HomeMy WebLinkAbout2019-01-08 - AGENDA REPORTS - AWARD SERVICE CONTR FOR LANDSCAPE MAINTENANCE FOR (2)Agenda Item: 5
DATE: January 8, 2019
SUBJECT: AWARD SERVICE CONTRACT FOR LANDSCAPE
MAINTENANCE FOR LMD ZONES 3, 5, 6, & T31
DEPARTMENT: Neighborhood Services
PRESENTER: Kevin Tonoian
RECOMMENDED ACTION
City Council:
1. Award a two-year contract to Stay Green, Inc., to provide landscape maintenance services for
Landscape Maintenance District Zone 3 (Sierra Heights), Zone 5 (Sunset Hills), Zone 6
(Canyon Crest), and Zone T31 (Shangri La) for an annual amount of $142,899, and authorize
an annual contingency of $28,580 to address unforeseen maintenance and repairs, for a total
two-year amount not to exceed $342,958.
2. Authorize an ongoing annual appropriation from LMD Fund Balance 357 in the following
amounts: $1,827 to expenditure account 12525-5161.010; $8,144 to expenditure account
12527-5161.010; $2,434 to expenditure account 12528-5161.010; and $8,771 to expenditure
account 12516-5161.010 for maintenance, monitoring, and irrigation costs associated with
award of this contract.
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 annual contract amount, inclusive of
contingency of $28,580, 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 58 financially independent zones within the
Landscape Maintenance District (LMD), providing landscape maintenance services through
contracts with private companies. Request for Proposal (RFP) number LMD-18-19-27 for the
maintenance of LMD Zone 3 (Sierra Heights), Zone 5 (Sunset Hills), Zone 6 (Canyon Crest),
and Zone T31 (Shangri La) was published and circulated via the City's PlanetBids system on
October 29, 2018.
To improve maintenance standards and enforce contractor accountability, this procurement
utilizes weighted criteria to evaluate and score proposals. The evaluation process is intended to
reinforce performance expectations and ensure vendors dedicate an adequate number of
employees to service the contract. The proposal also includes provisions to impose payment
reductions for poor performance should the contractor fail 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, seventy percent of the evaluation criteria focuses on the composition and structure of the
contractor's crew, their schedule to rotate through the maintenance areas, and the overall value
provided.
The following categories comprised the weighted criteria used to evaluate proposals:
• Value Provided (30%)
• Team Composition/Crew Member Structure (25%)
• Rotation Schedule (15%)
• Acknowledgement and Understanding of Specifications (15%)
• Proposal Amount (10%)
• References & Certifications (5%)
The RFP was sent to 529 vendors, including the Santa Clarita Valley Chamber of Commerce and
the Valley Industry Association. Nineteen companies downloaded the proposals, with five
proposal submissions received and opened on November 28, 2018. The results are identified
below:
BID
COMPANY
LOCATION
BID
POINTS
AMOUNT
AWARDED
Proposal 1
Stay Green, Inc.
Santa Clarita, CA
$142,899
83.9
(Recommended)
Proposal 2
American Heritage
Canoga Park, CA
$334,848
78.4
Landscape
Proposal 3
BrightView Landscape
San Fernando, CA
$183,410
77.3
Services, Inc.
Proposal 4
Oakridge Landscape
Santa Clarita, CA
$227,532
69.6
While Section 3.12.205 of the City's Municipal Code, Support of Santa Clarita Businesses,
provides a local vendor within 10 percent of the lowest bid with the opportunity to match the bid,
Page 2
these provisions do not apply to a multi -criteria procurement.
The process of scoring the bid submittals, utilizing the aforementioned criteria, resulted in Stay
Green, Inc. (Stay Green) achieving the highest overall score. In reviewing proposals, the
consensus of the evaluation team found Stay Green's proposal to be superior in the areas of
overall value in addition to the cost of services proposed.
Following a subsequent 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 award of contract to Stay Green, Inc.
Based on operational experience with these landscape maintenance zones, staff recommends
increasing the potential value of this contract by $28,580 to address unscheduled repairs or as -
needed work, for a total annual contract not to exceed $171,479. 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
1. Do not award contract to Stay Green, Inc.
2. Other action as determined by the City Council.
FISCAL IMPACT
There is no impact to the General Fund associated with this action. The award of this contract is
contingent upon the appropriation of additional monies from Fund 357 in the following amounts
to expenditure accounts 12525-5161.010 ($1,827); 12527-5161.010 ($8,144); 12528-5161.010
($2,434); and 12516-5161.010 ($8,771) for increased costs associated with landscape services.
ATTACHMENTS
Request For Proposal LMD-18-19-27 (available in the City Clerk's Reading File)
Staygreen LMD-18-19-27 Bid Response (available in the City Clerk's Reading File)
Page 3
NOTICE INVITING PROPOSALS
Maintenance Of LMD Zone 3,
Zone 5, Zone 6, And Zone T31
Bid # LMD-18-19-27
The City of Santa Clarita is seeking proposals from qualified vendors The City is currently soliciting proposals
for LMD Zone 3, Zone 5, Zone 6, & Zone T31. 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.
TABLE OF CONTENTS
PROPOSAL # LMD-18-19-27
Maintenance Of LMD Zone 3, Zone 5, Zone 6, And Zone T31
Section………………………………………………………………………….…………………………………………………Page
Notice Inviting RFP ............................................................................................................................ 1
Proposal Instructions ......................................................................................................................... 2
Scope of Work ................................................................................................................................... 6
Response Format and Selection Criteria ............................................................................................ 39
Contract Agreement (Sample Only) ................................................................................................... 41
CITY OF SANTA CLARITA
REQUEST FOR PROPOSALS
Maintenance Of LMD Zone 3, Zone 5, Zone 6, And Zone T31
PROPOSAL # LMD-18-19-27
Proposal responses must be received electronically before 11:00 AM on November 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#
Purchasing Contact:
(661) 255-4399
1. Solicitation documents for this proposal may be downloaded from the City’s Purchasing PlanetBids website at
http://www.planetbids.com/portal/portal.cfm?CompanyID=16840#. Please refer to the solicitation documents
for complete details and proposal requirements.
2. A pre proposal meeting will occur Thursday, November 8, 2018 at 10:00 AM. Interested parties may RVSP via
PlanetBids. Attendees will meet at: City Hall, 23920 Valencia Bl, Santa Clarita, CA 91355 - Council Chambers
Conference Room, Suite 105 on 10:00 AM.
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 Request for 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 46, attachments X to X, and exhibits X to X.
5. The last day for questions will be November 19, 2018, 10:00 AM. Questions should be submitted electronically
via PlanetBids: http://www.planetbids.com/portal/portal.cfm?CompanyID=16840#
6. The vendor is responsible for the accuracy and completeness of any solicitation form not obtained directly from
the City.
7. The specifications in this notice shall be considered a part of any contract made pursuant thereto.
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): Company Phone No.:
Signature:
Title of Person Signing Proposal:
PROPOSAL # LMD-18-19-27 1
A.
PROPOSAL INSTRUCTIONS
Maintenance Of LMD Zone 3, Zone 5, Zone 6, And Zone T31
PROPOSAL # LMD-18-19-27
1. ADDENDA. The City will not accept responsibility for incomplete packages or missing addenda. It is
the vendor’s responsibility to monitor PlanetBids for release of the addenda prior to submission of
the quote to make certain the package is complete and all required addenda are included. This
information will be available via PlanetBids. Vendors 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. Addenda, if issued by the Agency, will be
transmitted via PlanetBids. Addenda must be digitally acknowledged through PlanetBids in addition
to a printed and signed version submitted with the proposal. If addenda are not signed and submitted
with the proposal response, the proposal may be deemed non-responsive and rejected.
2. AWARDS.
2.1. The City reserves the right waive any informality in any proposal.
2.2. The City may make an award based on partial items unless the proposal submitted is marked “All
or none.” Where detailed specifications and/or standards are provided the City considers them
to be material and may accept or reject deviations. The list of proposals submitted will be posted
on PlanetBids, normally within 24 hours.
3. BONDS.
3.1. When deemed necessary by the City, proposal bonds shall be furnished by all vendors in the
amount of at least 10% of the total value of the proposal OR 10 % of the value of the 1st year of
service for service projects, to guarantee that proposers will enter into contract to furnish goods
or services at prices stated. The bonding company must be listed on Treasury Circular 570 and
licensed to operate in the state of California.
3.2. Likewise, a Performance Bond and/or Material and Labor bonds may be required of the
successful vendor when stated in the specification (cash deposit, certified or cashier's check or
money order may be substituted in lieu of either bond).
3.3. Original Bond or Cashier’s Check MUST be received AT CITY HALL, 23920 Valencia Blvd., Santa
Clarita, CA 91355, ATTENTION SUITE 120 and marked with the words “PROPOSAL BOND FOR”
and the proposal #, “NO LATER THAN the proposal due date and time, for the vendor to be
considered responsive.
PROPOSAL # LMD-18-19-27 2
4. BRAND NAMES, ALTERNATIVES, OR EQUIVALENTS.
4.1. The use of the name of a manufacturer, or any specific brand or make, in describing any item
contained in the solicitation document does not restrict vendors to the manufacturer or specific
article, this means is being used simply to indicate a quality and utility of the article desired; but
the goods on which bids/quotes/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 supersede any other specifications or requirements cited. 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.
