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Home My WebLink About2021-06-22 - AGENDA REPORTS - LANDSCAPE MONITORING CONTR (2)21 Agenda Item:10 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL: DATE: June 22, 2021 SUBJECT: AWARD CONTRACT FOR LANDSCAPE MONITORING SERVICES DEPARTMENT: Neighborhood Services PRESENTER: Kevin Tonoian RECOMMENDED ACTION City Council: 1. Award a one-year base landscape monitoring services contract to Smith Landscape Management to provide landscape monitoring and customer services in the annual amount of $326,940, and authorize an annual contingency of $32,694, for a total amount not to exceed $359,634. 2. Award a one-year base landscape monitoring services contract to Aguila Consulting to provide landscape monitoring and customer services in the annual amount of $92,765, and authorize an annual contingency of $20,000, for a total amount not to exceed $112,765. 3. Award a one-year base landscape monitoring services contract to JMD Landscape Architecture to provide landscape monitoring and customer services in the annual amount of $92,040, and authorize an annual contingency of $9,204, for a total amount not to exceed $101,244. 4. Award a one-year base landscape monitoring services contract to Landscape Consultants.com to provide landscape monitoring and customer services in the annual amount of $84,192, and authorize an annual contingency of $8,420, for a total amount not to exceed $92,612. 5. Authorize ongoing appropriations in the amount of $41,492 from Landscape Maintenance District Fund 357 and $5,696 from Areawide Fund 367, as identified in Attachment A, to support recurring landscape monitoring services. 6. Authorize the City Manager or designee to execute all contracts and associated documents, contingent upon the appropriation of funds by the City Council during the Fiscal Year 2021- Page 1 Qbdlfu!Qh/!77 21 22 and future annual budget processes, and execute all documents subject to City Attorney approval. 7. Authorize the City Manager or designee to execute up to four additional, one-year renewal options for each contract beginning in year two, not to exceed their base contract, inclusive of contingency, plus Consumer Price Index adjustments, upon request of the contractor for each vendor. BACKGROUND continues to experience significant growth due to the creation of new and transfer of existing zones from Los Angeles County. Since 2010, the number of LMD zones has increased from 34 to 61. the zones. Landscape monitoring services (Monitoring Services), which are fully supported by the LMD fund, are outsourced and managed by the Special Districts Office. Monitoring Services represent 3.46 percent of the total Fiscal Year 2021-22 LMD operating budget of approximately $17.2 million. The primary role of the LMD monitors is to inspect and ensure landscape maintenance services are delivered in a manner that regularly exceeds the service expectations of our community. The Landscape Monitors (Monitors) are responsible for identifying deficiencies, overseeing general repair work, and interacting with homeowners to follow-up on landscape-related inquiries or requests for service enhancements. Annually, the LMD operation responds to more than 2,100 unique Resident Service Center requests (RSCs). The vast majority of RSCs require moderate to extensive interactions, which Monitors in conjunction with Special Districts staff. The RSCs encompass a wide range of landscape activity within the 61 individual LMD zones ranging from transit properties, 29 miles of landscaped paseos, three LMD managed parks, and more than 2,700 acres of irrigated slope and landscaped areas. Monitoring Services are also required to be available on a 24/7 basis to respond to emergencies such as downed trees, broken main water lines, or stuck irrigation valves. In evaluating the responsibilities associated with these services, staff has determined the use of private contract monitors to be the most efficient method for ensuring contract compliance by landscape maintenance contractors. Request for Proposal (RFP) LMD-20-21-22 for Monitoring Services financially independent LMD zones was published and circulated on March 16, 2021. The RFP was sent to 353 vendors, in addition to the Santa Clarita Valley Chamber of Commerce and Valley Industry Association. Twenty-five companies downloaded the RFP, and four proposals were received. Page 2 Qbdlfu!Qh/!78 21 Proposals were reviewed by a cross-section of staff to evaluate the qualifications based upon Monitoring Services and reporting/documentation services. Additional criteria, was based, included possession of required professional licensing and the ability to provide Consistent with the procurement process developed by staff, all prospective companies were instructed to prepare and provide sealed costs to perform Monitoring Services in support of the LMD zones. Following the evaluation pricing and evaluated how best to assign individual LMD zones among all responsive companies. The assignment of LMD zones for each monitoring company was influenced by multiple factors, including the evaluation process described above, the technical expertise and professional experience of each company, and pricing. The chart below provides the City Council with an overview of the recommended annual amounts for Monitoring Services. RECOMMENDED RECOMMENDED ANNUAL ANNUAL BASE CONTINGENCY COMPANY LOCATION AMOUNT AMOUNT Smith Landscape Management Santa Clarita $326,940 $32,694 Aguila Consulting Santa Clarita $92,765 $20,000 JMD Landscape Architecture Burbank $92,040 $9,204 Landscapeconsultant.com Antelope Valley $84,192 $8,420 Staff is recommending the award of contracts to the four companies identified above to oversee monitoring activities for all LMD zones in the annual base amount of $595,937, plus contingency, as listed above. ALTERNATIVE ACTION 1. Do not award contracts. 2. Other action as determined by the City Council. x FISCAL IMPACT There is no impact to the General Fund. Approval of the recommended actions would increase the budget for the Local Zones by $47,188 and would adequately support landscape monitoring services. Page 3 Qbdlfu!Qh/!79 21 ATTACHMENTS Attachment A - Ongoing Base Budget Appropriations for Monitoring Services (By Zone) Aguila Consulting RFP Response LMD-20-21-22 (available in City Clerk's Reading File) JMD Landscape RFP Response LMD-20-21-22 (available In City Clerk's Reading File) Landscapeconsultant.com RFP Response LMD-20-21-22 (available In City Clerk's Reading File) Smith Landscape RFP Response LMD-20-21-22 (available In City Clerk's Reading File) RFP#LMD-20-21-22 FINAL (available in City Clerk's Reading File) Page 4 Qbdlfu!Qh/!7: Buubdinfou;!Buubdinfou!B!.!Pohpjoh!Cbtf!Cvehfu!Bqqspqsjbujpot!gps!Npojupsjoh!Tfswjdft!)Cz!\[pof* 21/b Qbdlfu!Qh/!81 Jodsfbtf! Bnpvou!pg! $ 387.00 $ 903.00 $ 728.00 $ 2,444.00 $ 546.00 $ 1,686.00 $ 1,872.00 $ 892.00 $ 2,010.00 $ 2,232.00 $ 5,696.00 $ 1,496.00 $ 2,880.00 $ 776.00 $ 2,880.00 $ 1,440.00 $ 660.00 $ 1,440.00 $ 3,960.00 $ 3,120.00 $ 2,420.00 $ 4,740.00 $ 1,980.00 !%!!!!!!!!!!!!!!58-299! Bnpvou! Ofx!Cvehfu! $ 2,064.00 $ 2,580 $ 8,320 $ 6,240 $ 6,240 $ 22,413 $ 1,872 $ 4,128 $ 22,888 $ 6,912 $ 81,720 $ 5,292 $ 40,320 $ 5,820 $ 18,480 $ 3,780 $ 9,240 $ 55,440 $ 21,840 $ 10,920 $ 9,420 $ 4,320 !%!!!!!!!!!!!!46:-59:! $ 9,240 423-412 Bnpvou! Dvssfou!Cvehfu! $ - % $ 1,677.00 $ 1,677.00 $ 7,592.00 $ 3,796.00 $ 5,694.00 $ 20,727.00 $ 3,236.00 $ 20,878.00 $ 4,680.00 $ 76,024.00 $ 3,796.00 $ 37,440.00 $ 5,044.00 $ 15,600.00 $ 7,800.00 $ 3,120.00 $ 7,800.00 $ 51,480.00 $ 18,720.00 $ 8,500.00 $ 4,680.00 $ 2,340.00 Bddpvou! InspectionsInspectionsInspectionsInspectionsInspectionsInspectionsInspectionsInspectionsInspectionsInspectionsInspectionsInspectionsInspectionsInspectionsInspectionsInspectionsInspectionsInspectionsI nspectionsInspectionsInspectionsInspectionsInspections ATTACHMENT A Eftdsjqujpo \[pof!Cvehfu!Upubmt 12525-5161.014 12528-5161.01412533-5161.01412534-5161.01412535-5161.01412538-5161.01412548-5161.01412549-5161.01412550-5161.01412567-5161.01412712-5161.01412501-5161.01412508-5161.01412558-5161.01412512-5161.014125 13-5161.01412514-5161.01412516-5161.01412520-5161.01412521-5161.01412522-5161.01412570-5161.01412563-5161.014 Bddpvou!Ovncfs T8 T20T23T31T46T47T52T68T71 \[pof T23AT23B Zone 3Zone 6 Zone 15Zone 16Zone 17Zone 18Zone 25Zone 26Zone 27Zone 31 T1 Faircliff Zone 2008-1* Djuz!pg!Tboub!DmbsjubMNE!Mpdbm!\[poft!.!Sfrvftut!gps!Beejujpobm!Cvehfu!Bqqspqsjbujpo *Fund 367 (Areawide) Aguila Consulting - Technical Proposal for Monitoring of Contract Landscape Maintenance Services Aguila Consulting 22620 Calvelo Dr, Santa Clarita, CA 91350 April 16, 2021 Purchasing City of Santa Clarita 23920 Valencia Blvd., Suite 120 Santa Clarita, CA 91355-2196 RE: Proposal for Monitoring of Contract Landscape Maintenance Services RFP # LMD-20-21-22 Dear City of Santa Clarita Purchasing Department, It is with great enthusiasm that Aguila Consulting submits this proposal to provide professional services for the City of Santa Clarita Monitoring of Contract Landscape Maintenance Services. Aguila Consulting is an experienced landscape -consulting firm with over 72 combined years of landscape management experience. Most importantly, we possess the capabilities necessary to assist the City in meeting its needs. We have a professional staff and offer a full array of technical expertise with an emphasis on landscape installation, maintenance, monitoring of landscape contractor performance, and water conservation management strategies. In addition, the company is certified in Water Management for WeatherTrak Irrigation controllers. Aguila Consulting is aware of the dynamic changes going on within the city, and the priority to stay on course to adequately meet the needs and future growth of the city. We understand the requirements to be a partner of the city and understand the needs and expectations of the Landscape Management District (LIVID) in terms of quality of work, promptness, and customer service. Aguila Consulting will work closely with the Landscape Management District, the community, and other stakeholders, utilizing a community -based approach (or client -centered approach) that is backed by strong landscaping expertise to meet the city's needs. The company has a skilled team assembled with the institutional knowledge and relevant experience required to meet the City of Santa Clarita's demand for a proactive approach to a long-term solution. Aguila Consulting brings a strong team of professionals with real -life experience and excellent customer service skills. We thoroughly understand the landscaping management process required to efficiently and effectively deliver services to the community. Aguila Consulting - Technical Proposal for Monitoring of Contract Landscape Maintenance Services The following information is provided as requested in the RFP: Company Name: Aguila Consulting Company Address: 22620 Calvello Dr., Santa Clarita, CA 91350 Telephone Number: (661) 510-6669 Authorized Representative: Jorge Aguila We look forward to the opportunity to provide our commitment to serving the needs of the The city of Santa Clarita. Sincerely, Jorge Aguila Owner - Aguila Consulting Table of Contents Tab1: Table of Content................................................................................................................. 3 Tab 2: Notice & Request For Proposal Schedule............................................................................. 5 Tab3: Introduction............................................................................................................................7 Tab4: Work Analysis....................................................................................................................... 9 Tab5: Work Program......................................................................................................................13 Tab6: Assigned Personnel............................................................................................................ 18 Tab7: Schedule............................................................................................................................. 23 Tab 8: City Resources & Subcontractors........................................................................................25 Tab 9: Contractor Capability and References.................................................................................26 Capabilities.................................................................................................................................. 26 References...................................................................................................................................31 Tab 10: Conflict of interest..............................................................................................................33 Tab11: insurance............................................................................................................................35 Tab12: Additional Data...................................................................................................................41 Company & Staff Documentation -Appendix A.......................................................................... 41 Addenda Acknowledgement -Appendix B.................................................................................. 45 ZoneTable - Exhibit A.................................................................................................................49 3 Aguila Consulting - Technical Proposal for Monitoring of Contract Landscape Maintenance Services Intentionally left blank Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services BO Jorge A,guila, Please note that an addendum has been puhished for the LMOL20-21-22 - Murrlorimg of Cordract Landscape Maintenance Services solicilation. You can acres the full addendum using the link below. LMD-20-21-22 - Mondorino of Gontracl Landscape Maintenance Services _ addendum - 1 If you need assistance, please call BidNel Directs Support Department at 800-8354603. Service hours are Morrdayfriday from 8:00 am to &00 pm EST_ Kind Regards, BidHat Direct Support Department supperlcom This message is sent to you as a member of NdNet Direct in connection to ycur account www—bidnekiirest.corn. Bidikt Direct iS British A medcan BKrd' Latham, MY, 12110 USA Use the follawing Irk to update vixw amount Terms and Corditions I Privaev Policy I Donlacl us P...dmdF C;mm& 5 CITY OF SANTA CLARITA NOTICE INVITING, PROPOSALS Project Name: Monitoring of Contrart Landscape Maintenance Services PFROPOSAL #. LMD-ZO-ZI-ZZ" Bid Opening: April 1V'r 2021 at 11:00 AM PST Last Day for Questions: April 6`^, 2021 at 11:00 AM PST Engineer's Estimate. TBD Ucense(s) Required; No Project Description: The City of Santa Clarita Is seeking proposals for Landscape Maintenance Contract Monitoring services. This servlce Is to ensure high quality landscape maintenance services are attained and maintained to the satisfaction of the City. Pre -Bid Meeting. Yes, March 3011, 70Z1 at 10:00 AM PST aria Zoom. Link in Scope of Work. Prevailing Wage: Yes Required Contractor Only bids submitted by bidders laiong with all listed subcontractors) that are & Subcontractor currently registering and qualified to perform public work pursuant to Labor Registration: Code Section 1725.5. Bond Requirements: No Contact Information: Jonathan Cash - PhcHm: (661) 2864187 EMail:jcosh@santa-clarita.com Specifications forthis request for proposals (RFP) may be downloaded from the City's Purchasing website at. www.bidnetdirect.com//citVofsantaclarita. Please refer to specifications for complete details and RFP requirements. The specifications in this notice shall be considered a part of any contract mane pursuant thereto. A paper copy of the RFP documents is available upon request in the City Cierkrs office, suite 120. RFP Questions must be submitted electronically aria the EiidNet "Question and Answer" tab, Addenda, if issued by the CITY will be transmitted on BidNet- Addenda must be digitally acknowledged via BidNet in addition to a printed and signed version submitted with the proposal response. If addenda are not signed and submitted with the proposal response, the submission may he deemed non- responsive and rejede& Dates Published. March 1E, 2021 0 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Tab 3: Introduction Aguila Consulting is proud to submit this proposal for the City of Santa Clarita Landscape Maintenance District (LIVID) Landscape Maintenance Contract (LMC) Services. Since 1969, the Aguila family has been providing landscape services in the City of Santa Clarita, first starting as a small, one -person business known as Ismael Aguila Landscaping and Gardening Services. In 1990, the business expanded, and the company was later rebranded as Aguila Landscaping-- to focus on more commercial projects. Since then, Aguila Landscaping has provided its services to over 2,000 residential homes and over 100 commercial sites. Aside from the company's landscaping side, Aguila Consulting has provided services for the City of Santa Clarita on a contractual basis for landscape maintenance, irrigation control, installation improvements, and monitoring contracts for landscape maintenance services for the past two years. Aguila Consulting takes great pride in working on projects involving landscapes, nurturing plants, and cultivating the earth. We firmly believe that the quality of public and shared landscape space directly impacts our lives' overall quality. We strive to provide the best professional effort on behalf of our clients and do so while also respecting the needs of all users of the great outdoors. Aguila Consulting will provide the highest quality maintenance monitoring services to the City of Santa Clarita by serving the local community and residents honestly, with integrity, and hard work. We love our work and count on this to be affected in the outdoor environments we maintain. The Aguila Consulting Team selected for this project has over 72 years of in-depth experience providing monitoring services and management oversight on various landscape projects for cities, Homeowner Associations (HOA), and commercial properties in the county Los Angeles. We have a firm understanding of all this experience combined with the technical experience to monitor landscape contracts efficiently. 7 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Intentionally left blank Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Tab 4: WorkAnalysis Understanding of Monitoring a Landscape Maintenance Contract The Aguila Consulting Team has over 72 years of in-depth experience providing monitor services and management oversight on various landscape projects for cities, HOA's, and commercial properties in the County of Los Angeles, having a firm understanding of technical experience to monitor landscape contracts efficiently. We believe the primary role of an LCM is to ensure that goods or services provided by the contractor are delivered on time, at the agreed cost, and to the specified requirements. For larger projects such as this, it should be the LCM's responsibility to monitor multiple maintenance contracts to ensure maximum performance based on measurable service deliverables while verifying compliance with the terms and conditions as outlined in the contract. This also includes overseeing any customer service aspect of the Landscape Maintenance Project by addressing and resolving any concerns from residents or property owners regarding contractor performance issues. The nature and extent of monitoring contractors can vary between contracts, depending on the size and details of the scope of work. It can be influenced by the nature and value of the service and the type of relationship between the contractor and monitor-- both in the short and the long term. Contract management continues throughout the life of the contract: managing delivery proactively, resolving issues that arise, and anticipating business needs and potential problems. For longer -term contracts, contract management also involves initiatives and discussions aimed at continua! performance improvements. Technical and Professional Challenges When managing contractual projects, there are often professional and technical challenges that can affect project outcomes. Examples of challenges include: • Failure of the landscape maintenance contractor to understand contract scope of work and/or administrative details. • Lack of communication between landscape maintenance contractor and contract monitor. • Failure to clarify the roles and responsibilities of the contract. • Failure for the contract monitor and/or landscape maintenance contractor to document project status, changes, and/or costs. • Deficiency in contractor workmanship quality due to lack of technical expertise, effort, and/or efficiency. • Performance appraisal conflicts or discrepancies. • Customer complaints and satisfaction. These challenges can be driven by the contractor, contract monitor, and/or client. It is from our experience, most common challenges in monitoring contracts far landscape services is associated with three separate, but interrelated management factors listed below. After years of experience, we have learned that failure to overlook these factors, may lead to an increase in challenges thus leading to unsuccessful project output. 9 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services 1 . Managing the service delivery ensures that a contract for landscape maintenance is being delivered as agreed, to the required level of performance and quality. This is particularly important during the early stages of contract rollout. There are four components of service delivery we like to emphasize, which include quality, quantity, efficiency, and risk of the services performed in the contract. At this stage, we believe it is good practice to allow some flexibility in how the delivery will be assessed - such as giving the contractor a reasonable timeframe to get ready for full delivery. We feel it is important to focus on assessing the need of each contractor's zone with onsite visits, contractor staff interviews, reviewing Scope of Work (SOW} and past history of performance. During this initial phase, it might not be productive to point out a minor transgression on standards, especially if the contractor has worked hard to bring the service 'on stream' quickly. After assessing the service delivery, we will specify an appropriate timeframe for services to be bedded down and in which we won't strictly enforce the service levels. In doing so, we will then provide the contractor an appropriate time frame to make any improvements. As time goes on (usually in 6-12 weeks), we will begin to monitor and evaluate performance as described in the contract. 2. Managing relationships keeps our relationship between the contractor and ourselves open and constructive, aiming to resolve problems early and focus on continual improvement. In managing their contract, it's important for us to establish effective working relationships with contractors. In addition, the nature of the procurement will help to determine the relationship we want to develop with the contractor. By utilizing the Relationship Spectrum Model, we aim to establish a balanced "competitive/collaborative" relationship with the contractor so that we can benefit from the following: O Open and effective communication. O An established mutual trust, respect, and understanding. O An increased work efficiency. O Trust so that both parties can set targets for improvements in cost and quality, and meet regularly to discuss progress in achieving them. O Standardized products or services. O A long-term relationship. 3. Managing contract administration provides governance and accountability through tracking and recording delivery. Far too many times, contract managers fail to account for all of the key procedures involved in contract administration which include: • Maintaining contract -related documentation and keeping records • Ordering goods or services • Paying for goods or services • Monitoring deliverables • Monitoring budgets • Controlling changes and variations to the contract • Managing and planning resources • Undertaking management reporting • Managing assets 10 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services To ensure proper management of the contract, we need timely, up-to-date, and accurate information. Our contract reporting methods have included the following: • Milestone Reports: regular reports on delivery against milestones • Monthly (weekly) Progress Reports: regular monthly reports on delivery. • Service Delivery Reports: regular reports of delivery against service levels or key performance indicators. • Project Completion Report: the final report at the end of the contract, summarizing delivery and results. In addition, we utilize the following essentials to minimize any challenges in managing the landscape contracts: • Good preparation. Accurately assess the City's needs and we will have a clear understanding of the results you're looking for, the quality required, and any time or budget constraints. • A comprehensive description of the goods or services. All contracts must comprehensively specify the requirements in a concise, easy -to -understand way that provides the supplier with all the information it needs to deliver successfully. • A Contract Management Plan. Contract management tends to receive the least attention - and sometimes only when issues arise. A Contract Management Plan can be a useful tool, particularly for high -value, complex, unique, or strategic procurements. It greatly increases our chances of achieving a successful project outcome. • Single business focus. Each party needs to understand the other's business. Both parties' objectives under the contract must be achievable. • Knowledge. As the contract manager, we feel we should understand the business, the results you're looking for, and the way that they'll be delivered under the contract. That way we understand the implications of potential issues and opportunities. • Proactivity. Good contract management anticipates and responds promptly to issues, risks, and emerging business needs. 