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTR TYPE OF INSURANCE ADDL SO SUER lW0 POLICY NUMBER OUCY EFF DD! 9/112015 POLICY EXP MM/DDIYYYlf1 LIMBS A X COMMERCIAL GENERAL LIABILITY CLAIMS-MADER771 OCCUR X SIR- Xi Onn N N GLOO135633 I 9/11/2016 EACH OCCURRENCE S 1,000,000 PREMISES EaEr�nDenca S 300,000 MED EXP An one person)S $ 000 PERSONAL &ADV INJURY S 1,000,000 GENERAL AGGREGATE s 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: POLICY JE_T LOC OTHER PRODUCTS -COMPIOPAGG $ 2,000,000 $ A AUTOMOBILE LIABILITY X ANY AUTO AUTOS vEU SSHEDULED TOS NON -OWNED HIRED AUTOS AUTOS �j j*j I3AP0135632 9/11/2015 4/11/2016 COMBINED SINGLE LIMIT E accident $ 1,000,000 BODILY INJURY (Per person) $ XXXXXXX BODILY INJURY (Per accident b XXXXXXX PjiOPERTY DAMAGE 5 XXXXXXX t eraccide I Com /Coll Ded. 5 1,000 B X UMBRELLALIABJ�OCCUR EXCESS LtAB LAIMS•MADE N N TH7661066821 I 9/11%2015 9/11/2016 EACH OCCURRENCE $ 1,000.000 AGGREGATE $ 1,000,000 DED I I RETENTIONS $XXXXXXX A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY y I N ANY. PROPRIETORIPARTHERIEXECUTNE - OFFICERIMEMBER EXCLUDED? N (Nandatwy in NH) If yes, da.dbe under DESCRIPTION OF OPERATIONS belw+ NFA N WC0135634 9/11/2015 9/112016 X STATUTE oTH- Et- EACH ACCIDENT $ t OOO OOO E -L DISEASE -EA EMPLOYEE S 000 0�0 E.L. DISEASE •POLICY UMIT 1,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORO 101, Additional Remarks Schedule, may be attached If more space is required) CERTIFICA It HULLItK SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 12546387 AUTHORIZED REPRESENTATIVE Evidence of Coverage �r .ane.rnd. ©1 (88-2011440301D C RPORATiON. All rights reserved The ACORD name and logo are registered marks of ACORD FOUR SEASONS L A N D S C A P E October 20, 2015 Quality Control Plan UF -15-16-08 Four Seasons Landscape & Property Services Inc. assures the performance quality to the City of Santa Clarita and understands the important role we provide to the city in its overall service to its residents. The following is an outline of Quality Control Plan: 1. The Four Seasons tree division manager receives via email requests from the city CRM system notifying of pending service request. The FS tree division manager develops a proposed scheduled of requests to be completed within a one week period. Factors in the scheduling include, due dates set by the city, the difficulty or length of time anticipated to complete the task, notifications to residents and potential traffic controls and permitting. 3. Upon developing the week's schedule, the division manager will review with the foreman to provide feedback on conflicts or estimated completion times. 4. The FS tree division manager meets once a week with the City LIVID & OF managers to review the propose schedule and discuss any issues from the previous week's schedule. For any uncompleted or substandard work, the FS manager will provide plan and completion date for this work, with follow up upon completion. Any special projects or needs are addressed and scheduled at this time. 5. The FS foreman receives the weekly schedule via Wad along with real time access to the city CRM system. The FS manager will meet with the foreman and crew several times on site throughout the weeks work. At this time they will discuss the schedule and make any updates as needed, discuss and plan any difficult jobs, perform safety meetings, equipment needs and ensure overall smooth operation. In addition the foreman and FS manager will meet with the city OF/LMD manager to receive special instructions on requests. Four Seasons Landscape and Property Services, Inc. Brian Peck Cell: (661) 312-3176 24647 Arch Street brian.peck@fslps.com Office: (855) 375-7722 Santa Clarita, CA 91321 Lic # C27 974712 Fax: (661) 750-4733 6. The FS foreman role is not only important in both skills in tree work and managing crews but in communication with the many residents in a professional manner. Inevitably in the course of our work issues arise from broken plants, sprinklers or unhappy resident. In most cases our Foreman resolves the problem at the same time. Occasionally the.city will receive a complaint regarding work FS has performed. In this case the LMD/UF manager will contact FS via email. The FS manager will immediately discuss the issue with the foreman and develop and action plan and respond back to the city personal promptly. This typically includes contacting the resident by either phone or visiting in person to ensure their issue was resolved to their satisfaction. 7. Upon completion the foreman will closeout the request noting the date of closure. A spread sheet is created to log all CRM activity with man hours to utilize in city required form and invoicing. 8. With our yard being inside the city limits, our crews can respond quickly to emergency calls. In addition in the event of personal out due to sickness or illness or down equipment, we can readily draw from resources from another yard. Brian Peck Tree Division Manager Certified Arborist WE -10644A W Four Seasons Landscape and Property Services, Inc. Brian Peck Cell: (661) 312-3176 24647 Arch Street brian.peck@fslps.com Office: (855) 375-7722 Santa Clarita, CA 91321 Lic # C27 974712 Fax: (661) 750-4733 . ! i%-, FOUR SEASONS Jl L A N D S C A P E UF -15-16-08 Green Waste Disposal Plan Four Seasons Landscape & Property Services is committed to recycling all reusable material. Approximately 95% of the material generated from tree pruning is taken to local green waste recycling centers or used for city parks and paseos as requested. An only Palm material (which represents about 5% of generated material) is taken to a regular land fill as it can't be processed for soil amendment. Four Seasons uses local recycling centers which help support area business. Brian Peck Tree Division Manager Certified Arborist WE -10644A Four Seasons Landscape and Property Services, Inc. Brian Peck Cell: (661) 312-3176 24647 Arch Street brian.peck@fslps.com Office: (855) 375-7722 Santa Clarita, CA 91321 Lic # C27 974712 Fax: (661) 750-4733 itg 6r FOUR SEASONS AND PROPERTY SERVICES PROPOSAL, UF -15-16-08 Additional Documents ay, NOTICE INVITING BIDS Bids must be received electronically before 11:00 AM on Monday, October 26, 2015, by the Purchasing Agent of the City of Santa Clarita. Specifications for this electronic bid may be viewed at: http://www.planetbids.com/portal/portal.cfm?CompanylD=16840# UF -15-16-08 SUPPLEMENTAL TREE SERVICE Please refer to specifications for complete details and bid requirements. There will be a pre-bid meeting on Thursday, October 8, 2015 at 11:00 AM at City Hall, 23920 Valencia Blvd. in the Council Chambers to review the bid. After the review vendors will be given the opportunity to assess the zones. While the meeting is not mandatory, it is strongly encouraged for all interested contractors to attend. This is the one and only meeting/site visit that will be scheduled for this bid. • In accordance with the provisions of California Public Contract Code Section 3300, the successful bidder shall submit proof of a State Contractor's License, C-27 and D-49, with bid response. Failure to possess the specified license shall render the bid as non-responsive and shall act as a bar to award the contract to any bidder not possessing said license at the time of award. As provided for in Section 22300 of the California Public Contract Code, the Contractor may substitute securities for monies withheld by the City to ensure performance under the contract. This contract is subject to the State prevailing wage requirements of the California Labor Code including Sections 1770, 1771.5, 1773, 1776 and 1777.5. Pursuant to Section 1773 of the Labor Code, the general prevailing wage rates in the county, or counties, in which the work is to be done have been determined by the Director of the California Department of Industrial Relations. These wages are set forth in the General Prevailing Wage Rates for this project, available from the California Department of Industrial Relations' Internet web site at htti)://www.dir.ca.gov/dlsr/i)wd. Future effective general prevailing wage rates which have been predetermined and are on file with the California Department of Industrial Relations are referenced but not printed in the general prevailing wage rates. A copy of the prevailing rate of per diem wages shall be posted at the job site. Contractor shall further adhere -to the requirements contained in the City of Santa Clarita's Labor Compliance Program, approved by the DIR for projects with a Bid Advertise Date of November 20, 2003 or later, and which will become part of the conformed documents. All pertinent California statutes and regulations, including, but not limited to those referred to in the City's Labor Compliance Program, are incorporated herein by reference as though set forth in their entirety. Additionally, the Contractor is responsible for obtaining a current edition of all California statutes and regulations and adhering to the latest editions of such. Contractor shall submit certified copy of all Certified Payroll Records (CPRs) with the progress payment on at least monthly basis to the City. The specifications in this notice shall be considered a part of any contract made pursuant thereto. This bid is subject to SB 854. See bidder instructions for details. Purchasing (661) 250-3737 CITY OF SANTA CLARITA INVITATION FOR BID BID # UF -15-16-08 BID OPENING: October 26, 2015 The City of Santa Clarita invites electronically sealed bids for: SUPPLEMENTAL TREE SERVICE 1. Electronic Bids must be ELECTRONICALLY received at: http://www.iplanetbids.com/portal/por-tal.cfm?CompanvlD=16840# 2. Prices shall be D.D.P. City of Santa Clarita Receiving dock Incoterms 2000 or for the service rendered. 3. Bidder shall honor bid prices for ninety (90) days or for the stated contract period, whichever is longer. 4. Bids must be on this Bid form. Submission of a proposal acknowledges the proposer has read and understands the requirements contained on pages 1 to 53 and Exhibits A to C2. 5. Bid Questions. Questions should be submitted electronically to: http://www. planetbids.com/portal/porta l.cfm?Com panyl D=16840# The last day for questions will be 5:00 PM, October 16, 2015. 6. The vendor is responsible for the accuracy and completeness of any solicitation form not obtained directly from the City. 7. Renewal and Pricing Adjustment. Contracts entered into pursuant to this Invitation to Bid may be renewed annually up to 3 times, in accordance with the terms of the contract. If not otherwise stated, the contract may be renewed if the new pricing of the contract does not change more than the Consumer Price Index identified in the most recently City Council approved City of Santa Clarita Combined Engineer's Report for Landscape Maintenance Districts. Name (Print): Brian Peck Company: Four Seasons Landscape & Property Services Inc Email: brian.peck@fslps.com Address: 24647 Arch Street Company Phone No.. 855375-7-7722 City: Santa Clarita State/Zip: CA 91321 Bid # UF -15-16-08 1 TABLE OF CONTENTS SUPPLEMENTAL TREE SERVICE Bid # UF -15-16-08 Section.......................................................................................................... Page e InvitationFor Bid................................................................................................................... 1 Tableof Contents.................................................................................................................. 2 Instructions to Bidders........................................................................................................... 3 Administrative Specifications................................................................................................. 7 General Requirements, Section 1......................................................................................... 7 General Requirements, Section 2......................................................................................... 11 General Requirements, Section 3......................................................................................... 17 Proposal Guarantee (Bid Bond)............................................................................................ 27 Faithful Performance Bond.................................................................................................... 29 Contract Agreement (Sample Only)...................................................................................... 30 BidSchedule......................................................................................................................... 38 Designation of Subcontractors.............................................................................................. 