4.2. If you plan on bidding/quoting/submitting a proposal with an alternative or equivalent product
please provide the cut sheet/spec sheet or detailed product description for the proposed
product via the PlanetBids Q&A section. For each product proposed documentation provided
must include a description reflecting the characteristics and level of quality that will satisfy the
salient physical, functional, or performance characteristics of “equal” products specified in the
solicitation. The proposal must also clearly identify the item by brand name (if any), and
make/model number. In addition, the proposal may include descriptive literature such as
illustrations, drawings, or a clear reference to previously furnished descriptive data or
information available to the City, and clearly describe any modifications the offeror plans to
make in a product to make it conform to the solicitation requirements. Staff will provide an
answer via PlanetBids if the proposed product will be considered.
4.3. Any alternatives or equivalent product proposals must be made prior to the last day for
questions. The City has the option of accepting or rejecting any alternative or equivalent
product. Exception is made on those items wherein identical supply has been determined a
necessity and the notation NO SUBSTITUTE has been used in the specification section.
5. COOPERATIVE BIDDING. Other public agencies may be extended the opportunity to purchase off this
solicitation with the agreement of the successful vendor(s) and the City of Santa Clarita. The lack of
exception to this clause in vendor's response will be considered agreement. However, the City of
Santa Clarita is not an agent of, partner to or representative of these outside agencies and is not
obligated or liable for any action or debts that may arise out of such independently negotiated "piggy-
back" procurements.
6. 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.
7. INVOICES. Invoices will be forwarded to:
City of Santa Clarita
NS - Special Districts
Attn: Melanie Theisgen
23920 Valencia Blvd. Ste. 295
Santa Clarita, CA 91355-2196
PROPOSAL # LMD-18-19-27 3
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.
8. LABOR COMPLIANCE PROGRAM. All Public Works projects are subject to the City’s Labor Compliance
Program. The Contractor shall further adhere to the requirements contained in the City of Santa
Clarita’s Labor Compliance Program, approved by the DIR for projects with a Solicitation
Advertisement Date of November 20, 2003 or later, and which will become part of the conformed
documents. All pertinent California statutes and regulations, including, but not limited to those
referred to in the City’s Labor Compliance Program, are incorporated herein by reference as though
set forth in their entirety. Additionally, the Contractor is responsible for obtaining a current edition
of all California statutes and regulations and adhering to the latest editions of such. Contractor shall
submit certified copy of all Certified Payroll Records (CPRs) with the progress payment on at least
monthly basis to the City.
9. PREPARATION. All proposals and required forms must be uploaded as laid out in the PlanetBids
General Attachments Section.
10. 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 vendor who has previously failed to perform
properly, or complete on time, contracts of a similar nature, or to reject the proposal of a vendor who
is not in a position to perform such a contract satisfactorily. The City may reject the proposal of any
vendor who is in default of the payment of taxes, licenses or other monies due to the City of Santa
Clarita.
11. RENEWAL AND PRICING ADJUSTMENT. Contracts entered into pursuant to this RFP 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.
12. STATE CONTRACTOR'S LICENSE. If requested and in accordance with the provisions of California
Public Contract Code Section 3300, the successful vendor shall submit proof of a State Contractor's
License, with proposal response. Failure to possess the specified license shall render the bid as non-
responsive and shall act as a bar to award the contract to any bidder not possessing said license at the
time of award. As provided for in Section 22300 of the California Public Contract Code, the Contractor
may substitute securities for monies withheld by the City to ensure performance under the contract.
PROPOSAL # LMD-18-19-27 4
13. STATE PREVAILING WAGE. This contract is subject to the State prevailing wage requirements of the
California Labor Code including Sections 1770, 1771.5, 1773, 1776 and 1777.5. Pursuant to Section
1773 of the Labor Code, the general prevailing wage rates in the county, or counties, in which the
work is to be done have been determined by the Director of the California Department of Industrial
Relations. These wages are set forth in the General Prevailing Wage Rates for this project, available
from the California Department of Industrial Relations’ Internet web site at
http://www.dir.ca.gov/dlsr/pwd. Future effective general prevailing wage rates which have been
predetermined and are on file with the California Department of Industrial Relations are referenced
but not printed in the general prevailing wage rates. A copy of the prevailing rate of per diem wages
shall be posted at the job site.
14. SUBCONTRACTORS. For all projects, the vendor must list any subcontractors that will be used, the
work to be performed by them, and total number of hours or percentage of time they will spend on
the project.
15. SUBMITTING PROPOSALS.
15.1. The response must be submitted on this form and include all forms provided or
information requested or required by the scope of work or specifications, (uploaded via
PlanetBids)
15.2. All documentation of unit pricing or other cost breakdowns as outlined in this proposal
must be submitted to support the total proposed price.
15.3. Proposals/corrections received after the closing time will not be accepted. The City will
not be responsible for proposals not properly or timely, uploaded. Upon award, all
submissions become a matter of public record.
16. TERMINATION. The City may terminate any purchase, service or contract with or without cause either
verbally or in writing at any time without penalty.
The City of Santa Clarita’s “Terms and Conditions” is found on a separate attachment in PlanetBids.
PROPOSAL # LMD-18-19-27 5
B.
SCOPE OF WORK
PROPOSAL # LMD-18-19-27
Maintenance Of LMD Zone 3, Zone 5, Zone 6, And Zone T31
BACKGROUND
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 LMD Zone 3 (Sierra Heights), Zone 5 (Sunset Hills), Zone 6
(Canyon Crest), & Zone T31 (Shangri La). 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
3 (Sierra Heights), Zone 5 (Sunset Hills), Zone 6 (Canyon Crest), & Zone T31 (Shangri La). 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 October 29, 2018
Last day for questions November 19, 2018
Return of proposals November 28, 2018
Evaluations of proposals November 29- December 7, 2018
Interviews (if necessary) December 10-13, 2018
Recommendation to awarding body January 8, 2019
Contract award February 1, 2019
PROPOSAL # LMD-18-19-27 6
1. GENERAL REQUIREMENTS
1.01 The 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 3 (Sierra Heights), Zone 5 (Sunset Hills), Zone 6 (Canyon Crest), & Zone
T31 (Shangri La) 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 in
maintenance of plant material, natural areas, hardscape, and irrigation systems. Maintenance of
landscape shall include, but not be limited to: mowing, trimming, edging, hand pruning,
fertilization, brush clearance, application of pre-emergent herbicides, weed control, minor tree
lifting, dead plant removal , 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.
1.02 City of Santa Clarita Landscape Maintenance District (LMD) administration staff,
consisting of the Landscape Maintenance Specialist, Project Development Coordinator, Landscape
Maintenance Administrator, Special Districts Manager or the Deputy City Manager or his qualified
representative, shall herein be described as ‘Special Districts.’
1.03 Contractor shall under the terms of this agreement provide the labor, materials, and
equipment necessary for the provision of grounds, irrigation and landscape maintenance services.
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.
1.04 Contractor must 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-18-19-27 7
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 (first 12’ of trees and as agreed);
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. Inspection, 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, crack and/or gutter weed abatement, and removal of weeds within 18” of a
fence or wall);
PROPOSAL # LMD-18-19-27 8
Provided in Attachments A1 & A2 are examples of Maintenance Program Guides. They are to serve
as a guideline for proposal purposes only. The contractor shall submit within their proposal a
“Team Composition” and “Rotation Schedule” that will serve as the expected minimum 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.
1.05 Contractor 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 Districts.
1.06 Contractor recognizes that during the course of this Agreement other activities and
operations may be conducted by alternative contracted parties. These activities may include, but
are not limited to:
a. Landscape refurbishment; tree, shrub, and ground cover installation;
b. Irrigation system refurbishment and/or repair;
c. Construction and/or storm related operations;
d. Emergency response operations;
e. Electrical repairs;
f. Tree Trimming / Tree planting / Tree counting;
g. Concrete removal and replacement, block wall and brick repairs;
h. Fence installation and repairs, wood, vinyl, and Crete Rail;
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.
1.07 When 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 for consequences for failure to comply.
PROPOSAL # LMD-18-19-27 9
1.08 Contractor shall clearly identify and equip each vehicle used within the City of Santa
Clarita 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.
1.09 Contractor and employees shall at all times dress in a company uniform that identifies
their employer and exhibit good customer service to City staff, City contracted staff, residents,
and the general public throughout the term of this contract. All communication will be
professional in manner between all parties. The 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.
1.10 The contractor is required to have a minimum of five (5) years’ experience in the
landscape maintenance field. The contractor is required to have experience with maintaining
areas of twenty (20) acres or larger and median/parkway maintenance a minimum of two (2)
linear miles or larger. Vendor is to provide a minimum of three (3) references with a similar scope
& type of work within the proposal response.
1.11 Contractor’s employees and/or representatives shall be thoroughly trained and
experienced in the computer based central operating systems of the WeatherTrak irrigation
control system, 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.
1.12 Contractor shall provide cellular communication to each crew foreman and have the
ability to connect to City Monitors and Special Districts representatives.
