HomeMy WebLinkAbout2018-12-11 - AGENDA REPORTS - AWARD MAINT CONTR FOR LMD ZONES T20, T44, T48, T62 (2)Agenda Item: 7
DATE: December 11, 2018
SUBJECT: AWARD MAINTENANCE CONTRACT FOR LANDSCAPE
MAINTENANCE DISTRICT ZONES T20, T44, T48, T62, T67, AND
T71
DEPARTMENT: Neighborhood Services
PRESENTER: Kevin Tonoian
RECOMMENDED ACTION
City Council:
Award a two-year contract to Stay Green, Inc., to provide contractual landscape maintenance
services for Landscape Maintenance District (LMD) Zones T20 (El Dorado Village), T44
(Bouquet Canyon), T48 (Shadow Hills), T62 (Canyon Heights), T67 (Miramontes), and T71
(Haskell Canyon Ranch), for an annual amount of $283,500, and authorize an annual
contingency of $56,700 to address unforeseen maintenance and repairs, for a total two-year
amount not to exceed $680,400.
2. Authorize $12,235 in one-time base budget appropriations from LMD fund balance (Fund
357) for Fiscal Year (FY) 2018-19, and an increase of $20,975 in ongoing base budget
appropriations commencing in FY 2019-20, contingent upon the appropriation of funds by
the City Council during the annual budget in the amounts and to the expenditure account
codes as listed on Attachment A.
3. Authorize the City Manager or designee to execute up to three additional, one-year renewal
options beginning in year three, not to exceed the combined annual base contract and
contingency amount of $340,200, plus an adjustment consistent with the appropriate
Consumer Price Index, upon request of the contractor, and contingent upon the appropriation
of funds by the City Council in the annual budget for such fiscal year.
4. Authorize the City Manager or designee to execute all contracts and associated documents, or
modify the awards in the event impossibility of performance arise, and execute all documents
subject to City Attorney approval.
Page 1
BACKGROUND
The City of Santa Clarita (City) administers 59 financially independent zones within the LMD,
providing landscape maintenance services through contracts with private companies.
On July 23, 2018, Request for Proposal (RFP) number LMD-18-19-09, for the maintenance of
LMD Zones T20, T44, T48, T62, T67, and T71, was published and circulated via the City's
PlanetBids system. The RFP was transmitted to 552 vendors, including the Santa Clarita Valley
Chamber of Commerce and Valley Industrial Association, and downloaded by 24 companies.
To improve maintenance standards and enforce contractor accountability, this procurement
utilized weighted criteria to evaluate and score proposals. The evaluation process is intended to
reinforce performance expectations and ensure that vendors dedicate an adequate number of
employees to service the contract. The proposal also includes provisions to impose payment
reductions for poor performance and for failure of the contractor to meet their maintenance
schedule.
It is important to note this recommended award is not based on the lowest responsive cost
proposal. While the price for services constitutes ten percent of the City's weighted evaluation
criteria, the remaining evaluation criteria focuses on the composition and structure of the
contractor's crew, the strongest understanding of the performance specifications, and the overall
value provided.
The following categories comprised the weighted criteria used to evaluate proposals.
• Team Composition/Crew Member Structure
• Rotation Schedule
• Value Provided
• Acknowledgement and Understanding of Specifications
• Proposal Amount
• References & Certifications
The City received and opened five proposal submissions on August 22, 2018, with the results
identified below.
BID
COMPANY
LOCATION
POINTS
AWARDED
Proposal 1
(Recommended)
Stay Green, Inc.
Santa Clarita, CA
74.47
Proposal 2
Oakridge Landscape, Inc.
Santa Clarita, CA
72.20
Proposal 3
Venco Western, Inc.
Oxnard, CA
67.00
Proposal 4
Marina Landscape
Services, Inc.
Santa Clarita, CA
63.80
Proposal 5
BrightView, LLC
San Fernando, CA
62.80
Page 2
The process of scoring the bid submittals, utilizing the aforementioned criteria, resulted in Stay
Green, Inc. (Stay Green), achieving the highest overall score by the evaluation team. Stay
Green's bid excelled in the following areas:
Stay Green exhibited the strongest understanding of the RFP specifications and the City's
overall proactive maintenance expectations.
Stay Green provided appropriate scheduling of the reoccurring landscape maintenance,
while demonstrating the ability to handle as -needed service requests without deviating
from the rotation schedule.
• Stay Green identified the best balance of monthly labor compared to cost.
After completing a due diligence review of Stay Green's professional references, their work
history meets the City's standards and performance expectations. Based on the above, staff is
recommending the award of the contract to Stay Green.
Based on operational experience with these landscape maintenance zones, staff recommends
increasing the potential value of this contract by $56,700 to address unscheduled repairs, or as -
needed work, for a total annual contract not to exceed $283,500. It is important to note that
hourly costs for unscheduled services are capped through the proposal specifications and does
not represent any guarantee of compensation under the terms of the recommended contract.
By authorizing contract expenditure authority using this method, the City Council is taking
action to ensure it utilizes LMD revenues generated by property owners in the most cost-
effective manner. All as -needed work authorized under these contracts will continue to require
advance review and approval by the City's Landscape Maintenance Administrator.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
There is no impact to the General Fund. As part of this action, staff is requesting the City
Council authorize appropriations from the LMD fund balance (Fund 357) in the amounts and
expenditure account codes as listed on Attachment A.
ATTACHMENTS
Attachment A
Request For Proposal LMD-18-19-09 (available in the City Clerk's Reading File)
Stay Green LMD-18-19-09 Bid Response (available in the City Clerk's Reading File)
Page 3
Attachment A
Authorize $12,235 in one-time base budget appropriations from Fund 357 for FY 2018-19 as
follows:
• Zone T20
o $853 to expenditure account 12558-5161-010
o $171 to expenditure account 12558-5141.001
• Zone T44
o $784 to expenditure account 12559-5161-010
o $157 to expenditure account 12559-5141.001
• Zone T48
o $3,681 to expenditure account 12560-5161-010
o $736 to expenditure account 12560-5141.001
• Zone T62
o $1,721 to expenditure account 12561-5161-010
o $344 to expenditure account 12561-5141.001
• Zone T71
o $3157 to expenditure account 12561-5161-010
o $631 to expenditure account 12561-5141.001
Authorize an increase of $20,975 in ongoing base budget appropriations from Fund 357
commencing in FY 2019-20, contingent upon City Council adoption of the annual budget as
follows:
• Zone T20
o $1,463 to expenditure account 12558-5161-010
o $293 to expenditure account 12558-5141.001
• Zone T44
o $1,344 to expenditure account 12559-5161-010
o $269 to expenditure account 12559-5141.001
• Zone T48
o $6,310 to expenditure account 12560-5161-010
o $1,262 to expenditure account 12560-5141.001
• Zone T62
o $2,951 to expenditure account 12561-5161-010
o $590 to expenditure account 12561-5141.001
• Zone T71
o $5,411 to expenditure account 12561-5161-010
o $1,082 to expenditure account 12561-5141.001
NOTICE INVITING PROPOSALS
MAINTENANCE FOR LMD ZONES :
T-20,T-44,T-48,T-62,T-67,T-71,
Bid # LMD-18-19-09
The City is currently soliciting proposals for the LMD Zones T-20,T-44,T-48,T-62,T-67,T-71,T-72 Copperhill 22. These services
include, but are not limited to; mowing, trimming, edging, hand pruning, fertilization, application of pre-emergent
herbicides,weed control, minor tree raising, plant replacements, and cleanup/clearing of drainage systems. The areas are
expected to be maintained at a crisp, clean level of appearance at California Landscape Contractors Association (CLCA)
Industry Standards and all work performed in a professional manner using quality equipment and materials.
TABLE OF CONTENTS
PROPOSAL # LMD-17-18-41
Maintenance For LMD Zones T-20, T-44, T-48, T-62,
T-67, T-71, T-72 Copper Hill 22
Section………………………………………………………………………….…………………………………………………Page
Request for Proposals.............................................................................................................................1
Request for Proposals Invitation.............................................................................................................2
Instructions to Proposers........................................................................................................................3
Statement of Work and Format..............................................................................................................8
SEE ALSO
ATTACHMENT A1 - EXAMPLE OF TYPICAL MAINTENANCE PROGRAM
ATTACHMENT A2 - EXAMPLE OF TYPICAL MAINTENANCE PROGRAM
ATTACHMENT B1: FAITHFUL PERFORMANCE BOND
ATTACHMENT B2: LABOR AND MATERIALS BOND
ATTACHMENT C1 - INVENTORY LISTS ZONES T-20 thru T-72
ATTACHMENT D2A – MAP LMD ZONE T20
ATTACHMENT D2B-MAP LMD ZONE T44
ATTACHMENT D2C-MAP ZONE T48
ATTACHMENT D2D-MAP ZONE T62
ATTACHMENT D2E-MAP ZONE T67
ATTACHMENT D2F-MAP ZONE T71
ATTACHMENT D2G-MAP ZONE T72
HOLIDAY SCHEDULE
ATTACHMENT F – SAMPLE CONTRACT
SEE ALSO
EXHIBIT A: COST PROPOSAL
EXHIBIT B1: ADDITIONAL PRICING: FUTURE AREA PRICING (ZONE T69)
EXHIBIT B2: ADDITIONAL PRICING: HOURLY RATES
EXHIBIT B3: ADDITIONAL PRICING CONTINUED LABOR RATES
EXHIBIT C: VIOLATION RECORDS
EXHIBIT D: PROACTIVE APPROACH FORM
EXHIBIT E: DESIGNATION OF SUBCONTRACTORS
EXHIBIT F: REFERENCES
EXHIBIT G1: TEAM COMPOSITION
EXHIBIT G2: TEAM COMPOSITION
EXHIBIT G3: TEAM COMPOSITION
EXHIBIT H: EQUIPMENT REQUIREMENTS
EXHIBIT I: CERTIFICATIONS
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF PROPOSAL SPECIFICATIONS
EXHIBIT K: DOCUMENTS CHECKLIST
PROPOSAL # LMD-17-18-41
2
REQUEST FOR PROPOSALS
Proposal responses must be received electronically before 11:00 AM on May 28, 2018, by the
Purchasing Agent of the City of Santa Clarita. Electronic bids may be viewed at:
http://www.planetbids.com/portal/portal.cfm?CompanyID=16840#
PROPOSAL # LMD-17-18-41
Maintenance For LMD Zones
T20,T44,T48,T62,T67,T71,T72
Specifications for this proposal may be downloaded from the City’s Purchasing website at
http://www.santa-clarita.com/city-hall/departments/administrative-services/purchasing.
Please refer to specifications for complete details and proposal requirements.
A voluntary pre bid meeting will occur Thursday, May 17, 2018 at 9:00 AM. Attendees will meet
at: City Hall, 23920 Valencia Bl, Santa Clarita, CA 91355 - Council Chambers Conference Room,
Suite 105 on 9:00 AM.
This will be the one and only walk thru for this RFP.
The specifications in this notice shall be considered a part of any contract made pursuant
thereto.
Purchasing
(661) 255-4399
PROPOSAL # LMD-17-18-41
3
CITY OF SANTA CLARITA REQUEST
FOR PROPOSAL INVITATION
PROPOSAL # LMD-17-18-41
ELECTRONIC PROPOSALS ARE DUE BEFORE: 11:00 AM, Monday, May 28, 2018
The City of Santa Clarita invites electronic proposals for: Landscape
Maintenance For LMD Zones T-20,T-44,T-48,T-62,T-67,T-71,
1.Proposal responses must be uploaded to Planet Bids at:
http://www.planetbids.com/portal/portal.cfm?CompanyID=16840#
2.Prices shall be D.D.P. Destination or for the service rendered.
3.Proposer shall honor proposal prices for One Hundred Twenty (120) days or for the stated contract period,
whichever is longer.
4.Proposals must include this Proposal form and be signed by the contractor's authorized representative. This
signature acknowledges the proposer has read and understands the requirements contained on pages 1 to
44, Attachments A1 to F, Exhibits A-K.
5.The last day for questions will be 10:00 AM, Thursday, May 10, 2018. Questions should be submitted
electronically to:
http://www.planetbids.com/portal/portal.cfm?CompanyID=16840#
6.The contractor is responsible for the accuracy and completeness of any solicitation form not obtained
directly from the City.
PROPOSER TO READ
I have, read, understood, and agree to the terms and conditions on all pages of this proposal. The undersigned
agrees to furnish the commodity or service stipulated on this proposal as stated above.
Company:Address:
Name (Print): Signature:
Company Phone No.: Title of Person Signing Bid:
PROPOSAL # LMD-17-18-41
4
A.
PROPOSAL INSTRUCTIONS
1.Submitting Proposals. (a) The response must be submitted on this form and include the notice,
Request for Proposal Schedule, and all forms or information included in or required by Section B,
Specifications, (attachments accepted) (b) All documentation of unit pricing or other cost
breakdowns as outlined in this RFP must be submitted to support the total proposal price. (c)
Proposals/corrections received after the closing time will not be opened. The City will not be
responsible for proposals not properly marked and delivered. Upon award, all submissions
become a matter of public record.
2.Alternatives. Any changes or alternatives must be set forth in a letter attached to this proposal.
The City has the option of accepting or rejecting any alternative proposal.
3.Currency. All references to dollar amounts in this solicitation and in proposers’ response refer to
United States currency. Payment will be made in United States currency.
4.Preparation. All proposals must be typed or written in black ink except signatures. Errors may be
crossed out and corrected in ink, then initialed in ink by the person signing the proposal. In
compliance with Resolution 93-9, all proposals and attachments must be submitted double-sided
on recycled paper.
5.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 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. Proposers are strongly encouraged to offer products and services meeting these criteria
and point out those specific aspects or features in their proposal. In accordance with Public
Contract Code 22152 proposers 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.
6.Failure to Submit Proposal. Your name may be removed from the mailing list if the City receives
no response to this proposal.
7.Taxes, Charges and Extras. (a) Proposer 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 proposal.
8.Awards. The City may make an award based on partial items unless the proposal submitted is
marked "All or none." Proposer selection is based upon multiple award criteria as specified in
Section C, Statement of Work and Format. A list of responding vendors may 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
PROPOSAL # LMD-17-18-41
5
RFP with the agreement of the successful proposer(s) and the City of Santa Clarita. The lack of
exception to this clause in proposer's response will be considered agreement. However, the City
of Santa Clarita is not an agent of, partner to or representative of these outside agencies and is
not obligated or liable for any action or debts that may arise out of such independently negotiated
"piggy-back" procurements.