11 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Intentionally left blank 12 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Tab 5: Work Program Our Philosophy Aguila Consulting takes great pride in working with landscapes, nurturing plants and cultivating the earth. This is not just a career, this is passion and as landscape professionals, we are responsible for the scenery that surrounds our homes, work places, shopping centers, and places of relaxation. We firmly believe that the quality of public and shared landscape space has a direct impact on the overall quality of our lives. Our Company is mindful that we share the environment and planet resources of this planet, aiming to provide landscape spaces to sustain and enhance the existing ecology of a site. When sourcing materials for our landscape projects we consider their provenance so as to minimize the detrimental impact on the environment. People pass through our landscape projects, sometimes unknowingly, every day of their lives. We believe the quality of our landscape efforts have the ability to lift or depress an individual's mood. Aguila Consulting has the responsibility to deliver in a conscious manner the best outcome achievable for the community at large. We endeavor to provide the best professional effort on behalf of our clients and to do so while also respecting the needs of all users of the great outdoors. Aguila Consulting will provide the highest quality landscape maintenance contract monitoring services for the City of Santa Clarita by serving the local community and residents honestly, with integrity, and hard work. We love our work and count on this to be reflected in the outdoor environments created. Our Approach We understand that the City of Santa Clarita is interested in contracting with individuals and/or organizations to provide monitoring services for landscape maintenance contracts. We know that there were previously approximately four LCM's and City staff overseeing landscape maintenance projects. This proposal is intended to provide a unique and cohesive approach to assisting the City to maximize current landscape maintenance contracts. Our team will utilize improved techniques that have proven successful on other contract management projects to ensure the City's goals and objectives are achieved. Aguila Consulting's Project Manager will monitor schedules and budgets, provide a planned effort for project production, oversee quality control, develop action plans to address issues and assure completion, and provide value recommendations to the city. We believe that our success will be based on our ability to: - Provide the services requested by the City. - Effectively communicate and collaborate with the City's Project Manager. - Develop a clear Scope of Work. - Provide regular project schedule and progress assessments. - Develop creative, innovative, and cost effective solutions to any challenge. - Meet schedules and budgetary expectations. - Provide an outcome that achieves the project goals - Select technical staff and to allocate resources as required to meet demanding schedules. 13 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Ultimately, Aguila Consulting wants to work with the City of Santa Clarita and LIVID to provide Monitoring Landscape Maintenance Services that are based on the community's needs and input, meet City's expectations, and provide quality management oversight to ensure the highest quality of landscape maintenance services. Aguila Consulting and staff have a combined 72 years of landscape services experience that includes design, construction, maintenance, and quality management services. Since 1990, Aguila Consulting has provided contractual services for the City of Santa Clarita and LIVID for landscape maintenance, irrigation control installation improvements, as well as monitoring contracts for landscape maintenance services. We have the experience and a firm understanding of what is required to monitor landscape maintenance contracts. Work Plan The primary role of Aguila Consulting in the proposed Landscape Contract Monitor proposal is to oversee multiple landscape maintenance contracts that provide various services including: mowing, weed abatement, trimming, irrigation system repairs, hardscape sweeping/blowing, fertilization, plant replacement, and cleanup of drainage systems to approximately 56 City of Santa Clarita Landscape Management District (LIVID) Zones that include over 56 miles of landscaped medians, 26 miles of paseos, over 50 million square feet of irrigated slope, and ornamental landscapes similar to that of homeowner associations. These services help beautify the City, provide the community with recreational and leisure activities, and improve public safety. Our core responsibility will be to monitor multiple maintenance contracts to ensure maximum performance based on measurable service deliverables while verifying compliance with the terms and conditions as outlined in the contract. This also includes overseeing any customer service aspect of the Landscape Maintenance Project by addressing and resolving any concerns from residents or property owners regarding contractor performance issues. Based on our understanding of the project, Aguila Consulting is proposing the following proven approach that will address the "Objective(s) Work Products" described in section C.4 of the Request for Proposal for Monitoring of Contract Landscape Maintenance Services Monitoring Methodology Aguila Consulting has a firm understanding combined with the technical experience to monitor landscape contracts efficiently. In order to minimize challenges, continuous oversight with constant communication is required to minimize liability and maximize productivity and efficiency. To maximize effectiveness, it is an absolute necessity to take a "best in class" approach. This is done by compartmentalizing the contract into three "Key Elements", which include Service Delivery, Administrative, and Fiscal. These will also serve as Key Performance Indicators (KPI's) that will help us to understand the contractor's overall performance. 14 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services ServiceDelivery (meetina scope of work] Evaluates whether or not the agency is delivering the agreed upon services specified in the Statement of Work in a timely manner, in the quantity required and that the quality of the services provided are adequate. Program performance measures should measure both how well services are provided and their impact on improving outcomes for the community. Program reviews would likely be based on a review of programmatic records such as client case files, interviews with clients that received services per the contractor's invoice, and discussions with the City staff, management, agencies, as well as observations made at the City's facilities. • Productivity/efficiency • Quality of workmanship • Overall performance Administrative Evaluate the compliance of the landscape contractor with the Terms and Conditions included in the contract. Administrative monitoring would include such areas such as the City's compliance with insurance coverage and any licensure requirements. • Compliance • Risk Fiscal Evaluate compliance with the fiscal requirements included in the contract. Monitoring in this area might include reviews of the agency's invoices to ensure that they are being submitted timely and in the format specified in the contract. We would check to ensure that the billing rates included on the invoice agree with the contractually agreed upon rates. In addition, those units of service or activity being billed are supported by adequate documentation. We would also verify that the contractor's accounting system adequately accounts for costs being reimbursed (if any) and costs are documented, reasonable and allowable. Other areas for review would be whether the accounting system separately accounts for the contracted program if the agency operates more than one program, and that shared administrative costs are apportioned to the various programs using a cost allocation plan. By utilizing our "best in class" management approach, we can achieve strong performance results in managing landscape maintenance contracts by leveraging capabilities and technology enablers. 15 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Scope of Work As the LCM, our core "Objective(s)/Work Products" are to 1.) Observe, interact with, and document the landscape maintenance contractor's compliance with its contract with the City of Santa Clarita Landscape Maintenance District and 2.) Provide high quality customer services to Resident Service Requests and resolve any issues with landscaper performance. Monitorina and ReaortinaServices The LCM will perform "On -site Reviews" for each LIVID zone described in Exhibit F from the "Drop Box"' documents. The purpose of the on -site visits is to help evaluate contractor's performance, increase communication with the contractor, and create trust between both the LCM and contractor. It is estimated that Zones will require 2-11 hours of supervision each week, depending on the size of and/or difficulty involved in maintaining the zone. Please refer to the Zone Table (Exhibit "A" of "Additional Data" tab —for details. To ensure successful project outcomes, the LCM will meet with each maintenance contractor weekly and/or bi-weekly to review the maintenance contractor's performance. The contractor/monitor meetings will be conducted as a one-on-one and/or group formats as both provide equal benefits for creating consistent, high quality performance. LCM shall have sole discretion to select the appropriate meeting format each week. Each meeting will consist of the following: • Provide any City/LMD updates. • Discuss contractor's weekly progress in achieving contract objectives. Although we will address any issues/concerns, we focus on successes. • Review safety guidelines to ensure public/employee health. • Discuss and set clear goals to focus on to improve performance to achieve successful outcomes. LCM will document all communication discussed during meetings. In addition, all landscape contractors where man-hours are used will be required to provide itemized documentation of how the hours were utilized to meet the performance indicators of the contract. LCM will conduct written performance evaluations for all landscape contractors. LCM will evaluate and report on the landscape maintenance contractor's performance based on Best Management Performance. Landscaper contract compliance and performance will be documented weekly on forms provided by the LIVID and submitted every two weeks on the LIVID Contract Performance Report Form. The LCM will separate and tie each report to the specific contract under which the landscape maintenance contractor performance is being measured. These forms shall be submitted by the LCM at the same time LCM invoices are submitted. As referenced in the Monitoring Methodology, LCM will evaluate the landscape contractor's performance based on Service Delivery, Administrative, and Fiscal. Aguila Consulting has reviewed the LIVID Contractor Performance Form and we feel it will serve as an appropriate document to accurately evaluate contractor performance. 16 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services LCM will issue a deficiency letter to the contractor when required. Depending on the severity of the issue they can be given up to 10 working days to correct deficiencies. Once the contractor has confirmed the deficiencies have been corrected, LCM will then schedule a day to walk the area with the contractor. If the deficiencies have been corrected per city contract, a second letter will be issued to the contractor stating the correction. Should the work not be completed per the contract and the contractor is unwilling to cooperate, a deficiency letter will be submitted to LIVID. Documentation will be saved on DropBox and access will be available for LIVID. Customer Service Our team has extensive experience in the landscaping industry with over 72 years combined experience in the Santa Clarita area. Through the years our expertise and our knowledge has grown in areas like groundskeeping, irrigation techniques, and lawn care. Our experience has also developed in customer satisfaction by understanding our customer's needs. For us, knowing and understanding our customers comes first. We envision customer service at the moment our customer interacts with us, in which we take care of the customer's needs by providing and delivering professional, helpful, high quality service and assistance before, during, and after the customer's requirements are met. We know our customers want to be heard, they want to be understood, and they want to know we understand their needs so we do our most to practice these three basic values. Through simple but yet essential principles we strive to capture our customer's needs, strive to look and be professional, and provide service with a smile, giving our customer's adequate and friendly feedback. We apply the importance of empathy and assure our customers we understand the situation, while assuring them of a solution within the guidelines of policy and procedure. It is our experience when using these guidelines, situations can be defused or minimized and customers are more accepting of alternative solutions. Lastly, we strive to follow up with customers to confirm they have received the best possible solution for their needs, properly, and within a reasonable timeframe. We practice these values because we value and appreciate our customer loyalty. The following are examples of how the LCM will address concerns, observations, and/or questions. We will respond to the resident as soon as possible. However, we estimate an average of 2 to 4 hours, by the LCM after their notice of a resident inquiry has been received. Broken Irriaation will be reported to the contractor. Depending on the repair, LCM will require repair be completed prior to the next irrigation cycle start unless a proposal is required. LCM will follow up with the contractor at completion prior to closing the request. Under/OverWaterinq will be reported to the contractor and request to have the irrigation controller checked and adjusted as needed. Rodents/Insects: Request contractor to look at the infected area and respond with a solution and request a date of treatment. Follow up with the contractor at completion of treatment prior to closing the request. 17 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Dead or Unhealthy Plants, Shrubs will be trimmed or removed as needed. Note: Plant materials that are 60% or more dead will require removal. Note: Unhealthy trees will be reported to the LMD tree specialist. Soil Erosion: Survey the site with the contractor and determine the best solution to correct the issue. Request for a proposal and submit it to LMD. Should the job be too much for the contractor, LMD will be immediately contacted. Pruning of Shrubs will be done according to contract specs. Tree trimming will be reported to the LMD tree specialist. Brush Clearance must be completed by May 1 deadline. Vandalism/Graffiti will be reported to The City of Santa Clarita Graffiti Removal Program using the RSC program. Fallen Trees: Trees under 12 feet will be removed by the contractor. Large trees over 12 feet tall will be reported to the LMD tree specialist. Turf Conditions: Area will be visited with the contractor and decide on what options will be best to resolve issues and schedule work to be done. Should proposals be required, the contractor will submit a proposal and forward it to LMD. All work will be documented and uploaded to Dropbox and update the RSC system to keep LMD informed. RSC will have zone #, address or approximate location such as cross street and detailed description of area. It will also have the name of the contractor and monitor including a brief description of the issue and progress report. When the job is complete and the job visited with the contractor the request can be closed. We understand technology has increased the speed in which customers expect their needs to be met and as a company in the service sector, we recognize setting the right expectations is imperative. We understand with a lack of expectations; customers can feel one-sided. Thus setting an ideal response time for RSCs is imperative for us. We strongly believe that a normal response time, under normal circumstances (excluding weekends and official holidays), is within a 12 to 24-hour period. Nonetheless, most RSCS can be managed during the first 2 hours. We know and understand these expectations help shape the customer experience. Consequently, we commit to strive to achieve these time frames. To monitor services 24/7, we have a dedicated phone line along with cell phone access to the LMD online application and a dedicated email address to prioritize all email communication from LMD. These communication mediums are continuously monitored by the assigned LCM and the back-up LCM. The LCM will receive email alerts and unique incoming email chimes to easily identify RSC and LMD related communication. In addition, if the assigned LCM is on vacation or out due to life emergency, we have a back-up LCM that will take over temporarily. Along with the back-up LCM, an administrative assistant will work with the LCM/back-up LCM to prepare, communicate, and disseminate all written communication in a timely manner. We feel that our experience and our processes make us a strong partner to monitor services 24/7. 18 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Miscellaneous This proposal is a response to the City of Santa Clarita LIVID Landscape Maintenance Monitoring Service RFP requirements. Aguila Consulting agrees to modify prices of any component of the contract, such as removal/addition of Zones and/or scaling size/workload of Zones. If there are any requests for change of scope of work, Aguila Consulting shall modify prices proportionally. All costs associated with the proposal, including tools, uniforms, safety vest, and hard hats, office and field staff, vehicles, smart phones, fax machine, personal computer devices, and high speed internet are included in the rates. Through the leverage of technology, our team plans to efficiently and effectively document and communicate with residents, City staff or HOA representatives using the City's RSC system. Using the City's online application, we will monitor requests, provide feedback and communicate with residents and update City staff and other business partners on the progress of the requests. To better illustrate incidents reported we plan on using pictures along with full descriptions of the situation. We understand that email communication will be an important tool to communicate with other business partners or City staff, and not be limited to voice communication. To drive the process, we have an administrative assistant that will aid our LCMs record all events and send out the communication into the City's RSC system or other communication channels. Tab 6: Assigned Personnel Aguila Consulting has assembled a team of highly qualified personnel. The Team is prepared to commit the time resources required to serve the City of Santa Clarita by providing Professional Landscape Maintenance Contract Monitoring services for the Landscape Maintenance District. Our team of professionals is well balanced and experienced in working together on many successful projects. The key personnel assigned to this project have functioned in similar responsible positions. Aguila Consulting offers the "right team" to get a project completed "right the first time." Below is the organization chart and qualifications for the Project Team. Aguila Consulting will provide the full range of services to respond and carry out the tasks outlined in the Scope of Work. Aguila Consulting meets or exceeds the minimum qualifications outlined in the RFP. Supporting documentation, such as licenses and certifications, are included in Appendix A of Tab 12. 19 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services caner r616 t Manager Jorge Aguaia, CLCA office Assistance/Customer Service Specialist enior F(e Supervisor Ismael Aguila, CLUA Field Supervisor Geraldo Ramirea - LandscapeField 5petla;ists PROJECT TEAM I u ity •Repfeser atatEve �� Ismael Aquila, Jr. Jorge Aguila, Owner, Principle in Charge, Project Manager Since 1990, Jorge Aguila has owned and operated Aguila Landscaping and Aguila for Aguila Consulting. Jorge Aguila has over 30 years of extensive landscaping management/maintenance experience. During this time at Aguila Landscaping, he gained extensive skills and experience. Also during this time, he was hired as a consultant for the City of Santa Clarita to oversee several projects. These included maintaining and inspecting the installation of landscape medians within the City of Santa Clarita, inspecting the installation of WeatherTrak Controllers throughout the City, as well as the installation of drought tolerant landscape. During this time, 20 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Jorge Aguila successfully managed the landscape and maintenance of various associations within the City for many years, such as Valencia Racquet Club, Sutters Point, Rainbow Glen HOA, Sierra Hills HOA, Sunset Heights, and three Castaic Water Agency properties. Jorge Aguila is a successful consultant that can multi -task several city projects. Jorge Aguila has the experience to lead multi -disciplinary teams through planning and the design process of both landscaping/maintenance and community projects, with an emphasis in latest water conservation techniques. Jorge currently holds his C27 Contractors license (CA#684624), a Pesticide Certification, and is certified in WeatherTrak Irrigation Management. He is working to obtain an Irrigation Auditor Certificate in the near future. Ismael Aguila Sr., Senior Field Landscaping Supervisor (Employee) With over 46 years of landscape experience, Ismael Aguila brings a perspective to the project team on various levels specific to landscape projects, including project management, monitoring contracts, landscape and park design, construction, and managing landscape maintenance projects in both the commercial and residential sectors. His strengths include the ability to provide quality management expertise on landscape maintenance projects, inspect and re -inspect contractor deficiencies, and provide corrective action plans to ensure the contractor is successfully delivering services in the agreement scope of work. Ismael originally founded Ismael Aguila Landscaping and Maintenance services in 1969 before choosing to re -define his role within the Aguila Consulting in 2014. Ismael Aguila has worked on several projects throughout his career, including several landscape projects for the City of Santa Clarita and commercial maintenance contracts for various HOA's in the City of Santa Clarita, including Rainbow Glen and Sutters Point, Valencia Racket Club, and Sierra Hills. Recently, Ismael has been managing maintenance projects for the Castaic Water Agency. He brings a wealth of real -life experiences and a thorough understanding of the Landscaping Management process necessary to efficiently and effectively deliver services. He holds a C27 Contractors license (CA#361016). Pablo Aguilera, Landscape Field Supervisor (Employee) Pablo has over five years of experience working in the landscaping/maintenance arena. He has been employed with Aguila Consulting since 2014. He has supervised several local commercial projects, including the Castaic Water Agency, City of Santa Clarita, and High Shear Technologies. He has extensive skills in fundamental landscape construction, sprinkler repair, irrigation controls, project management, and excellent customer service skills and abilities. 21 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Intentionally left blank 22 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Tab 7: Schedule Aguila Consulting will meet with staff on a daily basis to review assignment challenges and to share the best practices to review administrative activities/safety procedures. Assignments will be distributed with work orders such as RSC requests, punch lists, and zone schedules. All assigned schedules and employee duties will be subject to change for reasons such as: workload, vacation or sick days. Monitoring employees will be required to follow a schedule, document all issues, incidents, abnormal events. or activities plus all maintenance status. As part of their responsibilities, they will observe the City's landscape maintenance contractors ensure all projects in the zones are being done according to approved requests. For example, Monitors will observe that contractors are at the job site, on schedule with projects, and the crew size is as specified on the approved requests. Throughout the day monitoring staff will reach out to the Project Manager to get guidance on challenging situations or to obtain process/procedure clarification. The Project Manager throughout the day will check in with staff to ensure staff is safe, to conform to the job description, and all employees continue to be upbeat on the job site. The project manager from time to time will without notice drop by the job sites to follow-up and have one-on-one sessions with staff. At the end of each day, all monitoring staff will be required to turn in and with the aid of the office assistant upload, all field activity reports to the LIVID system. Monitoring hours will range from 7:00 a.m. to 5:00 p.m. with an eight -hour shift Monday through Friday for all field staff. Days off will be Saturday and Sunday with the exception of the on -call Landscape Contract Monitor responsible for monitoring emergencies. Other days monitoring staff will be off including legal holidays. However, Aguila Consulting shall always have an on -call Landscape Contract Monitor available for emergencies during non -office hours, holidays, and/or after hours. For the 24/7 monitoring, there will be a dedicated phone line along with cell phone access to the LIVID online application and a dedicated email address to prioritize email communication from LIVID. These communication mediums are continuously monitored by Aguila Consulting's Project Manager (LCM) or the backup. The LCM will receive email alerts and unique incoming email chimes to easily identify RSC and LIVID related communication. After delegating requests to the assigned maintenance contractor or unit, the RSC system will be updated. On the following business day, the LCM will follow up with the contractor to get the status. Once the request is resolved the LCM will close it out in the RSC system. In addition, when the assigned LCM is on vacation or due to a lite emergency, we have a backup LCM with over 40 years of landscaping experience that will take over temporarily. Along with the backup LCM, an administrative assistant will work with the LCM/back-up LCM to prepare, communicate, and disseminate all written communications in a timely manner. We feel that our people's experience and our processes make us a strong partner to monitor services 24/7. 23 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Through the leverage of technology our team plans to efficiently and effectively document and communicate with residents, City staff, or HOA representatives using the City's RSC system. Using the City's online application, we will monitor requests, provide feedback and communicate with residents, and update City staff and other business partners on the progress of the requests. To better illustrate incidents reported we plan on using pictures along with a full description of the situation. We understand that email communication will be an important tool to communicate with other business partners or City staff, and not to be limited to voice communication. To drive the process, multiple team members will dedicate efforts to record all LCMs events and send out the communication into the City's RSC system or other communication channels. 24 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Tab 8: City Resources & Subcontractors City Resources Aguila Consulting does not require any city services subcontractors or staff resources to supplement its activities to achieve identified objectives. 