43 References........................................................................................................................... 45 DocumentChecklist.............................................................................................................. 46 Exhibits: A and B Attachment A — Map (separate document) APPENDIX A — Labor Compliance Program (separate document) Bid # UF -15-16-08 2 BID INSTRUCTIONS 1. Submitting Proposals. (a) The bid response must be ELECTRONICALLY submitted on this form and include the notice, Request for Bid Schedule, and all forms or information included in or required by Section C, Specifications, (attachments accepted) (b) All documentation of unit pricing or other cost breakdowns as outlined in this bid must be submitted to support the total bid price. (c) Proposals/corrections received after the closing time will not be accepted. The City will not be responsible for bids not properly or timely, uploaded. Upon award, all submissions become a matter of public record. 2. Currency. All references to dollar amounts in this solicitation and in vendor's response refer to United States currency. Payments will be made in Unite States Currency. 3. Alternatives. Any changes or alternatives must be set forth in a letter attached to this bid. The City has the option of accepting or rejecting any alternative bid. 4. Environmentally Preferable Purchasing. The City of Santa Clarita, being fully aware of the limited nature of our resources and the leadership role government agencies have, supports the Environmentally Preferable Purchasing (EPP) program with Resolution 05-103. With changes in technology and industries occurring rapidly it is frequently difficult to be aware of the latest innovations. Therefore, it is the intent of the City of Santa Clarita to seek out those products which result in less energy usage, least impact on natural resources and greatest reuse of post- industrial and post -consumer material. Bidders are strongly encouraged to offer products and services meeting these criteria and point out those specific aspects or features in their bid. In accordance with Public Contract Code 22152 bidders are required to certify in writing the minimum, if not exact, percentage of postconsumer materials in the products, materials, goods, or supplies, offered or sold. 5. Failure to Submit Bid. Your name may be removed from the mailing list if the City receives no response to this bid. 6. Rejection. The City reserves the right to reject any or all bids and to waive any informality in any bid. The City may reject the bid of any bidder who has previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the bid of a bidder who is not in a position to perform such a contract satisfactorily. The City may reject the bid of any bidder who is in default of the payment of taxes, licenses or other monies due to the City of Santa Clarita. 7. Addenda. The City will not accept responsibility for incomplete packages or missing addenda. It is the bidder's responsibility to contact the project manager, for public projects, or Purchasing prior to submission of the bid to make certain the package is complete and all required addenda are included. This information will be available from the City's website. Bidders are cautioned against relying on verbal information in the preparation of bid responses. All official information and guidance will be provided as part of this solicitation or written addenda. 8. Awards. The City will award in accordance with S.C.M.C. § 3.12.205 (Support of Santa Clarita Businesses) unless Part C identifies this bid as a multiple criteria bid or this bid is for public works, professional services or is federally funded. Qualifications of responsibility will be in accordance with the S.C.M.C. Lowest cost is the lowest total cost to the City to acquire the goods and/or services resulting from this solicitation. The City may make an award based on partial items unless the bid submitted is marked "All or none." Where detailed specifications and/or standards are provided the City considers them to be material and may accept or reject deviations. The results of the bid will be posted on the City's website at www.santa- clarita.com/purchasing, normally within 24 hours. Cooperative Bidding. Other public agencies may be extended the opportunity to purchase off this bid with the agreement of the successful vendor(s) and the City of Santa Clarita. The lack of exception to this clause in vendor's response will be considered agreement. However, the City of Santa Clarita is not an agent of, partner to or representative of these outside agencies and is not Bid # UF -15-16-08 obligated or liable for any action or debts that may arise out of such independently negotiated "piggy -back" procurements. 10. Amendments. Any and all changes to this contract must be made in writing and agreed to by the City. Performance by the contractor will be considered agreement with the terms of this contract. 11. Taxes, Charges and Extras. (a) Bidder must show as a separate item California State Sales and/or Use Tax. (b) The City is exempt from Federal Excise Tax. (c) Charges for transportation, containers, packing, etc. will not be paid unless specified in bid. Contractor/vendor agrees to cooperate with the City in all matters of local taxation. 12. Payment. (a) Bidder shall state payment terms offered. (b) Payment will be made on the pay period after receipt and acceptance of goods and/or services and upon using department confirmation of such acceptance. 13. Assignment. No assignment by the vendor of contract or any part hereof, or of funds to be received hereunder, is binding upon the City unless the City gave written consent before such assignment. 14. Sub contractors. For all public projects, the Bidder must list any subcontractors that will be used, the work to be performed by them, and total number of hours or percentage of time they will spend on the project. 15. Prevailing wage. For all public works, the Bidder is required to bid prevailing wage. For the purposes of this paragraph, public works includes maintenance. The City of Santa Clarita Labor Compliance Program is included herein as an informative reference for the successful bidder. It does not require any completion prior to contract award but should be reviewed for all necessary provisions and requirements. 16. Protection of Resident Workers. The City of Santa Clarita actively supports the Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification Form (1-9). The Contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. 17. Indemnification. The bidder is required to indemnify and hold the City harmless from and against any claim, action, damages, costs (including, without limitation, attorney's fees), injuries, or liability, arising out of any agreement entered into between the parties. Should the City be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of this Agreement, or its performance, the bidder must defend the City (at the City's request and with counsel satisfactory to the City) and indemnify the City for any judgment rendered against it or any sums paid out in settlement or otherwise. 18. Bonds. When deemed necessary by the City, bid bonds shall be furnished by all bidders in the amount of at least 10% of the total value of the bid OR 10 % of the value of the 1 SI year of service for service bids, to guarantee that bidders will enter into contract to furnish goods or services at prices stated. The bonding company must be listed on Treasury Circular 570 and licensed to operate in the state of California. Likewise, a Performance Bond and/or Material and Labor bonds shall be required of the successful bidder when stated in the specification (cash deposit, certified or cashier's check or money order may be substituted in lieu of either bond). Original Bond or Cashier's Check MUST be received AT CITY HALL, 23920 Valencia Blvd., Santa Clarita, CA 91355, ATTENTION SUITE 120 and marked with the words `BID BOND FOR" and the bid #, "NO LATER THAN the bid due date and time, for the vendor to be considered responsive. Bid # UF -15-16-08 19. Insurance. For contracts involving services the City requires insurance. Proof of insurance shall be provided by using an ACORD certificate of insurance and shall be provided prior to contract signing. Insurance shall be "Primary and Non -Contributory' and must name the "City of Santa Clarita" as an additional insured. The certificate shall list coverage for General Liability (limit of $1,000,000 CSL or $1,000,000 per occurrence with a $2,000,000 aggregate), Auto Liability (limit of $1,000,000), and Worker's Compensation (statutory requirement). For professional services, Professional Liability with a limit of $1,000,000 may also be required. Insurance shall not be cancelable or subject to reduction except upon thirty (30) days prior written notice to the City. Specific insurance requirements will be set forth in any contract awarded to a bidder. 20. On -Site Inspection. When deemed necessary by the City, an on-site inspection date and time will be so designated. Bidder is responsible for inspecting and understanding the total scope of the projects (i.e., specifications, quality, and quantity of work to be performed.) 21. Specifications. Materials differing from stated specifications may be considered, provided such differences are clearly noted and described, and provided further that such articles are considered by a City official to be in all essential respects in compliance with the specifications. 22. Brand Names. The use of the name of a manufacturer, or any specific brand or make, in describing any item contained in the proposal does not restrict bidders to the manufacturer or specific article, this means is being used simply to indicate a quality and utility of the article desired; but the goods on which bids are submitted must in all cases be equal in quality and utility to those referred to. This exception applies solely to the material items in question and does not supercede any other specifications or requirements cited. Documentation of equivalency must be submitted with the bid. At a minimum the documentation must demonstrate equivalency in form, fit, function, quality, performance and all other stated requirements. The City is final determiner of equivalency. Exception is made on those items wherein identical supply has been determined a necessity and the notation NO SUBSTITUTE has been used in the specification section. 23. Price Reductions. If at any time during the life of this contract, the successful bidder reduces his price or prices to others purchasing approximately the same quantities as contemplated by this contract, the contract prices must be reduced accordingly, and the contractor/vendor will immediately notify the Purchasing Agent, City of Santa Clarita. 24. Contract Pricing. Except as otherwise provided, prices must remain consistent through the term of this contract. The City does not pay "surcharges" of any type unless identified in the response to this bid. All costs will be included in the pricing provided to the City. 25. Non -Appropriation of Funds. The City's obligation is payable only and solely from funds appropriated for the purpose of this agreement. All funds for payment after June 30 of the current fiscal year are subject to City's legislative appropriation for this purpose. In the event the governing body appropriating funds does not allocate sufficient funds for the next succeeding fiscal year's payments. Then the affected deliveries/services may be (1) terminated without penalty in their entirety, or (2) reduced in accordance with available funding as deemed necessary by the City. The City shall notify the Contractor in writing of any such non -allocation of funds at the earliest possible date. 26. Default. In case of default by the vendor of any of the conditions of this bid or contract resulting from this bid, the vendor agrees that the City may procure the articles or services from other sources and may deduct from the unpaid balance due the vendor, or collect against the bond or surety, or may invoice the vendor for excess costs so paid, and prices paid by the City shall be considered the prevailing market price at the time such purchase is made. 27. Termination. The City may terminate any service or contract with or without cause either verbally or in writing at any time without penalty. Bid # UF -15-16-08 28. Safety. Contractor agrees to comply with the provisions of the Occupational Safety and Health Act of 1970 (or latest revision), the State of California Safety Orders, and regulations issued thereunder, and certifies that all items furnished under this bid will conform and comply with the indemnity and hold harmless clause for all damages assessed against buyer as a result of suppliers failure to comply with the Act and the standards issued thereunder and for the failure of the items furnished under this order to so comply. 