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HomeMy WebLinkAbout2019-06-11 - AGENDA REPORTS - AWARD LANDSCAPE MAINTENANCE CONTR FOR LMD ZONES 15 (2)Agenda Item: 11 DATE: June 11, 2019 SUBJECT: AWARD LANDSCAPE MAINTENANCE CONTRACT FOR LMD ZONES 15 AND 16 DEPARTMENT: Neighborhood Services PRESENTER: Keith Miller RECOMMENDED ACTION City Council: Award a two-year contract to BrightView Landscapes, LLC., to provide landscape maintenance services for Landscape Maintenance District Zone 15 (River Village) and Zone 16 (Valencia Industrial Center) for an annual amount of $143,940, and authorize an annual contingency in the amount of $28,788 to address unforeseen maintenance and repairs, for a total two-year amount not to exceed $345,456. 2. 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 $28,788, 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. 3. Authorize the City Manager or designee to execute all contracts and associated documents, and modify the awards in the event impossibility of performance arises, and execute all documents subject to City Attorney approval. BACKGROUND The City of Santa Clarita (City) administers 60 financially independent zones within the Landscape Maintenance District (LMD), providing landscape maintenance services through contracts with private companies. Request for Proposal (RFP) number LMD-18-19-34 for the maintenance of LMD Zone 15 (River Village) and Zone 16 (Valencia Industrial Center) was published and circulated via the City's PlanetBids system on March 14, 2019. Page 1 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: • Team Composition/Crew Member Structure (25%) • Rotation Schedule (20%) • Value Provided (20%) • Acknowledgement and Understanding of Specifications (15%) • Proposal Amount (15%) • References & Certifications (5%) The RFP was sent to 583 vendors, including the Santa Clarita Valley Chamber of Commerce and the Valley Industrial Association, of which 82 vendors reviewed and 30 vendors downloaded the Request for Bid. Four companies responded to the RFP. As a result of the bid process, four proposals were received and opened by Purchasing staff on April 15, 2019. The results are shown below: PROPOSAL COMPANY LOCATION BID AMOUNT POINTS AWARDED Proposal 1 (Recommended) BrightView Landscapes, LLC. San Fernando, CA $143,940 89.78 Proposal 2 Oakridge Landscape Santa Clarita, CA $191,340 77.97 Proposal 3 1 Venco Western, Inc. Ventura, CA 1 $133,428 1 75.78 Proposal 4 1 Stay Green, Inc. Santa Clarita, CA 1 $144,000 1 70.18 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, these provisions do not apply to a multi -criteria procurement. The process of scoring the proposal submittals, utilizing the aforementioned criteria, resulted in BrightView Landscapes, LLC., (BrightView) achieving the highest overall score. In reviewing proposals, the consensus of the evaluation team found BrightView's proposal to provide the greatest overall value. BrightView's proposal identified the best overall approach to equally allocating weekly labor hours among both LMD Zone 15 and 16. Additionally, BrightView's proposal identifies 217 combined weekly labor hours. BrightView's proposal encompasses 59 more weekly labor hours, or 27 percent more hours than the second rated proposal. Page 2 Following a subsequent due -diligence review of BrightView'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 BrightView. Based on operational experience with these landscape maintenance zones, staff recommends increasing the potential value of this contract by $28,788 to address unscheduled repairs or as -needed work, for a total annual contract not to exceed $172,728. 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 BrightView Landscapes, LLC. 2. Other action as determined by the City Council. FISCAL IMPACT There is no impact to the General Fund associated with this action. The current budget appropriation from LMD Fund 357 sufficiently covers the costs associated with the award of this contract. ATTACHMENTS RFP Request LMD-18-19-34 Maintenance Zones 15 & 16 (available in the City Clerk's Reading File) RFP Submission LMD-18-19-34 LMD Maintenance Zones 15 & 16 BrightView (available in the City Clerk's Reading File) Page 3 City, of SANTA CLARITA NOTICE INVITING PROPOSALS The City is currently soliciting proposals for the LIVID Zone 15 (River Village) and Zone 16 (Valencia Industrial Center). 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-18-19-34 Annual Maintenance Contract For Landscape Maintenance Zones 15 & 16 Section..............................................................................................................................................Page NoticeInviting RFP.................................................................................................................................. 1 ProposalInstructions.............................................................................................................................. 2 Scopeof Work......................................................................................................................................... 6 Response Format and Selection Criteria................................................................................................. 39 Contract Agreement (Sample Only)........................................................................................................41 CITY OF SANTA CLARITA REQUEST FOR PROPOSALS Annual Maintenance Contract For Landscape Maintenance Zones 15 & 16 PROPOSAL # LMD-18-19-34 Proposal responses must be received electronically via PlanetBids before 11:00 AM on April 15, 2019, by the Purchasing Agent of the City of Santa Clarita. Electronic bids may be viewed at: http://www.planetbids.com/portal/portal.cfm?CompanylD=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?CompanylD=16840#. Please refer to the solicitation documents for complete details and proposal requirements. 2. A pre -proposal meeting will occur Wednesday, March 27, 2019 at 1:00 PM. Attendees will meet at: City Hall, 23920 Valencia BI, Santa Clarita, CA 91355 - Council Chambers Conference Room, Suite 105 at 1:00 PM. 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 A to E, zone maps, and exhibits A to K. 5. The last day for questions will be April 3, 2019, 10:00 AM. Questions should be submitted electronically via PlanetBids: http://www.planetbids.com/portal/portal.cfm?CompanylD=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-18-19-34 A. PROPOSAL INSTRUCTIONS Annual Maintenance Contract For Landscape Maintenance Zones 15 & 16 PROPOSAL # LMD-18-19-34 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. 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 PROPOSAL # LMD-18-19-34 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: Andrew Thompson 23920 Valencia Blvd. Ste. 295 Santa Clarita, CA 91355-2196 Invoices will reflect the purchase order # and goods or service delivered in accordance with the terms of the contract. Invoice processing begins on receipt of the material or invoice, whichever is later. PROPOSAL # LMD-18-19-34 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 Request for Proposals will be entered into for an initial two year term and may be renewed annually, up to three times, in accordance with the terms of the contract. If not otherwise stated, the contract may be renewed if the new pricing of the contract does not change more than the Consumer Price Index identified in the most recently City Council approved City of Santa Clarita Combined Engineer's Report for Landscape Maintenance Districts. 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 bid response. Failure to possess the specified license shall render the bid as non- responsive and shall act as a bar to award the contract to any bidder not possessing said license at the time of award. As provided for in Section 22300 of the California Public Contract Code, the Contractor may substitute securities for monies withheld by the City to ensure performance under the contract. 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. PROPOSAL # LMD-18-19-34 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-18-19-34 B. SCOPE OF WORK PROPOSAL# LMD-18-19-34 Annual Maintenance Contract For Landscape Maintenance Zones 15 & 16 EVENT DATE Solicitation advertisement March 14, 2019 Last day for questions April 3, 2019 Return of proposals April 15, 2019 Evaluations of proposals April 22 - 3, 2019 Interviews (if necessary) May 6 - 10, 2019 Contract award May 28, 2019 BACKGROUND The City of Santa Clarita (City) administers 59 financially independent zones within the Landscape Maintenance Districts (LIVID), providing landscape maintenance services for the LIVID operations through contracts with private companies. Solicitations for proposals to support contract services are made regularly and often allow an opportunity for multiple zones to take advantage of economies of scale. The City is currently soliciting proposals for the LIVID Zone 15 (River Village) and Zone 16 (Valencia Industrial Center). 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 Scope of Work applies to the areas of the City's LIVID Zone 15 (River Village) and Zone 16 (Valencia Industrial Center). All items in this scope of work, unless indicated as Additional Work, shall be considered as included in the monthly maintenance cost of each zone. Please consider this when submitting your proposal. All items indicated as Additional Work shall be requested on an "as needed" basis. This Contract shall run for two (2) years with the option for three (3) additional one (1) year renewals. 1. GENERAL REQUIREMENTS 1.01 The City of Santa Clarita (City) is soliciting sealed proposals from qualified landscape maintenance companies (Contractor) for the 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 Landscape Maintenance District (LIVID) Zone 15, River Village and Zone 16, Valencia Industrial Center (VIC) and may include other nearby areas within the City of Santa Clarita. All items in this scope of work, unless indicated as Additional Work (Section 4), shall be considered as included in the monthly maintenance cost of each zone. Please consider this when submitting your proposal. All items indicated as Additional Work shall be requested on an "as needed" basis. PROPOSAL # LMD-18-19-34 1.02 Contractor shall furnish all labor, equipment, materials, tools, services and special skills, i.e. Irrigation Specialists, Irrigation Assistants, Foreman, and Supervisors required for the provision of grounds, irrigation, and landscape maintenance services as set forth in this labor and equipment Scope of Work. The manpower required to provide the expected level of services indicated in this Scope of Work shall be supplied at all times, regardless of minimum manpower proposed. In the event seasonal and/or unforeseen circumstances warrant additional personnel to maintain this Scope of Work, Contractor shall provide additional resources at no additional cost. 1.03 Contractor will be expected to uphold the highest standards of quality and performance in maintenance of plant material, natural areas, hardscape, and irrigation systems. The LIVID areas 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. 1.04 The landscape areas include, but are not limited to: 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. 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, disbursement of mulch, minor tree lifting, dead plant removal, plant replacements, and cleanup/clearing of drainage systems. Itis the intent of this Scope of Work to provide plant material maintenance methods to keep all areas weed free, trash free, and in an overall state of good health. 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. 1.05 City LIVID Administration staff, consisting of the Landscape Maintenance Specialist, Project Development Coordinator, Landscape Maintenance Administrator, Special Districts Manager or the Deputy City Manager or his qualified representative, shall herein be described as 'Special Districts.' 1.06 Contractor must provide 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; c. Fertilization; d. Aeration; e. Verticutting; f. Over -seeding; g. Top dressing; h. Trimming of turf, shrub areas, and ground cover; PROPOSAL # LMD-18-19-34 i. Edging turf and keeping minimum eighteen (18) inch clearance from fence lines behind homes; j. Irrigation; inspection, maintenance, and minor and major repairs, see sections 17.01g and 22.01 thru 22.09; k. Hand watering (as necessary); I. Bleeding of valves necessary during emergencies and/or when automatic systems are not functioning properly; m. Pruning of shrubs and trees (first twelve (12) feet of trees and as agreed), including for trees structural pruning standards established by the International Society of Arboriculture (ISA) and ANSI 300 Best Management pruning practices; n. Manual weed abatement; o. Chemical weed control; p. Disease control; q. Pest control; r. Mulching (City provided mulch); will be disbursed by Contractor at their expense; s. Maintenance of fire protection/fuel modification areas; t. Marking underground irrigation lines and other LIVID equipment upon Dig Alert notification and/or other requests; u. Artificial turf maintenance; v. Traffic control (per Watch Manual) while working in the public right of way, medians, and parkways; w. 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%); x. Irrigation Specialist, Irrigation Assistant, Laborers and Foreman are provided as proposed at minimum and as necessary to provide the expected level of maintenance. y. 