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2017-05-09 - AGENDA REPORTS - SERVICE CONTRACT LMD ZONE 18 (2)
Yl Agenda Item• 6 CITY OF SANTA CLARITA AGENDA REPORT MR CONSENT CALENDAR a. CITY MANAGER APPROVAL: fAl DATE: May 9, 2017 SUBJECT: AWARD SERVICE CONTRACT FOR LANDSCAPE MAINTENANCE ZONE 18 (TOWN CENTER/TOURNEY) DEPARTMENT: Neighborhood Services PRESENTER: Darin Seegmiller RECOMMENDED ACTION City Council: 1. Award a two-year contract to Oakridge Landscape, Inc. to provide contractual landscape maintenance services for Landscape Maintenance District (LMD) Zone 18 (Town Center/Tourney) for an annual amount of $119,700, and authorize an annual contingency of $23,940 to address unforeseen maintenance and repairs, for a total two-year amount not to exceed $287,280. 2. Authorize the City Manager or designee to execute all contracts and associated documents or modify the awards in the event impossibility of performance arise, contingent upon the appropriation of funds by the City Council in the annual budget for such Fiscal Year, and execute all documents subject to City Attorney approval. 3. Authorize the City Manager or designee to execute up to three (3) additional one-year renewal options beginning in year three, not to exceed the annual contract amount, inclusive of contingency, of $143,640, plus the appropriate CPI adjustment, upon request of the contractor. BACKGROUND The City of Santa Clarita (City) administers 56 financially independent zones within the Landscape Maintenance District (LMD), providing landscape maintenance services for the LMD operations through contracts with private companies. Bid number LMD-16-17-20 for the maintenance of LMD Zone 18 was published and circulated via the PlanetBids system on February 28, 2017. Page 1 Packet Pg. 47 To improve maintenance standards and enforce contractor accountability, LMD-16-17-20 encompasses an updated scope of work that provides staff with the ability to impose payment reductions on the contractor when maintenance schedules are not met or poor performance is documented. Further, staff incorporated a multiple criteria selection process to ensure that the recommended contractor understands the scope of work and dedicates an adequate number of employees to the contract. The following categories comprised the weighted criteria used to evaluate bid proposals: • Team Composition/Crew Member Structure (35 points) • Acknowledgement and Understanding of the Bid Specifications (25 points) • Overall Proposed Bid Amount (25 points) • Resources, References, Experience, and Certifications (15 points) The request for bid was sent to 383 vendors, including the Santa Clarita Valley Chamber of Commerce and the Valley Industrial Association and downloaded by twenty-two companies. Three bids were received and opened on March 28, 2017, with the results identified below: BID COMPANY LOCATION BID AMOUNT POINTS AWARDED Bid 1 (Recommended) Oakridge Landscape, Inc. Valencia, CA $119,700 93.0 Bid 2 Stay Green, Inc. Santa Clarita, CA $156,816 88.5 Bid 3 Marina Landscape Maintenance, Inc. Santa Clarita, CA $153,318 72.5 The process of scoring the bid submittals, utilizing the above criteria, was completed by staff and resulted in Oakridge Landscape, Inc. achieving the highest overall score. As a result of the identified bid criteria, inclusive of vetting references for all responsive proposers, staff recommends award of contract to Oakridge Landscape, Inc. In the event that non-recurring maintenance and/or repairs are necessary, staff is requesting authorization to increase the total potential value of Oakridge Landscape, hic.'s annual base contract by an amount of $23,940, for a total annual contract amount not to exceed $143,640. Hourly costs for these services are capped through the bid specifications and do not represent any guarantee of compensation under the terms of the recommended contract. By authorizing contract expenditure authority beyond the base bid amount, the City Council is taking action to ensure that LMD revenues generated by property owners are utilized in the most cost-effective manner. The City retains the discretion to authorize and compensate the contractor for additional work once it has been reviewed by field monitors and approved by the LMD Administrator. Page 2 Packet Pg. 48 ALTERNATIVE ACTION 1. Do not award contract to Oakridge Landscape, Inc. 2. Other action as determined by the City Council. FISCAL IMPACT There is no impact to the General Fund. Sufficient LMD funds were appropriated by the City Council as part of the Fiscal Year 2016-17 budget in the following accounts: 12538-5161.010 and 12538-5141.001. ATTACHMENTS Landscape Maintenance Notice Inviting Bids #LMD-16-17-20 (available in the City Clerk's Reading File) Oakridge Bid Response #LMD-16-17-20 (available in the City Clerk's Reading File) Page 3 Packet Pg. 49 FOR PUBLICATION Februrary 28, 2017 NOTICE INVITING BIDS Bids must be received electronically before 11:00 AM on Tuesday, March 28, 2017 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# LMD-16-17-20 ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LMD ZONE 18 TOWN CENTER/TOURNEY Please refer to specifications for complete details and bid requirements. There will be a pre-bid meeting on Wednesay, March 8, 2017 at 2:00 PM at City Hall, 23920 Valencia Blvd., Santa Clarita, CA 91351, in the Century Room Room. It is strongly encouraged for all interested contractors to attend. This is the one and only meeting 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 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 http://www.dir.ca.gov/dlsr/l)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 # LMD-16-17-20 BID OPENING: March 28, 2017 The City of Santa Clarita invites electronically sealed bids for: ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LMD ZONE 18 TOWN CENTER/TOURNEY 1. Electronic Bids must be ELECTRONICALLY received at: http://www.planetbids.com/portal/portal.cfm?CompanvlD=l 6840# 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 50, Exhibits A to E and Area Maps. 5. Bid Questions. Questions should be submitted electronically to: http://www.l)lanetbids.com/portal/portal.cfm?CompanvlD=l 6840# The last day for questions will be 10:00 AM, March 20, 2017. 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): Email: Company: Address: Company Phone No.- City: State/Zip: Bid # LMD-16-17-20 TABLE OF CONTENTS ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LIVID ZONE 18 TOWN CENTER/TOURNEY Bid # LMD-16-17-20 Section............................................................................................................ Pace InvitationFor Bid................................................................................................................... 1 Tableof Contents.................................................................................................................. 2 Instructions to Bidders........................................................................................................... 3 Administrative Specifications................................................................................................. 7 GeneralRequirements.......................................................................................................... 9 Proposal Guarantee (Bid Bond)............................................................................................ 34 FaithfulPerformance Bond.................................................................................................... 36 Contract Agreement (Sample Only)...................................................................................... 37 BidSchedule......................................................................................................................... 43 Designation of Subcontractors.............................................................................................. 46 References........................................................................................................................... 48 DocumentChecklist.............................................................................................................. 49 Acknowlegement & Acceciptance of Dis Specifications......................................................... 50 Exhibits: A, B-1, B-23 C, D and E Area Maps: Zone 18 (A and B) APPENDIX A — Labor Compliance Program (separate document) Bid 4 LMD-16-17-20 2 BID INSTRUCTIONS 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. agreement Any changes or alternatives must be set forth in a letter attached to this bid. The City has the option of accepting or rejecting in vendor's response will be considered agreement. 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. Resection. 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. 9. 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 Bid # LMD-16-17-20 Santa Clarita is not an agent of, partner to or representative of these outside agencies and is not obligated or liable for any action or debts that may arise out of such independently negotiated "piggy -back" procurements. 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 1st 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 Bid # LMD-16-17-20 4 considered responsive. 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 $130003000 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 # LMD-16-17-20 q 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 must be submitted electronically to: http://www.planetbids.com/portal/l)ortal.cfm?CompanVID=l 6840# The last day for questions will be 10:00 AM, November 28, 2016. 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. 33. Renewal and Pricing Adjustment. Contracts entered into pursuant to this Invitation to Bid may be renewed annually, up to two times, in accordance with the terms of the contract. If not otherwise stated, the contract may be renewed if the new pricing of the contract does not change more than the Consumer Price Index - All Urban Consumers (not seasonally adjusted), Los Angeles Area - Riverside -Orange county area and prevailing wage rates, if applicable. 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 preceding the month of solicitation advertisement will become the beginning index. The price adjustment limit will be the percentage change based on the difference between the beginning level or the adjustment level last used and the index level for the period 90 days prior to the 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. Bid # LMD-16-17-20 F C. ADMINISTRATIVE SPECIFICATIONS Introduction The City of Santa Clarita, Landscape Maintenance Districts (LMD) is soliciting sealed bids from qualified landscape companies for landscape maintenance of the City of Santa Clarita LMD Zone 18 Town Center/Tourney. This contract shall run for two (2) years with the option for three (3) additional one (1) year renewals. This is a multiple criteria bid and the award will be based on the following (in order of importance): team composition, acknowledgement & understanding of specifications, price and qualifications. There will be a pre-bid meeting on Wednesday, March 8, 2017, at 2:OOPM at City Hall, 23920 Valencia Blvd. in the Council Chambers. The City requires the landscape contractor to include all labor and equipment for an all-inclusive contract for landscape maintenance. The area is approximately 7 (landscaped) acres and 4 (non -landscaped) acres for LMD Zone 18 Town Center/Tourney. The landscape maintenance bid shall be all inclusive for labor hours and equipment, meaning: Contractor shall at his cost provide all the labor and equipment necessary for the provision of grounds, irrigation and landscape maintenance services. Including and not limited to irrigation repairs minor and major, shrub, tree, and groundcover planting, spreading mulch as needed (approx. 3,000 cubic yards), fertilizer application (minimum of twice annually), chemical applications, litter pickup, doggie litter removal, trash bags removal and replacement, turf aerification, and the possible application of micro-nutrients/soil amendments. All supplies and parts will be paid by the LMD at the Contractor's price plus a maximum markup of 15%. In keeping with State mandated diversion requirements, the LMD strives to exceed diversion obligations to keep greenwaste from the landfills. The Contractor shall mulch and use on site 85% of the greenwaste generated by referenced LMD Zone. Contractor requirements for this program shall include a Vermeer 1500 chipper or equivalent for use on-site at a minimum of twice per week. The contractor shall report the total tons of greenwaste generated and the number of tons diverted from the landfill annually to the City's Environmental Services Office. The goal will be 85% diversion from this site. This bid is subject to SB 854. See bidder instructions for details. The Contractor shall have a minimum of five years' experience maintaining landscaped sites of twenty acres or larger. (See References Sheets) The contractor shall have qualified water management and auditing personnel, (CLIA — Certified Landscape Irrigation Auditor). The Contractor will be required to communicate work requests back and forth to LMD staff through desktop computer, hand held device, or laptop. The Contractor is encouraged to provide copies of awards, and recognitions received for landscape maintenance excellence. And must supply a C-27 license copy or, at minimum, the license number with their bid response. Please refer to the following General Requirement section includes general and special conditions that shall apply to all jobsite locations. Also included in this section are the Scope of Work instructions which more clearly define the services, scheduling, or special circumstances for each location to be serviced. The work required in this bid requires the payment of prevailing wages. Pursuant to Section 1773 of the Labor Code, the general prevailing wage rates in the county, or counties, in which the work is to be done have been determined by the Director of the California Department of Industrial Relations. These wages are set forth in the General Prevailing Wage Rates for this project, available from the California Department of Industrial Relations' Internet web site at http://www.dir.ca.gov/dlsr/PWD. Future effective general prevailing wage rates which have been predetermined and are on file with the California Department of Industrial Relations are Bid # LMD-16-17-20 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, 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 at Appendix A by reference as though set forth in their entirety. Additionally, the Contractor is responsible for obtaining a current edition of all applicable Federal and 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. Bid # LMD-16-17-20 GENERAL REQUIREMENTS 1.01 The City of Santa Clarita is soliciting sealed bids from qualified landscape maintenance companies for the ALL INCLUSIVE LABOR AND EQUIPMENT under the terms of this bid, to provide for maintenance of landscaped medians and various other locations throughout the City of Santa Clarita. The Contractor shall furnish all labor, equipment, materials, tools, services and special skills, i.e. Irrigation Specialists, Irrigation Assistants, Foreman, and Supervisors required executing the landscape maintenance as set forth in these all-inclusive labor and equipment specifications. The Contractor will be expected to uphold the highest standards of quality and performance maintenance of plant material, hardscape, and irrigation systems. Maintenance of plant material shall include, but not be limited to: mowing, trimming, edging, hand pruning, fertilization, application of pre -emergent herbicides, weed control, minor tree lifting, plant replacements, and cleanup/clearing of drainage systems. All mulch provided by the City will be disbursed by the contractor on site to control weed growth. It is the intent of these specifications to provide plant material maintenance methods to keep all areas weed free, trash free, and in an overall state of good health. The Landscape Maintenance District (hereinafter defined as the LIVID) covered by this Agreement shall be maintained at a crisp, clean level of appearance at California Landscape Contractors Association (CLCA) Industry standards and all work shall be performed in a professional manner using quality equipment and materials. Said areas shall be maintained to provide the manpower necessary at the expected level of services provided for in these specifications at all times. 1.02 City of Santa Clarita Landscape Maintenance District (LMD) administration staff, consisting of the Landscape Maintenance Specialist, Project Development Coordinator, Landscape Maintenance Administrator, Special Districts Manager or the Deputy City Manager or his qualified representative, shall herein be described as 'Special Districts.' 1.03 Contractor shall under the terms of this agreement provide the labor, materials, and equipment necessary for the provision of grounds, irrigation and landscape maintenance services. All locations shall be maintained with nothing but the highest of industry standards at no less than the frequencies set forth herein. 1.04 Contractor is hereby hired and paid to render and provide all inclusive labor and equipment for landscape, grounds and irrigation maintenance services including, but not limited to: a. Maintenance of turf areas previously irrigated; b. Edging; c. 85% hand pruning and 15% mechanical; d. Fertilization; e. Top dressing; f. Irrigation; minor and major repairs, see sections 17.e and 22.01 a -f; g. Hand watering (as necessary); h. Bleeding of valves necessary during emergencies when automatic systems are not functioning; i. Pruning of shrubs and trees; j. Trimming of turf, shrub areas, and ground cover; k. Disease control; I. Pest control; m. Tree maintenance; structural pruning per ANSI Best Management Practices; n. Maintenance and repairs of irrigation systems; o. Mulching (City provided mulch); will be disbursed by the contractor at their expense; Bid # LMD-16-17-20 p. Manual weed abatement; q. Chemical weed control; r. Marking underground irrigation lines and other LIVID equipment upon Dig Alert notification; s. Artificial turf maintenance; t. Traffic control (per Watch Manual) while working in the public right of way, medians, and parkways; u. Irrigation Specialist, Irrigation Assistant, Laborers and Foreman as required. v. Hardscape (i.e.: sweeping or blowing down concrete and/or crack weed abatement); The landscape areas include: may include irrigated and/or non -irrigated landscaped areas; natural areas, shrubs, trees, ground cover and turf which may be irrigated by electrically controlled automatic or manual systems. 1.05 Contractor shall not work or perform any operations, particularly during periods of inclement weather, which may cause unsafe working conditions or destroy/damage planted areas. 1.06 Contractor recognizes that during the course of this Agreement other activities and operations may be conducted by alternative contracted parties. These activities may include, but are not limited to: a. Landscape refurbishment; tree, shrub, and ground cover installation; b. Irrigation system refurbishment and/or repair; c. Construction and/or storm related operations; d. Emergency response operations; e. Electrical repairs; f. Tree Trimming / Tree planting / Tree counting; g. Concrete removal and replacement, block wall and brick repairs; h. Fence installation and repairs, wood, vinyl, and Crete Rrail; i. Artificial turf installation; j. Integrated pest management / Chemical applications to trees; k. Streetscape furniture cleaning and pressure washing of walkways and appurtenances. I. Turf removal At the discretion of LIVID, the Landscape Maintenance Contractor may be required to modify or curtail specific tasks and operations within their maintenance contract. 1.07 When notified of a landscape or irrigation emergency during the hours and days of maintenance service as identified in Section 9, the contractor shall respond by phone or radio to the Landscape Maintenance District Monitor, Inspector and/or Special Districts Office within fifteen (15) minutes of notification. When notified of an emergency outside of the normal hours and days of maintenance service, the contractor has thirty minutes to respond by phone or radio to the Landscape Maintenance District Monitor, Inspector and or Special Districts. If personnel and equipment are necessary for the emergency, the contractor must have these resources available within 2 hours. Upon arriving at an emergency situation, it shall be the responsibility of the contractor to eliminate all unsafe conditions which would adversely affect the health, safety, or welfare of the public. See section 11.02 for consequences for failure to comply. Bid # LMD-16-17-20 10 1.09 Contractor and employees shall at all times dress in a company uniform that identifies their employer and exhibit good customer service to City staff, City contracted staff, residents, and the general public throughout the term of this contract. All communication will be professional in manner between all parties. The Landscape Maintenance Districts may employ consulting Landscape Maintenance Inspectors. These consultant monitors will be treated the same as other Special District staff. Failure to properly and respectfully communicate may be cause for contract termination. 1.10 The contractor is required to have a minimum of five (5) years' experience in the landscape maintenance field. The contractor is required to have experience with maintaining areas of twenty (20) acres or larger and median/parkway maintenance a minimum of two (2) linear miles or larger. Vendor is to provide a minimum of three (3) references with a similar scope & type of work within the bid response. 1.11 Contractor's employees and/or representatives shall be thoroughly trained and experienced in the computer based central operating systems of Calsense, Rain Master, WeatherTrak and LEIT irrigation control systems and corresponding equipment. Should Special Districts choose a different controller manufacturer, the contractor shall make available employees or representatives for product training at no additional cost to City. 1.12 Contractor shall provide cellular and/or radio communication to each crew foreman and have the ability to connect to City Inspectors and Special Districts representatives. 1.13 The contractor, and/or subcontractors, must possess the following licenses at time of bid submission; C-27 California Landscaping Contractor License. The contractor or subcontractor must identify a staff member certified or licensed as a qualified applicator through the California Department of Pesticide Regulation. The contractor shall (when required) have an Arborist identified by the International Society of Arboriculture (ISA)/ or have a contract with a Certified Arborist on a need basis. The contractor must identify a staff member who is a Certified Landscape Irrigation Auditor (CLIA). The bidder will submit copies of the licenses, and certificates or subcontractor information sheets, indicating licenses held at the time of bid submission. 1.14 The contractor will be required to obtain and pay for any permits that may be required for the performance of any tasks under this contract with the exception of oak tree permits. 1.15 Contractor and emolovees are reau!red to comDlete and Dass, by start date of 2. LANDSCAPED AREAS TO BE MAINTAINED 2.01 The LMD areas to be maintained under the provisions of this Agreement are specifically identified in Exhibit E and Exhibit F (Inventory List and Area Map). LMD areas within the provision of this bid, to the standards set forth herein, without modification, improvement, or altercation. 2.03 Estimated square footages are provided by LMD for all areas to be maintained on the attached Exhibit E (Inventory List). However, these estimates are for reference only and it is the responsibility of Contractor to verify by inspection and observe the various areas' characteristics. 3. CERTIFICATIONS/REPORTS/RECORDS Bid # LMD-16-17-20 j 1 3.01 Payroll and Prevailing Wage Report: Contractor shall complete a Payroll and Prevailing Wage Certification Report which shall be made available to LMD concurrent with the monthly invoicing. Contractor shall provide the required information in a form acceptable to Special Districts. The City is requesting that one monthly bill be submitted by the contractor to Special Districts for the maintenance. The monthly payment will not be made until such report is received and approved by Special Districts. Vendor to provide sample of monthly bill with bid response. 3.02 Daily Staff Attendance Report: Contractor shall complete a Daily Staff Attendance Report Which shall be made available to Special Districts upon request. This report shall include the date, names, and job titles of all on-site staff working within the Zone each day. The monthly payment will not be made until such report is received by Special Districts upon request. 3.03 Maintenance Function Report: Contractor shall maintain and keep current a report that records when all Periodic, Seasonal, and Additional Work maintenance functions performed by Contractor's personnel were completed. Said report shall be in a form and content acceptable to Special Districts and will be made available to Special Districts upon request. The monthly payment may not be made if such report is requested and not made available or is in a form that is unacceptable to Special Districts. 3.04 Certification of Specialty Type Maintenance: When applicable, Contractor shall include with the monthly invoice those specialty type maintenance items completed. The following information shall include but not be limited to: a. Quantity and complete description of all commercial and organic fertilizer(s) used. b. Quantity and label description of all grass seed used. c. Quantity and complete description of all soil amendments used. d. A valid licensed California Pest Control Advisor's recommendations and copies of corresponding Agricultural Commissioners Pesticide Use Reports signed by a licensed California Pest Control Operator for all chemical, disease and pest control work performed. The report shall be accompanied by a listing of each material used, quantity used, and the location of use, the date used, the applicators name and the license number. 3.05 Company Financial Records: The contractor may be required to supply the City with their financial records through a reputable independent auditor, such as Dunn & Bradstreet. 3.06 Violation Records: The awarded contractor shall not have two (2) or more Cal-Osha sustained complaints or four (4) or more California State Contractor Board sustained complaints within the past four (4) years. A bid response from the awarded vendor that does not meet these requirements may be considered a non-responsive bid, and the City of Santa Clarita will proceed to the next qualified bidder. Please supply this information on Exhibit A (Violation Records). 4. ADDITIONAL WORK 4.01 Special Districts may arrange for additional 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. 