29. Gratuities. The City may, by written notice to the Contractor, terminate the right of the Contractor to proceed under this agreement, if it is found that gratuities in the form of entertainment, gifts, or otherwise were offered or given by the Contractor, or any agent or representative of the Contractor, to any officer or employee of the City with a view toward securing an agreement or securing favorable treatment with respect to the award or amending, or the making of any determinations with respect to the performance of such agreement; provided, that the existence of the facts upon which the City makes findings shall be in issue and may be reviewed in any competent court. In the event of such termination, the City shall be entitled to pursue the same remedies against the Contractor as the City could pursue in the event of default by the Contractor. 30. Invoices. Invoices will be forwarded to: City of Santa Clarita Special Districts 23920 Valencia Blvd. Ste. 295 Santa Clarita, CA 91355-2196 Invoices will reflect the purchase order # and goods or service delivered in accordance with the terms of the contract. Invoice processing begins on receipt of the material or invoice, whichever is later. 31. Bid Questions. Questions should be submitted electronically to: htti)://www.planetbids.com/lportal/portal.cfm?CompanvlD=l 6840# The last day for questions will be 5:00 PM, October 16 ,2015. 32. SB 854 - No contractor or subcontractor may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)]. No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. Bid # UF -15-16-08 C. ADMINISTRATIVE SPECIFICATIONS SUPPLEMENTAL TREE SERVICE The City of Santa Clarita is responsible for the maintenance of and urban forest consisting of nearly 100,000 trees. Approximately half of the trees are maintained by the City's Landscape Maintenance District with the other half being maintained by the City's Urban Forestry Division (see Attachment A - UF MAP). The City of Santa Clarita is soliciting sealed bids for the City's Supplemental Tree Service, consisting of tree trimming, tree planting, tree removals, stump grinding, integrated pest management and asset management database input for both the Landscape Maintenance District and Urban Forestry Division. The following general specifications apply to both the City's Landscape Maintenance District and the Urban Forestry Division. This contract shall run for one year with the option for three (3) additional, one (1) year renewals. The bid bond required will be 10% of the first year of the contract. There will be a pre-bid meeting on Thursday, October 8, 2015 at 11:00 AM beginning at City Hall, 23920 Valencia Blvd., in the Council Chambers to review the bid. While the meeting is not mandatory, it is strongly encouraged for all interested contractors to attend. This is the one and only meeting/site visit that will be scheduled for this bid. GENERAL PROVISIONS SECTION 1 1-01 SCOPE OF WORK The work to be performed consists of furnishing all materials, equipment, tools, labor, and incidentals as required by the Specifications, provisions, and contract documents. The general items of work for this project shall consist of one (1) 3 -man tree maintenance crew and equipment for completion of tree related service requests. 1-02 CITY EMPLOYEES For the purpose of these Bid Specifications and for the term of this Tree Service Request Contract, the title Contract Administrator will refer to the Urban Forestry Administrator. The title Project Manager will refer to the tree inspectors for the City of Santa Clarita. 1-03 LOCATION OF WORK The general location of work is within the City limits of Santa Clarita. Locations and type of tree service may change throughout the duration of the contract at the discretion of the CITY and at no additional cost to the City. Initial work is outlined in this document. (See Attachment A) 1-04 TIME FOR START AND COMPLETION OF WORK The anticipated start of this contact is anticipated for January 2016 and will run for one full year 1-05 WORK HOURS Work hours shall begin in Santa Clarita at 7:00 a.m. and end at 4:00 p.m., Monday through Friday. For areas surrounding all school zones no tree work within 1500 feet before 8:00 A.M. No work on CITY observed holidays except in the event of emergencies. Bid # UF -15-16-08 1-06 EMERGENCY INFORMATION The names, addresses and telephone numbers of the Contractor and any subcontractor, or their representatives, shall be filed with the City's Special Districts Department prior to beginning work. 1-07 CONTRACTOR EQUIPMENT AND GRAFFITI All equipment brought into the City or working within the City Limits shall be free of graffiti. Any graffiti that is spotted on equipment shall be removed immediately during working hours and any graffiti that is reported after hours or at any other time shall be removed within 24 hours. 1-08 CONTRACTOR COMMUNICATION The contractor's Supervisors and Crew Leaders shall carry a mobile cellular phone and shall respond to calls from the City staff within 15 minutes of the call. In the case of after hour's calls, one (1) hour maximum response time is allowed to arrive at the emergency location. The contractor's employees shall maintain 24-hour phone communication and staff must be able to contact all key contractor employee staff, key City staff, local utility agencies and emergency services as needed for the duration of the contract. Each Crew Leader shall carry at all times a mobile tablet computer with mobile internet access capable of accessing the City's eService (Citizen Response Management — CRM) system. The City will assign service requests to the contractor that must be accessed via the internet while in the field. As work is completed, the contractor will be responsible to update the status of each service request. At a future date the City's Tree Inventory will be transferred to a web based mobile application that will be accessible via a web -enabled mobile tablet computer. When the asset management system is enabled, the Contractor will be required to update the maintenance record for each tree as work is completed 1-09 CONTRACTOR EQUIPMENT Contractor shall be required to clearly identify and equip each vehicle used at said facility with decals on the exterior right and left front door panels identifying the Contractor's name, address and phone number visible from 100 feet. Each vehicle must be mechanically sound, with a clean and neat appearance, and meet all California Vehicle Code requirements. All of the Contractor's vehicles are subject to random inspections by the Santa Clarita Sheriff's Department. Equipment shall not leak fluids and meet all associated and required safety standards, inspections and certifications. 1-10 CONTRACTOR UNIFORMS Contractor shall require each of his employees to adhere to basic public works standards of working attire. These are basically; uniforms, proper shoes, and other gear required by State Safety Regulations (OSHA), and proper wearing of the clothing. Shirts shall be buttoned and worn at all times. 1-11 CONTRACTOR CONDUCT Contractor shall at all times exhibit good customer service to City staff, City contracted staff, residents and others throughout term of this contract. All communication will be professional in a manner between all parties. Unsatisfactory communication and service may be cause for contract termination. 1-12 CONTRACTOR PERFORMANCE ABILITY The contractor must demonstrate the ability to successful perform all work as specified in this bid. The contractor will provide evidence of successful performance through the identification of references for jobs of a similar size and scope. Bid # UF -15-16-08 8 1-13 CONTRACTOR TRAINING AND EXPERIENCE Contractor's employees or representatives shall be thoroughly trained and experienced in the maintenance practices of Urban Forestry and Arboricultural Procedures to successfully maintain the City's Urban Forest according to industry standards and guidelines. Minimum training standards shall include the latest edition of the Best Management Practices of Arboriculture by the International Society of Arboriculture and the ANSI — A 300 Pruning standards. In addition the contractor shall maintain any and all required safety training for staff. This includes the latest edition of ANSI safety standards for tree operations ANSI — Z133.1 or later editions. Contractor must be able to provide documentation of regular training. 1-14 CERTIFIED ARBORISTS AND TREE WORKERS Bidders must be thoroughly competent and capable of satisfactorily performing the work covered by the bid. The Contractor shall at all times have an ISA Certified Arborist responsible for the daily operations of each maintenance crew associated with this contract. Said certified arborist is to be responsible for the contractor's crews performing assigned work in accordance with work standard agreed upon with the CITY. Proof of certifications must be submitted with this bid. Contractor shall employ on a regular full-time, permanent basis a minimum of one (1) employee certified by the International Society of Arboriculture as Certified Tree Workers at the time of bid submittal, bid award, and for the duration of this contract. The Certified Tree Worker must be on site with each maintenance crew while pruning operations are being conducted. The contractor shall provide the City with daily written inspection of activities completed by the maintenance crew. Proof of certifications must be submitted with this bid. The Certified Arborist shall be readily available to serve as contractors representative in routine dealings with the CITY, (i.e. crew scheduling, performance standards, time and material expenditures, and the resolution of such situational disputes as may arise between work crews, other contractors, and/or the public). It is the desire of the CITY to provide a high level, informed and professional service to the residents. 1-15 WORK REPORTS The following is a partial list of the required data fields that will be required for tree inventory data collection. All tree inventory data shall be submitted in a format compatible with the City's Asset Management System. GPS Coordinates, LIVID Zone, OF Zone, Parkway type, Location, Right of Way in foot, Status, Condition: Required Maintenance, DBH, Height, Tree Species, Replacement Species, Inspection Date and Photo. 1-16 INCOMPLETE WORK REPORTS In the event that work is not completed due to emergencies, work delays, bird nesting, seasonal conditions and/or vehicle parking restricting work completions. Contractor shall record all skipped locations and the vehicle license number as part of the incomplete work report. All incomplete locations that are outstanding for more than two workdays shall be reported to the Urban Forestry -j;./ Division and the Landscape Maintenance District. All incomplete locations shall be tracked for follow up completion and the Urban Forestry Division and the Landscape Maintenance District shall be again notified if incomplete work goes beyond one work week. All outstanding work shall be tracked on monthly work reports. This includes trees that may be skipped due to seasonal conditions, such a pines and eucalyptus during the summer months. Bid # UF -15-16-08 1-17 OUTSTANDING STUMP REPORTS Contractor shall monitor and track all work related to the removal of tree stumps and shall provide the City with an Outstanding Stump Report for all incomplete tree stump removals. The report shall be submitted weekly to the offices of the Urban Forestry Division and the Landscape Maintenance District. All stump removals shall be tracked on this report as well as the general work report, service reports, daily work records and any other type of work activity report required by the City. All tree stumps from cut off trees shall be removed within 7 days of tree being cut down. If the stump is not removed in 7 days the contractor will be charged the cost the City incurs to remove the stump. 