25 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Tab 9: Contractor Capability and References Capabilities Aguila Consulting and our parent company, Aguila Landscaping, is a well-resourced company with a vast majority of background experience in landscape maintenance, project management, and quality customer services. As a landscaping company, we have been servicing the Santa Clarita area since 1969 with full capacity to perform any small to medium size project. We have ample capital and non -capital resources available as any viable partner should provide for this type of contract. These resources include a fleet of utility trucks, safety gear/material, computers, laptops, tablets, mobile phone devices, and customer management software. In addition, we have a robust employee training program that provides employees information on safety, proven landscape techniques, risk management, and leadership courses. Aguila Consulting also has a very qualified team assigned to this project to provide the City of Santa Clarita LMD with the best quality of services to achieve their goals. The Project Manager, Jorge Aguila, has 26 years of landscaping maintenance experience and 20 years of managing landscape maintenance for HOA's such as Sunset Heights, Sutters Point, Valencia Racquet Club, Rainbow Glen, Sierra Hills, and the Castaic Water Agency. In addition, Jorge Aguila has been providing the City of Santa Clarita contract monitoring services for the past 18 months and is well experienced and trained in the requirements to be successful in the LMD Zones. Ismael Aguila Sr. will be our Senior Landscape Field Supervisor. He brings 46 years of managing large crews and experience running a landscape company, coupled with landscape installation and maintenance experience. In addition, a Landscaping Field Specialist, Pablo Aguilera, will work closely with Jorge and Ismael Sr. to help manage the monitoring staff. With significant experience in the industry, Aguila Consulting is very familiar with common resources we feel are required to conduct a landscape maintenance monitoring services contract. These include the following: I. The A.P.W.A. Green Book of public works construction. In the industry, this book is known as the "Green Book." This tool can help keep LCM informed with the latest construction standards for public works covering every aspect of construction such as retaining walls, temporary traffic control, underground conduit, landscaping, and irrigation systems. 2. Comprehensive knowledge of new irrigation installation and drains. The primary purpose of a landscape irrigation system is to deliver supplemental water when rainfall is not sufficient to maintain the turfgrass and plant materials to meet their intended purpose. A quality irrigation system and its proper management are required to efficiently distribute water in a way that adequately maintains plant health while conserving and protecting water resources and the environment. Assuring the overall quality of the system requires attention to system design, installation, and management. In particular, this includes the following: The irrigation system shall be designed to efficiently deliver water to the landscape. The irrigation system shall be installed according to the irrigation design specifications. 26 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Toe irrigation system shall be managed to maintain a healthy and functional landscape while conserving and protecting water resources. Electrical Codes for irrigation wiring 24-volt and basic 120- Volts paseo lighting 24-Voltz Wire and cable burial depth is dictated by the national electrical Code. Temperature changes cause wires and cables to expand and contract as much as 1 % of the length and high voltage power lines create large electromagnetic fields that cause interference and corrupt signals in communication lines. It is, therefore, necessary to take certain precautions when installing these wires. Wires and cables carrying up to 30 volts should be installed at a minimum burial depth of 6". If mechanical equipment, such as aerifiers and shovels, is expected to disturb the area, then the wires and cables should be installed at a minimum depth of 12". For wires and cables carrying more than 30 volts and less than 600 volts, the minimum burial should be 24". Plumbing codes for water lines, meters, drinking fountains, and irrigation lines LCM currently uses the 2015 edition of the Uniform Plumbing Code from the American National Standards by the American National Standards Institute (ANSI). This represents the most current approaches in the plumbing field. Los Angeles County Fire Codes for brush clearance All grass and weeds within 200 feet of a structure shall be cut and maintained to a maximum height of 3 inches. Native brush/shrubs shall be trimmed up from the ground '/4 their height and have a minimum separation of 18 feet from any structure and other native shrubs. Maintain all grass and weeds within 10 feet of a combustible fence or edge of roadway to a maximum height of 3 inches. Pest control and chemical application requirements. • Contractor must keep records of all applications. • All chemical containers need to be properly labeled. • Employees applying chemicals must be properly trained. • Personal protective equipment (PPE) is a must. • Medical Care information is needed should a worker come into contact with chemicals. • Proper storage and disposal of empty containers. • Proper maintenance of Equipment. 27 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services City of Santa Clarita horticulture! standards. Trees and shrubs add beauty and value to the City of Santa Clarita. To achieve success with landscape trees and shrubs, correct plant selection, proper timing of planting, and correct planting techniques should all be employed. Selection includes choosing the proper species and selecting the appropriate root condition for successful transplanting. In addition, proper planting techniques are important for the economy of effort in the planting operation and for the long-term survival and vigor of the tree or shrub. It is all a matter of knowing what, when, and how to plant for success. Watch book Manual on traffic control standards for work in the public right of way. The watch book Is the information for traffic control in low -speed construction work areas. It offers information such as Describes all types of temporary road, lane, and shoulder closures and flagger stations. Details the use of barricades and warning signs/devices, including barricade and striping graphics. US irrigation Association's irrigation BMPs The Irrigation Association is a membership organization for irrigation companies and professionals. They offer education to help contractors upgrade knowledge and skills, increase productivity, prepare for certification and earn continuing education units. Landscape Irrigation Best Management Practices: 1: Design the Irrigation System for Water Use Efficiency: The irrigation system shall be designed to deliver water precisely and efficiently to maintain the function and purpose of the managed landscape while complying w\th ant \oca\ \\m\tat\ons and requ\rements. 2: install the Irrigation System to Meet the Design Criteria: The irrigation system shall be assembled and installed according to the irrigation design specifications, locally applied cedes and standards, and manufacturers' product requirements. The qualified irrigation contractor or installer shall execute the installation per the plans and specifications and be capable of quality workmanship and the safe use of proper equipment. 3: Manage landscape Water Resources: To conserve and protect available water resources, the management of the irrigation system will optimize the efficient use of water to maintain a healthy and functional landscape with optima! irrigation system performance. This entails careful and active management of the system and adherence to all applicable watering limitations within the jurisdictional area. Management includes active irrigation system maintenance, scheduling, monitoring, and evaluation of water use, landscape health, and appearance. 28 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services International Societv of Arboriculture (ISAI Prunina Standards ISA membership provides us access to resources, content, and educational benefits that will advance our productivity and knowledge. Pruning standards will be recognized and monitored by our Certified Arborist Jessie Nunez. American National Standards Institute (_ANSI) A300 Part 5 and BMP's for tree care This part of the A300 standards is tailored for management and the writing of management plans for trees during site planning, development, and construction. Part 5 Management standards address: • Planning phase • Tree resource evaluation • Design phase • Tree conservation • Pre -construction phase • Construction phase • Landscape phase • Post construction phase • Tree protection practices prior to and during demolition, construction, and landscaping • Implementation of tree conservation recommendations • Barriers • Demolition • Disposal of building waste • Fill soil (grade change) • Excavation/Trenching • Utilities • Pavement • Management report information (Annex) Staff Uniforms Aguila Consulting Team is professional in both work performance and appearance. All staff will be wearing staff uniforms while performing duties as LCM. We believe staff uniforms are important because they reflect our brand, easy for the public to identify, instill pride in employees, create a professional environment, and inspire public confidence. Our staff will wear the following: 29 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Landscape Oxford shirts (grey or green) Dickie or Wrangler 100% fabric that is heavyweight and durable for tough work (blue or grey) with Steel toe construction boots. 30 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services References City of Santa Clarita Castaic Water Agency Ryan Hensley, Manager 661 - 810 - 3677 rhensley@clwa.org Chris Alexander 661 - 510 - 7 295 calexander@clwa.org Worked with the Castaic Water Agency to maintain the landscape by mowing, cleaning, adjusting the irrigation controls, removing weeds, and keeping planters mulched at the Bouquet Canyon location and Castaic location on Lake Hughes, and the Canyon Road location. Worked closely with Ryan and Chris to keep them informed of the status of the properties. DMP Properties Shawna Pierno 949-706-8348 shawna@dmpproperties Worked with DMP Properties to maintain the shopping center's landscape by mowing, cleaning, adjusting the irrigation controls, keeping the planter areas trimmed and free of weeds, and keep planters mulched. At the same time kept Dawn informed of the status of the property with any information pertaining to the property. Homeowner Association HOA Mike Shaffer, Manager 661 414-6957 homehoa@sbcglobal.net Worked with Homeowners Association providing services primarily maintaining the irrigation system and water -saving adjustments. Provided HOA up-to-date information on (Job status and site conditions. 31 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Tab 10: Conflict of interest Aguila Consulting does not currently have, nor anticipate having any conflicts of interest with other clients affected by actions performed by the firm on behalf of the City. 33 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Intentionally left blank 34 Aguila Consulting - Technical Proposal/ for Monitoring of Contract Landscape Maintenance Services Tab 11: Insurance Insurance certificates will be provided prior to contract signing. 35 O O O O O O O O O O O O O O O O O O O O O O o 0 0 0 0 0 0 O O O 4� 6 6 6 6 6 0 0 0 0 0 0 0 6 0 0 0 (n N �t 1.0 N �t R* 00 00 O �t O RT �t �t 00 U m N r-1 N l0 w N 00 � lD LO 00 R* l0 LO N 00 l0 -ze 00 l0 lD l0 N N ri l0 O P� l0 l0 M r-I ri r-I V)- N c-I R* c-I N M r-I r-I M C � O Q O M O 1- O n N O n O N n M O I- r- R* O M O LO O l0 w O l0 O LD M M N l0 l0 M 00 rn O l0 O l0 lD O l0 O lD l0 rn O1 l0 l0 M lG +J Ol N �t w 00 00 N O �t w 00 M r-I 00 00 N N l0 u) M V) M M U) 0) O R* M I- r-I rr) m N R* 0 ri c-I ri V)-c-I c-I rf c-I c-I rf c-I c-I C4 � — � V)- u t in C Q O O O L 00 O O O O O O O O O O O O O O 0) 0 0 0 0 Ol M O O O O O. O. O. O O O O. 0l Ol O. O. O O. O. O. O. iF +' l0 N m w r-I r-I N��t O N O N N N RT N r-I ri -C M M M r-I � N M (YI � N rr) c'M lD Um L- - 0- Y N f0 H m m I- m LD w m r- LO N r- m 00 I- r- R* m r-I LO M l0 w r-I LO N w LO m N 1.0 LO M t L I- 00 I� lD M 01 +J p r-I M M �t 00 rn �t rr) rr) w p 4n �t rn N 0) 00 00 M r-I LO O 00 O 00 00 00 O - r-I N c I r-I O y/ N L N O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O (U O O O O O O O O O O O O O O O O O O Co 00 00 - L O Q Q Q Q Q 3 7 3 3 7 O O O O O (7 C) (7 (7 (7 c LA L !A A N N 4J l o 4a 4a � ai 72 L L L L L L L2 N O U CA CA CA -0 U >- u u u u u N C cc Fu U � cli �' L �,d L i, z41 " LA U O O ` r 0 •L O L ` L O L ` C C L O L ` Q N O C co 4 O ai 4— O O 4 O L O 4— O L Q 4— O \ W i L.0 L T CL CL T u A u T aj _O ca T U 7 +, t 111 l0 Ol m O m n n 00 f0 n3 •u 00 f0 i N O to U c-I c-I c-I c-I N N c-I '� p 0A = i � cc C cc C O L cc C N cc C Q 4 cc C NC N ai N C C C 3 7 C C C 3 C 7 %` +' N 3 L N In Z O N O N O N Ln > > V) C= O N O N O N Vf i H p N V) u H 2 Vf C w � Q t% LIVID ZONE GROUPINGS — COST SHEET PROPOSAL # LMD-20-21-22 Monitoring of Contract Landscape Maintenance Services In the space provided below please provide: 1) The hourly rate for monitoring services; 2) Total monthly monitoring hours per zone, and; 3) Total annual cost for each LMD Zone you wish to be considered for providing monitoring services. The annual contract amount will be paid once per month in 12 equal payments. Hourly Rate Monthly Hours Annual Cost Newhall Ranch Road Corridor: Zone 15 $ 40.00 17.33 $ 8,320.00 Zone 16 $ 40.00 13 $ 6,240.00 Zone 19 $ 40.00 8.67 $ 4,160.00 Zone 31 $ $ North McBean Corridor: Zone 7 $ $ T46 $ $ T-47 $ $ West Copperhill Corridor: T-51 $ $ T-68 $ $ T-69 $ 40.00 34.66 $ 16,637.00 Seco Canyon Corridor: T-1 $ $ T-23 $ $ T-23A $ $ T-23B $ $ North Copperhill Corridor: T-20 $ T-62 $ T-67 $ T-71 $ East Canyon Country Corridor: Zone 3 $ 32 $ T-52 $ Soledad Corridor: Zone 26 $ Zone 29 $ T-29 $ T-31 $ Golden Valley Corridor: Zone 4 $ Zone 5 $ Zone 8 $ Zone 20 $ Zone 21 $ Zone 24 $ Zone 25 $ T-17 $ Plum/Whites Canyon Corridor: T-1 B $ $ T-2A $ $ Zone 6 $ $ T-33 $ $ T-65 $ $ T-65A $ $ Railroad Corridor: Zone 17 $ 40.00 13 $ 6,240.00 Zone 27 $ 40.00 47.67 $ 22,8880.00 Zone 28 $ 40.00 26 $ 12,480.00 Lower Ts Corridor: T-2 $ $ T-3 $ $ T-4 $ $ T-5 $ $ T-6 $ $ T-7 $ $ Valencia Corridor: T-8 $ 40.00 34.67 $ 16,640.00 Zone 18 $ 40.00 43.33 $ 20,800.00 City-wide Area: T-1 Ad Valorem $ 40.00 34.67 $ 16,640.00 Metro $ 40.00 34.67 $ 16,640.00 2008-1 Major Thoroughfare Medians (East): East Medians $ SR-14 On/Off ramps $ CC Monument Signs $ 2008-1 Major Thoroughfare Medians (West): West Medians $ 1-5 On/Off Ramps $ MM Monument Signs $ Emergency/As-Needed Services: After Hours Emergency $ 80.00 Streetlight Emergency/Inspection $ 80.00 Local Zone Monitoring/RSC Support $ LANDSCAPE ARCHITECTURE April 14, 2021 City on Santa Clarita Purchasing 23920 Valencia Blvd., Suite 120 Santa Clarita, CA 91355-2196 RE: Proposal - Monitoring of Contract Landscape Maintenance Services JMD Landscape Architecture, Inc. is pleased to submit our proposal and qualifications for the LIVID Monitoring of Landscape Maintenance Contract Services. As a current Monitor, I have enjoyed inspecting my assigned zones and working with the LIVID Staff and the Landscape Contractors. It has been a pleasure to get to know members of the community who I see regularly walking or bike riding, and even those who call regularly to submit service requests. Santa Clarita is fortunate to have quality green spaces —such as the paseos, parks, and medians —that add value to the community. It gives me satisfaction to know that I could help in some way. I look forward to working with you on again as a Landscape Contract Monitor. If you have any questions, please feel free to contact me at 323-491-3808 or at jeff@jmd-la.com. Thank you for your time and consideration. Yours Truly, Jeff a ell, R Principal JMD-LA 330 Arden Avenue Suite 130 Glendale, CA 91203 323.491.3808 jmd-la.com Table of Contents SECTION 1 Introduction SECTION 2 Work Program SECTION 3 Assigned Personnel SECTION 4 Schedule SECTION 5 Subcontractors SECTION 6 Contractor Capability & References SECTION 7 Conflict of Interest SECTION 8 Insurance SECTION 9 Additional Data JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services -Section 1- Introduction JMD Landscape Architecture respectfully submits this proposal to provide Landscape Maintenance Contract Monitoring and other related landscape maintenance services for the City of Santa Clarita, Special Districts. JMD is a professional service corporation, providing comprehensive services in the field of Landscape Architecture since 2012. The firm has worked on a wide variety of project types and scales, including: parks, playgrounds, streetscapes, multi -family residential and commercial developments. Our experience in planning, design, and construction administration lends a unique and valuable perspective to performing landscape maintenance observation and monitoring. We recognize that the quality of landscape in the LIVID areas provides a sense of community pride and unique neighborhood identities. And we recognize the importance of properly serving the residents of Santa Clarita as a representative of the LIVID Department. Our past experience has demonstrated our ability to work with others to help assure the care for the City's green infrastructure. Firm Organization Type of Organization: California Corporation Year Established: 2012 Corporate Legal Name: JMD Landscape Architecture, Inc. Address and Contact Information Jeff Maxwell, Principal JMD Landscape Architecture 330 Arden Avenue, Suite 130 Glendale, CA 91203 Telephone: 323-491-3808 Email: ieff(@imd-la.com Web Address: www.jmd-la.com JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 1 - 1 -Section 2- Work Program Analysis of Scope of Work There are several roles and tasks required for work as a Landscape Maintenance Contract Monitor. The following is a list of technical challenges and professional duties to be fulfilled: I. Customer Service — Meet or exceed the expectations of the city's residents and "internal" customers when performing the work as a Landscape Contract Monitor. Providing excellent customer service requires the following: A. As a representative of the City, respect customers and project a professional image at all times. B. Respond promptly and professionally to resident's inquiries and requests C. Input responses and information into the Resident Service Center (RSC) system as a tool for tracking, recording progress, and reporting resolutions to problems, inquiries and requests D. In special instances, communicate or engage with Home Owner's Associations, Business Improvement Districts, or other groups and stake holders of the zones being monitored. II. RSC (Resident Service Center) —Input information and actions taken to address assigned items A. Call or email residents to provide a status report and anticipated date for resolution B. Notify contractor of actions needed and assigning a priority of urgency — with danger, property damage, and leaking water as the highest priority C. Enter notes for tracking progress D. Send internal messages to City Staff as needed for coordination III. Monitoring - Observe, verify, and document the landscape maintenance contractor's compliance with its obligations under the City's contract. Each LIVID zone may have slightly different specific requirements. This includes monitoring and reporting on: A. Turf Care ✓ Mowing is performed as scheduled-1 x per week April through November (Summer) and 2x per week December through March (Winter) ✓ Turf is cut to the proper length as specified in the Contract; differences account for warm season vs cool season grasses ✓ Unless mulching mowers are used, all grass clippings are collected and removed from the site and disposed of in green waste containers ✓ Edges are trimmed —concurrently with mowing —along sidewalks, curbs, shrubs, flower beds, and walls and have a neat and uniform line ✓ Where trees and shrubs occur in turf, all grass is removed 14 to 24 inches from trunk of tree or dripline of shrubs ✓ Trimming is done around sprinkler heads, valve boxes, meter boxes, backflow preventors, etc., as needed JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 2 - 1 ✓ All adjacent pavement areas are free of grass clippings ✓ Turf weeds are absent or controlled and kept at a minimum ✓ Turf is free of diseases and pests ✓ Turf is aerated twice annually, unless otherwise instructed ✓ De -thatching is performed twice annually just prior to over -seeding, unless otherwise instructed ✓ Top dressing is performed twice annually, unless otherwise instructed ✓ Fertilizer is applied four times per year, or as directed by the LMD ✓ Turf reseeding is performed twice annually, or as directed by the LMD B. Shrub and Groundcover Care ✓ Manual pruning is done throughout the year to encourage healthy growth habits and to encourage growth to the natural shape of the plant ✓ All shrubs are free of deadwood, weak, diseased, pest infested, and damaged limbs ✓ Pruning does not result in unnatural shapes (e.g. balls, squares, etc.) ✓ Shrubs and groundcovers are trimmed to restrict growth to within planter beds; trim to allow clearance to fire and utility where needed ✓ Groundcovers are renovated (e.g. removing plants, amending soil, dividing plants, and replanting) as needed ✓ Shrubs and groundcovers are maintained free of disease and insects and are treated when needed ✓ All groundcover and shrub beds are kept weed free at all times ✓ All shrubs and groundcovers, when replaced, remain healthy and thriving for no less than 90-days ✓ Fertilizer is applied twice per year ✓ Hand watering or manual operation of irrigation is performed as needed and with authorization of the LMD ✓ Mulch is applied and maintained regularly ✓ Ornamental grasses are cut back in the late winter C. Tree Care ✓ The lower 12' of all trees are maintained free of all dead, diseased and damaged branches ✓ All sucker growth is removed ✓ An 8' clearance is maintained under walkways ✓ Disease and poor health is reported to the Tree Specialist, as needed ✓ Fertilizer is applied within the drip line at least one time per year ✓ Olive trees are treated in the Spring to prevent fruit setting ✓ As needed, Pyrus kawakamii are treated in the Fall to prevent fireblight ✓ Oak tree permits are acquired, when work is done on oaks ✓ All trimming is done in accordance with ISA and ANSI 300 standards D. Pest Management JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 2 - 2 ✓ Maintenance adheres to Integrated Pest Management (IPM) (i.e. practices that prevent or reduces pest infestation and using the least toxic pesticide only as a last resort) ✓ The contractor has developed an IPM program ✓ All work involving the use of chemicals is performed by a licensed operator ✓ Rodent activity (e.g. holes, mounds, etc) is reported to the LMD E. General Clean -Up ✓ Trash cans are emptied a minimum of three times per week ✓ The contractor has provided a schedule of trash pick-up ✓ Dog feces is removed from all paseo walkways ✓ Doggie trash bag holders are filled a minimum of twice a week ✓ Weeds are removed from cracks and expansion joints in paved areas of medians and from the median curb and gutters ✓ Walkways and paseos are cleaned immediately following mowing, edging, trimming and at a minimum of once per week ✓ Walkways and paseos are kept free of gum, animal feces, grease, paint, graffiti, glass and debris ✓ All drains and catch basins are kept free of silt and other debris at all times ✓ Accumulation of leaves that cannot be incorporated into mulch layers are removed and disposed of at least once per week ✓ Tennis courts are swept clean by power blower or broom at least once a week F. Irrigation System Maintenance and Repair ✓ All irrigation system components are operable and repaired or replaced as needed ✓ Irrigation operates between 9pm and 7am and only on scheduled watering days ✓ When automatic systems are not operating, landscape planting is hand -watered or valves are manually opened to provide water as required to prevent plant loss ✓ Run times are adjusted as needed considering the water needs of the landscape and eliminating excessive water or runoff ✓ Adjustments are made to correct inadequate coverage, clogging, loose staking of heads and pipes, overspray, and obstructions ✓ When needed, adjustments to the water pressure are made to provide optimum efficiency ✓ Testing of irrigation by the contractor is performed once monthly and inspection forms are filled out accordingly ✓ The interior of the controller enclosure is kept clean and free of debris and pests ✓ Enclosures are locked when not being serviced ✓ The irrigation system is observed by the Monitor at least four times per year G. Maintenance and Repair of Walkways, Service Roads and Drainage Systems ✓ Walkways and paseos are cleaned at a minimum of once per week ✓ 'V' ditches are kept clear of debris at all times ✓ Drains and catch basins are kept free of silt and other debris at all times ✓ Dirt, debris, or green waste is NOT flushed into the storm drain system JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 2 - 3 ✓ Prior to forecasted storms, all drainage systems are inspected and, if needed, prepared to function properly H. Slopes and Natural Areas Maintenance ✓ Weeds, trash, and debris is removed as needed ✓ Weeds and native brush are clipped to a height of 2 to 4 inches when within 100 feet from a dwelling or structure (fire zone) and all debris is removed ✓ Dead wood from woody plants is removed in fire zones ✓ Weeding is done when the growth of weeds reaches 12" in fire zones ✓ Weeds are removed to within 30' of a sidewalk adjacent to afire protected area twice a year ✓ Brush is removed in accordance with Fuel Modification requirements ✓ Soil erosion is eliminated with anti -erosion devices, e.g. geotextiles, and with adequate plant coverage. I. Seasonal Color Areas ✓ When approved by the LMD, annuals are replaced ✓ Areas are weed free ✓ Mulch is applied and maintained regularly J. Irrigated Street Tree Wells ✓ Tree wells are weed free, and clean of debris and litter ✓ Irrigation is maintained and working properly K. Non Landscaped Medians and Undeveloped Medians ✓ Areas are free of weeds, litter, and debris ✓ Mulch is applied and maintained regularly IV. Meeting and Interacting with the Landscape Contractor— Meet regularly with the Landscape Contractor in the zones monitored to review compliance with the Landscape Maintenance Contract. A. Perform 'walk-throughs' with the Contractor - identify issues and deficiencies B. Maintain a 'punch list' of items to be resolved by the Landscape Contractor C. Follow-up and verify that punch list items are resolved D. Correspond with Landscape Contractor via email and telephone to discuss tasks, projects, work -flow scheduling, appointments, and other administrative needs E. Track landscape contractor's man-hours as reported and observed V. Emergency Response — In the event of an emergency that occurs outside of normal business hours, the LIVID Monitor shall contact the Landscape Maintenance Contractor or other individual to respond to the emergency. These emergencies include, but are not limited to: A. Major irrigation leaks JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 2 - 4 B. Fallen trees or large limbs that block roads, walks, paths, or damage property C. Fallen light posts D. Flooding caused by clogged storm water drainage systems E. Other emergencies that cause danger or property damage VI. Requesting Service from other City Departments — Notify other City Departments and Staff when maintenance or service is needed that is outside of the Landscape Maintenance Contractor's scope of work. Requests are either made via the City's Resident