4.02 Prior to performing any extra work, Contractor shall prepare and submit a written description of the work with an estimate including the hours and skill level of labor and a list of materials. No work shall commence without the written authorization from Special Districts. Costs for additional work shall not exceed the labor rate identified on the Additional Pricing Sheet #1. For material it shall be Contractor's cost plus no more than 15%. The contractor will maintain and submit copies of invoices to demonstrate the contractors cost. 4.03 When a condition exists wherein there is imminent danger of injury to the public or Bid # LMD-16-17-20 12 damage to property, Special Districts may verbally authorize the work to be performed upon receiving a verbal estimate from Contractor. However, within 24 hours after receiving such verbal authorization, Contractor shall submit a proposal to be approved by Special Districts. 4.04 All extra work shall commence on the specified date established, and Contractor shall proceed diligently to complete said work within the time allotted. All invoices submitted by Contractor for extra work shall include a detailed itemization of labor and/or materials. 4.05 All invoices submitted by the contractor for extra work shall include a detailed itemization of labor and/or materials and specific zone(s) identified. All invoices for extra work and items must be submitted biweekly to Special Districts. 5. CONTRACTOR'S LIABILITIES 5.01 All damages resulting from Contractor's operation within the LIVID areas shall be repaired or replaced at Contractor's expense within 48 hours. 5.02 All such repairs or replacements shall be completed within the following time limits. a. Irrigation damage shall be repaired or replaced prior to the next regularly scheduled watering event b. All damages to shrubs, trees, or ground cover shall be repaired or replaced within five (5) working days or sooner as directed by Special Districts. c. All concrete walkway, block walls, light poles, or any appurtenances, shall be repaired within a reasonable timeframe agreed upon by LIVID staff. 5.03 All repairs or replacements shall be completed in accordance with the following maintenance practices. a. Trees Minor damage such as bark lost from impact of mowing equipment shall be remedied by a qualified tree surgeon or arborist. If damage results in loss of a tree, the damaged tree shall be removed and replaced at Contractor's expense to comply with the specific instructions of Special Districts. b. Shrubs Minor damage may be corrected by appropriate pruning as required in Section 18, "Shrub and Ground Cover Care," of the 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. 6. INTERPRETATION OF THE MAINTENANCE SPECIFICATIONS 6.01 Should any misunderstanding arise, 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 Special District's interpretation. Within 30 days after receipt of the interpretation, Contractor may file a written request for a hearing before a Disputes Review Panel as provided hereinafter. The written request shall outline in detail the area of dispute. 6.02 The Disputes Review Panel will be appointed by Special Districts and will be composed of not less than three (3) Qualified personnel or representatives having experience in the administration of grounds maintenance contracts. The panel will convene within one (1) week of appointment in order to hear all matters related to the dispute. The hearing will be informal and formal rules of evidence will not apply. The Panel will submit its recommendation to Special Districts for consideration, within one (1) week following the conclusion of the hearing. Special Districts shall render an interpretation based upon review of the Panel's recommendation. Special Districts' decision shall be final. Bid # LMD-16-17-20 13 OFFICE OF INQUIRIES AND COMPLAINTS 7.01 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 the Homeowners Associations, property owners, and tenants within said LIVID or from Special Districts personnel, representatives or patrons using the facility. This person(s) shall be reachable 24 hours per day. An answering service shall be considered an acceptable substitute to full time coverage, provided Contractor is advised of any complaint within one (1) hour of receipt of such complaint by the answering service. Neither answering machines nor voicemail are acceptable. The telephone of said Contractor shall be on the exchange or exchanges of said District(s) or a toll-free number, and in no case shall the people of said District(s) be required to pay a toll charge to telephone said Contractor. During normal working hours, Contractor's Foreman or an employee of Contractor, at the supervisory level, who is responsible for providing maintenance services, shall be available for notification by telephone or radio communication. 7.02 Whenever immediate action is required to prevent impending injury, death, or property damage to the LIVID being maintained, Special Districts may authorize such action to be taken by a third -party work force and shall charge the cost thereof as determined by the Administrator, against the Contractor, or may deduct such cost from an amount due to Contractor from Special Districts. 7.03 Contractor shall maintain a written log of all complaints, the date and time thereof, and the action taken pursuant thereto or the reason for non -action. The log of complaints shall be available for inspection by Special Districts at all reasonable times. 7.04 All complaints shall be addressed as soon as possible after notification; but in all cases within 24 hours, to the satisfaction of Special Districts. If any complaint is not resolved within 24 hours, Special Districts shall be notified immediately of the reason for not resolving the complaint followed by a written report to Special Districts within five (5) days. If the complaints are not resolved within the time specified or to the satisfaction of Special Districts, Special Districts may correct the specific complaint and the total cost incurred will be deducted from the payments owing to the Contractor from Special Districts. 8.01 Contractor agrees to perform all work outlined in this Agreement in such a manner as to meet all California Landscape Industry Standards for safe practices during the maintenance operation for medians and parkways and to safely maintain stored equipment, machines, and materials or other hazards consequential or related to the work; and agrees additionally to accept the sole responsibility for complying with all local, City, State or other legal requirements including but not limited to, full compliance with the terms of the applicable O.S.H.A. and CAL-O.S.H.A. Safety Orders at all times so as to protect all persons, including Contractor's employees, agents of the City, vendors, members of the public or others from foreseeable injury, or damage to their property. Contractor shall inspect all potential hazards at the LIVID areas covered by this Agreement and keep a log indicating date inspected and action taken. 8.02 It shall be Contractor's responsibility to inspect, and identify, any condition(s) that renders any portion of the LIVID premises unsafe, as well as any unsafe practices occurring thereon. Special Districts shall be notified immediately of any unsafe condition that requires major correction. Contractor shall be responsible for making minor corrections including, but not limited to: a. filling holes in turf, planting areas, and paving; b. using barricades, signs, caution tape or traffic cones to alert patrons of the existence of hazards; c. replace valve box covers so as to protect members of the public or others from injury. Bid # LMD-16-17-20 14 During hours of operations, Contractor shall obtain emergency medical care for any member of the public who is in need thereof, because of illness or injury occurring on the premises. Contractor shall cooperate fully with the City in the investigation of any accidental injury or death occurring on the premises, including a complete written report thereof to Special Districts within five (5) days following the occurrence. 8.03 Under the circumstance that landscape maintenance work be performed in a Caltrans right of way; including but not limited to freeway onramps and offramps; the contractor shall adhere to the safety requirements in the Caltrans Maintenance Manual/Protection of Workers. 9. HOURS AND DAYS OF MAINTENANCE SERVICES 9.01 The hours of maintenance service shall be 7:00 a.m. to 3:30 p.m. on those days maintenance is to be provided pursuant to the work schedule approved in advance by Special Districts. No work will be performed on City Legal Holidays (Exhibit D) unless authorized by Special Districts Administration in advance. Blowers, lawnmowers, chainsaws or other mechanical equipment with a decibel level above 65 decibels cannot be used before 7:00 a.m. within the City of Santa Clarita. 9.02 Contractor shall provide on-site staffing to perform the required maintenance to meet required California Industry Standards anytime between Monday through Friday. However, if the contractor can accomplish the same work within a shorter service schedule, then the Special Districts Division can modify their maintenance schedule. Alternate days or any changes in the days and hours of operation heretofore prescribed shall be subject to approval by the Special Districts Division. 9.03 Per State of California Labor Code, Contractor is directed to the following prescribed requirement with respect to the hours of employment. A legal day's work shall constitute eight (8) hours of labor under this Agreement, and said Contractor shall not require or permit any laborer, worker or mechanic, or any subcontractor employed by him to perform any of the work described herein to labor more than 8 hours during any one day or more than 40 hours during any one calendar week, except as authorized by Labor Code Section 1815, under penalty of paying to the City the sum of $25 for each laborer, worker, or mechanic employed in the execution of said Agreement by him, or any subcontractor under him, upon any of the work included in said Agreement for each calendar day during which such laborer, worker or mechanic is required or permitted to labor more than 8 hours in any one calendar day or 40 hours in any one calendar week, in violation of the provisions of Section 1811 to 1815, inclusive, of the Labor Code of the State of California. 10. MAINTENANCE SCHEDULES 10.01 set on a weekly rotational basis, identifying and delineating the time frames for the required functions by the day of the week, morning, and afternoon. Rotational requirements for each area are to be approved by LMD Staff upon review of the work schedule. 10.02 Contractor shall submit revised schedules when actual performance differs substanti from planned performance. Said revisions shall be submitted to Special Districts for review a approval within three (3) working days prior to scheduled time of work. A written copy of the current City approved schedule must be kept in the site foreman's vehicle at all times and be available upon request of City Staff or the City's contracted Landscape Monitor. 10.03 The contractor must establish a work schedule approved by the City. The Contractor is provided the opportunity and procedure for adjusting scheduling requirements. The Contractor has also been provided the opportunity to procedure for adjusting schedules to meet special Bid # LMD-16-17-20 15 circumstances and inclement weather. Failure to complete the work as scheduled or as specified herein will result in the following actions: a. The sum of five hundred dollars ($500.00) per day will be deducted and forfeited from payment to the Contractor for each instance where an item of work is not completed in accordance with the schedule or any portion of the specifications herein. b. 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. c. 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. 10.04 The above provisions are not construed to eliminate Contractor's responsibility in complying with the requirements to notify Special Districts for maintenance. 10.05 Contractor shall notify Special Districts, in writing, at least one (1) week prior to the date and time of all maintenance operations. a. Fertilization; b. Micro-Nutrients/Soil Amendments; c. Spraying of Trees, Shrubs or Turf; d. Aesthetic Tree and Shrub Pruning; e. Preventative disease control; I. Transplanting of small and medium sized plants; g. Lane closures notification for median or parkway maintenance is required; h. Other Items as Determined by Special Districts. 11. CONTRACTOR'S STAFF 11.01 Contractor shall provide sufficient number of personnel to satisfy daily and/or weekly requirements for high quality landscape maintenance. Contractor's staff MUST be employees of the contractor except subcontractors identified in the response to this bid. 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. 11.02 Special Districts may at any time give Contractor written notice to the effect that the conduct or action of a designated employee of Contractor is, in the reasonable belief of Special Districts Staff, detrimental to the interest of the public using the premises, Contractor shall meet with representatives of Special Districts to consider the appropriate course of action with respect to such matter and Contractor shall take reasonable measures under the circumstances to assure Special Districts that the conduct and activities of Contractor's employees will not be detrimental to the interest of the public patronizing the LIVID covered under this Agreement. 11.03 LIVID staff reserves the right to require the Contractor provide alternate staff members to supplement and/or replace staff that is determined to be performing below the expectations of LMD. The City of Santa Clarita will maintain sole authority of determining if and when a staff members' performance falls below these standards. The request for replacement from City staff is not limited to field crewmembers but also extends to management, supervisors, and specialized staff. Upon request, the contractor shall provide appropriately qualified alternatives for selection by LIVID staff as necessary. Bid # LMD-16-17-20 16 12. SIGNS/IMPROVEMENTS 12.01 Contractor shall not post signs or advertising matter upon the premises or improvements thereon, unless prior approval therefore is obtained from LIVID Special Districts. 13. UTILITIES 13.01 Special Districts shall pay for all utilities associated with the maintenance of the LMDs. However, water usage shall not exceed the amount required to comply with irrigation schedules established by the Contractor and approved by Special Districts. Contractor will be required to manage the scheduling of the controllers. Contractor shall pay for all excessive utility usage due to Contractor's failure to monitor irrigation system malfunctions or unauthorized increases in the frequency of irrigation. These activities may include, but are not limited to watering during a rain storm and/or watering the day after rain and/or watering during a special event. The excess cost will be determined by comparing current usage with historical usage for the same time period. The excess to be deducted from payments to Contractor from Special Districts will be presented to Contractor by Special Districts prior to actual deduction to allow for explanations. 14. NON-INTERFERENCE 14.01 Contractor shall not interfere with the public use of the LIVID areas covered under this Agreement, and shall conduct its operations as to offer the least possible obstruction and inconvenience to the public or disruption to the peace and quiet of the area within which the services are performed. 15. USE OF CHEMICALS 15.01 The application of chemicals such as herbicides and pre -emergent will be at the contractor's expense inclusive of this contract. The City of Santa Clarita will pay the contractor's price for the chemicals plus no more than a 15% mark up. All work involving the use of chemicals shall be in compliance with all Federal, State, and local laws and will be accomplished by a Certified Applicator under the direction of a Licensed Pest Advisor. Contractor, in complying with the California Food and Agricultural Code, shall provide a copy of a valid Pest Control Operator's License and valid Pest Control Advisor's License, or a copy of said licenses from a sub -contractor to Special Districts prior to using chemicals within the area. 15.02 A listing of proposed chemicals to be used including; commercial name, application rates, and type of usage shall be submitted to Special Districts for approval. The listing will be accompanied by copies of Material Safety Data Sheets (MSDS) for all chemicals that may be used in binder or booklet form. No work shall begin until written approval of use is obtained from Special Districts. The contractor shall consider the effects chemical application has on the environment. The contractor shall use the least toxic chemicals in the lowest quantity that will be effective in achieving the needed result. 15.03 Chemicals shall only be applied by those persons possessing the training in chemical application or a valid California Applicator's Certificate. Application shall be in strict accordance with all governing regulations. 15.04 Records of all operations stating dates, times, methods of application, chemical formulations, applicators names and weather conditions shall be made and retained in an active file for a minimum of three (3) years. Contractor shall provide a chemical use report and a copy of the PCA recommendation to Special Districts for each application (site specific) made during each month. This shall be in addition to the copy of the usage summary that is provided to the Agricultural Commissioner. 15.05 All chemicals requiring a special permit for use must be registered with the County Agricultural Commissioner's Office and a permit obtained with a copy to Special Districts. Bid # LMD-16-17-20 17 15.06 All regulations and safety precautions listed in the "Pesticide Information and Safety Manual' published by the University of California shall be adhered to. 15.07 Chemicals shall be applied when air currents are still; preventing drifting onto adjacent property and preventing any toxic exposure to persons whether or not they are in or near the area of application. 16. STORAGE FACILITIES 16.01 Special Districts shall not provide any storage facilities for the Contractor. Any Contractors storage facilities must be located outside of the boundaries of the Zone for which landscape maintenance services are performed, unless Special Districts determines it would be in the best interests of Special Districts to waive this restriction. 17. TURF CARE 17.01 Contractor shall perform the following services under the terms of this agreement; a. Mowing: Turf to be mowed by a separate mow crew (not to include regular crew member hours). Adequately sharpened rotary or reel type mower equipped with rollers must be used, to ensure a smooth surface appearance without scalping. (1) All warm season grasses (Bermuda and St. Augustine) to be cut at 1/2 inch through 1 inch height throughout the year. Subject to change. (2) All cool season grasses (Blue Grass and Fescues) to be cut at 1 1/2 inch and 2 Y2 inches during April through November, and at 2 inches during December to March of each year. Subject to change. (3) The mowing heights may be adjusted by Special Districts during periods of renovation. (4) Unless mulching mowers are used; all grass clippings will be collected and removed from the site on the same day the area is mowed. All clipping removed to be properly disposed of in green waste containers only. (5) A mowing schedule will be established and maintained. This schedule will provide that all areas will be mowed not less than once a week during the summer, and once every two weeks during the winter. This schedule will be submitted to Special Districts for approval. Refer to items 1 and 2 in this section for turf length ranges. b. Edaino: With each mowino. the edge of the orass alona sidewalks. curbs. shrub. flower beds, and walls shall be trimmed to a neat and uniform line. Where trees and shrubs occur in turf areas, all grass shall be removed 14 to 24 inches from the trunks of trees and away from the drip line of shrubs by use of power scythe, approved chemicals, or small mowers as required. Trim around all sprinkler heads as necessary in order to provide maximum water coverage. Edging will be maintained at all times and concurrent with each mowing. (1) The edge of the turf shall be trimmed around value boxes, meter boxes, backflow devices, or any structures located within the turf areas. (2) All turf edges are to be maintained to prevent grass invasion into adjacent shrub, flower, and ground cover bed areas. (3) All clippings shall be removed from site the same day area is edged. (4) After mowing and edging is completed, all adjacent walkways are to be swept clean by power blower or broom. (5) Newly planted trees in lawn areas shall have tree guards installed if necessary to avoid damage. (6) Trees in lawn areas shall have a minimum of 14 to 24 inches mulched clearance where applicable. c. Weed Control: Control turf weeds as needed. Hand removal of noxious weeds or Bid # LMD-16-17-20 18 grasses will be required as necessary. All mulch brought in by the LMD will be disbursed by the contractor on site to control weed growth. d. Insect/Disease Control: Eliminate all insect or disease affecting turf areas as they occur. 18. SHRUB AND GROUND COVER CARE 18.01 Contractor shall perform at his sole expense under the terms of this agreement the following services: a. Pruning: Manually select prune shrubs throughout the year to encourage healthy growth habits, and to encourage growth to the natural shape of the plant according to its species and appearance with the exception of roses, which shall be pruned no later than the end of January. Periodic pruning may be required to maintain consistent size, structure, and/or appearance of large groupings of the same species. All shrubs shall be free of dead wood, weak, diseased, insect infested and damaged limbs at all times. Removal of all clippings will be completed the same day pruning occurs. Pruning will not be completed while plants are flowering, during the emergence of new growth, or when high temperatures are present during the hottest time of the year (typically July -August) unless directed by Special Districts. No balls, squares or unusual shapes are permitted under this bid. Selective pruning is required following the natural habit of the particular plant. b. Trimming: The growth of shrubs and ground cover will be restricted to areas behind curbs and walkways, and within planter beds by trimming, as necessary, or upon notice by Special Districts. All trimming practices are subject to change as directed by Special Districts. c. Disease and Insect Control: All LMD areas are to be maintained free of disease and insects and treat when needed pursuant to Section 20. d. Weed Control: All ground cover and shrub beds are to be kept weed free at all times. Methods for control shall incorporate the following: (1) Mulch application to 3" laver maximum (Removal on an as needed basis of existing/spent mulch may be required to insure the level of grade is kept below surrounding hardscapes and/or at an acceptable height as determined by LMD staff. Such removal will be considered an extra and will require submittal of a proposal and approval by LMD staff.) (2) Hand removal (3) Cultivation (4) Chemical eradication using non -residual herbicides e. Shrub and Ground Cover Replacement: All damaged, diseased (untreatable), or dead shrubs and ground covers whose damage occurred due to natural conditions/causes, will be replaced under the terms of "additional work" as described in Section 4 of this bid document. All shrubs shall be guaranteed to live and remain in healthy condition for no less than ninety (90) days and trees for a period of one (1) year from the date of acceptance of the job by the Special Districts Administrator or qualified representative. f. Fertilization: Application of an LMD approved fertilizer a minimum of two (2) times per year to provide a healthy color in all plants with foliar feedings. The fertilizer shall be applied once during the months of March or April and once during the months of September or October. Contractor will cultivate around plants as needed. Fertilizer shall be appropriate for plant type and season (time of year) and approved by LMD staff prior to installation. The Contractor shall provide a fertilization schedule two (2) Bid # LMD-16-17-20 19 weeks prior to the proposed fertilization. g. Irrigation: Irrigation, including hand watering and manual bleeding of valves, is required in the event of an emergency situation and/or where automatic systems are not functioning as required. Irrigation practices described in Section 17, Paragraph e, shall apply to trees, shrubs, turf, and ground cover. h. Diversion requirements: In keeping with State mandated requirements, the LIVID strives to exceed diversion obligations to keep green waste from the landfills. The Contractor shall mulch and use on site 95%, of the green waste generated by above referenced zones. Contractor requirements for this program shall include a Vermeer 1500 chipper or equivalent for use on site at a minimum of twice per week. Recycling: Recycling of plant debris by composting and/or maintaining a minimum 2 - inch layer of mulch under all trees and around all shrubs/groundcover. A minimum 3 - inch layer in all open areas is strongly encouraged. Mulch purchased by the LMD will be disbursed with the above specifications by the contractor who will provide the labor at his expense. k. Ornamental Grass Care: To promote new growth, cut back the foliage to about 4-6 inches in the late winter to early spring before new growth resumes. Renovation: Renovate ground covers according to prescribed practices in the industry as needed to maintain a healthy vigorous appearance and growth rate. When ground covers and perennials have grown where they completely fill the space in which they were planted and have started to deteriorate, i.e., less flowering, dying out, smaller plants, they shall be renovated. (Renovation shall include removing said plants, amending the soil, dividing plants as necessary and replanting to maintain a healthy, vigorous appearance and growth rate.) 19. TREE CARE 19.01 Contractor under the terms of this agreement shall perform the following services: a. Tree Maintenance (1) All trees 12' (feet) tall or less shall be maintained free of all dead, diseased and damaged branches back to the point of breaking as per contract. Wound dressings are never used on any tree pruning cuts. (2) All sucker growth is to be removed from trees as it occurs. (3) Maintain an 8 -foot clearance for branches overhanging walks, 8 -foot for public sidewalks. (4) Report insects and tree diseases to Special Districts Inspector (5) Stake and support all replacement trees and replace stakes which have been broken or damaged on existing trees. (6) Tree stakes shall be pentachloraphena treated pole pine, not less than 8 feet in length for 5 gallon size trees and not less than 10 feet for 15 gallon trees sizes (two per tree), no galvanized stakes. (7) Commercially available tree rubber ties are to be used unless there is a need for guy wires. All trees tied in two locations — top and bottom. Stakes will not be placed closer than 12 inches from the top tie on the tree trunk. (8) Stakes and ties will be placed so no chafing of bark occurs and shall be checked frequently and retied to prevent girdling. Bid 4 LMD-16-17-20 20 (9) Broken branches are to be removed immediately whether they are in the tree or on the ground. (10) All tree wells in sidewalks within the maintenance areas to be kept weed free. b. Fertilization: Apply fertilizer within drip line at least once per year (during the months of March or April) to provide a healthy color in all plants. Fertilizer should, at the direction of LIVID, be a balanced organic 10-6-4 ratio with trace element. Contractor shall provide Special Districts with two (2) weeks notification prior to the fertilizer application. c. Permits: If a permit is required for tree pruning, Contractor will obtain a permit prior to commencement of work by Contractor. d. Tree Replacement: All trees permanently damaged as a result of action or inaction by the contractor will be replaced as provided for under Section 5 with the identical species of tree existing previously, unless otherwise notified in writing by Special Districts. The need for and the size of replacement will be determined by Special Districts at the monthly maintenance inspection meeting or upon written notification. Size of the replacement shall be of a like size. Substitutions will require prior written approval by Special Districts. Original plans and specifications should be consulted to insure correct identification of species. Upon notification, this contract is to e. Olive Tree Spraying: Ornamental olive trees shall be sprayed to prevent fruit set by use of "Maintain," "Florel" or other approved product. Two (2) applications shall be required 7-10 days apart. The first application shall be applied when 1/2 to 3/4 of the olive blooms are open (sometime between April 1 and May 10). Both spray applications shall be put on using a power sprayer with a minimum of 150 psi. pressure. The Landscape Maintenance District's Tree Maintenance contractor will provide most of the chemical applications to trees. If the landscape contractor provides this service it will be considered "extra work cost". f. Fireblight Treatment: Preventative Fireblight treatment for Pyrus Kawakamii to consist of spray application between October 1 and mid-November. Post treatment to consist of pruning out dead wood, sterilizing pruning tools after each cut. Preventative Fireblight treatment for Platanus to consist of two applications and possibly a third application, depending on the effectiveness of the previous application. The first application shall occur in February, during the budding stage. The second treatment shall occur in March, during the juvenile growth stage of the leaf. The third application shall occur in April if there is evidence of blight after mature growth of leaf. Materials used shall be of an approved type by the County Agriculture Department. If the landscape contractor provides this service it will be considered "extra work cost". g. Oak Tree Pruning Permit: All cuts over 2 inches in diameter on Oak Trees will be done by the Landscape Maintenance Tree Maintenance contractor. All other cuts on Oak Trees shall be made to ISA standards with an Oak Tree Pruning Permit per City Municipal Code by the landscape contractor or their subcontractor. Special Districts will procure Oak Tree Permits once work is approved. h. Tree Pruning/Trimming: All tree trimming/pruning will be done in accordance with the standards established by the International Society of Arboriculture (ISA) and ANSI 300 Best Management pruning practices. Bid # LMD-16-17-20 21 20. USE OF INTEGRATED PEST MANAGEMENT (I.P.M.) 20.01 Special Districts will provide the materials (Biological insects) necessary for integrated pest management (IPM) and contractor at his under the terms of this agreement will provide the labor. a. Integrated Pest Management (IPM): Integrated pest management (IPM) is a pest management strategy that focuses on long-term prevention or suppression of pest problems with minimum impact on human health, the environment, and non -target organisms. Preferred pest management techniques include encouraging naturally occurring biological control; using alternate plant species or varieties that resist pests; selecting pesticides with a lower toxicity to humans or non -target organisms; adopting cultivating, pruning, fertilizing, or irrigation practices that reduce pest problems; and changing the habitat to make it incompatible with pest development. Pesticides are used as a last resort when careful monitoring indicates that they are needed according to pre -established guidelines. When treatments are necessary, the least toxic and most target -specific pesticides are chosen. Implementing an integrated pest management program requires a thorough understanding of pests, their life histories, environmental requirements, and natural enemies, as well as establishment of a regular, systematic program for surveying pests, their damage, and other evidence of their presence. IPM has been mandated on Federal property since 1996 by Section 136r_1 of Title 7, United States Code, and is cited in Title 41 of the Code of Federal Regulations (102-74.35) as a required service for agencies subject to the authority of the General Services Administration. The Contractor will develop an IPM program for work covered by this statement of work. b. Chemical Application: All work involving the use of chemicals will be accomplished by a State of California Certified or Licensed pest control operator. A written recommendation by a person possessing a valid California Pest Control Advisor License is required prior to chemical application. c. Permits: All chemicals requiring a special permit for use must be registered by the Contractor with the County Agricultural Commissioner's Office and a permit obtained with a copy to Special Districts, prior to use. A copy of all forms submitted to the County Agricultural Commissioner shall be given to Special Districts on a timely basis. d. Compliance with Regulations: All regulations and safety precautions listed in the "Pesticide Information and Safety Manual" published by the University of California will be adhered to. e. Pest Control: Control of ground squirrels, gophers, and other burrowing rodents by trapping and/or eradication will be provided by Special Districts. Contractor is not responsible for this service. Whenever holes are visible upon the surface, these holes shall be filled and securely tamped to avoid moisture runoff entering the holes by the County Agricultural Department who will provide pest control for Special Districts. This procedure shall be followed in all areas, especially within all slope areas. Contractor is responsible for notifying Special Districts upon detecting a need for rodent control. 21. GENERAL CLEAN-UP 21.01 Contractor shall at his sole expense under the terms of this agreement perform the following services: a. Trash Removal: The contractor shall provide a trash pickup schedule for approval by Special Districts. The contractor shall pick up trash and accumulated debris from the site on a regularly scheduled rotation approved by LMD staff in advance. Bid # LMD-16-17-20 22 b. Concrete/Asphalt Median Strip Maintenance: Contractor is responsible for weed and grass removal within the crack(s) on the asphalt, and stamped concrete median strip areas at all times. c. Curb and Gutter Maintenance: Contractor is responsible for removal of weeds and grass from curb and gutter expansion joints at all times. d. Walkway and Crack Maintenance: Walkways, if any, will be cleaned immediately following mowing and edging and cleaned by use of power sweeping or blower equipment at a minimum of once per week or as needed. This includes removal of all foreign objects from surfaces such as: (1) Gum, (2) Animal feces, (3) Grease, (4) Paint, (5) Graffiti, (6) Glass and debris All walkway cracks and expansion joints shall be maintained weed and grass free at all times. e. Drain Maintenance: All drains and catch basins shall be free of silt and other debris at all times. The Contractor shall insure all drainage devices within LMD are functioning properly at all times. f. Removal of Leaves: Accumulations of leaves that cannot be incorporated into mulch layers shall be removed and properly disposed of not less than once per week. This includes the accumulation of leaves/debris at the base and lower branch structures of shrubs. g. Diversion: The Contractor will be responsible for creating and implementing a written program to divert a minimum of 85% all green waste from landfills. The program should include, but not be limited to, mulching and composting. The contractor shall report the total tons of green waste generated and the number of tons diverted from the landfill annually to the City's Environmental Services Office. The goal will be at least 85% diversion. h. Freeway On-ramps/Off-ramps: The contractor shall provide trash pickup a minimum of two (2) times per week. The contractor shall provide a trash pickup schedule for approval by Special Districts. The contractor shall pick up trash and accumulated debris from site per contract. g. Drainage Systems: The following services shall be provided by Contractor at their expense per Contract Agreement except as otherwise provided for: 1. All LMD area surface drains ("V" ditches), shall be kept clear of debris at all times so that water will have an unimpeded passage to its outlet. Contractor will not flush dirt or debris into the storm drain system per the City's National Pollutant Discharge Elimination System (N.P.D.E.S.) permit. All debris will be collected and disposed of properly. 2. All LMD area sub -surface drains (except storm drains), if any, shall be periodically flushed with water to avoid build-up of silt and debris. All inlets to sub -surface drains shall be kept clear of leaves, paper, and other debris to ensure unimpeded passage of water. Every attempt will be made to prevent debris from continuing into the City's Storm Drain system including the use of sand bags, straw bales or other Best Management Practices (B.M.Ps) 3. Disposal of green waste or other debris into catch basins, drains or Storm Drains Bid # LMD-16-17-20 23 is prohibited. Such action could result in termination of maintenance contract. 4. Gutters under decorative grates at all Creekside Road bump -outs to be kept clear and debris free at all times. h. Decorative Walls, Seat Walls & Benches: All decorative walls, seat walls & benches on Creekside Drive and any other location within the LMD Zone to be kept clean. This includes removal of all foreign objects from surfaces such as: (1) Gum, (2) Grease, (3) Paint, (4) Graffiti, (5) Glass and debris 22. WATER MANAGEMENT AND IRRIGATION SYSTEM MAINTENANCE OR REPAIR 22.01 All irrigation systems within the LMD areas designated in these specifications will be repaired and maintained as required for operation by the Contractor. Irrigation repairs, (not to include programming) are considered to be additional work or "extras". For all irrigation repairs, including main lines and all irrigation parts reimbursed at no more than a 15% mark up over the contractor's cost. The Contractor must provide invoices upon request of Special District Staff. Failure to provide copies of invoices may result in delay of payments to Contractor. The contractor shall adhere to the Irrigation Association, Best Management Practices (BMP'S) at: http://www. irrigatio n.org/uploaded Files/Standards/BM P Design -I nstall-Manage.3-18-14(2). pdf 22.02 The contractor will be responsible to complete the following WeatherTrak training through HvdroPoint University. Proof of completion to be provided upon request no later than thirty (30) days after start of contract. Additional trainings are available and participation is encouraged. a. Level 1 — WeatherTrak Basic Systems Training 22.03 Scope of Responsibility: The contractor shall maintain (repair and/or replace as needed) and keep operable all irrigation equipment consisting of: 1. Irrigation Programming 2. Irrigation Station Identification/Location 3. Irrigation Heads 4. Remote Control Valves 5. Flow Sensors 6. Flow Sensor Programming 7. PVC Piping (Including mainline and laterals) 8. Quick Couplers 9. Risers 10. Swing Joints 11. Check Valves 12. Irrigation Booster Pumps 13. Solar Controllers/Valves Bid # LMD-16-17-20 24 14. Battery Operated Controllers/Valves 15. Valve Boxes, Quick Coupler Boxes, Etc. 16. Irrigation Controller Programming and Setup a. Replacement Requirements: Replacements will be of original materials or substitutes approved by Special Districts in writing prior to any installation. b. Extent of Responsibility: Contractor will be responsible for immediate maintenance (repair or replacement) of all irrigation systems. Contractor will be responsible at all times for hand watering and the bleeding of valves in emergency situations as required to sustain and prevent loss of turf, trees, annuals, perennial plants, and ground covers when automatic systems are not functioning. c. Ordinances: All materials and workmanship will be in accordance with the applicable City Plumbing Ordinances. Where the provisions of the specifications exceed such requirements, the specifications shall govern. d. Controllers: The contractor will be responsible for the control of Smart Water Application Technologies (SWAT) certified weather -based controllers or equivalent, controller programming through the contractors office via a desk top or any wireless computer, or hand held device. The LMD will provide a password for access. e. Inspections: Landscape Maintenance District Consultants/Inspectors will spot check controller schedules on each inspection of a district to assure compliance with irrigation program standards. Contractor shall conduct a complete irrigation 22.04 Controllers: 1. All controllers shall be adjusted as needed for optimum performance considering the water requirements of each remote control valve (irrigation station). "Smart' or "weather based" controllers shall be configured to water in the "AUTO MODE" or "ET MODE" when available. Plant establishment periods do not apply to this requirement and should be scheduled accordingly. Contractor is responsible for adjusting the controller parameters/attributes in order to irrigate efficiently and each valve shall be customized for the needs of the plant material. Excessive watering or excessive runoff shall not be permitted. 2. The contractor will be responsible for the control of Smart Water Application Technologies (SWAT) certified weather -based controllers or equivalent, controller programming through the Contractors office via a desk top or any wireless computer, or hand held device. The LMD will provide a username/password for access. 3. Response to WeatherTrak Alerts by category shall be made within the time frames listed below. Failure to comply with response times will be considered a deficiency and may be subject to a deduction from payment in the amount up to five hundred ($500.00) dollars for each instance where an alert is not resolved within the time frame. a. Severe Alerts to be resolved within 24 hours. b. Major Alerts to be resolved within 5 working days 4. Contractor will provide their own irrigation remote (receiver and transmitter) for control of the Rain Master, Calsense, LEIT (solar), WeatherTrak or other industry standard Bid # LMD-16-17-20 25 controllers not listed. The City requires the Promax universal irrigation remote or other "smart phone" technology for its use in field testing and operation of all irrigation systems for the LIVID areas. Use of this device will conserve water consumption, provide for more cost effective maintenance of irrigation systems, and assure all parties concerned that the automatic system is operating at maximum efficiency. Special Districts' inspectors may use this device in their inspections to verify that irrigation systems are functioning properly. The bleeding of valves and hand watering are to be used in emergency or testing situations, not for normal or day- to-day inspections. 5. Consideration must be given to the soil conditions, seasonal temperatures, wind conditions, slope, humidity, and the relationship of conditions which affect irrigation. This may include daytime watering during winter weather to prevent icy conditions and manual operation of the irrigation system during periods of windy or inclement weather. During freezing and/or windy conditions, automatic irrigation shall be paused until normal conditions exist. No watering medians in windy conditions, to avoid drift and wetting vehicles. 6. Contractor shall be responsible for data input with regards to irrigation station reference in the programming function of the central server or at the controller. Example: Station 1 - SE Corner of parking lot, Turf NW of restroom, Shrubs on large slope, etc. 7. In areas where wind creates problems of spraying water into private property or road right-of-ways, the controllers shall be set to operate during the period of lowest wind velocity which would normally occur at night (between the hours of 9:00 p.m. and 7:00 a.m.). 8. Contractor shall be responsible for monitoring all irrigation systems within the jurisdiction of this Specification and correct for coverage, adjustment, clogging of lines, and removal of obstacles, including plant materials which obstruct the spray. Monitoring shall be scheduled for all systems at minimum 1x monthly. 9. Check systems, as needed, for optimum performance and adjust and/or repair any sprinkler heads causing excessive runoff, including slope areas, or which throw directly onto roadway paving or walks (where sprinkler heads can be adjusted). 10. Contractor is to maintain the watering schedule in "AUTO" mode which will equal the evapotranspiration rate based on topography, soil type, plant material, season or climatic factors. Contractor shall notify The City of Santa Clarita of any schedule changes. 11. Contractor shall utilize "cycle & soak" in programming in order to eliminate excessive run-off. 12. Scheduled operation other than 9:00 p.m. to 7:00 a.m. must be approved by The City of Santa Clarita. 13. When available, copies of controller maps shall be kept in enclosures at all times. Bid # LMD-16-17-20 26 14. Contractor is responsible for maintenance of the interiors of controller enclosures and shall be kept clean free of debris and pests, regardless of condition(s) at time of contract award. 15. Contractor shall be responsible to notify The City of Santa Clarita of any additional water requirements to the landscape which is outside of the "AUTO" scheduled program application. 16. It is the responsibility of the Contractor to keep the plant material alive. If this requires an extra application of irrigation water, the Contractor is to make the necessary adjustments and immediately notify The City of Santa Clarita upon doing so. 17. Only The City of Santa Clarita staff, City Monitors, the Contractor Supervisor/ Foreman or Irrigation Technician will have access to all controllers. Enclosures will be locked/padlocked at all times. 18. The Contractor shall test the soil in turf and groundcover areas and around all trees and shrubs monthly or as necessary with soil probes to determine that the proper amount of water is being applied at all times. This information should be used to adjust watering times on the controller and supplemental hand or deep watering as necessary. 19. The Contractor shall make adjustments to the water programs to compensate for irrigation heads on each system, soil type and permeability, wind condition, orientation to the sun, air temperature, season, and logistical considerations 20. Once the irrigation system has been adjusted to only irrigate the planting areas it was designed to irrigate, the contractor shall then monitor the irrigation watering application time to determine the length of time each system runs until irrigation runs off the landscape area. This information will then be used to establish "cycle & soak" parameters. 21. The maximum run time should then be set a minimum of one minute less than the time it takes for run off to occur. This will establish the maximum run time for each valve, with full sun exposure. Adjust valves with partial shade or full shade to have less run time than the systems in full sun. 22. It is required that soil conditions be constantly monitored with a soil probe to insure that over -saturation of the soil does not occur. 23. In addition to the soils condition, the individual plant material requirements must be taken into account. As the plant material becomes established, a reduction in the frequency of watering should be implemented to harden -off the plant material while maintaining it in a healthy condition. 22.05 Operation of System: 1. As a standard practice, the Contractor shall formally acknowledge receipt of the irrigation System within the first 60 days of the notice to proceed. It is the Contractors responsibility to conduct a full scale irrigation audiUassessment to determine deficiencies in the system and make recommendations for repair(s). Bid # LMD-16-17-20 27 2. Contractor will be responsible for immediate maintenance (repair or replacement) of all irrigation systems. Contractor will be responsible at all times for hand watering and the bleeding of valves in emergency situations as required to sustain and prevent loss of turf, trees, annuals, perennial plants, and ground covers when automatic systems are not functioning. 3. Irrigation system will be controlled by Contractor in such a way as not to cause an excessively wet area which could interfere with the Contractor's ability to mow/maintain landscaped areas. 4. All irrigation systems shall be personally inspected by Contractor a minimum of once per month to verify effectiveness of sprinkler operation. The appropriate Irrigation Inspection Form must be filled out per controller and submitted to The City of Santa Clarita LIVID for review. 5. Contractor shall adjust and clean as necessary all sprinkler heads, valves and pressure regulators to continue operation at maximum efficiency and performance. 6. All materials and workmanship will be in accordance with the City Plumbing Ordinances if/when applicable. 7. Sprinkler heads in turf areas shall be kept clear of overgrowth, which may obstruct maximum operation. No chemical spraying or growth inhibitors around head shall be allowed. 8. Contractor shall be responsible for trimming plant material and making necessary adjustments to riser heights as growth rates indicate. 9. Contractor shall be responsible for hand -watering any pots not provided with an irrigation system to maintain plants and promote optimum growth. 10. Adjustments in operating pressure for spray and rotor type heads shall be followed per manufacturer's recommendation to provide optimum efficiency unless instructed otherwise by The City of Santa Clarita. 11. Contractor shall be required to walk each site upon request by The City of Santa Clarita representative a minimum of one time per quarter to inspect the operation of the irrigation system. 12. Plant damage or loss resulting from the failure to promptly report irrigation system failure shall be considered Contractor negligence and such plant material shall be repaired or replaced at Contractor expense. 13. All hand watering performed with a hose shall require the hose to have a flow control that will allow the operator to turn the hose off between watering areas to minimize any wasted water. 14. The Contractor shall be responsible for monitoring all project irrigation systems and should correct coverage, head adjustments, clogged lines, loose staking of heads and pipes, and obstacles, including plant material, which obstruct the spray. Make all necessary adjustments to heads that spray onto roadways, walks, walls, and patio areas or out of intended area of coverage. The Contractor shall clean and adjust Bid # LMD-16-17-20 28 sprinkler heads as needed for proper coverage. Each system should be operated via remote control and observed on a regular basis. 15. During extremely hot weather, long holiday periods, and during or following breakdown of systems, the contractor should provide adequate personnel and materials as required to adequately water all landscaped areas at no extra cost to The City of Santa Clarita. When breakdowns or malfunctions exist, the contractor should water manually by whatever means necessary to maintain all plant materials in a healthy condition. Overly wet or dry conditions should not be permitted to develop. 16. Once a year, the contractor shall clean all controller cabinets and valve boxes, remove intruding soil and replace gravel as needed. 17. Testing, certification and service of the backflow prevention devices on the irrigation systems shall be done by a certified tester as provided by The City of Santa Clarita. 18. Contractor shall not repair, manipulate or remove backflow devices unless prior authorization has been received by a City of Santa Clarita representative. However, Contractor is permitted to make use of shutoff valves located on or near backflow devices in the event of a mainline break and/or maintenance. 19. Contractor shall notify the LMD office immediately should a backflow prevention device malfunction occur. 20. Landscape Maintenance District Consultants/Inspectors/City staff will spot check controller schedules on each inspection of a district to assure compliance with irrigation program standards. Contractor shall conduct a complete irrigation system inspection for each district at minimum of twice a year. 21. Contractor shall observe and note any deficiencies occurring from the original design and review these findings with Special Districts, so necessary improvements can be considered. 22.06 Repairs: 1. All pop-up heads should be assembled on triple swing joints. 2. When irrigation heads, risers, nozzles, etc. break, they will be replaced with like for like irrigation heads. Uniformity is of the utmost importance. 3. All remote control valves shall be Superior 950DW brass valves unless other(s) are accepted by LMD staff. 4. Contractor shall repair all leaking or defective valves immediately upon occurrence, or within 24 hours following notification from LMD of such a deficiency. 5. Malfunctions of any nature which are deemed to be the fault of materials or workmanship still covered under original installation guarantee shall be reported immediately to The City of Santa Clarita. 6. Contractor shall submit itemized irrigation invoices for repairs, per LMD Zone on an as needed basis. Bid # LMD-16-17-20 29 7. Repair logs shall be maintained and will include date of repair, nature of repair, and itemized list of materials for clarity. Site map/photo documentation to illustrate location of repair, photo of site condition, and work completed shall be included with repair log(s). 22.07 Conservation: The City of Santa Clarita may conduct monthly water management meetings with the contractor to review all controllers with irregular usage and situations where water consumption is excessively high. All plant stress or loss due to under -watering or over - watering will demonstrate contractor neglect and cost to replace said material will be at Contractor's sole expense. The City of Santa Clarita m conduct monthly Water Management Meetings with the contractor to review any penalty charges that were caused by the Contractor's inability to properly manage water allocations, when applicable. The Contractor will be responsible for paying all water penalties incurred on each water meter for all overages exceeding allocation established by the respective water purveyor. The City of Santa Clarita may waive specific penalties at its sole discretion. The City of Santa Clarita takes Water Conservation very seriously and will not tolerate mismanaged or neglected water delivery systems. 