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); Provided in Attachments Al & A2 are examples of Maintenance Program Guides. They are to serve as a guideline for proposal purposes only. 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 Scope of Work herein. Contractor is expected to supply sufficient resources at all times to meet or exceed expectations. 1.07 Inclement weather and adverse conditions to be addressed in upcoming addendum. PROPOSAL # LMD-18-19-34 1.08 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. I. Turf removal At the discretion of LIVID, the Landscape Maintenance Contractor may be required to modify or curtail specific tasks and operations within their maintenance contract. 1.09 When notified of a landscape or irrigation emergency during the hours and days of maintenance service as identified in Section 10, 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, 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, Contractor must have these resources available within 2 hours. Upon arriving at an emergency situation, it shall be the responsibility of 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. 1.10 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 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. 1.11 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 PROPOSAL # LMD-18-19-34 Districts staff. Failure to properly and respectfully communicate may be cause for contract termination. 1.12 The company shall provide a minimum of three (3) references within the proposal response. The references shall demonstrate that the company (proposer) has a minimum of five (5) years' experience in the landscape maintenance field, experience maintaining site areas of twenty (20) acres or larger, and the ability to complete work of the type and scope being proposed under the terms of this contract. If necessary, more than three (3) references can be submitted to demonstrate these qualifications. While staff employed by the company's (proposer's) time and experience in the industry is beneficial, and will be considered in the overall scoring of the proposal, it shall not be used as a substitute for the company's (proposer's) overall time in the industry. If the references provided do not meet our minimum requirements, the proposer shall be deemed non responsive and their proposal will not be considered. 1.13 Contractor's employees and/or representatives shall be thoroughly trained and experienced in the computer based central operating systems of WeatherTrak irrigation control systems, and all other corresponding equipment. Should Special Districts choose a different controller manufacturer, Contractor shall make available employees or representatives for product training at no additional cost to City. 1.14 Contractor shall provide cellular communication to each crew foreman and have the ability to connect to City Monitors and Special Districts representatives. 1.15 Contractor, and/or Subcontractors, must possess the following licenses at time of proposal submission; C-27 California Landscaping Contractor License. Contractor or Subcontractor must identify a staff member certified or licensed as a qualified applicator through the California Department of Pesticide Regulation. 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. Contractor must submit copies of the licenses, and certificates or Subcontractor information sheets, indicating licenses held at the time of proposal eiihmieeinn 1.16 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. 2. LANDSCAPED AREAS TO BE MAINTAINED 2.01 The LIVID areas to be maintained under the provisions of this Agreement are specifically identified in Attachments C & D (Inventory Lists and Area Maps). 2.02 Contractor must acknowledge personal inspection of the Zone's irrigation system and planted areas. Contractor must also evaluate the extent which the physical condition thereof will affect the services to be provided. Contractor accepts the premises in their present physical condition, and agrees to make no demands upon LIVID for any improvements or alterations to irrigation, and landscaped areas thereof. Contractor agrees to possessing the ability to maintain LIVID areas within the provision of this proposal, to the standards set forth herein, without modification, improvement, or alteration. PROPOSAL # LMD-18-19-34 10 2.03 Estimated square footages are provided by LIVID for all areas to be maintained on the attached Attachment C (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 LIVID 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 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. 3.04 Company Financial Records: 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 PROPOSAL# LMD-18-19-34 11 Work needed. All items in this scope of work, unless indicated as Additional Work, shall be considered as included in the monthly maintenance cost of each zone. The need for Additional Work may be 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 additional (or 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. Labor rate for Additional Work shall not exceed the labor rate identified on the Additional Pricing Sheet #1. The City of Santa Clarita will pay Contractor's price for materials plus no more than a 15% mark up. Contractor will maintain and submit copies of invoices to demonstrate Contractor's 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 additional (or 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 Additional Work shall include a detailed itemization of labor and/or materials and specific zone(s) identified. There should be one invoice for each approved proposal for Additional Work, a copy of which to be submitted with the invoice by Contractor. All invoices for Additional Work and items must be submitted biweekly to Special Districts. S. CONTRACTOR'S LIABILITIES 5.01 All damages resulting from Contractor's operation within the LIVID areas shall be repaired or replaced at Contractor's expense within 48 hours. 5.02 All such repairs or replacements shall be completed within the following time limits. a. Irrigation damage shall be repaired or replaced prior to the next regularly scheduled watering event or as agreed upon with Special Districts. b. All damages to shrubs, trees, or ground cover shall be repaired or replaced within five (5) working days or sooner as directed by Special Districts. c. All concrete walkway, block walls, light poles, or any appurtenances, shall be repaired within a reasonable timeframe agreed upon by LIVID staff. 5.03 All repairs or replacements shall be completed in accordance with the following maintenance practices. a. Trees Minor damage such as bark lost from impact of mowing equipment shall be remedied by a qualified tree surgeon or arborist. If damage results in loss of a tree, the damaged tree shall be removed and replaced at Contractor's expense to PROPOSAL # LMD-18-19-34 12 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 Scope of Work. 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 Scope of Work. 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 SCOPE OF WORK 6.01 Should any misunderstanding arise, Special Districts will interpret this Agreement. If 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 Contractor to take the necessary action regarding all inquiries and complaints that may be received from the Homeowners Associations, property owners, and tenants within said LIVID or from Special Districts personnel, representatives or patrons using the facility. This person(s) shall be reachable 24 hours per day. An answering service (answered by a live person) shall be considered an acceptable substitute to full time coverage, provided Contractor is advised of any complaint within one (1) hour of receipt of such complaint by the answering service. Neither answering machines nor voicemail are acceptable. The telephone of said Contractor shall be on the exchange or exchanges of said District(s) or a toll-free number, and in no case shall the people of said District(s) be required to pay a toll charge to telephone said Contractor. During normal working hours, Contractor's Foreman or an employee of Contractor, at the supervisory level, who is responsible for providing maintenance services, shall be available for notification by telephone or text communication. 7.02 Whenever immediate action is required to prevent impending injury, death, or property damage to the LIVID being maintained, Special Districts may authorize such action to be taken by PROPOSAL # LMD-18-19-34 13 a third -party work force and shall charge the cost thereof as determined by the Administrator, against 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 Contractor from Special Districts. B. SAFETY 8.01 Contractor agrees to perform all work outlined in this Agreement in such a manner as to meet all California Landscape Industry Standards for safe practices during the maintenance operation for medians and parkways and to safely maintain stored equipment, machines, and materials or other hazards consequential or related to the work; and agrees additionally to accept the sole responsibility for complying with all local, City, State or other legal requirements including but not limited to, full compliance with the terms of the applicable O.S.H.A. and CAL-O.S.H.A. Safety Orders at all times so as to protect all persons, including Contractor's employees, agents of the City, vendors, members of the public or others from foreseeable injury, or damage to their property. Contractor shall inspect all potential hazards at the LIVID areas covered by this Agreement and keep a log indicating date inspected and action taken. 8.02 It shall be Contractor's responsibility to inspect, and identify, any condition(s) that renders any portion of the LIVID premises unsafe, as well as any unsafe practices occurring thereon. Special Districts shall be notified immediately of any unsafe condition that requires major correction. Contractor shall be responsible for making minor corrections including, but not limited to: a. Filling holes in turf, planting areas, and paving; b. Using barricades, signs, caution tape or traffic cones to alert patrons of the existence of hazards; c. Replace valve box covers so as to protect members of the public or others from injury. 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. PROPOSAL # LMD-18-19-34 14 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; 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 E) "2019 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 E) unless authorized by Special Districts Administration in advance. Blowers, lawnmowers, chainsaws or other mechanical equipment with a decibel level above 65 decibels may not be used before 7:00 a.m. within the City of Santa Clarita. 9.02 Contractor shall provide on-site staffing to perform the required maintenance to meet required California Industry Standards anytime between Monday through Friday. 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 Contractor's 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 LIVID Staff following submittal. City, at its discretion, may impose liquidated damages for each subsequent day 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. Contractor is provided the opportunity and procedure for adjusting scheduling requirements. Contractor has also been provided the opportunity and procedure for adjusting schedules to meet special circumstances and inclement weather. Said revisions shall be submitted to Special Districts for review and approval within three (3) working days prior to scheduled time of work. A written copy of the current City approved schedule must be kept in the site foreman's vehicle at all times and be available upon request of City Staff or the City's contracted Landscape Monitor. 10.03 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; PROPOSAL # LMD-18-19-34 15 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 their 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 Scope of Work 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 Contractor for only the actual work performed or as the cost to the City for inspection and other related costs from the failure by Contractor to complete the work according to the schedule or Scope of Work. 11. CONTRACTOR'S STAFF 11.01 Contractor shall provide additional personnel and increased frequency of work on site to satisfy daily and/or weekly requirements for high quality landscape maintenance regardless of the minimum staffing proposed in Exhibits G1 and G2. Contractor's staff MUST be employees of Contractor except Subcontractors identified in the response to this proposal. Contractor must perform all work in accordance with the Scope of Work set forth herein. Contractor's employees, whether assigned to any one Zone or as part of a crew serving any number of Zones shall include at least one individual crew foreman who speaks and comprehends the English language. 11.02 Special Districts may at any time give Contractor written notice to the effect that the conduct or action of a designated employee of Contractor is, in the reasonable belief of Special Districts Staff, detrimental to the interest of the public using the premises, Contractor shall meet with representatives of Special Districts to consider the appropriate course of action with respect to such matter and Contractor shall take reasonable measures under the circumstances to assure Special Districts that the conduct and activities of Contractor's employees will not be detrimental to the interest of the public patronizing the LIVID covered under this Agreement. 