Service Center (RSC) system or by contacting the department or staff member directly. These requests may include: A. Tree Maintenance Requests — trimming, removal, disease or declining health B. Maintenance Department — small routine repairs, e.g. masonry blocks, trash receptacles, signs, etc. C. Street Lights and Edison Paseo Lights D. Community Preservation —to report code violations, homeless encampments, illegal activities, etc. E. Graffiti Removal — reports to the Community Preservation Department F. Illegal Dumping G. Other miscellaneous items addressed by City Departments VII. Requesting Service from Outside Agencies— Notify outside agencies for maintenance or service requests that are outside of the Landscape Maintenance Contractor's scope of work. These requests include: A. Water District — leaking meters or leaks upstream of irrigation meters B. County of Los Angeles Pest Control — for gophers, ground squirrels, rats, etc. C. Bee hive removal or relocation — "All Valley Honey and Bees" D. Shopping Cart Retrieval — "Calling All Carts" E. Other miscellaneous items addressed by outside agencies Vill. Requesting Bids and Quotes from Contractors and Vendors for Special Work— In special circumstances, solicit proposals from the Landscape Contractor or from outside vendors for work or materials not included in the Landscape Maintenance Contract. This special work may include: A. Electrical and Paseo Lighting Repairs B. Concrete Deviation Grinding — to remove tripping hazards C. Concrete and Masonry Repairs D. Metal Fence and Chicane Installation and Repairs E. Painting of Fences, Railings, Bridges, Tunnels, etc. JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 2 - 5 F. Mulch Shipments G. Fertilizer Applications (material only) H. Landscape Refurbishments I. Backflow Preventer Testing and Maintenance J. Other items needed as Special Work not included in the maintenance contract IX. Reviewing and Approving Contractor Invoices — Verify that invoices submitted by Contractors for additional work are correct, that the work has been performed as agreed, and at the cost proposed. X. Communication, Record Keeping, and Reporting to Landscape Maintenance Staff -- Meet regularly and communicate with the LIVID Staff to share information, plan tasks, and identify issues A. For all duties included in the work, maintain a schedule of tasks for submittal to Staff, when requested; record tasks performed and anticipate ongoing duties to be carried out B. Record LIVID Contractor Performance Form for tracking and documenting C. Correspond with Staff via email and telephone to discuss tasks, projects, work -flow scheduling, appointments, and other administrative needs D. When needed or requested, meet with Staff at the LIVID office. E. Maintain files of requests, punch lists, work orders, proposals, correspondence to others on behalf of the City, and other relevant materials comprising records of the LIVID zone maintenance work. These may be hardcopies or digital files XI. Performing Other Tasks that Support the Scope of Services —On occasion A. Providing an analysis of Special Projects needed in zones for upcoming budget years B. Advise LIVID Staff on needs not addressed in the Maintenance Contract or in past practices C. When observed, suggest ways the City can reduce costs, save resources, and be more "green." JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 2 - 6 Execution of Work The following is the overall philosophy and approach JMD Landscape Architecture will adhere to —with major objectives, processes, and strategies to provide the services requested: Goal: To provide the Landscape Maintenance District with maintenance monitoring, reporting, and a high level of customer service. Objective: Customer Service — Meet or exceed the expectations of the city's residents and "internal" customers (Staff in other departments) when performing the work as a Landscape Contract Monitor. Process and Strategies: RESIDENT SERVICE CENTER (RSC) 1. Respond to residents' RSC requests promptly by contacting resident within 2 to 4 hours of receiving a request. When it is not possible to reply within this timeframe, a reply is made within 1 business day. The initial contact may be to acknowledge receipt of the request and to gather more information, if needed 2. Upon first response, inform resident of the intended action to resolve the issue and give an anticipated time frame for the resolution to occur; if possible, inform resident of the responsible parties who will respond (e.g., 'the landscape maintenance crew' or 'the City's contracted electricians,' etc.) 3. If needed, contact the resident if the anticipated time frame is extended 4. As a tracking mechanism for Staff, record correspondence and action taken to resolve the issue (e.g., calling resident, placing a work order with a contractor, etc.) 5. After verifying that the issue has been resolved, place a final call to the resident to inform them that the issue is resolved 6. Thank the resident for notifying the City about a problem, and ask that they call again in the future if any other issues arise RESIDENT INTERACTION 1. When necessary, meet with residents to identify problem areas or get clarification on requests made; record summary of meeting for future reference as needed 2. During interactions, treat residents as customers paying for a service, and project a professional image that well represents the City and the LIVID Department. 3. Refer residents to other City Staff and provide contact information when necessary to help resolve matters under other's control HOMEOWNERS ASSOCIATIONS, PUBLIC MEETINGS, ETC. 1. When asked by the LIVID, attend HOA or other meetings with stake holders of the zones being monitored 2. When asked by the LIVID, provide information to the public 'INTERNAL' CUSTOMERS (Staff in other Departments) 1. Respond promptly to requests. 2. Make requests when needed and assist in problem solving JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 2 - 7 MISCELLANEOUS CUSTOMER SERVICE STRATEGIES 1. Dress in a manner that appropriately represents the City; and wear a yellow safety vest provided by the LIVID to allow for easy identification Objective: Monitoring - Observe, verify, and document the landscape maintenance contractor's compliance with its obligations under the City's contract. Process and Strategies: 1. Perform regularly scheduled site observations, solo (without Landscape Contractor), noting specific contract maintenance items: a. Turf Care b. Shrub and Ground Cover Care c. Tree Care d. Pest Management e. General Clean -Up f. Irrigation System Maintenance and Water Use g. Walkways, Service Roads, and Drainage Systems Care h. Slopes and Natural Areas Maintenance i. Season Color Areas (if applicable) j. Street Tree Wells k. Non -landscaped areas and weed abatement areas 2. Use a monitor's checklist (created by the monitor) as a tool to verify maintenance quality 3. Record deficiencies of maintenance work in a `punch list' 4. Inform Contractor of the `punch list' items 5. Identify a timeline for resolving deficiencies 6. Verify that punch list items have been addressed 7. Archive the punch list for future reference, as needed Objective: Meeting and Interacting with the Landscape Contractor — Meet regularly with the Landscape Contractor in the zones monitored to review compliance with the Landscape Maintenance Contract, and collect schedules and reports as required Process and Strategies: MONITOR 'WALK-THROUG HS' 1. Perform regularly scheduled walk-throughs with the Contractor, at a minimum of one time per month per zone, or as otherwise required by the zone's specific maintenance contract. Specific contract items include: a. Turf Care b. Shrub and Ground Cover Care c. Tree Care d. Pest Management e. General Clean -Up f. Irrigation System Maintenance and Water Use g. Walkways, Service Roads, and Drainage Systems Care h. Slopes and Natural Areas Maintenance i. Season Color Areas (if applicable) JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 2 - 8 j. Street Tree Wells k. Non -landscaped areas and weed abatement areas 2. Use a monitor's checklist (created by the monitor) as a tool to verify maintenance quality 3. Record deficiencies of maintenance work in a `punch list' 4. Inform Contractor of the `punch list' items 5. Identify a timeline for resolving deficiencies 6. Verify that punch list items have been addressed 7. Archive the punch list for future reference, as needed COLLECTING REPORTS, SCHEDULES, AND DATA 1. Collect schedules of certain maintenance operations, as required by the Landscape Maintenance Contractor, and verify that tasks are performed as scheduled a. Fertilization b. Turf Aeration c. Turf Renovation/Verticutting d. Turf Reseeding e. Micro-Nutrients/Soil Amendments f. Spraying of Trees g. Aesthetic Pruning of Trees and Shrubs h. Preventative disease control i. Seasonal color planting (if applicable) j. Lane Closures for median or parkway maintenance k. Fire protection/Brush Clearance of the natural slopes 1. Other items as determined by the LMD 2. For zones where man hours are specified in Contracts, collect personnel schedules and verify that man hour requirements are met 3. Collect schedules for weekly maintenance tasks, such as a. Mowing b. General Clean Up c. Walkway Cleaning d. Trash Emptying e. Doggy Bag Replenishing f. Other routine tasks DOCUMENTING ONGOING NON-COMPLIANCE 1. In the event that there is continuing non-compliance with contractual duties, use the Punch List as the means to document attempts to rectify the issue 2. Continue to record dates when subsequent notifications are given to rectify deficiencies 3. Record any action taken —successful or unsuccessful —to rectify deficiencies 4. Note if no action was taken by the Landscape Maintenance Contractor 5. When asked, provide LIVID Staff with all documentation in order to take further action JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 2 - 9 Objective: Emergencv Response — In the event of an emergency that occurs outside of normal business hours, the LIVID Monitor shall contact the Landscape Maintenance Contractor or other individual to respond to the emergency. Process and Strategies: 1. Maintain a single telephone number that can be called 24 hours a day, seven days a week 2. Keep records of persons to contact during off -hours in case of an emergency 3. Call the appropriate person to respond to the emergency 4. Identify the strategy to resolve immediate emergencies with the person responding 5. Identify the amount of time it will take to resolve the immediate emergency 6. Later, verify with the responding person that the issue has been resolved 7. Request responder to barricade or mark areas that are potentially hazardous 8. Identify specific tasks that will need to be performed during regular business hours after resolving the immediate emergency 9. Input work requests for follow-up work needed 10. Record a summary of the activities for future reference, if needed Objective: Requesting Service from other Citv Departments — Notify other City Departments and Staff when maintenance or service is needed that is outside of the Landscape Maintenance Contractor's scope of work. Process and Strategies: 1. Notify Tree Maintenance when trees (larger than 12') are identified that require maintenance — noting disease, health decline, or trimming 2. Notify Maintenance Department when smaller routine repairs are needed —such as those for masonry blocks, trash receptacles, signs, and other small repairs. 3. Notify Edison Light Staff Representative when lights that are under the jurisdiction of Edison and are in need of repair 4. Notify Community Preservation regarding code violations that have an impact on the LIVID landscape areas (or on public safety) 5. Notify Community Preservation regarding areas where homeless encampments occur in LIVID landscape areas 6. Notify Community Preservation regarding areas where there are signs of illegal activities in LIVID landscape areas 7. Notify Graffiti Removal when and where graffiti occurs 8. Notify City Staff Member when and where illegal dumping or disposal of bulk items occur 9. Identify any other needed service that is outside the scope of the Landscape Maintenance Contract and falls under the responsibility of a City Department. 10. Request service on these items by creating a Resident Service Center request or by contacting the department or staff member directly 11. Keep a record of requests made to other City Departments for future reference, as needed 12. When working with others, represent the LIVID Department in a professional manner JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 2 - 10 Objective: Requesting Service from Outside Agencies — Notify outside agencies for maintenance or service requests that are outside of the Landscape Maintenance Contractor's scope of work. Process and Strategies: 1. Notify the appropriate Water Agency regarding leaking meters or leaks upstream of irrigation meters. 2. Notify County of Los Angeles Pest Control when signs of pests such as gophers and rats are observed 3. Notify the contracted bee control company when bee hives are present and pose a hazard 4. Notify the contracted cart retrieval company where there are abandoned shopping carts 5. Request service on these items by contacting the outside agency or company directly 6. Keep a record of requests made to outside agencies and companies for future reference, as needed 7. When working with others, represent the LMD Department in a professional manner Objective: Requesting Bids and Quotes from Contractors and Vendors for Soecial Work — In special circumstances, solicit proposals from the Landscape Contractor or from outside vendors for work or materials not included in the Landscape Maintenance Contract. Process and Strategies: 1. Request work orders to make repairs on paseo lights and electrical repairs 2. Note where concrete deviations greater than 3/8" occur and request proposals to grind concrete deviations to remove tripping hazards 3. Note where concrete and masonry repairs or replacements are needed and request proposals from contractors to perform such work 4. Request proposals for metal fence or chicane installations or repairs, when needed 5. Identify areas where fences, railings, tunnels, and other areas are in need of painting and request proposals from contractors for painting 6. Place orders for mulch shipments and coordinate delivery with the Landscape Maintenance Contractor 7. Request proposals for fertilizer materials, as specified by the LMD department 8. Request proposals for landscape refurbishment projects when needed 9. Request proposals for backflow preventer maintenance when required 10. Request proposals for other special projects 11. Keep a record of requests and proposals for future reference, as needed JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 2 - 11 Objective: Reviewing and Approving Contractor Invoices — Verify that invoices submitted by Contractors for additional work are correct. Process and Strategies: 1. Obtain the schedule for vendor and contractor invoice due dates, and review invoices as scheduled 2. Verify that all work has been performed as agreed 3. Verify that work is billed at the amount agreed per a Purchase Order or Contract 4. Verify the material costs on Landscape Maintenance Contractor invoices 5. Request clarifications or revisions to invoices when needed Objective: Communication, Record Keeping, and Reporting to Landscape Maintenance Staff -- Meet regularly and communicate with the LIVID Staff to share information, plan tasks, and identify issues Process and Strategies: 1. Maintain a tentative schedule of tasks, including site observations, inspections with Contractors, and dedicated time for RSC request updating, correspondence, etc. and for anticipated duties 2. Maintain a record of tasks performed 3. Correspond with Staff to discuss tasks, projects, work -flow scheduling, and other administrative needs. 4. Meet regularly with Staff at the LIVID office 5. Maintain files of requests, punch lists, work orders, proposals, correspondence to others in behalf of the City, and other relevant materials comprising records of the LIVID maintenance work. 6. Complete and submit Landscape Maintenance Contractor performance reports to LIVID Staff once monthly or as indicated by the LIVID Objective: Performing Other Tasks that Support the Scope of Services Process and Strategies: 1. Anticipate tasks needed that are not otherwise specified, and propose solutions 2. Assist the LIVID staff identify special projects needed in zones for upcoming budget years 3. When observed, suggest ways the City can reduce costs, save resources such as water, and be more "green." JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 2 - 12 -Section 3- Assigned Personnel Jeff Maxwell RLA (CA 45774) President, JMD Landscape Architecture Jeff Maxwell holds a Master of Landscape Architecture degree and is a California licensed landscape architect. In professional practice since 2003, his broad experience in landscape technologies and imaginative problem -solving has allowed him to conceive of and implement a wide -range of projects for both private and public entities. Additionally, he has used his experience to consult for municipal agencies on matters pertaining to landscape design and maintenance. Master of Landscape Architecture — University of Florida, 2003 Bachelor of Science, Biology —The Ohio State University, 1995 RELEVANT EXPERIENCE, SKILLS, AND KNOWLEDGE Landscape planting and irrigation installation Performs construction observation and quality check of landscape planting and irrigation installations on a variety of projects —including street medians, parks, recreation fields, and commercial developments Landscape maintenance In professional landscape architecture practice, writes specifications and observes landscape maintenance activities on large-scale public projects, providing deficiency punch lists and recommendations for project acceptance Water budget management Prepares Water Efficient Landscape Worksheet calculations per the California Model Water Efficient Landscape Ordinance, using Evapotranspiration data, irrigation efficiency rates, Water Use Classification of Landscape Species ratings, and hydrozones Utilizes the Weather-Trak online reporting system to identify controller zone settings and alerts (City of Santa Clarita LIVID) Los Angeles Countv Fuel Modification requirements Prepares landscape planting and irrigation plans within Very High Fire Hazard Zones, requiring a Fuel Modification Plan and approval from County of Los Angeles Fuel Modification Unit Reviews landscape plans for City Planning Department that require Fuel Modification plans, and coordinates plan review comments with LA County to assure compliance Integrated Pest Management OPM) Possesses an understanding of pest control following IPM principals to reduce the use of chemicals Understands chemical application requirements for common agents used in the landscape industry Citv of Santa Clarita Median Design Standards Prepared landscape planting and irrigation plans for Plum Canyon Median Project, utilizing the Standards developed by the LMD Dept. JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 3 - 1 Work Area Traffic Control Handbook In professional landscape architecture practice, wrote specifications that references the WATCH handbook for construction work Irrigation Best Management Practices - US Irrigation Association In professional landscape architecture practice, prepares irrigation plans following Irrigation Best Management Practices and industry standards International Societv of Arboriculture (ISA) Pruning Standards Attended ISA Arborist workshop at annual professional meeting (American Society of Landscape Architects) to study tree planting and maintenance practices APWA Green Book Standard Specifications for Public Works Construction Prepared specifications modified from Green Book Standards and have prepared Construction Documents for Public Projects that utilized unmodified Green Book Standard Specifications JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 3 - 2 -Section 4- Schedule The following is a schedule of anticipated hours to be spent within each LIVID Zone for monitoring and all other proposed services. All zones shall have a minimum of one (1) inspection per month with the Landscape Maintenance Contractor, and a minimum of one (1) additional site observation per month. Of the duration of time listed, it is approximated that 75% is spent in the field and 25% is spent on correspondence, record keeping, and other administrative tasks. Group ZONE PROJECTED AVERAGE HOURS PER WEEK 15 2.75 �16 2.50 _� y s ° 119 s 1.50 v z0 31 4.00 total 10.75 7 3.00 M o s -a I T46 10.00 p °v° o I T47 6.75 Z u total 19.75 T51 7.75 = I T68 3.00 s v -°a I T69 7.00 a CL i U U total 17.75 T1 .75 T23 8.50 c -°a T23A 6.75 ° :1.` T23B 6.25 M o `^ U U total 22.25 T20 3.75 _ T62 2.50 s v -°a I T67 3.75 a I T71 3.00 ° U zU I total 13.00 3 .75 r c 132 8.00 y U I T52 5.00 W U U total 13.75 J M D Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 4 - 1 Cont'd Group I ZONE PROJECTED HOURS PER WEEK 26 2.25 29 1.00 -0 T29 1.00 0 T31 3.00 0 `^ v total 7.25 1 4 .50 -00 15 .50 8 .50 U 20 .50 v j 124 .50 C 1 25 .50 0 I T17 .75 0 1 total 8.25 1 T1B 3.00 0 T2A 2.00 a� 16 1.00 s U T33 1.25 T65 4.00 C T65A 5.50 a U total 16.75 -0 - 17 .75 o 27 4.50 M 0 28 12.00 = U total 17.25 1 T2 3.50 T3 2.50 0 T4 2.50 T5 3.00 a) I T6 1.25 3 I T7 4.00 0 J total 16.75 T8 11.25 M o 22 .25 T y > U total 11.50 T-1 Ad Valorem 1.00 v > "0 Metro 12.00 total 13.00 J M D Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 4 - 2 Group I ZONE I PROJECTED HOURS PER WEEK East Medians 16.00 oob N I 1-14 On/Off Ramps 3.00 N w I CC Monument Sign 1.00 total 20.00 West Medians 16.00 1-5 On/Off Ramps 3.00 cy I MM Monument Sign 1.00 N total 20.00 A schedule of site inspection and site observations shall be provided to the LIVID Staff. Example Tvpical Schedule: to be developed upon awarding of contract Monday thru Friday Sat, Sun, Thursday & Holidays Site Inspections 8:00am — 12:30pm As needed _ and Site Observation Visits 1:30pm — 3:00pm 1:30pm — 3:00pm _ Correspondence & Administrative or as needed as needed or as needed as needed as needed Emergency Response J M D Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 4 - 3 -Section 5- Subcontractors No subcontractors will be used to perform work under this contract. JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 5 - 1 -Section 6- Contractor Capability & References JMD Landscape Architecture provides professional design and consulting services on a variety of projects such as parks, streetscapes, recreation areas, multi -family residential developments, commercial retail centers, and office developments. The firm was founded in 2012, and in a short time has successfully fostered relationships with public agencies through the work on small- to medium-sized, yet significant, public projects. Consulting work by the firm is provided for three agency departments in two municipalities. These consulting services utilize our expertise in the field of Landscape Architecture for design review, plan check, and inspection services. Our aim in fulfilling this role is to protect the communities' interest and ensure that the communities' standards are upheld —as it relates to the landscape planting, irrigation and water use, and sustainability. SIMILAR WORK EXPERIENCE City of Santa Clarita — Landscape Maintenance District Landscape Maintenance Monitor (2015 — Current) Provides contract monitoring services and customer service quality control for the day to day work of the landscape contractors who maintain public landscaped areas Duties: • reviews overall performance of landscape maintenance contractors • prepares reports identifying deficiencies, when needed • responds to resident requests and complaints related to the care of the landscape and irrigation water -use • inspect and propose improvements that preserve and protect landscape resources, such as water • initiate special projects related to the maintenance of public landscape Keith Miller, Special Districts Administrator City of Santa Clarita 661-510-2201 City of Burbank— Department of Community Development Landscape Design Review and Plan Check Services (January 2013 to current) Performs landscape design review and plan check services for the City. Attends design review meetings with other city staff and provides development project applicants with comments relating to landscape zoning and water use requirements and similar community objectives pertaining to landscape. Duties: • attend pre -development and design review meetings with City Staff and Applicants • review landscape plans for proposed development applications • provide review comments as part of the Design Review Committee • provide conditions of approval to the Planning Staff for development projects • confer with landscape architects, contractors, builders and other applicants' representatives to interpret requirements and conditions of approval • coordinate design review with Planning Division Staff to identify landscape concerns • inspect planting and irrigation system installation at various stages of construction and at project completion JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 6 - 1 For reference, please contact: Daniel Villa, Senior Planner Community Development Department 818.238.5250 1 DVILLA@BURBANKCA.GOV City of Santa Clarita, CA -- Community Development Planning Division Landscape Design Review and Plan Check Services (2006 to current) Works on the Design Review Committee to provide landscape design review and plan check services for the City of Santa Clarita. Works closely with planning staff, giving review comments for development project applicants. Assists Staff with site inspections and worked with applicants during counter reviews and meetings. Assisted Staff in writing Landscape Guidelines. Duties: • review landscape plans for proposed development applications • provide design review comments and conditions of approval to the Planning Staff for development projects • confer with landscape architects, contractors, builders and other applicants' representatives to interpret requirements and conditions of approval • coordinate design review with Planning Division Staff to identify landscape concerns • inspect planting and irrigation system installation at various stages of construction and at project completion • compile Landscape Guidelines document to be used by development applicants For reference, please contact: Mike Ascione, Associate Planner City of Santa Clarita Community Development, Planning Division 661-255-4330 SELECTED RELEVANT PROJECTS Rancho Vista Boulevard Median Improvements Palmdale, CA Plum Canyon Road Median Improvements Santa Clarita, CA Transit Maintenance Facility Santa Clarita, CA Commuter Park and Ride Facility Calabasas, CA Burbank Community Garden Burbank, CA Canyon Country Gateway Sign Santa Clarita, CA Santa Clarita Business Incubator Santa Clarita, CA Joslyn Adult Center — Parks Facility Burbank, CA Verdugo Park Entrance and Signage Burbank CA Fairway Drive Median Improvements County of Los Angeles Avalon Boulevard Median Improvements County of Los Angeles JMD Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 6 - 2 -Section 7- Conflict of Interest JMD Landscape Architecture does not perform work for any other parties that could be affected by actions performed by the company on behalf of the City. J M D Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 