22.08 The Contractor shall provide W eatherTrak generated reports called "Controller Inventory Reports" at the request of City Staff. The first report will be due 30 days after the start of this Agreement and updated every two weeks. At a minimum, the report shall identify each irrigation controller subject to this Agreement, the location, alert status, and confirm the controller is "online". Failure to provide a completed report on time will be considered an incomplete work item and may be subject to a deduction from payment in the amount up to five hundred ($500.00) dollars. 22.09 Water Budgets: In order to ensure efficient and responsible water management with regards to landscape irrigation, the City of Santa Clarita Special Districts office requires the following: When water budgets have been established for each individual service area within a Landscape Maintenance District Zone (specifically water meter and/or point of connection), CONTRACTOR shall not exceed the Maximum Applied Water Allowance (MAWA) as established by State Assembly Bill 1881, Model Water Efficient Landscape Ordinance (MWELO). http://www.water.ca.aov/wateruseefficiency/landscapeordinance/ When water budgets and/or tiered rate structures are enforced by individual water purveyors such as; Valencia Water Company, Newhall County Water District, Santa Clarita Water Division or Castaic Lake Water Agency, CONTRACTOR shall not exceed the monthly allocation(s) as set forth by the service provider for each individual service area within a Landscape Maintenance District Zone, specifically water meter and/or point of connection. Failure to comply with these requirements will result in a probationary period of up to 60 days to allow for corrective actions. Failure to comply with water budgets within this time frame may lead to monetary penalties up to the costs of the excessive use which exceeds the water budget(s), efficient tier, or any "penalty" tier the City of Santa Clarita is subjected to. 22.10 Water Budaets - In order to ensure efficient and responsible water management with regards to landscape irrigation, the City of Santa Clarita Special Districts office requires the following: Bid # LMD-16-17-20 30 When water budgets have been established for each individual service area within a Landscape Maintenance District Zone (specifically water meter and/or point of connection), CONTRACTOR shall not exceed the Maximum Applied Water Allowance (MAWA) as established by State Assembly Bill 1881, Model Water Efficient Landscape Ordinance (MWELO). Formula: MAWA = (ETo) (0.62) [(0.7 x LA) + (0.3 x SLA) MAWA = Maximum Applied Water Allowance (gallons per year) ETo = Reference Evapotranspiration (inches per year) 0.62 = Conversion Factor (to gallons) 0.7 = ET Adjustment Factor (ETAF) LA = Landscape area including SLA (square feet) 0.3 = Additional water allowance for SLA SLA = Special landscape area (square feet) When water budgets and/or tiered rate structures are enforced by individual water purveyors such as; Valencia Water Company, Newhall County Water District, Santa Clarita Water Division or Castaic Lake Water Agency, CONTRACTOR shall not exceed the monthly allocation(s) as set forth by the service provider for each individual service area within a Landscape Maintenance District Zone, specifically water meter and/or point of connection. Failure to comply with these requirements will result in a probationary period of up to 60 days to allow for corrective actions. Failure to comply with water budgets within this time frame may lead to monetary penalties up to the costs of the excessive use which exceeds the water budget(s), efficient tier, or any "penalty" tier the City of Santa Clarita is subjected to. 23. MAINTENANCE INSPECTIONS 23.01 Contractor shall: Weekly perform a maintenance inspection of all facilities within the LMD during daylight hours. Such inspection shall be both visual and operational. The operational inspection shall include operation of all sprinklers, lighting and other mechanical systems to check for proper operational condition and reliability. Contractor is required to input non -contractual service request information into the City's reporting system at: http://user.govoutreach.com/santaclarita/faq.php 23.02 Monthly; meet on site with an authorized representative of Special Districts for a walk- through inspection. Said meeting shall be at the convenience of Special Districts and may include residents of the community. Special Districts may notify the appropriate local representatives of the time and place of each walk-through inspection at least one (1) week prior to such inspection. In addition, bi-weekly interim inspections may be made by Special Districts. Any corrective work required as a result of a monthly inspection or any "interim" inspection by Special Districts shall be accomplished to the satisfaction of Special Districts within 3 working days of the notification of deficiencies, except in the case of a leaking valve, which must be repaired within 24 hours following notification. 24. MAINTENANCE AND REPAIR OF HARDSCAPE, SERVICE ROADS, AND DRAINAGE SYSTEMS 24.01 Hardscape surfaces, walkways, and service roads, if any, shall be maintained by Contractor so as to keep the integrity of the walking and/or driving surface in a safe, unimpaired condition. The contractor may not use subcontractors not included with the bid submission without written approval of Special Districts Staff. Any unsafe condition of a walkway or service road shall be reported immediately to the LMD Monitor or directly to City Staff. a. Contractor may be responsible for total replacement or repair of hardscaping and/or plant replacement if damage occurs due to Contractor's negligence or by accidental damage within maintenance operation. Bid # LMD-16-17-20 31 b. Contractor shall be responsible for sweeping/blowing all hardscape surfaces within the contract boundaries on a regularly scheduled routine approved by LMD Staff or as requested by Special Districts. All debris must be collected and removed. c. Disposal of debris by blowing into roadways, sidewalks, or other areas is prohibited and may be cause for contract termination or a deduction in payment as described in Section 10.03 a. 25. GRAFFITI ERADICATION AND CONTROL 25.01 Contractor may be responsible to remove small amounts of graffiti (licensed plate size) as it appears upon any of the walkways, Paseo overpasses and underpasses, walls, or any appurtenant structures or equipment within the areas under Contractor's maintenance. Special Districts Inspector will be informed of all graffiti immediately upon discovery. Contractor is required to input graffiti information into the City's reporting system at: httn://www. santa-clarita.com/city-hall/del)artments/administrative-services/technolo gv-services/e graffiti 25.02 The contractor may be required to remove small amounts of debris which would fit into a small pick -up truck. In such cases the dump fee may be invoiced to Special Districts. Removal of larger items would be considered as an "additional work" item and subject to the terms of Section 4. 25.03 All materials and processes used in graffiti eradication shall be non -injurious to surfaces and adjacent District property and approved by CAL -OSHA. Materials and processes used must be approved by LMD prior to use. 26. NATURAL AREAS MAINTENANCE 26.01 Natural areas are open space areas that have minimal usage due to the sloping character of the land and the rugged landscape materials that are native to the land. Contractor will provide periodic maintenance, according to routine scheduling, consisting of debris removal as directed by Special Districts. 27. IRRIGATED STREET TREE WELLS 27.01 Contractor is responsible to keep tree wells within LMD areas weed -free and maintain tree well irrigation system in accordance with Section 22 of these Specifications. Maintenance of trees in street tree wells shall be in accordance with Section 19 or these Specifications. 28. NON LANDSCAPED MEDIANS & UNDEVELOPED MEDIANS 28.01 Contractor will provide periodic maintenance, according to routine maintenance scheduling, consisting of debris removal, weed abatement and mulch application. 29. FUTURE MEDIANS 29.01 For the maintenance of future medians that have been accepted by the City, contractor to provide a bid alternate price as described on the bid schedule. 30. MAINTENANCE INSPECTIONS 30.01 The Contractor shall perform a maintenance inspection of all facilities on a weekly basis within the LMD during daylight hours. Such inspections shall be both visual and operational. The operational inspection shall include operationof all sprinklers, lighting and other mechanical systems to check for proper operational condition and reliability. Contractor is required to input non -contractual service request information into the City's "Resident Service Center" at: http://user.govoutreach.com/santaclarita/faq.l)hl) Bid # LMD-16-17-20 32 30.02 The Contractor shall be expected to meet on site with an authorized representative of Special Districts for a walk-through inspection. Said meeting shall be at the convenience of Special Districts and may include residents of the community. Special Districts may notify the appropriate local representatives of the time and place of each walk-through inspection at a minimum of one (1) week prior to the date of inspection. In addition, bi-weekly interim inspections may be made by Special Districts if deemed necessary by LIVID Staff. Bid # LMD-16-17-20 33 BID SECURITY FORMS FOR CHECK OR BOND TO ACCOMPANY BID NOTE: The following form shall be used in case check accompanies bid. Accompanying this Proposal is a 'certified/cashier's check payable to the order of the City of Santa Clarita for: dollars ($ ), this amount being not less than ten percent (10%) of the total amount of the first contract year (365 days) of this bid. The proceeds of this check shall become the property of said AGENCY provided this Proposal shall be accepted by said AGENCY through action of its legally constituted contracting authorities, and the undersigned shall fail to execute a contract and furnish the required bonds within the stipulated time; otherwise, the check shall be returned to the undersigned. Project Name: ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LIVID ZONE 18 TOWN CENTER/TOURNEY LMD-16-17-20 Bidder's Signature CONTRACTOR Address City, State, Zip Code " Delete the inapplicable work. NOTE: If the bidder desires to use a bond instead of a check, the following form shall be executed. The sum of this bond shall be not less than ten percent (10%) of the total amount of the bid. Bid # LMD-16-17-20 34 PROPOSAL GUARANTEE BID BOND ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LIVID ZONE 18 TOWN CENTER/TOURNEY LMD-16-17-20 City of Santa Clarita, California KNOW ALL MEN BY THESE PRESENTS that as BIDDER, and as SURETY, are held and firmly bound unto the City of Santa Clarita, as AGENCY, in the penal sum of dollars ($ ), 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 day of 20_ BIDDER SURETY' Subscribed and sworn to this day of 120. NOTARY PUBLIC `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 # LMD-16-17-20 35 FAITHFUL PERFORMANCE BOND ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LMD ZONE 18 TOWN CENTER/TOURNEY LMD-16-17-20 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 T s one -hundred (100%) 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 20 NOTARY PUBLIC day of 'Provide CONTRACTOR/SURETY name, address, and telephone number and the name, title, address, and telephone number of authorized representative. Bid # LMD-16-17-20 36 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") Agreement 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 120 , to 120 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" .11 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, 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 Bid # LMD-16-17-20 37 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 (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. 5. FAMILIARITY WITH WORK. A. By executing this Agreement, CONTRACTOR represents that CONTRACTOR has: Thoroughly investigated and considered the scope of services to be performed; and ii. Carefully considered how the services should be performed; and iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement. B. If 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. f_IJ 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 Bid # LMD-16-17-20 38 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 01 06 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 "AMI." 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 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, F. City may cancel the Agreement immediately with no penalty. G. Should work in advance of receiving Contractor's insurance required by this Agreement own risk. be cancelled at any point prior to expiration of the policy. CONTRACTOR must notify City within 24 hours of receipt of 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. Bid # LMD-16-17-20 39 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. 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 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. Bid # LMD-16-17-20 40 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 party 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 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 # LMD-16-17-20 41 IN WITNESS WHEREOF, the parties hereto have executed this contract the day and year first hereinabove written. FOR CONTRACTOR: By: Sample Only - Do Not Sian 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 By: City Attorney Date: Bid # LMD-16-17-20 42 E. BID SCHEDULE ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LMD ZONE 18 TOWN CENTER/TOURNEY 1. LMD Zone 18: /Annually LMD-16-17-20 x12 Months = Future Creekside Road Medians (10 linear feet of median on each side of enhanced crossing at three locations on Creekside Road for a total of 60 linear feet.) 2. Future Creekside Medians: x12 Months = /Annually 3. TOTAL Bid Amount (Line Items 1 & 2) Total bid amount, annually, in legibly printed Please print vendor company name Bid # LMD-16-17-20 43 LIVID ADDITIONAL PRICING (SHEET #1) DO NOTADD TO TOTAL Pricing and Billing Schedule Detail Hourly labor rates to be used in performing the work required in the specifications for annual landscape maintenance. These rates will not be used in evaluating the bid, but shall be used in evaluating cost estimates for "additional' or "extra" work requested by the City under this contract. Extra/Additional work by the CONTRACTOR, shall not exceed the labor rates as listed below: Skill Level Hourly cost After hour emergency Irrigation Laborer $40.00 per hour Landscape / Construction Laborer $30.00 per hour QAC/QAL Herbicide and Pesticide Applicator $30.00 per hour $65.00 per hour $45.00 per hour N/A Please note: pricing increase allowance will be according to Consumer Price Index (see Section A, "Bid Instructions, Item #33) Please initial to verify acknowledgement of labor rates - (initial) Bid # LMD-16-17-20 44 LMD ADDITIONAL PRICING SHEET #2 Please list the unit price for labor, EXCLUDING part/material costs 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 (including both Zone 2). Bid # LMD-16-17-20 45 UNIT OF U IT EXTENDED LINE DESCRIPTION MEASURE PRNCE QUANTITY PRICE (unit price x quantity) 1 Price for landscaped 1 square foot 500 sq. ft. 1 maintenance with turf. Price for landscaped 2 maintenance for trees, 1 square foot 500 sq. ft. 2 shrubs and ground cover. 3 Price for one (5) gallon 1 each 10 each 3 shrub, installed 4 Price for one (15) gallon 1 each 5 each 4 shrub, installed 5 Price for one (15) gallon 1 each 5 each 5 tree, installed Bid # LMD-16-17-20 45 DESIGNATION OF SUBCONTRACTORS ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LIVID ZONE 18 TOWN CENTER/TOURNEY LMD-16-17-20 City of Santa Clarita, California Subcontractor A e of firm: DBE STATUS: Certifying Agency: Dollar Value of Work Annual Gross Receipts: Location and Place of Business Description of Work License No. 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 # LMD-16-17-20 46 DESIGNATION OF SUBCONTRACTORS ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LIVID ZONE 18 TOWN CENTER/TOURNEY LMD-16-17-20 City of Santa Clarita, California Subcontractor A e of firm: DBE STATUS: Certifying Agency: Dollar Value of Work Annual Gross Receipts: Location and Place of Business Description of Work License No. 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 # LMD-16-17-20 47 ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LMD ZONE 18 TOWN CENTER/TOURNEY LMD-16-17-20 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: 2. 3. Name and Address of Owner / Agency Name and Telephone Number of Person Familiar with Project Contract Amount Type of Work Date Completed Name and Address of Owner / Agency Name and Telephone Number of Person Familiar with Project Contract Amount Type of Work Date Completed Name and Address of Owner / Agency Name and Telephone Number of Person Familiar with Project 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: Bid # LMD-16-17-20 48 ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LMD ZONE 18 TOWN CENTER/TOURNEY LMD-16-17-20 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) 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';D 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 only if Awardee 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 # LMD-16-17-20 49 ACKNOWLEDGEMENT & ACCEPTANCE OF BID SPECIFICATIONS By providing the three (3) required signatures below, the Contractor acknowledges full understanding, complete agreement to, and accepts in its entirety, all Bid Specifications for LIVID Zone 18 Town Center/Tourney. The Contractor will be expected to perform maintenance practices and uphold the standards herein to the established specifications throughout the length of the contract. 'Supervisor's 'Estimator's Signature:_ 'Owner's *All three signatures required Date: Bid # LMD-16-17-20 50 EXHIBIT A Violation Records 1) The last six (6) months of tailgate safety meeting sign in sheets and topics covered must be made available UPON REQUEST. (Do not send with bid at this time. 2) In the year of 2015, what was the longest stretch of days worked without an accident in the landscape maintenance division? a. 3) Please provide any sustained complaints made to your company within the past four (4) years to Cal -OSHA. a. 4) Please provide any sustained complaints made to your company within the past four (4) years to the California State Contractor Board in regards to your C-27 license. a. Bid # LMD-16-17-20 51 EXHIBIT B-1 Provide information on any and all applicable crewmembers. This includes the supervisor, crew foreman, certified arborist (if applicable), chemical applicator, irrigation specialist, etc. 1) Name Job Lice nses/Certif icates 2) Name Job 3) Name Job Title 4) Name Job 5) Name Job 6) Name Job 7) Name Job 8) Name Job Bid # LMD-16-17-20 52 Lice n ses/Certif icates 9) Name Job 10)Name Job 11)Name Job Lice n ses/Certif icates 12)Name Job 13)Name Job 14)Name Job Lice n ses/Certif icates 15)Name Job "Attach additional pages as necessary for additional personnel. Bid # LMD-16-17-20 53 EXHIBIT B-2 Provide information on staffing structure and the number of hours per week for each crewmember that will be dedicated to LMD Zone 18 Town Center/Tourney. Please use the following structure. Feel free to add attachments if additional space is necessary. Supervisors Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crew #1 Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crew #2 Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Bid # LMD-16-17-20 54 Crew #3 Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crew #4 Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Specialty Positions Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours 'Attach additional pages as necessary for additional personnel. Bid # LMD-16-17-20 55 EXHIBIT C EQUIPMENT REQUIREMENTS Additional equipment requirements for work within proposed Landscape Maintenance District or the ability of Contractor to renVlease at no additional cost: • Commercial grade lawn mowers with mulching blade attachment, sufficient in size to cover large turf areas • Proper equipment required to perform pruning tasks including hand pruners, loppers, saws, pole pruners and chainsaws • Commercial Grade Battery Powered Leaf Blowers • All maintenance supplies for proper equipment operation • Garden Spading Forks • Shovels • Rakes • Scoop Shovels (various sizes and shapes) • Commercial Grade Chipper • Safety equipment such as head, eye and ear protection, work boots. Body protection such as chaps should also be used when operating chainsaws • Irrigation controller remotes and transmitters; particularly WeatherTrak • All the required tools and equipment to make minor and major irrigation repairs • All traffic control signs mechanical and stand alone, barricades, cones, vests all equipment and safety wear shall be Cal -OSHA approved Bid # LMD-16-17-20 56 EXHIBIT D 2017 Holiday Schedule New Year's Day - Monday, January 2 Martin Luther King Day - Monday, January 16 President's Day - Monday, February 20 Memorial Day - Monday, May 29 Independence Day - Tuesday, July 4 Labor Day - Monday, September 4 Veteran's Day - Friday, November 10 Thanksgiving Day - Thursday, November 23 Day after Thanksgiving - Friday, November 24 '1/2 Day for Christmas Eve - Friday, December 22 Christmas Day - Monday, December 25 1/2 Day for New Year's Eve - Friday, December 29 New Year's Day - Monday, January 1, 2018 If a holiday should fall on a Saturday, it will be celebrated the preceding Friday. If a holiday should fall on a Sunday, it will be celebrated the following Monday. Bid # LMD-16-17-20 57 EXHIBIT E INVENTORY LIST LMD ZONE 18—TOWN CENTER/TOURNEY Item # Description APPROXIMATE square footage Estimated Quantity 1 Turf area 85,000 Sq Ft 2 acres 2 Shrub area 210,000 Sq Ft 5 acres 3 Parking Lot 157,000 Sq Ft 4 acres 4 Irrigation controllers - 16 clocks 5 Street Trees Valencia Blvd 30 Maintenance Areas CITY HALL Turf, planter areas, entry pots, parking lot VALENCIA LIBRARY Turf, planter areas, parking lot CITRUS LOT Turf, planter areas, parking lot, trash receptacles MAGIC MOUNTAIN PKWY/1-5 MONUMENT Signage, planter areas VALENCIA BLVD/1-5 MONUMENT Signage, planter areas VALENCIA BLVD/TOURNEY ROAD MONUMENT Signage, turf, planter areas VALENCIA BLVD/MAGIC MOUNTAIN PKWY MONUMENT Signage, planter areas MAGIC MOUNTAIN PARKWAY Shrub, groundcover and turf parkways, shrub sidepanels, planted bridge approaches, turf sidepanels, vines, trash receptacles TOURNEY ROAD Shrub, mulch and turf parkways, vines VALENCIA BOULEVARD Turf & mulched parkways, street trees, planted bridge approaches, trash receptacles MCBEAN PARKWAY Shrub & turf parkways, planted bridge approaches, mulch areas, trash receptacles SHELL STATION PASEO Planter area, walkway, rail fence CREEKSIDE ROAD Planted corner monuments, planted bump -outs with seat walls and drainage grates, planted bridge approaches, trash receptacles MAGIC MOUNTAIN/CREEKSIDE PASEO Planter areas, walkways, trash receptacles AUTO CENTER COURT Trail planter areas, medians Bid # LMD-16-17-20 58 AREA MAP ZONE 18 (A) a S.AN'1A (.1.4HPCA e LANDSCAPE MAINTENANCE DISTRICT Zone 18 - Part 1 N a.. �,. ■,fir �b ■ �• IIS'-,._ 4�4 � ~�••'�%tet+ • �iill� �;►%•'r� Vii. :dR ': ti � •- 'G' .EDBRIME IRRI�Tm Bid # LMD-16-17-20 59 AREA MAP ZONE 18 (B) Bid # LMD-16-17-20 60 AARIDGE V [ESCAPE. 1 FIC. "Your eyes and ears onsite" City of Santa Clarita Proposal for Annual Landscape Maintenance for: LANDSCAPE MAINTENANCE DISTRICT LMD ZONE 18TOWN CENTER/TORNEY Date Submitted: March 28, 2017 before 11:00 Noon. Submitted By: Andre Bouweraerts Business Development Oakridge Landscape, Inc. 28064 Avenue Stanford Unit #K Valencia, CA. 91355 (818) 581-1066 Andre@oakridgelandscape.net A K R [ LDG E 28064 Avenue Stanford. Vn K. Vaien0 . CA. 91355 L A N fi S C A P E_ INC. P e bi]l `295'7228 VX. 661.29407230 Cover Letter RE: ANNUAL CONTRACT FOR LANDSDCAPE MAINTENANCE DISTRICT LIVID ZONE 18 TOWN CENTER/TORNEY. Enclosed is the proposal by Oakridge Landscape, Inc., for Annual Contract for LANDSCAPE MAINTENANCE DISTRICT FOR ZONE 18 TOWN CENTER/TORNEY - Oakridge Landscape, Inc. has reviewed the scope of work and understands the requirements for performing the tasks of Landscape Maintenance to the highest industry standard as specified according to the specifications outlined in proposal. The project will be led by our maintenance division Supervisor Marco Munoz. Listed below are the individuals, phone numbers and email addresses for the individuals authorized to make commitments in relationship to this work, each can be reached by mail at our main office listed above. Jeff Myers — President Phone: (661) 295-7228 X 109 Fax: (661)295-7230 ieff(a)oakrid¢eland scape. n et Mike Roberts — Branch Manager Oakridge Landscape, Inc. (818) 891-0468 Ext. I I I I mrobe rts(cDoakridgelandscape. net Marco Munoz — Supervisor Maintenance Division Phone: (818) 891-0468 Fax: (818) 892-9273 Cell: (66 1) 289-1538 marco(a) oakridgelan dscape.net Linda Peinado - Customer Services Phone: (818) 891-0468 Ext. 1 137 Fax: (818) 892-9273 Cell: (818) 891-891-8119 linda(dDoal<ridgelandscape.net Sincerely, Andre Bouweraerts Business Development/Customer Support Oakridge Landscape, Inc. (818) 974-0756 Andre oakridgelandscape.net 11PaILC FOR PUBLICATION Februrary 28, 2017 NOTICE INVITING BIDS Bids must be received electronically before 11:00 AM on Tuesday, March 28, 2017 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# LMD-16-17-20 ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LMD ZONE 18 TOWN CENTER/TOURNEY Please refer to specifications for complete details and bid requirements. There will be a pre-bid meeting on Wednesay, March 8, 2017 at 2:00 PM at City Hall, 23920 Valencia Blvd., Santa Clarita, CA 91351, in the Century Room Room. It is strongly encouraged for all interested contractors to attend. This is the one and only meeting 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 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, 17732 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 http://www.dir.ca.gov/dlsr/pwd. 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 # LMD-16-17-20 BID OPENING: March 28, 2017 The City of Santa Clarita invites electronically sealed bids for: ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LMD ZONE 18 TOWN CENTER/TOURNEY 1. Electronic Bids must be ELECTRONICALLY received at: htti)://www.i)lanetbids.com/portal/portal.cfm?Companv]D=l 6840# 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 50, Exhibits A to E and Area Maps. 5. Bid Questions. Questions should be submitted electronicallyto: http://www.planetbids.com/portal/portal.cfm?CompanvlD=16840# The last day for questions will be 10:00 AM, March 20, 2017. 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): Jeff Myers Email: ieff@oakridgelandsdcape.net Bid # LMD-16-17-20 Company: Oakridge Landscape, Inc. Address: 28064 Avenue Standford Unit K City: State/Zip: CA. 91355 TABLE OF CONTENTS ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LIVID ZONE 18 TOWN CENTER/TOURNEY Bid # LMD-16-17-20 Section............................................................................................................ Page InvitationFor Bid................................................................................................................... 1 Tableof Contents.................................................................................................................. 