10.Default. In case of default by the proposer of any of the conditions of this proposal or contract
resultingfromthisproposal,theproposeragreesthattheCitymayprocurethearticlesorservices
from other sources and may deduct from the unpaid balance due the proposer, or collect against
the bond or surety, or may invoice the proposer 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.
11.Assignment. No assignment by the proposer 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.
12.Subcontractors. The Proposer 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.
13.Protection of Resident Workers. The City of Santa Clarita actively supports the Immigration and
Nationality Act (INA) which includes provisions addressing employment eligibility, employment
verification, and nondiscrimination. Under the INA, employers may hire only persons who may
legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to
work in the U.S. The employer must verify the identity and employment eligibility of anyone to be
hired, which includes completing the Employment Eligibility Verification Form (I-9). The proposer
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.
14.Termination.TheCitymayterminateanyserviceorrequirementcontract,withorwithoutcause,
either verbally or in writing anytime.
15.Indemnification. The proposer 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 proposer 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.
16.Bonds. No bonds are necessary for this Request For Proposal.
17.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
PROPOSAL # LMD-17-18-41
6
$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 proposer.
18.Payment. (a) Proposer 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.
19.On-Site Inspection. When deemed necessary by the City, an on-site inspection date and time will
be so designated. Proposer is responsible for inspecting and understanding the total scope of the
projects (i.e., specifications, quality, and quantity of work to be performed.)
20.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.
21.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 proposers 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 proposals 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 proposal.
22.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 specifications.
23.Proposal Rejection. The City reserves the right to reject any or all proposals and to waive any
informality in any proposal. The City may reject the proposal of any proposer who has previously
failed to perform properly, or complete on time, contracts of a similar nature, or to reject the
proposal of a proposer who is not in a position to perform such a contract satisfactorily. The City
may reject the proposal of any proposer who is in default of the payment of taxes, licenses or
other monies due to the City of Santa Clarita. The City reserves the right to reject any or all
proposals and to waive any informality in any proposal.
24.Addenda. The City will not accept responsibility for incomplete packages or missing addenda.
Addenda must also be acknowledged on PlanetBids. It is the proposer responsibility to contact
the project manager, for public projects, or Purchasing prior to submission of the quote to make
certain the package is complete and all required addenda are included. This information will also
be available from the City’s website if the quote was downloaded.
25.Price Reductions. If at any time during the life of this contract, the successful proposer reduces
his price or prices to others purchasing approximately the same quantities as contemplated by
PROPOSAL # LMD-17-18-41
7
this contract, the contract prices must be reduced accordingly, and the proposer/vendor will
immediately notify the Purchasing Agent, City of Santa Clarita.
26.Contract Pricing. Except as otherwise provided, price proposals 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 proposal. All costs will be included in the pricing provided to the City.
27.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 proposer in writing of any such non-allocation of funds at the
earliest possible date.
28.Safety. Proposer 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 proposal 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.Delivery. Unless otherwise specified, delivery shall be D.D.P., the City of Santa Clarita, site of user
division and contract delivery may begin no later than fifteen (15) calendar days from receipt of
order.
31.Invoices. Invoices will be forwarded to:
City of Santa Clarita
NS - 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.
PROPOSAL # LMD-17-18-41
8
32.Proposal Questions. Questions should be submitted electronically to:
http://www.planetbids.com/portal/portal.cfm?CompanyID=16840#
The last day for questions will be 10:00 AM, Thursday, May 10, 2018.
33.Renewal. Contracts entered into pursuant to this Request for Proposals may be renewed annually,
up to four 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.
The City of Santa Clarita’s “Terms and Conditions” is found on a separate attachment in PlanetBids.
PROPOSAL # LMD-17-18-41
9
B.
STATEMENT OF WORK AND FORMAT
PROPOSAL # LMD-17-18-41
Maintenance For LMD Zones T20,T44,T48,T62,T67,T71,
The City of Santa Clarita (City) administers 59 financially independent zones within the Landscape
Maintenance District (LMD), providing landscape maintenance services for the LMD operations through
contracts with private companies. Solicitations for proposals to support contract services are made
regularly and often allow an opportunity for multiple zones to take advantage of economies of scale.
The City is currently soliciting proposals for the LMD Zone T-68 West Creek and ZoneT-69 West Hills.
These services include, but are not limited to; mowing, trimming, edging, hand pruning, fertilization,
application of pre-emergent herbicides, weed control, minor tree raising, plant replacements, and
cleanup/clearing of drainage systems. The areas are expected to be maintained at a crisp, clean level of
appearance at California Landscape Contractors Association (CLCA) Industry Standards and all work
performed in a professional manner using quality equipment and materials.
The following general specifications apply to the areas of the City’s Landscape Maintenance District, Zone
T68 and Zone T69, as well as an option to add on areas in Zone T69 which are currently under the builder’s
maintenance oversight. This Contract shall run for two (2) years with the option for three (3) additional
one (1) year renewals.
TENTATIVE TIMELINE
EVENT DATE
Solicitation advertisement April 27, 2018
Last day for questions May 10, 2018
Return of proposals May 28, 2018
Evaluations of proposals May 29 - 5, 2018
Interviews (if necessary) June 6 - 8, 2018
Contract award July 10, 2018
PROPOSAL SUBMISSION
All proposals must be submitted according to specifications set forth in this section. Failure to adhere to
these specifications may be cause for rejection of proposal.
I.Signature. An authorized representative of the bidder should sign all proposals.
II.Due Date. All proposals must be received as noted in the “Instructions” section.
Late bids/proposals will not be accepted. Any correction or resubmission done by the proposer
will not extend the submittal due date.
PROPOSAL # LMD-17-18-41
10
III.Addenda. City may modify the proposal and/or issue supplementary information or guidelines
relating to the RFP during the proposal preparation period of 4/27/18 to 5/28/18. Proposers are cautioned
against relying on verbal information in the preparation of proposal responses. All official information and
guidance will be provided as part of this solicitation or written addenda published through PlanetBids.
IV.Rejection. A proposal may be deemed non-responsive and may be immediately rejected if:
-Itisreceivedatanytimeaftertheexactdateandtimesetforreceiptofproposalsand/or;
-It is not prepared in the format prescribed and/or;
-It is signed by an individual not authorized to represent the firm.
V.Disposition of Proposals. The City reserves the right to reject any or all proposals. All responses
become the property of the City. A copy of the proposal shall be retained for City files.
VI.Proposal Changes. Once submitted, proposals, including the composition of the contracting team,
cannot be altered without the prior written consent of the City. All proposals constitute an offer to the
City and may not be withdrawn for a period of one hundred and twenty (120) days after the last day to
accept proposals.
VII.Proposal Evaluation and Contractor Selection. An evaluation panel comprised of representatives
from the requesting department will evaluate all proposals to determine responsiveness to the RFP. The
panel will recommend the selection of the responsible Proposer whose proposal is most advantageous to
the City. Accordingly, the City may not necessarily make an award to the Proposer with the highest
technical ranking nor award to the Proposer with the lowest Price Proposal if doing so would not be in the
overall best interest of the City.
RESPONSE FILE:
A.Introduction
A general introduction and description of the proposal shall be provided. The format of the
introduction is at the discretion of the contractor.
B.Background
Provide insight to your company and its resources. Explain the company background and
philosophy and what qualifies this company to be a successful candidate for the City’s contract.
C.Scope of Work
Describe the work program. Identify how the objectives of the specifications will be performed.
Relate the business practices to the specific tasks required and explain the proposed method for
adhering to the landscape maintenance requirements. Include contractor’s approach to the areas
of pro-activeness, responsiveness, familiarity with common concerns of the LMD areas, problem
resolution, and any other areas that explain how the work will be performed and managed.
PROPOSAL # LMD-17-18-41
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D.Schedule
Describe the time schedule for each proposed task and area rotation. Provide staff descriptions
and quantity on daily, weekly, monthly, and seasonal timelines. Proposed work periods and
completion dates, as well as any anticipated meeting dates, should also be identified.
E.Personnel, Equipment, andFacilities
Describe the personnel qualifications, equipment to be provided, and numbers of both dedicated
to the areas for this contract. Explain/show the reasoning for the type, number and composition
of staff and equipment for this contract and how the cost of such provides adequate or superior
value to the contract.
F.Exhibits
These documents are required and can be referred to throughout the proposal documentation.
However, expansion on all aspects listed above is strongly encouraged.
D Exhibit C – Violation Records – must be completed
D Exhibit D – Proactive Approach Form – must be completed
D Exhibit E – Designation of Subcontractors –if none, write “n/a”; Do NOT leave blank
D Exhibit F – Reference Page
D Exhibit G1, G2, G3 – Team Composition – must be completed (use additional sheets if needed)
D Exhibit H – Equipment Requirement Acknowledgment
D Exhibit I –Certifications: Required certificates/licenses –
./Proof of Contractor’s License - license number will suffice
./Required certificates/qualifications (as identified in solicitation including, but not limited
to, License C27, CLIA certification, WeatherTrak training completion)
D Exhibit J – Acknowledgement & Acceptance of Specifications
COST FILE:
Costs
D Exhibit A – Cost Proposal - Pricing must be entered into line items section of PlanetBids
D Exhibit B1 & B2 & B3 – Additional Pricing
Exhibit A - Cost Proposal and Exhibit B1-B3 Additional Pricing, shall be submitted as your cost file. Please
fill out exhibit A completely and correctly in addition to entering costs into the line item tab on PlanetBids.
SELECTION CRITERIA:
The overall criteria is listed below. As proposals are considered by the City to be more equal in their
technical merit, the evaluated cost or price becomes more important so that when technical proposals
are evaluated as essentially equal, cost or price may be the deciding factor.
PROPOSAL # LMD-17-18-41
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Proposal Evaluation and Contractor Selection.
a)Team Composition: Contractor qualifications, staff qualifications, and number of staff provided
(includes but not limited to Section 1.04 & 1.13, Exhibit E, G1-G3)
b)Rotation Schedule: Use and mobilization of resources (includes but not limited to as described in
Section 1.04 & 10, & Attachment A1 & A2.)
c)Acknowledgement & Successful Understanding of Bid/RFP Specifications: Proposed method and
guidelines for adhering to the landscape maintenance requirements to include but not limited to:
Description and clarity of approach in the areas of pro-activeness, responsiveness, familiarity with
common concerns of the LMD areas and problem resolution. (includes but not limited to Exhibit
D & J)
d)Value: Cost in relation to manpower. What makes the contractor the best candidate to provide
the services requested. (includes but not limited to Exhibit D)
e)Cost of services provided (Exhibits A & B1-B3)
f)References (Included but not limited to Exhibits C & F & I)
During the selection process, the evaluation panel may wish to interview bidders with scores above a
natural break. Should an interview process take place the results of the interview will carry great weight
in the selection process. The City reserves the right to make a selection solely on the basis of the proposals
without further contact.
PROPOSAL # LMD-17-18-41
13
1.GENERAL REQUIREMENTS
1.1The City of Santa Clarita is soliciting sealed proposals from qualified landscape
maintenance companies for the all inclusive labor and equipment under the terms of this Request
for Proposal (RFP), to provide for the maintenance services of designated landscaped areas within
the boundaries of LMD Zone T-68 West Creek and Zone T-69 West Hills and may include other
nearby areas within 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 (LMD) 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. The manpower required to provide the expected level of services indicated in these
specifications shall be supplied at all times. In the event seasonal and/or unforeseen
circumstances warrant additional personnel to maintain said specifications, the contractor shall
provide additional resources at no additional cost.
1.2City 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.’
1.3Contractor shall under the terms of this agreement provide the labor, materials, and
equipment necessary for the provision of grounds, irrigation and landscape maintenance services.
The landscape areas include: irrigated and landscaped areas; fire protection slopes and natural
areas, shrubs, trees, ground cover and turf which may be irrigated by electrically controlled
automatic or manual systems.
All locations shall be maintained with nothing but the highest of industry standards at no less
than the frequencies provided in the proposal submission by Contractor.
1.4Contractor 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;
b.85% hand pruning and 15% mechanical;
PROPOSAL # LMD-17-18-41
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c.Fertilization;
d.Aeration
e.Verticutting
f.Over-seeding
g.Top dressing;
h.Irrigation; minor and major repairs, see sections 17.01g and 22.01 thru 22.09;
i.Hand watering (as necessary);
j.Bleeding of valves necessary during emergencies when automatic systems are not
functioning properly;
k.Pruning of shrubs and trees;
l.Trimming of turf, shrub areas, and ground cover;
m.Edging turf and keeping minimum 18” clearance from fence lines behind homes;
n.Disease control;
o.Pest control;
p.Tree maintenance; (first 12’ of trees and as agreed) structural pruning per ANSI Best
Management Practices;
q.Maintenance and repairs of irrigation systems;
r.Mulching (City provided mulch); will be disbursed by the contractor at their expense;
s.Manual weed abatement;
t.Chemical weed control;
u.Maintenance of fire protection/fuel modification areas;
v.Marking underground irrigation lines and other LMD equipment upon Dig Alert
notification and/or other requests;
w.Artificial turf maintenance;
x.Traffic control (per Watch Manual) while working in the public right of way, medians,
and parkways;
y.Litter pickup, doggie litter removal, trash bags removed and replaced from
receptacles (City provided dog waste bags and trash bags – when trash bags are not
provided they are reimbursable at cost +15%);
z.Dedicated full-time Irrigation Specialist, As-Needed Irrigation Assistant, Laborers and
Foreman as proposed and/or as required.
aa. Hardscape Maintenance (i.e.: sweeping or blowing down concrete, gum and litter
removal, and/or crack and/or gutter weed abatement);
Provided in Attachments A & B are examples of Maintenance Program Guides. They are to serve
as a guideline for propsal purposes only. The contractor shall submit within their proposal a “Team
Composition” and “Rotation Schedule” that will serve as the expected miminum monthly
requirements. The minimum is only acceptable once all field conditions reflect the expectations
of the specifications herein. The contractor is expected to supply sufficient resources at all times
to meet or exceed expectations.
1.5Contractor shall not work or perform any operations, particularly during periods of
inclement weather, which may cause unsafe working conditions or destroy/damage turf and
planted areas. The contractor may work on alternative tasks or locations within the zone as
approved by Special Disricts.
1.6Contractor recognizes that during the course of this Agreement other activities and
PROPOSAL # LMD-17-18-41
15
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.
l.Turf removal
At the discretion of LMD, the Landscape Maintenance Contractor may be required to modify or
curtail specific tasks and operations within their maintenance contract.