1.13 The contractor, and/or subcontractors, must possess the following licenses at time of
proposal submission; C-27 California Landscaping Contractor License. The contractor or
subcontractor must identify a staff member certified or licensed as a qualified applicator through
the California Department of Pesticide Regulation, (See also Section 3.03.) 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 an as-needed basis. See also Section 24.02 regarding
Irrigation Training Completion requirements. The Contractor must submit copies of the licenses,
and certificates or subcontractor information sheets, indicating licenses held at the time of
proposal submission.
1.14 The contractor will be required to obtain and pay for any permits that may be required
for the performance of any tasks under this contract with the exception of oak tree permits.
1.15 Contractor and employees are required to complete and pass, by start date of contract, a
SCRRA Third Party Construction and Utility Workers Safety Training Program if any of the included
LMD Zones include a SCRRA right of way.
PROPOSAL # LMD-18-19-27 10
2. LANDSCAPED AREAS TO BE MAINTAINED
2.01 The LMD areas to be maintained under the provisions of this Agreement are specifically
identified in Attachments C1-C4 & D1-D4 (Inventory Lists and Area Maps).
2.02 Contractor must acknowledge personal inspection of each 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.
2.03 Estimated square footages are provided by LMD for all areas to be maintained on the
attached Attachments C1-C4 (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.
3. CERTIFICATIONS/REPORTS/RECORDS
3.01 Payroll and Prevailing Wage Report: Contractor shall complete a Payroll and Prevailing
Wage Certification Report which shall be made available to LMD upon request. 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.
3.02 Maintenance Function Report: Contractor shall maintain and keep current a report that
records when all Periodic, Seasonal, and Additional Work maintenance functions performed by
Contractor's personnel were completed. Said report shall be in a form and content acceptable to
Special Districts and will be made available to Special Districts upon request. The monthly
payment may not be made if such report is requested and not made available or is in a form that
is unacceptable to Special Districts.
3.03 Certification of Specialty Type Maintenance: When applicable, Contractor shall include
with the monthly invoice those specialty type maintenance items completed. The following
information shall include but not be limited to:
a. Quantity and complete description of all commercial and organic fertilizer(s) used.
b. Quantity and label description of all grass seed used.
c. Quantity and complete description of all soil amendments used.
d. A valid licensed California Pest Control Advisor's recommendations and copies of
corresponding Agricultural Commissioners Pesticide Use Reports signed by a licensed
California Pest Control Operator for all chemical, disease and pest control work
performed. The report shall be accompanied by a listing of each material used,
quantity used, and the location of use, the date used, the applicators name and the
license number.
PROPOSAL # LMD-18-19-27 11
3.04 Company Financial Records: The contractor may be required to supply the City with their
financial records through a reputable independent auditor, such as Dunn & Bradstreet.
3.05 Violation Records: The awarded contractor shall not have two (2) or more Cal-OSHA
sustained complaints or four (4) or more California State Contractor Board sustained complaints
within the past four (4) years. A 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
4.01 Special Districts may arrange for additional Contractor personnel to cover additional work
needed due to extraordinary incidents such as vandalism, Acts of Nature or third party negligence
for which Contractor will be compensated. Regularly occurring “bad weather” is not considered
an Act of Nature for the purposes of this contract.
4.02 Prior to performing any extra work, Contractor shall prepare and submit a written
description of the work with an estimate including the hours and skill level of labor and a list of
materials. This written description and estimate (or proposal) shall be provided within 72 hours
of request. No work shall commence without the written authorization from Special Districts.
Costs for additional work shall not exceed the labor rates identified on the Additional Pricing Sheet
#1. For material it shall be Contractor’s cost plus no more than 15%. The contractor will maintain
and submit copies of invoices to demonstrate the contractors cost.
4.03 When a condition exists wherein there is imminent danger of injury to the public or
damage to property, Special Districts may verbally authorize the work to be performed upon
receiving a verbal estimate from Contractor. However, within 24 hours after receiving such verbal
authorization, Contractor shall submit a proposal to be approved by Special Districts.
4.04 All extra work shall commence on the specified date established, and Contractor shall
proceed diligently to complete said work within the time allotted. All invoices submitted by
Contractor for extra work shall include a detailed itemization of labor and/or materials and
specific zone(s) identified. All invoices for extra work and items must be submitted biweekly to
Special Districts.
5. CONTRACTOR'S LIABILITIES
5.01 All damages resulting from Contractor's operation within the LMD areas shall be repaired
or replaced at Contractor's expense within 48 hours.
5.02 All such repairs or replacements shall be completed within the following time limits.
a. Irrigation damage shall be repaired or replaced prior to the next regularly scheduled
watering event 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.
PROPOSAL # LMD-18-19-27 12
c. All concrete walkway, block walls, light poles, or any appurtenances, shall be repaired
within a reasonable timeframe agreed upon by LMD staff.
5.03 All repairs or replacements shall be completed in accordance with the following
maintenance practices.
a. Trees Minor damage such as bark lost from impact of mowing equipment shall
be remedied by a qualified tree surgeon or arborist. If damage results in loss of a
tree, the damaged tree shall be removed and replaced at Contractor’s expense to
comply with the specific instructions of Special Districts.
b. Shrubs Minor damage may be corrected by appropriate pruning as required in
Section 18, "Shrub and Ground Cover Care," of the Specifications. Major damage shall
be corrected by removal of the damaged shrub and replacement to comply with the
provisions in Section 18 "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
6.01 Should any misunderstanding arise, Special Districts will interpret this Agreement. If the
Contractor disagrees with the interpretation of Special Districts, Contractor shall continue with
the work in accordance with Special District’s interpretation. Within 30 days after receipt of the
interpretation, Contractor may file a written request for a hearing before a Disputes Review Panel
as provided hereinafter. The written request shall outline in detail the area of dispute.
6.02 The Disputes Review Panel will be appointed by Special Districts and will be composed of
not less than three (3) Qualified personnel or representatives having experience in the
administration of grounds maintenance contracts. The panel will convene within one (1) week of
appointment in order to hear all matters related to the dispute. The hearing will be informal and
formal rules of evidence will not apply. The Panel will submit its recommendation to Special
Districts for consideration, within one (1) week following the conclusion of the hearing. Special
Districts shall render an interpretation based upon review of the Panel's recommendation. Special
Districts’ decision shall be final.
7. OFFICE OF INQUIRIES AND COMPLAINTS
7.01 Contractor shall at all times, have some responsible person(s) employed by the Contractor
to take the necessary action regarding all inquiries and complaints that may be received from the
Homeowners Associations, property owners, and tenants within said 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
PROPOSAL # LMD-18-19-27 13
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.
7.02 Whenever 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.
7.03 Contractor shall maintain a written log of all complaints, the date and time thereof, and
the action taken pursuant thereto or the reason for non-action. The log of complaints shall be
available for inspection by Special Districts at all reasonable times.
7.04 All complaints shall be addressed as soon as possible after notification; but in all cases
within 24 hours, to the satisfaction of Special Districts. If any complaint is not resolved within 24
hours, Special Districts shall be notified immediately of the reason for not resolving the complaint
followed by a written report to Special Districts within five (5) days. If the complaints are not
resolved within the time specified or to the satisfaction of Special Districts, Special Districts may
correct the specific complaint and the total cost incurred will be deducted from the payments
owing to the Contractor from Special Districts.
8. SAFETY
8.01 Contractor agrees to perform all work outlined in this Agreement in such a manner as to
meet all California Landscape Industry Standards for safe practices during the maintenance
operation for medians and parkways and to safely maintain stored equipment, machines, and
materials or other hazards consequential or related to the work; and agrees additionally to accept
the sole responsibility for complying with all local, City, State or other legal requirements including
but not limited to, full compliance with the terms of the applicable O.S.H.A. and CAL-O.S.H.A.
Safety Orders at all times so as to protect all persons, including Contractor's employees, agents of
the City, vendors, members of the public or others from foreseeable injury, or damage to their
property. Contractor shall inspect all potential hazards at the LMD areas covered by this
Agreement and keep a log indicating date inspected and action taken.
8.02 It shall be Contractor's responsibility to inspect, and identify, any condition(s) that renders
any portion of the 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.
PROPOSAL # LMD-18-19-27 14
During hours of operations, Contractor shall obtain emergency medical care for any member of
the public who is in need thereof, because of illness or injury occurring on the premises.
Contractor shall cooperate fully with the City in the investigation of any accidental injury or death
occurring on the premises, including a complete written report thereof to Special Districts within
five (5) days following the occurrence.
8.03 Under the circumstance that landscape maintenance work be performed in a Caltrans right
of way; including but not limited to freeway onramps and off-ramps; the contractor shall adhere
to the safety requirements in the Caltrans Maintenance Manual/Protection of Workers.
9. HOURS AND DAYS OF MAINTENANCE SERVICES
9.01 The hours of maintenance service shall 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 B) “2018 Holiday Schedule”. This applies
to all future Holiday Schedules. A work schedule shall be provided and approved in advance by
Special Districts. No work will be performed on City Legal Holidays (Attachment B) 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.