2 Instructions to Bidders........................................................................................................... 3 Administrative Specifications................................................................................................. 7 General Requirements.......................................................................................................... 9 Proposal Guarantee (Bid Bond)............................................................................................ 34 Faithful Performance Bond.................................................................................................... 36 Contract Agreement (Sample Only)...................................................................................... 37 BidSchedule......................................................................................................................... 43 Designation of Subcontractors.............................................................................................. 46 References........................................................................................................................... 48 DocumentChecklist.............................................................................................................. 49 Acknowlegement & Accedptance of Dis Specifications......................................................... 50 Exhibits: A, B-13 B-2, C, D and E Area Maps: Zone 18 (A and B) APPENDIX A — Labor Compliance Program (separate document) Bid # LMD-16-17-20 Z BID INSTRUCTIONS 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. 9. 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 Bid # LMD-16-17-20 Santa Clarita is not an agent of, partner to or representative of these outside agencies and is not obligated or liable for any action or debts that may arise out of such independently negotiated "piggy -back" procurements. 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 16' 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 Bid # LMD-16-17-20 d considered responsive. 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 # LMD-16-17-20 5 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 must be submitted electronically to: http://www.planetbids.com/portal/portal.cfm?CompanvlD=l 6840# The last day for questions will be 10:00 AM, November 28, 2016. 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. 33. Renewal and Pricing Adjustment. Contracts entered into pursuant to this Invitation to Bid may be renewed annually, up to two times, in accordance with the terms of the contract. If not otherwise stated, the contract may be renewed if the new pricing of the contract does not change more than the Consumer Price Index - All Urban Consumers (not seasonally adjusted), Los Angeles Area - Riverside -Orange county area and prevailing wage rates, if applicable. 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 preceding the month of solicitation advertisement will become the beginning index. The price adjustment limit will be the percentage change based on the difference between the beginning level or the adjustment level last used and the index level for the period 90 days prior to the 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. Bid # LMD-16-17-20 R C. ADMINISTRATIVE SPECIFICATIONS Introduction The City of Santa Clarita, Landscape Maintenance Districts (LMD) is soliciting sealed bids from qualified landscape companies for landscape maintenance of the City of Santa Clarita LMD Zone 18 Town Center/Tourney. This contract shall run for two (2) years with the option for three (3) additional one (1) year renewals. This is a multiple criteria bid and the award will be based on the following (in order of importance): team composition, acknowledgement & understanding of specifications, price and qualifications. There will be a pre-bid meeting on Wednesday, March 8, 20177 at 2:OOPM at City Hall, 23920 Valencia Blvd. in the Council Chambers. The City requires the landscape contractor to include all labor and equipment for an all-inclusive contract for landscape maintenance. The area is approximately 7 (landscaped) acres and 4 (non -landscaped) acres for LMD Zone 18 Town Center/Tourney. The landscape maintenance bid shall be all inclusive for labor hours and equipment, meaning: Contractor shall at his cost provide all the labor and equipment necessary for the provision of grounds, irrigation and landscape maintenance services. Including and not limited to irrigation repairs minor and major, shrub, tree, and groundcover planting, spreading mulch as needed (approx. 3,000 cubic yards), fertilizer application (minimum of twice annually), chemical applications, litter pickup, doggie litter removal, trash bags removal and replacement, turf aerification, and the possible application of micro-nutrients/soil amendments. All supplies and parts will be paid by the LMD at the Contractor's price plus a maximum markup of 15%. In keeping with State mandated diversion requirements, the LMD strives to exceed diversion obligations to keep greenwaste from the landfills. The Contractor shall mulch and use on site 85% of the greenwaste generated by referenced LMD Zone. Contractor requirements for this program shall include a Vermeer 1500 chipper or equivalent for use on-site at a minimum of twice per week. The contractor shall report the total tons of greenwaste generated and the number of tons diverted from the landfill annually to the City's Environmental Services Office. The goal will be 85% diversion from this site. This bid is subject to SB 854. See bidder instructions for details. The Contractor shall have a minimum of five years' experience maintaining landscaped sites of twenty acres or larger. (See References Sheets) The contractor shall have qualified water management and auditing personnel, (CLIA — Certified Landscape Irrigation Auditor). The Contractor will be required to communicate work requests back and forth to LMD staff through desktop computer, hand held device, or laptop. The Contractor is encouraged to provide copies of awards, and recognitions received for landscape maintenance excellence. And must supply a C-27 license copy or, at minimum, the license number with their bid response. Please refer to the following General Requirement section includes general and special conditions that shall apply to all jobsite locations. Also included in this section are the Scope of Work instructions which more clearly define the services, scheduling, or special circumstances for each location to be serviced. The work required in this bid requires the payment of prevailing wages. Pursuant to Section 1773 of the Labor Code, the general prevailing wage rates in the county, or counties, in which the work is to be done have been determined by the Director of the California Department of Industrial Relations. These wages are set forth in the General Prevailing Wage Rates for this project, available from the California Department of Industrial Relations' Internet web site at http://www.dir.ca.gov/dlsr/PWD. Future effective general prevailing wage rates which have been predetermined and are on file with the California Department of Industrial Relations are Bid # LMD-16-17-20 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, 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 at Appendix A by reference as though set forth in their entirety. Additionally, the Contractor is responsible for obtaining a current edition of all applicable Federal and 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. Bid # LMD-16-17-20 GENERAL REQUIREMENTS 1.01 The City of Santa Clarita is soliciting sealed bids from qualified landscape maintenance companies for the ALL INCLUSIVE LABOR AND EQUIPMENT under the terms of this bid, to provide for maintenance of landscaped medians and various other locations throughout the City of Santa Clarita. The Contractor shall furnish all labor, equipment, materials, tools, services and special skills, i.e. Irrigation Specialists, Irrigation Assistants, Foreman, and Supervisors required executing the landscape maintenance as set forth in these all-inclusive labor and equipment specifications. The Contractor will be expected to uphold the highest standards of quality and performance maintenance of plant material, hardscape, and irrigation systems. Maintenance of plant material shall include, but not be limited to: mowing, trimming, edging, hand pruning, fertilization, application of pre -emergent herbicides, weed control, minor tree lifting, plant replacements, and clean uplclearing of drainage systems. All mulch provided by the City will be disbursed by the contractor on site to control weed growth. It is the intent of these specifications to provide plant material maintenance methods to keep all areas weed free, trash free, and in an overall state of good health. The Landscape Maintenance District (hereinafter defined as the LIVID) covered by this Agreement shall be maintained at a crisp, clean level of appearance at California Landscape Contractors Association (CLCA) Industry standards and all work shall be performed in a professional manner using quality equipment and materials. Said areas shall be maintained to provide the manpower necessary at the expected level of services provided for in these specifications at all times. 1.02 City of Santa Clarita Landscape Maintenance District (LIVID) administration staff, consisting of the Landscape Maintenance Specialist, Project Development Coordinator, Landscape Maintenance Administrator, Special Districts Manager or the Deputy City Manager or his qualified representative, shall herein be described as 'Special Districts.' 1.03 Contractor shall under the terms of this agreement provide the labor, materials, and equipment necessary for the provision of grounds, irrigation and landscape maintenance services. All locations shall be maintained with nothing but the highest of industry standards at no less than the frequencies set forth herein. 1.04 Contractor is hereby hired and paid to render and provide all inclusive labor and equipment for landscape, grounds and irrigation maintenance services including, but not limited to: a. Maintenance of turf areas previously irrigated; b. Edging; c. 85% hand pruning and 15% mechanical; d. Fertilization; e. Top dressing; f. Irrigation; minor and major repairs, see sections 17.e and 22.01 a -f; g. Hand watering (as necessary); h. Bleeding of valves necessary during emergencies when automatic systems are not functioning; i. Pruning of shrubs and trees; j. Trimming of turf, shrub areas, and ground cover; k. Disease control; I. Pest control; m. Tree maintenance; structural pruning per ANSI Best Management Practices; n. Maintenance and repairs of irrigation systems; o. Mulching (City provided mulch); will be disbursed by the contractor at their expense; Bid # LMD-16-17-20 p. Manual weed abatement; q. Chemical weed control; r. Marking underground irrigation lines and other LIVID equipment upon Dig Alert notification; s. Artificial turf maintenance; t. Traffic control (per Watch Manual) while working in the public right of way, medians, and parkways; u. Irrigation Specialist, Irrigation Assistant, Laborers and Foreman as required. v. Hardscape (i.e.: sweeping or blowing down concrete and/or crack weed abatement); The landscape areas include: may include irrigated and/or non -irrigated landscaped areas; natural areas, shrubs, trees, ground cover and turf which may be irrigated by electrically controlled automatic or manual systems. 1.05 Contractor shall not work or perform any operations, particularly during periods of inclement weather, which may cause unsafe working conditions or destroy/damage planted areas. 1.06 Contractor recognizes that during the course of this Agreement other activities and operations may be conducted by alternative contracted parties. These activities may include, but are not limited to: a. Landscape refurbishment; tree, shrub, and ground cover installation; b. Irrigation system refurbishment and/or repair; c. Construction and/or storm related operations; d. Emergency response operations; e. Electrical repairs; f. Tree Trimming / Tree planting / Tree counting; g. Concrete removal and replacement, block wall and brick repairs; h. Fence installation and repairs, wood, vinyl, and Crete Rrail; i. Artificial turf installation; j. Integrated pest management / Chemical applications to trees; k. Streetscape furniture cleaning and pressure washing of walkways and appurtenances. I. Turf removal At the discretion of LIVID, the Landscape Maintenance Contractor may be required to modify or curtail specific tasks and operations within their maintenance contract. 1.07 When notified of a landscape or irrigation emergency during the hours and days of maintenance service as identified in Section 9, the contractor shall respond by phone or radio to the Landscape Maintenance District Monitor, Inspector and/or Special Districts Office within fifteen (15) minutes of notification. When notified of an emergency outside of the normal hours and days of maintenance service, the contractor has thirty minutes to respond by phone or radio to the Landscape Maintenance District Monitor, Inspector and or Special Districts. If personnel and equipment are necessary for the emergency, the contractor must have these resources available within 2 hours. Upon arriving at an emergency situation, it shall be the responsibility of the contractor to eliminate all unsafe conditions which would adversely affect the health, safety, or welfare of the public. See section 11.02 for consequences for failure to comply. Bid # LMD-16-17-20 10 1.09 Contractor and employees shall at all times dress in a company uniform that identifies their employer and exhibit good customer service to City staff, City contracted staff, residents, and the general public throughout the term of this contract. All communication will be professional in manner between all parties. The Landscape Maintenance Districts may employ consulting Landscape Maintenance Inspectors. These consultant monitors will be treated the same as other Special District staff. Failure to properly and respectfully communicate may be cause for contract termination. 1.10 The contractor is required to have a minimum of five (5) years' experience in the landscape maintenance field. The contractor is required to have experience with maintaining areas of twenty (20) acres or larger and median/parkway maintenance a minimum of two (2) linear miles or larger. Vendor is to provide a minimum of three (3) references with a similar scope & type of work within the bid response. 1.11 Contractor's employees and/or representatives shall be thoroughly trained and experienced in the computer based central operating systems of Calsense, Rain Master, WeatherTrak and LEIT irrigation control systems and corresponding equipment. Should Special Districts choose a different controller manufacturer, the contractor shall make available employees or representatives for product training at no additional cost to City. 1.12 Contractor shall provide cellular and/or radio communication to each crew foreman and have the ability to connect to City Inspectors and Special Districts representatives. 1.13 The contractor, and/or subcontractors, must possess the following licenses at time of bid submission; C-27 California Landscaping Contractor License. The contractor or subcontractor must identify a staff member certified or licensed as a qualified applicator through the California Department of Pesticide Regulation. The contractor shall (when required) have an Arborist identified by the International Society of Arboriculture (ISA)/ or have a contract with a Certified Arborist on a need basis. The contractor must identify a staff member who is a Certified Landscape Irrigation Auditor (CLIA). The bidder will submit copies of the licenses, and certificates or subcontractor information sheets, indicating licenses held at the time of bid submission. 1.14 The contractor will be required to obtain and pay for any permits that may be required for the performance of any tasks under this contract with the exception of oak tree permits. 1.15 Contractor and emDlovees are reauired to complete and pass. by start date of 2. LANDSCAPED AREAS TO BE MAINTAINED 2.01 The LMD areas to be maintained under the provisions of this Agreement are specifically identified in Exhibit E and Exhibit F (Inventory List and Area Map). LMD areas within the provision of this bid, to the standards set forth herein, without modification, improvement, or altercation. 2.03 Estimated square footages are provided by LMD for all areas to be maintained on the attached Exhibit E (Inventory List). However, these estimates are for reference only and it is the responsibility of Contractor to verify by inspection and observe the various areas' characteristics. 3. CERTIFICATIONS/REPORTS/RECORDS Bid # LMD-16-17-20 11 3.01 Payroll and Prevailing Wage Report: Contractor shall complete a Payroll and Prevailing Wage Certification Report which shall be made available to LMD concurrent with the monthly invoicing. Contractor shall provide the required information in a form acceptable to Special Districts. The City is requesting that one monthly bill be submitted by the contractor to Special Districts for the maintenance. The monthly payment will not be made until such report is received and approved by Special Districts. Vendor to provide sample of monthly bill with bid response. 3.02 Daily Staff Attendance Report: Contractor shall complete a Daily Staff Attendance Report Which shall be made available to Special Districts upon request. This report shall include the date, names, and job titles of all on-site staff working within the Zone each day. The monthly payment will not be made until such report is received by Special Districts upon request. 3.03 Maintenance Function Report: Contractor shall maintain and keep current a report that records when all Periodic, Seasonal, and Additional Work maintenance functions performed by Contractor's personnel were completed. Said report shall be in a form and content acceptable to Special Districts and will be made available to Special Districts upon request. The monthly payment may not be made if such report is requested and not made available or is in a form that is unacceptable to Special Districts. 3.04 Certification of Specialty Type Maintenance: When applicable, Contractor shall include with the monthly invoice those specialty type maintenance items completed. The following information shall include but not be limited to: a. Quantity and complete description of all commercial and organic fertilizer(s) used. b. Quantity and label description of all grass seed used. c. Quantity and complete description of all soil amendments used. d. A valid licensed California Pest Control Advisor's recommendations and copies of corresponding Agricultural Commissioners Pesticide Use Reports signed by a licensed California Pest Control Operator for all chemical, disease and pest control work performed. The report shall be accompanied by a listing of each material used, quantity used, and the location of use, the date used, the applicators name and the license number. 3.05 Company Financial Records: The contractor may be required to supply the City with their financial records through a reputable independent auditor, such as Dunn & Bradstreet. 3.06 Violation Records: The awarded contractor shall not have two (2) or more Cal-Osha sustained complaints or four (4) or more California State Contractor Board sustained complaints within the past four (4) years. A bid response from the awarded vendor that does not meet these requirements may be considered a non-responsive bid, and the City of Santa Clarita will proceed to the next qualified bidder. Please supply this information on Exhibit A (Violation Records). 4. ADDITIONAL WORK 4.01 Special Districts may arrange for additional 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. 4.02 Prior to performing any extra work, Contractor shall prepare and submit a written description of the work with an estimate including the hours and skill level of labor and a list of materials. No work shall commence without the written authorization from Special Districts. Costs for additional work shall not exceed the labor rate identified on the Additional Pricing Sheet #1. For material it shall be Contractor's cost plus no more than 15%. The contractor will maintain and submit copies of invoices to demonstrate the contractors cost. 4.03 When a condition exists wherein there is imminent danger of injury to the public or Bid # LMD-16-17-20 12 damage to property, Special Districts may verbally authorize the work to be performed upon receiving a verbal estimate from Contractor. However, within 24 hours after receiving such verbal authorization, Contractor shall submit a proposal to be approved by Special Districts. 4.04 All extra work shall commence on the specified date established, and Contractor shall proceed diligently to complete said work within the time allotted. All invoices submitted by Contractor for extra work shall include a detailed itemization of labor and/or materials. 4.05 All invoices submitted by the contractor for extra work shall include a detailed itemization of labor and/or materials and specific zone(s) identified. All invoices for extra work and items must be submitted biweekly to Special Districts. S. CONTRACTOR'S LIABILITIES 5.01 All damages resulting from Contractor's operation within the LMD areas shall be repaired or replaced at Contractor's expense within 48 hours. 5.02 All such repairs or replacements shall be completed within the following time limits. a. Irrigation damage shall be repaired or replaced prior to the next regularly scheduled watering event b. All damages to shrubs, trees, or ground cover shall be repaired or replaced within five (5) working days or sooner as directed by Special Districts. c. All concrete walkway, block walls, light poles, or any appurtenances, shall be repaired within a reasonable timeframe agreed upon by LIVID staff. 5.03 All repairs or replacements shall be completed in accordance with the following maintenance practices. a. Trees Minor damage such as bark lost from impact of mowing equipment shall be remedied by a qualified tree surgeon or arborist. If damage results in loss of a tree, the damaged tree shall be removed and replaced at Contractor's expense to comply with the specific instructions of Special Districts. b. Shrubs Minor damage may be corrected by appropriate pruning as required in Section 18, "Shrub and Ground Cover Care," of the 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. 6. INTERPRETATION OF THE MAINTENANCE SPECIFICATIONS 6.01 Should any misunderstanding arise, 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 Special District's interpretation. Within 30 days after receipt of the interpretation, Contractor may file a written request for a hearing before a Disputes Review Panel as provided hereinafter. The written request shall outline in detail the area of dispute. 6.02 The Disputes Review Panel will be appointed by Special Districts and will be composed of not less than three (3) Qualified personnel or representatives having experience in the administration of grounds maintenance contracts. The panel will convene within one (1) week of appointment in order to hear all matters related to the dispute. The hearing will be informal and formal rules of evidence will not apply. The Panel will submit its recommendation to Special Districts for consideration, within one (1) week following the conclusion of the hearing. Special Districts shall render an interpretation based upon review of the Panel's recommendation. Special Districts' decision shall be final. Bid # LMD-16-17-20 13 OFFICE OF INQUIRIES AND COMPLAINTS 7.01 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 the Homeowners Associations, property owners, and tenants within said LIVID or from Special Districts personnel, representatives or patrons using the facility. This person(s) shall be reachable 24 hours per day. An answering service shall be considered an acceptable substitute to full time coverage, provided Contractor is advised of any complaint within one (1) hour of receipt of such complaint by the answering service. Neither answering machines nor voicemail are acceptable. The telephone of said Contractor shall be on the exchange or exchanges of said District(s) or a toll-free number, and in no case shall the people of said District(s) be required to pay a toll charge to telephone said Contractor. During normal working hours, Contractor's Foreman or an employee of Contractor, at the supervisory level, who is responsible for providing maintenance services, shall be available for notification by telephone or radio communication. 7.02 Whenever immediate action is required to prevent impending injury, death, or property damage to the LIVID being maintained, Special Districts may authorize such action to be taken by a third -party work force and shall charge the cost thereof as determined by the Administrator, against the Contractor, or may deduct such cost from an amount due to Contractor from Special Districts. 7.03 Contractor shall maintain a written log of all complaints, the date and time thereof, and the action taken pursuant thereto or the reason for non -action. The log of complaints shall be available for inspection by Special Districts at all reasonable times. 7.04 All complaints shall be addressed as soon as possible after notification; but in all cases within 24 hours, to the satisfaction of Special Districts. If any complaint is not resolved within 24 hours, Special Districts shall be notified immediately of the reason for not resolving the complaint followed by a written report to Special Districts within five (5) days. If the complaints are not resolved within the time specified or to the satisfaction of Special Districts, Special Districts may correct the specific complaint and the total cost incurred will be deducted from the payments owing to the Contractor from Special Districts. 8. SAFETY 8.01 Contractor agrees to perform all work outlined in this Agreement in such a manner as to meet all California Landscape Industry Standards for safe practices during the maintenance operation for medians and parkways and to safely maintain stored equipment, machines, and materials or other hazards consequential or related to the work; and agrees additionally to accept the sole responsibility for complying with all local, City, State or other legal requirements including but not limited to, full compliance with the terms of the applicable O.S.H.A. and CAL-O.S.H.A. Safety Orders at all times so as to protect all persons, including Contractor's employees, agents of the City, vendors, members of the public or others from foreseeable injury, or damage to their property. Contractor shall inspect all potential hazards at the LIVID areas covered by this Agreement and keep a log indicating date inspected and action taken. 