11.03 LIVID staff reserves the right to require Contractor provide alternate staff members to PROPOSAL # LMD-18-19-34 16 supplement and/or replace staff that is determined to be performing below the expectations of LIVID. 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, Contractor shall provide appropriately qualified alternatives for selection by LIVID 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 LIVID Special Districts. 13. UTILITIES 13.01 Special Districts shall pay for all utilities associated with the maintenance of the LMDs. However, water usage shall not exceed the amount required to comply with irrigation schedules established by Contractor and approved by Special Districts. Contractor will be required to manage the scheduling of the controllers. Contractor shall pay for all excessive utility usage due to Contractor's failure to monitor irrigation system malfunctions or unauthorized increases in the frequency of irrigation. These activities may include, but are not limited to watering during a rain storm and/or watering the day after rain and/or watering during a special event. The excess cost will be determined by comparing current usage with historical usage for the same time period. The excess to be deducted from payments to Contractor from Special Districts will be presented to Contractor by Special Districts prior to actual deduction to allow for explanations. 14. NON-INTERFERENCE 14.01 Contractor shall not interfere with the public use of the LIVID areas covered under this Agreement, and shall conduct its operations as to offer the least possible obstruction and inconvenience to the public or disruption to the peace and quiet of the area within which the services are performed. 15. USE OF CHEMICALS 15.01 The labor associated with the application of chemicals such as herbicides and pre - emergent will be at Contractor's expense inclusive of this contract. The City of Santa Clarita will pay Contractor's price for the chemicals plus no more than a 15% mark up. All work involving the use of chemicals shall be in compliance with all Federal, State, and local laws and will be accomplished by a Certified Applicator under the direction of a Licensed Pest Advisor. Contractor, in complying with the California Food and Agricultural Code, shall provide a copy of a valid Pest Control Operator's License and valid Pest Control Advisor's License, or a copy of said licenses from a Subcontractor 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 maybe used in binder or booklet form. No work shall begin until written approval of use is obtained from Special PROPOSAL # LMD-18-19-34 17 Districts. Contractor shall consider the effects chemical application has on the environment. 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 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 at his sole expense under the terms of this agreement; a. Mowing: 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 % inch through 1 inch height throughout the year. Subject to change. (2) All cool season grasses (Blue Grass and Fescues) to be cut at 1 % inch and 2 % 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. PROPOSAL # LMD-18-19-34 18 (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 inch radius mulched clearance where applicable. 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 LIVID will be disbursed by Contractor on site to control weed growth at their expense. d. Insect/Disease Control: Eliminate all insect or disease affecting turf areas as they occu r. 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 %-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 one (1) week 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 PROPOSAL # LMD-18-19-34 19 standard renovating or vertical mowing types. Special Districts is to be notified at least one (1) week prior to the exact date of renovation. g. Irrigation: Irrigation, including hand watering and bleeding of valves during an emergency situation and/or when automated systems are not functioning properly and 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 Contractor to City staff. (4) Check systems, as needed, for optimum performance and adjust and/or repair any sprinkler heads causing excessive runoff, including slope areas, or which throw directly onto roadway paving or walks (where sprinkler heads can be adjusted) within the LIVID 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 efficientiv and each valve shall be customized for the needs of the PROPOSAL# LMD-18-19-34 20 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 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 Contractor's price for the fertilizer plus no more than a 15% mark up. Contractor at their expense shall provide the labor to apply the fertilizer. 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 %-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 LIVID staff prior to installation. Typically, Fescue and Fescue blends are required. The City of Santa Clarita will pay Contractor's price for the seed plus no more than a 15% mark up. Contractor at their expense shall provide the labor to apply the seed. PROPOSAL# LMD-18-19-34 21 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 of by Contractor at their cost. Shrubs to be pruned to stay below a height that is consistent with Scope of Work 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 LIVID areas are to be maintained free of disease and insects and treated when needed pursuant to Section 21. d. Weed Control: All ground cover and shrub beds are to be kept weed free at all times. Methods for control shall incorporate the following: (1) Mulch application to 3" layer maximum (Removal on an as needed basis of existing/spent mulch may be required to insure the level of grade is kept below surrounding hardscapes and/or at an acceptable height as determined by LIVID staff. Such removal will be considered an extra and will require submittal of a proposal and approval by LIVID 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 and groundcover shall be guaranteed to live and remain in healthy condition for no less than ninety (90) days from the date of installation. f. Fertilization: Application of an LIVID approved fertilizer a minimum of two (2) times PROPOSAL# LMD-18-19-34 22 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 LIVID staff prior to installation. Contractor shall provide a fertilization schedule two (2) weeks prior to the proposed fertilization. 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 24 shall apply to trees, shrubs, turf, and ground cover. h. Diversion requirements: In keeping with State mandated requirements, the LIVID strives to exceed diversion obligations to keep green waste from the landfills. 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 LIVID will be disbursed with the above requirements by Contractor who will provide the labor at Contractor's expense. Renovation: Renovate ground covers according to prescribed practices in the industry as needed to maintain a healthyvigorous appearance and growth rate. When ground covers and perennials have grown where they completely fill the space in which they were planted and have started to deteriorate, i.e., less flowering, dying out, smaller plants, they shall be renovated. (Renovation shall include removing said plants, amending the soil, dividing plants as necessary and replanting to maintain a healthy, vigorous appearance and growth rate.) 19. TREE CARE 19.01 Contractor under the terms of this agreement at his sole expense shall perform the following services: 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. Contractor will be responsible for all maintenance as it pertains to trees up to twelve (12) feet tall. Contractor will be responsible for removal of trees up to twelve (12) feet tall as directed by Special Districts. Root removal may be considered Additional Work at the discretion of Special Districts. (2) All sucker growth is to be removed from trees as it occurs. (3) Maintain an eight (8) foot clearance for branches overhanging walkways PROPOSAL# LMD-18-19-34 23 and public sidewalks. Maintain a six (6) to eight (8) foot clearance for all other trees that are in maintained areas (i.e. turf, slopes, etc.) and that are taller than twelve (12) feet or as otherwise directed by Special Districts. (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 twelve (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 and reachable within twelve (12) feet, or on the ground. Branches exceeding a size which can be removed by using a standard pick up truck may be considered Additional Work (See Section 4) at the discretion of Special Districts. (10) All tree wells in sidewalks within the LIVID Zone boundaries shall 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 LIVID, be a balanced organic 10-6-4 ratio with trace element. Contractor shall provide Special Districts with two (2) weeks notification prior to the fertilizer application. c. Permits: If a permit is required for tree pruning, Contractor will obtain a permit prior to commencement of work by Contractor. d. Tree Replacement: All trees permanently damaged as a result of action or negligence by 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 atthe 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 ensure correct identification of species. All newly planted trees installed by Contractor are the responsibility of 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. PROPOSAL# LMD-18-19-34 24 e. Olive Tree Spraying: Ornamental olive trees shall be sprayed to prevent fruit set by use of "Maintain," "Floret" or other approved product. Two (2) applications shall be required 7-10 days apart. The first application shall be applied when % to % of the olive blooms are open (sometime between April 1 and May 10). Both spray applications shall be put on using a power sprayer with a minimum of 150 psi. pressure. The Landscape Maintenance District's Tree Maintenance contractor will provide most of the chemical applications to trees. If (landscape) Contractor provides this service it will be considered "Additional Work." 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 (landscape) Contractor provides this service it will be considered "Additional Work" (See Section 4). 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 (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. Street Tree Wells: Contractor is responsible to keep all tree wells within the LIVID Zone boundaries weed -free and maintain tree well irrigation system in accordance with Section 24 of this Scope of Work. 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. Waste disposal costs will be allowed for larger items as determined by Special Districts. 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' clearance from dwellings or structures PROPOSAL# LMD-18-19-34 25 requirement or as otherwise pursuant to Los Angeles County Fire Code. A copy of current requirements can be referenced at the following website: 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, at their sole expense, 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 or as required by Los Angeles Fire Code from a dwelling or structure and all debris removed from the site at Contractor's cost. (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 LIVID 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 LIVID 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 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 of a structure, it is intended that the space between the structure and the private property line is the responsibility of the owner of the property except where Special Districts has accepted an easement to maintain a portion of the private lot. As an example, assume a private residential lot has a depth of 100 feet, the rear or side of which abuts a fire protection slope. Assume that the structure is set back 20 feet from the property line abutting this slope. 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 PROPOSAL# LMD-18-19-34 26 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 or machines (such as trimmers) are not permitted. The removal of weeds by hand shall be performed throughout 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 this Scope of Work. 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. Contractor will develop an IPM program for work covered by this statement of work. b. Chemical Application: All work involving the use of chemicals will be accomplished by a State of California Certified or Licensed pest control operator. A written recommendation by a person possessing a valid California Pest Control Advisor License is required prior to chemical application. c. Permits: All chemicals requiring a special permit for use must be registered by Contractor with the County Agricultural Commissioner's Office and a permit obtained PROPOSAL# LMD-18-19-34 27 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: Contractor shall provide a trash pickup schedule for approval by Special Districts. Contractor shall pick up trash and accumulated debris from the site on a regularly scheduled rotation approved by LIVID staff in advance. Contractor may be required to remove small to medium sized trash and refuse (Furniture, appliances, etc.) which would fit into a standard pick-up truck. Waste disposal costs will be allowed for larger items as determined by Special Districts. Removal of larger items would be considered "Additional Work" and subject to the terms of Section 4. 