7 - 1 -Section 8- Insurance Coverage JMD Landscape Architecture carries the following insurance: Professional Errors and Omissions $2,000,000 / $2,000,000 General Business Liability $2,000,000 / $2,000,000 Workers' Compensation $1,000,000 Automobile $1,000,000 J M D Landscape Architecture LMD-20-21-22 Monitoring of Landscape Maintenance Services Page 8 - 1 LANDSCAPE ARCHITECTURE April 15, 2021 Please find enclosed a Cost Proposal Bid Sheet for LIVID 20-21-22. The cost proposal herein indicates a not -to -exceed rate for all zones. These fees were formulated by assuming dedicated time to perform the services proposed and applying an hourly rate of $65/per hour. This offer is valid for a minimum of 120 days. In the event that a contract is modified in such a way as to increase or decrease services, JMD would negotiate an agreed upon addendum using the formula of $65/per hour for increases or decreases in service. Thank you, Jef rey W. Maxwell JMD-LA 330 Arden Avenue Suite 130 Glendale. CA 91203 p: 323.491.3808 vv:jmd-la.com LIVID ZONE GROUPINGS — COST SHEET PROPOSAL # LMD-20-21-22 Monitoring of Contract Landscape Maintenance Services In the space provided below please provide: 1) The hourly rate for monitoring services; 2) Total monthly monitoring hours per zone, and; 3) Total annual cost for each LMD Zone you wish to be considered for providing monitoring services. The annual contract amount will be paid once per month in 12 equal payments. Hourly Rate Monthly Hours Annual Cost Newhall Ranch Road Corridor: Zone 15 $ 65 11.75 $ 9,165 Zone 16 $ 65 10.75 $ 8,385 Zone 19 $ 65 6.50 $ 5,070 Zone 31 $ 65 17.25 $13,455 North McBean Corridor: Zone 7 $ 65 13.00 $10,140 T46 $ 65 43.25 $ 33,735 T-47 $ 65 29.25 $ 22,815 West Copperhill Corridor: T-51 $ 65 33.50 $ 26,130 T-68 $ 65 13.00 $10,140 T-69 $ 65 30.25 $ 23,595 Seco Canyon Corridor: T-1 $ 65 3.25 $ 2,535 T-23 $ 65 36.75 $ 28,665 T-23A $ 65 29.25 $ 22,815 T-23B $ 65 27.00 $ 21,060 North Copperhill Corridor: T-20 $ 65 16.25 $ 12,675 T-62 $ 65 10.75 $ 8,385 T-67 $ 65 16.25 $ 12,675 T-71 $ 65 13.00 $ 10,140 East Canyon Country Corridor: Zone 3 $ 65 3.25 $ 2,535 32 $ 65 34.50 $ 26,910 T-52 $ 65 21.50 $ 16,770 Soledad Corridor: Zone 26 $ 65 9.75 $ 7,605 Zone 29 $ 65 4.25 $ 3,315 T-29 $ 65 4.25 $ 3,315 T-31 $ 65 13.00 $ 10,140 Golden Valley Corridor: Zone 4 $ 65 2.00 $ 1,560 Zone 5 $ 65 2.00 $ 1,560 Zone 8 $ 65 2.00 $1,560 Zone 20 $ 65 2.00 $ 1,560 Zone 21 $ 65 19.50 $ 15,210 Zone 24 $ 65 2.00 $ 1,560 Zone 25 $ 65 2.00 $ 1,560 T-17 $ 65 3.25 $ 2,535 Plum/Whites Canyon Corridor: T-1 B $ 65 13.00 $ 10,140 T-2A $ 65 8.50 $ 6,630 Zone 6 $ 65 4.25 $ 3,315 T-33 $ 65 5.50 $ 4,290 T-65 $ 65 17.25 $ 13,455 T-65A $ 65 23.75 $ 18,525 Railroad Corridor: Zone 17 $ 65 3.25 $ 2,535 Zone 27 $ 65 19.50 $ 15,210 Zone 28 $ 65 53.00 $ 41,340 Lower Ts Corridor: T-2 $ 65 13.00 $ 10,140 T-3 $ 65 10.00 $ 7,800 T-4 $ 65 9.00 $ 7,020 T-5 $ 65 11.00 $ 8,580 T-6 $ 65 5.00 $ 3,900 T-7 $ 65 16.00 $12,480 Valencia Corridor: T-8 $ 65 48.75 $ 38,025 Zone 18 $ 65 1.00 $ 780 City-wide Area: T-1 Ad Valorem $ 65 4.25 $ 3,315 Metro $ 65 52.00 $ 40,560 2008-1 Major Thoroughfare Medians (East): East Medians $ 65 69.25 $ 54,015 SR-14 On/Off ramps $ 65 13.00 $10,140 CC Monument Signs $ 65 4.25 $ 3,315 2008-1 Major Thoroughfare Medians (West): West Medians $ 65 69.25 $ 54,015 1-5 On/Off Ramps $ 65 13.00 $10,140 MM Monument Signs $ 65 4.25 $ 3,315 Emergency/As-Needed Services: After Hours Emergency $ 120 Streetlight Emergency/Inspection $ 120 Local Zone Monitoring/RSC Support $ 65 r J � Contractor License # 922587 ISA Certified Arborist #WE-3811A PCA # 71916 24307 Magic Mountain Parkway # 505, Valencia, CA 91355 April 1, 2021 City of Santa Clarita 23920 Valencia Blvd. Suite 120 Santa Clarita, CA 91355-2196 Attention: Purchasing Re: Request for Proposal # LMD-20-21-22 To Whom It May Concern: In response to your solicitation for Monitoring of Contract Landscape Maintenance Services, our company, Landscapeconsultant.com would like to submit a proposal for the above -referenced RF'P. Our company name, address and phone number is listed below: Landscapeconsultant.com 24307 Magic Mountain Parkway # 505 Valencia, CA 91355 Office Phone: 661-265-7847 Website: www.landscaDeconsultant.com Email: fmaderoklandscapeconsultant.com I look forward to hearing from your organization regarding this RFP and how I can be of further assistance to the City of Santa Clarita. in rely ank A. Mad o Landscapeconsultant.com TABLE OF CONTENTS Introduction................................................................................................................................................1 WorkProgram................................................................................................................................................. 2-4 AssignedPersonnel ..................... ................................................................................................................ 5-6 Schedule..................................................................................................................................................7-S Subcontractors.......................................................................................................................... 9 Contractor Capability & References., ........................................................................................................... 10 Conflictof Interest.....................................................................................................................................11 Insurance...........................................................................................................................12 AdditionalData........................................................................................................................................13-14 Lan dscapeconsultant.corn INTRODUCTION Landscapeconsultant.com is a Southern California company and is based out of the Santa Clarita and Antelope Valleys. Our company serves the Los Angeles, Riverside, Orange, and Ventura Counties. Investment in landscaping and tree care can be a costly one, and if not properly maintained, it can quickly run into replacement costs that can be unpredictable. The expense in this aesthetic, whether it is for a private home, HOA, business, museum, or public property, proper landscape maintenance can play a principal role in attracting and making a lasting impression. Our goal at Landscapeconsultant.com is to provide services that work directly with a team in achieving a specialized, innovative treatment of landscape maintenance and high -quality customer service. Choosing the right plant or the latest irrigation technology is a goal we strive for. Monetary value can be wasted if an improper tree or shrub is selected for your property or placed in a poorly designed location. Irrigation planning and programming can be crucial to plant and tree survival and the ability to thrive. Most important to our business is Customer Service. Communication with our clients, contractors, vendors, and representatives is crucial to achieving a high level of preservation to the environment we support. We take an "above and beyond" approach when it comes to Customer Service. We take pride in our high level of Customer Service as it has enabled Landscapeconsultant.com to retain repeat customers for several years and a network of personal and business referrals. With over 35 years of experience in the landscape maintenance business, Landscapeconsultant.com brings to you a team of landscape maintenance specialists combined with a partner of legal background. Landscapeconsultant.com Page 1 WORK PROGRAM Understanding of Monitoring a Landscape Maintenance Companies service between the City and the contractor is a mutual team effort and calls for high abilities of accessible communication and interpretation. The Monitor must focus on the City specifications and contractual obligations to achieve a successful outcome. Understanding the City's Administrative Specifications helps the Monitor follow the City's requirements, goals, and expectations. Also, understanding the City boundaries and equipment that pertain to the City's contract with the Landscape Maintenance company helps the Monitor enforce areas that may be in question. The items listed below give a more comprehensive understanding of the Monitoring aspect: 1.) Comprehension of the Contract between the City of Santa Clarita and the Landscape Maintenance Company, this element is crucial. Understanding the City's Administrative Specifications helps the Monitor follow the City's requirements, goals, and expectations. It is essential to ensure the Landscape Maintenance Contractor performs to an expected standard and performs the tasks as listed in the contract with the City. When unacceptable work is done and not corrected by the Landscape Maintenance Contractor promptly, the Monitor shall document and notify City staff with deficient performance and compliance items. 2.) Field Inspections - The Monitor will perform inspections in the assigned Zones on a monthly to bi- monthly basis. Meetings with the Landscape Maintenance Company representative should be scheduled bi-weekly or monthly depending on the Zone. During these times of the COVID pandemic, safety precautions must be taken while meeting in the field with any staff, including wearing a mask and social distancing. A review of the Zone will give both the Monitor and the Landscape Maintenance company a time to discuss any current or pending issues, equipment problems, or customer service items. 3.) Customer Service and Communication - Providing Customer Service to the City staff, Landscape Maintenance contractors, and assigned Resident Service Center (RSC) requests is a vital part of monitoring. Open lines of communication are what we value. We strive to take a team approach and work with all entities to resolve issues of concern. The Monitor will have all contact information for the Landscape Maintenance Company for each assigned Zone at all times. Possession of communication devices such as cell phones, office phone numbers, emergency phone numbers, email addresses are items required to have proper contact with appropriate staff to respond to the RSC requests and all City -related communications. • Emergency Services — The Monitor must notify the Landscape Maintenance companies of any emergencies on 24hrs17 days per week basis to any problems that arise in assigned LMD zones. We at Landscapeconsultant.com are available by phone, text, or email to react to issues as required. 4.) Written Reports As a Monitor for the City of Santa Clarita, written reports and documentation with photographs are an integral part of the Landscape Maintenance Contractor's work performance. Additionally, the Landscape Maintenance Company staff must be able to read and comprehend what the Monitor is requesting. Follow up on written reports and applications promptly is expected by the Monitor; otherwise, deficiency notices will be submitted to the contractor. Lands cap econs ultant. corn page 2 WORK PROGRAM - Continued 5.) Knowledge of Plant Material - The contractor must know plant material concerning climate zones and microclimates and understand requirements for fertilizer and soil conditions. Comprehension of the variety of infestation of insects, and fungus, if applicable. Pruning and planting techniques are crucial in the well-being and longevity of shrubs and trees. Proper cultural practices and signs of rodent damage must be implemented for; turf, shrubs, ground cover, annual flowers, and trees. 6.) Knowledge of irrigation and weed control -- There must be a certain level of understanding of the irrigation controllers, specifically the Weathertrak system within the Zone. Utilizing the online Weathertrak system for programming and reporting data analysis is an excellent source for water management. Additionally, the expertise to recognize the costs of irrigation parts, their repairs, and water management during the current drought is anticipated. Weed identification and control - Understanding the weed species, is it annual or perennial, and how it's controlled. These are essential to prolonging the natural balance of native habitats, the environment, and the public within the City Zones. At Landscapeconsultant.com, our philosophy and approach are one in which a positive and successful interaction between Landscape Maintenance companies and Monitors thrives. Our style begins with understanding the contract specifications the City has with the Landscape Maintenance companies and using this to create a successful relationship between the City, the Landscape Maintenance Company, and the Monitor. We want to relay to the Landscape Maintenance Companies the City's expectations and help them achieve the best possible results. Technical and professional challenges associated with evaluating the performance of contractor landscapers include: 1.) A lack of experience in the industry and lack of education in understanding plant and tree requirements. Also, a lack of understanding of the Cities current Weathertrak controller program will present possible Landscape Maintenance company performance issues. 2.) Insufficient labor as required by a City contract for a specific Zone. If the Landscape Maintenance company is understaffed or unwilling to provide the hours needed for a project, this will be a professional challenge. 3.) Non -response from the Landscape Maintenance company after attempts by phone, email, and text from the Monitor will also fall under Monitors' challenges. To overcome and address challenges, some of the following will be instituted in our Work Program; Use of Spreadsheets (see Sample) to document and track items that need attention will include the Monitor's date of request to the Landscape Maintenance Company. The follow-up to Spreadsheets will be monitored by the number of requests an issue has. If the Landscape Maintenance Company is deficient in its response, in particular items that go to a 3'd request, the Monitor shall notify 11 ■ II I I I g Landscapeconsultant.com pa e 3 WORK PROGRAM - Continued City staff of the non-compliance from the contractor. After items are sent to a 3' request with no response, a monthly pay adjustment will be recommended by the Monitor to City Staff. The Monitor will notify the Landscape Maintenance company of pending pay adjustments via phone and email and give the contractor a final warning before a pay adjustment is submitted and recommended to City staff. In addition, working closely with City staff to help resolve challenges the Landscape Maintenance Company may present will be another process in determining any ongoing or ill addressed items. If the Monitor is not receiving a timely response from the contractor or personnel issues arise, City staff will be notified and assist in potential conflict or n-tisunderstandings. Lastly, the use of the monthly Contractor Performance Forms will be submitted to City staff for review on how the Landscape Maintenance contractor has performed over the month. The contractor will be rated on how they have performed on various issues, including response times, staffing, zone appearance, and pending items. The ratings, recommendations, and comments provided by the Monitor on the Monthly Contractor Performance Forms will help the City staff determine if a pay adjustment may be warranted. Lands capeconsultant.coin Page 4 a n a c N ut ri r-I ri ri ri ri ri ri r1l ri ri a N N N N N N N N N N N N: N N C C m o N a N r o N r 0 N r 0 N r N N r 0 N r 0 N r 0 N N N r 0 N r N N r 0 0 N i d+ N N N N N N N N N N N N N N N N N N N N N N N N N ri N N N N N N N N N N N N N Y m 7 J L Q 4 6J a1 Q a n .y p a D z G1 a a u 0 a a p Q a p Q c c L p a r o z rs - c f - o u rc a N 0 O'd j Q m 0 O O •K a p C N m O Y Q m u G a) O C V 96 Q ._ !9 tlp W .D: VJ N f` 4i D L2+ U a C IWy Q O H 00 f !p y -p G! N ii m a o p E " di C m N o to $ G roc y d o m E m o as w o ° C -a N t u n Y m o o o C 4 m c s : o c °� s a tko D ra 3 ° c a o �a o 0 3 mm +` p a1 � c f° a D 0 0 LW O Q `-4 � � m ra � O m �n 'p aJ N m � m Q Z 'd% 0 ti aY u1 Ste! U �. a V1 17- dl li 4 o E r p o 3 •• p y o -0E aJ a a °� v L m Y c i O m o P 3 ~ c d * m Ly o E a ?tn • ' ° po b Y 0 cn ! ai pG Q ul o 0 u z c o m ro a O to U m �= ' u �' D m m u 00 V t7., a• O ro � �r .� _ T Z Cry m d.i L N _ ` G = to O O o a E 00 Qr o po. a N Wn W Z U ae s h V Q Ql U X m cC U C Q D L in N W D L �? p ^F 4- d' CL Ci `l C Q O a1 � N E W a a w —.Ea C C "C V d Q N N ID D. � C C T d D a C N W C L 463 LLI 6J 'N u 44 ° N C u w u� o ,n ii 6. a E CL p Q a)N C `^ � � o ti k o a �M ra N d ut 0 •-4-4 •�•� Qj CL 2 � $ (Li} X 2 % mow\ \ �)` � ASSIGNED PERSONNEL The primary principal for overseeing and managing all inspection monitoring for the City of Santa Clarita will be Frank Madero (Owner) and Lisa Madero. The following is a brief summary of Frank Madero's professional background. Frank A. Madero A California native, Frank A. Madero grew up in the Los Angeles area. Frank graduated from Los Angeles Pierce College in Woodland Hills, CA and was a member of the Dean's List and Honor Society. He also received an Advisors Award for Outstanding Contributions to the Pi Chapter of the Alpha Gamma Sigma Society. He studied under his mentor, Professor Deming Williams, who would shape Frank's future in the horticulture field. Professor Williams encouraged Frank to get his QAL (Qualified Applicators License) and his PCA (Pest Control Advisor License). He completed his Science Degree in Ornamental Horticulture in 1979. Having worked for some of the largest landscape companies in the country, Frank learned from some of the best in the industry about plant, and tree care. While working for Valley Crest (formerly Environmental Care, Inc.), Frank was involved with such projects as University of Judaism, Johnny Carson Estate, Trizec Properties, Trammel Crow, Mariners Bay and Moss Group among others. His tenure at Pest Masters and American Landscape Maintenance allowed him to be involved in such projects as the following; J. Paul Getty Museum, Disneyland, Edwards Air Force Base in Mojave, Jurassic Park the Ride at Universal Studios. Additionally, Frank was involved with the Beverly Hills Hotel renovation and the Rosarium at Descanso Gardens as well as several large commercial properties and private estates. Frank Madero has worked as a Landscape Contract Monitor for the City of Santa Clarita since 2008. Additional Government Municipalities in the past and present include The City of Westlake, The City of Los Angeles Parks and Recreation and Newhall County Water District. Current Licenses and Memberships to professional organizations include: Contractors' License # 922587 Pest Control Advisor # 71916 Pesticide Applicators Professional Assoc. (PAPA) Western Chapter ISA (International Society of Arboriculture) Certified Arborist # WE-3811A Qualified Applicator License # 97292 Street Tree Seminar, Inc. California Agricultural Production Consultants Assoc. (CAPCA) American Society of Consulting Arborist (ASCA) The percentage of time Frank A. Madero will spend conducting on -site monitoring activities will be at 50% . The other 50% will be conducted by Lisa Madero. See next page for more information on Lisa Madero's experience and background. Landscape consultant.com Page 5 ASSIGNED PERSONNEL Lisa Madero EDUCATION: Bachelor of Arts Degree — Pre -Law, University Of Massachusetts/Amherst, MA 1983 2008 — Present Landscapeconsultant.com/City of Santa Clarita Monitor & Inspect Landscape Maintenance LAID Zones and Construction Projects • Respond to, address and communicate with Residents concerning City owned Landscaping. + Track and record all activity into Government Resident Service Center (RSC) system. + On -site inspections of LMD Zones with Landscape Maintenance contracted companies. • Review and interpret the LMD City Contracts with Landscape Maintenance companies. + Prepare Written Reports and include spreadsheets from property inspections. • Assist in preparation of City sponsored events in Old Downtown Newhall. • Mediate between LMD City Staff and contracted Landscape Maintenance personnel. • Prepare Extra Work Proposals and Invoice reviews for approvals. 2006 -- 2007 Fanfare Media Works Human Resources Manager Valencia, CA • Recruiting and staffing of all new hires, including Independent Contractors. Process new hire packets and verify employee ID including 19 verifications. Employment verifications and reference checks. • Responsible for Annual reviews and merit increases, tracking and implantation. • Responsible for Compensation and Benefit processing and negotiations. Provide orientations to all eligible employees. • Data entry and record keeping. 1991 - 2005 Precor, Inc. (formerly Fitness Products International) Valencia, CA Human Resources Manager • Responsible for all aspects of Human Resources functions: Compensation and Benefits including medical,. dental, life, 401k, EAP, COBRA, Workers Compensation, LOA's, Unemployment, audits and hearings. • Developed and implemented company 401k plan, annual testing's, 5500 filings and plan maintenance. Negotiated all Medical, Dental and Life insurance policies. • Maintained relationships with carriers and TPA's as well as resolved employee benefits concerns. • Approve and reconcile monthly invoices on medical, dental, life, EAP, 401k plan maintenance. • Dealt with out-of-state employees: researched various state laws, tax filings, compensation and benefits. + Developed employee orientation programs, safety and training process for new hires. 1986 - 1991 Environmental Care Inc. (Now Valley Crest) Office Manager Sylmar, CA • Responsible for all aspects Office Management including: staffing, budgets, proposals, insurance. • Provide Customer Service to valued clients and resolve any disputed items. Lands capeconsultant.com Page 6 City of Santa Clarita Proposal # LMD-20-21-22 SCHEDULE* *Estimated frequency & hours, actual may flucuate Zone Grouping: Newhall Ranch Road Corridor Frequency to perform on -site reviews IZone 15 Monthly IZone 16 Monthly IZone 19 Monthly Zone 31 Monthly North McKean Corridor one 7 Monthly IT46 Bi-Monthly IT47 Bi-Monthly COnperhill Corridor test 1 Monthly IT68 Monthly IT69 Monthly I Seca Canvon Corridor T-1 IT-23 IT-23A I T-23B I North T20 Coanerhill Corridor -. - . - IT62 IT67 IT71 I East Canvon Country Corridor Zone 3 .. 132 I T52 Soledad Corridor Zone .2... 6 —_.-----. IZone 29 T29 T31 Golden Vallev Corridor Zone 4 IZone 5 IZone 8 IZone 20 IZone 21 IZone 24 IZone 25 IT17 I Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthlyy Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Hours 4 3 3 3 4 16 16 6 5 12 3 12 12 8 5 8 12 4 1.5 3 12 4 4 3 6 1 3.5 0.5 3 8 1.25 1.25 2 I I 1 I I I I I A Page 7 City of Santa Clarita Proposal # t_MD-20-21-22 SCHEDULE - Continued Zone Grouping: Frequency to perform on -site reviews Hours PlumlWhites Canyon Corridor IT-1 B Part of LA County T-2A Monthly 1 4 (Zone 6 Monthly I 3 IT33 Monthly 3 T65 Monthly I 6 T65A Monthly I 4.5 Railroad Corridor (Zone 17 - Monthly l 3.5 (Zone 27 Monthly 10 Zone 28 Bi-Monthly 10 ILowerT's Corridor IT-2 Monthly 14 IT-3 I Monthly 8 IT-4 I Monthly 8 IT-5 I Monthly 9 T-6 I Monthly 5 T-7 I Monthly 1 14 I Valencia Corridor IT8 I Bi-Monthly 20 (Zone 18 I Monthly 12 City-wide Area I IT-1 Ad Valorem Monthly 10 Metro Monthly 8 12008-1 Major Thoroughfare Medians East (East Medians - Bi-Monthly I 16 ISR 14 Onloff ramps Monthly 5 CC Monument Signs Monthly I 5 I 12008-1 Major Thoroughfare Medians West I West Medians Bi-Monthly 16 I1-5 On/Off Rams Monthly 8 MM Monument §igns I Monthly 8 [Emergency/As-Needed Services _ After Hours Emergency As needed Streetlight Emergencyllnspection (Local Zone MonitoringlRSC Support As needed I "The Monitor shall be available by mobile phone to respond to after normal working hours Emergencies Page 8 I I t IAs needed) I I IAs needed SUBCONTRACTORS Landscapeconsultant.com will not be utilizing Subcontractors for inspections services. No information will be provided on Subcontractors as all work will be performed by Landscapeconsultant.com and its staff for Contract Inspection Services for the City of Santa Clarita. Landscape consultant.com page 9 CONTRACTOR CAPABILITY Landscapeconsultant.com is a team with over 35 years of experience in the Landscape Maintenance industry. Also, on -staff experience includes personnel with a background in the Human Resources Profession with a degree in Pre -Law. We believe the combination of both technical field expertise along with the office and legal management experience brings a unique combination to the City of Santa Clarita. Past and present work includes: The City of Santa Clarita as a Contract Landscape Monitor, The County of Los Angeles, Certified Arborist Services, Ed Poulin Real Estate (PWP Properties) Landscape and Tree consultant and The Santa. Clarita Valley Water District, Landscape and Arborist services. This background experience in government municipalities and Real Estate Development is relevant to the RFP as the Landscapeconsultant.com principal has had and continues to have many interactions with these types of agencies. Additional staff comes from a Human Resources background with over 20 years experience in the field. Experienced in working for medium to large sized companies (200 to 900 employees) background information includes; employee conflict resolution, with personnel management, training, communications and litigation. This experience has afforded an understanding of company expectations as it translates to employees. Laving co-authored several Employee Manuals and worked closely with senior level executives on employee management, recruiting and company communications, we feel this experience in communications is relevant to this RFP. When talking to customers, it is important to make appropriate statements. Improper statements or miscommunications can be costly to any entity. Landscapeconsultant.com currently operates out of a home -based office. The company has a central computer at the office, Ipad tablet and HP Laptop. in this way, we can stay up to date out in the field by going on-line at any time to check emails, RSC's, and GIS map usage. Apple i-phones are also in current use for all staff and vital to performing duties listed in this RFP. There is also a printer, with scan capabilities at the central office. All company files are maintained at the office in filing cabinets. The main home computer has a separate backup hard drive so that no data can be lost; performing back-ups are done on a regular basis. The below are references as requested in this bid: Santa Clarita Valley Water Agency Newhall, CA Bobby Martinez, 661-810-7081 City of Pasadena Pasadena, CA Micheal King, 626-744-3 846 Landscapeconsultant.com City of Santa Clarita, Santa Clarita, CA Keith Miller, 661-644-9256 Page 10 CONFLICT OF INTEREST Landscapeconsultant.com does not present any Conflict of Interest with other parties or entities. Landscapeconsultant.com will be performing its services based solely on its own firm's resources and staff. No other companies, partners or agencies will be involved with Landscapeconsultant.com in their contracts or services.. Landscapeconsultant.com Page 11 INSURANCE Landscapeconsultant.com currently posse's General Liability Insurance through State Farm Insurance Companies. The policy period is in effect from May 31, 2020, to May 31, 2021 and will renew. The company maintains a policy with a $1,000,00.0 limit on the General Liability. Since Landscapeconsultant.com does not have any employees or