8.02 It shall be Contractor's responsibility to inspect, and identify, any condition(s) that renders any portion of the LIVID premises unsafe, as well as any unsafe practices occurring thereon. Special Districts shall be notified immediately of any unsafe condition that requires major correction. Contractor shall be responsible for making minor corrections including, but not limited to: a. filling holes in turf, planting areas, and paving; b. using barricades, signs, caution tape or traffic cones to alert patrons of the existence of hazards; c. replace valve box covers so as to protect members of the public or others from injury. Bid # LMD-16-17-20 14 During hours of operations, Contractor shall obtain emergency medical care for any member of the public who is in need thereof, because of illness or injury occurring on the premises. Contractor shall cooperate fully with the City in the investigation of any accidental injury or death occurring on the premises, including a complete written report thereof to Special Districts within five (5) days following the occurrence. 8.03 Under the circumstance that landscape maintenance work be performed in a Caltrans right of way; including but not limited to freeway onramps and offramps; the contractor shall adhere to the safety requirements in the Caltrans Maintenance Manual/Protection of Workers. 9. HOURS AND DAYS OF MAINTENANCE SERVICES 9.01 The hours of maintenance service shall be 7:00 a.m. to 3:30 p.m. on those days maintenance is to be provided pursuant to the work schedule approved in advance by Special Districts. No work will be performed on City Legal Holidays (Exhibit D) unless authorized by Special Districts Administration in advance. Blowers, lawnmowers, chainsaws or other mechanical equipment with a decibel level above 65 decibels cannot be used before 7:00 a.m. within the City of Santa Clarita. 9.02 Contractor shall provide on-site staffing to perform the required maintenance to meet required California Industry Standards anytime between Monday through Friday. However, if the contractor can accomplish the same work within a shorter service schedule, then the Special Districts Division can modify their maintenance schedule. Alternate days or any changes in the days and hours of operation heretofore prescribed shall be subject to approval by the Special Districts Division. 9.03 Per State of California Labor Code, Contractor is directed to the following prescribed requirement with respect to the hours of employment. A legal day's work shall constitute eight (8) hours of labor under this Agreement, and said Contractor shall not require or permit any laborer, worker or mechanic, or any subcontractor employed by him to perform any of the work described herein to labor more than 8 hours during any one day or more than 40 hours during any one calendar week, except as authorized by Labor Code Section 1815, under penalty of paying to the City the sum of $25 for each laborer, worker, or mechanic employed in the execution of said Agreement by him, or any subcontractor under him, upon any of the work included in said Agreement for each calendar day during which such laborer, worker or mechanic is required or permitted to labor more than 8 hours in any one calendar day or 40 hours in any one calendar week, in violation of the provisions of Section 1811 to 1815, inclusive, of the Labor Code of the State of California. 10. MAINTENANCE SCHEDULES 10.01 set on a weekly rotational basis, identifying and delineating the time frames for the required functions by the day of the week, morning, and afternoon. Rotational requirements for each area are to be approved by LMD Staff upon review of the work schedule. 10.02 Contractor shall submit revised schedules when actual performance differs substanti from planned performance. Said revisions shall be submitted to Special Districts for review i approval within three (3) working days prior to scheduled time of work. A written copy of the current City approved schedule must be kept in the site foreman's vehicle at all times and be available upon request of City Staff or the City's contracted Landscape Monitor. 10.03 The contractor must establish a work schedule approved by the City. The Contractor is provided the opportunity and procedure for adjusting scheduling requirements. The Contractor has also been provided the opportunity to procedure for adjusting schedules to meet special Bid # LMD-16-17-20 15 circumstances and inclement weather. Failure to complete the work as scheduled or as specified herein will result in the following actions: a. The sum of five hundred dollars ($500.00) per day will be deducted and forfeited from payment to the Contractor for each instance where an item of work is not completed in accordance with the schedule or any portion of the specifications herein. b. 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. c. 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. 10.04 The above provisions are not construed to eliminate Contractor's responsibility in complying with the requirements to notify Special Districts for maintenance. 10.05 Contractor shall notify Special Districts, in writing, at least one (1) week prior to the date and time of all maintenance operations. a. Fertilization; b. Micro-Nutrients/Soil Amendments; c. Spraying of Trees, Shrubs or Turf; d. Aesthetic Tree and Shrub Pruning; e. Preventative disease control; f. Transplanting of small and medium sized plants; g. Lane closures notification for median or parkway maintenance is required; h. Other Items as Determined by Special Districts. 11. CONTRACTOR'S STAFF 11.01 Contractor shall provide sufficient number of personnel to satisfy daily and/or weekly requirements for high quality landscape maintenance. Contractor's staff MUST be employees of the contractor except subcontractors identified in the response to this bid. 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. 11.02 Special Districts may at any time give Contractor written notice to the effect that the conduct or action of a designated employee of Contractor is, in the reasonable belief of Special Districts Staff, detrimental to the interest of the public using the premises, Contractor shall meet with representatives of Special Districts to consider the appropriate course of action with respect to such matter and Contractor shall take reasonable measures under the circumstances to assure Special Districts that the conduct and activities of Contractor's employees will not be detrimental to the interest of the public patronizing the LMD covered under this Agreement. 11.03 LMD staff reserves the right to require the Contractor provide alternate staff members to supplement and/or replace staff that is determined to be performing below the expectations of LMD. The City of Santa Clarita will maintain sole authority of determining if and when a staff members' performance falls below these standards. The request for replacement from City staff is not limited to field crewmembers but also extends to management, supervisors, and specialized staff. Upon request, the contractor shall provide appropriately qualified alternatives for selection by LMD staff as necessary. Bid # LMD-16-17-20 16 12. SIGNS/IMPROVEMENTS 12.01 Contractor shall not post signs or advertising matter upon the premises or improvements thereon, unless prior approval therefore is obtained from LMD Special Districts. 13. UTILITIES 13.01 Special Districts shall pay for all utilities associated with the maintenance of the LMDs. However, water usage shall not exceed the amount required to comply with irrigation schedules established by the Contractor and approved by Special Districts. Contractor will be required to manage the scheduling of the controllers. Contractor shall pay for all excessive utility usage due to Contractor's failure to monitor irrigation system malfunctions or unauthorized increases in the frequency of irrigation. These activities may include, but are not limited to watering during a rain storm and/or watering the day after rain and/or watering during a special event. The excess cost will be determined by comparing current usage with historical usage for the same time period. The excess to be deducted from payments to Contractor from Special Districts will be presented to Contractor by Special Districts prior to actual deduction to allow for explanations. 14. NON-INTERFERENCE 14.01 Contractor shall not interfere with the public use of the LMD areas covered under this Agreement, and shall conduct its operations as to offer the least possible obstruction and inconvenience to the public or disruption to the peace and quiet of the area within which the services are performed. 15. USE OF CHEMICALS 15.01 The application of chemicals such as herbicides and pre -emergent will be at the contractor's expense inclusive of this contract. The City of Santa Clarita will pay the contractor's price for the chemicals plus no more than a 15% mark up. All work involving the use of chemicals shall be in compliance with all Federal, State, and local laws and will be accomplished by a Certified Applicator under the direction of a Licensed Pest Advisor. Contractor, in complying with the California Food and Agricultural Code, shall provide a copy of a valid Pest Control Operator's License and valid Pest Control Advisor's License, or a copy of said licenses from a sub -contractor to Special Districts prior to using chemicals within the area. 15.02 A listing of proposed chemicals to be used including; commercial name, application rates, and type of usage shall be submitted to Special Districts for approval. The listing will be accompanied by copies of Material Safety Data Sheets (MSDS) for all chemicals that may be used in binder or booklet form. No work shall begin until written approval of use is obtained from Special Districts. The contractor shall consider the effects chemical application has on the environment. The contractor shall use the least toxic chemicals in the lowest quantity that will be effective in achieving the needed result. 15.03 Chemicals shall only be applied by those persons possessing the training in chemical application or a valid California Applicator's Certificate. Application shall be in strict accordance with all governing regulations. 15.04 Records of all operations stating dates, times, methods of application, chemical formulations, applicators names and weather conditions shall be made and retained in an active file for a minimum of three (3) years. Contractor shall provide a chemical use report and a copy of the PCA recommendation to Special Districts for each application (site specific) made during each month. This shall be in addition to the copy of the usage summary that is provided to the Agricultural Commissioner. 15.05 All chemicals requiring a special permit for use must be registered with the County Agricultural Commissioner's Office and a permit obtained with a copy to Special Districts. Bid # LMD-16-17-20 17 15.06 All regulations and safety precautions listed in the "Pesticide Information and Safety Manual' published by the University of California shall be adhered to. 15.07 Chemicals shall be applied when air currents are still; preventing drifting onto adjacent property and preventing any toxic exposure to persons whether or not they are in or near the area of application. 16. STORAGE FACILITIES 16.01 Special Districts shall not provide any storage facilities for the Contractor. Any Contractors storage facilities must be located outside of the boundaries of the Zone for which landscape maintenance services are performed, unless Special Districts determines it would be in the best interests of Special Districts to waive this restriction. 17. TURF CARE 17.01 Contractor shall perform the following services under the terms of this agreement; a. Mowing: Turf to be mowed by a separate mow crew (not to include regular crew member hours). Adequately sharpened rotary or reel type mower equipped with rollers must be used, to ensure a smooth surface appearance without scalping. (1) All warm season grasses (Bermuda and St. Augustine) to be cut at'/ to a neat inch through 1 inch height throughout the year. Subject to change. (2) All cool season grasses (Blue Grass and Fescues) to be cut at 1 '/ inch shrubs occur in turf areas, all grass shall be removed 14 to 24 inches from the trunks and 2'/ inches during April through November, and at 2 inches during chemicals, December to March of each year. Subject to change. (3) The mowing heights may be adjusted by Special Districts during periods at all times of renovation. (4) Unless mulching mowers are used; all grass clippings will be collected and removed from the site on the same day the area is mowed. All (2) clipping removed to be properly disposed of in green waste containers only. (5) A mowing schedule will be established and maintained. This (4) schedule will provide that all areas will be mowed not less than once a week during the summer, and once every two weeks during the winter. (5) This schedule will be submitted to Special Districts for approval. Refer to items 1 and 2 in this section for turf length ranges. b. Edging: With each mowing. the edge of the grass along sidewalks. curbs. shrub. flower beds, and walls shall be trimmed to a neat and uniform line. Where trees and shrubs occur in turf areas, all grass shall be removed 14 to 24 inches from the trunks of trees and away from the drip line of shrubs by use of power scythe, approved chemicals, or small mowers as required. Trim around all sprinkler heads as necessary in order to provide maximum water coverage. Edging will be maintained at all times and concurrent with each mowing. (1) The edge of the turf shall be trimmed around value boxes, meter boxes, backflow devices, or any structures located within the turf areas. (2) All turf edges are to be maintained to prevent grass invasion into adjacent shrub, flower, and ground cover bed areas. (3) All clippings shall be removed from site the same day area is edged. (4) After mowing and edging is completed, all adjacent walkways are to be swept clean by power blower or broom. (5) Newly planted trees in lawn areas shall have tree guards installed if necessary to avoid damage. (6) Trees in lawn areas shall have a minimum of 14 to 24 inches mulched clearance where applicable. c. Weed Control: Control turf weeds as needed. Hand removal of noxious weeds or Bid # LMD-16-17-20 18 grasses will be required as necessary. All mulch brought in by the LMD will be disbursed by the contractor on site to control weed growth. d. Insect/Disease Control: Eliminate all insect or disease affecting turf areas as they occur. 18. SHRUB AND GROUND COVER CARE 18.01 Contractor shall perform at his sole expense under the terms of this agreement the following services: a. Pruning: Manually select prune shrubs throughout the year to encourage healthy growth habits, and to encourage growth to the natural shape of the plant according to its species and appearance with the exception of roses, which shall be pruned no later than the end of January. Periodic pruning may be required to maintain consistent size, structure, and/or appearance of large groupings of the same species. All shrubs shall be free of dead wood, weak, diseased, insect infested and damaged limbs at all times. Removal of all clippings will be completed the same day pruning occurs. Pruning will not be completed while plants are flowering, during the emergence of new growth, or when high temperatures are present during the hottest time of the year (typically July -August) unless directed by Special Districts. No balls, squares or unusual shapes are permitted under this bid. Selective pruning is required following the natural habit of the particular plant. b. Trimming: The growth of shrubs and ground cover will be restricted to areas behind curbs and walkways, and within planter beds by trimming, as necessary, or upon notice by Special Districts. All trimming practices are subject to change as directed by Special Districts. c. Disease and Insect Control: All LMD areas are to be maintained free of disease and insects and treat when needed pursuant to Section 20. d. Weed Control: All ground cover and shrub beds are to be kept weed free at all times. Methods for control shall incorporate the following: (1) Mulch application to 3" laver maximum (Removal on an as needed basis of existing/spent mulch may be required to insure the level of grade is kept below surrounding hardscapes and/or at an acceptable height as determined by LMD staff. Such removal will be considered an extra and will require submittal of a proposal and approval by LMD staff.) (2) Hand removal (3) Cultivation (4) Chemical eradication using non -residual herbicides e. Shrub and Ground Cover Replacement: All damaged, diseased (untreatable), or dead shrubs and ground covers whose damage occurred due to natural conditions/causes, will be replaced under the terms of "additional work" as described in Section 4 of this bid document. All shrubs shall be guaranteed to live and remain in healthy condition for no less than ninety (90) days and trees for a period of one (1) year from the date of acceptance of the job by the Special Districts Administrator or qualified representative. f. Fertilization: Application of an LMD approved fertilizer a minimum of two (2) times per year to provide a healthy color in all plants with foliar feedings. The fertilizer shall be applied once during the months of March or April and once during the months of September or October. Contractor will cultivate around plants as needed. Fertilizer shall be appropriate for plant type and season (time of year) and approved by LMD staff prior to installation. The Contractor shall provide a fertilization schedule two (2) Bid # LMD-16-17-20 19 weeks prior to the proposed fertilization. g. Irrigation: Irrigation, including hand watering and manual bleeding of valves, is required in the event of an emergency situation and/or where automatic systems are not functioning as required. Irrigation practices described in Section 17, Paragraph e, shall apply to trees, shrubs, turf, and ground cover. h. Diversion requirements: In keeping with State mandated requirements, the LMD strives to exceed diversion obligations to keep green waste from the landfills. The Contractor shall mulch and use on site 95% of the green waste generated by above referenced zones. Contractor requirements for this program shall include a Vermeer 1500 chipper or equivalent for use on site at a minimum of twice per week. Recycling: Recycling of plant debris by composting and/or maintaining a minimum 2 - inch layer of mulch under all trees and around all shrubs/groundcover. A minimum 3 - inch layer in all open areas is strongly encouraged. Mulch purchased by the LMD will be disbursed with the above specifications by the contractor who will provide the labor at his expense. k. Ornamental Grass Care: To promote new growth, cut back the foliage to about 4-6 nches in the late winter to early spring before new growth resumes. Renovation: Renovate ground covers according to prescribed practices in the industry as needed to maintain a healthy vigorous appearance and growth rate. When ground covers and perennials have grown where they completely fill the space in which they were planted and have started to deteriorate, i.e., less flowering, dying out, smaller plants, they shall be renovated. (Renovation shall include removing said plants, amending the soil, dividing plants as necessary and replanting to maintain a healthy, vigorous appearance and growth rate.) 19. TREE CARE 19.01 Contractor under the terms of this agreement shall perform the following services: a. Tree Maintenance (1) All trees 12' (feet) tall or less shall be maintained free of all dead, diseased and damaged branches back to the point of breaking as per contract. Wound dressings are never used on any tree pruning cuts. (2) All sucker growth is to be removed from trees as it occurs. (3) Maintain an 8 -foot clearance for branches overhanging walks, 8 -foot for public sidewalks. (4) Report insects and tree diseases to Special Districts Inspector (5) Stake and support all replacement trees and replace stakes which have been broken or damaged on existing trees. (6) Tree stakes shall be pentachloraphena treated pole pine, not less than 8 feet in length for 5 gallon size trees and not less than 10 feet for 15 gallon trees sizes (two per tree), no galvanized stakes. (7) Commercially available tree rubber ties are to be used unless there is a need for guy wires. All trees tied in two locations — top and bottom. Stakes will not be placed closer than 12 inches from the top tie on the tree trunk. (8) Stakes and ties will be placed so no chafing of bark occurs and shall be checked frequently and retied to prevent girdling. Bid # LMD-16-17-20 20 (9) Broken branches are to be removed immediately whether they are in the tree or on the ground. (10) All tree wells in sidewalks within the maintenance areas to be kept weed free. b. Fertilization: Apply fertilizer within drip line at least once per year (during the months of March or April) to provide a healthy color in all plants. Fertilizer should, at the direction of LIVID, be a balanced organic 10-6-4 ratio with trace element. Contractor shall provide Special Districts with two (2) weeks notification prior to the fertilizer application. c. Permits: If a permit is required for tree pruning, Contractor will obtain a permit prior to commencement of work by Contractor. d. Tree Replacement: All trees permanently damaged as a result of action or inaction by the contractor will be replaced as provided for under Section 5 with the identical species of tree existing previously, unless otherwise notified in writing by Special Districts. The need for and the size of replacement will be determined by Special Districts at the monthly maintenance inspection meeting or upon written notification. Size of the replacement shall be of a like size. Substitutions will require prior written approval by Special Districts. Original plans and specifications should be consulted to insure correct identification of species. Uoon notification, this contract is to e. Olive Tree Spraying: Ornamental olive trees shall be sprayed to prevent fruit set by use of "Maintain," "Florel" or other approved product. Two (2) applications shall be required 7-10 days apart. The first application shall be applied when '/3 to % of the olive blooms are open (sometime between April 1 and May 10). Both spray applications shall be put on using a power sprayer with a minimum of 150 psi. pressure. The Landscape Maintenance District's Tree Maintenance contractor will provide most of the chemical applications to trees. If the landscape contractor provides this service it will be considered "extra work cost". f. Fireblight Treatment: Preventative Fireblight treatment for Pyrus Kawakamii to consist of spray application between October 1 and mid-November. Post treatment to consist of pruning out dead wood, sterilizing pruning tools after each cut. Preventative Fireblight treatment for Platanus to consist of two applications and possibly a third application, depending on the effectiveness of the previous application. The first application shall occur in February, during the budding stage. The second treatment shall occur in March, during the juvenile growth stage of the leaf. The third application shall occur in April if there is evidence of blight after mature growth of leaf. Materials used shall be of an approved type by the County Agriculture Department. If the landscape contractor provides this service it will be considered "extra work cost". g. Oak Tree Pruning Permit: All cuts over 2 inches in diameter on Oak Trees will be done by the Landscape Maintenance Tree Maintenance contractor. All other cuts on Oak Trees shall be made to ISA standards with an Oak Tree Pruning Permit per City Municipal Code by the landscape contractor or their subcontractor. Special Districts will procure Oak Tree Permits once work is approved. h. Tree Pruning/Trimming: All tree trimming/pruning will be done in accordance with the standards established by the International Society of Arboriculture (ISA) and ANSI 300 Best Management pruning practices. Bid # LMD-16-17-20 21 20. USE OF INTEGRATED PEST MANAGEMENT (I.P.M.) 20.01 Special Districts will provide the materials (Biological insects) necessary for integrated pest management (IPM) and contractor at his under the terms of this agreement will provide the labor. a. Integrated Pest Management (IPM): Integrated pest management (IPM) is a pest management strategy that focuses on long-term prevention or suppression of pest problems with minimum impact on human health, the environment, and non -target organisms. Preferred pest management techniques include encouraging naturally occurring biological control; using alternate plant species or varieties that resist pests; selecting pesticides with a lower toxicity to humans or non -target organisms; adopting cultivating, pruning, fertilizing, or irrigation practices that reduce pest problems; and changing the habitat to make it incompatible with pest development. Pesticides are used as a last resort when careful monitoring indicates that they are needed according to pre -established guidelines. When treatments are necessary, the least toxic and most target -specific pesticides are chosen. Implementing an integrated pest management program requires a thorough understanding of pests, their life histories, environmental requirements, and natural enemies, as well as establishment of a regular, systematic program for surveying pests, their damage, and other evidence of their presence. IPM has been mandated on Federal property since 1996 by Section 136r1 of Title 7, United States Code, and is cited in Title 41 of the Code of Federal Regulations (102-74.35) as a required service for agencies subject to the authority of the General Services Administration. The Contractor will develop an IPM program for work covered by this statement of work. b. Chemical Application: All work involving the use of chemicals will be accomplished by a State of California Certified or Licensed pest control operator. A written recommendation by a person possessing a valid California Pest Control Advisor License is required prior to chemical application. c. Permits: All chemicals requiring a special permit for use must be registered by the Contractor with the County Agricultural Commissioner's Office and a permit obtained with a copy to Special Districts, prior to use. A copy of all forms submitted to the County Agricultural Commissioner shall be given to Special Districts on a timely basis. d. Compliance with Regulations: All regulations and safety precautions listed in the "Pesticide Information and Safety Manual" published by the University of California will be adhered to. e. Pest Control: Control of ground squirrels, gophers, and other burrowing rodents by trapping and/or eradication will be provided by Special Districts. Contractor is not responsible for this service. Whenever holes are visible upon the surface, these holes shall be filled and securely tamped to avoid moisture runoff entering the holes by the County Agricultural Department who will provide pest control for Special Districts. This procedure shall be followed in all areas, especially within all slope areas. Contractor is responsible for notifying Special Districts upon detecting a need for rodent control. 