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 PROPOSAL# LMD-18-19-34 28 All walkway cracks and expansion joints shall be maintained weed and grass free at all times. 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: 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. 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. Contractor shall insure all drainage devices within LIVID are functioning properly at all times (2) All LIVID area surface drains ("V" ditches), shall be kept clear of debris at all times so that water will have an unimpeded passage to its outlet. Contractor will not flush dirt or debris into the storm drain system per the City's National Pollutant Discharge Elimination System (N.P.D.E.S.) permit. All debris will be collected and disposed of properly. (3) All LIVID 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, 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 Contractor shall perform a maintenance inspection of all facilities on a weekly basis within the LIVID 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 PROPOSAL# LMD-18-19-34 29 non -contractual service request information into the City's "Resident Service Center" at: http://user.govoutreach.com/santaclarita/fag.php 23.02 Contractor shall be expected to meet on site with an authorized representative of Special Districts for a walk-through inspection. Said meeting shall be at the convenience of Special Districts and may include residents of the community. Special Districts may notify the appropriate local representatives of the time and place of each walk-through inspection at a minimum of one (1) week prior to the date of inspection. In addition, bi-weekly interim inspections may be made by Special Districts if deemed necessary by LIVID Staff. 24. WATER MANAGEMENT AND IRRIGATION SYSTEM MAINTENANCE OR REPAIR 24.01 All irrigation systems within the LIVID areas designated in this Scope of Work will be repaired and maintained as required for operation by 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 Contractor's cost. Contractor must provide invoices upon request of Special District Staff. Failure to provide copies of invoices may result in delay of payments to Contractor. Contractor shall adhere to the Irrigation Association, Best Management Practices (BMP'S) at: http://www.irrigation.org/upIoadedFiles/Standards/BMPDesign-Install-Manage.3-18-14(2).pdf a. Scope of Responsibility: 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 PROPOSAL# LMD-18-19-34 30 approved by Special Districts in writing prior to any installation. c. Extent of Responsibility: Contractor will be responsible for immediate maintenance (repair or replacement) of all irrigation systems. Contractor will be responsible at all times for hand watering and the bleeding of valves in emergency situations as required to sustain and prevent loss of turf, trees, shrubs, 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 Scope of Work exceed such requirements, the Scope of Work shall govern. e. Controllers: Contractor will be responsible for the control of Smart Water Application Technologies (SWAT) certified weather -based controllers or equivalent, controller programming through Contractor's office via a desktop or any wireless computer, or hand held device. The LIVID will provide a password for access. 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 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. Contractor will be responsible for the control of Smart Water Application Technologies (SWAT) certified weather -based controllers or equivalent, controller programming through Contractor's office via a desk top or any wireless computer, or hand held device. The LIVID 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-18-19-34 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 LIVID areas. Use of this device will conserve water consumption, provide for more cost effective maintenance of irrigation systems, and assure all parties concerned that the automatic system is operating at maximum efficiency. Special Districts' inspectors may use this device in their inspections to verify that irrigation systems are functioning properly. The bleeding of valves and hand watering are to be used in emergency or testing situations, not for normal or day-to- day inspections. 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-18-19-34 32 k. Contractor shall utilize "cycle & soak" in programming in order to eliminate excessive run-off. I. 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 Contractor to keep the plant material alive. If this requires an extra application of irrigation water, 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, Contractor Supervisor/ Foreman or Irrigation Technician will have access to all controllers. Enclosures will be locked/padlocked at all times. r. 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. 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, 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-18-19-34 33 24.04 Operation of System: a. Asa standard practice, Contractor shall formally acknowledge receipt of the irrigation System within the first 60 days of the notice to proceed. It is the Contractor's 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 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 LIVID 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. I. 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-18-19-34 34 n. 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. 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, 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, 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, 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 LIVID 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 LIVID staff. d. Contractor shall repair all leaking or defective valves immediately upon occurrence, or within 24 hours following notification from LIVID of such a deficiency. PROPOSAL# LMD-18-19-34 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 LIVID 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 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 Contractor to review any penalty charges that were caused by the Contractor's inability to properly manage water allocations, when applicable. 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 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/ 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, PROPOSAL# LMD-18-19-34 36 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. 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 LIVID 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 LIVID 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 (license 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 Monitor 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 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 LIVID prior to use. 27. DECOMPOSED GRANITE 27.01 Contractor will be required to keep decomposed granite (DG) areas and pathways free of soil, litter, debris, and weeds. Any areas in need of repair or fill should be reported and a proposal provided to bring the area back to an acceptable condition. PROPOSAL # LMD-18-19-34 37 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-18-19-34 38 C. RESPONSE FORMAT AND SELECTION CRITERIA PROPOSAL# LM D-18-19-34 Annual Maintenance Contract For Landscape Maintenance Zones 15 & 16 1. RESPONSE FORMAT - Responses must consist of all requested items and forms listed in the exhibits file of this RFP. Failure to adhere to these requirements may be cause for rejection of proposal. 1.1. PROPOSAL SUBMISSION: 1.1.1.Signature - An authorized representative of the bidder should sign all proposals. 1.1.2.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. 1.1.3.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. 2. SELECTION CRITERIA - 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. 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. 2.1. SCORING CRITERIA: 2.1.1.Team Composition: Contractor qualifications, staff qualifications, and number of staff provided. (Includes but not limited to Sections 1.06, 1.12, & 1.15, Exhibits F & G1 -G2) 2.1.2.Rotation Schedule: Use and mobilization of resources. Proposed timeline to service all areas. (Includes but not limited to as described in Section 1.06 & 10, & Attachment Al & A2) 2.1.3.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, B1, B2, D, G1 -G2) 2.1.4. Acknowledgement & Successful Understanding of Bid/RFP Scope of Work: 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 LIVID areas and problem resolution. (Includes but not limited to Exhibits D & J) PROPOSAL# LMD-18-19-34 39 2.1.5.Cost of services provided (Exhibits A & B1 -B2) 2.1.6. References (Included but not limited to Exhibits C, F & 1) 2.2. 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 greater weight in the selection process. The City reserves the right to make a selection solely on the basis of the proposals without further contact. 3. REJECTION - A proposal may be deemed non-responsive and may be immediately rejected if: 3.1. It is received at any time after the exact date and time set for receipt of proposals and/or; 3.2. It is not prepared in the format prescribed and/or; 3.3. It is signed by an individual not authorized to represent the firm. 4. 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. 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. PROPOSAL# LMD-18-19-34 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 120 , 'tb , 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, of€ice'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,,professiohal,'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-18-19-34 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 (1-9). The Contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed 'or manufactured by any worker who is not legally eligible to perform such services'or employment. 5. FAMILIARITY WITH WORK. A. By executing this Agreement, CONTRACTOR represents that CONTRACTOR has: 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 orwill investigate the site and is orwill be fully acquainted with the conditions there existing, before commencing the services hereunder. Should CONTRACTOR discover any latent or unknown conditions that may materially affect the performance of the services, CONTRACTOR will immediately inform CITY of such fact and will not proceed except at CONTRACTOR's own risk until written instructions are received from CITY. 6. INSURANCE. A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONTRACTOR will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below: Type of Insurance Commercial general liability: Business automobile liability Workers compensation Limits (combined single) $1,000,000 $1,000,000 Statutory requirement PROPOSAL# LMD-18-19-34 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:VI I." 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 reauirements underthis agreement. F. 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 own terms services similar to those terminated. PROPOSAL# LMD-18-19-34 43 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 requirE may be given by personal follows: To To rsuant to this Agreement will be in writing and fail. Notice sent by mail will be addressed as larita a Boulevard, Suite 300 CA 91355 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. 