1-18 PROPERTY DAMAGE Property Damage — Shall be reported within one hour of incident to the office of the City Arborist or the Project Manager. • In the event that verbal contact has not been made, the contractor will notify the City Risk Manager. • The contractor field supervisor shall also inform his superior so that all attempts will be made to rectify any damage caused by the contractor. • The contractor shall be responsible for all damage to private and public property and shall correct, fix, repair, replace or reimburse the party at loss for all damages. • Damage corrections shall be made as soon as possible to reduce future complaints. • In the case of vehicle damage contractor shall assist the damaged party to resolve the damage with an expedited process. • All damage and corrections shall be documented and reports provided to the City. • The City Urban Forestry Division, the Landscape Maintenance District and the Risk Management Division shall be notified by e-mail of the incident. Included in the e-mail shall be the date, time and location of the incident, including a brief summary of the event. This e- mail shall be submitted within 24 hours of the incident. • Reports shall include all correspondence and course of action by the contractor to correct damage. 1-19 ROOT BARRIER The Urban Forestry Administrator or the Project Manager shall approve the root barriers. Root barriers must have a root deflection rib and a top edge. The root control panels may not be altered without written approval from the Urban Forestry Administrator or the Project Manager. All trees shall be planted with a 12 -inch or 18 -inch deep by ten foot long root barrier along the sidewalk of each tree planting site. Root barrier shall be comparable to either Deep Root brand model number UB -18-2, or Century brand CRA 8-20 or City approved equal. Bid # UF -15-16-08 10 2-01 DEFINITIONS Agency: GENERAL SPECIAL PROVISIONS SECTION 2 City of Santa Clarita Trimming Trimming and pruning shall be considered the same thing for the purposes of this project. 2-02 AWARD AND EXECUTION OF CONTRACT Within ten working days after the date of the CITY's notice of award, the Contractor shall execute and return the following contract documents to the CITY: Contract Agreement Faithful Performance Bond Labor and Material Bond Public Liability and Property Damage Insurance Certificate Workers' Compensation Insurance Certificate Failure to comply with the above will result in annulment of the award and forfeiture of the Bid Guarantee. This Contract Agreement shall not be considered binding upon the CITY until executed by the authorized CITY officials. A corporation to which an award is made may be required, before the Contract Agreement is executed by the CITY, to furnish evidence of its corporate existence, of its right to enter into contracts in the State of California, and that the officers signing the contract and bonds for the corporation have the authority to do so. 2-03 SUBCONTRACTS The Contractor shall perform or provide, with its own organization, employees, materials, and equipment amounting to at least 60 percent of the Contract Price. The Contractor's employees shall constitute at least 60 percent of the labor force involved in the performance of contracts executed subsequent to this solicitation. 2-04 CONTRACT BONDS The Faithful Performance Bond shall remain in force until the contract expiration date. The Labor and Material Bond shall remain in force until thirty-five days after the contract expiration date, or until all claims for labor and material are paid, whichever is longer. 2-05 EXAMINATION OF CONTRACT DOCUMENTS The bidder shall examine carefully the entire site of the work, including but not restricted to the conditions and encumbrances related thereto, the plans and specifications, and the bid and contract forms therefore. The submission of a bid shall be conclusive evidence that the bidder has investigated and is satisfied as to the conditions to be encountered, as to the character, quality, and scope of the work to be performed, the quantities of material to be furnished, and as to the requirements of the bid, plans, specifications, and the contract. Bid # UF -15-16-08 11 2-06 CHANGES IN WORK - NOTICE TO SURETIES The Contractor shall notify his sureties and the carriers of the insurance furnished and maintained by him of any changes affecting the general scope of the work or change in the contract price, or time, or a combination thereof, and the amount of the applicable bonds and the coverage of the insurance shall be adjusted accordingly. The Contractor shall furnish proof of such adjustments to the CITY. 2-07 MATERIALS AND WORKMANSHIP The Contractor shall guarantee that the entire job will meet all requirements of this contract as to the quality of equipment, and workmanship. The Contractor, at no cost to the CITY, shall make any repairs or replacements made necessary by defects in equipment, or workmanship that become evident within 60 days after invoicing for the work in question. The Contractor shall hold the CITY harmless from claims of any kind arising from damages due to said defects, noncompliance and poor work workmanship. The Contractor shall make all repairs, replacements, and restorations within 10 days after the date of the Project Manager written notice. 2-08 WORKSITE CLEANUP All tree trimming shall be terminated at such time each day to give the cleanup crew sufficient time to have all brush, limbs, and debris loaded and all equipment off the work site by 4:00 p.m. The contractor shall review work from the previous day or two, to ensure there are no hangers or debris fallen from previously trimmed trees. If debris or hangers are found then the contractor shall remove them from the work site. 2-09 AB939 CITY DIVERSION REQUIREMENTS The California Integrated Waste Management Act of 1989 (A13939) requires that all cities and counties in the State of California divert materials going to landfill by 50% by the year 2000 and maintain each year thereafter. In accordance with this mandate, all contractors handling landscape materials on behalf of the City of Santa Clarita will be required to divert all landscape materials from any and all landfills and co -generation facilities. Landscape material utilized for co -generation or daily landfill cover will not qualify for diversion credit and are therefore not acceptable methods of disposal for this material. All landscape materials collected through the program must be delivered to a properly permitted compost or mulching facility or material end-user. Landscape materials that have been collected for the express purpose of diversion will not be taken to a landfill unless the landfill possesses other diversion facilities on site. The transport and disposal of landscape materials at an unauthorized facility, i.e. landfill, will constitute a material breach of this agreement. Contractors will be required to seek recycling alternatives for these organic, biodegradable landscape materials. Acceptable recycling alternatives would include the utilization of these materials as feedstock for composting, co -composting, mulching, soil amendment, and wood chip products. All contractors will be required to arrange for the chipping and transport of all landscape materials to their selected processor, with all cost to be borne by the Contractor. Approval of any other processing method not listed above will require the approval of the Environmental Services Manager, and must qualify for diversion credit as specified in A13939, or subsequent legislation. The City of Santa Clarita retains the right to cancel, at any time, any existing arrangement for the processing of City landscape materials and select a preferred processor capable of recycling these landscape materials and meeting the mandates of A13939. Contractors should select their processor on the basis of previous experience, the ability to meet AB939 mandates, the ability to acquire appropriate permits, and the ability to site a local chipping/transport site within or adjacent to the City of Santa Clarita. Bid # UF -15-16-08 12 All contractors will be required to document the total weight and/or cubic yards of landscape material recycled on a monthly basis. The City of Santa Clarita's Environmental Services Division will supply the Public Works Department with a City -approved form, which the Contractor must complete on a monthly basis in order to document materials diverted. The Contractor should send documentation to the Special Districts Department. The contractor shall submit with the bid their current method of green waste disposal and a plan of action for handling green waste for the City of Santa Clarita. 2-10 PERFORMANCE PERIOD The period of contract performance starting December 1, 2015 and ending November 30, 2017. Contracts entered into pursuant to this Invitation to Bid may be renewed annually, up to three (3) times, in one year increments and in accordance with the terms of the contract. If not otherwise stated, the contract may be renewed if the new pricing of the contract does not change more than the Consumer Price Index - All Urban Consumers (not seasonally adjusted), Los Angeles Area - Riverside -Orange county area and prevailing wage rates, if applicable. Price adjustments may be increases or decreases as appropriate and must be requested at least 90 days prior to the expiration/renewal of the contract. The index level for the month preceeding the month of solicitation advertisement will become the beginning index. The price adjustment limit will be the percentage change based on the difference between the beginning level or the adjustment level last used and the index level for the period 90 days prior to the expiration of the contract. If not renewed prior to the anniversary date, the contract may continue on a month to month basis until renewed or awarded to a new contractor. 2-11 LIQUIDATED DAMAGES Failure to complete the work as scheduled or as specified herein will result in the following actions: The sum of two hundred fifty dollars ($250) per day will be deducted and forfeited from payent to the Contractor for each instance where an item of work is not completed in accordance with the schedule or specifications. Deficiencies: An additional amount equal to the cost incurred by completion of the work by an alternate source, whether it be City forces or separate private contractor, even if it exceeds the contract unit price, will be deducted from the Contractor's invoice. These actions shall not be construed as penalty but as adjustment of payment to the Contractor for only the actual work performed or as the cost to the City for inspection and other related costs from the failure by the Contractor to complete the work according to the schedule or specifications. 2-12 CONTRACTOR'S EQUIPMENT AND FACILITIES A noise level limit of 86 dba at a distance of fifty feet shall apply to all construction equipment on or related to the job whether owned by the Contractor or not. The use of excessively loud warning signals shall be avoided except in those cases required for the protection of personnel. Contractor will be required to ensure all equipment complies with all State and Local requirements including those of the South Coast Air Quality Management District. 2-13 LABOR LAWS The Contractor and all subcontractors, suppliers, and vendors shall comply with all CITY, State, and Federal orders regarding affirmative action to ensure equal employment opportunities and Bid # UF -15-16-08 13 fair employment practices. Failure to file any report due under said orders will result in suspension of periodic progress payments. The Contractor shall ensure unlimited access to the job site for all equal employment opportunity compliance officers. In accordance with the Labor Code, as provided in Section 1773, et. seq., the general prevailing wage rates have been determined by the Director of the California Department of Industrial Relations. These wages are available from the California Department of Industrial Relations' Internet web site at http://www.dir.ca.gov. The Contractor shall not pay less than prevailing wage rates. Certified payroll records will be required to be provided to the City. 2-14 PERMITS Prior to the start of any work, the Contractor shall obtain the applicable CITY permits and make arrangements for CITY inspections. The Contractor shall also obtain any and all other permits, licenses, inspections, certificates, or authorizations required by any governing body or entity. 