1.7When notified of a landscape or irrigation emergency during the hours and days of
maintenance service as identified in Section 10, the contractor shall respond by phone and/or text
message to the Landscape Maintenance District Monitor 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 text
to the Landscape Maintenance District Monitor 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.
1.8ContractorshallclearlyidentifyandequipeachvehicleusedwithintheCityofSantaClarita
with decals on the exterior right and left front door panels identifying the Contractor's name, and
phone number. Contractor shall require each employee to adhere to basic public works standards
of working attire. Uniforms (matching pants and shirts), proper shoes, safety vests and other gear
required by State Safety Regulations (OSHA) shall be properly exhibited. Shirts shall be buttoned
and worn at all times.
1.9Contractor 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 City will employ consulting Landscape Maintenance Monitors.
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.
1.10The 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
PROPOSAL # LMD-17-18-41
16
or larger. Vendor is to provide a minimum of three (3) references with a similar scope & type of
work within the proposal response.
1.11Contractor’s employees and/or representatives shall be thoroughly trained and
experienced in the computer based central operating systems of WeatherTrak and Calsense
irrigation control systems, and all other 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.
1.12Contractor shall provide cellular communication to each crew foreman and have the ability
to connect to City Monitors and Special Districts representatives.
1.13The contractor, and/or subcontractors, must possess the following licenses at time of
proposal submission; C-27 California Landscaping Contractor License. The contractor or
subcontractormust 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 Contractor must submit copies of the licenses, and
certificates or subcontractor information sheets, indicating licenses held at the time of proposal
submission.
1.14The 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.
1.15Contractor and employees are required to complete and pass, by start date of contract, a
SCRRA Third Party Construction and Utility Workers Safety Training Program if the LMD Zone up
for proposal includes a SCRRA right of way.
2.LANDSCAPED AREAS TO BE MAINTAINED
2.1The LMD areas to be maintained under the provisions of this Agreement are specifically
identified in Attachments C1 through D3 (Inventory Lists and Area Maps).
2.2Contractor must acknowledge personal inspection of the Zone’s irrigation system and
planted areas. Contractor must also evaluate the extent which the physical condition thereof will
affect the services to be provided. Contractor accepts the premises in their present physical
condition, and agrees to make no demands upon LMD for any improvements or alterations to
irrigation, and landscaped areas thereof. Contractor agrees to possessing the ability to maintain
LMD areas within the provision of this proposal, to the standards set forth herein, without
modification, improvement, or alteration.
2.3Estimated square footages are provided by LMD for all areas to be maintained on the
attached Attachments C1 & C2 (Inventory Lists). However, these estimates are for reference only
and it is the responsibility of Contractor to verify by inspection and observe the various areas’
characteristics.
PROPOSAL # LMD-17-18-41
17
3.CERTIFICATIONS/REPORTS/RECORDS
3.1Payroll 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.
3.2Maintenance 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.
3.3Certification 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.
3.4Company Financial Records: The contractor may be required to supply the City with their
financial records through a reputable independent auditor, such as Dunn & Bradstreet.
3.5Violation 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 proposal response from the awarded vendor that does not meet
these requirements may be considered a non-responsive proposal, and the City of Santa Clarita
will proceed to the next qualified bidder. Please supply this information on Exhibit C (Violation
Records).
4.ADDITIONAL WORK
4.1Special 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.
PROPOSAL # LMD-17-18-41
18
4.2Prior 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.
4.3When a condition exists wherein there is imminent danger of injury to the public or
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.
4.4All 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 and
specific zone(s) identified. All invoices for extra work and items must be submitted biweekly to
Special Districts.
5.CONTRACTOR'S LIABILITIES
5.1All damages resulting from Contractor's operation within the LMD areas shall be repaired
or replaced at Contractor's expense within 48 hours.
5.2All 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 or as agreed upon with Special Districts.
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 LMD staff.
5.3All 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 "Shrub 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
PROPOSAL # LMD-17-18-41
19
6.1Should 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.
6.2The 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.
7.OFFICE OF INQUIRIES AND COMPLAINTS
7.1Contractor 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 LMD 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 text communication.
7.2Whenever immediate action is required to prevent impending injury, death, or property
damage to the LMD 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.
7.3Contractor 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.
7.4All 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
PROPOSAL # LMD-17-18-41
20
owing to the Contractor from Special Districts.
8.SAFETY
8.1Contractor 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 otherhazards 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 LMD areas covered by this
Agreement and keep a log indicating date inspected and action taken.
8.2It shall be Contractor's responsibility to inspect, and identify, any condition(s) that renders
any portion of the LMD 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.
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.
8.3Under 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
9.1The hours of maintenance service shall occur Monday thru Friday between 7:00 a.m. to
5:00 p.m. Overtime rates will only apply to work performed outside these hours of maintenance
service or completed on a day specified in (Attachment E) “2018 Holiday Schedule”. A work
schedule shall be provided and approved in advance by Special Districts. No work will be
performed on City Legal Holidays (Attachment E) unless authorized by Special Districts
Administration in advance. Blowers, lawnmowers, chainsaws or other mechanical equipment with
a decibel level above 65 decibels may not be used before 7:00 a.m. within the City of Santa Clarita.
9.2Contractor shall provide on-site staffing to perform the required maintenance to meet
required California Industry Standards anytime between Monday through Friday. However, if the
PROPOSAL # LMD-17-18-41
21
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.
9.3Per 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
10.1Contractor shall submit a premises work schedule with the RFP submission. Said work
schedule shall be set on a monthly rotational basis, identifying and delineating the time frames
for the required functions by the day of the week and time of day. Work schedules shall be
reviewed and approved by LMD Staff following submittal. City, at its discretion, may impose
liquidated damages for each subsequent day the Contractor is delinquent in delivering said work
schedule to the Special Districts Office.
10.2Contractor shall submit revised schedules when actual performance differs substantially
from planned performance. The Contractor is provided the opportunity and procedure for
adjusting scheduling requirements. The Contractor has also been provided the opportunity and
procedure for adjusting schedules to meet special circumstances and inclement weather. Said
revisions shall be submitted to Special Districts for review and 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.
10.3Contractor shall notify Special Districts, in writing, at least one (1) week prior to the date
and time of all the following maintenance operations:
a.Fertilization;
b.Turf Aerification;
c.Turf Renovation/Verticutting;
b.Micro-Nutrients/Soil Amendments;
c.Spraying of Trees, Shrubs or Turf;
d.Aesthetic/Structural Tree and Shrub Pruning;
e.Preventative disease control;
f.Transplanting of small and medium sized plants;
PROPOSAL # LMD-17-18-41
22
g.Lane closures notification for median or parkway maintenance is required;
h.Fire protection of the natural slopes area maintenance. (Contractor at his cost shall
be responsibile for all inclusive weed abatement as specified in Section 20.)
i.Other Items as Determined by Special Districts
10.4Failure to complete the work as scheduled or as specified herein will result in the
following actions:
a.A sum of up to 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.
11.CONTRACTOR'S STAFF
11.1Contractor 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 proposal. 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.
11.2Special 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.
11.3LMD 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.
PROPOSAL # LMD-17-18-41
23
12.SIGNS/IMPROVEMENTS
12.1Contractor 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
13.1Special 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
14.1Contractor 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
15.1The 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.
15.2A 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 Data Sheets (MDS) 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.
15.3Chemicals 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.
PROPOSAL # LMD-17-18-41
24
15.4Records 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.
15.5All 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.
15.6All regulations and safety precautions listed in the "Pesticide Information and Safety
Manual" published by the University of California shall be adhered to.
15.7Chemicals 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
16.1Special 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
17.1Contractor 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 ½ 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 ½ inch and
2 ½ 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.
PROPOSAL # LMD-17-18-41
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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 valve 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
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.
e.Aerating: Aerate all turf areas two (2) times annually, once in the spring and once in
the fall prior to the over-seeding operations. Aerate all turf by using ½-inch tines,
removing 2-inch cores of soil with an aerator machine at not more than 6-inch spacing
once over. Special Districts is to be notified at least two (2) weeks prior to the exact
date of aerating.
f.Thatch Removal: Verticut all turf areas two (2) times annually, once in the spring and
once in the fall prior to the over-seeding operations. Equipment will consist of
standard renovating or vertical mowing types. Special Districts is to be notified at least
two (2) weeks prior to the exact date of renovation.
g.Irrigation: Irrigation, including hand watering and bleeding of valves during an
emergency situation as required to maintain adequate growth rate and appearance
and in accordance with a schedule most conducive to plant growth. Contractor to
provide Special Districts with a written winter and summer irrigation schedule in
accordance with the recommendations on Attachment A & Section 24 (Irrigation
Program) provided for this purpose. Special Districts shall have the ability to change
the irrigation schedule as the need develops. Adequate soil moisture will be
determined by programming the automatic sprinkler controllers as follows:
PROPOSAL # LMD-17-18-41
26
(1)Consideration must be given to the soil conditions, seasonal temperatures,
wind conditions, humidity, minimizing runoff, and the relationship of
conditions which affect day and night watering. 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
will be discontinued. No watering medians in windy conditions, to avoid
drift and wetting vehicles.
(2)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 7:00 p.m. and 6:00 a.m.).
(3)Contractor shall be responsible for monitoring all irrigation systems
within the jurisdiction of this Specification and execute corrective actions
for: coverage, adjustment, clogging of lines, and removal of obstacles,
including plant materials which obstruct the spray. All water supply
infrastructure, including the meter and backflow, shall be monitored for
proper function and flow. Any and all issues that may arise pertaining to
the water supply infrasture, regardless of responsibility for repairs, shall
be immediately reported by the contractor to City staff.
(4)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) within the LMD areas covered under this
Agreement.
(5)All controllers shall be adjusted as needed for optimum performance
considering the water requirements of each remote control valve
(sprinkler station). “Smart” or “weather based” controllers shall be
configured to water in the “optimized” or “automatic scheduling
engine” 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.
(6)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 all turf.
(7)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.
PROPOSAL # LMD-17-18-41
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(8)Contractor shall repair all leaking or defective valves immediately upon
occurrence, or within 24 hours following notification from Special
Districts of such a deficiency.
(9)Asoilprobeshallbeusedtoadepthof12inchestodeterminethewater
penetration by random testing of the root zones
(10)Contractor will provide their own irrigation receiver/transmitter for
control of the WeatherTrak or other controllers not listed in the event
they are unable to utilize the manufacturer’s mobile phone application.
The use this device is required during inspections to verify that irrigation
systems are functioning properly. The bleeding of valves and hand
watering are to be limited to emergency situations. (See also Section 24.)
h.Fertilization: Turf shall be fertilized with a turf type commercial fertilizer at a minimum
of four (4) times a year. (Attachment A.) All fertilizer used shall be granular. Fertilizer
type can be suggested by Contractor, determined by soil analysis or at the direction of
Special Districts. All turf areas fertilized shall be thoroughly irrigated immediately
following fertilization. Fertilizer applications must be approved by Special Districts
prior to application. The City of Santa Clarita will pay the contractors price for the
fertilizer plus no more than a 15% mark up. The contractor shall provide the labor to
apply the fertilizer.
i. Turf Reseeding: Contractor shall twice each year, once in the fall and once in the spring,
overseed all turf areas after verticutting (dethatching), aerification and overseed all
bare spots, as needed, throughout the remainder of the year to re-establish turf to an
acceptable quality. (Attachment A) Contractor shall reseed turf areas in the following
sequence; they will aerify, verticut, seed and top dress (evenly distributed over the
entire area at a uniform depth of ¼-inch). Special Districts may require the use of sod
when deemed necessary. Contractor shall be entitled to additional compensation,
(extra) for the cost of the sod only, provided that the loss of turf was not due to the
negligence ofContractor.
Over seeding shall be sown at a rate of 6 pounds per 1,000 square feet and reseeding
of bare areas shall be sown at a rate 8 pounds per 1,000 square feet. The seed used in
over seeding or new turf establishment shall be approved by LMD staff prior to
installation. Typically, Fescue and Fescue blends are required.
18.SHRUB AND GROUND COVER CARE
18.1Contractor 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
PROPOSAL # LMD-17-18-41
28
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 RFP. 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 treated when needed pursuant to Section 21.
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” layer 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 “addtitional work” as described in Section 4 of
this RFP 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 installation of the plants or trees.
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)
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 23 shall apply to
trees, shrubs, turf, and ground cover.
PROPOSAL # LMD-17-18-41
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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 85% 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.
j. Recycling: Recycling of plant debris by composting and/or maintaining a minimum 2-
inchlayerofmulchunderalltreesandaroundallshrubs/groundcover.Aminimum3-
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.
l. 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
19.1Contractor under the terms of this agreement shall perform the following
services:
a.Tree Maintenance
(1)All trees in the Zone, regardless of the overall stature, from the base up
to the first twelve (12) feet 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 walkways and
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.
PROPOSAL # LMD-17-18-41
30
(8)Stakes and ties will be placed so no chafing of bark occurs and shall be
checked frequently and retied to prevent girdling.
(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’ boundaries to
be kept weed free and mulched where applicable.
b.Fertilization:Applyfertilizerwithindriplineatleastonceperyear(duringthemonths
of March or April) to provide a healthy color in all plants. Fertilizer should, at the
direction of LMD, 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.
All newly planted trees installed by the Contractor are the responsibility of the
Contractor to maintain and guarantee healthy establishment for a period of one (1)
year. Any trees installed by others will be the responsibility of the Contractor when
special care or accommodations are required during the establishment period.
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 ½ to ¾ 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
PROPOSAL # LMD-17-18-41
31
“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
thestandardsestablishedbytheInternationalSocietyofArboriculture(ISA)andANSI
300 Best Management pruning practices.
i.Street Tree Wells: Contractor is responsible to keep all tree wells within LMD areas
weed-free and maintain tree well irrigation system in accordance with Section 24 of
these Specifications. Mulching of tree wells is required as needed and/or as directed
by Special Districts.
20.NATURAL, BRUSHED, MANUFACTURED, HYDROMULCHED SLOPE CARE
20.1Natural areas are open space areas that have minimal usage due to the sloping character
of the land and/or the rugged landscape materials that are native to the land. Contractor will
provide periodic maintenance, according to routine scheduling, consisting of trash or other debris
removal as directed by Special Districts.
20.2Contractor at his cost shall be responsible for all inclusive weed abatement, maintaining
the brushed slope areas throughout the year in accordance with the below-identified height of
weeds, dead wood removal in accordance with the 100’ distance from dwellings or structures
requirements pursuant to County fire code. Copy of current requirements can be found at
https://www.fire.lacounty.gov/.