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 PROPOSAL# LMD-18-19-34 44 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 isnot binding upon CITY until executed by the City Manager. The Parties represent and warrant that all necessaryaction 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-18-19-34 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 APPROVED AS TO FORM: JOSEPH M. MONTES, CITY ATTORNEY By: City Attorney Date: PROPOSAL# LMD-18-19-34 46 ADDENDUM #1 For City of Santa Clarita Invitation to Bid LM D-18-19-34 Annual Maintenance Contract For Landscape Maintenance Zones 15 & 16 March 29, 2019 This addendum must be acknowledged via Planet Bids and should be included with the bid response. Please see the attached documents that are replacing the original pages of the bid documents: • Exhibit E in the Attachments should be "Attachment C". • RFP Page 1, #4, should be "attachments A -C" • RFP Page 15, Section 9.01 should be "Attachment B" (twice). • Updated Map pages (Zone 15 only) RFP Page 8, inclement weather and adverse conditions clause should read: 1.07 Inclement Weather and Adverse Conditions a. Contractor shall not perform any operations during unsafe working conditions which may risk individuals or result in damage to property/landscape. b. Unless determined to be an unsafe working condition, on days of light precipitation and/or forecasted rain the contractor shall continue to be present as scheduled performing alternative tasks, such as but not limited to the following; monitoring of drainage devices, drain inlet clearing, maintaining/cleaning of walkways, debris removal within planting areas, hand pruning of shrubs, etc., or as directed by Special Districts. C. During periods of extremely adverse and inclement weather, the Contractor shall be present as scheduled performing inspections of the maintained areas, maintaining drainage devices for proper flow, as well as monitoring the overall state of the site and reporting any concerns in regards to safety and property during regular assigned hours. d. Contractor shall report any storm damage or issues related to inclement weather/ adverse conditions to Special Districts within 24 hours of occurrence. All storm damages must be photo documented prior to any removal or clean up. If remedial work is required beyond the scope of the contract, it may be paid as additional work upon approval by Special Districts. Bid # LMD-18-19-34 There was a non -mandatory, pre-bid meeting on March 27, 2019 beginning at 1:00 PM. The meeting was located at City Hall, 23920 Valencia BI, Santa Clarita, CA 91355 - Council Chambers Conference Room, Suite 105. Attending staff: • Melanie Theisgen - LMD Specialist, Neighborhood Services • Andrew Thompson - LMD Specialist, Neighborhood Services • Keith Miller - Landscape Maintenance Administrator, Neighborhood Services • Heather Andrews - Buyer, Administrative Services The following vendors were in attendance: • Ron McRae—Oakridge Landscape • Grant Clack — Stay Green Inc. • Gary Gonzalez — Brightview Landscape Services • Joseph Schlottman — Brightview Landscape Services • Mario Del Nagro — Venco Western Inc. • Juan Sanchez — Greentech Landscape Inc. The following was reviewed: • The project manager reviewed the attached PowerPoint. The following questions were asked and answered: Can you confirm what is needed in the natural slopes in the River village map? o Natural slopes require routine trash, brush, and other debris removal. Trees up to 12 feet in height will be maintained, and stakes re -stabilized or removed when appropriate. Irrigation systems (normally bubblers to trees) will be maintained to be in sufficient working order until determined no longer needed and shut down by Special Districts. See also Section 20 of the Scope of Work for other periodic maintenance such as weed abatement near structures, etc. • Is the irrigation abandoned? o Slope at northwest end of map can be disregarded. Due to construction, there is no access to that area and it will not be considered part of the maintenance area at this time. o Other Slopes noted on the map north of Newhall Ranch Road and west of Santa Clarita Parkway have irrigation to the trees and the system should be kept in good working order. o Non -irrigated areas depicted on the maps do not have irrigation or the irrigation has been shut down following establishment and is now natural only. Will the Industrial Zone mulched parkways on Newhall Ranch Road be planted soon? o Possibly in the future. • In the parkway along Newhall Ranch Road heading toward the freeway, is that part of the zone? Bid # LMD-18-19-34 2 o Yes. • Is the irrigation active there? o Yes, there are bubblers to the parkway trees. Other irrigation has been capped off until future planting has been decided. What is the Current monthly rate? o Zone 15 is $8,580 per month o Zone 16 is $3,036 per month • Who is the current contractor? o Stay Green. Contractor's representative Date Company Name Bid # LMD-18-19-34 ATTACHMENT C GENERAL INVENTORY LISTS Inventory List: Zone 15 RIVER VILLAGE GENERAL— Weed control between sidewalk and trail and in tree wells within right of way on public streets. PARKWAY • NEWHALL RANCH ROAD — South side approx. 200 ft. east of Bouquet Cyn. Rd. to Santa Clarita Pkwy • NEWHALL RANCH ROAD — South side from Santa Clarita Pkwy to small bridge with aqueduct • NEWHALL RANCH ROAD — North side from Bouquet Canyon to Golden Valley Road • SANTA CLARITA PARKWAY— From Newhall Ranch Rd. to River Rock Way LANDSCAPE PLANTER • NEWHALL RANCH ROAD — North Side from Bouquet Cyn Rd. to approx. 267 ft. east of Millhouse • NEWHALL RANCH ROAD — North Side of Newhall Ranch Rd. between the sidewalk and the planter wall along the frontage of River Village. • NEWHALL RANCH ROAD — South side from Santa Clarita Parkway to the small bridge with aqueduct (both sides of bike trail) • GOLDEN VALLEY ROAD — East Side triangle area just north of Valley Center Dr. IRRIGATED SLOPE • NEWHALL RANCH ROAD — Southwest corner of at Millhouse Dr. (Slope near catch basin) • NEWHALL RANCH ROAD/GOLDEN VALLEY ROAD — North side of Newhall Ranch Rd., sloped area in front of River Village property, behind planter wall to in front of community wall, continuing around the corner to face Golden Valley Rd., to end of irrigated area. IRRIGATED NATURAL SLOPE • NEWHALL RANCH ROAD — North side Bouquet Canyon to Santa Clarita Pkwy. • GOLDEN VALLEY ROAD — North of Newhall Ranch Rd., slope facing east on Golden Valley Rd., where irrigation ends and it becomes fuel modification area to the end of that slope. NON -IRRIGATED SLOPE • NEWHALL RANCH ROAD — North and South back side of white fence with Eucalyptus trees FALLEN WARRIOR MEMORIAL BRIDGE AREA • Northwest corner of Valley Center Dr. and Golden Valley Rd. Approximate Item # Description Square Footage Parkway 1 (Trees, Turf, Hedges, Shrubs, 4,700 Groundcover, and Mulch) Landscape Planter 2 (Trees, Turf, Hedges, Shrubs, 63,730 Groundcover, and Mulch) 3 Irrigated Slope 88,370 (Trees, Shrubs, V -Ditches) as needed 4 Irrigated Natural Slope 1,784,020 (V -Ditches) as needed 5 Non -Irrigated Slopes 426,580 (V -Ditches) as needed 6 Fallen Warriors Mem. Bridge Area 4,700 (DG, Shrubs, Hedges, Trees, Mulch) GENERAL— Weed control between sidewalk and trail and in tree wells within right of way on public streets. PARKWAY • NEWHALL RANCH ROAD — South side approx. 200 ft. east of Bouquet Cyn. Rd. to Santa Clarita Pkwy • NEWHALL RANCH ROAD — South side from Santa Clarita Pkwy to small bridge with aqueduct • NEWHALL RANCH ROAD — North side from Bouquet Canyon to Golden Valley Road • SANTA CLARITA PARKWAY— From Newhall Ranch Rd. to River Rock Way LANDSCAPE PLANTER • NEWHALL RANCH ROAD — North Side from Bouquet Cyn Rd. to approx. 267 ft. east of Millhouse • NEWHALL RANCH ROAD — North Side of Newhall Ranch Rd. between the sidewalk and the planter wall along the frontage of River Village. • NEWHALL RANCH ROAD — South side from Santa Clarita Parkway to the small bridge with aqueduct (both sides of bike trail) • GOLDEN VALLEY ROAD — East Side triangle area just north of Valley Center Dr. IRRIGATED SLOPE • NEWHALL RANCH ROAD — Southwest corner of at Millhouse Dr. (Slope near catch basin) • NEWHALL RANCH ROAD/GOLDEN VALLEY ROAD — North side of Newhall Ranch Rd., sloped area in front of River Village property, behind planter wall to in front of community wall, continuing around the corner to face Golden Valley Rd., to end of irrigated area. IRRIGATED NATURAL SLOPE • NEWHALL RANCH ROAD — North side Bouquet Canyon to Santa Clarita Pkwy. • GOLDEN VALLEY ROAD — North of Newhall Ranch Rd., slope facing east on Golden Valley Rd., where irrigation ends and it becomes fuel modification area to the end of that slope. NON -IRRIGATED SLOPE • NEWHALL RANCH ROAD — North and South back side of white fence with Eucalyptus trees FALLEN WARRIOR MEMORIAL BRIDGE AREA • Northwest corner of Valley Center Dr. and Golden Valley Rd. Inventory List: Zone 16 VALENCIA INDUSTRIAL CENTER PARKWAY • NEWHALL RANCH ROAD — North Side from Vanderbilt Way to Aurora Dr. • NEWHALL RANCH ROAD — South Side from Vanderbilt Way to Copper Hill Dr. • NEWHALL RANCH ROAD — South Side from lodge pole fencingjust east of Home Depot Plaza to Ave. Tibbitts SIDE PANEL • NEWHALL RANCH ROAD — South Side from lodge pole fencingjust eastof Home Depot Plaza to Ave. Tibbitts • AVENUE TIBBITS—Anza Dr. to Flood Control Easement MEDIANS • AVENUE SCOTT— Rye Canyon Rd. to Ave. Tibbitts • AVENUETIBBITTS— Avenue Scott to Newhall Ranch Rd. • DICKASON DRIVE — Newhall Ranch Rd. to Decoro Dr. • DECORO DRIVE — Dickason Dr. to Copperstone Dr. WITHIN THE BOUNDARIES OF THE ZONE • Maintain all undeveloped medians for control of weeds. • Maintain all tree wells within right of way. Inventory List: Zone 16 PUBLIC WORKS YARD Approximate Item # Description Square Footage 1 Parkway 114,650 Turf (Groundcover, Trees) 2 Side Panel 205,750 (Shrubs, Trees, Mulch) (Shrubs, Hedges, Mulch, Color) 3 Median Maintenance 70,940 Concrete Walkways (Shrubs, Trees, Mulch) PARKWAY • NEWHALL RANCH ROAD — North Side from Vanderbilt Way to Aurora Dr. • NEWHALL RANCH ROAD — South Side from Vanderbilt Way to Copper Hill Dr. • NEWHALL RANCH ROAD — South Side from lodge pole fencingjust east of Home Depot Plaza to Ave. Tibbitts SIDE PANEL • NEWHALL RANCH ROAD — South Side from lodge pole fencingjust eastof Home Depot Plaza to Ave. Tibbitts • AVENUE TIBBITS—Anza Dr. to Flood Control Easement MEDIANS • AVENUE SCOTT— Rye Canyon Rd. to Ave. Tibbitts • AVENUETIBBITTS— Avenue Scott to Newhall Ranch Rd. • DICKASON DRIVE — Newhall Ranch Rd. to Decoro Dr. • DECORO DRIVE — Dickason Dr. to Copperstone Dr. WITHIN THE BOUNDARIES OF THE ZONE • Maintain all undeveloped medians for control of weeds. • Maintain all tree wells within right of way. Inventory List: Zone 16 PUBLIC WORKS YARD TURF, BUILDING PLANTERS, MONUMENT PLANTER, PARKING LOT PLANTERS, CONCRETE WALKWAYS • RYE CANYON ROAD —West side of buildings • AVENUE STANFORD — South side of buildings and parking lot planters Approximate Estimated Item # Description Square Footage Quantity 1 Turf 26,960 Planter/Monument Planter 2 (Shrubs, Hedges, Mulch, Color) 4,100 3 Concrete Walkways 2,800 TURF, BUILDING PLANTERS, MONUMENT PLANTER, PARKING LOT PLANTERS, CONCRETE WALKWAYS • RYE CANYON ROAD —West side of buildings • AVENUE STANFORD — South side of buildings and parking lot planters CITY OF SANTA CLARITA REQUEST FOR PROPOSALS Annual Maintenance Contract For Landscape Maintenance Zones 15 & 16 PROPOSAL # LMD-18-19-34 Proposal responses must be received electronically via PlanetBids before 11:00 AM on April 15, 2019, by the Purchasing Agent of the City of Santa Clarita. Electronic bids may be viewed at: http://www.planetbids.com/portal/portal.cfm?CompanylD=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?CompanylD=16840#. Please refer to the solicitation documents for complete details and proposal requirements. 2. A pre -proposal meeting will occur Wednesday, March 27, 2019 at 1:00 PM. Attendees will meet at: City Hall, 23920 Valencia BI, Santa Clarita, CA 91355 - Council Chambers Conference Room, Suite 105 at 1:00 PM. 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 A to C, zone maps, and exhibits A to K. 5. The last day for questions will be April 3, 2019, 10:00 AM. Questions should be submitted electronically via PlanetBids: http://www.planetbids.com/portal/portal.cfm?CompanylD=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: Name (Print): Signature: Title of Person Signing Proposal: PROPOSAL # LMD-18-19-34 Address: Company Phone No.: 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; 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) "2019 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. 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 Contractor's 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 LIVID Staff following submittal. City, at its discretion, may impose liquidated damages for each subsequent day 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. Contractor is provided the opportunity and procedure for adjusting scheduling requirements. Contractor has also been provided the opportunity and procedure for adjusting schedules to meet special circumstances and inclement weather. Said revisions shall be submitted to Special Districts for review and approval within three (3) working days prior to scheduled time of work. A written copy of the current City approved schedule must be kept in the site foreman's vehicle at all times and be available upon request of City Staff or the City's contracted Landscape Monitor. 10.03 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; PROPOSAL # LMD-18-19-34 15 4/4/2019 SANTA A A CLARITA RiverVillage and Valencia Industrial Center Maintenance for LMD Zone 1.5 and Zone 16 April 3, 2oig at ioam: Questions Due April 1.5, 2oi.9 at iiam: Proposals Due Interviews (if done) May 28, 201.9: City Council Date (Contract Award) July 1, 2019: Anticipated start date Two-year contract with option for three additional one-year renewals a o �� . . .. . . . . m4�) M� MWITCOMEM—M Value Acknowledgement and Successful Understanding of RFP Specifications Cost of Services References II RiverWhlage- Zone 25 IIS ar t,'i, Parkways, planters and panels along Newhall Ranch Rd. Irrigated natural slopes —V ditches Open areas are clean up only. Trail is not a part of the zone. 4/4/2019 2 RiverVillage- Zone 25 IIS ar t 2 Planters and Parkways along Newhall Ranch Rd. Irrigated natural slopes- V ditches Parkways along Santa Clarita Pkwy. Trees and brush clearance at end of Santa Clarita Pkwy. II RiverVillage- Zone 25 IIS ar t 3 Non irrigated slopes —V ditches Landscaped slopes and parkways on Newhall Ranch Rd. and behind new fire station Fallen Warriors Memorial at Newhall Ranch Rd. and Valley Center Dr. Small Area across bridge from the Fallen Warriors Memorial 4/4/2019 3 RiverVillage Z o n e 2, 15 Parkways and planters along Newhall Ranch Rd RiverVillage Z o n e 2, 15 Par kways arid side pariels on '.�anta ( lar ita IIIIKWY 4/4/2019 RiverVillage Z o n e 2, 15 hees arid br ush clea�ance awa at end ol '.tianta (::lar iter 1111!