2-15 PROTECTION OF THE PUBLIC It is part of the service required of the Contractor to make whatever provisions are necessary to protect the public. The Contractor shall use foresight and shall take such steps and precautions as his operations warrant to protect the public from danger, loss of life, or loss of property which would result from interruption or contamination of public water supply, interruption of other public service, or from the failure of partly completed work or partially removed facilities. Unusual conditions may arise on the work site which will require that immediate and unusual provisions be made to protect the public from danger or loss, or damage to life and property, due directly or indirectly to prosecution of work under this contract. Whenever, in the opinion of the Contract Administrator, an emergency exists against which the Contractor has not taken sufficient precaution for the public safety, protection of utilities and protection of adjacent structures or property, which may be damaged by the Contractor's operations and when, in the opinion of the Contract Administrator, immediate action shall be considered necessary in order to protect the public or property due to the Contractor's operations under this contract, the Contract Administrator will order the Contractor to provide a remedy for the unsafe condition. If the Contractor fails to act on the situation within a reasonable time period, the Contract Administrator may provide suitable protection to said interests by causing such work to be done and material to be furnished as, in the opinion of the Contract Administrator may seem reasonable and necessary. The cost and expense of said labor and material, together with the cost and expense of such repairs as are deemed necessary, shall be borne by the Contractor. All expenses incurred by the CITY for emergency repairs will be deducted from the progress payments and the final payment due to the Contractor. However, if the CITY does not take such remedial measures, the Contractor is not relieved of the full responsibility for public safety. 2-16 DIGALERT It is the contractor's responsibility to contact Dig alert before digging at any location in the City. This includes contacting Digalert before for any stump grinding activities. PARTIAL AND FINAL PAYMENT The closure date for the purpose of making partial progress payments will be the last day of each month. The Contractor shall prepare the approximate measurements of the quantities of work performed through the closure date and submit it to the CITY for approval by the 5th day of the following month. All work will be approved by a representative of the City. When the work is Bid # UF -15-16-08 14 complete, the Project Manager will approve the final quantities of the work performed and prepare the final progress payment report. Payments are commonly authorized and made within 30 days following the 10th day of the month submitted. However, payments will be withheld pending receipt of any outstanding reports required by the contract documents. 2-17 SB198 AND OSHA COMPLIANCE REQUIREMENTS The Contractor must submit with their bid submission, its current Safety Manual meeting SB198 requirements for injury and illness prevention. This manual must also meet the safety requirements outlined in the Cal/OSHA General Industry Safety Orders, which incorporates the requirements of Section 3203 Accident Prevention Plan as well as Section 5194, A62185, A132187, and A13377; Federal Hazard Communication Standard, CFR1910.1200; and SARA Title III as they apply to Hazard Communication Standards. It is the intent of the City to rigorously examine these documents to determine if the Contractor is in full compliance with the safety related orders. 2-18 QUALITY CONTROL PLAN The contractor shall establish and maintain a Quality Control Program to ensure that the work performed under the contract conforms to the contract requirements. The Contractor shall submit with the bid, a comprehensive Quality Control Plan. The contractors Quality Control plan shall provide top contractor management with an effective and efficient means of identifying and correcting problems throughout the scope of operations. The Quality Control Program shall include: 1. A description of the contractor's quality control system. The system must cover all contract services, specify work to be inspected on either a scheduled or unscheduled basis, and describe how inspections are to be conducted. 2. The name(s) and qualifications of the individual(s) responsible for performing the quality control inspections, and the extent of their authority. 3. Provisions for recording the results of inspections and for recording corrective action taken. 4. Provisions to update and revise the Quality Control Program during the performance of the contract. A file of all Quality Control inspections both performed and scheduled inspection results, and dates and details of corrective actions taken shall be maintained by the contractor through the term of this contract. The file shall be the property of the City and made available to the Contract Administrator during regular working hours. The file shall be turned over to the City within 15 days of completion/termination of the contract. 2-19 CONTRACTOR MINIMUM EXPERIENCE Contractor certifies to have a minimum of five consecutive years of current experience in the type of work related to this project and that this experience is in actual operation of a firm with permanent employees performing a majority of the work as distinct from a firm operating entirely by subcontracting all phases of the work. Evidence shall be provided with bid which will consist of copies of a State Contractors license D-49 and C-27 which shall have been in full force and effect and in good standing, a minimum of five consecutive years prior to the bid opening. 2-20 OTHER CONTRACTORS Contractor recognizes that during the course of this Agreement other activities and operations may be conducted by other contracted parties. These activities may include, but not be limited to: Bid # UF -15-16-08 15 a. Construction and/or storm related operations; b. Emergency response operations; c. Tree trimming; d. Tree removal; e. Tree planting; f. Tree identification; g. Integrated pest management / Chemical applications to trees; Contractor may be required to modify or curtail specific tasks and operations within their maintenance contract. Bid # UF -15-16-08 16 DETAILED SPECIFICATIONS LANDSCAPE MAINTENANCE DISTRICT & URBAN FORESTRY DIVISION SECTION 3 3-01 SCHEDULE AND SEQUENCE OF WORK The Contractor shall schedule his/her operations in accordance with the following requirements: A) The Contractor shall submit a weekly copy of daily work reports to the Project Manager on each Monday throughout the term of the contract. In addition, the Contractor shall advise the Project Manager of the following week's work schedule. Daily work records shall be formatted for Windows excel spreadsheets for easy translation to the City tree inventory. This includes electronic records that will be input by the contractor into the City's Asset Management/Tree Inventory system. The tree maintenance records shall be compatible and able to be input into the City's Tree Inventory System on a weekly basis. (See Attachment C) For areas where there is no tree inventory data, the contractor shall submit work reports that are in a Microsoft excel format — (minimum compatibility). The spreadsheets shall include, but not be limited to the following information. Tree Species, Address, Location, Type of work performed, Diameter of tree (measured at 4.5 feet above ground level), Date of work performed, Zone -area or Grid of tree. The City will provide the sample spreadsheet for the electronic work reports. B) Work hours shall be in accordance with Section 1-05. C) Before trimming starts each day in street right-of-way, the recommended and required signs, barricades, and delineation shall be placed for traffic control as recommended in the State of California Manual of Traffic Controls and WATCH Work Area Traffic Control Handbook. If it is necessary to restrict traffic flow, the Contractor shall obtain prior written approval from the City's Traffic Engineer or Public Works Department before closing off any street or section of street. Traffic control is an included cost in the contract and will not be paid separately by the City. D) The Contractor is expected to operate work days consecutively -- Monday through Friday. No work shall be performed by the Contractor on City -observed holidays except in case of emergencies. 3-02 WORK SPECIFICATION FOR TREE TRIMMING SERVICE It is the intent of the City of Santa Clarita to have all trees trimmed in a professional manner in compliance with industry standards. All trees shall be raised over the street and sidewalk, dead - wooded, cleaned, crown -thinned, structured and lightly shaped to conform to the natural form of the species. Tree trimming for the purpose of this contract shall refer to the industry standard "Pruning" standards. In all cases tree trimming shall be synonymous and mean the same as tree pruning or pruning. Tree trimming shall be performed in accordance with the following requirements: A) All work shall conform to the current standards established by the International Society of Arboriculture (ISA) Best Management Practices and the. ANSI -A300 (Part 1) — 2001 Pruning Standards, and any later amendments. Any deviation from the correct form and practice of tree trimming shall consider the Contractor to be non-responsive to the obligations of the contract of trimming all trees to the high standards. Contractor non- responsiveness to the criteria set forth by the International Society of Arboriculture (ISA) Best Management Practices and the ANSI -A300 (Part 1) — 2001 Pruning Standards may lead to contractor performance review by the City that could lead to contract termination and forfeiture of faithful performance bond. Bid # UF -15-16-08 17 B) The City of Santa Clarita trimming standards are as follows: 1. Raise — Raise trimming shall consist of selective trimming to provide vertical clearance. The desired height shall be 14 feet above the street and 8 feet over the sidewalk. Raise trimming shall be accomplished. by trimming the lower branches on the live crown to the desired height. • The main scaffold limbs should start at a height of approximately 6 — 8 feet above ground level on most trees off the main trunk • Scaffold limbs should not be removed from the main trunk unless they interfere with the desired raise trimming height • Raise trimming shall not be excessive on small diameter trees - trees from 2 inches to 9 -inches in diameter. • Small diameter trees would require no more than one third of the live crown to be raised to prohibit exposing the main trunk to sunburn. This is usually trees less than 25 -feet in height • Raise trimming shall be done on all other trees located in open areas such as Parks or Greenbelts at a height determined by the City 2. Clean — Cleaning shall consist of selective trimming to remove one or more of the following parts: dead, dying, diseased, defective, detached or broken branches, mistletoe and water sprouts. • Cleaning shall be performed throughout out the entire crown canopy • Cleaning shall be performed on branches that are two inches in diameter and larger 3. Thin — Thinning shall consist of selective trimming to reduce density of live branches throughout the crown canopy • Thinning should result in an even distribution of branches on individual limbs throughout the crown • Not more than 25 percent of the live tissue should be removed from the crown within one growing season. On oaks trees the percent of live tissue allowed to be removed shall not exceed 15% of the live crown • Thinning should be performed on limbs up to two inches in diameter. This is generalized size for most trees, but is dependent on age, size, condition and species of tree • Thinning can be the selective removal of water sprouts 4. Structure — Structure trimming shall consist of trimming that will balance the distribution of limbs throughout the tree canopy. • Structure trimming shall develop the branches in a manner that will influence the orientation, spacing, growth rate, strength of attachment and the ultimate size of branches and stems • Structure trimming reduces branches so they are less than one half the diameter of the parent limb • Structure trimming shall be performed to develop the tree according to its natural growth pattern and form • Structure trimming shall remove crossing limbs up to 2 — inches in diameter. Other crossing limbs shall be approved by City inspector Bid # UF -15-16-08 18 5. Reduction — Reduction trimming is the selective removal of branches and stems to decrease the height and/or spread of a tree. • Reduction trimming is done to minimize risk of failure, to reduce height or spread and to accomplish clearance of buildings, traffic signs, traffic signals, utility lines, etc. • Trimming Cut Ratios — All trimming cuts shall be made so that the remaining lateral limb is at least one-third (1/3) to one-half (1/2) the diameter of the parent limb • An example of a 1/3 reduction would be a 3 -inch limb that is cut back to a f- inch diameter limb • An example of a V reduction would be a 3 -inch diameter limb cut back to a 1- 1/2 -inch diameter limb 6. General Trimming — General Pruning or Trimming shall consist of a combination of raise trimming, cleaning, thinning and structuring of the overall tree • This type of work shall be the default trimming for all tree trimming operations 7. Reduction Trimming shall be done on the entire tree at the direction of the City 8. Non -Approved Trimming — There shall be no topping, lions -tailing and over thinning unless directed by City staff C) A variety of small, medium, and large trees shall be trimmed by the contractor throughout the contract term. Trees vary in location throughout the zones. Many are along public Right -of -Way areas, on slopes, or within paseo systems with limited vehicle access. D) Price estimates must take into consideration all of the various zones' attributes and terrains. 