20.3These slope areas are hillside areas and are designed to meet the Los Angeles County
Ordinances for fire retardation. These areas generally occur in sloping terrain with gradients
ranging 10 percent to 100 percent. Slopes are either manufactured or natural. The natural slopes
have been brushed to remove certain plant materials. Manufactured slopes have been
hydromulched or planted in accordance with applicable County Ordinances. Use of these areas
by the residents should be minimal.
20.4Contractor shall perform, under the terms of this agreement, the following services for
the maintenance of the natural slopes, which requires that the weeds and native brush be:
(1)Clipped to a height of 2 to 4 inches for a distance of at least 100 feet from a
dwelling or structure and all debris removed from the site.
(2)Dead wood from woody plants shall be trimmed when the area is brushed. Apply
water within the cleared zone only as needed during fire season to maintain
sufficient moisture content for sustenance of the plants and to inhibit
combustion. Remove all debris from this operation off the LMD property.
PROPOSAL # LMD-17-18-41
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Weeding shall commence immediately following the rainy season once the
growth of weeds has reached a maximum of 12 inches in height or
(3)When the County Fire Marshall has determined that a fire hazard condition exists.
The required weeding shall be completed as soon as possible following its
commencement and shall be completed throughout an LMD within a maximum
period of 30 days.
(4)Contractor shall be responsible for maintaining the brushed slope areas
throughout the year in accordance with the above-identified height of weeds,
dead wood removal and distance from dwellings or structures requirements. This
may require that certain areas will need additional brushing as directed by the
County Fire Marshall. If the Fire Marshall determines additional brushing is
necessary the contractor will be paid additional compensation at the rate
specified in the form of this RFP. Contractor at his expense shall remove weeds
to a distance of 30 feet measured from any sidewalk adjacent to a fire protection
area twice a year.
20.5Where reference is made to weeding, brushing, or clearing within 100 feet of a structure,
it is intended that the space between the structure and the private property line is the
responsibility of the owner of the property except where Special Districts has accepted an
easement to maintain a portion of the private lot. As an example, assume a private residential lot
has a depth of 100 feet, the rear or side of which abuts a fire protection slope. Assume that the
structure is set back 20 feet from the property line abutting this slope. The Contractor’s
responsibility is within the portion or balance of the 100 feet outside of the private property
boundary, or, in this case, 80 feet. However, Special Districts is responsible for those areas where
an easement has been accepted by Special Districts over a portion of a private lot. Consult with
Special Districts for any questions regarding these areas.
20.6The maintenance of the manufactured slopes requires that the planted slopes be weeded
on a regular basis throughout the year. Planted slopes which were not hydroseeded shall be kept
weed free at all times and the use of chemicals is permitted. Planted slopes that were
hydroseeded require weed removal by hand as the use of chemicals is not permitted. The removal
of weeds by hand shall be performed each month from March through November during the term
of the maintenance contract. Contractor shall program the irrigation system to deliver sufficient
moisture within the root zone of trees and shrubs to sustain growth. Contractor shall be
responsible for any damage to slope areas caused by excessive watering practices or to plant
material caused by lack of water. Plants and trees shall be fertilized in accordance with the
requirements of Sections 18 and 19 of these Specifications.
21.USE OF INTEGRATED PEST MANAGEMENT (I.P.M.)
21.1Materials (Biological insects) shall be at Contractor’s cost plus no more than 15%, as
necessary for integrated pest management (IPM) and contractor at his expense 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
PROPOSAL # LMD-17-18-41
33
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.
22.GENERAL CLEAN-UP
22.1Contractor 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
PROPOSAL # LMD-17-18-41
34
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.
b.Curb and Gutter Maintenance: Contractor is responsible for removal of weeds and
grass from curb and gutter expansion joints (up to 2’ from curb) at all times.
c.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.
d.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.
e.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.
f.Drainage Systems & Maintenance: The following services shall be provided by
Contractor at their expense per Contract Agreement except as otherwise provided
for:
(1)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
(2)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.
(3)All LMD area sub-surface drains (except storm drains), shall be periodically
flushed with water to avoid build-up of silt and debris. All inlets to sub-
PROPOSAL # LMD-17-18-41
35
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)
(4)If the sub-surface drainage backs up or is blocked due to lack of periodic
flushing of silt and debris as stated above, the contractor shall be responsible
at their cost for plumbing services to clear the drain.
(5)Disposal of green waste or other debris into catch basins, drains or Storm
Drains is prohibited. Such action could result in termination of maintenance
contract.
23.MAINTENANCE INSPECTIONS
23.1The 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 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 “Resident Service Center” at:
http://user.govoutreach.com/santaclarita/faq.php
23.2The 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 LMD Staff.
24.WATER MANAGEMENT AND IRRIGATION SYSTEM MAINTENANCE OR REPAIR
24.1All 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, all irrigation parts will be 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.
Failureto 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/BMPDesign-Install-Manage.3-18-14(2).pdf
a.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
PROPOSAL # LMD-17-18-41
36
(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
(14)Battery Operated Controllers/Valves
(15)Valve Boxes, Quick Coupler Boxes, Etc.
(16)Irrigation Controller Programming and Setup
b.Replacement Requirements: Replacements will be of original materials or substitutes
approved by Special Districts in writing prior to any installation.
c.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.
d.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.
e.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.
f.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 system
inspection for each district at minimum of twice a year.
24.2The contractor will be responsible to complete the following WeatherTrak training
through HydroPoint University. Proof of completion to be provided with proposal submission.
Additional trainings are available and participation is encouraged.
Level 1 – WeatherTrak Basic Systems Training
24.2Controllers:
a.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
PROPOSAL # LMD-17-18-41
37
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.
b.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.
c.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.
(1)Severe Alerts to be resolved within 24 hours.
(2)Major Alerts to be resolved within 5 working days
d.Contractor will provide their own irrigation remote (receiver and transmitter) for
control of the Rain Master, Calsense, LEIT (solar), WeatherTrak or other industry
standard 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 LMD 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.
e.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.
f.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.
g.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.).
PROPOSAL # LMD-17-18-41
38
h.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.
i.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).
j.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.
k.Contractor shall utilize “cycle & soak” in programming in order to eliminate excessive
run-off.
l.Scheduled operation other than 9:00 p.m. to 7:00 a.m. must be approved by The City
of Santa Clarita.
m.When available, copies of controller maps shall be kept in enclosures at all times.
n.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.
o.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.
p.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.
q.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.
r.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.
PROPOSAL # LMD-17-18-41
39
s.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
t.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.
u.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.
v.It is required that soil conditions be constantly monitored with a soil probe to insure
that over-saturation of the soil does not occur.
w.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.
24.4Operation of System:
a.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).
b.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.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.
d.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 LMD for review.
e.Contractor shall adjust and clean as necessary all sprinkler heads, valves and pressure
regulators to continue operation at maximum efficiency and performance.
PROPOSAL # LMD-17-18-41
40
f.All materials and workmanship will be in accordance with the City Plumbing
Ordinances if/when applicable.
g.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.
h.Contractor shall be responsible for trimming plant material and making necessary
adjustments to riser heights as growth rates indicate.
i.Contractor shall be responsible for hand-watering any pots not provided with an
irrigation system to maintain plants and promote optimum growth.
j.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.
k.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.
l.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.
m.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.
n.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
sprinkler heads as needed for proper coverage. Each system should be operated via
remote control and observed on a regular basis.
o.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.
p.Once a year, the contractor shall clean all controller cabinets and valve boxes, remove
intruding soil and replace gravel as needed.
PROPOSAL # LMD-17-18-41
41
q.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.
r.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.
s.Contractor shall notify the LMD office immediately should a backflow prevention
device malfunction occur.
t.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.
u.Contractor shall observeand note any deficiencies occurring from the original design
and review these findings with Special Districts, so necessary improvements can be
considered.
24.5Repairs:
a.All pop-up heads should be assembled on triple swing joints.
b.When irrigation heads, risers, nozzles, etc. break, they will be replaced with like for
like irrigation heads. Uniformity is of the utmost importance.
c.All remote control valves shall be Superior 950DW brass valves unless other(s) are
accepted by LMD staff.
d.Contractor shall repair all leaking or defective valves immediately upon occurrence,
or within 24 hours following notification from LMD of such a deficiency.
e.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.
f.Contractor shall submit itemized irrigation invoices for repairs, per LMD Zone on an
as needed basis.
g.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).
24.6Conservation: 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
PROPOSAL # LMD-17-18-41
42
will demonstrate contractor neglect and cost to replace said material will be at Contractor’s sole
expense.
The City of Santa Clarita may 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.
24.7The 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.
24.8Water Budgets: In order to ensure efficient and responsible water management with
regards to landscape irrigation, the City of Santa Clarita Special Districts office may require 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.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,
Castaic Lake Water Agency, or SCV Water, 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 water budgets 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.
25.MAINTENANCE AND REPAIR OF HARDSCAPE, SERVICE ROADS, AND DRAINAGE SYSTEMS
25.1 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
PROPOSAL # LMD-17-18-41
43
contractor may not use subcontractors not included with the proposal 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.
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 10.04 a.
26.GRAFFITIERADICATIONANDCONTROL
26.1Contractor 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:
http://www.santa-clarita.com/city-hall/departments/administrative-services/technology-
services/egraffiti
26.2The 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.
26.3All 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.
27.DECOMPOSED GRANITE
28.01 Contractor will be required to keep DG areas and pathways free of soil, litter, debris, and
weed free. Any areas in need of repair or fill should be reported and a proposal provided to bring
the area back to an acceptable condition.
28.FUTURE/ADDITIONAL MAINTENANCE AREAS
28.1 For the maintenance of future/additional maintenance areas that have been accepted by the
City, contractor to provide pricing consistent with the Cost Proposal Template (Exhibit A) and
Additional Pricing (Exhibits B1 & B2) in this document for similar landscape/terrain.
PROPOSAL # LMD-17-18-41
44
enInc.
Choice.
tiyf e hetwices
Proposal For
Maintenance of LMD Zones
T-209 T-44, T-489 T-629 T-679 & T-71
RFP No. # LMD 18-19-09
August 22, 2018
Stay Grccn Inc.
26415 Summit Circle, Santa Clarice„ CA 91350 • (800) 858-5508 • (661) 291-2800 - Fax® (661) -05-2089
www.staygreen.com - C-27, C-61 License #346620
To whom it may concern,
Thank you for the opportunity to bid on the landscape maintenance for the City of Santa
CIarita. Included in this proposal is information on Stay Green Inc.'s history of experienced
landscaping and our intent to offer our proposal. SGI agrees and understands the content of the
RFP in its entire.
Below is the contact information for this bid:
Name: Chris Angelo
Title: President/CEO
Email: Ch• gel L' 5 green coin
Phone: (661) 291-2800 ext. 110 Fax: (877) 317-8437
Address: 26415 Summit Circle, Santa Clarita, CA 91350
Name: Grant Clack
Title: Operations Manager
Email: Gclackp .qg + xreenocorn
Phone: (661) 291-2800 ext. 212 Fax: (877) 317-8437
Address: 26415 Summit Circle, Santa Clarita, CA 91350
Website: LNKstaygLcot
Stay Green Inc.
k6415 Summit Circle, Santa Clarita, CA 91350 .4 F
#3466 20
TABLE OF CONTENTS
Submittal
• Cover Letter
• City of Santa CIarita Proposal Content
➢ Request for Proposal Invitation
➢ Exhibit A: Cost Proposal
➢ Exhibit A 1 & A2: Team Composition and Plan
➢ Exhibit 131: Additional Pricing
➢ Exhibit 132: Additional Pricing
➢ Exhibit C: Violation Records
➢ Exhibit D: Proactive Approach Form
➢ Exhibit E: Designation of Subcontractors
➢ Exhibit F: References
➢ Exhibit G 1: Team
➢ Exhibit G2: Team Zone T-20
➢ Exhibit G3: Team Zone T-44
➢ Exhibit G4: Team Zone T-48
➢ Exhibit G5: Team Zone T-62
➢ Exhibit G6: Team Zone T-67
➢ Exhibit G7: Team Zone T-17
➢ Exhibit H: Equipment Requirements
➢ Exhibit I: Certifications
➢ Exhibit J: Acknowledge & Acceptance of Proposal Specifications
➢ Exhibit K: Documents Checklist
EXPERIENCE AND QUALIFICATIONS
• SGi - About Us
• SG Awards
Safety Requirements
• OSHA
Stay Green Inc®
264 15 Summit Circle, Santa Clarim, CA 91350 - (800) 858-5508 - (661) 291-2800 - Fax. '(661) 705.2089
www.sEaygreen.com - C-27, C.61 License #346620
CITY OF SANTA CLARITA
REQUEST FOR PROPOSAL INVITATION
PROPOSAL # LMD-18-19-09
ELECTRONIC PROPOSALS ARE DUE BEFORE: 11:00 AM, Wednesday, August 22, 2018
The City of Santa Clarita invites electronic proposals for:
Maintenance Of LIVID Zones T-20, T-44, T-48, T-62, T-67, & T71
1. Proposal responses must be uploaded to Planet Bids at:
http://www.Planetbids.com/portaI/r)orta1.cfm?CompanvlD=16840#
2. Prices shall be D.D.P. Destination or for the service rendered.
3. Proposer shall honor proposal prices for One Hundred Twenty (120) days or for the stated contract period,
whichever is longer.
4. Proposals must include this Proposal form and be signed by the contractor's authorized representative.
This signature acknowledges the proposer has read and understands the requirements contained on
pages 1 to 41 in additional items; attachments, exhibits, and maps.
5. The last day for questions will be 10:00 AM, Monday, August 13, 2018. Questions should be submitted
electronrcolly to:
http-//www. P la n et b ids.com/portai I/Porta I cfm?CompanvlD=16840#
6. The contractor is responsible for the accuracy and completeness of any solicitation form not obtained
directly from the City.
PROPOSER TO READ
I have, read, understood, and agree to the terms and conditions on all pages of this proposal. The undersigned
agrees to furnish the commodity or service stipulated on this proposal as stated above.
Company: Stay Green, Inc.
Name (Print):
Grant Clack
Company Phone No.: 661-291-2800
PROPOSAL # LMD-18-99-09
Address: 26415 Summit Circle, Santa Clarita, CA 91350
Signature:
Title of Person Signing Bid: Operations Manager
Stay GreenInc,
Far Professional
Exhibit Al & A2
TEAM COMPOSITION/ ROTATION WORK PLAN
We will be providing a total of 4 (four) dedicated team members and 1 (one)
Irrigator to support the scope of services. The crew will be in F250's with trailers
and equipment. The crews will be divided into city zone sections. The crews will be
responsible to move through the areas and will maintain it. If issues arise outside of
their sequence they will be directed to take care of that issue immediately. In the winter
months the crews will be doing selective pruning rather than hedge trimming. SGI will
have one (1) irrigation technician available. The irrigation will be inspected on a
monthly rotation. Should emergencies arise, then the irrigator will be directed to resolve
it.