payroll, Workers Compensation does not apply. Professional Liability (E & O)Insurance is provided by United States Liability Insurance Company. Lands cap econsultant. com page 12 ADDITIONAL DATA Resident Service Center - Survevs: • RSC - Surveys from The City of Santa Clarita - Review our results from Community Members; Pricing and Modifications to LCM Contract: • As LMD Zones change and modify over the years, we understand that pricing may need to be adjusted. We will submit an addendum to the City LMD staff to reflect accurate and up to date costs on the existing, revised or new zone. The amendment will keep proper documentation for all parties and provide a paper trail to any changes. General Knowledge of the following: A Library on the premises at Landscapeconsultant.com includes such resources as: • American Public Works Association (APWA) Greenbook of public works construction standards - The Greenbook is intended to help in promoting standardization of plans and specifications accepted and used by those involved in public works construction. • Our comprehensive knowledge of a new irrigation system installation and drains is accomplished as a result of over 35 years in the landscape contracting business. We are Landscape Contractors and understand the importance of the correct installation of an irrigation system, along with drainage. Without the knowledge of the correct PSI to the amount of pressure lost through incorrect sprinkler head selection and spacing; it's an uphill battle of wasted capital, and time to remedy; this pertains to an inaccurate install of a drainage system. Landscapeconsultant.com has experience working with the Public Works division of the City of Santa Clarita over five years; we are well-informed on the details, specifications, and design blueprints within the city restrictions. • National Electrical Code (NEC) - Understanding the codes and concepts of proper wiring from 24-volts for an irrigation controller with the typical 14UF (underground feeder) AWG (American wire gauge) wire is information attained by the NEC and blueprints; the 120-volt wiring is also verified through the same information. • California Plumbing Codes (CPC) - These codes for water lines, meters, drinking fountains and irrigation lines are typically found within project blueprints. The specific codes can also be obtained thru the Department of Building and Safety and the CPC itself. • Los Angeles County Fire Codes for brush clearance - The Fire Safety Checklist specifies the following; thin out or remove vegetation a total of 100 feet from a dwelling. The inspecting officer; with the approval of the Fire Chief, may require an additional 100 feet of thinning or removal for a total of 200 feet due to a high fire hazard. • Pest Control and Chemical application requirements - The owner of Landscapeconsultant.com is an Agricultural Pest Control Advisor (PCA), and a Qualified Applicator Licensee (QAL). To maintain these licenses, a maximum of 40 continued educational hours every two years is required, and all pest control related information is presented in technical seminars. However, accurate information is detailed in the chemical label and the Material Safety Data Sheets (MSDS). Landscapeconsultant.com Page 13 ADDITIONAL DATA - Continued General KnEowledee of the followinu continued: • City of Santa Clarita horticultural standards - We are familiar with these criteria; Frank Madero has assisted in generating some of these standards; in particular, tree planting details. • Watchbook Manual on traffic control standards for work in the public right of way - Our general knowledge of the traffic control rules is by working with the City of Santa Clarita's Public Works Division on several projects. The handbook has assisted as a standard for control of traffic in work areas in the public right-of-way. It describes the type of traffic control devices, and other vital safety related information. • US Irrigation Association's (IA) Irrigation Best Management Practices (BMP's) - The IA has developed BMP's to increase water efficiency and meet federal requirements. These BMP's provides operations, maintenance, and retrofit improvements to help reduce water waste. • International Society of Arboriculture (ISA) Pruning Standards - Frank Madero is also a Consulting Certified Arborist, who cites the ISA Pruning Standards in tree reports. These principles represent the industry criteria for performing tree care operations; for example, support systems, construction management, tree risk assessment, and tree fertilization, are just some standards indicated. • American National Standards Institute (ANSI) A300 Part 5 and BMP's for tree care - As referenced above, this standard refers to construction management. The A300 Part 5 standard addresses items relating to the protection of trees and woody shrubs during construction and development activities. Lands cap eeonsultant.com maintains the following Licenses and Memberships: • Contractors Licenses State of California Class C-27 # 922587 • Pest Control Advisor # 71916 • Qualified Applicator # 97292 • ISA (International Society of Arboriculture) Certified Arborist # WE-381 IA • ASCA Member (American Society of Consulting Arborists) • CAPCA Member (California Association of Pest Control Advisers) • PAPA Member (Pesticide Applicators Professional Association) • Weathertrak Authorized Contractor Training Education (ACE) Certified Work Attire: The team at Landscapeconsultant.com will be wearing appropriate company attire, work boots, work pants and shirts. Safety vests will be worn during site inspections of LMD zones and properties. Hats with the Company Logo will also be worn at all times. Landscapeconsultant.com Page 14 Imadero@landscapeconsultant.com From: Landscape Maintenance <LMD@santa-clarita.com> Sent: Monday, October 19, 2020 2:40 PM To: Imadero@landscapeconsultant.com Cc: Martin McKnight; Keith Miller; Landscape Maintenance Subject: Fw: RSC Online: A Survey was filled out for Request #: 5344601 Zone 6 Excellent review and really nice comments... great way to start the week! Well done Lisa and team! Carine Special Districts/LMD City of Santa Clarita 661-290-2200 From: City of Santa Clarita Online Request System <noreply@user.govoutreach.com> Sent: Monday, October 19, 2020 7:47 AM To: Landscape Maintenance Subject: RSC Online: A Survey was filled out for Request #: 5344601 A citizen filled out a survey for Request #: 5344601 Request #: 5344601 The city usually cuts the height of the brush behind our backyard fences in our neighborhood (I am at 19110 Olympic Crest Drive, Santa Clarita), but it has not been cut. Given the heat and Description: the winds to come in the next month, I am hoping you can send someone out soon. They always do a terrific job. Thank you. Department: Neighborhood Services - Special Districts Topic: Brush Clearance Survey Information Employee Effectiveness: Superior Time to Respond: Superior Employee Courtesy: Superior Expectation Met: Exceeded The comments were: The people who come cut back the bushes against the back fence to make it safe as a fire break are always wonderful. It makes me feel so much safer once they've done it. I was lucky to have seen them doing it so I could thank them while they were doing it. I always appreciate how responsive the city is. Customer Information 1 Name: Deborah Silverman Email: sdsphds@aol.com Phone: (661) 755-8006 Alt Phone: Click here to access the request Imadero@landscapeconsultant.com From: Landscape Maintenance <LMD@santa-clarita.com> Sent: Tuesday, August 25, 2020 3:20 PM To: Imadero@landscapeconsultant.com; Melanie Theisgen Cc: Keith Miller; Landscape Maintenance Subject: Fw: RSC Online: A Survey was filled out for Request #: 5204494 T71 Lisa/Melanie: This was a complicated one and the resident was still very pleased. (9) Well done! I Carine Special Districts/LMD City of Santa Clarita 661-290-2200 From: City of Santa Clarita Online Request System <noreply@user.govoutreach.com> Sent: Tuesday, August 25, 2020 10:36 AM To: Landscape Maintenance Subject: RSC Online: A Survey was filled out for Request #: 5204494 A citizen filled out a survey for Request #: 5204494 Request #: 5204494 There are lots of small plans grown behind my fence which causes an issue of visibility. also there are wild animals sometime move across and sine they are so dense its not visible what Description: might get in the garden. i am not sure if you clean the area behind the house but wanted to make request. thanks Ajit you can call me at 630-267-4500 Department: Neighborhood Services - Special Districts Topic: Greenscape (turf, slopes, shrubs, planters) Employee Effectiveness: Superior Time to Respond: Superior Employee Courtesy: Superior Expectation Met: Met Survey Information The comments were: It was very easy to describe the issue and get it resolved, this is the first time i called the city for help and it was above expectation. Customer Information Name: Ajitsingh Gaekwad Email: ajitgaekwad@yahoo.com Phone: 6302674500 Alt Phone: Glick here to access the request LIVID ZONE GROUPINGS — COST SHEET PROPOSAL # LMD-20-21-22 Monitoring of Contract Landscape Maintenance Services In the space provided below please provide: 1) The hourly rate for monitoring services; 2) Total monthly monitoring hours per zone, and; 3) Total annual cost for each LIVID Zone you wish to be considered for providing monitoring services. The annual contract amount will be paid once per month in 12 equal payments. Hourly Rate Monthiv Hours Annual Cost Newhall Ranch Road Corridor: Zone 15 $45.00 14 $ 7560.00 Zone 16 $ 45.00 12 $ 6480.00 Zone 19 $ 45.00 12 $ 6480.00 Zone 31 $ 48.00 12 $ 6912.00 North McBean Corridor: Zone 7 $ 48.00 14 $ 8064.00 T46 $ 68.00 45 $ 36720.00 T-47 $ 68.00 40 $ 32640.00 West Copperhill Corridor: T-51 $ 49.00 20 $11760.00 T-68 $ 46.00 10 $ 5520.00 T-69 $ 46.00 20 $ 11040.00 Seco Canyon Corridor: T_1 $ 49.00 9 $ 5292.00 T-23 $ 60.00 25 $18000.00 T-23A $ 60.00 25 $ 18000.00 T-23B $ 60.00 15 $10800.00 North Copperhill Corridor: T-20 $ 48.50 10 $ 5820.00 T-62 $ 55.00 15 $ 9900.00 T-67 $ 50.00 22 $13200.00 T-71 $ 45.00 8 $ 4320.00 East Canyon Country Corridor: Zone 3 $ 43.00 4 $ 2064.00 32 $ 48.00 8 $ 4608.00 T-52 $ 65.00 24 $18720.00 Soledad Corridor: Zone 26 $ 43.00 8 $ 4128.00 Zone 29 $ 45.00 9 $ 4860.00 T-29 $ 40.00 6 $ 2880.00 T-31 $ 48.00 13 $ 7488.00 Golden Valley Corridor: Zone 4 $ 40.00 2 $ 960.00 Zone 5 $ 45.00 7 $ 3780.00 Zone 8 $ 40.00 2 $ 960.00 Zone 20 $ 40.00 7 $ 3360.00 Zone 21 $ 45.00 17 $ 9180.00 Zone 24 $ 39.00 4 $1872.00 Zone 25 $ 39.00 4 $1872.00 T-17 $ 43.00 5 $ 2580.00 PlumNVhites Canyon Corridor: T-1 B $ 48. 00 10 $ 5760.00 T-2A $ 45.00 12 $ 6480.00 Zone 6 $ 43.00 5 $ 2580.00 T-33 $ 43.00 5 $ 2580.00 T-65 $ 44.00 12 $ 6336.00 T-65A $ 44.00 9 $ 4752.00 Railroad Corridor: Zone 17 $ 45.00 8 $ 4320.00 Zone 27 $ 50.00 20 $12000.00 Zone 28 $ 48.00 20 $ 11520.00 Lower Ts Corridor: T-2 $ 55.00 26 $ 17160.00 T-3 $ 50.00 14 $ 8400.00 T-4 $ 50.00 14 $ 8400.00 T-5 $ 50.00 18 $ 10800.00 T-6 $ 50.00 11 $ 6600.00 T-7 $ 50.00 24 $14400.00 Valencia Corridor: T-8 $ 68.00 42 $ 34272.00 Zone 18 $ 65.00 24 $18720.00 City-wide Area: T-1 Ad Valorem $ 49.00 18 $ 10584.00 Metro $ 42.00 16 $ 8064.00 2008-1 Major Thoroughfare Medians (East): East Medians $ 50.00 32.00 $19200.00 SR-14 On/Off ramps $ 49.00 13 $ 7644.00 CC Monument Signs $49.00 13 $ 7644.00 2008-1 Major Thoroughfare Medians (West): West Medians $ 55.00 35 $ 23100.00 1-5 On/Off Ramps $ 55.00 16 $10560,00 MM Monument Signs $ 55.00 16 $10560.00 Emergency/As-Needed Services: After Hours Emergency $ 85.00 Streetlight Emergency/Inspection $-- Local Zone Monitoring/RSC Support $49.00 SMITH LANDSCAPE MANAGEMENT 27402 BRIARS PL, SANTA CLARITA, CA 91354 WWW.SMITH LANDSCAPE.NET TEL: (661) 257-6883 April 13, 2021 Part I of Proposal Submitted in Response to RFP # LMD-20-21-22 Smith Landscape Management 27402 Briars PI Santa Clarita, CA 91354 Imd@smithiandscape.net Tel: (661) 257-6883 Fax: (661) 257-6885 .11mlet all, RFP # LMD-20-21-22 - PART I SMITH LANDSCAPE MANAGEMENT 27402 BRIARS PL, SANTA CLARITA, CA 91354 TEL: (661) 257-6883 FAX: (661) 257-6885 It LMD@SMITHLANDSCAPE.NET TABLE OF CONTENTS Page 1. Introduction 1 2. Work Analysis 2 3. Work Program 4 4. Assigned Personnel 9 5. Schedule 10 6. City Resources 10 7. Contractor Capabilities 10 8. Conflict of Interest 11 9. Insurance / Additional Info 11 SMITH LANDSCAPE MANAGEMENT RFP LMD-20-21-22 - Monitoring of Contract Landscape Maintenance Services INTRODUCTION At age 14 company founder and lifelong SCV resident Bryan Smith designed and installed his first residential landscape project for a neighbor in the newly built Vista Ridge subdivision. He worked hard during the summers and in-between school and football practice and by his junior year he had over 45 residential maintenance accounts and a rapidly expanding design and installation business. At the age of 17, he hired his first employee (who is still with the company today). By 2009, when Bryan began working full time as a LMD monitor for the City, Smith Landscape had expanded its client base to include much of Southern California with 16 full time employees generating $1.8 million in revenue annually. At that time his oldest son Curtis took over the day to day operations of all design & build work. This growth was realized by centering on the core principles of providing the highest quality workmanship combined with a customer service policy that emphasized daily, continuing communication with clients. Of course, most companies make similar claims about the quality of their work and services, but over the past 40 years Smith Landscape, without advertising, has enjoyed continuous growth based solely on repeat business and word of mouth referrals. Our reputation and workmanship continue to be the only marketing tools necessary. That history typifies some of the qualities that makes Smith Landscape Management uniquely qualified to provide the highest quality services to the City and its residents. What sets us apart is our people and their decades of collective experience. We understand the industry from the bottom up and have decades of experience working with native SCV plant materials and conditions. Our people have years of experience and knowledge gained from not from only supervising or managing landscape maintenance work, but by spending years in the field actually installing irrigation systems, trenching, installing plant material, trimming & clearing large slopes, running mow crews, designing/installing/servicing large commercial accounts, designing/installing/repairing hardscape, and on and on. There is not a single aspect of the services required in this RFP that we do not have significant experience with. We understand every step of the process which is why we are better at knowing what is needed by all parties across the board and enables us to provide detailed and accurate customer service to all clients as well as ensuring the best overall value for the City. We have an unparalleled track record when it comes to servicing our client base, whether in the past, dealing with hundreds of residential and commercial accounts (with very little turnover), or more recently servicing thousands of requests made by City residents, each member of our team has proven themselves to be exceptional in regards to representing SLM and the City. On behalf of Smith Landscape Management, thank you for giving us the opportunity to respond to this RFP and we look forward to continuing to work on behalf of the City of Santa Clarita and its residents. IN 1 SMITH LANDSCAPE .MANAGEMENT RFP LMD-20-21-22 - Monitoring of Contract Landscape Maintenance Services WORK ANALYSIS As contracted landscape monitors we are tasked with managing two distinct, yet overlapping areas of responsibility. On a day to day basis the bulk of our time is spent on our primary task of monitoring LIVID contractors by physically inspecting our assigned LIVID zones and making various assessments as to the condition of the zone and improvements needed. Our second area of responsibility is to handle all Resident Service Requests assigned to us by the City. This entails contacting the resident, coordinating necessary work with LIVID contractors, obtaining any proposals for additional work needed, updating the RSC system, and contacting the resident when the work is completed. Each of these responsibilities will be addressed later in this response. As an overarching principle we believe it is the LCM's job to ensure that all contractors perform to the City's expectations and provide the kind of "best in class" service that City residents deserve. LANDSCAPE MONITORING AND REPORTING SERVICES As stated in the RFP the primary responsibility of a LCM is "to ensure high quality landscape maintenance services are attained and maintained to the satisfaction of the City". This seems like a fairly straight forward task, yet is anything but. The economic conditions over the last 8 years have cut profit margins for contractors drastically and, in a sense, created a "death spiral" in the competitive bidding process wherein contractors desperately underbid and undercut each other in a race to be the lowest bidder and win the subsequent contract. This is generally not done maliciously or with the intent to not fulfill contractual obligations, but instead with the hope that they hold some comparative advantage and will be able to satisfy contractual terms while making a profit. On one hand, it should not be shocking to anyone that some maintenance contractors, like most other companies, will attempt to do as little work as possible in order to secure a higher profit (or just break-even). On the other hand, the City has a responsibility to its stakeholders to try and secure the highest quality services for the lowest possible price using lowest bid contracts. It is the LCM's job to "observe, interact with, and document the landscape maintenance contractor's compliance with its contract." The only way to effectively document LIVID zone conditions and contractor performance is through weekly on -site inspections performed by physically walking (preferably) and/or driving each zone and making visual inspection off all areas of responsibility. It would be impossible to accurately list each and every item along with its accompanying specifications. Landscape maintenance contracts are by their nature fairly general and rely on broad industry standard boilerplate language when it comes to actual specifications. We have the responsibility of interpreting contract specifications and current industry standards/best practices and then communicating that information, along with City standards and expectations to the various landscape maintenance contractors in the most efficient and detailed way possible as to eliminate any ambiguity or misunderstandings (see Work Program for details). As longtime 2 RFP LMD-20-21-22 - Monitoring of Contract Landscape Maintenance Services industry professionals we have the background and experience to be able to assess all aspects of contracted services and to identify the areas where contractors have fallen short and do not meet City standards. Our regular weekly inspections and our close working relationship with the on - site crews allow us to track crew performance and efficiency for performance based contracts (Do we have enough crew to do the job?) as well as documenting man-hour requirements when necessary to ensure that the residents are getting the services they pay for. We are proud to have the reputation among the various contracted maintenance companies of being exacting with regards to maintenance standards. Whenever we hear that we are "too tough" or that we "expect too much" it only reinforces our commitment to assess all work in the exact same manner as if we were paying for these services at our own home and out of our own pocket. WORK PROGRAM Our basic work program begins with a comprehensive weekly on -site inspection of each zone we are responsible for. This entails walking the entirety of all paseos and walkways, walking all slopes, as well as walking behind all homes/property lines where necessary. The following list gives an example of some of the many items we assess and inspect on a daily basis. It is by no means all inclusive. • Irrigation Systems o Visible leaks — valves/backflows/meters o Visible damage to pipe or sprinkler heads o General plant health o Under/Over watering — Core Samples o Controller stations/valves functioning and running at programed times o Controller programming that is compliant with City mandates • Paseos, Trails, and Paths o Trip Hazards — concrete or asphalt deviations o Broken or malfunctioning lights and poles o Drinking fountains working o Doggie pots stocked with bags o Trashcan —emptied regularly o Broken/damaged fencing o Report graffiti o Condition of handrails and access gates 0 12' of height clearance — branches o Edging/weeding back of curb/path o Wrought iron and block wall issues — repairs needed 3 RFP LMD-20-21-22 - Monitoring of Contract Landscape Maintenance Services • General slope maintenance and trimming o Groundcover & shrubs trimmed to acceptable standards o Dead plant material removed and/or replaced o Walk behind all homes — 2' of clearance needed at all property lines o Walk slopes in entirety to assess Swale and drainage conditions o No visible signs of overspray hitting homeowners fencing o Fence and block wall conditions o Debris and trimmings removed o Mulch spread where necessary o Rodent, gopher, pest activity o Tree conditions requiring Tree Contractor o Possible areas of erosion o Brushclearance —weed removal • Streets, Medians, and Parkways o Irrigation runoff — overspray o Plant trimming and health o Proper mow height and turf health o Edging along back of sidewalk/curb o Weeds removed or sprayed o Planters maintained and mulched o Color cleaned out or cycled o Tree branch clearance o Monument signs and lighting o Drainage and runoff Currently all reports along with pictures are emailed daily to our office for creation of standard punch lists (see example attached — page 6). DEFICIENCY REPORTING & CORRECTIVE ACTIONS We currently transmit information about these various deficiencies to the contractors in a number of ways. Generally, each contractor receives a punch list of items that need attention every 14 days. We also email pictures and details as well as making phone calls to the account manager. Also, one of the advantages of weekly site inspections is that we are able to not only meet with the contractor monthly, but are able to interact with the individual work crews and are able to provide them with further information. Often the crews are able to provide small details and information to us that often gets lost "up the chain." As a point of information - We do not require our contractors to report back to us concerning completion of punch list items. Because we walk these areas weekly our follow-up is done by visual inspection. If the item has not been addressed, and is not an emergency or priority issue, we give them another week to correct the issue before making a phone call or escalating the 4 RFP LMD-20-21-22 - Monitoring of Contract Landscape Maintenance Services issue in another way. We find that requiring the contractor to report back to us concerning the status of what can sometimes be a list of dozens of separate items is an onerous time wasting task for their staff and that time can be better used by productive work in the zone. Additionally, even if we were provided with a list of completed items we do not consider the work done until we see that it is done. However, if these deficiencies continue without rectification, we then make notification to the City that a contractor is in breach of contract specifications and further action is necessary. At Smith Landscape Management we keep extensive records of all City related items. We maintain a database of every email sent & received with tracking data and read receipts. Every proposal sent or received, every maintenance request made, as well as every RSC request. This also includes the thousands of pictures taken during our on -site inspections. This system does have its drawbacks in accessing the data rapidly and in a user-friendly format. One of the reasons we are charged with maintaining these documents is because it may be necessary to provide a complete record of events when a contractor is found to be in breach of contract. When this happens it does not always lead to punitive measures being taken. A few years ago LIVID maintenance in a number of newly annexed areas was transferred from County to City control. The maintenance contract for these zones was awarded to a company that wanted to work with the City in the future and decided to bid a bit low to get a foot in the door. This underbid contract combined with the fact that these zones had an extensive amount of deferred maintenance meant the newly contracted company could either lose money meeting the requirements or cancel the contract. The LMD specialist for those areas arranged a meeting with the contractor and we were able to sit down the owner/president, V.P., and account manager and discuss the issues. They communicated that they wanted to succeed and fulfill their contractual obligations as a matter of principle. We gave them leeway for the next six months while they made necessary adjustments. We also provided them with more detailed directions and areas to focus on. Rodolfo Corona, our monitor for those zones, worked extensively with the company irrigator for months, helpingthem prioritize repairs and workingon a longterm strategy to get the maximum output from the little money we were able to spend on repairs in these cash strapped areas. By putting in the extra work we were all able to turn that situation around and now, two years later, we would rate that company as one of the best, most responsive contractors we work with. Unfortunately, a good outcome like the one above is not always possible. We had the opposite outcome with another contractor that same year. Even though in this case it was not necessary to utilize our documentation, we were able to provide the City with dozens of pages of deficiency reports and punch lists sent to the contractor as well as dozens of photos documenting the condition of the area (over the previous year we had taken hundreds of photos to document the area). During that year we put worked an additional 200+ unbilled hours acting as de facto crew foreman in order to get some production from the crew as well as spending additional time documenting the area and addressing homeowner complaints. Despite more than a year of 5 RFP LMD-20-21-22 - Monitoring of Contract Landscape Maintenance Services working with the company and giving them every chance to correct deficiencies the City finally decided to terminate the contract. This is not an outcome we like. Luckily this is not something we deal with often and have been able to work with our current contractors with success. REPORT GENERATION & DOCUMENT KEEPING After each inspection, the assigned monitor sends a punch list and any accompanying photos to our office. Every 14 days (weekly for zone 2008-1) a new updated punch list is sent out to each account manager and to the respective City LIVID specialist. Each item is dated and if said item remains on the list repeatedly it is highlighted for LIVID specialist attention. (see example of first page below) 41 MONITOR go S nH LAND MANAr:a.1- RAI'n. BRYAN SMITH It.