3-03 HAZARDOUS TREE NOTIFICATION Contractor shall report to the Project Manager any tree defects or hazardous trees within an hour of notice. Defects include, but are not limited to structural weakness, trunk and limb decay, split wood, borer insect infestation, unstable trees due to root defects, broken branches, and dead/dying trees. 3-04 SPECIAL WORKSITE SPECIFICATIONS Daily work other than tree trimming shall be performed in accordance with the following requirements: A) CLEANUP - Removal of debris from the street, parkway sidewalk, paseo and yard areas of all property shall follow as closely as possible to the trimming operation, and all areas shall be left free of debris at the close of each day's operation. B) PROTECTION OF EXISTING IMPROVEMENTS - The contractor shall be responsible for the protection of all improvements adjacent to the work areas, including, but not limited to, sprinkler systems, drain pipes, lawns, planting, brick or masonry work, mailboxes, lights, fences, walls, sidewalks, street paving, etc., located on either public or private property. If any improvements are removed or damaged, other than those scheduled for removal, then such improvements shall be replaced at the Contractor's expense without cost to the City and to the entire satisfaction of the Project Manager in a timely manner. C) INSPECTION - A CITY Project Manager will inspect the work site and tree trimming operations of the Contractor, to assure that the Contractor is in compliance with the contract specifications. The CITY Project Manager will accompany the Contractor or Bid # UF -15-16-08 19 his/her representative on an inspection of each tree to ensure that the Contractor has trimmed the trees to ANSI A300 and City standards. If the tree has not been trimmed according to the industry standards and City expectations, the contractor will be required to re -trim the tree at no additional cost. D) NO PARKING SIGNS - The Contractor may be required to post a minimum of 48 hours in advance dated TEMPORARY NO PARKING -- TREE TRIMMING signs on each individual tree designated for tree service on any and all roadways prior to servicing the area, printed with appropriate municipal code number. E) DOOR HANGERS - Door hangers stating the City's intent to service trees are to be placed by the Contractor on homes abutting a street tree designated for trim 24 hours in advance. The door hangers should indicate the date that tree services will be rendered and the type of service to be performed. NOTE: NO TREE SHALL BE SERVICED BY THE CONTRACTOR ON ANY STREET UNLESS PRIOR NOTIFICATION IS GIVEN TO THE RESIDENT BY THE CONTRACTOR VIA NO PARKING SIGNS AND DOOR HANGERS. Contractor to provide door hangers. F) PROJECT SIGNS - The Contractor shall provide 36 -inch -by 36 -inch signs with appropriate stands to be located at each end of work site areas, and so placed as to be clearly visible to all approaching vehicular traffic. The signs shall read as follows: TREE TRIMMING AHEAD G) TRAFFIC CONTROL AND CONSTRUCTION SIGNS — The contractor will be required to obtain a right of way encroachment permit every six months, from the City Permit Center. The contractor may be required to submit traffic control plans to the City traffic engineer. The Contractor shall take all necessary precautions during all phases of contract work to safeguard persons and property from injury and/or damage. The Contractor shall provide and maintain high -warning signs, traffic control signs, barricades, delineators, traffic cones, and flag persons as necessary to make the work areas safe. The Contractor must have a staff member available to direct pedestrians through a safe area of passage during all work times. Work may have to be temporarily halted for pedestrian passage. The Contractor must follow the guidelines provided from the current State of California Manual of Traffic Controls and WATCH (Work Area Traffic Control Handbook). The contractor will be required to have all crew members working within these zones Metrolink and Street Right of Way Certified per (WATCH MANUAL). The contractor and crew members will have ninety (90) days to complete these certificates. 3-05 DAILY PERSONNEL A) The Contractor shall maintain at the job site on a daily basis throughout the duration of the contract, adequate personnel to complete all work during the term of this contract. This contract shall require a Service Request Crew that will address various tree -related service requests. The Supplemental Tree Crew shall be a three (3) man crew and shall consist of one (1) working, climbing crew leader who is a Certified Tree Worker, one (1) additional climber and one (1) ground -person. The crew leader must be able to demonstrate efficient technical background. The crew leader must be able to speak and read English clearly and convey all necessary contract instructions to his/her crew and the public at all times while on the job site. Bid # UF -15-16-08 20 All crewmembers shall assist each other with the goal of producing high quality and quantity of work per workday. No climbing spikes will be used by tree climbers during the course of this contract except in the case of tree removals. Use of climbing spikes may forfeit this contract and allow the City to seek reimbursement for damages. Contractor shall provide sufficient number of personnel to satisfactorily perform the work specified in this solicitation and as may be assigned. Contractor must perform all work in accordance with the specifications set forth herein. Contractor's employees, whether assigned to any one Zone or as part of a crew serving any number of Zones shall include at least one individual crew foreman who speaks and comprehends the English language. The crew leader shall carry a mobile cellular phone and shall respond to call from the City staff within 15 minutes of the call. In the case of after hour's calls, one (1) hour maximum response time is allowed to arrive at the emergency location. The contractor and staff shall maintain mobile cellular phones, and be programmed to contact all key contractor staff, key city personal, local utility agencies and emergency services as needed for the duration of the contract Contractor shall be required to clearly identify and equip each vehicle used at said facility with decals on the exterior right and left front door panels identifying the Contractor's name, and phone number. Contractor shall require each of his employees to adhere to basic public works standards of working attire. These are basically; uniforms, proper shoes, hard hats and other gear required by State Safety Regulations (OSHA), and proper wearing of the clothing. Shirts shall be buttoned and worn at all times. Contractor and employees shall at all times dress in a company uniform that identifies their employer and employee and exhibit good customer service to City staff, City contracted staff, residents and others throughout term of this contract. All communication will be professional in manner between all parties. The City may employ consulting Arborist Inspectors. These consultant monitors will be treated the same as other City of Santa Clarita staff. Unsatisfactory communication and service may be cause for contract termination. 3-06 DAILY EQUIPMENT ON SITE A) It is required that certain equipment shall be on the job site or within the City From 7:00 A.M. Monday morning to 5:00 P.M. Friday afternoon throughout the duration of the contract and shall be used for the purpose of the Tree Services as follows: Supplemental Tree Work Crew One (1) BUCKET (minimum 50 foot boom height) One (1) CHIPPER DUMP TRUCK Stump Grinder — Minimum 16 inch diameter Sufficient chain saws for trimming and large removals. All equipment mentioned above must meet OSHA and DMV requirements to operate within the City limits. Exception to 3-06: It is acceptable for the Contractor to remove equipment outside of the City limits for the purpose of dumping. Furthermore, is acceptable for contractor to remove equipment outside the City limits for repairs. However, equipment that is down for repairs over two days must be replaced by the contractor within three days of the first day equipment is out of operation. The City shall be notified if equipment is out for repairs or maintenance. The City requires a hydraulic stump grinder during removal procedures and it must also meet OSHA and DMV requirements. Bid # UF -15-16-08 21 3-07 EQUIPMENT CONDITION The Contractor shall use late model, mechanically sound equipment. If in the opinion of the City that equipment is in poor mechanical condition and is continually breaking down, then the City will require the Contractor to replace said equipment with properly operating equipment at no charge to the City. All cutting edges of chain saws, handsaws, pole saws, loppers, pole pruners, and other cutting equipment shall be kept sharp. No ripping or tearing equipment shall be used while trimming trees. Any ripping or tearing damage done to the trees will be repaired by a qualified tree surgeon, or the City will receive monetary compensation from the Contractor, in an amount determined by the Project Manager, that will be paid to the City, for the proper treatment of the damaged tree. 3-08 CHIPPED MULCH It is the desire of the city to use chipped mulch. Material may be used in paseos and other City areas. The green waste generated from the regular trimming crew will be available to the city at no additional cost when the city is in need of mulch that has been processed through a chipper only. Quality of mulch must be approved by a City representative prior to delivery to specified area. Mulch from diseased or infected trees shall be processed separately and not used for mulching purposes. The diseased or infected mulch shall be taken to a landfill or another site approved by the City. The contractor is expected to identify majorly infected trees and notify the City of their condition prior to performing maintenance or removals. After the City has confirmed the infected trees than contractor can schedule work as needed to accommodate the separation process. 3-09 RESOURCES The contractor shall provide a list of equipment currently owned and the number of full time employees shall be included with bid. (See Exhibit B) 3-10 WORK SCHEDULING The City will give the Contractor work assignments as needed. Contractor shall submit a work schedule to the Project Manager for review and approval after the request is made. Said work schedule shall be set on a calendar identifying and delineating the time frames for the required functions by the day of the week, morning, and afternoon. The Contractor shall submit revised schedules when actual performance differs substantially from planned performance. Said revisions shall be submitted to the Project Manager for his review, and if appropriate his approval, within five (5) working days prior to scheduled time for the work. The City may or may not identify specific Service Requests as part of the monthly schedule. 3-11 TRIMMING MINIMUM HEIGHT All trees growing in the public right of way will be trimmed to provide adequate access for both vehicles and pedestrians. Trees along streets with vehicular traffic will be trimmed so the lowest branches are at least 14' above the roadway. Trees along sidewalks will be trimmed so the lowest branches are at least 8' above the walking surface. 3-12 NESTING SEASON Part of the project may include tree work into the Migratory Bird Nesting Season. This season extends from February 15 until August 15 annually. Guidelines for working in areas observed to have nesting birds are included herein. All precautions listed in guidelines must be adhered to. Bid # UF -15-16-08 22 Monetary fines incurred by the City due to contractor negligence, will be recouped by the City from contractor. See Attachment 2. 