9.02 Contractor shall provide on-site staffing to perform the required maintenance to meet
required California Industry Standards anytime between Monday through Friday. However, if the
contractor can accomplish the same work within a shorter service schedule, then the Special
Districts Division can modify their maintenance schedule. Alternate days or any changes in the
days and hours of operation heretofore prescribed shall be subject to approval by the Special
Districts Division.
10. MAINTENANCE SCHEDULES
10.01 Contractor shall submit a work schedule prior to start of contract. Though a work schedule
is requested as part of the response file for the contractor proposal, any modifications or changes
must be agreed to prior to start of a contract. 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.
10.02 Contractor 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
PROPOSAL # LMD-18-19-27 15
City’s contracted Landscape Monitor.
10.03 Contractor 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;
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 responsible for all inclusive weed abatement as specified in Section 20.)
i. Other Items as Determined by Special Districts
10.04 Failure to complete the work as scheduled or as specified herein may 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
11.01 Contractor shall provide sufficient number of personnel to satisfy daily and/or weekly
requirements for high quality landscape maintenance. Contractor’s staff MUST be employees of
the contractor except subcontractors identified in the response to this 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.
PROPOSAL # LMD-18-19-27 16
11.02 Special Districts may at any time give Contractor written notice to the effect that the
conduct or action of a designated employee of Contractor is, in the reasonable belief of Special
Districts Staff, detrimental to the interest of the public using the premises, Contractor shall meet
with representatives of Special Districts to consider the appropriate course of action with respect
to such matter and Contractor shall take reasonable measures under the circumstances to assure
Special Districts that the conduct and activities of Contractor's employees will not be detrimental
to the interest of the public patronizing the LMD covered under this Agreement.
11.03 LMD staff reserves the right to require the Contractor provide alternate staff members to
supplement and/or replace staff that is determined to be performing below the expectations of
LMD. The City of Santa Clarita will maintain sole authority of determining if and when a staff
members’ performance falls below these standards. The request for replacement from City staff
is not limited to field crewmembers but also extends to management, supervisors, and specialized
staff. Upon request, the contractor shall provide appropriately qualified alternatives for selection
by LMD staff as necessary.
12. SIGNS/IMPROVEMENTS
12.01 Contractor shall not post signs or advertising matter upon the premises or improvements
thereon, unless prior approval therefore is obtained from LMD Special Districts.
13. UTILITIES
13.01 Special Districts shall pay for all utilities associated with the maintenance of the LMDs.
However, water usage shall not exceed the amount required to comply with irrigation schedules
established by the Contractor and approved by Special Districts. Contractor will be required to
manage the scheduling of the controllers. Contractor shall pay for all excessive utility usage due
to Contractor's failure to monitor irrigation system malfunctions or unauthorized increases in the
frequency of irrigation. These activities may include, but are not limited to watering during a rain
storm and/or watering the day after rain and/or watering during a special event. The excess cost
will be determined by comparing current usage with historical usage for the same time period.
The excess to be deducted from payments to Contractor from Special Districts will be presented
to Contractor by Special Districts prior to actual deduction to allow for explanations.
14. NON-INTERFERENCE
14.01 Contractor shall not interfere with the public use of the LMD areas covered under this
Agreement, and shall conduct its operations as to offer the least possible obstruction and
inconvenience to the public or disruption to the peace and quiet of the area within which the
services are performed.
15. USE OF CHEMICALS
15.01 The application of chemicals such as herbicides and pre-emergent will be at the
contractor’s expense inclusive of this contract. The City of Santa Clarita will pay the contractor’s
price for the chemicals plus no more than a 15% mark up. All work involving the use of chemicals
PROPOSAL # LMD-18-19-27 17
shall be in compliance with all Federal, State, and local laws and will be accomplished by a
Certified Applicator under the direction of a Licensed Pest Advisor. Contractor, in complying with
the California Food and Agricultural Code, shall provide a copy of a valid Pest Control Operator's
License and valid Pest Control Advisor's License, or a copy of said licenses from a sub-contractor
to Special Districts prior to using chemicals within the area.
15.02 A listing of proposed chemicals to be used including; commercial name, application rates,
and type of usage shall be submitted to Special Districts for approval. The listing will be
accompanied by copies of Material 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.
15.03 Chemicals shall only be applied by those persons possessing the training in chemical
application or a valid California Applicator's Certificate. Application shall be in strict accordance
with all governing regulations.
15.04 Records of all operations stating dates, times, methods of application, chemical
formulations, applicators names and weather conditions shall be made and retained in an active
file for a minimum of three (3) years. Contractor shall provide a chemical use report and a copy
of the PCA recommendation to Special Districts for each application (site specific) made during
each month. This shall be in addition to the copy of the usage summary that is provided to the
Agricultural Commissioner.
15.05 All chemicals requiring a special permit for use must be registered with the County
Agricultural Commissioner's Office and a permit obtained with a copy to Special Districts.
15.06 All regulations and safety precautions listed in the "Pesticide Information and Safety
Manual" published by the University of California shall be adhered to.
15.07 Chemicals shall be applied when air currents are still; preventing drifting onto adjacent
property and preventing any toxic exposure to persons whether or not they are in or near the
area of application.
16. STORAGE FACILITIES
16.01 Special Districts shall not provide any storage facilities for the Contractor. Any
Contractors storage facilities must be located outside of the boundaries of the Zone for which
landscape maintenance services are performed, unless Special Districts determines it would be in
the best interests of Special Districts to waive this restriction.
17. TURF CARE
17.01 Contractor shall perform the following services under the terms of this agreement;
PROPOSAL # LMD-18-19-27 18
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
Summer and once every two weeks during Winter. This schedule will be
submitted to Special Districts for approval. Frequency may be adjusted at
Special District’s discretion. Refer to items 1 and 2 in this section for turf
length ranges.
(6) Any staining of pathways from mowing operations will be removed the
same day.
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.
PROPOSAL # LMD-18-19-27 19
c. Weed Control: Control turf weeds as needed manually or chemically. 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:
(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
infrastructure, regardless of responsibility for repairs, shall be immediately
reported by the contractor to City staff.
PROPOSAL # LMD-18-19-27 20
(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.
(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) A soil probe shall be used to a depth of 12 inches to determine the water
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 or when automatic
systems are not functioning properly. (See also Section 24.)
h. Fertilization: Contractor may upon direction by Special districts be required to fertilize
turf 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.
PROPOSAL # LMD-18-19-27 21
i. Turf Reseeding: Contractor may upon direction by Special districts be required 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 of Contractor.
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. The City of Santa Clarita
will pay the contractors price for the seed plus no more than a 15% mark up. The
contractor shall provide the labor to apply the seed.
18. SHRUB AND GROUND COVER CARE
18.01 Contractor shall perform at his sole expense under the terms of this agreement the
following services:
a. Pruning: Manually select prune shrubs throughout the year to encourage healthy
growth habits, and to encourage growth to the natural shape of the plant according
to its species and appearance with the exception of roses, which shall be pruned no
later than the end of January. Periodic pruning may be required to maintain
consistent size, structure, and/or appearance of large groupings of the same species.
All shrubs shall be free of dead wood, weak, diseased, insect infested and damaged
limbs at all times. Removal of all clippings will be completed the same day pruning
occurs. Pruning will not be completed while plants are flowering, during the
emergence of new growth, or when high temperatures are present during the hottest
time of the year (typically July-August) unless directed by Special Districts. No balls,
squares or unusual shapes are permitted under this RFP. Selective pruning is required
following the natural habit of the particular plant. Dead shrubs, not a result of third
party negligence, will be removed and disposed by contractor at their cost. Shrubs to
be pruned to stay below a height that is consistent with specifications or as directed
by Special Districts.
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:
PROPOSAL # LMD-18-19-27 22
(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 “additional work” as described in Section 4 and/or
Exhibit B2: Additional Pricing. 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.
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-
inch layer of mulch under all trees and around all shrubs/groundcover. A minimum 3-
inch layer in all open areas is strongly encouraged. Mulch purchased by the LMD will
be disbursed with the above specifications by the contractor who will provide the
labor at the contractor’s 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.)
PROPOSAL # LMD-18-19-27 23
19. TREE CARE
19.01 Contractor 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.
(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: May be required at the direction of Special Districts to apply fertilizer
within drip line at least once per year (during the months of March or April) to provide
a healthy color in all plants. Fertilizer should, at the direction of 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.
PROPOSAL # LMD-18-19-27 24
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
“extra work cost”.
g. Oak Tree Pruning Permit: All cuts over 2 inches in diameter on Oak Trees will be done
by the Landscape Maintenance Tree Maintenance contractor. All other cuts on Oak
Trees shall be made to ISA standards with an Oak Tree Pruning Permit per City
Municipal Code by the landscape contractor or their subcontractor. Special Districts
will procure Oak Tree Permits once work is approved.
h. Tree Pruning/Trimming: All tree trimming/pruning will be done in accordance with
the standards established by the International Society of Arboriculture (ISA) and ANSI
300 Best Management pruning practices.
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
20.01 Natural areas or riparian corridor areas in these zones 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, brush or other debris removal. Contractor at his cost will visually
inspect these areas throughout the year as scheduled, providing pick up and removal of any debris
or trash.
PROPOSAL # LMD-18-19-27 25
20.02 Contractor 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/.
20.03 These 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.
20.04 Contractor 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, and may be
up to 200 feet at the request of Special Districts, from a dwelling or structure and
all debris removed from the site.