21. GENERAL CLEAN-UP 21.01 Contractor shall at his sole expense under the terms of this agreement perform the following services: a. Trash Removal: The contractor shall provide a trash pickup schedule for approval by Special Districts. The contractor shall pick up trash and accumulated debris from the site on a regularly scheduled rotation approved by LIVID staff in advance. Bid # LMD-16-17-20 22 b. Concrete/Asphalt Median Strip Maintenance: Contractor is responsible for weed and grass removal within the crack(s) on the asphalt, and stamped concrete median strip areas at all times. c. Curb and Gutter Maintenance: Contractor is responsible for removal of weeds and grass from curb and gutter expansion joints at all times. d. Walkway and Crack Maintenance: Walkways, if any, will be cleaned immediately following mowing and edging and cleaned by use of power sweeping or blower equipment at a minimum of once per week or as needed. This includes removal of all foreign objects from surfaces such as: (1) Gum, (2) Animal feces, (3) Grease, (4) Paint, (5) Graffiti, (6) Glass and debris All walkway cracks and expansion joints shall be maintained weed and grass free at all times. e. Drain Maintenance: All drains and catch basins shall be free of silt and other debris at all times. The Contractor shall insure all drainage devices within LIVID are functioning properly at all times. f. Removal of Leaves: Accumulations of leaves that cannot be incorporated into mulch layers shall be removed and properly disposed of not less than once per week. This includes the accumulation of leaves/debris at the base and lower branch structures of shrubs. g. Diversion: The Contractor will be responsible for creating and implementing a written program to divert a minimum of 85% all green waste from landfills. The program should include, but not be limited to, mulching and composting. The contractor shall report the total tons of green waste generated and the number of tons diverted from the landfill annually to the City's Environmental Services Office. The goal will be at least 85% diversion. h. Freeway On-ramps/Off-ramps: The contractor shall provide trash pickup a minimum of two (2) times per week. The contractor shall provide a trash pickup schedule for approval by Special Districts. The contractor shall pick up trash and accumulated debris from site per contract. g. Drainage Systems: The following services shall be provided by Contractor at their expense per Contract Agreement except as otherwise provided for: 1. All LIVID area surface drains ("V" ditches), shall be kept clear of debris at all times so that water will have an unimpeded passage to its outlet. Contractor will not flush dirt or debris into the storm drain system per the City's National Pollutant Discharge Elimination System (N.P.D.E.S.) permit. All debris will be collected and disposed of properly. 2. All LIVID area sub -surface drains (except storm drains), if any, shall be periodically flushed with water to avoid build-up of silt and debris. All inlets to sub -surface drains shall be kept clear of leaves, paper, and other debris to ensure unimpeded passage of water. Every attempt will be made to prevent debris from continuing into the City's Storm Drain system including the use of sand bags, straw bales or other Best Management Practices (B.M.Ps) 3. Disposal of green waste or other debris into catch basins, drains or Storm Drains Bid # LMD-16-17-20 23 is prohibited. Such action could result in termination of maintenance contract. 4. Gutters under decorative prates at all Creekside Road bump -outs to be kept clear and debris free at all times. h. Decorative Walls, Seat Walls & Benches: All decorative walls, seat walls & benches on Creekside Drive and any other location within the LMD Zone to be kept clean. This includes removal of all foreign objects from surfaces such as: (1) Gum, (2) Grease, (3) Paint, (4) Graffiti, (5) Glass and debris 22. WATER MANAGEMENT AND IRRIGATION SYSTEM MAINTENANCE OR REPAIR 22.01 All irrigation systems within the LMD areas designated in these specifications will be repaired and maintained as required for operation by the Contractor. Irrigation repairs. (not to include programming) are considered to be additional work or "extras". For all irrigation repairs, including main lines and all irrigation parts reimbursed at no more than a 15% mark up over the contractor's cost. The Contractor must provide invoices upon request of Special District Staff. Failure to provide copies of invoices may result in delay of payments to Contractor. The contractor shall adhere to the Irrigation Association, Best Management Practices (BMP'S) at: http://www. irrigation.org/uploadedFiles/Standards/BMP Design -I nstall-Manage.3-18-14(2). pdf 22.02 The contractor will be responsible to complete the following WeatherTrak training through HydroPoint University. Proof of completion to be provided upon request no later than thirty (30) days after start of contract. Additional trainings are available and participation is encouraged. a. Level 1 — WeatherTrak Basic Systems Training 22.03 Scope of Responsibility: The contractor shall maintain (repair and/or replace as needed) and keep operable all irrigation equipment consisting of: 1. Irrigation Programming 2. Irrigation Station Identification/Location 3. Irrigation Heads 4. Remote Control Valves 5. Flow Sensors 6. Flow Sensor Programming 7. PVC Piping (Including mainline and laterals) 8. Quick Couplers 9. Risers 10. Swing Joints 11. Check Valves 12. Irrigation Booster Pumps 13. Solar Controllers/Valves Bid # LMD-16-17-20 24 14. Battery Operated Controllers/Valves 15. Valve Boxes, Quick Coupler Boxes, Etc. 16. Irrigation Controller Programming and Setup a. Replacement Requirements: Replacements will be of original materials or substitutes approved by Special Districts in writing prior to any installation. b. Extent of Responsibility: Contractor will be responsible for immediate maintenance (repair or replacement) of all irrigation systems. Contractor will be responsible at c. Ordinances: All materials and workmanship will be in accordance with the applicable City Plumbing Ordinances. Where the provisions of the specifications exceed such requirements, the specifications shall govern. d. Controllers: The contractor will be responsible for the control of Smart Water Application Technologies (SWAT) certified weather -based controllers or equivalent, controller programming through the contractors office via a desk top or any wireless computer, or hand held device. The LMD will provide a password for access. e. Inspections: Landscape Maintenance District Consultants/Inspectors will spot check controller schedules on each inspection of a district to assure compliance with irrigation program standards. Contractor shall conduct a complete irrigation 22.04 Controllers: 1. All controllers shall be adjusted as needed for optimum performance considering the water requirements of each remote control valve (irrigation station). "Smart" or "weather based" controllers shall be configured to water in the "AUTO MODE" or "ET MODE" when available. Plant establishment periods do not apply to this requirement and should be scheduled accordingly. Contractor is responsible for adjusting the controller parameters/attributes in order to irrigate efficiently and each valve shall be customized for the needs of the plant material. Excessive watering or excessive runoff shall not be permitted. 2. The contractor will be responsible for the control of Smart Water Application Technologies (SWAT) certified weather -based controllers or equivalent, controller programming through the Contractors office via a desk top or any wireless computer, or hand held device. The LMD will provide a username/password for access. 3. Response to WeatherTrak Alerts by category shall be made within the time frames listed below. Failure to comply with response times will be considered a deficiency and may be subject to a deduction from payment in the amount up to five hundred ($500.00) dollars for each instance where an alert is not resolved within the time frame. a. Severe Alerts to be resolved within 24 hours. b. Major Alerts to be resolved within 5 working days 4. Contractor will provide their own irrigation remote (receiver and transmitter) for control of the Rain Master, Calsense, LETT (solar), WeatherTrak or other industry standard Bid # LMD-16-17-20 L5 controllers not listed. The City requires the Promax universal irrigation remote or other "smart phone" technology for its use in field testing and operation of all irrigation systems for the LIVID areas. Use of this device will conserve water consumption, provide for more cost effective maintenance of irrigation systems, and assure all parties concerned that the automatic system is operating at maximum efficiency. Special Districts' inspectors may use this device in their inspections to verify that irrigation systems are functioning properly. The bleeding of valves and hand watering are to be used in emergency or testing situations, not for normal or day- to-day inspections. 5. Consideration must be given to the soil conditions, seasonal temperatures, wind conditions, slope, humidity, and the relationship of conditions which affect irrigation. This may include daytime watering during winter weather to prevent icy conditions and manual operation of the irrigation system during periods of windy or inclement weather. During freezing and/or windy conditions, automatic irrigation shall be paused until normal conditions exist. No watering medians in windy conditions, to avoid drift and wetting vehicles. 6. Contractor shall be responsible for data input with regards to irrigation station reference in the programming function of the central server or at the controller. Example: Station 1 - SE Corner of parking lot, Turf NW of restroom, Shrubs on large slope, etc. 7. In areas where wind creates problems of spraying water into private property or road right-of-ways, the controllers shall be set to operate during the period of lowest wind velocity which would normally occur at night (between the hours of 9:00 p.m. and 7:00 a.m.). 8. Contractor shall be responsible for monitoring all irrigation systems within the jurisdiction of this Specification and correct for coverage, adjustment, clogging of lines, and removal of obstacles, including plant materials which obstruct the spray. Monitoring shall be scheduled for all systems at minimum 1x monthly. 9. Check systems, as needed, for optimum performance and adjust and/or repair any sprinkler heads causing excessive runoff, including slope areas, or which throw directly onto roadway paving or walks (where sprinkler heads can be adjusted). 10. Contractor is to maintain the watering schedule in "AUTO" mode which will equal the evapotranspiration rate based on topography, soil type, plant material, season or climatic factors. Contractor shall notify The City of Santa Clarita of any schedule changes. 11. Contractor shall utilize "cycle & soak" in programming in order to eliminate excessive run-off. 12. Scheduled operation other than 9:00 p.m. to 7:00 a.m. must be approved by The City of Santa Clarita. 13. When available, copies of controller maps shall be kept in enclosures at all times. Bid # LMD-16-17-20 26 14. Contractor is responsible for maintenance of the interiors of controller enclosures and shall be kept clean free of debris and pests, regardless of condition(s) at time of contract award. 15. Contractor shall be responsible to notify The City of Santa Clarita of any additional water requirements to the landscape which is outside of the "AUTO" scheduled program application. 16. It is the responsibility of the Contractor to keep the plant material alive. If this requires an extra application of irrigation water, the Contractor is to make the necessary adjustments and immediately notify The City of Santa Clarita upon doing so. 17. Only The City of Santa Clarita staff, City Monitors, the Contractor Supervisor/ Foreman or Irrigation Technician will have access to all controllers. Enclosures will be locked/padlocked at all times. 18. The Contractor shall test the soil in turf and groundcover areas and around all trees and shrubs monthly or as necessary with soil probes to determine that the proper amount of water is being applied at all times. This information should be used to adjust watering times on the controller and supplemental hand or deep watering as necessary. 19. The Contractor shall make adjustments to the water programs to compensate for irrigation heads on each system, soil type and permeability, wind condition, orientation to the sun, air temperature, season, and logistical considerations 20. Once the irrigation system has been adjusted to only irrigate the planting areas it was designed to irrigate, the contractor shall then monitor the irrigation watering application time to determine the length of time each system runs until irrigation runs off the landscape area. This information will then be used to establish "cycle & soak" parameters. 21. The maximum run time should then be set a minimum of one minute less than the time it takes for run off to occur. This will establish the maximum run time for each valve, with full sun exposure. Adjust valves with partial shade or full shade to have less run time than the systems in full sun. 22. It is required that soil conditions be constantly monitored with a soil probe to insure that over -saturation of the soil does not occur. 23. In addition to the soils condition, the individual plant material requirements must be taken into account. As the plant material becomes established, a reduction in the frequency of watering should be implemented to harden -off the plant material while maintaining it in a healthy condition. 22.05 Operation of System: 1. As a standard practice, the Contractor shall formally acknowledge receipt of the irrigation System within the first 60 days of the notice to proceed. It is the Contractors responsibility to conduct a full scale irrigation audit/assessment to determine deficiencies in the system and make recommendations for repair(s). Bid # LMD-16-17-20 27 2. Contractor will be responsible for immediate maintenance (repair or replacement) of all irrigation systems. Contractor will be responsible at all times for hand watering and the bleeding of valves in emergency situations as required to sustain and prevent loss of turf, trees, annuals, perennial plants, and ground covers when automatic systems are not functioning. 3. Irrigation system will be controlled by Contractor in such a way as not to cause an excessively wet area which could interfere with the Contractor's ability to mow/maintain landscaped areas. 4. All irrigation systems shall be personally inspected by Contractor a minimum of once per month to verify effectiveness of sprinkler operation. The appropriate Irrigation Inspection Form must be filled out per controller and submitted to The City of Santa Clarita LIVID for review. 5. Contractor shall adjust and clean as necessary all sprinkler heads, valves and pressure regulators to continue operation at maximum efficiency and performance. 6. All materials and workmanship will be in accordance with the City Plumbing Ordinances if/when applicable. 7. Sprinkler heads in turf areas shall be kept clear of overgrowth, which may obstruct maximum operation. No chemical spraying or growth inhibitors around head shall be allowed. 8. Contractor shall be responsible for trimming plant material and making necessary adjustments to riser heights as growth rates indicate. 9. Contractor shall be responsible for hand -watering any pots not provided with an irrigation system to maintain plants and promote optimum growth. 10. Adjustments in operating pressure for spray and rotor type heads shall be followed per manufacturer's recommendation to provide optimum efficiency unless instructed otherwise by The City of Santa Clarita. 11. Contractor shall be required to walk each site upon request by The City of Santa Clarita representative a minimum of one time per quarter to inspect the operation of the irrigation system. 12. Plant damage or loss resulting from the failure to promptly report irrigation system failure shall be considered Contractor negligence and such plant material shall be repaired or replaced at Contractor expense. 13. All hand watering performed with a hose shall require the hose to have a flow control that will allow the operator to turn the hose off between watering areas to minimize any wasted water. 14. The Contractor shall be responsible for monitoring all project irrigation systems and should correct coverage, head adjustments, clogged lines, loose staking of heads and pipes, and obstacles, including plant material, which obstruct the spray. Make all necessary adjustments to heads that spray onto roadways, walks, walls, and patio areas or out of intended area of coverage. The Contractor shall clean and adjust Bid # LMD-16-17-20 28 sprinkler heads as needed for proper coverage. Each system should be operated via remote control and observed on a regular basis. 15. During extremely hot weather, long holiday periods, and during or following breakdown of systems, the contractor should provide adequate personnel and materials as required to adequately water all landscaped areas at no extra cost to The City of Santa Clarita. When breakdowns or malfunctions exist, the contractor should water manually by whatever means necessary to maintain all plant materials in a healthy condition. Overly wet or dry conditions should not be permitted to develop. 16. Once a year, the contractor shall clean all controller cabinets and valve boxes, remove intruding soil and replace gravel as needed. 17. Testing, certification and service of the backflow prevention devices on the irrigation systems shall be done by a certified tester as provided by The City of Santa Clarita. 18. Contractor shall not repair, manipulate or remove backflow devices unless prior authorization has been received by a City of Santa Clarita representative. However, Contractor is permitted to make use of shutoff valves located on or near backflow devices in the event of a mainline break and/or maintenance. 19. Contractor shall notify the LIVID office immediately should a backflow prevention device malfunction occur. 20. Landscape Maintenance District Consultants/Inspectors/City staff will spot check controller schedules on each inspection of a district to assure compliance with irrigation program standards. Contractor shall conduct a complete irrigation system inspection for each district at minimum of twice a year. 21. Contractor shall observe and note any deficiencies occurring from the original design and review these findings with Special Districts, so necessary improvements can be considered. 22.06 Repairs: 1. All pop-up heads should be assembled on triple swing joints. 2. When irrigation heads, risers, nozzles, etc. break, they will be replaced with like for like irrigation heads. Uniformity is of the utmost importance. 3. All remote control valves shall be Superior 950DW brass valves unless other(s) are accepted by LIVID staff. 4. Contractor shall repair all leaking or defective valves immediately upon occurrence, or within 24 hours following notification from LIVID of such a deficiency. 5. Malfunctions of any nature which are deemed to be the fault of materials or workmanship still covered under original installation guarantee shall be reported immediately to The City of Santa Clarita. 6. Contractor shall submit itemized irrigation invoices for repairs, per LIVID Zone on an as needed basis. Bid # LMD-16-17-20 29 7. Repair logs shall be maintained and will include date of repair, nature of repair, and itemized list of materials for clarity. Site map/photo documentation to illustrate location of repair, photo of site condition, and work completed shall be included with repair log(s). 22.07 Conservation: The City of Santa Clarita may conduct monthly water management meetings with the contractor to review all controllers with irregular usage and situations where water consumption is excessively high. All plant stress or loss due to under -watering or over - watering will demonstrate contractor neglect and cost to replace said material will be at Contractor's sole expense. The City of Santa Clarita m conduct monthly Water Management Meetings with the contractor to review any penalty charges that were caused by the Contractor's inability to properly manage water allocations, when applicable. The Contractor will be responsible for paying all water penalties incurred on each water meter for all overages exceeding allocation established by the respective water purveyor. The City of Santa Clarita may waive specific penalties at its sole discretion. The City of Santa Clarita takes Water Conservation very seriously and will not tolerate mismanaged or neglected water delivery systems. 22.08 The Contractor shall provide WeatherTrak generated reports called "Controller Inventory Reports" at the request of City Staff. The first report will be due 30 days after the start of this Agreement and updated every two weeks. At a minimum, the report shall identify each irrigation controller subject to this Agreement, the location, alert status, and confirm the controller is "online". Failure to provide a completed report on time will be considered an incomplete work item and may be subject to a deduction from payment in the amount up to five hundred ($500.00) dollars. 22.09 Water Budgets: In order to ensure efficient and responsible water management with regards to landscape irrigation, the City of Santa Clarita Special Districts office requires the following: When water budgets have been established for each individual service area within a Landscape Maintenance District Zone (specifically water meter and/or point of connection), CONTRACTOR shall not exceed the Maximum Applied Water Allowance (MAWA) as established by State Assembly Bill 1881, Model Water Efficient Landscape Ordinance (MWELO). hftp://www.water.ca.gov/wateruseefficiency/landscapeordinance/ When water budgets and/or tiered rate structures are enforced by individual water purveyors such as; Valencia Water Company, Newhall County Water District, Santa Clarita Water Division or Castaic Lake Water Agency, CONTRACTOR shall not exceed the monthly allocation(s) as set forth by the service provider for each individual service area within a Landscape Maintenance District Zone, specifically water meter and/or point of connection. Failure to comply with these requirements will result in a probationary period of up to 60 days to allow for corrective actions. Failure to comply with water budgets within this time frame may lead to monetary penalties up to the costs of the excessive use which exceeds the water budget(s), efficient tier, or any "penalty" tier the City of Santa Clarita is subjected to. 22.10 Water Budgets -In order to ensure efficient and responsible water management with regards to landscape irrigation, the City of Santa Clarita Special Districts office requires the following: Bid # LMD-16-17-20 30 When water budgets have been established for each individual service area within a Landscape Maintenance District Zone (specifically water meter and/or point of connection), CONTRACTOR shall not exceed the Maximum Applied Water Allowance (MAWA) as established by State Assembly Bill 1881, Model Water Efficient Landscape Ordinance (MWELO). Formula: MAWA = (ETo) (0.62) [(0.7 x LA) + (0.3 x SLA) MAWA = Maximum Applied Water Allowance (gallons per year) ETo = Reference Evapotranspiration (inches per year) 0.62 = Conversion Factor (to gallons) 0.7 = ET Adjustment Factor (ETAF) LA = Landscape area including SLA (square feet) 0.3 = Additional water allowance for SLA SLA = Special landscape area (square feet) When water budgets and/or tiered rate structures are enforced by individual water purveyors such as; Valencia Water Company, Newhall County Water District, Santa Clarita Water Division or Castaic Lake Water Agency, CONTRACTOR shall not exceed the monthly allocation(s) as set forth by the service provider for each individual service area within a Landscape Maintenance District Zone, specifically water meter and/or point of connection. Failure to comply with these requirements will result in a probationary period of up to 60 days to allow for corrective actions. Failure to comply with water budgets within this time frame may lead to monetary penalties up to the costs of the excessive use which exceeds the water budget(s), efficient tier, or any "penalty' tier the City of Santa Clarita is subjected to. 23. MAINTENANCE INSPECTIONS 23.01 Contractor shall: Weekly perform a maintenance inspection of all facilities within the LMD during daylight hours. Such inspection shall be both visual and operational. The operational inspection shall include operation of all sprinklers, lighting and other mechanical systems to check for proper operational condition and reliability. Contractor is required to input non -contractual service request information into the City's reporting system at: http://user.govoutreach.com/santaclarita/faq.php 23.02 Monthly; meet on site with an authorized representative of Special Districts for a walk- through inspection. Said meeting shall be at the convenience of Special Districts and may include residents of the community. Special Districts may notify the appropriate local representatives of the time and place of each walk-through inspection at least one (1) week prior to such inspection. In addition, bi-weekly interim inspections may be made by Special Districts. Any corrective work required as a result of a monthly inspection or any "interim" inspection by Special Districts shall be accomplished to the satisfaction of Special Districts within 3 working days of the notification of deficiencies, except in the case of a leaking valve, which must be repaired within 24 hours following notification. 24. MAINTENANCE AND REPAIR OF HARDSCAPE, SERVICE ROADS, AND DRAINAGE SYSTEMS 24.01 Hardscape surfaces, walkways, and service roads, if any, shall be maintained by Contractor so as to keep the integrity of the walking and/or driving surface in a safe, unimpaired condition. The contractor may not use subcontractors not included with the bid submission without written approval of Special Districts Staff. Any unsafe condition of a walkway or service road shall be reported immediately to the LMD Monitor or directly to City Staff. a. Contractor may be responsible for total replacement or repair of hardscaping and/or plant replacement if damage occurs due to Contractor's negligence or by accidental damage within maintenance operation. Bid # LMD-16-17-20 31 b. Contractor shall be responsible for sweeping/blowing all hardscape surfaces within the contract boundaries on a regularly scheduled routine approved by LMD Staff or as requested by Special Districts. All debris must be collected and removed. c. Disposal of debris by blowing into roadways, sidewalks, or other areas is prohibited and may be cause for contract termination or a deduction in payment as described in Section 10.03 a. 25. GRAFFITI ERADICATION AND CONTROL 25.01 Contractor may be responsible to remove small amounts of graffiti (licensed plate size) as it appears upon any of the walkways, Paseo overpasses and underpasses, walls, or any appurtenant structures or equipment within the areas under Contractor's maintenance. Special Districts Inspector will be informed of all graffiti immediately upon discovery. Contractor is required to input graffiti information into the City's reporting system at: htti): //www. santa-c larita. com/city-hall/departments/administrative-services/techno to gv-services/e graffiti 25.02 The contractor may be required to remove small amounts of debris which would fit into a small pick -up truck. In such cases the dump fee may be invoiced to Special Districts. Removal of larger items would be considered as an "additional work" item and subject to the terms of Section 4. 