<wy. RiverVillage Z o n e 5 Irrigated natural slopes along Newhall Ranch Rd. ,o-, V— Ditch Clearance 4/4/2019 5 IIR iive r i II II g rne2, 15 o-« Fallen Warriors Memorial IIR iive r i II II g o n e 2, 15 dopes dd ways along INewhall leanch If2d and k: ehinc riewiirr station. 4/4/2019 4/4/2019 IIR iive r i II II g rne2, 15 1.m-ialI arra across br idge Irorn IlaIIen War IIen IIIn(a strii a C,enMer- Z rne'. IIS a rt'. *Parkways on Newhall Ranch Rd. up to VanderbiltW �,uamm1caor'•,s wnwnv1e0 w.4ewmrmu 11 e n III n (J a st r a 11 C, e n e r- Z o n e '1, 6 IIS a rt *11ar I1<ways and side pariels on Il eWialI Ranch Rd '.ro de pariel atloop of Anr s IDr and five C iV bitts *IIVir dianson II)ecom IDr,, IDicl'Kason IDr' Ave C ibbitts and Ave '.+cott. nr� ✓ ��n Ul A ! / 4"er¢A IANp�{gP�@ Ij fig Ax 4/4/2019 M. IIPa1bhrr11 rc- Zone,'i.6 „"'Cti nclil`k'.t':.¢C'. 0 IMD Zone 1119 k:;'.'t'..ti,;. �,awescwee� wuau�� ar®«:a 40 m.rm II n cl a strii a I -1 en er rne'. LypicaI I''adkway aIorig II ew aII IRanch If2d 4/4/2019 m 1e m" IN II n cl a strii a I -1 en er Zone,'i.6 �+i ii it 011 Ir ..'ball II n cl a strii a 1 -1 en er Zone,'i.6 *Il r rlians on Ave C ibbitts, Ave '.+cott, )i+ Issas on IDr , and Decor, IDr.. 4/4/2019 10 d LJ S t II li a II C e t e II *'.tiidc pand at Anza Dand Ave C ibbitts loop d LJ S t II li a II C e t e II *[lublicWmIlks)(ard WO,Illantcrs,and cono ete 4/4/2019 11 1e rr " IN II n cl astrii a I C-1 err er *I'lubIic`v1ic, llks)(ard 4/4/2019 12 o Yes. • Is the irrigation active there? o Yes, there are bubblers to the parkway trees. Other irrigation has been capped off until future planting has been decided. • What is the Current monthly rate? o Zone 15 is $8,580 per month o Zone 16 is $3,036 per month • Who is the current contractor? o Stay Green. Contractor's representative 324,�d�Y�V l � Company Name /2 / I Date Bid # LMD-18-19-34 3 EXHIBIT I: CERTIFICATIONS RFP # LMD-18-19-34 Annual Maintenance Contract for Landscape Maintenance Zones 15 & 16 Provide information on the certified arborist, chemical applicator, irrigation specialist, crew foreman, including name, certification and whether staff or subcontractor. Staff f) Joe Schlottman - Certified Arborist #WE - 12438A Staff 2) Thomas Case Sr - Spray Technician QAL#14556 Staff 3) Wayne Farnsworth - Certfied Arborist #WE - 11703A Staff 4) Zac A ras - Irri ation Technician Staff 6) Jose Rosales - Crew Foreman, Staff ................ .. ...,.»",». ` CONTRACTORS SiAACTIVELICENSERD . ' CONTRACTORS , C� C STATE LICENSE BOARD t�r• CORP ACTIVE LICENSE t•: 2662'I tK� p/�eMe MIA I BRIGHNiEW LANDSCAPE 863659 CORP SERVICES INC ,BRIGHTVIEW TREE DARE C27 C31 C61/D49 SERVICES INC I I ,1u 03/31/2020 ww.cslb,ca.gav ;..~.�: COI/D49 C27 09/30/2019 www.cslb.Ce.g0V Tula ncDTIM.n.— uuL-%nes nr.cr�n w m wnr nr o„c,.,rnn NOTIFY THE OFFICE OF FINANCE IN WRITING OF ANY CHANGE XOWNERSHIP OR ADDRESS P.O. BOX 53200, IAS ANGELES CA 90053-0204 FORM 2000 (rev. 6/01) IMPORTANT. READREVERSESIDE DEPARTMENT OF PESTICIDE REGULATION QjprLtCENSINGICERTIFICATION PROGRAM QAL QUALIFIED APPLICATOR LICENSE LICENSE #:132499 EXPIRES: 12/31/2020 Categories: 6 Issued: 1/1412019 AMANDA L BENDER 13691 W VAUGHN ST SAN EERNANDO, CA,91340 Thos Ll_nsomust be shw to anympresentaeveu€the Directoror Commissionerupasrequ-L jp �DEPARTMENT OF PESTICIDE REGULATION LICENSING/CERfWICATION PROGRAM QAL Q QUALIFIED APPLICATOR LICENSE License#: 133576 EXPIRES: 12131/2018 Categories: E Issued: 02/23/2017 THOMAS F CASE 113 ASUSENA DRIVE PALMDALE CA 93550 This License must he shown to any representative of the Olrector or Cammiss€oner upon request. CITY OF LOS ANGELES TAX REGISTRATION CERTIFICATE THIS CERTIFICATE IS GOOD UNTIL SUSPENDED OR CANCELLED BUSINESS TAX ISSUED: 5/30/2006 ACCOUNT NO. FUNDICLASS DESCRIPTION STARTED STATUS 0000237939-0001-5 L190 Profs/Occupations 01/01/1972 Active I VALLEYCREST LANDSCAPE MAINTENAN I s S 0 12087 LOPEZ CANYON ROAD SYLMAR, CA 91342-6063. T 24151 VENTURA BOULEVARD`" CALABASAS, CA 91302-1449 ' ISSUED 9Y; DIRECTOR OF FINANCE NOTIFY THE OFFICE OF FINANCE IN WRITING OF ANY CHANGE XOWNERSHIP OR ADDRESS P.O. BOX 53200, IAS ANGELES CA 90053-0204 FORM 2000 (rev. 6/01) IMPORTANT. READREVERSESIDE DEPARTMENT OF PESTICIDE REGULATION QjprLtCENSINGICERTIFICATION PROGRAM QAL QUALIFIED APPLICATOR LICENSE LICENSE #:132499 EXPIRES: 12/31/2020 Categories: 6 Issued: 1/1412019 AMANDA L BENDER 13691 W VAUGHN ST SAN EERNANDO, CA,91340 Thos Ll_nsomust be shw to anympresentaeveu€the Directoror Commissionerupasrequ-L jp �DEPARTMENT OF PESTICIDE REGULATION LICENSING/CERfWICATION PROGRAM QAL Q QUALIFIED APPLICATOR LICENSE License#: 133576 EXPIRES: 12131/2018 Categories: E Issued: 02/23/2017 THOMAS F CASE 113 ASUSENA DRIVE PALMDALE CA 93550 This License must he shown to any representative of the Olrector or Cammiss€oner upon request. DEPARTMENT OF PESTICIDE REGULATIONa LICENSINGICERTIi=ICA710N PROGRAM dprQAL QUALIFIED APPLICATOR LICENSE LICENSE #:143304 EXPIRES: 12131/2019 Categories: B Issued: 4/17/2018 JOSEPH A SCHLOTTMAN 13591 W VAUGHN ST SAN FERNANDO, CA,91340 '� This t.l semu tbesfio to any repr aenla4ee of the f3irecwror Gam issianerupon request b 01 rM N LQ q ro LQ Z§ rb Q Q w I r"i r zr m A� a EXHIBIT H: EQUIPMENT REQUIREMENTS RFP # LMD-18-19-34 Annual Maintenance Contract for Landscape Maintenance Zones 15 & 16 Additional equipment requirements for work within proposed Landscape Maintenance District or the ability of Contractor to rent/lease at no additional cost: • Commercial grade lawn mowers with mulching blade attachment, sufficient in size to cover large turf areas • Proper equipment required to perform pruning tasks including hand pruners, toppers, saws, pole pruners and chainsaws • Commercial Grade Battery Powered Leaf Blowers • All maintenance supplies for proper equipment operation • Garden Spading Forks • Shovels • Rakes • Scoop Shovels (various sizes and shapes) • Commercial Grade Chipper • Safety equipment such as head, eye and ear protection, work boots. Body protection such as chaps should also be used when operating chainsaws • Irrigation controller remotes and transmitters; particularly WeatherTrak • All the required tools and equipment to make minor and major irrigation repairs • All traffic control signs mechanical and stand alone, barricades, cones, vests all equipment and safety wear shall be Cal -OSHA approved Please initial to verify acknowledgement of equipment requirements Initial) Exhibit G1 RFP # LMD-18-19-34 Annual Maintenance Contract for Landscape Maintenance Zones 15 & 16 Provide information on any and all applicable crewmembers. This includes the supervisor, crew foreman, certified arborist (if applicable), chemical applicator, irrigation specialist, etc. 1) Name Oscar Huerta Job Title Account Manager Licenses/Certificates None 2) dame Jose Perez Job Title Production Manager Licenses/Certificates None 3) game ZacAgras Job Title Irrigation Technician Licenses/Certificates None 4) Name Thomas Case Sr. Job Title Spray Technician Licenses/Certificates QAL#14556 5) Name Wayne Farnsworth Job Title Arborist Licenses/Certificates QAL#139538 #WE 11703A 6) Name lose Rosales Job Title Crew Foreman Licenses/Certificates None 7) Name Joe Schlottman Job Title Branch Manager Licenses/Certificates QAL#143304 #WE -12438A Exhibit G1 (Continued) REP # LMD-18-19-34 Annual Maintenance Contract for Landscape Maintenance Zones 15 & 16 8) Name Amanda Bender Job Title E&H Safety Manager Licenses/Certificates QAL# 132499 OSHA Auth Trainer 32-0079271 9) Name Licenses/Certificates 10) Name Licenses/Certificates 11) Name Licenses/Certificates 12) Nam Licenses/Certificates job Title Job Title Job Tit Job Title 13) Name Job Title Licenses/Certificates 14) Name Job Title Licenses/Certificates 15) Job Title Licenses/Certificates *Attach additional pages as necessary for additional personnel. Exhibit G2: RFP # LMD-18-19-34 Annual Maintenance Contract for Landscape Maintenance Zone 15 (River Village) Supervisors CrewmemberTitle Joe Schlottrnan -Branch Mana&er qty- of Weekly (Hours •5 CrewmemberTitle Oscar Huerta - Account Manager qty- of Meekly ifours 6 CrewermemberTitle Jose Perez- Production Manager__ qty. of Weekly hours 12 Crew #1 CrewmemberTttle Jose Rosales - Crew Foreman city. of Weekly Harars 30 C.rewmemberTitle Gardener Qty. of Weekly tlours 30 C:rewmemberTtle Gardener Qty- ofWeekly Haurs 30 C rewmember Title Qty- of Weekly Hours C:rewmecruberTi*le Qty -of Weekly Hours Crew #2 C:rewrrmember Tittle Qty- of .Weekly Hours Crew memberTi e Qty -of Weeklyi-iours crewmember Title Qty- of Weekly "ours CrewmemberTile Qty. of Weekly Hourfi Crewmember Titl Specialty Positions Qty- of weekly Hours Crewimember Title Irrigation Technician Qty. of Weekly Hours8 C,rewmemberTitle Spray Technician Qty. of Weekly Hours As Needed Specialty Positions Crewmember Title Qty- of Weekly Hours C:rewmember Title Qty_ of Weekly Hours *Attach additional pages as necessary for additional personnel. Exhibit G2: RFP # LM© -18-19-34 Annual Maintenance Contract for Landscape Maintenance Zone 16 Valencia Industrial_ Center VIC Supervisors CrewmemberTMe Joe Schlottman -Branch Manager Qty. of weekly Hours .5 CrewmemberTltle Oscar Huerta -Account Manager Qty. of weekly Hours 2 CrewmemberUtle Jose Perez- Production Manager Qty- ofweeklyH urs 4 Crew #1 CrewmemberTltle Jose Rosales -Crew Foreman Qty- of weekly mourn 30 CrewmemberTl`tle Gardener Qty -of weekly Hours 30 Crewmember Title Gardener Qty. of Weekly ours 30 CrewmemberT'We Qty. of Weekly Hours CrewmemberTltle Qty, of weekly Hours Crew #2 Crewmember Crewmem ber Tltl Qty- of weekly HGurs Qty. of Weekly Hours Crewmember Title Qty- of Weekly Hours CrewmemberTktle Qty- of Weekly Hours. Crewmember Title Qty. of Weekly &fours Specialty Positions Crewmember Title Irri ationTechnician Qty-ofWeekly Hours 4 ,Crewmemb,erTl e Spray Technician Qty- ofWeeklyHours As Needed Specialty Positions CrewmemberTitle Qty_ of Weekly Hours CrewmemberTltle Qty. of Weekly Hours *Attach additional pages as necessary for additional personnel. EXHIBIT ]:ACKM0VVLEDGEKHENT&ACCEPTANCE OFPROPOSAL SPECIFICATIONS RFP #UND-18'19-34 Annual Maintenance Contract forLandscapeMaintonmmce Zones 15 & 16 By providing the three (3) required signatures below, the Contractor acknowledges full understanding, complete agreement to, and accepts inits entirety, all Proposal Specifications for the Annual Maintenance Contract for Landscape Maintenance Zone 15 & Zone 16. The Contractor will be expected to perform maintenance practices and uphold the standards herein to the established specifications throughout the length ofthe contract. *Supervisor's Signatu *Estimatc r's Signature Date: *Owner's Signatu *All three signatures required Exhibit K: DOCUMENTS CHECKLIST RFP # LMD-18-19-34 Annual Maintenance Contract for Landscape Maintenance Zones 15 & 16 In addition to the items requested for the proposal the following documents are required to be completed and submitted by the proposer. DO NOT send more information than is requested. DO send the REQUESTED information. With RFP Proposal (All Bidders) Request for Proposal invitation page filled out Any addendum published through PlanetBids — signed form and acknowledgement through planet bids Cost File - Exhibit A — Cost Proposal - Pricing must be entered into line items section of PlanetBids and Exhibit B1 & B2 — Additional Pricing shall be submitted as the cost file. Response File o Exhibit C - Violation Records — must be completed o Exhibit D — Proactive Approach Form — must be completed o Exhibit E — Designation of Subcontractors —if none, write "n/a"; Do NOT leave blank o Exhibit F - References Page o Exhibit G1 & G2 - must be completed (use additional sheets if needed) © Exhibit H - Equipment Requirement Acknowledgment o Exhibit I —Certifications: Required certificates/licenses — o Proof of Contractor's License (license number will suffice) Required certificates/qualifications (as identified in solicitation including, but not limited to: o C27 License o WeatherTrak training completion o Exhibit J —Acknowledgement & Acceptance of Specifications o Exhibit K—Documents Checklist Lj Maintenance Schedule(s) - Daily, Weekly, Monthly, Semi -Annual, Annual (see examples in Attachments Al & A2) © Rotation Schedule (Maintenance Map) Exhibit D: PROACTIVE APPROACH FORM RFP # LMD-18-19-34 Annual Maintenance Contract for Landscape Maintenance Zones 15 & 16 Please explain what policies or procedures you and your company will provide to insure your team will proactively identify deficiencies, suggest solutions, and execute resolution? What makes your company the best for this service area and how does your company stand out from others? Our team starts out by scheduling our Estimator, Branch Manager and Account Manager to estimate the given area. They will individually walk/drive the area, determine square footage, expectations, hours for labor and number of specialized crew members it will take to accomplish all expectations of the City. They will them meet to discuss each individual estimate and come to the right overall best conclusion. Once on the job, the Account Manager with first have our irrigation tech perform and irrigation audit for the entire system. He will check all areas, write up a report and submit to the city for maintenance repair approval. Once approved, our team will begin the repair process until completion. Our tech will also create new irrigation zone maps during this process to aid in irrigation inspections and repairs in the future. The Account Manager will then custom design a "Sequence Map" for Zones 15 & 16. This color coded