(2) Dead wood from woody plants shall be removed and/or trimmed when the area
is brushed. May be required at the direction of Special Districts to 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. Weeding shall commence
immediately following the rainy season once the growth of weeds has reached a
maximum of 12 inches in height or when the County Fire Marshall has determined
that a fire hazard condition exists.
(3) When weeding or brush removal is required, the required weeding shall be
completed as soon as possible 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.
20.05 Where reference is made to weeding, brushing, or clearing within 100 feet (but may be
up to 200 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.
PROPOSAL # LMD-18-19-27 26
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.
20.06 The 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.)
21.01 Materials (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
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.
PROPOSAL # LMD-18-19-27 27
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
22.01 Contractor shall at his sole expense under the terms of this agreement perform the
following services:
a. Trash Removal: The contractor shall provide a trash pickup schedule for approval by
Special Districts. The contractor shall pick up trash and accumulated debris from the
site on a regularly scheduled rotation approved by LMD staff in advance.
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. Fence Clearance: Contractor is responsible for removal of weeds and grass from
within 18” of any fence or wall within the areas under Contractor’s maintenance at
all times.
d. Walkway and Crack Maintenance: Walkways, if any, will be cleaned immediately
following mowing and edging and cleaned by use of power sweeping or blower
equipment at a minimum of once per week or as needed. This includes removal of all
foreign objects from surfaces such as:
(1) Gum,
(2) Animal feces,
(3) Grease,
(4) Paint,
(5) Graffiti,
(6) Glass and debris
All walkway cracks and expansion joints shall be maintained weed and grass free at
all times.
PROPOSAL # LMD-18-19-27 28
e. 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.
f. 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.
g. 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-
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
23.01 The Contractor shall perform a maintenance inspection of all facilities on a weekly basis
within the LMD during daylight hours. Such inspections shall be both visual and operational. The
operational inspection shall include 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
PROPOSAL # LMD-18-19-27 29
23.02 The Contractor shall be expected to meet on site with an authorized representative of
Special Districts for a walk-through inspection. Said meeting shall be at the convenience of Special
Districts and may include residents of the community. Special Districts may notify the appropriate
local representatives of the time and place of each walk-through inspection at a minimum of one
(1) week prior to the date of inspection. In addition, bi-weekly interim inspections may be made
by Special Districts if deemed necessary by LMD Staff.
24. WATER MANAGEMENT AND IRRIGATION SYSTEM MAINTENANCE OR REPAIR
24.01 All irrigation systems within the LMD areas designated in these specifications will be
repaired and maintained as required for operation by the Contractor. Irrigation repairs, (not to
include programming) are considered to be additional work or “extras”. For all irrigation repairs,
including main lines, 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.
Failure to provide copies of invoices may result in delay of payments to Contractor. The contractor
shall adhere to the Irrigation Association, Best Management Practices (BMP’S) at:
http://www.irrigation.org/uploadedFiles/Standards/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
(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.
PROPOSAL # LMD-18-19-27 30
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 or when automatic systems are not functioning properly.
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.
24.02 The 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
24.03 Controllers:
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
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.
PROPOSAL # LMD-18-19-27 31
(1) Severe Alerts to be resolved within 24 hours.
(2) Major Alerts to be resolved within 5 working days
(3) Critical Alerts to be resolved in an acceptable timeframe to ensure health of
plant material.
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.).
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.
PROPOSAL # LMD-18-19-27 32
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.
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.
PROPOSAL # LMD-18-19-27 33
24.04 Operation 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.
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.
PROPOSAL # LMD-18-19-27 34
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.
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 observe and note any deficiencies occurring from the original design
and review these findings with Special Districts, so necessary improvements can be
considered.
24.05 Repairs:
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.
PROPOSAL # LMD-18-19-27 35
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).
24.06 Conservation: The City of Santa Clarita may conduct monthly water management
meetings with the contractor to review all controllers with irregular usage and situations where
water consumption is excessively high. All plant stress or loss due to under-watering or over-
watering will demonstrate contractor neglect and cost to replace said material will be at
Contractor’s sole expense.
The City of Santa Clarita 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.
24.07 The Contractor shall provide WeatherTrak generated reports called “Controller Inventory
Reports” at the request of City Staff. The first report will be due 30 days after the start of this
Agreement and updated every two weeks. At a minimum, the report shall identify each irrigation
controller subject to this Agreement, the location, alert status, and confirm the controller is
“online”. Failure to provide a completed report on time will be considered an incomplete work
item and may be subject to a deduction from payment in the amount up to five hundred ($500.00)
dollars.
24.01 Water 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/
PROPOSAL # LMD-18-19-27 36
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
25.01 Hardscape surfaces, walkways, decomposed granite and service roads, if any, shall be
maintained by Contractor so as to keep the integrity of the walking and/or driving surface in a
safe, unimpaired condition. The contractor may not use subcontractors not included with the
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. GRAFFITI ERADICATION AND CONTROL
26.01 Contractor may be responsible to remove small amounts of graffiti (licensed plate size) as
it appears upon any of the walkways, Paseo overpasses and underpasses, walls, fences, 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
26.02 The contractor may be required to remove small amounts of debris which would fit into
a small pick -up truck. In such cases the dump fee may be invoiced to Special Districts. Removal
of larger items would be considered as an “additional work” item and subject to the terms of
Section 4.
26.03 All materials and processes used in graffiti eradication shall be non-injurious to surfaces
and adjacent District property and approved by Cal-OSHA. Materials and processes used must be
approved by LMD prior to use.
PROPOSAL # LMD-18-19-27 37
27. DECOMPOSED GRANITE
27.01 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
28.01 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-18-19-27 38
C.
RESPONSE FORMAT AND SELECTION CRITERIA
PROPOSAL # LMD-18-19-27
Maintenance Of LMD Zone 3, Zone 5, Zone 6, And Zone T31
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.
III. Addenda. City may modify the proposal and/or issue supplementary information or guidelines
relating to the RFP during the proposal preparation period. 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:
- It is received at any time after the exact date and time set for receipt of proposals and/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.
PROPOSAL # LMD-18-19-27 39
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.
Selection criteria
Proposal Evaluation and Contractor Selection.
a) Value: Cost in relation to manpower. What makes the contractor the best candidate to provide
the services requested. (Includes but not limited to Exhibits A, D, & G1-G2)
b) Team Composition: Contractor qualifications, staff qualifications, and number of staff provided.
(Includes but not limited to Section 1.04 & 1.13, Exhibits E & G1-G2)
c) Rotation Schedule: Use and mobilization of resources. Proposed timeline to service all areas.
(Includes but not limited to as described in Section 1.04 & 10, & Attachment A1 & A2)
d) 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 Exhibits
D & J)
e) Cost of services provided (Exhibits A & B2)
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-18-19-27 40
D. SAMPLE CONTRACT
MAINTENANCE AGREEMENT (SAMPLE)
BETWEEN
THE CITY OF SANTA CLARITA AND
FOR
THIS MAINTENANCE AGREEMENT (“Agreement”) is made by and between the CITY OF SANTA
CLARITA, a general law city and municipal corporation (“CITY”) and , (“CONTRACTOR”).
The Parties agree as follows:
1. CONSIDERATION.
A. As partial consideration, CONTRACTOR agrees to perform the work listed in the SCOPE
OF SERVICES, below; and
B. As additional consideration, CONTRACTOR and CITY agree to abide by the terms and
conditions contained in this Agreement; and
C. As additional consideration, CITY agrees to pay CONTRACTOR on a basis an
amount set forth in the attached Exhibit “ ,” which is incorporated by reference, for
CONTRACTOR’s services. CITY will pay such amount promptly, but not later than thirty
(30) days after receiving CONTRACTOR’s invoice.
2. TERM. The term of this Agreement will be from , 20 , to , 20 . The
Agreement may be renewed upon mutual consent of the parties.
3. SCOPE OF SERVICES.
A. CONTRACTOR will perform services listed in the attached Exhibit “ .”
B. CONTRACTOR will, in a workmanlike manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials, equipment,
printing, vehicles, transportation, office space and facilities, and all tests, testing and
analyses, calculation, and all other means whatsoever, except as herein otherwise
expressly specified to be furnished by CITY, necessary or proper to perform and complete
the work and provide the professional services required of CONTRACTOR by this
Agreement.
4. PREVAILING WAGES.
A. If required by applicable state law including, without limitation Labor Code
§§ 1720 (as amended by AB 975 (2001)), 1771, 1774, 1775, and 1776, CONTRACTOR
must pay its workers prevailing wages. It is CONTRACTOR’s responsibility to interpret
and implement any prevailing wage requirements and CONTRACTOR agrees to pay any
penalty or civil damages resulting from a violation of the prevailing wage laws. In
accordance with Labor Code § 1773.2, copies of the prevailing rate of per diem wages are
available upon request from CITY’s Engineering Division or the website for State of
California Prevailing Wage Determination at www.dir.ca.gov/DLSR/PWD. A copy of the
prevailing rate of per diem wages must be posted at the job site.