All staff are trained to use all equipment and tools assigned to them. Stay Green
Inc. lives by best practices that are practiced daily. They are specially used to
train staff members on maintenance tasks (routine and non -routine). Other
examples of best practices are pruning techniques, training your staff, and safety.
Managers evaluate the job sites and walk with the crew leader to make a plan
daily.
Our assigned staff will report to the project 5 days a week M -F. The crews are
organized by their manager who provide direction, communication, training,
and assistance on a schedule, as well as, on as needed basis. The crew is setup to
perform the work as productive and efficiently as possible. The work will be
performed in a cyclical manner to allow for organized flow throughout the
project. Each section broken in the service area will be inspected and tasks
completed per the scope of work.
Stay Green's direct office line is available for assistance 5 days a week M -F 7:00
am - 5:00 pm at 800-858-5508. Our after-hours emergency line, (800-858-5508), is
available 24 hours a day. A customer service representative will be assigned to
this account to assist with work order requests. This partnership will expedite
the completion of issues and follow up communication.
SGI will adhere to the daily, weekly and monthly maintenance
program.
GreenStay Inc.
1
'6415 Summit CA 91350
T n i 4 r
*License#346620
G � III
i
Stay Green Inc.7he Natural ChoiceServices
Equipment
Example of equipment that will be used will be as follows:
2 -Ford F250 trucks with trailer
1 -Irrigation Trucks or Transit Vans
2-54" ride on mowers
2-36" stand on mowers
3-21" push mowers
4- Echo blowers
3- Stihl large trimmers
4- Stihl small trimmers
4- Echo weed eaters
4-16" Stihl chain saw
Each truck will be outfitted with the necessary smaII hand tools or equipment
Maintenance Services
Stay Green Inc. continues to lead in the professional landscape maintenance field
by following the same standard of work per contract. Stay Green Inc. will
maintain the landscape areas in accordance with the following maintenance
specifications:
Supervision: All included work shall be performed by persons directly employed
and supervised by SGI. SGI shall provide management and technical
supervision. SGI supervisor shall make at Ieast 12 general inspections per year.
Turf Maintenance
Mowing: Turf shall be mowed on a scheduled basis to maintain a neat
appearance and to promote healthy growth. Cool season turf shall be cut to at
least 2 1/2inches in height during warm seasons and reduced to 2 inches in height
year round. Warm season turf shall be cut to at least 1 1/2 inches in height year
round. Turf shall be cut at a uniform height. Turf shall be cut with sharp blades
at all times. Mowing patterns shall be changed weekly to avoid rutting of turf
areas. Care shall be exercised during the mowing operation to prevent damage to
trees and other obstacles in the lawn areas. No mowing shall be performed in
wet conditions.
Stay Green Inc.
26415 Summit Circle, Santa Clarita, CA 91350 - (800) 858-5508 - (661),291-2800 - : (6 61) 705-2089
www.staygreen.com• C-27, -61 License #346620
Stay
Be NWUMI Cbo iceFor
Edging: All turf edges adjacent to any hardscape and shrub/ groundcover areas
shall be trimmed as needed to maintain a neat appearance. A muIch buffer zone
of approximately 17 inches in diameter shall be maintained around all trees in
turf areas. Care shall be exercised with regard to the use of edgers and weed
eaters to prevent damage to trees, building surfaces, walls, headboards, Iight
fixtures, signage, etc.
Watering: Operation of the irrigation system shall be performed to obtain
uniform moisture throughout the root zone. A soil probe or moisture sensor shall
be used to determine moisture needs on an as needed basis. Repeat cycles shall
be programmed to maximize penetration and minimize runoff. Soil in turf areas
shall be allowed sufficient time to dry prior to mowing in order to minimize soil
compaction.
Groundcover and Shrub Maintenance
Edging and Trimming: Groundcover adjacent to walkways, curbs, paved areas,
shrubs, trees, and other miscellaneous object in groundcover areas shall be edged
as needed to maintain a neat, clean, well-defined edge. A 4 -inch to 6 -inch bare
area shall be maintained between groundcover and adjacent buildings.
Watering: Operation of the irrigation system shall be performed to obtain
uniform moisture throughout the root zone. A soil probe or moisture sensor shall
be used to determine moisture needs on an as needed basis. Repeat cycles shall
be programmed to maximize penetration and minimize runoff.
Weed Control: Weed control shall be maintained so that all groundcover areas
are reasonably weed free and no obvious weeds are left visible. Weeds shall be
controlled with suitable pre -and/or post -emergent herbicides, as well as with
selective and/or contact herbicides. Hand pulling and/or mechanical removal
may also be necessary.
Pruning: Pruning of shrubs shall be performed to attain maximum desired effect
or purpose while retaining as much of the natural characteristics or branching as
possible. Shrubs shall be pruned as required for safety, removal of broken or
diseased branches, general containment or appearance. Pruning at the correct
time of year is essential to maximize flowering potential. After flowering, remove
Stay Green Inc.
26415 Summit Circle, Santa Clarata, CA 91350 ® (800),858-5508 , (661 �, 291-2.800 ® Fax® (661) 705,,20$9
www.staygrccn.com , C-27, C-61 license #346620
Stav Greenlme-.
r
any spent blooms or flower stalks. The landscape, building design, as well as the
Owner's preferences dictates the type of pruning to be done. SGI practices are as
follow:
A. Natural Shape- The intent is to emphasize the natural form of the shrub.
Initially "pinch prune" to keep compact and develop structure. Ultimately
remove, as needed old stems to rejuvenate. Avoid shearing, which will eliminate
flowering wood and destroy character.
B. Natural Hedge- The intent is to develop a Ioose, informal appearing hedge.
C. Formal Hedge- It is the intent of these shrubs to have straight, crisp edges.
Weed Control: Weed control shall be maintained so that all shrub areas are
reasonably weed free and no obvious weeds are left visible. Weeds shall be
controIIed with suitable pre- and/or post -emergent herbicides, as well as with
selective and/or contact herbicides. Hand pulling and/or mechanical removal
may also be necessary.
Irrigation Management
Controllers: SGI is to adjust watering schedule equal to the percolation rate each
area is capable of receiving based on topography, soil type, plant material,
season, and/or climatic factors. SGI shall utilize repeat cycles on controller to
minimize excessive runoff and aid in water conservation. SGI will schedule
controller operation preferable at night and/or early morning to reduce possible
nuisance from sprinkler operation to pedestrians
or vehicles. SGI shall perform preventative maintenance as needed. If controller
map is not available, Owner shall provide SGI with a site plan and SGI shall
produce and provide Owner with a controller location map. Owner is
responsible for providing water and continuous 110 -volt power to controller.
Operation of System: All irrigation systems shall be observed during operation
cycle at least once per month to verify effectiveness of sprinkler operation. SGI
will adjust and clean as necessary all sprinkler heads, valves, and pressure
reducers to continue operation at maximum efficiency and performance.
Sprinkler heads in turf areas shall be kept clear of overgrowth, which may
obstruct maximum operation. Changes in operation of the system shall be done
with the advice and consent of the Owner.
Stay Green Inc.
26415 Summit circle. Santa Clarita, CAS 91350 0 (800,),858-5508 • ( 1) 291 00 a Fax. ('661) 705,2089
w ww.staygreen.corn a C-27'9 C,61 License #346620
f�vr Stay /
e Natural ,
For v"
Repairs: Accidental damage resulting from SDI's operation shall be repaired at
no charge. Needed repairs resulting from vandalism, accidents, animals, normal
wear and tear, Acts of God or other causes shall be reported to Owner and shall
be performed upon approval of a separate "Work Order" form. However, SGI
shall use good judgment to make such immediate repairs, at time and material
basis, as may be required to prevent unnecessary expense, water -waste and/or
prevent damage to the landscape. Malfunctions of any nature, which are deemed
to be the fault of the materials or workmanship still covered under original
installation guarantee, shall be reported immediately to Owner.
Pesticides
Procedures for Application of Pesticides: Pest populations shall be monitored by
SGI and recommendations for control shall be forwarded to Owner. Pesticides
used shall be of the Ieast toxic available which will be consistent with good pest
management and practices and results.in the event that a pesticide application is
approved, the Owner shall be notified per schedule of all chemical applications.
Owner will be notified of any deviations from this schedule. Pesticides shall be
applied at time, which limit the possibility of contamination from climatic and
other factors. Applicator shall monitor forecasted weather to limit potential
runoff of treated areas and possibility of contaminations. When water is required
to increase pesticide efficiency, it shall be applied only in quantities of which area
is capable of receiving without runoff. Care shall be taken in transferring and
mixing pesticides to prevent contaminating areas outside the target area.
Application methods shall be used which insure that materials are confined to
their targeted area. Disposal of pesticides shall be within guidelines established
in the California Food and Agriculture Code or any state or local governing
agencies. Chemical application records shall be kept on file by SGI and will be
made available to Owner if requested. SGI shall provide a list of pesticides and
chemicals used.
Safety
Rules and Procedures: Safety vests shall be worn at all times while working near
traffic areas. Safety cones shall be used while working in median or near traffic
areas. Safety cones shall always be set in front of and at the rear of SGI vehicles.
"Front" cone shall not be necessary when parked head -in parking stall. No
Stay c.
26415 Summit circle, Santa Clariea, CA 9I350 - (800) 8®5505 • ( 1) 291-2800 e . ,( 1) "705-2059
www.staysreen.com m C-27, C-61 License #346620
im
P `
i
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StayGreen
Ii
TheNatund Choice
For
ProfessionalLandscape Services
standing or riding in the back of trucks or trailers. Two main safety focuses for
our field employees are required uniform items, and proper vehicle procedures:
A. Proper safety protection shall be worn by workers at all times when operating
power equipment:
1. Safety glasses
2. Hearing protection
3. Safety vests
B. If a vehicle must be stopped in the traffic lane, all proper precautions must be
followed:
1. Cones set out at proper intervals
2. Flashing hazard Iights on vehicle
3. Care must be taken at all times so as not to impede the flow of traffic
SGI shall comply with all Safety, OSHA requirements, local and federal
requirements which are not listed within these specifications.
Storm Preparation Plan
October and November: All V ditches and drains will be kept clean and clear of
debris.
Stay Green Inc.
26415r y:
W
Stay GreenInc.,
For Professio a. La n dscape Ser vices
four seasons
Stay Green has developed a proven, holistic
approach to landscape care backed by 40 years of
experience. Our work follows the natural rhythm of
the seasons and yields visible and incomparable
results for our clients and their properties.
We focus our efforts on certain tasks, depending
on the time of the year.
• Prune shrubs and plants as needed
• Mulch planter beds to regulate soil temperature
• Apply pre -emergent weed control
• Trim trees to prevent wind damage
• Inspect and clean drainage systems
Spring
• Mow lawns to proper length to promote
strong roots
• Prune shrubs and plants to manage peak
growth
• Continue weed control efforts
• Inspect and repair irrigation systems
26145 Summit Circle, Santa Clarita, CA 91350
• Mulch planter beds to inhibit weeds
• Mow lawns weekly to reduce water usage
• Prune shrubs and plants as they continue
to grow
• Fertilize lawns, shrubs and trees
• Maintain irrigation systems during
hottest season
• Mulch planter beds to retain soil moisture
Fall
• Mow lawns to maintain healthy growth
• Reseed lawns with winter -growing turf
varieties
• Apply fertilizer to promote strong growth
of new seeds
• Replant flower beds with seasonal color
• Remove leaf debris created by shedding
trees
Exhibit C: VIOLATION RECORDS
RFP # LMD-18-19-09
Annual Maintenance Contract for Landscape Maintenance
Zones T-20, T044, T-48, T-62, T-67, & T-71
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 proposal submission at thistime.)
Available Upon Request
2) In the year of 2017, what was the longest stretch of days worked without an accident in the
landscape maintenance division?
One Reported accident on 03/01/2017
3) Please provide any sustained complaints made to your company within the past four (4) years to
Cal -OSHA.
N/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.
N/A
Exhibit D: PROACTIVE APPROACH FORM
RFP # LMD-18-19-09
Annual Maintenance Contract For Landscape Maintenance
Zones T-20, T-44, T-48, T-62, T-67, & T-71
Please explain what policies or procedures you and your company will provide to insure your team will
proactively identify deficiencies, suggest solutions, and execute resolution? What makes your company
the best for this service area and how does your company stand out from others?
Stay Green Inc. has over 45 years in the landscape industry in the Santa Clarita Valley. SGI has
experienced staff to efficiently and safely maintain this city zone to the high standards set forth by
the city. With a large local employee base, highly skilled and well trained staff, SGI strives to
maintain the highest standard of service in this industry. Our well trained employees and supervisors
constantly have their eyes on our maintained areas , this greatly reduces the possibilities of surprises
in the field. This also allows for quick turn around when requests are made, or in the event of an
_emergency. Our supervisors and field employees are regularly trained in the newest and safest ways of
SGI regualrly train all employees for prover and safe armlication of all chemicals in
accordance with the laws of the State of California and the Agricultural Department. Our irrigation
Technicians are given 6 weeeks of training per year on a wide range of irrigation subjects, ranging
from simple irrigation repair, to advanced hydraulic principles. They are also certified WeatherTrak
users, and are well trained in all aspects of use, programming and maintenance of both Prot
and Pro3 WeatherTrak controllers, that are currently used by the city. Our account managers hold
AR @ Trak Certs and are well versed in programing, alert monitoring, and on site field repairs
when needed. SGI takes pride in emphasizing safety and educating employees to promote from
within. SGI holds weekly safety meetings as well as a one week annual in depth training All _
employees are provided with phones so that lines of communication are open to report
any/all issues with Account Managers and Crew leaders. A daily decompression time with all
employees and supervisors is conducted to discuss what they did, and will be doing tomorrow.
The SGI family focus is in the beautician of landscaping and to provide great customer service.
A customer service representative is assigned to your account that will communcaite with your staff as
issues are resolved . We have a 24 hour emergency hot-line that will dispatch to a team member to
_ when needed after hours. Daily walks and inspections are done by the crew to assure that evertyhing
runs smoothly. Communication is key.
*Attach additional pages as necessary.