map will break down how his team will "Flow" though the job. It describes the what, where and when they will be servicing each Zone on a daily basis and weekly basis. This allows out crews to stay on task and helps the city know where each crew will be if needed. Each crew will also have an Irrigation Specialist, Spray Tech and Crew Leader to round out the senior leaders of the team. All this, along with carefully selected crew personnel will service these Zones in a complete and professional manner • Irrigation Tech: Will supply knowledge in checking the irrigation system for each area the will be servicing. He will check for proper irrigation directional spray, leaking heads, mainlines and laterals. If needed, he will document and write up work orders regularly to submit to the City for approval. All irrigation work will be performed in accordance with the requirements specified in the RFP for these zones. • Spray Tech: Will monitor weed control in all areas of focus. He will allocate the infected area with the appropriate chemical to successfully eliminate weeds and slow down new weed growth. • Production Manager: Our team has an experienced production manager that is an integral part of our plan. He will oversee all crews daily and assist the Account Manager in keeping their team on task and taking of issues if they arise. • Account Manager: Will oversee all crews servicing Zones 15 & 16. His responsibilities include, but are not limited to, daily walks with his Production Manager, making sure all items are being properly handled. He will make sure his crew's movement throughout the zones are capturing all areas successfully. He will also be the point of contact with the city using his custom QSA (Quality Site Assessment) Reports to communicate both in writing and through photographs the current condition of the zones. Within the report you will find current maintenance items that the crew is working on, maintenance items that have recently been completed, suggestions for enhancements throughout the zones, and descriptions and photos of any irrigation deficiencies or needed repairs. Included in the report are notes for the city for items that we find throughout our inspections unrelated to landscape maintenance but that may be important for LIVID Specialists or Monitors to be aware of, such as heaving concrete, vandalism, electrical issues, etc. Our Account Manager will be available for regular walks with Specialists and/or Monitors to review performance and go over any job details. • Branch Manager: Will be available for meetings and job walks with the City Staff. Joe Schlottman is a hands on Branch Manager and works closely with his maintenance team. He is a local resident of the City of Santa Clarita and will be monitoring these zones on a regular basis as well. Communicating daily with Account Managers and Production Managers he will ensure that all team members stay on task. • Regional VP of Operations: Will be in support of the Branch and available for any issues that deem his involvement. He is always available to listen to concerns that a client may have and be a part of creating a solution that benefits the execution of proper service. • BrightView Landscape: is a strong local company. Our employees live in and around the areas they service. Our team not only woks in Santa Clarita but lives with their families and spends time in your community. We support the community through volunteering with youth and civil programs and many others. Out comply also affords you deep nationwide resources that no other company can offer. We excel in a proactive philosophy, offering solutions to the city to make improvements in all areas. Landscape Plan for Zones 15 & 16 Due to the high visibility of all areas within these Zones and the high traffic in these areas it is important that they all be visually inspected on daily basis. Visual inspections will include litter removal in all areas daily and will be performed upon arrival to all jobs for the entirety of each zone. During these inspections we will be looking for trash and debris, excessive water, broken irrigation, downed limbs, vandalism and property damage. Once completing our visual inspections our team will move on to regularly scheduled maintenance activities dictated by our maintenance plan below and property pruning and detail sequence (to be provided upon contract award). Quality Site Assessment (QSA) To ensure a successful partnership, effective communication is one of our top priorities. We found the best way to keep our customers highly satisfied is to make sure we understand your current needs and priorities. We will provide proactive communication on a regular basis that includes images, pricing and recommendations that will give you a full view of your landscape. We employ a range of tools and reports including the Quality Site Assessment (pictured). This report will be provided on a regular basis to LIVID staff and monitors. In addition to the QSA we will provide individual proposals for the enhancements and repairs we recommend therein. This will give LIVID staff the opportunity to view areas for improvements and allow them to make quick decisions for the benefit of each zone. d°nrogrne,v y C+6drrus- LEGACY Y MIEIRILAiFN PARK 19Lar" MAL. Daft 1A1vdnPsr1,,jy, AogoW 10 ?W5 ✓ eAt byspox0f rwXhdv: Tuesday Augural Y3 '2,0'146' �Y;`.NJudM Affi nd—, Brra knhm Afl nd'wav Greg 4M1 Rona CARRYOVER MEMS iCCheizk8>n�, Grt" X40 Mono Notod A131atiUApTEN AN@s;E tl'M'pMkg:: h F We will ge4 a key arGd dean W lhm Inner wea tart the hospiW 2 h pVaes'w r�ei,n'. kevuw da,1114 allsarrg ardia.Wk 23 'I%' Yee- pi"'n I" ahnuL9s - The d d rhe ed-ati-1 b,,ild 49 OMI- pob,clerarring up 4he ttree snsr�ra¢s and prumng Ihe, drarb ri 5. 0 rave veadii.,Medl the rurr 4nGrs rmr the Fwkrrlg gairage tirxk. RZC,C[1A,,OMFN 0AZ`OCwVMS FOR gr&k"rpERTY k;NRAAYr.,"E.InrNUM NO V"C3.S "r1CC MCti71d'Mllkcp'MM,ti. ENT:: 11d 11 'At be:,n brniC1umgp yrnc� awveratl puearryncrxa4s Gary xurdul daiH u.9us9 a�H haws th-e f. V— by einr3. pnlg9lhzNVMWYr, ¢r1 �, ,, BIrigphM'Wilewna�P Sample Work Schedule and Sequence Map City of Santa Ciarita LMCI T-52 Landscape Maintenance Calendar -s and p. -h list items ti. be handled in the MEN No Sr noted. 1=111re. NOMMM07 Sequ rice 13 NOMMM R.S,Cs and items �__d, list MEMMM17 items ME Sr njQtEd. Exhibit D: PROACTIVE APPROACH FORM RFP # LMD-18-19-34 Annual Maintenance Contract for Landscape Maintenance Zones 15 & 16 Please explain what policies or procedures you and your company will provide to insure your team will proactively identify deficiencies, suggest solutions, and execute resolution? What makes your company the best for this service area and how does your company stand out from others? Our team starts out by scheduling our Estimator, Branch Manager and Account Manager to estimate the given area. They will individually walk/drive the area, determine square footage, expectations, hours for labor and number of specialized crew members it will take to accomplish all expectations of the City. They will them meet to discuss each individual estimate and come to the right overall best conclusion. Once on the job, the Account Manager with first have our irrigation tech perform and irrigation audit for the entire system. He will check all areas, write up a report and submit to the city for maintenance repair approval. Once approved, our team will begin the repair process until completion. Our tech will also create new irrigation zone maps during this process to aid in irrigation inspections and repairs in the future. The Account Manager will then custom design a "Sequence Map" for Zones 15 & 16. This color coded map will break down how his team will "Flow" though the job. It describes the what, where and when they will be servicing each Zone on a daily basis and weekly basis. This allows out crews to stay on task and helps the city know where each crew will be if needed. Each crew will also have an Irrigation Specialist, Spray Tech and Crew Leader to round out the senior leaders of the team. All this, along with carefully selected crew personnel will service these Zones in a complete and professional manner • Irrigation Tech: Will supply knowledge in checking the irrigation system for each area the will be servicing. He will check for proper irrigation directional spray, leaking heads, mainlines and laterals. If needed, he will document and write up work orders regularly to submit to the City for approval. All irrigation work will be performed in accordance with the requirements specified in the RFP for these zones. • Spray Tech: Will monitor weed control in all areas of focus. He will allocate the infected area with the appropriate chemical to successfully eliminate weeds and slow down new weed growth. • Production Manager: Our team has an experienced production manager that is an integral part of our plan. He will oversee all crews daily and assist the Account Manager in keeping their team on task and taking of issues if they arise. • Account Manager: Will oversee all crews servicing Zones 15 & 16. His responsibilities include, but are not limited to, daily walks with his Production Manager, making sure all items are being properly handled. He will make sure his crew's movement throughout the zones are capturing all areas successfully. He will also be the point of contact with the city using his custom QSA (Quality Site Assessment) Reports to communicate both in writing and through photographs the current condition of the zones. Within the report you will find current maintenance items that the crew is working on, maintenance items that have recently been completed, suggestions for enhancements throughout the zones, and descriptions and photos of any irrigation deficiencies or needed repairs. Included in the report are notes for the city for items that we find throughout our inspections unrelated to landscape maintenance but that may be important for LIVID Specialists or Monitors to be aware of, such as heaving concrete, vandalism, electrical issues, etc. Our Account Manager will be available for regular walks with Specialists and/or Monitors to review performance and go over any job details. • Branch Manager: Will be available for meetings and job walks with the City Staff. Joe Schlottman is a hands on Branch Manager and works closely with his maintenance team. He is a local resident of the City of Santa Clarita and will be monitoring these zones on a regular basis as well. Communicating daily with Account Managers and Production Managers he will ensure that all team members stay on task. • Regional VP of Operations: Will be in support of the Branch and available for any issues that deem his involvement. He is always available to listen to concerns that a client may have and be a part of creating a solution that benefits the execution of proper service. • BrightView Landscape: is a strong local company. Our employees live in and around the areas they service. Our team not only woks in Santa Clarita but lives with their families and spends time in your community. We support the community through volunteering with youth and civil programs and many others. Out comply also affords you deep nationwide resources that no other company can offer. We excel in a proactive philosophy, offering solutions to the city to make improvements in all areas. Landscape Plan for Zones 15 & 16 Due to the high visibility of all areas within these Zones and the high traffic in these areas it is important that they all be visually inspected on daily basis. Visual inspections will include litter removal in all areas daily and will be performed upon arrival to all jobs for the entirety of each zone. During these inspections we will be looking for trash and debris, excessive water, broken irrigation, downed limbs, vandalism and property damage. Once completing our visual inspections our team will move on to regularly scheduled maintenance activities dictated by our maintenance plan below and property pruning and detail sequence (to be provided upon contract award). Quality Site Assessment (QSA) To ensure a successful partnership, effective communication is one of our top priorities. We found the best way to keep our customers highly satisfied is to make sure we understand your current needs and priorities. We will provide proactive communication on a regular basis that includes images, pricing and recommendations that will give you a full view of your landscape. We employ a range of tools and reports including the Quality Site Assessment (pictured). This report will be provided on a regular basis to LIVID staff and monitors. In addition to the QSA we will provide individual proposals for the enhancements and repairs we recommend therein. This will give LIVID staff the opportunity to view areas for improvements and allow them to make quick decisions for the benefit of each zone. d°nrogrne,v y C+6drrus- LEGACY Y MIEIRILAiFN PARK 19Lar" MAL. Daft 1A1vdnPsr1,,jy, AogoW 10 ?W5 ✓ eAt byspox0f rwXhdv: Tuesday Augural Y3 '2,0'146' �Y;`.NJudM Affi nd—, Brra knhm Afl nd'wav Greg 4M1 Rona CARRYOVER MEMS iCCheizk8>n�, Grt" X40 Mono Notod A131atiUApTEN AN@s;E tl'M'pMkg:: h F We will ge4 a key arGd dean W lhm Inner wea tart the hospiW 2 h pVaes'w r�ei,n'. kevuw da,1114 allsarrg ardia.Wk 23 'I%' Yee- pi"'n I" ahnuL9s - The d d rhe ed-ati-1 b,,ild 49 OMI- pob,clerarring up 4he ttree snsr�ra¢s and prumng Ihe, drarb ri 5. 