B. If this contract is subject to state prevailing wage requirements of the California Labor Code
including Sections 1770 and 1773, and the City’s California Department of Industrial
PROPOSAL # LMD-18-19-27 41
Relations (DIR) approved Labor Compliance Program. All covered work classifications
required in performance of this contract will be subject to prevailing wage provisions. The
Contractors and its subcontractors shall pay not less than the state wage rates. Contractor
shall further adhere to the requirements contained in the City of Santa Clarita’s Labor
Compliance Program. A copy of the Labor Compliance Program is available for review
upon request at the Office of the City Clerk. All pertinent state statues and regulations,
including, but not limited to those referred to in this contract and in the City’s Labor
Compliance Program, are incorporated herein as though set forth in their entirety.
Additionally, the Contractor is responsible for obtaining a current edition of all applicable
state statues and regulations and adhering to the latest editions of such.
C. Protection of Resident Workers
The City of Santa Clarita actively supports the Immigration and Nationality Act (INA), which
includes provisions addressing employment eligibility, employment verification, and
nondiscrimination. Under the INA, employers may hire only persons who may legally work
in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work
in the U.S. The employer must verify the identity and employment eligibility of anyone to
be hired, which includes completing the Employment Eligibility Verification Form (I-9). The
Contractor shall establish appropriate procedures and controls so no services or products
under the Contract Documents will be performed or manufactured by any worker who is
not legally eligible to perform such services or employment.
5. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONTRACTOR represents that CONTRACTOR has:
i. Thoroughly investigated and considered the scope of services to be performed;
and
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending performance of
the services under this Agreement.
B. If services involve work upon any site, CONTRACTOR warrants that CONTRACTOR has
or will investigate the site and is or will be fully acquainted with the conditions there existing,
before commencing the services hereunder. Should CONTRACTOR discover any latent
or unknown conditions that may materially affect the performance of the services,
CONTRACTOR will immediately inform CITY of such fact and will not proceed except at
CONTRACTOR’s own risk until written instructions are received from CITY.
6. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONTRACTOR will procure and maintain the following types of
insurance with coverage limits complying, at a minimum, with the limits set forth below:
Type of Insurance Limits (combined single)
Commercial general liability: $1,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
PROPOSAL # LMD-18-19-27 42
B. Commercial general liability insurance will meet or exceed the requirements of ISO-CGL
Form No. CG 00 01 11 85 or 88. The amount of insurance set forth above will be a
combined single limit per occurrence for bodily injury, personal injury, and property damage
for the policy coverage. Liability policies will be endorsed to name City, its officials, and
employees as “additional insureds” under said insurance coverage and to state that such
insurance will be deemed “primary” such that any other insurance that may be carried by
City will be excess thereto. Such insurance will be on an “occurrence,” not a “claims made,”
basis and will not be cancelable or subject to reduction except upon thirty (30) days prior
written notice to City.
C. Automobile coverage will be written on ISO Business Auto Coverage Form
CA 00 01 06 92, including symbol 1 (Any Auto).
D. CONTRACTOR will furnish to City duly authenticated Certificates of Insurance evidencing
maintenance of the insurance required under this Agreement, endorsements as required
herein, and such other evidence of insurance or copies of policies as may be reasonably
required by City from time to time. Insurance must be placed with insurers with a current
A.M. Best Company Rating equivalent to at least a Rating of “A:VII.” Certificate(s) must
reflect that the insurer will provide thirty (30) day notice of any cancellation of coverage.
CONTRACTOR will require its insurer to modify such certificates to delete any exculpatory
wording stating that failure of the insurer to mail written notice of cancellation imposes no
obligation, and to delete the word “endeavor” with regard to any notice provisions.
E. Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance required
by this Agreement, City may obtain such coverage at CONTRACTOR’s expense and
deduct the cost of such insurance from payments due to CONTRACTOR under this
Agreement or terminate. In the alternative, should CONTRACTOR fail to meet any of the
insurance requirements under this agreement,
F. City may cancel the Agreement immediately with no penalty.
G. Should Contractor’s insurance required by this Agreement be cancelled at any point prior
to expiration of the policy, CONTRACTOR must notify City within 24 hours of receipt of
notice of cancellation. Furthermore, CONTRACTOR must obtain replacement coverage
that meets all contractual requirements within 10 days of the prior insurer’s issuance of
notice of cancellation. CONTRACTOR must ensure that there is no lapse in coverage.
7. TIME FOR PERFORMANCE. CONTRACTOR will not perform any work under this Agreement until:
A. CONTRACTOR furnishes proof of insurance as required under Section 6 of this
Agreement; and
B. CITY gives CONTRACTOR a written Notice to Proceed.
C. Should CONTRACTOR begin work in advance of receiving written authorization to
proceed, any such professional services are at CONTRACTOR’s own risk.
8. TERMINATION.
A. CITY may terminate this Agreement at any time with or without cause.
B. CONTRACTOR may terminate this Agreement upon providing written notice to CITY at
least thirty (30) days before the effective termination date.
C. Should the Agreement be terminated pursuant to this Section, CITY may procure on its
PROPOSAL # LMD-18-19-27 43
own terms services similar to those terminated.
D. By executing this document, CONTRACTOR waives any and all claims for damages that
might otherwise arise from CITY’s termination under this Section.
9. INDEMNIFICATION.
CONTRACTOR agrees to indemnify and hold CITY harmless from and against any claim, action, damages,
costs (including, without limitation, attorney’s fees), injuries, or liability, arising out of the performance of
this agreement by CONTRACTOR. Should CITY be named in any suit, or should any claim be brought
against it by suit or otherwise, arising out of performance by CONTRACTOR of services rendered pursuant
to this Agreement, CONTRACTOR will defend CITY (at CITY’s request and with counsel satisfactory to
CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or
costs incurred in defense otherwise.
10. INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree that CONTRACTOR will act as an
independent contractor and will have control of all work and the manner in which is it performed.
CONTRACTOR will be free to contract for similar service to be performed for other employers while under
contract with CITY. CONTRACTOR is not an agent or employee of CITY and is not entitled to participate
in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision
in this Agreement that may appear to give CITY the right to direct CONTRACTOR as to the details of doing
the work or to exercise a measure of control over the work means that CONTRACTOR will follow the
direction of the CITY as to end results of the work only.
11. NOTICES.
A. All notices given or required to be given pursuant to this Agreement will be in writing and
may be given by personal delivery or by mail. Notice sent by mail will be addressed as
follows:
To CITY: City of Santa Clarita
23920 Valencia Boulevard, Suite 300
Santa Clarita, CA 91355
To CONTRACTOR: Name
Address
City
B. When addressed in accordance with this paragraph, notices will be deemed given upon
deposit in the United States mail, postage prepaid. In all other instances, notices will be
deemed given at the time of actual delivery.
C. Changes may be made in the names or addresses of persons to whom notices are to be
given by giving notice in the manner prescribed in this paragraph.
12. TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a Taxpayer
Identification Number.
13. WAIVER. A waiver by CITY of any breach of any term, covenant, or condition contained in this
Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term,
covenant, or condition contained in this Agreement, whether of the same or different character.
14. CONSTRUCTION. The language of each part of this Agreement will be construed simply and
according to its fair meaning, and this Agreement will never be construed either for or against either party.
PROPOSAL # LMD-18-19-27 44
15. SEVERABLE. If any portion of this Agreement is declared by a court of competent jurisdiction to be
invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion
of the court to render such portion enforceable and, as so modified, such portion and the balance of this
Agreement will continue in full force and effect.
16. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only
and will not affect the interpretation of this Agreement.
17. WAIVER. Waiver of any provision of this Agreement will not be deemed to constitute a waiver of any
other provision, nor will such waiver constitute a continuing waiver.
18. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws
of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles
County.
19. AUTHORITY/MODIFICATION. This Agreement may be subject to and conditioned upon approval and
ratification by the Santa Clarita City Council. This Agreement is not binding upon CITY until executed by
the City Manager. The Parties represent and warrant that all necessary action has been taken by the Parties
to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This
Agreement may be modified by written agreement. CITY’s City Manager may execute any such amendment
on behalf of CITY.
20. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement, agreements
ancillary to this Agreement, and related documents to be entered into in connection with this Agreement
will be considered signed when the signature of a party is delivered by facsimile transmission. Such
facsimile signature will be treated in all respects as having the same effect as an original signature.
21. EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity between any provision
of this Agreement, its attachments, the purchase order, or notice to proceed, the provisions of this Agreement
will govern and control.
22. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion,
war, terrorist act, embargo, government action, civil or military authority, the natural elements, or other
similar causes beyond the Parties’ control, then the Agreement will immediately terminate without obligation
of either party to the other.
23. ENTIRE AGREEMENT. This Agreement and its one attachment constitutes the sole agreement
between CONTRACTOR and CITY respecting _____ maintenance. To the extent that there are additional
terms and conditions contained in Exhibit “ ” that are not in conflict with this Agreement, those terms
are incorporated as if fully set forth above. There are no other understandings, terms or other agreements
expressed or implied, oral or written.
24. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws and
regulations including, without limitation, CITY’s conflict of interest regulations.
(SIGNATURES ON NEXT PAGE)
PROPOSAL # LMD-18-19-27 45
IN WITNESS WHEREOF, the parties hereto have executed this contract the day and year first
hereinabove written.