N/A,;,
Exhibit E: DESIGNATION OF SUBCONTRACTORS
RFP # LMD-18-I9-09
Annual Maintenance Contract For Landscape Maintenance
Zones T-20, T-44, T-48, T-62, T-67, & T-71
City of 5anta Clarita, California
Fill out this form completely and upload it with your proposal.
Subcontractor
Age of firm:"
Location and Place of Business
DBE STATUS:
Certifying A enc :
Dollar Value of Work
Annual Gross Receipts:
Bid Schedule Item Nos:
Description of Work
License No.
Exp. Date: / /
Phone( )
Subcontractor
DBE STATUS:
Dollar Value of Work
Age of firm:
Certifying A en :
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos:
Description of Work
License No.
Exp. Date: / /
T7o—nel( )
Subcontractor
DBE STATUS:
Dollar Value of Work
Age of firm:
Certifying Agency:
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.
Exhibit F: REFERENCES
RFP # LIVID- 18-19-09
Annual Maintenance Contract For Landscape Maintenance
Zones T-20, T-44, T-48, T-62, T-67, & T-71
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. If the instructions on this
form conflict with the references requested in the scope of work, the scope of work shall govern.
Complete this form out accordingly. Fill out this form completely and upload it with your proposal.
1. City of Burbank
Name and Address of Owner/ Agency
Bill Parrish 818-480-2666
Name and Telephone Number of Person Familiar with Project
$423, 000.00 Landscape Maintenance and Tree Trimming On - Going
Contract Amount Type of Work Date Completed
2. City of Downey
Name and Address of Owner/ Agency
Gio Amador 562-904-7192
Name and Telephone Number of Person Familiar with Project
$417,000.00 Citywide Landscape Maintenance On - Going
Contract Amount Type of Work Date Completed
3. City of Rancho Palos Verdes
Name and Address of Owner/ Agency
Sean Larvenz 310-544-5221
Name and Telephone Number of Person Familiar with Project
$1,050,000.00 Citywide Landscape Maintenance On - Going
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:
Broker: Lockton Insurance -725 S. Figueroa St. Los Angeles. CA 90017 (213) 689-0065
Surety: Nationwide Mutal Insurance Co. - PO Box 1820, La Mesa, CA 91944 (800) 822-3666
What s
are saying about us,,,,
It is my pleasure to provide this letter of recommendation for Stay
Green, Inc. for landscape maintenance services. Stay Green has been
working for the City of Burbank for more than four years, and has
proven itself to be extremely responsive and attentive to our needs.
Stay Green began working with the Burbank in 2012 at our municipal
landfill (including two large, closed and landscaped landfills). The
company has done a great job meeting and exceeding our
(and our landscape architect's) expectations. Stay Green proved to
be effective at working through the challenges of aging irrigation
systems, and has put together a tight schedule of irrigation inspections
to stay ahead of reactive repairs. At our hillside landfills, Stay Green
has been sensitive to working in an arca rich with wildlife and its habitat, and has worked to help transition disturbed areas back into
the surrounding landscape. In 2016, Stay Green began providing landscape maintenance services at our City -owned recycle center
and has done a great job there as well. In May 2015, Stay Green was the successful bidder for our citywide Iandscape maintenance
contract that includes our popular Downtown Burbank strcetscapc; major Civic Center building grounds;;
What our clients
are ',.b
It is with great pleasure, that I am writing this letter of
recommendation for Stay Green Inc. Stay Green has been a true asset
to the properties that I have under management in regards to their
service as an excellent landscape contractor. Their staff is extremely
professional on all levels of their industry. They strive to keep their
staff educated and properly trained on every aspect of their profession.
Their staff, arc very professional while they are servicing their
properties, The supervising staff insures that the on-site personnel
arc very knowledgeable on all aspects of their responsibilities and
obligations. They typically exceed on their work performance that
they must meet on a monthly and even daily basis. I have always
found everyone affiliated with Stay Green to have excellent work ethics. They arc very dedicated to insure that all aspects of the
communities that they service, arc being met to the standards that are expected. 1 have found them to be very diligent in meeting
deadlines and handle any and all emergencies quickly and professionally. Stay Greens strengths as a landscape professional is, their
positive business relationship they have with not only Management but with the clients that they serve. Their supervisors have
excellent public relation skills and a great ability to insure projects are on schedule at all times. I believe that you will find Stay Green
to be an excellent addition to your community, especially where professionalism and excellent work ethics arc concerned. With
that being said, I strongly feel Stay Green would be an excellent choice for a community to have as their Landscape Maintenance
Contractor.
Patricia Rosia, - Owner"President
Premiere Management Group, LLC
May, 2016
Lisa Levine - President
Ocean Front Board of Directors
May, 2016
Stay Green Inc,i,7be Natural Choice
For Prolissional pe Services
26145 Surnmit Circle, Santa Clarita, CA 91350 840 858-5508
Exhibit G1
RFP # LMD-18-19-09
Annual Maintenance Contract For Landscape Maintenance
Zone T-20, T-44, T-48, T-62, T-67, & T-71
Provide information on any and all applicable crewmembers. This includes the supervisors crew foreman,, certified
arborist (if applicable), chernkai applicator„ irrigation specialist, etc.
1) Name Grant Clack Job Title Operations Manager
licenses/Certificates QAL / QAC Irrigation Tech.
2) Name Jose Morales Job Title Account Manager
Ucenses/Certificates QAL / Irrigation Tech.
3) Name Jose Luis Job rdle Production Manager
Ucenses/Certificates irrigation Tech /Spray Certified Certified
4) Name Carlos Gonzalez Job Utle Irrigation Tech,
Licenses/Certificates Irrigation Tech Certified
5) Name Raul Alvarado Job title Crew Leader
Licenses/Certificates Spray Certified / Irrigation Tech Certified
6) Name Mario Jimenez Jobb- le Gardener
Ucensts/Certiifates Spray Tech Certified
7) Name Salvador Martinez Job Title Gardener
Spray Tech Certified
Licenses/Certificates
*Attach additional pages as necessary for additional personnel.
Exhibit G1 (Continued)
RFP # LMD-18-19-09
Annual Maintenance Contract For Landscape Maintenance
Zones T-20, T-44, T-48, T-62, T-67, & T-71
8) Name Enrique Pelayo Job Title Gardener
Licenses/Certificates Spray Tech Certified
9) Name Job Title
Licenses/Certificates
10) Name Job Title
Lice nses/Certificates
11) dame Job Title
Lice nses/Certificates
12) Nam
LGce nses/Certificates
Job Title
13) Name Job Title
Licenses/Certificates
14) Name Job Title
Licenses/Certificates
15) Name
Licenses/Certificates
Job Title
*Attach additional pages as necessary for additional personnel.
Exhibit G2:
RFP # LMD-1$-19-09
Annual Maintenance Contract For Landscape Maintenance
Zones 7-20
Supervisors
Crewmem ber Title OperatiQns Manager Qty- of weekly Hours 1
CrewmemberTitle Account Manager
Qty. of Weekly Hours 1
CrewmemberTrtle Production Manager
Qty. of Weekly Hours 2 _
Crew #1
CrewmemberTitle
Crew Leader
Qty. of Weekly Hours
10
CrewmemberTitle
CrewmemberTrtle
Gardener
Qty., of Weekly Hours
10
Qty. of Weekly Hours
Gardener
CrewmemberTitle
Qty„ of Weekly Hours
10
CrewmemberTitle
Gardener
Qty, of Weekly Hours
10
irrigatogator
CrewmemberTiHe
Qty, of Weekly Hours
2
Crew #2
Crewmem ber Title
Qty of Weekly Hours
CrewmemberTitle
Qty„ of Weekly Hours
CrewmemberTitle
Qty, of Weekly Hours
CrewmemberTitle
Qty,. of Weekly Hours
CrewmemberTEtle
Qty. of Weekly Hours
Specialty Positions
Crewmem ber Title qty.. of Weekly Hours
CrewmemberTitle Qty. of Weekly Hours
Specialty Positions
CrewmemberTitle Qty„ of Weekly Hours
Crewmember'l'ttle Qty. of Weekly Hours
*Attach additional pages as necessary for additional personnel.
Exhibit GI
RFP # LMD-18-19-09
Annual Maintenance Contract For Landscape Maintenance Zones T-44
Supervisors
Crewmember Title Qty. of Weekly Flours
Specialty Positions
Crewmember Title- Qty, of Weekly Hours
Crewmember Tiitl'e Qty,. of Weekly Hours
*Attach additional pages as necessary for additional personnel.
Operations Manager
CrewmemberTrtle
Qty., of Weekly Hours
1
CrewmemberTitle
Account Manager
Qty. of Weekly Hours
1
Crewmember Title-
Production Manager
qty,. of Weekly Hours
2
Crew #1
CrewmemberTitle
Crew Leader
Qty,. of Weekly Hours
7 5
Crewmember Title
Gardener
Qty. of Weekly Hours
7 5
CrewmemberTit!
Gardener
Qty. of Weekly Hours
7.5
Crewm em ber Titl e
Gardener
Qty„ of Weekly Hours
7.5
CrewmemberTede
Irrigator
Qty. of Weekly Hours
2
Crew #2
Crewmember Title
Qty, of Weekly Hours
Crewmember Title
Qty, of Weekly Hours
Crewm em ber Title
Qty„ of Weekly Hours
CrewmemberTitle
Qty_ of Weekly Hours
CrewmemberTitle
Qty„ of Weekly Hours
Specialty Positions
CrewmemberT"itle
Qty, of Weekly Hours
Crewmember Title Qty. of Weekly Flours
Specialty Positions
Crewmember Title- Qty, of Weekly Hours
Crewmember Tiitl'e Qty,. of Weekly Hours
*Attach additional pages as necessary for additional personnel.
Exhibit G4:
RFP # LMD-18-19-09
Annual Maintenance Contract For Landscape Maintenance Zones T-48
Supervisors
CrewmemberTMe
Operations Manager
Qty_ of Weekly Hours
1
CrewmemberTitle
Account Manager
qty.. of Weekly Hours
1
CrewmemberTitle
Production Manager
Qty, of Weekly Hours
2
Crew #1
Crewmemberrftle
Crew Leader
Qty, of weekly Hours
6
Crewmembeff-Itle
Gardener
qty, of weekly Hours
6
Crewmemberride
Gardener
Qty... of Weekly Hours
6
CrewmemberTitle
Gardener
Qty. of Weekly Hours
6
Crewmember7-e
Irrigator
Qty. of Weekly Hours
2
C rew #2
CrewmemberTitle
10try, of Weekly Hours
Crewmem ber T -Me
Qty- of Weekly Hours
CrewmemberTitle
Qty. of Weekly Hours
CrewmemberTitle
Qty, of Weekly Hours
CrewmemberTitle
Qty„ of Weekly Hours
Specialty Positions
CrewmemberTitle
Qty. of Weekly Hours
Crewmember Tide
Qty. of Weekly Hours
Specialty Positions
CrewmemberTitie
qty, of Weekly Hours
CrewmemberTitle
Qty. of Weekly Hours
*Attach additional pages as necessary for additional personnel.
Exhibit G5:
RFP # LMD-18-19-09
Annual Maintenance Contract For Landscape Maintenance Zones T-62
Supervisors
CrewmemberTtie
Operations Manager
Qty. of weekly Hours
1
Crewmember Title
Account Manager
qty, of Weekly Hours
1
CrewmemberT"itle
Production Manager
Qty., of Weekly Hours
Z
Crew #1
Crewmember Title
Crew Leader
qty, of Weekly Hours
3
Crewmember Title
Gardener
Qty.. of Weekly Hours
3
Crewmember title-
Gardener3
Qty. of Weekly Hours
Crewmember Title
Gardener
Qty. of Weekly Hours
3
Crewmember rdle
Irrogator
qty- of Weekly Hours
2
C rew #2
Crewmember Title
Qty_ of Weekly Hours
Crewmember Title
qty. of Weekly Hours
Crewmember Title
Qty„ of Weekly Hours
CrewmemberTitfe
Qty, of Weekly Hours
Crewmember Title
Qty, of Weekly Hours
Specialty Positions
Crewmem ber "title,
Qty. of weekly Hours
Crewmember Title My,. of Weekly Hours
Specialty Positions
Crewmember Trifle Qty., of Weekly Hours
Crewmember Titlt Qty„ of Weekly Hours
*Attach additional pages as necessary for additional personnel.
Exhibit G6:
RFP # LMD-18-19-09
Annual Maintenance Contract For Landscape Maintenance Zones T-67
Supervisors
Crewm em ber Titi e Operations Manager Qty- of Weekly Hours 1
er
CrewmemberTrtle Account Manager City. of Weekly Hours 1
Production Manager 2
Crewmember Title Qty_ of Weekly Hours
Crew #1
Crewmember Title
Crewleader
Qty, of Weekly Hours
US
CrewmemberTrtle
Gardener
Qty., of Weekly Hours
11.5
Crewmember Title
Gardener
Qty, of Weekly Hours
11.5
Crewmember True
Gardener
Qty„ of Weekly Hours
11.5
Crewmember Tithe
Irrigator
Qty, of Weekly Hours
3
C rew #2
CrewmemberTitie
Qty„ of Weekly Hours
CrewmemberTitie
Qty. of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
CrewmemberTitle
Qty, of Weekly Hours
Crewmem ber TKIe
Qty. of Weekly Hours
Specialty Positions
Crewmember Title
Qty_ of Weekly Hours
CrewmemberTit[e
Qty. of Weekly Hours
Specialty Positions
Crewmember Title
Qty. of Weekly Hours
CrewmemberTit}e
Qty. of Weekly Hours
*Attach additional pages as necessary for additional
personnel.
Exhibit G7:
RFP # LMD-18-19-09
Annual Maintenance Contract For Landscape Maintenance Zones T-71
Supervisors
CrewmemberTide Operations Manager qty„ of Weekly Hours 1
CrewmemberTide Account Manager qty,, of Weekly Hours 1
CrewmemberTitlle Production Manager qty,, of Weekly Hours 1
Crew #1
CrewmemberTitle Crew Leader Qty, of Weekly Hours 2
CrewmemberTrtle Gardener Qty, of Weekly Hours 2
Gardener
CrewmemberTitle Qty. of Weekly Hours 2
CrewmemberTitle Gardener 2
Qty.. of Weekly Hours
CrewmemberTide Irrigator
MY ,. of Weekly Hours—1
Crew #2
CrewmemberTitle
Qty.. of Weekly Hours
CrewmemberT-rde
Qty of Weekly Hours
CrewmemberTide
qty. of Weekly Hours
CrewmemberTitle
Qty,, of Weekly Hours
Crewmember Trtle
Qty„ of Weekly Hours
Specialty Positions
CrewmemberTitle
Qty, of Weekly Hours
CrewmemberTide
qty, of Weekly Hours
Spetialty Positions
CrewmemberTde
Qty„ of Weekly Hours
CrewmemberTitle
Qty, of Weekly Hours
*Attach additional pages as necessary for additional personnel.