25.03 All materials and processes used in graffiti eradication shall be non -injurious to surfaces and adjacent District property and approved by CAL -OSHA. Materials and processes used must be approved by LMD prior to use. 26. NATURAL AREAS MAINTENANCE 26.01 Natural areas are open space areas that have minimal usage due to the sloping character of the land and the rugged landscape materials that are native to the land. Contractor will provide periodic maintenance, according to routine scheduling, consisting of debris removal as directed by Special Districts. 27. IRRIGATED STREET TREE WELLS 27.01 Contractor is responsible to keep tree wells within LMD areas weed -free and maintain tree well irrigation system in accordance with Section 22 of these Specifications. Maintenance of trees in street tree wells shall be in accordance with Section 19 or these Specifications. 28. NON LANDSCAPED MEDIANS & UNDEVELOPED MEDIANS 28.01 Contractor will provide periodic maintenance, according to routine maintenance scheduling, consisting of debris removal, weed abatement and mulch application. 29. FUTURE MEDIANS 29.01 For the maintenance of future medians that have been accepted by the City, contractor to provide a bid alternate price as described on the bid schedule. 30. MAINTENANCE INSPECTIONS 30.01 The Contractor shall perform a maintenance inspection of all facilities on a weekly basis within the LMD during daylight hours. Such inspections shall be both visual and operational. The operational inspection shall include operationof all sprinklers, lighting and other mechanical systems to check for proper operational condition and reliability. Contractor is required to input non -contractual service request information into the City's "Resident Service Center" at: http://user.govoutreach.com/santaclarita/fag.php Bid # LMD-16-17-20 32 30.02 The Contractor shall be expected to meet on site with an authorized representative of Special Districts for a walk-through inspection. Said meeting shall be at the convenience of Special Districts and may include residents of the community. Special Districts may notify the appropriate local representatives of the time and place of each walk-through inspection at a minimum of one (1) week prior to the date of inspection. In addition, bi-weekly interim inspections may be made by Special Districts if deemed necessary by LIVID Staff. Bid # LMD-16-17-20 33 BID SECURITY FORMS FOR CHECK OR BOND TO ACCOMPANY BID NOTE: The following form shall be used in case check accompanies bid. Accompanying this Proposal is a *certified/cashier's check payable to the order of the City of Santa Clarita for: dollars ($ ), this amount being not less than ten percent (10%) of the total amount of the first cont r (365 days) of this bid. The proceeds is sh beco the property of said EN provided this Proposal shall be acce ted by id CY thr gh action of its leU g9to i a o ies, u ersi n I f to a to a contract and fuds 0111 ith a stip to i ; othe e, a sh I be returned the Project Name: ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LMD ZTOR/TOU EY0 BondmiDe Livery Bidder's Signature * Delete the inapplicable work. 11. NOTE: If the bidder desires to use a bond instead of a check, the following form shall be executed. The sum of this bond shall be not less than ten percent (10%) of the total amount of the bid. Bid # LMD-16-17-20 34 PROPOSAL GUARANTEE BID BOND ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LIVID ZONE 18 TOWN CENTER/TOURNEY LMD-16-17-20 City of Santa Clarita, California specified, then this obligation shall be null and void, otherwise it shall remain in full force and effect in favor of AGENCY. IN WITNES&4UWFQJEAS, the pltie5jlereto have set their names, titles, hands, and seals, this BIDDER Subscribed and sworn to this day of , 20_ NOTARY PUBLIC '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 # LMD-16-17-20 35 _ 0 KNOW AL EN BY E at as BIDDER, a UR Y, are held and fir b n tl y AGE Y t o ar #)2 um of ($ ), which is ten percent (10%) of the total of fi ontra runt which is bid by BIDDER, to AGENCY for the above -stated project, for the payment of which sum, BIDDER and SURETY agree to be jointly and severallydntered y these presents. THE CONDI I�ARE SUCH that, whereas BIDDER is about to submit a bid A CY r e od project, if said bid is rejected, or if said bid is accepted a cc 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 WITNES&4UWFQJEAS, the pltie5jlereto have set their names, titles, hands, and seals, this BIDDER Subscribed and sworn to this day of , 20_ NOTARY PUBLIC '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 # LMD-16-17-20 35 FAITHFUL PERFORMANCE BOND ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LMD ZONE 18 TOWN CENTER/TOURNEY LMD-16-17-20 City of Santa Clarita, California KNOW ALL MEN BY THESE PRESENTS that R, AND as CO?are as h I SURET d and firm) bound unto the City of San Clarita s E CY, int penal sum of s ), which is one- ndred 1 %) r nt th al am nt f th above- to yment of Joa which s T SUR Yagre d, jo' by these Pct presents. For service contr is of a ntinuing nature, the bond shall be in the amount equal to the amount of the initial co ter . 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. There NTRACTOR and SUR must submit a new or renewed bond covering each subseq nt nual renewal of the con t. THE C DI OT A N ARE SUCH that, whereas CONTRACTOR has been award is t i 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 alterati a obligatid me for completion made pursuant to the terms of the contract docume s sha of anr s T or E and notice of such alteratio is he b eYeereeft hbU IN WIT HE h names,ds, and seals, this day of 20. CONTRACTOR' SURETY" Subscribed and sworn to this 20 NOTARY PUBLIC day of 'Provide CONTRACTOR/SURETY name, address, and telephone number and the name, title, address, and telephone number of authorized representative. Bid # LMD-16-17-20 36 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 3s invoice. 2. TERM. The term of this Agreement will be from , 20 , 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 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))3 17713 17747 1775, and 1776, 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 3s Engineering Division or the website for State of California Prevailing Wage Determination at www.dir.ca.Qov/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 Bid # LMD-16-17-20 37 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 (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. 5. FAMILIARITY WITH WORK. A. By executing this Agreement, CONTRACTOR represents that CONTRACTOR has: Thoroughly investigated and considered the scope of services to be performed; and fl. Carefully considered how the services should be performed; and iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement. B. If 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. 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 Bid # LMD-16-17-20 38 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 01 06 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 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, F. City may cancel the Agreement immediately with no penalty. L Should Contractor's insurance required by this Agreement be cancelled at any point prior 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. Bid # LMD-16-17-20 39 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. 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 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 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. Bid # LMD-16-17-20 40 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 party 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 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 # LMD-16-17-20 41 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 By: City Attorney Date: Bid # LMD-16-17-20 42 E. BID SCHEDULE ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LMD ZONE 18 TOWN CENTER/TOURNEY LMD-16-17-20 1. LMD Zone 18: $ 95875 x12 Months = $ 1185500.0 /Annually One hundred eiehteen thousand five hundred Future Creekside Road Medians (10 linear feet of median on each side of enhanced crossing at three locations on Creekside Road for a total of 60 linear feet.) 2. Future Creekside Medians: 100.00 x12 Months = 1,200.000 /Annually One thousand two hundred 3. TOTAL Bid Amount (Line Items 1 & 2) 119,700.00 Total bid amount, annually, in legibly printed One hundred nineteen thousand seven hundred Please print vendor company name Oakridge Landscape, Inc. Bid # LMD-16-17-20 43 LIVID ADDITIONAL PRICING (SHEET #1) DO NOT ADD TO TOTAL Pricing and Billing Schedule Detail Hourly labor rates to be used in performing the work required in the specifications for annual landscape maintenance. These rates will not be used in evaluating the bid, but shall be used in evaluating cost estimates for "additional' or "extra" work requested by the City under this contract. Extra/Additional work by the CONTRACTOR, shall not exceed the labor rates as listed below: Skill Level Hourly cast After hour emergency Irrigation Laborer $40.00 per hour $65.00 per hour Landscape / Construction Laborer $30.00 per hour $45.00 per hour QAC/QAL Herbicide and Pesticide Applicator $30.00 per hour N/A Please note: pricing increase allowance will be according to Consumer Price Index (see Section A, `Bid Instructions, Item #33) Please initial to verify acknowledgement of labor rates - (initial) Bid # LMD-16-17-20 44 LMD ADDITIONAL PRICING SHEET #2 Please list the unit price for labor, EXCLUDING part/material costs 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 (including both Zone 2). Bid # LMD-16-17-20 45 UNIT OF UNIT EXTENDED LINE DESCRIPTION MEASURE PRICE QUANTITY PRICE (unit price x quantity) 1 Price for landscaped 1 square foot 500 sq. ft. 1 maintenance with turf. .07 $ 35.00 Price for landscaped 2 maintenance for trees, 1 square foot 500 sq. ft. 2 shrubs and ground cover. .04 $ 20.00 3 Price for one (5) gallon 1 each 10 each 3 shrub, installed $ 32.00 $ 320.00 4 Price for one (15) gallon 1 each 5 each 4 shrub, installed $ 135.00 $ 675.00 5 Price for one (15) gallon 1 each 5 each 5 tree, installed $ 135.00 $ 675.00 Bid # LMD-16-17-20 45 DESIGNATION OF SUBCONTRACTORS ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LMD ZONE 18 TOWN CENTER/TOURNEY LMD-16-17-20 City of Santa Clarita, California Subcontractor DBE STATUS: A e 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 Age of firm: DBE STATUS: Certifying Agency: Dollar Value of Work Annual Gross Receipts: Location and Place of Business Bid Schedule Item Nos: Descriptio License No. . Date: F Phone ( ) Subcontractor Age of firm: Location and Placag DBEs:, ifyin gency: Dollar Value of Work Annual Gross Receipts: 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 # LMD-16-17-20 46 DESIGNATION OF SUBCONTRACTORS ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LIVID ZONE 18 TOWN CENTER/TOURNEY LMD-16-17-20 City of Santa Clarita, California Subcontractor DBE STATUS: A e 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 Age of firm: DBE ST US: Tying ncy: Dollar Value of Work Annual Gross Receipts: Location and Place of BIW Bid Schedule Item Nos: Description of Work License No. xp. 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 # LMD-16-17-20 47 ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LMD ZONE 18 TOWN CENTER/TOURNEY LMD-16-17-20 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: ress Carlos Maciel 310-341-8793 Name and Telephone Number of Person Familiar with Project 780.28 Landscape Maintenance Started 12/01/13 2. Dept. of Public Works Name and Address of Owner / Agency Dana Zindroski 661-0294-3520 Name and Telephone Number of Person Familiar with Project 3. the Summit / L)KL Mgmt. Name and Address of Owner / Agency Rebecca Wade 310-573-1951 Name and Telephone Number of Person Familiar with Project $ 267.240.00 Landscape Miantenance Started 01/01/2008 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 tore insurance bonds: Heffernan Insurance - Tennifer Green 811 Wilshire Blvd. Suite 1801 Los Angeles, CA. 90017 PH: 213-785-6925 Main 213-622-6500 Bid # LMD-16-17-20 48 ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LMD ZONE 18 TOWN CENTER/TOURNEY LMD-16-17-20 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) 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 only ifAwardee 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 # LMD-16-17-20 49 ACKNOWLEDGEMENT & ACCEPTANCE OF BID SPECIFICATIONS By providing the three (3) required signatures below, the Contractor acknowledges full understanding, complete agreement to, and accepts in its entirety, all Bid Specifications for LIVID Zone 18 Town Center/Tourney. The Contractor will be expected to perform maintenance practices and uphold the standards herein to the established specifications throughout the length of the contract. *Supervisor's *Estimator's Signature: Date: *Owner's *All three signatures required 3 Bid # LMD-16-17-20 50 EXHIBIT A Violation Records 1) The last six (6) months of tailgate safety meeting sign in sheets and topics covered must be made available UPON REQUEST. (Do not send with bid at this time. 2) In the year of 2015, what was the longest stretch of days worked without an accident in the landscape maintenance division? a. 3) Please provide any sustained complaints made to your company within the past four (4) years to Cal -OSHA. a. 4) Please provide any sustained complaints made to your company within the past four (4) years to the California State Contractor Board in regards to your C-27 license. a. N/A Bid # LMD-16-17-20 51 EXHIBIT B-1 Provide information on any and all applicable crewmembers. This includes the supervisor, crew foreman, certified arborist (if applicable), chemical applicator, irrigation specialist, etc. 1) Name Juan Ambriz Job Title Arborist Licenses/Certificates WA -9381A 2) Name Armando Nava Job Title Irrigation Specialist 3) Name Marco Munoz Job Title Qualified Applicator Licenses/Certificates # 130930 a Licenses/Certificates 5) 6) Name D' Licenses/Certificates f I Job Job Title Job 1m• Bid # LMD-16-17-20 52 Licenses/Certificates d; 10) Name Job Job Title 11) Name Job Title Lice nses/Certificates 12)Name Job Licenses/Certificates 13) Name Job Title 14) Name Job Title Licenses/Certificates 15)Name Job Licenses/Certificates *Attach additional pages as necessary for additional personnel. Bid # LMD-16-17-20 53 EXHIBIT B-2 Provide information on staffing structure and the number of hours per week for each crewmember that will be dedicated to LMD Zone 18 Town Center/Tourney. Please use the following structure. Feel free to add attachments if additional space is necessary. Supervisors Crewmember Title FOREMAN Qty. of Weekly Hours 40 Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crew #1 Crewmember Title LABORER Qty. of Weekly Hours 40 Crewmember Title LABORER Qty. of Weekly Hours 40 Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crew #2 Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Bid # LMD-16-17-20 54 Crew #3 Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crew #4 Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Specialty Positions Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours `Attach additional pages as necessary for additional personnel. Bid # LMD-16-17-20 55 EXHIBIT C EQUIPMENT REQUIREMENTS Additional equipment requirements for work within proposed Landscape Maintenance District or the ability of Contractor to rent/lease at no additional cost: • Commercial grade lawn mowers with mulching blade attachment, sufficient in size to cover large turf areas Proper equipment required to perform pruning tasks including hand pruners, loppers, saws, pole pruners and chainsaws • Commercial Grade Battery Powered Leaf Blowers All maintenance supplies for proper equipment operation • Garden Spading Forks • Shovels Rakes • Scoop Shovels (various sizes and shapes) • Commercial Grade Chipper • Safety equipment such as head, eye and ear protection, work boots. Body protection such as chaps should also be used when operating chainsaws • Irrigation controller remotes and transmitters; particularly WeatherTrak All the required tools and equipment to make minor and major irrigation repairs • All traffic control signs mechanical and stand alone, barricades, cones, vests all equipment and safety wear shall be Cal -OSHA approved Bid # LMD-16-17-20 56 EXHIBIT D 2017 Holiday Schedule New Year's Day - Monday, January 2 Martin Luther King Day - Monday, January 16 President's Day - Monday, February 20 Memorial Day - Monday, May 29 Independence Day - Tuesday, July 4 Labor Day - Monday, September 4 Veteran's Day - Friday, November 10 Thanksgiving Day - Thursday, November 23 Day after Thanksgiving - Friday, November 24 *1/2 Day for Christmas Eve - Friday, December 22 Christmas Day - Monday, December 25 * 1/2 Day for New Year's Eve - Friday, December 29 New Year's Day - Monday, January 1, 2018 If a holiday should fall on a Saturday, it will be celebrated the preceding Friday. If a holiday should fall on a Sunday, it will be celebrated the following Monday. Bid # LMD-16-17-20 57 EXHIBIT E INVENTORY LIST LMD ZONE 18 — TOWN CENTER/TOURNEY Item # Description APPROXIMATE square footage Estimated Quantity 1 Turf area 85,000 Sq Ft 2 acres 2 Shrub area 210,000 Sq Ft 5 acres 3 Parking Lot 157,000 Sq Ft 4 acres 4 Irrigation controllers - 16 clocks 5 Street Trees Valencia Blvd 30 Maintenance Areas CITY HALL Turf, planter areas, entry pots, parking lot VALENCIA LIBRARY Turf, planter areas, parking lot CITRUS LOT Turf, planter areas, parking lot, trash receptacles MAGIC MOUNTAIN PKWY/1-5 MONUMENT Signage, planter areas VALENCIA BLVD/1-5 MONUMENT Signage, planter areas VALENCIA BLVD/TOURNEY ROAD MONUMENT Signage, turf, planter areas VALENCIA BLVD/MAGIC MOUNTAIN PKWY MONUMENT Signage, planter areas MAGIC MOUNTAIN PARKWAY Shrub, groundcover and turf parkways, shrub sidepanels, planted bridge approaches, turf sidepanels, vines, trash receptacles TOURNEY ROAD Shrub, mulch and turf parkways, vines VALENCIA BOULEVARD Turf & mulched parkways, street trees, planted bridge approaches, trash receptacles MCBEAN PARKWAY Shrub & turf parkways, planted bridge approaches, mulch areas, trash receptacles SHELL STATION PASEO Planter area, walkway, rail fence CREEKSIDE ROAD Planted corner monuments, planted bump -outs with seat walls and drainage grates, planted bridge approaches, trash receptacles MAGIC MOUNTAIN/CREEKSIDE PASEO Planter areas, walkways, trash receptacles AUTO CENTER COURT Trail planter areas, medians Bid # LMD-16-17-20 58 AREA MAP ZONE 18 (A) LANDSCAPEMAINTENANCEDISTRICTa �� ��� 1, �� ��r j'♦,0���% �i � ittlljtt �`a*��� ir"�r ref► � � �♦I��•I 1 �ruryp''�i a� ai♦�f� �� %� ► �� .. ��►�/�l ire � ��.�� � + tip!% . Vii. G •_� ._ �+..ar1 =1� � liai/�., Q Bid # LMD-16-17-20 59 AKR "Your eyes and ears onsite" Licenses Insurance State Of California W""CONTRACTORS STATE LICENSE BOARD Cmum..r ACTIVE LICENSE ANN 0 798565 d CORP . OAKRIDGE LANDSCAPE INC .w., A B C27 .tea 08/31/2017 www.cslb.ca.gov �1�. �Q Juan Ambdz i reaend WE -9381A wvvzro� ISA Certified ArtiorisW 31 Dec 2019 IntemhODal Society of A1bedmn= I-:�/'�� FENS NG/CERTIFICATION PROGRAM �,'J QAL QUALIFIED APPLICATOR LIGENSE p'p License 9:- 130930 EXPIRES: 12/31/2017: f;-t!'51 2t290f125: g RCO ISSUED: 01/01/2016 MUNOZ 5 E52A ST OS ANGELES CA 90011 Ucense must be s I . Please make sure the information on your license is correct. 2. Notify us immediately of any changes to your bnSiBCSS (e.g., name, address, insurance carrier or qualified person). 3. If you lose your license, then you may request a new one for a $20 fee. 4. Please refer to thC�Iieense number located in the middle of the page when contacting us. CALIFORNIA DEPARTMENT OF PESTICIDE REGULATION d1 I✓ -r- 1001 1 STREET SACRAMENTO, CALIFORNIA 95814 //rp j j j� - — - ISSUED 91 EXPIRES: January 01, 2016 -- Maintenance GaCdener=Pest Cont Decens}eI,2oI7 - -- LICENSE p11P X10'1 Jl,i', LICENSE NO 37195 11 it 1 1 dl,dl Im alid if jnsmnnc©apA/or quahficd j$ei So�n(,qhpce bef4[e expiration date Ili1i�� 1dI11UlI 1i1� Mailing AddkcsN Business Location — - - % � G '1 j OAKRIDGELANDSCAPEINC- _ OAKRIDGELANDSCAPE INC 28064 AVE STANFORD #K _ � - 228064 AVE STANFORD #K VALENCIA, CA 91355 - VALENCIA, CA 91355 _- _— dcENSE PROMINENTLY IN PUBLIC VIEW 'OST TNISTENT - ��'Fn��1;ENSE IS NOT-TRANSFERABLC- ANY CHANGE IN OWNERSHIP REQUIRES A NEW LICENSE -- - I . Please make sure the information on your license is correct. 2. Notify us immediately of any changes to your bnSiBCSS (e.g., name, address, insurance carrier or qualified person). 3. If you lose your license, then you may request a new one for a $20 fee. 4. Please refer to thC�Iieense number located in the middle of the page when contacting us. ecoCERTIFICATE OF LIABILITY INSURANCE DATE (MMI ) `�' 6/13/2016016 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(les) 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 PRODUCER NAME^. 'Stacy Manning, CISR Landscape Contractors (Lic#0755906) PHOS 15597)650-3555 alc No: tsss)sso-rise Insurance Services, Inc. .smarming@lcisinc.0014 1835 N. Fine Avenue INSURERS AFFORDING COVERAGE NA Fresno CA 93727 INSURERA:Cypress Insurance Company 1085''. INSURED INSURER B'. Oakridge Landscape, Inc. INSURERC', 28064 Avenue Stanford #K INSURERD� Valencia CA 91355 ivaffia All rights reserved. I INSURER F: MM%ODmYY I MMIDD VYYY LIMITS COVFRAr rq GENERAL LIABILITY COMMERCIAL COMMERCIAL GENERAL LABILITY CLAIMSMPr1E ❑ OCCUR CFRTIFICATF NIIMRFR 16/17 WC RFVIAION NUMBER. 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. INSR TR TYPE OF INSURANCE ivaffia All rights reserved. POLICY NUMBER MM%ODmYY I MMIDD VYYY LIMITS GENERAL LIABILITY COMMERCIAL COMMERCIAL GENERAL LABILITY CLAIMSMPr1E ❑ OCCUR AUTHORIZED REPRESENTATIVE S Maurning, CISR/HRODE .. - ,—.• "- - - •_ _. FACH OCCURRENCE $ PREM ES Ea occurrence $ MED XP (Any ane person) PEPS NAL 8 ADV INJURY $ GENE AL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER POLICY PRO- LOC PROD CTS-COMPIOPAGG $ $ AUTOMOBILE LIABILITY ANY AUTO ALLOPoNED SCHEDULED AUTOS AUTOS NON OVoNEDPROP HIREDAIITOS AUTOS Eaa U itleM BOD14 NJJURY (Per person) $ BODI INJURY (Per aloldenp $ Per RTY DAMAGE a0ent $ UMBRELLA LAB EXCESS LIAR OCCUR CLAIMS -MADE EACH OCCURRENCE $ AGGR GATE $ DED I I RETENTION $ A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN ANY PROPkICIORIPAP TNERIEXECUT IVE OFFICERIMEMBER EXCLUDED'7 � (Mandatory In NH) Its aesrnbe under DESCRIPTION OF OPERATIONS below NIA ANC702144 /15/2016 /15/2017 X STATIO OTH- EL . E CH ACCIDENT $ 1 OOD 000 E.L DSEASE-EA EMPLOYE $ 1 000 000 EL.DSEASE POLICY LIMIT $ 11000,000 -T 1 11 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Atltlklonol Remarks Schedule, If more space Is require(l) RE: All landscape operations performed by or on behalf of the named insured. ************Proof of Insurance*+x+*x++++++ [a]d:iNy[N_\i:111Trem ST: i CANCFI I ATION ACORD 25 (2010105) INS025(2OlW5)01 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN All rights reserved. ACCORDANCE WITH THE POLICY PROVISIONS. **********+*****#***************#**++*+++ registered ************Proof Of Insurance***+*+*+**+ AUTHORIZED REPRESENTATIVE S Maurning, CISR/HRODE .. - ,—.• "- - - •_ _. ACORD 25 (2010105) INS025(2OlW5)01 e01988-2010 ACORDI CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD DATE ACOKO CERTIFICATE OF LIABILITY INSURANCE I6/14/2016 I 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 policy(les) 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 Landscape Contractors (Lic#0755906) Insurance Services, Inc. 1835 N. Fine Avenue Fresno CA 93727 INSURED Oakridge Landscape, Inc. 28064 Avenue Stanford #K CA 91355 CISR rnVFRAOFS rrPrnrir/TC NIIMRFR-16/17 Pka 6 Auto RFVISION NLIMPPR- (559)650-3558 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 HER IN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADoL. suart POLICY NUMBER POLICY EFF MMIODIYYYY) POLICY EXP (MMIDDIYYYYI LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,0001000 X COMMERCLAL GENERAL L'ABILIT" PREMI SES Eaoccurrence $ 500, 000 A CLAIMS -MADE OCCUR 18-00-06-41-0001 /15/2016 /15/2017 MED EXP (Any one person) $ 5,000 PERSONAL B ADV INJURY $ 1,000,000 lanket Contractual X $1,000 Pd Ded GENERAL AGGREGATE $ 21000,000 Liability GEN'L AGGREGATE LIMIT APPLIES PER PROOL CTS - COMP/OP AGG $ 21000,000 X POLICY F7 P C LOC $ AUTOMOBILE LIABILITY Eaz tle0 L LI 1 000 000 X BODIL INJURY (Per person) $ A ANY ALL OWNED SCHEDULED AUTOS AUTOS 618-00-06-41-0001 /15/2016 /15/2017 BODIL INJURY (Per accident) $ X PROP Per ec RTYDAMAGE pent $ HIRED AUTOS X NON -OWNED AUTOS Medical a ants $ 5,00 UMBRELLA LIAROCCUR EACH CCURRENCE $ AGGR GATE $ EXCR ESS LIA CIAIMS ADE DED RETENTION $ WORKERS COMPENSATION 5TATU- OTH- AND EMPLOYERS' LIABILITY YIN IT EY LIMITS I I ER ANY PROPRIETORIPAPTNEEYECUTIVE OI-HCERrMEMBER EXCLUDED9 EJ NIA E L EACHACCIDENT $ (Mandatory In NH) E. L. DISEASE EAEMPLOYE $ Ifyyes, describe under DACRIPTION OF OPERATIONS below EL DISEASE POLICY LIMIT $ Leased/Rented Equipment 18-00-06-41-0001 /15/2016 6/15/2016 Lima $60,000 Dea $500 DESCRIPTION OF OPERATIONS/ LOCATIONS I VEHICLES (Attach ACORD iDi, Additional Remarks Schedule, If more apace Is required) RE: All landscape operations performed by or on behalf of the named insured. ************Proof of Insurance************ r FRTIFIrATF uOl OFR rAurFl i AMPIN ACORD 25 (2010/05) © 1988-2010 ACORD CORPORATION. All rights reserved. INS025 (201005).ni The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. +++++++++++++#+++++++++++++++++++++++++++ ************Proof of Insurance*********++ AUTHORIZED REPRESENTATIVE S Manning, CISR/ARODE ACORD 25 (2010/05) © 1988-2010 ACORD CORPORATION. All rights reserved. INS025 (201005).ni The ACORD name and logo are registered marks of ACORD "Your eyes and ears onsite" Addendum # I LM D-16-17-20 ADDENDUM #1 For City of Santa Clarita Invitation to Bid LMD-16-17-20 ANNUAL CONTRACT FOR LANDSCAPE MAINTENANCE DISTRICT LMD ZONE 18 TOWN CENTER/TOURNEY March 9, 2017 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 March 8'", beginning at 2:00 PM. The meeting was located at City Hall, Century Room at 23920 Valencia Boulevard, Santa C/arita. Attending staff: Katie Knybel Project Development Coordinator (Project Manager), Wayne Smith, LMD Project Development Coordinator, Mary Alice Boxall, Labor Compliance Specialist, Joseph Oerum, Clerk & Contract Services Manager, Jennifer Killian, Buyer, and Heather Andrews, Buyer. The following vendors were in attendance: Marina Landscape — Efrain Lupercio Oakridge Landscape, Inc. — Andre Bouweraerts Park West — Joeelle Maliwanag and Mike Ayala Parkwood — David Stein Stay Green Inc. — Bronwyn Fasulkey Points Discussed: • LCP o Payroll o Field Interviews o Prevailing Wage As Per State Mandate o D/R Registration • The following areas from the Specifications were reviewed: o In lieu of a new map, a page listing changes to the areas has been placed at the end of this addendum o This is a Two year contract, plus three one year renewals o This is a multiple criteria bid 0 4.3 All extra work must have an approved proposal prior to starting 0 10 Schedule 0 11 Staff 0 21.1a Trash 0 21.1c Curb and Gutter Maintenance 0 21.4 Creekside Road Bump -out 0 21.4h Decorative Seat Walls 0 22 Water Management and Irrigation • The City uses WeatherTrak • Hydropoint has a website for review • There is an expectation of understanding of the system • Alerts must be addressed in a timely manor • Severe - Within 24 hours • All other within 5 days 0 22.04 Adjustment 0 27 Tree Wells • Spraying to keep weed free Contra is representative Oakridge Landscape, Inc. Company Name 03/27/2017 Date 2 Additional maintenance areas not on map for the bid: • Creekside Road & Auto Center Drive -Planted corner monuments • Entrance to McBean Transfer Station at McBean Parkway (near car wash) - Planted median