# Photo# Location 1 t Behind 29542 Floribunda 2 2 Service read @29467 mammoth 3 3 Behind 14310 Platt Ct 4 4 Right side of 14351 Rushmore 5 5 Behind 14547 Grandiiloras 6 6 Behind 29309 Hidden Oak 7 7 Behind 29304 Begonias 8 8 Right side 29367 Hidden Oak 9 9 Big hill - Soledad 10 to Big hill - Soledad 11 Park @Mammoth&Geandinoras 12 Park @Mammoth &Granditloras 13 Soledad &Mammoth entrance 14 Cold Cy. cul-de-sac 15 Begonias east slope Photo #1 Behind 29542 Ilorabunda ZONE INSPECTIONDATE r T52 - Stonecrest 09/25/2020 Description Requet Date 2nd Request 3rd Request Date Date V-ditches need to be trimmed and cleared 9/28/20 General m aintenance overdue 9128/20 Trim & clear v-ditch / drainage 8124/20 9/28aO Trim & dear -ditch / drainage - repair pipe 9128/20 Trim behind homes and Trim & dear v-ditch / drainage 6129;20 8/2420 9128120 Trim & dear -ditch / drainage 82420 92820 Trim & clear v-ditch/ drainage /remove weeds/ check irrigation 6/29/20 7/2020 8124/20 Trim along sidewalk and spry/ remove weeds 9128/20 Trim & clear v-ditches / drainage - Check irrigation where acacia is dry or dying 62920 72020 8/24120 Trim&clearv-ditches/drainage - Check irrigation where plants are dying 9/28/20 When you mow the turf next we also need to trim the acacia along the DG road 9128/20 The planters need more water 92820 Check the turfirrigation on both sides of road- areas need attention 9/28/20 Valve across from 29703 Cold Cyn is leaking 9128/20 A0 the brush and weeds needs to be weed whacked to the ground 9128;20 Photo #2 Photo #3 Photo #4 Service road @ 29467 mammoth LA Behind 14310 Platt Ct Right side of 14351 Rushmore to 6 SMITH LANDSCAPE MANAGEMENT RFP LMD-20-21-22 - Monitoring of Contract Landscape Maintenance Services PRICING ADJUSTMENTS & MODIFICATIONS SLM has worked with Special Districts on both these issues over the years to adjust service hours and inspections schedules to meet City needs. When it became necessary to temporarily suspend T-47 inspections due to a budgeting issue we simply stopped invoicing for the contractually agreed amount yet continued providing service in the area (for a six month period). When we have been given the opportunity to provide proposals to monitor additional zones, we made site visits and generated an estimate of the hours required for monitoring. We charge a flat rate per hour of required monitoring that encompasses all costs and we do not charge extra for extra work or emergency calls. Occasionally it has been necessary to work with the City to tailor solutions when price became an issue. Overall, it is our desire to remain flexible when working with the City and do everything we can to assist them in this work. As a note, cost proposal pricing submitted with this RFP represents SLM's first rate increase since 2008. CUSTOMER SERVICE & RSC REQUESTS Although the bulk of our time is spent on monitoring and inspections some of the most important work we do is working with residents to address concerns that are forwarded to us through the Resident Service Center portal. It is our experience that a majority of the time we are the only City "Staff" a resident may have ever had contact with and we have the ability to not only address their concerns but leave them with the knowledge that the City is responsive to the needs of its residents. We are able to do this successfully in a number of ways. First, we generally respond to new RSC requests within 15 minutes of reception. We immediately forward the request to the respective contractor and place a call to the resident letting them know we are working on the issue. Often times we are able to obtain more detailed information concerning the request and pass this information on to the contractor. Next, we call the account manager for an ETA on repairs. Once they have had a chance to assess the problem we often request proposals for necessary repairs and work with City Staff on approval. Throughout this process we consistently update the homeowner and keep them in the loop as to status. By calling our contractors directly about each we request we are able to consistently push our contractors to make RSC requests a priority and to a large extent they have responded. This allows us to close out many requests within 24 hours. We increasingly use the RSC system to assign specific tasks to respective maintenance contractors. We also regularly update RSC's with images, notes, proposals, and any other information we feel is necessary. When the work has been verified complete, we then close out the RSC and add any further closure information necessary. RFP LMD-20-21-22 - Monitoring of Contract Landscape Maintenance Services (Many times, homeowners will call and have questions about various LIVID issues or concerns they need addressed. We always do our best to provide them with the information they need or at least point them in the appropriate direction.) EMERGENCY CALLS We also handle after-hours emergency calls a little differently than other monitors. Most of these calls are made in response to a visible water leak or rupture so an emergency trip to the area is a necessity. The contractor will usually shut off a valve or backflow and leave the repair for regular working hours. Because all of our staff live in the City itself we are able to respond to these emergencies ourselves, thus guaranteeing a prompt 24/7 response for the homeowner and saving the City a considerable amount of money over time. We do not charge extra for after- hours emergencies and generally only bill the City for a single hour whereas the contractor can charge after-hours rates with a 3-hour minimum. This is one of the small ways in which we try to add value in our work with the City. As mentioned, all of our employees live in the SCV and we are available on a 24/7 year round basis to take emergency calls and requests. Once again, thank you for this opportunity to provide a response to this RFP. We enjoy working with City staff and hope we have made a positive impact on the residents we serve in this great City. 8 RFP LMD-20-21-22 - Monitoring of Contract Landscape Maintenance Services ASSIGNED PERSONNEL Bryan E. Smith (Owner and Principal) —100% of time dedicated to LIVID monitoring. Bryan has spent his entire life working in the landscape design, installation, and maintenance industry. He has lived and worked in the SCV for his entire life. Qualifications • 40 years of experience as a design & build contractor in the SCV • C-27 Landscape Contractors License • WeatherTrak Certified • CLIA certification pending • Knowledge of all applicable code, guidelines, and BMP's. • 14 years as a Landscape Monitor for the City of Santa Clarita • Spanish Rodolfo Corona (Landscape Monitor) - 100% of time dedicated to LIVID monitoring. Rodolfo has worked for Smith Landscape for almost 25 years and is valued member of our staff. He and his family are longtime residents of the SCV. Qualifications • 35 years of experience in all facets of landscape/hardscape maintenance and installation • Extensive knowledge of both WeatherTrak and legacy irrigation controllers • Fluent in English and Spanish • 14 years as a Landscape Monitor for the City of Santa Clarita Scott Allan (Operations & Monitoring) — 25 hours a week dedicated to LIVID monitoring. Scott has worked for SLM for 9 years and has a background in Construction Management and film production. He lives in the SCV with his son and is also a lifelong resident. Qualifications • WeatherTrak Certified —Irrigation Manager • Extensive knowledge of WeatherTrak Site Manager and associated systems • Background in Construction and Property Management • Certified Irrigation Technician — Irrigation Association 9 RFP LMD-20-21-22 - Monitoring of Contract Landscape Maintenance Services SCHEDULE (See cost proposal for hours required per zone - actual day to day schedule varies as assigned zoneschange) Bryan Smith — Monday -Friday 6:30 AM to 6:00 PM (100% of time spent on zone inspections and RSC service) Rodolfo Corona — Monday -Friday 6:30 AM to 3:30 PM (100% of time spent on zone inspections and RSC service) Scott Allan — Monday -Friday 9:00 AM to various (20+ hours weekly office work — punch lists, proposals, RSC service) CITY RESOURCES & SUBCONTRACTORS At this time, we do not anticipate requiring any City resources to execute our contractual duties. We will not be employing any subcontractors. CONTRACTOR CAPABILITIES & REFERENCES SLM is equipped with the necessary equipment and resources to provide service that exceeds the requirements of this RFP. Professional References Chris Williams, Williams Landscape Owner 28980 N. Rock Cyn Rd. Saugus, CA 91390 (661) 254-8990 Dave Colburn, Account Manager Stay Green Inc. 26415 Summit Cir Santa Clarita CA, 91350 IN SMITH LANDSCAPE .MANAGEMENT Scott Wilcox, Wilcox Nursery Owner 23492 Pine Street Newhall, CA 91321 (661) 259-3740 Keith Miller, LIVID Administrator City of Santa Clarita 29320 Valencia Blvd Santa Clarita CA, 91355 10 RFP LMD-20-21-22 - Monitoring of Contract Landscape Maintenance Services CONFLICTS OF INTEREST We do no other business with the City and have no conflicts of interest. INSURANCE Current certificates to be furnished when requested (as per RFP instructions). S T A T E D F E A L I F 0 R N I A CONTRACTORS STATE LICENSE (BOARD Pursuant to Chapter 9 of Division 9 of the Rusness and Proles sic ns Code and the Rules and Regulations of the Contractors state License Board, the Reg alrarof Contractors does hereby Issue this license to SMITH LANDSCAPE AND MAINTENANCE License Number 534856 to engage in the businBss or act in the Cap-hr of a contractor in the following Classifications', C27-LANDSCAPING Witness ney hand and seal this day, .arch 26. 2015 � �'] Issued July 12, 1988 REPLACEMENT° G l O David Dias, Doard Chair rnis urnnea htnAy�xekrx er the Regisrer orcoe:renore. Cindi A. Christenson, Pegiatrar of Contractors anxlerahlx, end stet) be -hi Pce'sirar nrdxneand Men auepenb,;it if-orin�elldayrd o e rnra�y reason l.ecsmea voitldnotranewed X�4Irrigati2n. IRRIGATION ASSOCIATION Certifies that on April 13, 2018 Scott Allan Has earned the designation of Certified Irrigation Technician C rxil'— ion TT) # 109259 Art Plcu—, CIC, CIL), CLIP. Chen, C,tircntSnn Boned m� Select"4Certified IRRILATtaN Ass'u (i A io Epienencerl prakss—fir. aKwentsolrrhonr. IN 11 SMITH LANDSCAPE MANAGEMENT RFP LMD-20-21-22 - Monitoring of Contract Landscape Maintenance Services L] WeatherTRAK` ACE This certifies that on January 7, 2016 Bryan Smith of Smith Landscape Management successfully completed the HydroPoint Data Systems, Inc. WeatherTRAK Authorized Contractor Training Education (ACE) Program Valid through January 7, 2017 Ghri pain F rdent and CEO ydroPointData Systems, Inc. 'dr HydroPoint ■ L] WeatherTRAK` ACE -- This certifies that on January 7, 2016 Scott Allan of Smith Landscape Management successfully completed the HydroPoint Data Systems, Inc. WeatherTRAK Authorized Contractor Training Education (ACE) Program Valid through January 7, 2017 Chris Spain President and CEO HydroPoint Data Systems, Inc.. f 11' HVdrePolm a]➢tewyan It-5,—i--Uh.n.Rr " systems. '- to 12 SMITH LANDSCAPE MANAGEMENT LIVID ZONE GROUPINGS — COST SHEET PROPOSAL # LMD-20-21-22 Monitoring of Contract Landscape Maintenance Services In the space provided below please provide: 1) The hourly rate for monitoring services; 2) Total monthly monitoring hours per zone, and; 3) Total annual cost for each LIVID Zone you wish to be considered for providing monitoring services. The annual contract amount will be paid once per month in 12 equal payments. Hourly Rate Monthiv Hours Annual Cost Newhall Ranch Road Corridor: Zone 15 $45.00 14 $ 7560.00 Zone 16 $ 45.00 12 $ 6480.00 Zone 19 $ 45.00 12 $ 6480.00 Zone 31 $ 48.00 12 $ 6912.00 North McBean Corridor: Zone 7 $ 48.00 14 $ 8064.00 T46 $ 68.00 45 $ 36720.00 T-47 $ 68.00 40 $ 32640.00 West Copperhill Corridor: T-51 $ 49.00 20 $11760.00 T-68 $ 46.00 10 $ 5520.00 T-69 $ 46.00 20 $ 11040.00 Seco Canyon Corridor: T_1 $ 49.00 9 $ 5292.00 T-23 $ 60.00 25 $18000.00 T-23A $ 60.00 25 $ 18000.00 T-23B $ 60.00 15 $10800.00 North Copperhill Corridor: T-20 $ 48.50 10 $ 5820.00 T-62 $ 55.00 15 $ 9900.00 T-67 $ 50.00 22 $13200.00 T-71 $ 45.00 8 $ 4320.00 East Canyon Country Corridor: Zone 3 $ 43.00 4 $ 2064.00 32 $ 48.00 8 $ 4608.00 T-52 $ 65.00 24 $18720.00 Soledad Corridor: Zone 26 $ 43.00 8 $ 4128.00 Zone 29 $ 45.00 9 $ 4860.00 T-29 $ 40.00 6 $ 2880.00 T-31 $ 48.00 13 $ 7488.00 Golden Valley Corridor: Zone 4 $ 40.00 2 $ 960.00 Zone 5 $ 45.00 7 $ 3780.00 Zone 8 $ 40.00 2 $ 960.00 Zone 20 $ 40.00 7 $ 3360.00 Zone 21 $ 45.00 17 $ 9180.00 Zone 24 $ 39.00 4 $1872.00 Zone 25 $ 39.00 4 $1872.00 T-17 $ 43.00 5 $ 2580.00 PlumNVhites Canyon Corridor: T-1 B $ 48. 00 10 $ 5760.00 T-2A $ 45.00 12 $ 6480.00 Zone 6 $ 43.00 5 $ 2580.00 T-33 $ 43.00 5 $ 2580.00 T-65 $ 44.00 12 $ 6336.00 T-65A $ 44.00 9 $ 4752.00 Railroad Corridor: Zone 17 $ 45.00 8 $ 4320.00 Zone 27 $ 50.00 20 $12000.00 Zone 28 $ 48.00 20 $ 11520.00 Lower Ts Corridor: T-2 $ 55.00 26 $ 17160.00 T-3 $ 50.00 14 $ 8400.00 T-4 $ 50.00 14 $ 8400.00 T-5 $ 50.00 18 $ 10800.00 T-6 $ 50.00 11 $ 6600.00 T-7 $ 50.00 24 $14400.00 Valencia Corridor: T-8 $ 68.00 42 $ 34272.00 Zone 18 $ 65.00 24 $18720.00 City-wide Area: T-1 Ad Valorem $ 49.00 18 $ 10584.00 Metro $ 42.00 16 $ 8064.00 2008-1 Major Thoroughfare Medians (East): East Medians $ 50.00 32.00 $19200.00 SR-14 On/Off ramps $ 49.00 13 $ 7644.00 CC Monument Signs $49.00 13 $ 7644.00 2008-1 Major Thoroughfare Medians (West): West Medians $ 55.00 35 $ 23100.00 1-5 On/Off Ramps $ 55.00 16 $10560,00 MM Monument Signs $ 55.00 16 $10560.00 Emergency/As-Needed Services: After Hours Emergency $ 85.00 Streetlight Emergency/Inspection $-- Local Zone Monitoring/RSC Support $49.00 �� SANT�q C� � C7 � g OGyD�D �$ DEC tipy" X-Rum 1 o Monitoring of Contract Landscape Maintenance Services PROPOSAL # LMD-20-21-22 SECTION A RFP Information & Instructions CITY OF SANTA CLARITA NOTICE INVITING PROPOSALS Project Name: Monitoring of Contract Landscape Maintenance Services PROPOSAL #: LMD-20-21-22 Bid Opening: April 15', 2021 at 11:00 AM PST Last Day for Questions: April 6t", 2021 at 11:00 AM PST Engineer's Estimate: TBD License(s) Required: No Project Description: The City of Santa Clarita is seeking proposals for Landscape Maintenance Contract Monitoring services. This service is to ensure high quality landscape maintenance services are attained and maintained to the satisfaction of the City. Pre -Bid Meeting: Yes, March 30t", 2021 at 10:00 AM PST via Zoom. Link in Scope of Work. Prevailing Wage: Yes Required Contractor Only bids submitted by bidders (along with all listed subcontractors) that are & Subcontractor currently registering and qualified to perform public work pursuant to Labor Registration: Code Section 1725.5. Bond Requirements: No Contact Information: Jonathan Cosh - Phone: (661) 286-4187 Email: jcosh@santa-clarita.com Specifications for this request for proposals (RFP) may be downloaded from the City's Purchasing website at: www.bidnetdirect.com//cityofsantaclarita. Please refer to specifications for complete details and RFP requirements. The specifications in this notice shall be considered a part of any contract made pursuant thereto. A paper copy of the RFP documents is available upon request in the City Clerk's office, suite 120. RFP Questions must be submitted electronically via the BidNet "Question and Answer" tab. Addenda, if issued by the CITY, will be transmitted on BidNet. Addenda must be digitally acknowledged via BidNet in addition to a printed and signed version submitted with the proposal response. If addenda are not signed and submitted with the proposal response, the submission may be deemed non- responsive and rejected. Dates Published: March 16, 2021 PROPOSAL INSTRUCTIONS PROPOSAL # LMD-20-21-22 Monitoring Of Contract Landscape Maintenance Services 1. SUBMITTING PROPOSALS. 1.1. 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 BidNet). 1.2. All documentation of unit pricing or other cost breakdowns as outlined in this proposal must be submitted to support the total proposed price. 1.3. 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. 2. ADDENDA. The City will not accept responsibility for incomplete packages or missing addenda. It is the vendor's responsibility to monitor BidNet 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 BidNet. 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 BidNet. Addenda must be digitally acknowledged through BidNet 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. 3. AWARDS. 3.1. The City reserves the right waive any informality in any proposal. 3.2. This RFP does not commit the City to award a contract, or to pay any amount incurred in the preparation of the proposal. The City reserves the right to accept or reject all proposals received as a result of this request, to negotiate with any qualified consultant, or to cancel this RFP in part or in its entirety. The City may require the selected consultant to participate in negotiations and to submit such technical, price, or other revisions of the proposal as may result from negotiations. The City reserves the right to extend the time allotted for the proposal, and to request a best and final offer, should it be in its best interest to do so. 3.3. The proposal may be awarded in its entirety as proposed; however, the City reserves the right to award elements of the work, independently, and to do portions "in-house." Additionally, the City reserves the right to award subsequent work on this project based on information presented in this proposal, without recourse to a separate or subsequent RFP process, should it be in its best interest to do so. 3.4. 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 BidNet, normally within 24 hours. 4. 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. 5. 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. 6. INVOICES. Invoices will be forwarded to: City of Santa Clarita NS - Special Districts Attn: Kevin Tonoian 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. 7. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS. No BIDDER or subcontractor may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code Section 1771.1(a)]. No BIDDER or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. 8. PREPARATION. All proposals and required forms must be uploaded as laid out in the BidNet General Attachments Section. 9. 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. 10. RENEWAL AND PRICING ADJUSTMENT. Contracts entered into pursuant to this RFP 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 - All Urban Consumers (not seasonally adjusted), Los Angeles Area -Riverside -Orange county area and prevailing wage rates, if applicable. The index level for the month preceding the month of solicitation advertisement will become the beginning index. The price adjustment limit will be the percentage change based on the difference between the beginning level or the adjustment level last used and the index level for the period 90 days prior to the award anniversary. The final adjusted amount will be determined by purchasing staff. If a price adjustment is not requested prior to the award anniversary date, the previous year's rates will apply. 11. 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, C-27 with bid response. Failure to possess the specified license shall render the bid as non- responsive and shall act as a bar to award the contract to any bidder not possessing said license at the time of award. As provided for in Section 22300 of the California Public Contract Code, the Contractor may substitute securities for monies withheld by the City to ensure performance under the contract. 12. PREVAILING WAGES. This contract is subject to the State prevailing wage requirements of the California Labor Code including, but not limited to, Sections 1770, 1771.5, 1773, 1776 and 1777.5. Contractor shall comply with California prevailing wage laws including, to the extent applicable, Labor Code Section 1720.9. 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 httD://www.dir.ca.Rov/OPRL/DPreWaReDetermination.htm. 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. The Contractor is responsible for obtaining a current edition of all California statutes and regulations, and adhering to the latest editions of such. 13. 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. Each BIDDER must submit with his bid the following: • The Full name of each subcontracting firm as required by Government Code, Sec. 4201, typed or legibly printed. • The address of each firm. • The telephone number at the place of business. • Work to be performed by each subcontracting firm. • Total approximate dollar amount of each subcontract. • If sub -contractor is participating as a Disadvantaged Business Enterprise (DBE), the following additional information is required on the "Designation of Subcontractors" form enclosed: ➢ Status as a DBE, age of the firm and the annual gross receipts. • Submit the "Designation of Subcontractors" form enclosed herewith. No Contract shall be considered unless such list is submitted as required. Copies of subcontracts will be provided to the City Engineer upon his request. 14. 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 BidNet. DOCUMENTS CHECKLIST PROPOSAL # LMD-20-21-22 Monitoring Of Contract Landscape Maintenance Services In addition to the items requested for the proposal the following documents are required to be completed and submitted by the proposer. The following documents must be provided by ALL bidders: Uploaded via BidNet (see Section C) ❑ Response File ❑ Cost File (to be submitted separately from Response File) ❑ Notice to Bidders Regarding Contractual Requirements ❑ Designation of Subcontractors/Subconsultants ❑ References ❑ Acknowledgement and Acceptance of Scope of Work ❑ All signed addendums (if any) — Digitally acknowledged on BidNet in addition to uploaded via BidNet The following documents must be provided by the AWARDEE ONLY (With Agreement) Delivered to City Hall, Attn: Kevin Tonoian ❑ Professional Services Agreement ❑ Insurance Required by Contract ❑ W-9 Form SECTION B Solicitation Information SCOPE OF WORK PROPOSAL # LMD-20-21-22 Monitoring Of Contract Landscape Maintenance Services The City of Santa Clarita (City) requests proposals for the following purpose according to the terms and conditions described below. In the preparation of this Request for Proposal the words "Bidder," "Contractor," "Consultant," Proposer, or "Landscape Contract Monitor" may be used interchangeably. There will be a pre -proposal meeting on March 30"', 2021 at 10:00 AM PST: Join Zoom Meeting https://sa ntaclarita.zoom.us/V97151216572?pwd=MG1SaXBkb2VYdic3MGNYN 1RYdEQSUT09 Meeting ID: 971 5121 6572 Passcode: 202122 One tap mobile +13126266799„97151216572# US (Chicago) +13462487799„97151216572# US (Houston) Dial by your location +1312 626 6799 US (Chicago) +1 346 248 7799 US (Houston) +1646 558 8656 US (New York) +1669 900 9128 US (San Jose) +1253 215 8782 US (Tacoma) +1301715 8592 US (Washington DC) Meeting ID: 971 5121 6572 Find your local number: https://santaclarita.zoom.us/u/akBiBwofL 1. PURPOSE: The City of Santa Clarita is seeking proposals for Landscape Maintenance Contract Monitoring services. This service is to ensure high quality landscape maintenance services are attained and maintained to the satisfaction of the City. Section C (Statement of Work and Format) describes the desired services which are divided into two main categories: Monitoring and reporting services on landscape maintenance companies hired by the City. • Providing high quality customer service to property owners. Interested parties should read this statement of work to its end, and following the schedule below submit a written proposal. Proposals will be evaluated, scored and successful Proposers may be requested to prepare and give a presentation. It is anticipated that the awarded contracts will be a one (1) year initial contract and four (4) additional one (1) year incremental renewal options. Additionally, interested Proposers are encouraged use the following links for more information: httr)s://www.santa-clarita.com/citv-hall/departments/neighborhood-services/special- districts/engineer-s-reports htto://www.hvdror)oint.com/support/support-resources/training-center/ 2. PROPOSAL SCHEDULE: Following is a tentative schedule of events: EVENT Solicitation advertisement Pre -proposal meeting Last day for questions Return of proposals Evaluations of proposals Presentations/Interviews (If Necessary) Recommendation to awarding body Contract award Contract Start date 3. INTRODUCTION/BACKGROUND: DATE March 16, 2021 March 30, 2021 April 6, 2021 April 15, 2021 April 15-23, 2021 week of April 25, 2021 June 8, 2021 June 24, 2021 July 1, 2021 The City of Santa Clarita is located in northern Los Angeles County and includes the communities of Canyon Country, Newhall, Saugus and Valencia. According to census reports, the City of Santa Clarita's population is 221,932 making it the third largest City in Los Angeles County and 18tn largest in the State of California. Santa Clarita residents rank landscaping as a priority, and quality maintenance service is a high priority to the City Council. Landscape maintenance is funded through dedicated special benefit assessments approved by property owners. The majority of maintenance activity occurs on private property, but there are significant levels of activity in the public right-of-way including landscape on major thoroughfare medians. Maintenance activity is organized through a district called the Landscape Maintenance District, or LIVID and the District is further divided into 61 financially independent zones. These zones are diverse in: size, scope, cost to maintain, and property owner expectations. These zones are described further on the following link.htti3s://www.santa-clarita.com/citv-hall/departments/neighborhood-services/special- districts/engineer-s-reports. The LIVID is in the City's Special Districts Division which in turn is under the City's Administrative Services Department. There are eight City LIVID employees reporting to the Special Districts Manager. Fiscal Year (FY) 20-21 LIVID revenues exceeded $14,500,000. For the same year actual operational expenditures were $13,225,000, with the balance going toward reserve funding. Combined the 24 contracts to provide landscape maintenance and repairs services totaled $5,816,147 in FY 20-21. In FY 20-21 total cost for landscape monitoring was $583,000. It is anticipated the annual total costs to the LIVID for monitoring service subject to this RFP should not exceed the $650,000. The scope of landscape services administered by the LIVID is diverse and wide ranging including: three parks, five transit properties (inclusive of three Metrolink stations), 56 miles of landscaped medians, 29 miles of landscaped walkways called paseos, over 50 million square feet of irrigated slope, and ornamental landscape similar to what is typically maintained by homeowner's associations. Irrigation is managed by the City LIVID using standardize controllers. The City LIVID manages over 722 WeatherTrack controllers serving all landscaping maintained by the LIVID. 