EXHIBIT H: EQUIPMENT REQUIREMENTS
RFP # LMD-18-19-09
Annual Maintenance Contract For Landscape Maintenance
Zones T-20, T-44, T-48, T-62, T-67, & T-71
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 &Calsense
• 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
Please initial to verify acknowledgement ofequipment requirements - GC (initial)
EXHIBIT I: CERTIFICATIONS
RFP # LMD-I8-19-09
Annual Maintenance Contract For Landscape Maintenance
Zones T-20, T,T44, T-48, T-62, T-67, & T-71
Provide information on the cerMd arbortst, chemical applicator„ Irrigation specialist, crew
foreman, Including narne, certification and whether or subco or.
staff
1 Adam Hall - Certified Arborist License # WE - 9301A / GAL #122279 - STAFF
Grant Clack - Operations Manager QAL #126914 - STAFF
3 STAY GREEN Inc. -Pest Control License #30475
4) Jose Morales - Account Manager - OAL / Irrigation Tech - Staff
5) Jose Luis - Production Manager - Irrigation Tech / Spray Certified - Staff
6) Carlos Gonzalez - Irrigation Tech - Staff
7) Mario Jimenez - Gardener / Spray Certified - Staff
8) Salvador Martinez - Gardener/ Spray Certified - Staff
Raul Alvarado - Crew Leader Spray Certified / Irrigation Tech - Staff
910I Enrique Pelayo - Gardener / Spray Certified - Staff
DEPARTMENT OF PESTICIDE PEGULATION
dapi LICENSINGICERTIFICATION PROGRAIA
COAL
QUALIFIED APPLICATOR LICENSE
License #: 122279 EXPIRES: 12/31/2018
Categories: B issued 01/2512017
ADAM M HALL
23983 AVENIDA CRESCENTA
VALENCIA CA 91355
VIII{1I
TNs License must tte shv« trig any represeraat,v of the �'hreolor or Cxwryrq"sq„rRw7u�°r won rMuesl
Adam Hall
s,tn"s
WE -9301A
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DEPARTMENT OF PESTICIDE PEGULATION
dapi LICENSINGICERTIFICATION PROGRAIA
COAL
QUALIFIED APPLICATOR LICENSE
License #: 122279 EXPIRES: 12/31/2018
Categories: B issued 01/2512017
ADAM M HALL
23983 AVENIDA CRESCENTA
VALENCIA CA 91355
VIII{1I
TNs License must tte shv« trig any represeraat,v of the �'hreolor or Cxwryrq"sq„rRw7u�°r won rMuesl
ISA Certified Arborist®
30 Jura 2021
International Society of Arboriculture
Adam Hall
s,tn"s
WE -9301A
ISA Certified Arborist®
30 Jura 2021
International Society of Arboriculture
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HydroPoint
IV, 4 tp
totVif �mtwmme by cerWy that
Dave Colburn
Stay Green Inc
has susft]Hy completed
Basic WeatherTRAK System Introduction
Chris Spain en Co ey
Chief Executive o icer Training Manager
ISSved;: 1011712017
Expires 10/17/2018
tayGreenlnc.
STAFF QUALIFICATIONS
a F'i Certifications
Richard Angelo Executive Chairman/Founder Pest Control Advisor ABDE73173
Qualified Applicators License 98566
California Landscape Technician
Certified Water Auditor
Grant Clack
Operations Manager
Steve Seely
Operations Manager
Bronwyn Sorenson
Account Manager
Dave Colburn
Account Manager
Francisco Luna
Account Manager
Julio Matos Account Manager/Business Developer
Adam Hall Account Manager/Business Developer
Guillermo Aguilar Production Manager
Wesley Heck
Silvestre Quintana
Omar Perez
Luis Quintamlla
Spray Technician
Crew Leader
Crew Leader
Crew Leader
Qualified Applicators License
ISA Certified Arborist
ISA Certified Arborist
Qualified Applicators License
Qualified Applicators License
Irrigation Technician Certificate
Qualified Applicators License
ISA Certified Arborist
Qualified Applicators License
ESA Certified Arborist
ISA Certified Arborist
QAC
ISA Certified Tree Worker Climber Specialist
ISA Certified Tree Worker Climber Specialist
ISA Certified Tree Worker Climber Specialist
Certified Line Clearance Tree Trimmer
Jose Romero
Irrigation Technician
Irrigation Technician Certificate
Alejandro de Alba
Irrigation Technician
Irrigation Technician Certificate
Francisco Cortes
Irrigation Technician
Irrigation Technician Certificate
Leonardo Vera
Irrigation Technician
Irrigation Technician Certificate
Samuel Romero
Irrigation Technician
Irrigation Technician Certificate
Stay Green Inc, has 10 Aerial Rescue„ CPR and First Aid Certified "Tree Workers
WE- I1725A
91732
�� CERTIFICATE OF LIABILITY INSURANCE DATEIMMIDDNYM
9e�1/201s 1/29/2018
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(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
PRODUCER Lockton Insurance Brokers, LLC NAME:
725 S. Figueroa Street, 35th Fl, PHONE Fr�X
CA License #OF15767^+ Ha
E.MwL
Los Angeles CA 90017 ADDR05,
(213) 689-0065 INSURER 9 AFFORDING COVERAGE NAIC 9
INSURED Stay Green, Inc.
1362683 26415 Summit Cir,
Santa Clanta CA 91350
A:
B:
r.aUKGK U: t%LVI & y insurdrice t,ompmy 1 y 1 UU
INSURER D: Alaska National insurance Company 38733
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSUF
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBI
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIM!
TR TYPE OF INSURANCE INSD DL UB PpLICY NUMBER MOMMY EFF POLIO
A X COMMERCIAL GEN AL LIABILITY N N ACPGLD03008386691 9/1/2017 19/112018
CLAIMS -MADE I OCCUR
X Property Damage: $2K
GEN.L AGGREGATE LIMIT APPLIES PER:
POLICY IPRO I ...1
JECT i LOC
$ AUTOMOBILE LABILITY
X ANY AUTO
OWNED
AUTOS ONLY
HIRED
AUTOS ONLY
CUMBRELLA LIAB
CH
EXCESS LIAB
N I N I ACPBA3008386691
SCHEDULED
AUTOS
NON -OWNED
AUTOS ONLY
OCCUR I N I N I ACPCAA3008386691
WORKERS COMPENSATION
D AND EMPLOYERS'LLABILRY YIN Y I8BWS10779
ANY PROPRIETOWPARTNERIEXECUTNE
OFFICERMEMBEREXCLUDED7 N!A
ru...w..�... c. uu,
9d/2017 9d/2018
91112017 9A/2018
2/1/2018 2/112019
DESCRIPTION OF OPERATIONS I LOCATIONS! VEHICLES (ACORD 101, AddtBonal Remarks Schedule. may be attached N more space Is requii
Re: All landscape operations performed by or on behalf of the Named Insured.
13359440
Stay Green, Inc.
26415 Summit Circle
Santa Clarita CA 91350
REVISION NUMBER: XXXXXXX
ED NAMED ABOVE FOR THE POLICY PERIOD
DOCUMENT WITH RESPECT TO WHICH THIS
D HEREIN IS SUBJECT TO ALL THE TERMS,
LIMITS
EACH OCCURRENCE
3 1 000 .000
KENTIzO
PREMrSES_(Eao=rrencej-
$ 1.000,000
MED EXP IAny one Person y
S 100()G
PERSONAL 3ADV INJURY
S ]'000'000
GENERAL AGGREGATE
$ 21000.000
PRODUCTS - COMPIOP AGG
$ 2,000,000
5
Ea a �BDt SINGLE LIMIT
S 1,000,000
BODILY INJURY (pot Person)
$ j{j(j(Xj(XX
BODILY INJURY (Per accident) S XylxXXxx
77R�nDAMAGE
$ XXXXXXX
s xxxxXXX
EACH OCCURRENCE
S_5-10091999
AGGREGATE
$ 5'000A0
$XXXXXXX
X PER
ERH
E.L. EACH ACCIDENT
S 1,000,000
E.L. DISEASE - EA EMPLOYE
S 1,000,000
E.L. DISEASE -POLICY LIMIT
S 1,000,000
No
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS,
AUTHORIZED
w 15Bs zDT�FACORO CORPORATION. All rights reserved.
ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF PROPOSAL SPECIFICATIONS
RFP # LMD-18-19-09
Annual Maintenance Contract For Landscape Maintenance
Zones T20, T-44, T-48, T-62, T-67, & T-71
By providing the three (3) required signatures below, the Contractor acknowledges full understanding,
complete agreement to, and accepts in its entirety, all Proposal Specifications for the Annual
Maintenance Contract For Landscape Maintenance Zones T-68 (WEST CREEK) & T-69 (WEST HILLS). 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 Signature: Date:" -
*Estimator's
*Owner's Sigi
*All three signatures required
I
Exhibit K: DOCUMENTS CHECKLIST
RFP # LMD-18-19-09
Annual Maintenance Contract For Landscape Maintenance
Zones T-20, T-44, T-48, T-62, T-67, & T-71
In addition to the items requested for the proposal the following documents are required to be
completed and submitted by the proposer.
DO NOT send more information than is requested. DO send the REQUESTED information.
With RFP Proposal (All Bidders)
/ Request for Proposal Invitation page filled out
/ Any addendum published through PlanetBids — signed form and acknowledgement through
planet bids
./ Cost File - Exhibit A — Cost Proposal - Pricing must be entered into line items section of
PlanetBids and Exhibit 61 & B2 & B3 —Additional Pricing shall be submitted as the costfile.
/ Response File
D Exhibit C- Violation Records must be completed
D Exhibit D —Proactive Approach Form —must be completed
D Exhibit E —Designation of Subcontractors —if none, write "n/a"; Do NOT leave blank
D Exhibit F - References Page
D Exhibit G1, G2, G3, G4 - must be completed (use additional sheets if needed)
D Exhibit H -Equipment Requirement Acknowledgment
D Exhibit I Certifications: Required certificates/licenses —
1 proof of Contractor's License - license number will suffice
V///Required certificates/qualifications (as identified in solicitation including, but not limited
to: License C27 & WeotherTrak training completion)
D Exhibit J —Acknowledgement & Acceptance of Specifications
D Exhibit K —Documents Checklist
D Maintenance Schedule(s) - Daily, Weekly, Monthly, Semi -Annual,
Annual (see examples in Attachments Al & A2)
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1ror1'jesr° s1 r�pe5ervrca
30 -DAY JOB START-UP CHECKLIST
JOB NAME:
START DATE:
MONTHLY FEE:
DISTRICT:
BUSINESS DEVELOPMENTIESTIMATOR
DESCRIPTION
Create Job Start -Up Power Point (Estimator)
a. Site map provided by Client
BD:
AM:
PM:
CONTRACT#:
GATE CODE:
lete within 72 hours of approval)
COMPLETED
b. Job map from Google Earth w/property lines
Schedule Start Up Walk Thru to turnover 'obsites from Sales to Operations
Communicate with AM if clean up proposal is included, PHC/TC work?
Turn over gate codes & keys for the property
Complete Business Developer General Information Sheet
ACCOUNT MANAGER
PRIOR TO START DATE
Get Job on Routes and schedule Maintenance and Irrigation Tickets
AM/PM walk jobsite to inspect current condition and come up with plan
WEEK ONE
AMIPM attend first jobsite visit with crew to instruct them on priority items
I rriQation
a. Install valve wires in proper sequence (clockwise)
b. Install Rad Cables (Pig tails
c. Update irrigation inspection report: Current condition? Repairs?
d. Send irrigation report to Client with Work Orders for repairs/adjustments
e. Update irrigation map (IM) with the backflow and controller locations
Agrogate Soil Samples. One for each type (Lawns, Flower Beds and Slopes)
Before Pictures of the Jobsite (Date on Picture)
Recognize and notify Client of Safety Hazards
WEEK TWO
assistance):
a. Job sequencing (JS)
b. Property zones (PZ) for service rotation. Size specific.
c. Mow sequence (MS) with mower size and truck parking locations (if needed
d. Additional Maps (Job specific detail for any other specialty inclusive items)
Create 30 Day Plan to Identify, propose and fix maintenance deficiencies
WEEK THREE
Mulch Tree Wells
Propose Enhancement Proposals (Client Work Budoet)
30 DAY/WEEKS
Board Member Contact List and update in BOSS
OPERATIONS MANAGER
OM and AM 30 Day Follow Up Walk with Client
a. Present 30 Day Job Start Up Checklist to Client on walk
b. Discuss Enhancement Opportunities I Recommendations
D (INITIALS
COMPLETED JINITIALS
COM
COMPLETED
INITIALS
PLETED II
LETED J INITIALS
■ * � � it f..,
Our Mission
Stay Green Inc. is committed to being the leader in
providing professional landscape services resulting in
the highest level of client satisfaction.
Our Vision
Stay Green Inc. will be the leading provider of
complete professional landscape services and
our industry's employer of choice in Southern
California.
Our Environmental Commitment
Stay Green Inc. led the way in adopting environ-
mentally friendly landscaping practices within our
industry and we will maintain our role as a leader by
investigating and implementing new methods and
technologies for the collective benefit of our clients
and the communities in which we work.
Our Story
Operating from the garage of their home in the San
Fernando Valley, Richard and Charlene Angelo
launched Stay Green Inc. in 1970 with one truck, a
handful of residential customers, and a vision for
providing the best landscape services anywhere.
In those early days, Rich personally serviced each
account. His sense of professionalism guaranteed his
customers' satisfaction, and the business grew
quickly through referrals. Rich hired staff gradually
to meet the demand, ensuring that he could train
each new employee to do the work the Stay Green
way.
Today, that passion for quality and service infuses
everything we do for our clients. Headquartered in
Santa Clarita, our company has more than 200
employees working in three divisions Landscape
Maintenance, Plant Health Care, and Tree Care and
services clients throughout Southern California.
Stay Green Inc. is recognized as a leading provider of
high-quality landscape services to commercial,
industrial, retail, and select residential properties.
We have achieved a 95 percent customer retention
rate, and received our industry's most prestigious
awards.
We remain committed to continued growth,
as well as leadership within our field. We
consistently implement new technologies and
techniques to improve our efficiency and
effectiveness. And since we were among the
first to investigate and adopt environmentally
friendly landscaping practices, we continue to
inspire others to do the same.