FOR CONTRACTOR:
By: Sample Only – Do Not Sign
Print Name & Title
Date:
FOR CITY OF SANTA CLARITA:
KENNETH W. STRIPLIN, CITY MANAGER
By:
City Manager
Date:
ATTEST:
By:
City Clerk
Date:
APPROVED AS TO FORM:
JOSEPH M. MONTES, CITY ATTORNEY
By:
City Attorney
Date:
PROPOSAL # LMD-18-19-27 46
RequestforTaxpayer
GiveFormtothe
Form
requester.Donot
IdentificationNumberandCertification
(Rev.November2017)
sendtotheIRS.
DepartmentoftheTreasury
Goto www.irs.gov/FormW9 forinstructionsandthelatestinformation.
InternalRevenueService
1 Name(asshownonyourincometaxreturn).Nameisrequiredonthisline;donotleavethislineblank.
StayGreenInc.
2 Businessname/disregardedentityname,ifdifferentfromabove
4 Exemptions(codesapplyonlyto
3 Checkappropriateboxforfederaltaxclassificationofthepersonwhosenameisenteredonline1.Checkonly one ofthe
certainentities,notindividuals;see
followingsevenboxes.
instructionsonpage3):
CCorporationSCorporationPartnershipTrust/estate
Individual/soleproprietoror
single-memberLLC
Exemptpayeecode(ifany)
Limitedliabilitycompany.Enterthetaxclassification(C=Ccorporation,S=Scorporation,P=Partnership)
Note:Checktheappropriateboxinthelineaboveforthetaxclassificationofthesingle-memberowner.Donotcheck
ExemptionfromFATCAreporting
LLCiftheLLCisclassifiedasasingle-memberLLCthatisdisregardedfromtheownerunlesstheowneroftheLLCis
code(ifany)
anotherLLCthatis not disregardedfromtheownerforU.S.federaltaxpurposes.Otherwise,asingle-memberLLCthat
isdisregardedfromtheownershouldchecktheappropriateboxforthetaxclassificationofitsowner.
(AppliestoaccountsmaintainedoutsidetheU.S.)
Other(seeinstructions)
5 Address(number,street,andapt.orsuiteno.)Seeinstructions.Requestersnameandaddress(optional)
26893BouquetCanyonRd.#C-199
6 City,state,andZIPcode
SantaClarita,Ca91350
7 Listaccountnumber(s)here(optional)
PartITaxpayerIdentificationNumber(TIN)
Socialsecuritynumber
EnteryourTINintheappropriatebox.TheTINprovidedmustmatchthenamegivenonline1toavoid
backupwithholding.Forindividuals,thisisgenerallyyoursocialsecuritynumber(SSN).However,fora
residentalien,soleproprietor,ordisregardedentity,seetheinstructionsforPartI,later.Forother
entities,itisyouremployeridentificationnumber(EIN).Ifyoudonothaveanumber,see Howtogeta
TIN,later.
or
Employeridentificationnumber
Note:Iftheaccountisinmorethanonename,seetheinstructionsforline1.Alsosee WhatNameand
NumberToGivetheRequester forguidelinesonwhosenumbertoenter.
0663081
93
PartIICertification
Underpenaltiesofperjury,Icertifythat:
1.Thenumbershownonthisformismycorrecttaxpayeridentificationnumber(orIamwaitingforanumbertobeissuedtome);and
2.Iamnotsubjecttobackupwithholdingbecause:(a)Iamexemptfrombackupwithholding,or(b)IhavenotbeennotifiedbytheInternalRevenue
Service(IRS)thatIamsubjecttobackupwithholdingasaresultofafailuretoreportallinterestordividends,or(c)theIRShasnotifiedmethatIam
nolongersubjecttobackupwithholding;and
3.IamaU.S.citizenorotherU.S.person(definedbelow);and
4.TheFATCAcode(s)enteredonthisform(ifany)indicatingthatIamexemptfromFATCAreportingiscorrect.
Certificationinstructions.Youmustcrossoutitem2aboveifyouhavebeennotifiedbytheIRSthatyouarecurrentlysubjecttobackupwithholdingbecause
youhavefailedtoreportallinterestanddividendsonyourtaxreturn.Forrealestatetransactions,item2doesnotapply.Formortgageinterestpaid,
acquisitionorabandonmentofsecuredproperty,cancellationofdebt,contributionstoanindividualretirementarrangement(IRA),andgenerally,payments
otherthaninterestanddividends,youarenotrequiredtosignthecertification,butyoumustprovideyourcorrectTIN.SeetheinstructionsforPartII,later.
Sign
Signatureof
8/22/18
Here
U.S.personDate
Form1099-DIV(dividends,includingthosefromstocksormutual
GeneralInstructions
funds)
SectionreferencesaretotheInternalRevenueCodeunlessotherwise
Form1099-MISC(varioustypesofincome,prizes,awards,orgross
noted.
proceeds)
Futuredevelopments.Forthelatestinformationaboutdevelopments
Form1099-B(stockormutualfundsalesandcertainother
relatedtoFormW-9anditsinstructions,suchaslegislationenacted
transactionsbybrokers)
aftertheywerepublished,goto www.irs.gov/FormW9.
Form1099-S(proceedsfromrealestatetransactions)
Form1099-K(merchantcardandthirdpartynetworktransactions)
PurposeofForm
Form1098(homemortgageinterest),1098-E(studentloaninterest),
Anindividualorentity(FormW-9requester)whoisrequiredtofilean
1098-T(tuition)
informationreturnwiththeIRSmustobtainyourcorrecttaxpayer
Form1099-C(canceleddebt)
identificationnumber(TIN)whichmaybeyoursocialsecuritynumber
(SSN),individualtaxpayeridentificationnumber(ITIN),adoption
Form1099-A(acquisitionorabandonmentofsecuredproperty)
taxpayeridentificationnumber(ATIN),oremployeridentificationnumber
UseFormW-9onlyifyouareaU.S.person(includingaresident
(EIN),toreportonaninformationreturntheamountpaidtoyou,orother
alien),toprovideyourcorrectTIN.
amountreportableonaninformationreturn.Examplesofinformation
IfyoudonotreturnFormW-9totherequesterwithaTIN,youmight
returnsinclude,butarenotlimitedto,thefollowing.
besubjecttobackupwithholding.See Whatisbackupwithholding,
Form1099-INT(interestearnedorpaid)
later.
Form W-9(Rev.11-2017)
Cat.No.10231X
·
·
·
·
·
·
·
·
·
·
·
·
·
RequestforTaxpayer
GiveFormtothe
Form
requester.Donot
IdentificationNumberandCertification
(Rev.November2017)
sendtotheIRS.
DepartmentoftheTreasury
Goto www.irs.gov/FormW9 forinstructionsandthelatestinformation.
InternalRevenueService
1 Name(asshownonyourincometaxreturn).Nameisrequiredonthisline;donotleavethislineblank.
StayGreenInc.
2 Businessname/disregardedentityname,ifdifferentfromabove
4 Exemptions(codesapplyonlyto
3 Checkappropriateboxforfederaltaxclassificationofthepersonwhosenameisenteredonline1.Checkonly one ofthe
certainentities,notindividuals;see
followingsevenboxes.
instructionsonpage3):
CCorporationSCorporationPartnershipTrust/estate
Individual/soleproprietoror
single-memberLLC
Exemptpayeecode(ifany)
Limitedliabilitycompany.Enterthetaxclassification(C=Ccorporation,S=Scorporation,P=Partnership)
Note:Checktheappropriateboxinthelineaboveforthetaxclassificationofthesingle-memberowner.Donotcheck
ExemptionfromFATCAreporting
LLCiftheLLCisclassifiedasasingle-memberLLCthatisdisregardedfromtheownerunlesstheowneroftheLLCis
code(ifany)
anotherLLCthatis not disregardedfromtheownerforU.S.federaltaxpurposes.Otherwise,asingle-memberLLCthat
isdisregardedfromtheownershouldchecktheappropriateboxforthetaxclassificationofitsowner.
(AppliestoaccountsmaintainedoutsidetheU.S.)
Other(seeinstructions)
5 Address(number,street,andapt.orsuiteno.)Seeinstructions.Requestersnameandaddress(optional)
26893BouquetCanyonRd.#C-199
6 City,state,andZIPcode
SantaClarita,Ca91350
7 Listaccountnumber(s)here(optional)
PartITaxpayerIdentificationNumber(TIN)
Socialsecuritynumber
EnteryourTINintheappropriatebox.TheTINprovidedmustmatchthenamegivenonline1toavoid
backupwithholding.Forindividuals,thisisgenerallyyoursocialsecuritynumber(SSN).However,fora
residentalien,soleproprietor,ordisregardedentity,seetheinstructionsforPartI,later.Forother
entities,itisyouremployeridentificationnumber(EIN).Ifyoudonothaveanumber,see Howtogeta
TIN,later.
or
Employeridentificationnumber
Note:Iftheaccountisinmorethanonename,seetheinstructionsforline1.Alsosee WhatNameand
NumberToGivetheRequester forguidelinesonwhosenumbertoenter.