3-13 CONTRACTOR'S LIABILITIES All damages resulting from Contractor's operation within the City areas shall be repaired or replaced at Contractor's expense. All such repairs or replacements shall be completed within the following time limits. a. Irrigation damage shall be repaired or replaced within one (1) watering cycle. b. All damages to shrubs, trees, turf, or ground cover shall be repaired or replaced within five (5) working days or sooner as directed by the City. All repairs or replacements shall be completed in accordance with the following maintenance practices. a. Trees If damage results in loss of a tree, the damaged tree shall be removed and replaced at Contractor's expense to comply with the specific instructions of Contract Administrator. The contractor may be charged the value of the tree according to the International Society of Arboriculture (ISA) and the City of Santa Clarita Street Tree Ordinance (13.76 of the Santa Clarita Municipal Code - PARKWAY TREES.)AII replacement trees shall be maintained and watered when necessary for a minimum of 90 days to ensure proper establishment. b. Shrubs Minor damage may be corrected by appropriate trimming as required in Section 18, "Shrub and Ground Cover Care," of the Specifications. Major damage shall be corrected by removal of the damaged shrub and replacement to comply with the provisions in Section 18 "Shrubs and Ground Cover Care" of the Specifications. c. Chemicals Any damage resulting from chemical operations, either spray -drift or lateral -leaching shall be corrected in accordance with the aforementioned maintenance practices. Any soil damaged from chemical application shall be reconditioned or replaced to insure its ability to support plant growth. 3-14 INTERPRETATION OF THE MAINTENANCE SPECIFICATIONS Should any misunderstanding arise, Urban Forestry, or Special Districts will interpret this Agreement. If the Contractor disagrees with the interpretation of Special Districts, Contractor shall continue with the work in accordance with Urban Forestry or Special District's interpretation. Within 30 days after receipt of the interpretation, Contractor may file a written request for a hearing before a Disputes Review Panel as provided hereinafter. The written request shall outline in detail the area of dispute. The Disputes Review Panel will be appointed by the Special Districts Administrator and will be composed of not less than three (3) Qualified personnel or representatives having experience in the administration of tree maintenance contracts. The panel will convene within one (1) week of appointment in order to hear all matters related to the dispute. The hearing will be informal and formal rules of evidence will not apply. The Panel will submit its recommendation to Project Administrator for consideration, within one (1) week following the conclusion of the hearing. Project Administrator shall render an interpretation based upon review of the Panel's recommendation. The Project Administrator's decision shall be final. 3-15 OFFICE OF INQUIRIES AND COMPLAINTS Contractor shall at all times, have some responsible person(s) employed by the Contractor to take the necessary action regarding all inquiries and complaints that may be received from Home Owners Associations, property owners, tenants within the City, personnel, and representatives or patrons using City of Santa Clarita facilities. This person(s) shall be reachable 24 hours per day. An answering service shall be considered an acceptable substitute to full time coverage, provided Bid # UF -15-16-08 23 Contractor is advised of any complaint within one (1) hour of receipt of such complaint by the answering service. The telephone of said Contractor shall be on the exchange or exchanges of said District(s) or a toll-free number, and in no case shall the people of said District(s) be required to pay a toll charge to telephone said Contractor. During normal working hours, Contractor's Foreman or an employee of Contractor, at the supervisory level, who is responsible for providing maintenance services, shall be available for notification by telephone or radio communication. Contractor shall maintain a written log of all complaints, the date and time thereof, and the action taken pursuant thereto or the reason for non -action. The log of complaints shall be available for inspection by Urban Forestry, Special Districts at all reasonable times. All complaints shall be addressed as soon as possible after notification; but in all cases within 24 hours, to the satisfaction of the City. If any complaint is not resolved within 24 hours, Contract Administrator shall be notified immediately of the reason for not resolving the complaint followed by a written report to Contract Administrator within five (5) days. If the complaints are not resolved within the time specified or to the satisfaction of the City, the City may correct the specific complaint and the total cost incurred will be deducted from the payments owing to the Contractor from Urban Forestry and Special Districts. 3-16 ADDITIONAL WORK City may arrange for supplemental Contractor personnel to cover additional work needed due to extraordinary incidents such as vandalism, Acts of Nature or third party negligence for which Contractor will be compensated. Regularly occurring "bad weather' is not considered an Act of Nature for the purposes of this contract. Prior to performing any additional work, Contractor shall prepare and submit a written description of the work with an estimate including the hours and skill level of labor and a list of materials. No work shall commence without the written authorization from the City. Costs for additional work shall be at the labor rates used in establishing the costs of this contract and for material it shall be Contractor's cost plus no more than 10%. Contractor's costs will be established by copies of invoices. When a condition exists wherein there is imminent danger of injury to the public or damage to property, City may verbally authorize work to be performed upon receiving a verbal estimate from Contractor based on a unit price or daily rate as identified in the contract. However, within 24 hours after receiving such verbal authorization, Contractor shall submit a proposal to be approved by Project Manager. All additional work shall commence on the specified date established, and Contractor shall proceed diligently to complete said work within the time allotted. All invoices submitted by Contractor for additional work shall include a detailed itemization of labor and/or materials. All invoices submitted by the contractor for additional work shall include a detailed itemization of labor and/or materials. All invoices for additional work and items must be submitted bi-weekly to the City. The vendor that is awarded the contract must provide a sample invoice prior to beginning work. 3-17 COMPUTERIZED TREE INVENTORY The contractor will be required to submit electronic maintenance records for all tree trimming work activities. The submitted maintenance records shall be compatible with and input into the City's Asset Management database. The electronic maintenance records shall be submitted electronically on Windows; excel spread sheets on a weekly basis. Contractor will be required to obtain any necessary software licenses associated with the tree inventory software program(s). Bid # UF -15-16-08 24 3-18 PHOTOS The City of Santa Clarita may request digital photographs of trees in the course of tree maintenance activities. This can include before and after pictures of trees assigned to the contractor. The City can request a digital, electronic and or printed copy of the trees photos. The photos shall contain the time, date, location and type of tree photographed. 3-19 GENERAL TREE PLANTING The City of Santa Clarita will request tree planting. The city will supply all materials for the planting of trees. This will include the tree, tree stakes, tree ties, trunk guards and root barriers when required. The contractor shall supply the labor for the proper installation of the tree. The contractor shall adhere to the requirements for the planting of City trees under this contract and the latest edition of ANSI standards for tree planting, and the Best Management Practices of the International Society of Arboriculture, which are based on the American Standards for Nursery Stock and the University of California Extension Guidelines All work shall conform to the City of Santa Clarita Tree Planting Detail (See Attachment D) included in this bid. 3-20 QUALIFIED LINE CLEARANCE PERSONNEL The contractor shall obey the industry standards for tree trimming and Line Clearance operations as set forth by the latest edition of the OSHA and ANSI Z133.1 - Safety Requirements for Tree Operations. The contractor is required to have on staff and on site line clearance personnel during all tree operations in the vicinity of electrical transmission lines. Electrical transmission lines include but are not limited to electrical service, telephone and cable lines. The line clearance personnel shall be trained according to the industry standard as described in the ANSI and OSHA standards. Ongoing training and documentation shall conform to ANSI and OSHA requirements. 3-21 WORK ASSIGNMENTS The Contractor will be assigned tasks based on the needs of the City as work becomes necessary based on supplemental tree maintenance needs. These service requests may be assigned at any time and must be completed prior to the due date identified in the Service Request. If the Service Request cannot be completed by the due date, the Contractor must notify the City prior to the due date. 3-22 CERTIFICATION OF SPECIALTY MAINTENANCE When applicable, Contractor shall include with the monthly invoice those specialty type Maintenance items completed. General tree maintenance reports shall be submitted weekly and at the end of each month a summary monthly service report. The following information shall include but not be limited to: a. Quantity and complete description of all trees trimmed, removed, serviced or maintained including date of service, location, by which staff and type of maintenance provided. b. Quantity of commercial and organic fertilizer(s) used. c. Quantitv of all commercial pesticides d. A valid licensed California Pest Control Advisor's recommendations and copies of corresponding Agricultural Commissioners Pesticide Use Reports signed by a licensed California Pest Control Operator for all chemical, disease and pest control work performed. The report shall be accompanied by a listing of each material used, quantity used, the location of use, the date used, the applicators name and the license number under which the applicator was operating. e. All irrigation projects with detailed information as to the staff , day of work, materials and location Bid # UF -15-16-08 25 Weed control as performed by hand or mechanical means, Report shall list area of work and the days and staff that performed the work. 3-23 PEST CONTROL ADVISOR It is anticipated that during the term of this project and in the daily prosecution of the various tree maintenance tasks required, many different diseases and infestations will be encountered. As an integrated part of this contract, the contractor shall have on staff or contract a California State Licensed Pest Control Advisor (PCA). This Pest Control Advisor will write recommendations and provide diagnostic support to the City on as needed basis. Copies of all state required reports will be provided monthly to the City. Proof of PCA license to be submitted with bid. 3-24 TREE INVENTORY DATA COLLECTION The City has provided a partial list of data fields that will be required for tree inventory data collection. All tree inventory data shall be submitted in a format compatible with the Arbor Pro Inventory System and/or the Accela Asset Management System. (See Attachment C) Bid 9 UF -15-16-08 26 FAITHFUL PERFORMANCE BOND SUPPLEMENTAL TREE SERVICE UF -15-16-08 City of Santa Clarita, California KNOW ALL MEN BY THESE PRESENTS that , as CONTRACTOR, AND as SURETY, are held and firmly bound unto the City of Santa Clarita, as AGENCY, in the penal sum of dollars ($ ), which is one -hundred (100°/x) percent of the total amount for the above -stated project, for the payment of which sum, CONTRACTOR and SURETY agree to be bound, jointly and severally, firmly by these presents. For service contracts of a continuing nature, the bond shall be in the amount equal to the amount of the initial contract term. Thereafter, the bond shall be in an amount equal to the annual value of such contract. The term of the bond shall cover the initial contract term. Thereafter, CONTRACTOR and SURETY must submit a new or renewed bond covering each subsequent annual renewal of the contract. THE CONDITIONS OF THIS OBLIGATION ARE SUCH that, whereas CONTRACTOR has been awarded and is about to enter into the annexed Contract Agreement with AGENCY for the above -stated project, if CONTRACTOR faithfully performs and fulfills all obligations under the contract documents in the manner and time specified therein, then this obligation shall be null and void, otherwise it shall remain in full force and effect in favor of AGENCY; provided that any alterations in the obligation or time for completion made pursuant to the terms of the contract documents shall not in any way release either CONTRACTOR or SURETY, and notice of such alterations is hereby waived by SURETY. IN WITNESS WHEREOF, the parties hereto have set their names, titles, hands, and seals, this day of , 20_. CONTRACTOR* SURETY* Subscribed and sworn to this day of 20—. NOTARY PUBLIC *Provide CONTRACTOR/SURETY name, address, and telephone number and the name, title, address, and telephone number of authorized representative. Bid # UF -15-16-08 29 D. SAMPLE CONTRACT MAINTENANCE AGREEMENT (SAMPLE) BETWEEN THE CITY OF SANTA CLARITA AND FOR - THIS MAINTENANCE AGREEMENT ("Agreement") is made by and between the CITY OF SANTA CLARITA, a general law city and municipal corporation ("CITY") and , ("CONTRACTOR"). The Parties agree as follows: 1. CONSIDERATION. A. As partial consideration, CONTRACTOR agrees to perform the work listed in the SCOPE OF SERVICES, below; and B. As additional consideration, CONTRACTOR and CITY agree to abide by the terms and conditions contained in this Agreement; and C. As additional consideration, CITY agrees to pay CONTRACTOR on a basis an amount set forth in the attached Exhibit "12," which is incorporated by reference, for CONTRACTOR's services. CITY will pay such amount promptly, but not later than thirty (30) days after receiving CONTRACTOR's invoice. 