A new generation is helping to lead the way
forward at our family -run company. Rich's son
Chris serves as Stay Green's chief executive
officer while Rich remains actively involved
with the company's day-to-day operations.
He can usually be found at a job site, or one
of our yards, talking with crew members and
instilling in them an appreciation for quality, the
importance of service, and the pride that comes
from doing a job the Stay Green way.
With a 48 year track record of client
partnerships, beautiful properties, and inspired
leadership, Stay Green Inc. is the natural choice
for professional landscape services.
26145 Summit Circle, Santa Clarita, CA 91350 :i is
4W,Stayg�S�
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For Professional r F j
Stay Green holds the following licenses and certifications:
• California Landscape Contractor's License #346620
• C-61 Specialty License
• D-49 Tree Services
• Pest Control Advisor #4181
• Pest Control Operator #75o85
• International Society of Arboriculture Certified Arborist #WC -4375
• California. Certified Water Auditor
Stay Green is a proud member of:
AFFUJAI'F; ME?MBFH
NATIONAL ARBdRtST
ASSOMTON
26145 Summit Circle, Santa Ctarita, CA 91350811 858-5508
Cd r
u
VMCE OF TREE LITRE
! ! l
A critical component of our service is the Job
Start -Up Checklist. As soon as we begin work
on your site, we will immediately complete the
checklist and share the results with you. A two-
phase effort, it will identify our immediate
priorities for your property, as well as longer
term areas of focus, and offer our suggestions for
enhancing your landscape.
In the first 3o days, we will:
• Analyze the existing soil conditions and create
a fertilization plan.
• Photograph the property, identify areas for
improvement, safety hazards, and obvious
deficiencies, and offer corrective suggestions.
• Conduct a comprehensive irrigation inspection
and recommend improvements to lower your
water usage and save money.
Within 90 days, we will:
Develop site maps showing irrigation controls,
backflow locations, areas of high visibility, and
other noteworthy site features.
Deliver a complete Plant Health Care Evaluation
that includes a written report and recommenda
tions for improvement.
Mulch tree wells and focal areas of landscape to
improve overall appearance.
30-DAYJCOSTAR-UPCHECKU3T
a~
8UMEM DEMOPMEM
xT-cab i'p ami s �,,,
F�
SRANCH VWM
r %M&W ft"V'T'W'.... . ...
Our Job Start -Up Checklist reviews in detail
each of the steps we will take during the first
three months on your site.
Yellow highlights identify items to be addressed
within 30 days, and red highlights call out those
items to be completed within 90 days.
26145 Summit Circle, Santa Clarita, CA 91350 * (800� 85&5508 * www.staygreen,colq
lI� y MITI
The Stay Green
We maintain an unrelenting commitment to
professionalism in every aspect of our company's
operation. You'll notice it whenever you work
with a member of our team, as we pride ourselves
on courtesy, responsiveness, and follow-through.
Less visible, but equally important, are our rigor-
ous training and safety programs. Improvement is
a never-ending process, and we're always looking
to grow our people and refine our processes. We
field a skilled and highly motivated work force,
many of whom have been with the company a
decade or more, ensuring consistent, professional
Safety
• Employees must always wear clean uniforms
and reflective safety vests.
• Eye and ear protection are required to be worn
when operating power equipment.
• Tree Care crew members wear proper
equipment while on the job site, including hard
hats, harnesses, boots, and gloves.
• Crews are trained to pause their work with
power equipment when pedestrians pass
through job sites.
• We conduct regular safety briefings to remind
employees of our standards and ensure they
comply with them.
• We park our trucks in the safest possible
location out of street traffic and mark them
with cones.
Training
• New employees undergo a thorough training
program in which we teach them proper
horticulture techniques and how to properly
and safely operate all power equipment.
• Ongoing training efforts for employees focus
on customer service, teamwork, operations,
horticulture, safety, and business development.
• Employee recognition program is tied to job • Tree Care crew members complete the
safety. International Society of Arboriculture
• Power equipment is regularly inspected, certification process.
cleaned, and maintained. • Employees regularly attended conferences
• We comply with all city, state, and federal and seminars to stay ahead of emerging
safety regulations. trends and issues in their specialty areas.
26145 Summit Circle, Santa Clarita, CA 91350(8 00) -5508 0 www.staygreen.com
kWN;t
l% �%,%
A Inc.I / /
F f
For ProfessionalLandscape
Quality You Can See
Stay Green employs a rigorous Quality
Inspection Program to ensure our work exceeds
your expectations.
Your property will be regularly evaluated by our
Account Manager and Crew Leader. They will
review and score the propert/s appearance and
the performance of the crew across seven
categories:
• Water Management
• Turf
• Trees
• Stakes &'hes
• Shrubs /Ground Cover
• Flowers/Color
• Safety
JO %uc
Joe QGALM N''SPECno
property ..
K
88 points or
more out of a possible loo. Anything1
failingless is a diate action to
bring the property up to standard.r� i� ��� � �� �d i�,✓a�� �r � � �a�aU/s� In /.,
First implemented more than 25 years ago, our
Quality Inspection Program is a proven success.
It leads to continuous improvement in our work,
and a difference in quality that our clients can see
for themselves.
We use the results from each inspection to
evaluate and recognize our crews. They compete
against each other to earn awards and incentives
given to the top performers at our quarterly
employee barbecues.
26145+ -,;
IStay Green University
.4 msfi ettrn.�"m Training Calendar
r*. r
R
Month
Class
Attendees
location
Frequency
irrigaton Tech. Training
IT
Corp. Office
Weekly, 3 months
act
Manager Irrigation Training
MGT
Corp. Office
ix/year
Pesticide Handling Training
Yard Locations
1x/year at each yard
Irrigation Tech. Training
Irrigators
Corp. Office
Weekly, 3 months
Mentoring Program
MGT, Admin
Corp. Office
lx/year
�°
Health Initiative
MGT, Admin
Corp. Office
ix/year
Target Training for CFU, QAL, QAC, Arborist
MGT, PHC
Corp. Office
Monthly, 6 months
Irrigation Tech. Training
Irrigators
Corp. Office
Weekly, 3 months
Harrassment Training
MGT
Corp. office
ix/year
tr
Job Sequencing
MGT, CL, IT, L
*
2x/year*
et`a
Target Training for CEU, QAL, QAC, Arborist
MGT, PHC
Corp. Office
Monthly, 6 months
How to Provide Exceptional Customer Svc
Admin
Corp, Office
lx/year
Training for Safety & Success
ALL
Penrose / Castaic / PV Yards
1x/year at 3 yard locations
Target Training for CEU, OAL, QAC, Arborist
MGT, PHC
Corp. Office
Monthly, 6 months
Ewing Irrigation Training
MGT, IT
Yard Locations
Corp. Office
BOSS Training
MGT, Admin
Corp. Office
2x/year
BOSS Mobile Training
MGT, CL
Yard Locations
2x/year at each yard
Target Training for CEU, QAL, QAC, Arborist
MGT, PHC
Corp, Office
Monthly, 6 months
Target Training for CEU, QAL, OAC, Arborist
MGT, PHC
Corp. Office
Monthly, 6 months
Aerial Rescue/EHAP
TC
Yard Location
ix/year
CPR
ALL
Corp. Office / Yard Locations
ix/year
P4V
BOSS Mobile Training
MGT, CL
Yard Locations
2x/year at each yard
�mF
Job Sequencing
MGT, CL, IT, L
*
2x/year*
c�
Next Level University
MGT, Admin
Out of State, Rotating
ix/year
0'0
BOSS Training
MGT, Admin
Corp. Office
2x/year
F0
Ewing Irrigation Training
MGT, IT
Yard Locations
Corp. Office
�P
e
AWARDS / RECOGNITIONS
Proiect Name: Award: Date Awarded:
Project Evergreen Green Care for Troops Volunteer 06/2018
CLCA San Fernando Chapter Awards First Place Winners: 06/2018
- Large HOA Maintenance
Estrella Vista HOA
- Public Works Maintenance
The City of Downey
- Public Works Maintenance
LMD Zone T-8 Valencia Summit
- Large HOA Maintenance
The Villages at Heritage Springs
Outstanding Achievements:
- Large HOA Maintenance
Ranch at Fair Oaks
- Small HOA Maintenance
Chantilly HOA
- Small Residential Maintenance
Reardon Residence
- Small Commercial/Industrial Design
Tapo Canyon
NALP Awards - Brock Villas Owners Assoc. 11/2017
-The Lakes at Thousand Oaks
-Sonoma Apartments
- CLCA Awards First Place Winners: 12/2017
-Public Works
The City of Downey
-Medium HOA Maintenance
Valencia Mayfair
Outstanding Achievements:
-Large Commercial Maintenance
The Americana at Brand
-Large HOA Maintenance
Vineyards at Palmdale
Stay Green Inc.
26415 Summit Circle, Santa Clarita, CA 91350 - (800) 858-5508 - (661 ,) 291228 - Fax: ( 1;) '705-2089
www.staygreen.com - C.27, C-61 License #346620
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NALP Awards of Excellence -The Lakes at Thousand Oaks 1212016
-Sonoma Apartments
-Brock Villas Owners Assoc.
CLCA Awards First Place Winners: 1212016
-Medium Commercial
The Commons of Calabasas
-Public Works Maintenance
The City of Burbank
Outstandine Achievements:
-Small Commercial Maintenance
Grace to You
-Medium Commercial Maintenance
The Lakes at Thousand Oaks
-Small HOA Maintenance
Camino Del Sol
-Small Commercial Maintenance
Alta Vista HOA
- Large HOA Maintenance
The Fair Oaks Ranch
Nationally Recognized
Stay Grcen Inc.
26415 Summit Circle, Santa Clarita, CA 91350 - (8 0) 858-5508 - $ 1 d 291-2800 - Fax: ( 1) "05-2089
www.staygreen.com ® G27, C-61 License #346620
OSHA Safety and Health Program
Stay Green Inc. complies with all OSHA safety and health procedures. Our Heat and
Illness Prevention Program is 99 pages, and available upon request.
Stay Green Inc.
26415 Summit Circle, Santa Clarkta, CA 91350 - (9 00) 95S.55 - (661) 291-2800 . F'a-: (661
%-w%.naygrccn.com - G27 C 61 License 9346620
STAY GREEN INC
SAFETY MANUAL
INJURY & ILLNESS PREVENTION PROGRAM
26415 Summit Circle
Santa Clarita, CA 91350
(800) 858-5508
STAY GREEN INC'S Safety Manual and IIPP
Table of Contents
Section 1.
Policy Statement on Safety.....................................................................2
Section 2:
Duties and Responsibilities for Safety...................................................3
Section 3:
Employee Safety Training......................................................................7
Section 4:
New Employee Safety Orientation.........................................................9
Section 5:
Safety Communication........................................................................
10
Section 6:
Enforcement of Safety Policies...........................................................
11
Section 7:
Hazard Identification and Evaluation .................................................
13
Section 8:
Hazard Correction...............................................................................
16
Section 9: Accident Investigation..........................................................................
17
Section 10:
Program Records................................................................................
20
Section 11:
Emergency Medical Services and First Aid .......................................
21
Section 12:
Hazard Communication Program.......................................................
24
Section 13:
Fall Protection....................................................................................
27
Section 14:
Electrical Safety & Lock -out / Tag -out Program ...............................
31
Section 15:
Fleet & Driving Safety.......................................................................
36
Section 16:
Trenching and Excavation..................................................................
43
Section 17:
Pesticide and Fertilizer Usage............................................................
47
Section 18:
Respiratory Protection........................................................................
49
Section 19:
Mandatory Information for Employees Using Respirators When Not Required..
60
Section 20:
Ergonomics.........................................................................................
61
Section 21:
Garden Tractors, Dump Trucks and Bulldozers ............................,....
62
Section 22:
Fire Prevention and Emergency Action Plan .....................................
65
Section 23:
Office Safety.....................................................................................
68
Section 24:
Code of Safe Practices........................................................................
72
Section 25:
Code of Safe Practices Receipt..........................................................
83
Section 26:
Hazard Communication Employee Training Handbook ....................
84
Section 27:
Garden Tractor Safety Rules..............................................................
86
Section 28:
Driving Safety Rules..........................................................................
87
Section 29:
Company Vehicle Policy Receipt.......................................................
90
Section 30:
Heat & Illness Prevention Program.......................................92
Effective 6/12/2016
STAY GREEN INUS Safety Manual and IIPP
Policy Statement on Safety
The safety and health of each STAY GREEN INC employee is of primary importance to us. As
a company, we are committed to maintaining a safe and healthful working environment.
Management will provide all necessary safeguards, programs, and equipment required to reduce
the potential for accidents and injuries.
To achieve this goal, we have developed and implemented a comprehensive Safety Manual and
Injury and Illness Prevention Program (IIPP) tailored for our needs as landscapers. This program
is designed to prevent workplace accidents, injuries, and illnesses that result from trimming,
mowing, cutting, fertilizer and weed killer application, fountain and pond construction and other
landscaping activities. A complete copy of the program is maintained at our office at 26415
Summit Circle, Santa Clarita, CA 91350. A copy is also maintained at each job site. You may
ask to review it at any time. A copy of relevant portions of the program that are applicable to
your specific landscaping assignment will also be provided to you. You may also contact Jorge
Donapetry at (800) 858-5508 x-104, if you have any questions or concerns.
It is the intent of STAY GREEN INC to comply with all laws relating to occupational safety and
health, including pesticide application, fall prevention, and machine guarding. To accomplish
this, we require the active participation and assistance of all employees. The policies and
procedures contained in the following manual are mandatory. You should also be constantly
aware of conditions in all work areas that can produce injuries or illness. No employee is
required to work at a job that he or she knows is not safe. Never hesitate to inform your foreman
or supervisor of any potentially hazardous situation or condition that is beyond your ability or
authority to correct immediately. No employee will be discriminated against for reporting safety
concerns to management.
It is the responsibility of each employee to support the company safety program and to perform in
a manner that assures his or her own personal safety and the safety of others, including
customers, visitors and other trades. To be successful in our endeavor, all employees on every
level must adopt proper attitudes towards injury and illness prevention. We must also cooperate
in all safety and health matters, not only between management and employees, but also between
each employee and his or her respective coworkers. Only through such an effort can any safety
program be successful. Our objective is a safety and health program that will reduce the total
number of injuries and illnesses to an absolute minimum. Our ultimate goal is zero accidents.
Rich Angelo
President / Owner
Effective 6/12/2016