0663081
93
PartIICertification
Underpenaltiesofperjury,Icertifythat:
1.Thenumbershownonthisformismycorrecttaxpayeridentificationnumber(orIamwaitingforanumbertobeissuedtome);and
2.Iamnotsubjecttobackupwithholdingbecause:(a)Iamexemptfrombackupwithholding,or(b)IhavenotbeennotifiedbytheInternalRevenue
Service(IRS)thatIamsubjecttobackupwithholdingasaresultofafailuretoreportallinterestordividends,or(c)theIRShasnotifiedmethatIam
nolongersubjecttobackupwithholding;and
3.IamaU.S.citizenorotherU.S.person(definedbelow);and
4.TheFATCAcode(s)enteredonthisform(ifany)indicatingthatIamexemptfromFATCAreportingiscorrect.
Certificationinstructions.Youmustcrossoutitem2aboveifyouhavebeennotifiedbytheIRSthatyouarecurrentlysubjecttobackupwithholdingbecause
youhavefailedtoreportallinterestanddividendsonyourtaxreturn.Forrealestatetransactions,item2doesnotapply.Formortgageinterestpaid,
acquisitionorabandonmentofsecuredproperty,cancellationofdebt,contributionstoanindividualretirementarrangement(IRA),andgenerally,payments
otherthaninterestanddividends,youarenotrequiredtosignthecertification,butyoumustprovideyourcorrectTIN.SeetheinstructionsforPartII,later.
Sign
Signatureof
8/22/18
Here
U.S.personDate
Form1099-DIV(dividends,includingthosefromstocksormutual
GeneralInstructions
funds)
SectionreferencesaretotheInternalRevenueCodeunlessotherwise
Form1099-MISC(varioustypesofincome,prizes,awards,orgross
noted.
proceeds)
Futuredevelopments.Forthelatestinformationaboutdevelopments
Form1099-B(stockormutualfundsalesandcertainother
relatedtoFormW-9anditsinstructions,suchaslegislationenacted
transactionsbybrokers)
aftertheywerepublished,goto www.irs.gov/FormW9.
Form1099-S(proceedsfromrealestatetransactions)
Form1099-K(merchantcardandthirdpartynetworktransactions)
PurposeofForm
Form1098(homemortgageinterest),1098-E(studentloaninterest),
Anindividualorentity(FormW-9requester)whoisrequiredtofilean
1098-T(tuition)
informationreturnwiththeIRSmustobtainyourcorrecttaxpayer
Form1099-C(canceleddebt)
identificationnumber(TIN)whichmaybeyoursocialsecuritynumber
(SSN),individualtaxpayeridentificationnumber(ITIN),adoption
Form1099-A(acquisitionorabandonmentofsecuredproperty)
taxpayeridentificationnumber(ATIN),oremployeridentificationnumber
UseFormW-9onlyifyouareaU.S.person(includingaresident
(EIN),toreportonaninformationreturntheamountpaidtoyou,orother
alien),toprovideyourcorrectTIN.
amountreportableonaninformationreturn.Examplesofinformation
IfyoudonotreturnFormW-9totherequesterwithaTIN,youmight
returnsinclude,butarenotlimitedto,thefollowing.
besubjecttobackupwithholding.See Whatisbackupwithholding,
Form1099-INT(interestearnedorpaid)
later.
Form W-9(Rev.11-2017)
Cat.No.10231X
RequestforTaxpayer
GiveFormtothe
Form
requester.Donot
IdentificationNumberandCertification
(Rev.November2017)
sendtotheIRS.
DepartmentoftheTreasury
Goto www.irs.gov/FormW9 forinstructionsandthelatestinformation.
InternalRevenueService
1 Name(asshownonyourincometaxreturn).Nameisrequiredonthisline;donotleavethislineblank.
StayGreenInc.
2 Businessname/disregardedentityname,ifdifferentfromabove
4 Exemptions(codesapplyonlyto
3 Checkappropriateboxforfederaltaxclassificationofthepersonwhosenameisenteredonline1.Checkonly one ofthe
certainentities,notindividuals;see
followingsevenboxes.
instructionsonpage3):
CCorporationSCorporationPartnershipTrust/estate
Individual/soleproprietoror
single-memberLLC
Exemptpayeecode(ifany)
Limitedliabilitycompany.Enterthetaxclassification(C=Ccorporation,S=Scorporation,P=Partnership)
Note:Checktheappropriateboxinthelineaboveforthetaxclassificationofthesingle-memberowner.Donotcheck
ExemptionfromFATCAreporting
LLCiftheLLCisclassifiedasasingle-memberLLCthatisdisregardedfromtheownerunlesstheowneroftheLLCis
code(ifany)
anotherLLCthatis not disregardedfromtheownerforU.S.federaltaxpurposes.Otherwise,asingle-memberLLCthat
isdisregardedfromtheownershouldchecktheappropriateboxforthetaxclassificationofitsowner.
(AppliestoaccountsmaintainedoutsidetheU.S.)
Other(seeinstructions)
5 Address(number,street,andapt.orsuiteno.)Seeinstructions.Requestersnameandaddress(optional)
26893BouquetCanyonRd.#C-199
6 City,state,andZIPcode
SantaClarita,Ca91350
7 Listaccountnumber(s)here(optional)
PartITaxpayerIdentificationNumber(TIN)
Socialsecuritynumber
EnteryourTINintheappropriatebox.TheTINprovidedmustmatchthenamegivenonline1toavoid
backupwithholding.Forindividuals,thisisgenerallyyoursocialsecuritynumber(SSN).However,fora
residentalien,soleproprietor,ordisregardedentity,seetheinstructionsforPartI,later.Forother
entities,itisyouremployeridentificationnumber(EIN).Ifyoudonothaveanumber,see Howtogeta
TIN,later.
or
Employeridentificationnumber
Note:Iftheaccountisinmorethanonename,seetheinstructionsforline1.Alsosee WhatNameand
NumberToGivetheRequester forguidelinesonwhosenumbertoenter.
0663081
93
PartIICertification
Underpenaltiesofperjury,Icertifythat:
1.Thenumbershownonthisformismycorrecttaxpayeridentificationnumber(orIamwaitingforanumbertobeissuedtome);and
2.Iamnotsubjecttobackupwithholdingbecause:(a)Iamexemptfrombackupwithholding,or(b)IhavenotbeennotifiedbytheInternalRevenue
Service(IRS)thatIamsubjecttobackupwithholdingasaresultofafailuretoreportallinterestordividends,or(c)theIRShasnotifiedmethatIam
nolongersubjecttobackupwithholding;and
3.IamaU.S.citizenorotherU.S.person(definedbelow);and
4.TheFATCAcode(s)enteredonthisform(ifany)indicatingthatIamexemptfromFATCAreportingiscorrect.
Certificationinstructions.Youmustcrossoutitem2aboveifyouhavebeennotifiedbytheIRSthatyouarecurrentlysubjecttobackupwithholdingbecause
youhavefailedtoreportallinterestanddividendsonyourtaxreturn.Forrealestatetransactions,item2doesnotapply.Formortgageinterestpaid,
acquisitionorabandonmentofsecuredproperty,cancellationofdebt,contributionstoanindividualretirementarrangement(IRA),andgenerally,payments
otherthaninterestanddividends,youarenotrequiredtosignthecertification,butyoumustprovideyourcorrectTIN.SeetheinstructionsforPartII,later.
Sign
Signatureof
8/22/18
Here
U.S.personDate
Form1099-DIV(dividends,includingthosefromstocksormutual
GeneralInstructions
funds)
SectionreferencesaretotheInternalRevenueCodeunlessotherwise
Form1099-MISC(varioustypesofincome,prizes,awards,orgross
noted.
proceeds)
Futuredevelopments.Forthelatestinformationaboutdevelopments
Form1099-B(stockormutualfundsalesandcertainother
relatedtoFormW-9anditsinstructions,suchaslegislationenacted
transactionsbybrokers)
aftertheywerepublished,goto www.irs.gov/FormW9.
Form1099-S(proceedsfromrealestatetransactions)
Form1099-K(merchantcardandthirdpartynetworktransactions)
PurposeofForm
Form1098(homemortgageinterest),1098-E(studentloaninterest),
Anindividualorentity(FormW-9requester)whoisrequiredtofilean
1098-T(tuition)
informationreturnwiththeIRSmustobtainyourcorrecttaxpayer
Form1099-C(canceleddebt)
identificationnumber(TIN)whichmaybeyoursocialsecuritynumber
(SSN),individualtaxpayeridentificationnumber(ITIN),adoption
Form1099-A(acquisitionorabandonmentofsecuredproperty)
taxpayeridentificationnumber(ATIN),oremployeridentificationnumber
UseFormW-9onlyifyouareaU.S.person(includingaresident
(EIN),toreportonaninformationreturntheamountpaidtoyou,orother
alien),toprovideyourcorrectTIN.
amountreportableonaninformationreturn.Examplesofinformation
IfyoudonotreturnFormW-9totherequesterwithaTIN,youmight
returnsinclude,butarenotlimitedto,thefollowing.
besubjecttobackupwithholding.See Whatisbackupwithholding,
Form1099-INT(interestearnedorpaid)
later.
Form W-9(Rev.11-2017)
Cat.No.10231X