0 rave veadii.,Medl the rurr 4nGrs rmr the Fwkrrlg gairage tirxk. RZC,C[1A,,OMFN 0AZ`OCwVMS FOR gr&k"rpERTY k;NRAAYr.,"E.InrNUM NO V"C3.S "r1CC MCti71d'Mllkcp'MM,ti. ENT:: 11d 11 'At be:,n brniC1umgp yrnc� awveratl puearryncrxa4s Gary xurdul daiH u.9us9 a�H haws th-e f. V— by einr3. pnlg9lhzNVMWYr, ¢r1 �, ,, BIrigphM'Wilewna�P Sample Work Schedule and Sequence Map City of Santa Ciarita LMCI T-52 Landscape Maintenance Calendar -s and p. -h list items ti. be handled in the MEN No Sr noted. 1=111re. NOMMM07 Sequ rice 13 NOMMM R.S,Cs and items �__d, list MEMMM17 items ME Sr njQtEd. Exhibit D: PROACTIVE APPROACH FORM RFP # LMD-18-19-34 Annual Maintenance Contract for Landscape Maintenance Zones 15 & 16 Please explain what policies or procedures you and your company will provide to insure your team will proactively identify deficiencies, suggest solutions, and execute resolution? What makes your company the best for this service area and how does your company stand out from others? Our team starts out by scheduling our Estimator, Branch Manager and Account Manager to estimate the given area. They will individually walk/drive the area, determine square footage, expectations, hours for labor and number of specialized crew members it will take to accomplish all expectations of the City. They will them meet to discuss each individual estimate and come to the right overall best conclusion. Once on the job, the Account Manager with first have our irrigation tech perform and irrigation audit for the entire system. He will check all areas, write up a report and submit to the city for maintenance repair approval. Once approved, our team will begin the repair process until completion. Our tech will also create new irrigation zone maps during this process to aid in irrigation inspections and repairs in the future. The Account Manager will then custom design a "Sequence Map" for Zones 15 & 16. This color coded map will break down how his team will "Flow" though the job. It describes the what, where and when they will be servicing each Zone on a daily basis and weekly basis. This allows out crews to stay on task and helps the city know where each crew will be if needed. Each crew will also have an Irrigation Specialist, Spray Tech and Crew Leader to round out the senior leaders of the team. All this, along with carefully selected crew personnel will service these Zones in a complete and professional manner • Irrigation Tech: Will supply knowledge in checking the irrigation system for each area the will be servicing. He will check for proper irrigation directional spray, leaking heads, mainlines and laterals. If needed, he will document and write up work orders regularly to submit to the City for approval. All irrigation work will be performed in accordance with the requirements specified in the RFP for these zones. • Spray Tech: Will monitor weed control in all areas of focus. He will allocate the infected area with the appropriate chemical to successfully eliminate weeds and slow down new weed growth. • Production Manager: Our team has an experienced production manager that is an integral part of our plan. He will oversee all crews daily and assist the Account Manager in keeping their team on task and taking of issues if they arise. • Account Manager: Will oversee all crews servicing Zones 15 & 16. His responsibilities include, but are not limited to, daily walks with his Production Manager, making sure all items are being properly handled. He will make sure his crew's movement throughout the zones are capturing all areas successfully. He will also be the point of contact with the city using his custom QSA (Quality Site Assessment) Reports to communicate both in writing and through photographs the current condition of the zones. Within the report you will find current maintenance items that the crew is working on, maintenance items that have recently been completed, suggestions for enhancements throughout the zones, and descriptions and photos of any irrigation deficiencies or needed repairs. Included in the report are notes for the city for items that we find throughout our inspections unrelated to landscape maintenance but that may be important for LIVID Specialists or Monitors to be aware of, such as heaving concrete, vandalism, electrical issues, etc. Our Account Manager will be available for regular walks with Specialists and/or Monitors to review performance and go over any job details. • Branch Manager: Will be available for meetings and job walks with the City Staff. Joe Schlottman is a hands on Branch Manager and works closely with his maintenance team. He is a local resident of the City of Santa Clarita and will be monitoring these zones on a regular basis as well. Communicating daily with Account Managers and Production Managers he will ensure that all team members stay on task. • Regional VP of Operations: Will be in support of the Branch and available for any issues that deem his involvement. He is always available to listen to concerns that a client may have and be a part of creating a solution that benefits the execution of proper service. • BrightView Landscape: is a strong local company. Our employees live in and around the areas they service. Our team not only woks in Santa Clarita but lives with their families and spends time in your community. We support the community through volunteering with youth and civil programs and many others. Out comply also affords you deep nationwide resources that no other company can offer. We excel in a proactive philosophy, offering solutions to the city to make improvements in all areas. Landscape Plan for Zones 15 & 16 Due to the high visibility of all areas within these Zones and the high traffic in these areas it is important that they all be visually inspected on daily basis. Visual inspections will include litter removal in all areas daily and will be performed upon arrival to all jobs for the entirety of each zone. During these inspections we will be looking for trash and debris, excessive water, broken irrigation, downed limbs, vandalism and property damage. Once completing our visual inspections our team will move on to regularly scheduled maintenance activities dictated by our maintenance plan below and property pruning and detail sequence (to be provided upon contract award). Quality Site Assessment (QSA) To ensure a successful partnership, effective communication is one of our top priorities. We found the best way to keep our customers highly satisfied is to make sure we understand your current needs and priorities. We will provide proactive communication on a regular basis that includes images, pricing and recommendations that will give you a full view of your landscape. We employ a range of tools and reports including the Quality Site Assessment (pictured). This report will be provided on a regular basis to LIVID staff and monitors. In addition to the QSA we will provide individual proposals for the enhancements and repairs we recommend therein. This will give LIVID staff the opportunity to view areas for improvements and allow them to make quick decisions for the benefit of each zone. d°nrogrne,v y C+6drrus- LEGACY Y MIEIRILAiFN PARK 19Lar" MAL. Daft 1A1vdnPsr1,,jy, AogoW 10 ?W5 ✓ eAt byspox0f rwXhdv: Tuesday Augural Y3 '2,0'146' �Y;`.NJudM Affi nd—, Brra knhm Afl nd'wav Greg 4M1 Rona CARRYOVER MEMS iCCheizk8>n�, Grt" X40 Mono Notod A131atiUApTEN AN@s;E tl'M'pMkg:: h F We will ge4 a key arGd dean W lhm Inner wea tart the hospiW 2 h pVaes'w r�ei,n'. kevuw da,1114 allsarrg ardia.Wk 23 'I%' Yee- pi"'n I" ahnuL9s - The d d rhe ed-ati-1 b,,ild 49 OMI- pob,clerarring up 4he ttree snsr�ra¢s and prumng Ihe, drarb ri 5. 0 rave veadii.,Medl the rurr 4nGrs rmr the Fwkrrlg gairage tirxk. RZC,C[1A,,OMFN 0AZ`OCwVMS FOR gr&k"rpERTY k;NRAAYr.,"E.InrNUM NO V"C3.S "r1CC MCti71d'Mllkcp'MM,ti. ENT:: 11d 11 'At be:,n brniC1umgp yrnc� awveratl puearryncrxa4s Gary xurdul daiH u.9us9 a�H haws th-e f. V— by einr3. pnlg9lhzNVMWYr, ¢r1 �, ,, BIrigphM'Wilewna�P Sample Work Schedule and Sequence Map City of Santa Ciarita LMCI T-52 Landscape Maintenance Calendar -s and p. -h list items ti. be handled in the MEN No Sr noted. 1=111re. NOMMM07 Sequ rice 13 NOMMM R.S,Cs and items �__d, list MEMMM17 items ME Sr njQtEd. Exhibit F: REFERENCES RFP ## LMD-18-19-34 Annual Maintenance Contract for Landscape Maintenance Zones 15 & 16 City of Santa Clarita, California The following are the names, addresses, and telephone numbers of three public agencies for which the proposed company has performed work of a similar scope and size within the past five (5) years. The references shall demonstrate that the company (proposer) has a minimum of five (5) years' experience in the landscape maintenance field, experience maintaining site areas of twenty (20) acres or larger, and the ability to complete work of the type and scope being proposed under the terms of this contract. If necessary, more than three (3) references can be submitted to demonstrate these qualifications. If the instructions on this form conflict with the references requested in the scope of work, the scope of work shall govern. Complete this form out accordingly. Fill out this form completely and upload it with your proposal. 1. City of Norco 2870 Clark Ave. Norco, CA 92860 Name and Address of Owner/ Agency Brian K Petree 951.-270-5632 Name and Telephone Number of Person Familiarwith Project $650,000 Landscape Maintenance Current Contract Amount Type of Work Date Started Date Completed 2. City of Moreno Valley 14177 Frederick St. Moreno Valley,CA 92552 Name and Address of Owner / Agency Robert Lemon 951-413-3109 Name and Telephone Number of Person Familiar with Project $300,000 Landscape Maintenance Current Contract Amount Type of Work Date Started Date Completed 3. City of Santa Clarita 23920 Valencia Blvd. Santa Clarita, CA 91355 Name and Address of Owner/ Agency Katie Knybel 661-290-2204 Name and Telephone Number of Person Familiar with Project $200,000 Landscape Maintenance Current Contract Amount Type of Work Date Started Date Completed The following are the names, addresses, and telephone numbers of all brokers and sureties from whom BIDDER intends to procure insurance bonds: Simone Gerhard 707 Wilshire Blvd. Suite 2600 Los Angeles, CA 90017 213630-1386 DII V991 &&A 011 r-IT41 W-11 10 1 r-11 REQUEST FOR PROPOSALS Annual Maintenance Contract For Landscape Maintenance Zones 15 & 16 PROPOSAL# LMD-18-19-34 Proposal responses must be received electronically via PlanetBids before 11:00 AM on April 15, 2019, by the Purchasing Agent of the City of Santa Clarita. Electronic bids may be viewed at: httpJ/ Lww.planetbids.com/portai/portal.cfm?CompanylD=1684014 Purchasing Contact: (661) 255-4399 1. Solicitation documents for this proposal may be downloaded from the City's Purchasing PllanetBids website at ILttp://www.planetbids.com/portalZportal,cfm?Company,ID=16840#, Please refer to the solicitation documents for complete details and proposal requirements. 1 A pre -proposal meeting will occur Wednesday, March 27, 2019 at 1:00 PM. Attendees will meet at: City Hall, 23920 Valencia B1, Santa Clarita, CA 91355 - Council Chambers Conference Room, Suite 105 at 1:00 PM. 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 I to 46, attachments A to E, zone maps, and exhibits A to K. 5. The last clay for questions will be April 3, 2019, 10:00 AM. Questions should be submitted electronically via PlanetBids: http:llwww.planetbids.com/portal/portal.cfm?ComoanylD=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 afl pages of this proposal. The undersigned agrees to furnish the commodity or service stipulated on this proposal as stated above. Company; Brightview Landscape Services Inc Name (P Signature: ottman Title of Person, Signing Proposal: Branch PROPOSAL 0 LMD-19-19-34 Address: 24151 Ventura Blvd Calabasas, CA 91301 Company Phone No.: 818-468-9154 Exhibit E: DESIGNATION OF SUBCONTRACTORS RFP # LMD-18-19-34 Annual Maintenance Contract for Landscape Maintenance Zones 15 & 16 City of Santa Clarita, California Fill out this form completely and upload it with your proposal. Subcontractor N/A DBE STATUS: Age of firm: Certifying Agency: Dollar Value of Work Annual Gross Receipts: Location and Place of Business Bid Schedule Item Nos: Description of Work License No. Exp. Date: Phone( ) Subcontractor N/A DBE STATUS: Age of firm: Certifying Agency: Dollar Value of Work Annual Gross Receipts: Location and Place of Business Bid Schedule Item Nos: Description of Work License No. Exp. Date: / / Phone( ) Subcontractor N/A DBE STATUS: Age of firm: Certifying Agency: Dollar Value of Work Annual Gross Receipts: Location and Place of Business Bid Schedule Item Nos: Description of Work License No. Exp. Date: / / Phone{ } NOTE: A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded. Exhibit C: VIOLATION RECORDS RFP # LMD-18-19-34 Annual Maintenance Contract for Landscape Maintenance Zones 15 & 16 1) The last six (b) months of tailgate safety meeting sign -in sheets and topics covered must be made available UPON REQUEST. (Do not send with proposal submission at this time.) 2) In the year of 2018, what was the longest stretch of days worked without an accident in the landscape maintenance division? 150 3) Please provide any sustained complaints made to your company within the past four (4) years to Cal -OSHA. None 4) Please provide any sustained complaints made to your company within the past four (4) years to the California State Contractor Board in regards to your C-27 license. None