2. TERM. The term of this Agreement will be from 520 , to , 20 The Agreement may be renewed upon mutual consent of the parties. 3. SCOPE OF SERVICES. A. CONTRACTOR will perform services listed in the attached Exhibit " 55 B. CONTRACTOR will, in a workmanlike manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONTRACTOR by this Agreement. 4. PREVAILING WAGES. A. If required by applicable state law including, without limitation Labor Code §§ 1720 (as amended by AB 975 (2001)), 1771, 1774, 1775, and 1776, Bid # UF -15-16-08 30 CONTRACTOR must pay its workers prevailing wages. It is CONTRACTOR's responsibility to interpret and implement any prevailing wage requirements and CONTRACTOR agrees to pay any penalty or civil damages resulting from a violation of the prevailing wage laws. In accordance with Labor Code § 1773.2, copies of the prevailing rate of per diem wages are available upon request from CITY's Engineering Division or the website for State of California Prevailing Wage Determination at www.dir.ca.gov/DLSR/PWD. A copy of the prevailing rate of per diem wages must be posted at the job site. B. If this contract is subject to state prevailing wage requirements of the California Labor Code including Sections 1770 and 1773, and the City's California Department of Industrial Relations (DIR) approved Labor Compliance Program. All covered work classifications required in performance of this contract will be subject to prevailing wage provisions. The Contractors and its subcontractors shall pay not less than the state wage rates. Contractor shall further adhere to the requirements contained in the City of Santa Clarita's Labor Compliance Program. A copy of the Labor Compliance Program is available for review upon request at the Office of the City Clerk. All pertinent state statues and regulations, including, but not limited to those referred to in this contract and in the City's Labor Compliance Program, are incorporated herein as though set forth in their entirety. Additionally, the Contractor is responsible for obtaining a current edition of all applicable state statues and regulations and adhering to the latest editions of such. C. Protection of Resident Workers The City of Santa Clarita actively supports the Immigration and Nationality Act (INA), which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification Form (I-9). The Contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. 5. FAMILIARITY WITH WORK. A. By executing this Agreement, CONTRACTOR represents that CONTRACTOR has: i. Thoroughly investigated and considered the scope of services to be performed; and ii. Carefully considered how the services should be performed; and Bid # UF -15-16-08 31 iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement. B. If services involve work upon any site, CONTRACTOR warrants that CONTRACTOR has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder. Should CONTRACTOR discover any latent or unknown conditions that may materially affect the performance of the services, CONTRACTOR will immediately inform CITY of such fact and will not proceed except at CONTRACTOR's own risk until written instructions are received from CITY. 6. INSURANCE. A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONTRACTOR will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below: Type of Insurance Commercial general liability: Business automobile liability Workers compensation Limits combined single) $1,000,000 $1,000,000 Statutory requirement B. Commercial general liability insurance will meet or exceed the requirements of ISO -CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name City, its officials, and employees as "additional insureds" under said insurance coverage and to state that such insurance will be deemed "primary" such that any other insurance that may be carried by City will be excess thereto. Such insurance will be on an "occurrence," not a "claims made," basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to City. C. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 0106 92, including symbol 1 (Any Auto). D. CONTRACTOR will furnish to City duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement, endorsements as required herein, and such other evidence of insurance or copies of policies as may be reasonably required by City from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of "A:VII." Certificate(s) must reflect that the insurer will provide thirty (30) day notice of any cancellation of coverage. CONTRACTOR will require its insurer to modify such certificates to delete any Bid # UF -15-16-08 32 exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word "endeavor" with regard to any notice provisions. E. Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance required by this Agreement, City may obtain such coverage at CONTRACTOR's expense and deduct the cost of such insurance from payments due to CONTRACTOR under this Agreement or terminate. In the alternative, should CONTRACTOR fail to meet any of the insurance requirements under this agreement City may cancel the Agreement immediately with no penalty. F. Should Contractor's insurance required by this AgEeement be cancelled at any point prior to expiration of the policy, CONTRACTOR must notify City within 24 hours of receipt of notice of cancellation. Furthermore, CONTRACTOR must obtain replacement coverage that meets all contractual requirements within 10 days of the prior insurer's issuance of notice of cancellation. CONTRACTOR must ensure that there is no lapse in coverage. 7. TIME FOR PERFORMANCE. CONTRACTOR will not perform any work under this Agreement until: A. CONTRACTOR furnishes proof of insurance as required under Section 6 of this Agreement; and B. CITY gives CONTRACTOR a written Notice to Proceed. C. Should CONTRACTOR begin work in advance of receiving written authorization to proceed, any such professional services are at CONTRACTOR's own risk. 8. TERMINATION. A. CITY may terminate this Agreement at any time with or without cause. B. CONTRACTOR may terminate this Agreement upon providing written notice to CITY at least thirty (30) days before the effective termination date. C. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated. D. By executing this document, CONTRACTOR waives any and all claims for damages that might otherwise arise from CITY's termination under this Section. Bid # UF -15-16-08 33 9. INDEMNIFICATION. CONTRACTOR agrees to indemnify and hold CITY harmless from and against any claim, action, damages, costs (including, without limitation, attorney's fees), injuries, or liability, arising out of the performance of this agreement by CONTRACTOR. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, arising out of performance by CONTRACTOR of services rendered pursuant to this Agreement, CONTRACTOR will defend CITY (at CITY's request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or costs incurred in defense otherwise. 10. INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree that CONTRACTOR will act as an independent contractor and will have control of all work and the manner in which is it performed. CONTRACTOR will be free to contract for similar service to be performed for other employers while under contract with CITY. CONTRACTOR is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONTRACTOR as to the details of doing the work or to exercise a measure of control over the work means that CONTRACTOR will follow the direction of the CITY as to end results of the work only. 11. NOTICES. A. All notices given or required to be given pursuant to this Agreement will be in writing and may be given by personal delivery or by mail. Notice sent by mail will be addressed as follows: To CITY: City of Santa Clarita 23920 Valencia Boulevard, Suite 300 Santa Clarita, CA 91355 To CONTRACTOR: Name Address City B. When addressed in accordance with this paragraph, notices will be deemed given upon deposit in the United States mail, postage prepaid. In all other instances, notices will be deemed given at the time of actual delivery. C. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. 12. TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a Taxpayer Identification Number. 13. WAIVER. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any Bid # UF -15-16-08 34 other term, covenant, or condition contained in this Agreement, whether of the same or different character. 14. CONSTRUCTION. The language of each part of this Agreement will be construed simply and according to its fair meaning, and this Agreement will never be construed either for or against either party. 15. SEVERABLE. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect. 16. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement. 17. WAIVER. Waiver of any provision of this Agreement will not be deemed to constitute a waiver of any other provision, nor will such waiver constitute a continuing waiver. 18. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County. 19. AUTHORITY/MODIFICATION. This Agreement may be subject to and conditioned upon approval and ratification by the Santa Clarita City Council. This Agreement is not binding upon CITY until executed by the City Manager. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written agreement. CITY's City Manager may execute any such amendment on behalf of CITY. 20. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement, agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a parry is delivered by facsimile transmission. Such facsimile signature will be treated in all respects as having the same effect as an original signature. 21. EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity between any provision of this Agreement, its attachments, the purchase order, or notice to proceed, the provisions of this Agreement will govern and control. 22. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, war, terrorist act, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties' control, then the Agreement will immediately terminate without obligation of either party to the other. 23. ENTIRE AGREEMENT. This Agreement and its one attachment constitutes the sole agreement between CONTRACTOR and CITY respecting maintenance. To the extent Bid # UF -15-16-08 35 that there are additional terms and conditions contained in Exhibit " " that are not in conflict with this Agreement, those terms are incorporated as if fully set forth above. There are no other understandings, terms or other agreements expressed or implied, oral or written. 24. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws and regulations including, without limitation, CITY's conflict of interest regulations. (SIGNATURES ON NEXT PAGE) Bid # UF -15-16-08 36 IN WITNESS WHEREOF, the parties hereto have executed this contract the day and year first hereinabove written. FOR CONTRACTOR: By: Sample Only — Do Not Sign Print Name & Title Date: FOR CITY OF SANTA CLARITA: KENNETH W. STRIPLIN, CITY MANAGER By: City Manager Date: ATTEST: By: City Clerk Date: APPROVED AS TO FORM: JOSEPH M. MONTES, CITY ATTORNEY im City Attorney Date: Bid # UF -15-16-08 37