4. OBJECTIVE(S)/WORK PRODUCTS: Proposing companies should describe how their Landscape Contract Monitor(s) or LCMs will provide services requested below. The Proposer should consider their responses in terms of how they would execute the following main objectives. • Monitoring and Reporting Services This means the LCM will observe, interact with, and document the landscape maintenance contractor's compliance with its contract with the City. This includes but is not limited to monitoring and reporting on: overall effectiveness and frequency of maintenance performance of assigned landscape contractor, the functionality and effectiveness of irrigation operations, weeding, mulching, and ensures litter is removed. Additionally, the LCM will monitor and report on trees, plants, and turf so they are maintained to performance standards set by the City or follow landscape industry performance standards. The LCM will evaluate landscaper's contract compliance and level of performance against City landscape maintenance specifications (see "Administrative Specifications," Exhibit A - 31 pages). Furthermore, the LCM should also evaluate and report on the landscape maintenance contractor's performance on a monthly basis utilizing evaluation forms provided by the LIVID (see "Contractor Performance Form," Exhibit B). • Customer Service This means the LCM will take Resident Service Requests (RSC), contact property owners to address the request or resolve landscaper performance issues. The RSC is an electronic service that residents may use to request City wide services including services provided by the LIVID. The following is a link to the City of Santa Clarita Resident Service Request www.santa-clarita.com/eservice. The LCM represents the City in the field conveys back to the LIVID the property owners' issues about landscape quality or landscape service requests. The LMC will take and act on Resident Service Requests (RSC) generated by the LIVID or City and use this electronic format to document action. (See RSC Samples, Exhibit C - 2 pages). In their submittal the Proposer should describe how they will meet expectations bulleted below. This description should include but not limited to how the LCM's education, experience, knowledge and expertise will help them measure and report on landscape contractor performance and ensure landscape is kept healthy and aesthetically pleasing to the City. • The Proposer will describe the frequency and time required in the field to perform on -site reviews for each LIVID zone they monitor and submit proposals via BidNet, www.bidnetdirect.com//citvofsantaclarita (In addition to the attached the Major Thoroughfare Medians/LMD Zone 2008-1 map identifying the east and west service areas, a map of all City LIVID local zones may be accessed via www.santa- clarita.com/citvlmd). • The Proposer should describe how often they will meet with the landscape maintenance contractor to review landscape maintenance contractors' overall performance in relation to their maintenance contract with the City. The successful Proposer will describe in their proposal their approach to these meetings and how they will be used to ensure City performance standards are met. The Proposer will also describe how written records of these meetings shall be recorded and maintained. For landscape contracts where man-hours are used, the successful Proposer should describe in their proposal how the landscape contractor's hours will be documented and are used productively to meet City landscape standards. • Proposers will describe their approach towards identifying and notifying the incumbent landscape contractor of any maintenance deficiencies, including their process for completing re -inspection and advising City staff of issues as warranted. For the purpose of this RFP, the definition of "Deficiencies" includes, but is not limited to, general performance non-compliance; landscape contractors not addressing/resolving deferred maintenance items, or; not resolving monitoring punch list items in a timely manner. • The Proposer is expected to conduct themselves in a manner that reflects the City of Santa Clarita's service excellence philosophy (see attached City of Santa Clarita Philosophy). Proposers will provide a written overview of their approach to customer service and how they will incorporate this approach when providing LIVID monitoring services to the City. • It will be the responsibility of the successful Proposer to manage and document communication with the resident, City staff or HOA representatives using the City's Resident Service Center (RSC) system. • On regular basis, property owners contact the City concerning various observations, questions, requests for service and suggestions, concerning the how the LIVID is to be maintained. Examples of the issues are listed below. The Proposer should provide a general description of how they will address the following. o Broken Irrigation o Under/Over Watering o Rodents/Insects o Dead or Unhealthy Plants, Shrubs & Trees o Soil Erosion o Pruning of Shrubs and Tress o Brush Clearance o Vandalism/Graffiti. o Fallen Trees o Turf Conditions o Requests for replacement and/or new plant material • Proposer's will have access to the City's RSC system in a fashion that will allow for both real-time access to service request, as well as the ability to configure automated daily, weekly and/or monthly reports regarding the status of all open (and closed) service requests or inquires that will be delivered via email on a scheduled basis. • The City will have access to the same reporting information and utilize such information to establish performance benchmarks and/or data to evaluate the overall performance of the LCM using the LIVID Activity Summary, (see RCS Activity Summary sample, Exhibit D). • The Proposer should describe in their proposal their idea of a normal response to an RSC, inclusive of: • How they will prioritize based on the specific issue • Their approach to effectively and realistically managing service requests given the volume of issues which can typically demand attention across multiple LIVID zones • How they will coordinate interactions, updates and responses with homeowners, in conjunction with City LIVID staff • The LCM is encouraged to utilize the City's RSC system in a manner that includes, but is not limited to: • Providing residents with information regarding the status of the request, including anticipated completion date • Providing updated information to LIVID staff • To access any follow-up information provided by the resident • Drafting of a final response to close-out the service request • While this RFP requests hourly pricing for scheduled after-hours and as -needed services, there is an expectation that each monitor will be available to respond to unscheduled after-hours emergencies as such may arise. The Proposer is asked to describe how they will respond to and manager after -hour emergencies including: • Anticipated timeline to respond and provide an on -site presence • Approach for ensuring a representative of the Proposers' company is available to respond to non-scheduled emergencies • Brief overview of how Proposer will manage non-scheduled emergencies (e.g. on - site presence, contact assigned landscape maintenance provider, etc.), document and coordinate follow-up with City LIVID staff. • Successful Proposers are expected to provide and assumes all operational costs associated with uniforms, safety vests, hard hats, office and field staff, vehicles, smartphones, personal computer devices (tablets, computers or laptops with software compatible with City's operating software) and high-speed Internet access. • It is noted that the City staff may give the LCM(s) written evaluations on their level of performance on a regular bases using the LIVID Landscape Monitor Performance Form (see Exhibit Q. S. REQUIRED QUALIFICATIONS: The LCM, although an independent contractor will be performing work on behalf of the City, the Proposer should describe in their proposal or provide a photograph of the LMC's uniform or typical work attire. Additionally, the Proposer should describe how they will comport themselves in a professional manner in their dealings with the landscape maintenance staff and property owners. A qualified Proposer shall have the following minimum qualifications and affirm these qualifications in their proposal and or include copies of such licenses or certifications with their proposal. • Possession of valid C-27 Landscape Contractors License is desirable but not required. • The monitor or an approved employee / associate of the monitor shall have the ability to access all LIVID maintained areas including both landscaped and natural slopes. • The successful Proposer(s) shall have the ability to lift, carry and push tools, equipment and supplies weighing up to 40 pounds. In addition, the monitor or an approved employee /associate or LCM of the successful Proposer shall have the ability to access all LIVID maintained areas including both landscaped and natural slopes. • Minimum of five (5) years of professional landscape maintenance, installation, irrigation management, arborist or combination of experience. • The LCM may be required to confer and coordinate with other affected agencies and utility companies to identify design controls and considerations. • The LCM must be familiar with the Weather-Trak (ET Pro 2&3) Controller programming and demonstrate a proficiency in water budget management. • The LCM will be responsible to complete the following WeatherTrak trainings through HydroPoint University. Proof of completion to be provided no later than (60) sixty days after start of contract. Note: failure to provide proof of completion may be consider a breach of the agreement resulting in a termination of the agreement. o Certification Training o Irrigation Manager, Levels 1-4 o Register for trainings at: o htti3://www.hvdror)oint.com/support/support-resources/training-center/ • Certified Landscape Irrigation Auditor (conferred by the Irrigation Association) maintained on staff by prospective Proposer, or demonstrates ability to retain such expertise or demonstrate ability to obtain such credentials within one year of contract award. The Proposer shall describe in the proposal their general knowledge of the following: • A.P.W.A. Green Book of public works construction standards. • Comprehensive knowledge of new irrigation installation and drains. • Electrical Codes for irrigation wiring 24-volt and basic 120- volt paseo lighting. • Plumbing codes for water lines, meters, drinking fountains and irrigation lines • Los Angeles County Fire Codes for brush clearance. • Pest control and chemical application requirements. • City of Santa Clarita horticultural standards. • Watch book Manual on traffic control standards for work in the public right of way. • US Irrigation Association's Irrigation BMPs. • International Society of Arboriculture (ISA) Pruning Standards. • American National Standards Institute (ANSI) A300 Part 5 and BMP's for tree care. 6. RESPONSE SUBMITTAL REQUIREMENTS: Submitted proposals must follow the format outlined below and all requested information must be supplied. Failure to submit proposals in the required format may result in elimination from the evaluation and selection process. FORMAT Each proposal must be submitted in two parts: Part I must relate to the Technical Proposal Part II must relate to the Cost Proposal Both parts are to be submitted at the same time but under separate, sealed, covers. The Proposer will return Parts I & II by the due date and time for the return of proposals. A. PART I - TECHNICAL PROPOSAL Must include and be submitted in the following order and be tabbed (except cover letter): a. Cover Letter - Must include the name, address, and telephone number of the company, and be signed by the person or persons authorized to represent the firm. b. Table of Contents (Tab) - Clearly identify headings identified below and contained in your proposal with corresponding page numbers. c. Proposer's Introduction (Tab) - Contents to be determined by contractor. Please limit this section to one page. d. Work Program (Tab) • Describe your company's understanding of monitoring a landscape maintenance contract. • Describe your company's overall philosophy and approach to monitoring landscape activities to ensure the work performed by the City's contractual landscapers, including the objective and scope of work to be performed by the contractor meets the City's operational and customer service expectations. • Identify technical and professional challenges associated with evaluating the performance of contractual landscapers. • Identify processes that will be utilized to overcome operational challenges and hold contractual landscapers accountable for performance, including how they will recommend appropriate landscape contractor invoice adjustments for performance deficiencies not completed in a timely manner. e. Assigned Personnel (Tab) • Proposer must identify and list the principals (includes owners and employees) having primary responsibility for overseeing and managing all monitoring provided to the City. • Overall experience, professional areas of expertise, and time working for the Proposer. • The percentage of time each specific principal will spend conducting on -site monitoring activities. • Proposer must meet or exceed the minimum qualification as outlined below and provide supporting documentation in an appendix to be located at the end of Part I of the Proposer's submittal. f. Schedule (Tab) • Describe the frequency and time required in the field to perform on -site reviews for each LIVID zone. • Describe how the LCM will be available to respond to unscheduled emergency requests which occur after normal working hours. g. Subcontractors (Tab) • If subcontractors are to be used, identify each of them in the proposal. • Describe the work to be performed by them and the number of hours or the percentage of time they will devote to providing inspections services. • Provide a list of their assigned staff, their qualifications, and relationship to the Proposer. h. Contractor Capability and References (Tab) • Provide a summary of the firm's resources, staff, equipment and relevant background experience and applicability as it relates to this RFP. • Provide references identifying work performed on behalf of other public or private agencies similar scope and nature which reflects a minimum of: o One (1) governmental and/or two (2) Homeowners' Association (HOA) references, or a combination o Five (5) years of business experience can be substituted for municipal experience at the discretion of the Administrative Services Manager. i. Conflict of Interest (Tab) • Address possible conflicts of interest with other clients affected by actions performed by the firm on behalf of the City. Although the Proposer will not be automatically disqualified by reason of work performed for other parties, the City reserves the right to consider the nature and extent of such work in evaluating the proposal. j. Insurance (Tab) • Provide an indication of the availability of insurance, including general liability and workers' compensation in the amount of not less than $1,000,000. k. Additional Data (Tab) • Provide other essential data that may assist in the evaluation of this proposal. B. PART 11 - COST PROPOSAL The Cost Proposal will be provided in a separate sealed envelope. Proposers are instructed to utilize the attached Bid Sheets (see Attachment A) in order to provide the City with a breakdown of the costs associated with their response. Proposers are directed to attach a cover sheet that identifies the Proposer's name. The proposal shall be signed by an individual authorized to bind the consultant, shall contain a statement to the effect that the proposal is a firm offer for a 120- day period, and shall contain a statement that the proposed work will be performed at the "not - to -exceed" price. This cost section is to emphasize use and meaning of cost information supplied in the proposal response. Zone and group lump sum cost figures are to be inclusive of every cost to provide all services and performance as outlined in this solicitation. No additional cost will be considered or paid except as specified in the proposal. The hourly breakdown costs are to be inclusive of all costs for that skill group to provide whatever service may be required of that skill group. No additional costs will be considered or paid. PROPOSAL SUBMISSION All proposals must be submitted according to specifications set forth herein. Failure to adhere to these specifications may be cause for rejection of proposal. Signature - An authorized representative of the Proposer should sign all proposals. Due Date - The Proposer shall submit six (6) complete copies of the technical proposal in a sealed envelope or box, plainly marked in the upper left-hand corner with the name and address of the Proposer and the words "Request for Proposal No. LMD-20-21-22." Only one copy of the cost proposal, separately sealed is to be submitted and to be enclosed in the envelope or box. All proposals must be received before 11:00 AM, April 8, 2021, and be directed to: Purchasing City of Santa Clarita 23920 Valencia Blvd., Suite 120 Santa Clarita, CA 91355-2196 Late bids/proposals will not be accepted. Any correction or resubmission done by the Proposer will not extend the submittal due date. PROPOSAL EVALUATION AND CONTRACTOR SELECTION PROPOSAL: • The written proposal demonstrating the Proposers' ability to successfully achieve objectives using clear and solid methodologies. The proposals will be scored by a panel of City staff. • The Bid Sheet/Cost Proposal is for background and understanding of Proposer' methodologies to meet the City's needs identified in this request. Costs are NOT a part of the scoring process, and although cost is a part of the selection process, it is not the final criteria in determining the successful Proposer, Proposers, or final agreed upon costs to the City. EVALUATION: Written proposals and presentations will be scored and evaluated. SCORING CRITERIA: • Understanding and Approach to Monitoring Landscape Maintenance Services • Customer service • Philosophy • Staffing • Experience • Qualifications and Demonstrated Capability to Perform Monitoring Services • References • Quality and Responsiveness of the Overall Proposal. Presentation - During the selection process, the evaluation panel may wish to interview bidders with scores above a natural break. Should an interview process take place the results of the interview will carry great weight in the selection process. The City reserves the right to make a selection solely on the basis of the proposals without further contact. If the City determines interviews are necessary, the Proposer will make 30-minute presentation before a panel comprised of City staff. The panel may ask follow-up questions and will use the presentation and follow-up questions to score the Proposer on their ability to demonstrate a comprehensive understanding of the monitoring landscape contractual services and providing excellent customer services to residents and City staff. SELECTION: Number of Contracts Awarded - It is anticipated that, at a minimum, four contracts to four companies will be recommended for an award of contract to the City Council. Written proposals will be reviewed and scored by multiple evaluators, with individual scores combined and averaged into a single score. Proposals receiving high scores may be invited to make a presentation. If deemed necessary, presentations will be evaluated by panel members and these evaluations may be used in conjunction proposal scores to select qualified Proposers. Once City staff has identified all qualified Proposers, cost submittals will be unsealed and utilized to determine how monitoring contracts for individuals LIVID zones will be awarded and negotiate final contractual price for recommendation to the City Council. SECTION C Forms NOTICE TO BIDDERS REGARDING CONTRACTUAL REQUIREMENTS PROPOSAL # LMD-20-21-22 Monitoring Of Contract Landscape Maintenance Services 1. SUMMARY OF CONTRACT REQUIREMENTS a. A contract is required for any service performed on behalf of the City of Santa Clarita (City). Contract language will be negotiated upon acceptance of proposal and prior to commencement of work. Work cannot begin until the contract has been fully executed by both parties 2. SUMMARY OF INSURANCE REQUIREMENTS a. These are the Insurance Requirements for Contractors providing services or supplies to the City. By agreeing to perform the work or submitting a proposal, you verify that you comply with and agree to be bound by these requirements. When Contract documents are executed, the actual Contract language and Insurance Requirements may include additional provisions as deemed appropriate by City's Risk Manager. b. You should check with your Insurance advisors to verify compliance and determine if additional coverage or limits may be needed to adequately insure your obligations under this agreement. These are the minimum required and do not in any way represent or imply that such coverage is sufficient to adequately cover the Contractor's liability under this agreement. The full coverage and limits afforded under Contractor's policies of Insurance shall be available to Buyer and these Insurance Requirements shall not in any way act to reduce coverage that is broader or includes higher limits than those required. The Insurance obligations under this agreement shall be: 1—all the Insurance coverage and limits carried by or available to the Contractor; or 2—the minimum Insurance requirements shown in this agreement, whichever is greater. Any insurance proceeds in excess of the specified minimum limits and coverage required, which are applicable to a given loss, shall be available to City. c. Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. City reserves the right to require full -certified copies of all Insurance coverage and endorsements. 3. INSURANCE a. General Insurance Requirements i. All insurance shall be primary insurance and shall name City of Santa Clarita as an additional insured. The naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under the policy if not named as an additional insured, and an additional insured shall not be held liable for any premium or expense of any nature on the policy or any extension thereof solely because they are an additional insured thereon. ii. If the operation under this Agreement results in an increased or decreased risk in the opinion of the City's Risk Manager, then Consultant agrees that the minimum limits hereinabove designated shall be changed accordingly upon written request by the Risk Manager. iii. Consultant agrees that provisions of this Section as to maintenance of insurance shall not be construed as limiting in any way the extent to which Consultant may be held responsible for the payment of damages to persons or property resulting from Consultant's activities, the activities of its subconsultants, or the activities of any person or persons for which Consultant is otherwise responsible. iv. A Certificate of Insurance, and an additional insured endorsement (for general and automobile liability), evidencing the above insurance coverage with a company acceptable to the City's Risk Manager shall be submitted to City prior to execution of this Agreement on behalf of the City. v. The terms of the insurance policy or policies issued to provide the above insurance coverage shall provide that said insurance may not be amended or canceled by the carrier, for nonpayment of premiums otherwise, without 30 days prior written notice of amendment or cancellation to City. In the event the said insurance is canceled, Consultant shall, prior to the cancellation date, submit new evidence of insurance in the amounts heretofore established. vi. All required insurance must be in effect prior to awarding this Agreement, and it or a successor policy must be in effect for the duration of this Agreement. Maintenance of proper insurance coverage is a material requirement of this Agreement, and the failure to maintain and renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract. If Consultant, at any time during the term of this Agreement, should fail to secure or maintain any insurance required under this Agreement, City shall be permitted to obtain such insurance in Consultant's name at Consultant's sole cost and expense, or may terminate this Agreement for material breach. vii. Without limiting any other Consultant obligation regarding insurance, should Consultant's insurance required by this Agreement be cancelled at any point prior to expiration of the policy, Consultant must notify City within 24 hours of receipt of notice of cancellation. Furthermore, Consultant must obtain replacement coverage that meets all contractual requirements within 10 days of the prior insurer's issuance of notice of cancellation. Consultant must ensure that there is no lapse in coverage. b. General Liability and Property Damage Insurance i. Consultant agrees to procure and maintain general liability and property damage insurance at its sole expense to protect against loss from liability imposed by law for damages on account of bodily injury, including death therefrom, and property damage, suffered or alleged to be suffered by any person or persons whomsoever, resulting directly from any act or activities of Consultant, its subconsultants, or any person acting for Consultant or under its control or direction, and also to protect against loss from liability imposed by law for damages to any property of any person caused directly or indirectly by or from acts or activities of Consultant, or its subconsultants, or any person acting for Consultant, or under its control or direction. Such public liability and property damage insurance shall also provide for and protect City against incurring any legal cost in defending claims for alleged loss. Such general liability and property damage insurance shall be maintained in the following minimum limits: A combined single -limit policy with coverage limits in the amount of $1,000,000 per occurrence will be considered equivalent to the required minimum limits. c. Automotive Insurance i. Consultant shall procure and maintain public liability and property damage insurance coverage for automotive equipment with coverage limits of not less than $1,000,000 combined single limit. If Consultant does not use automobiles in performing its work under this Agreement, Consultant shall provide a waiver releasing City from all liability resulting from Consultant's use of personal vehicles under this Agreement. d. Worker's Compensation Insurance i. Consultant shall procure and maintain Worker's Compensation Insurance in the amount of $1,000,000 per occurrence or as will fully comply with the laws of the State of California and which shall indemnify, insure, and provide legal defense for both Consultant and City against any loss, claim, or damage arising from any injuries or occupational diseases happening to any worker employed by Consultant in the course of carrying out this Agreement. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation against City, its elected or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of the workers compensation policy which arise from work performed by Consultant for City. Questions and requests for modification of these terms must be negotiated and approved prior to contract execution and are at the full discretion of the City. I have read and understand the above requirements and agree to be bound by them for any work performed for the City. Authorized Signature: Printed Name: Date: DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS PROPOSAL # LMD-20-21-22 Monitoring Of Contract Landscape Maintenance Services The City of Santa Clarita has adopted a Disadvantaged Business Enterprise (DBE) Program to support federally funded procurements. The City strongly encourages the participation of small and Disadvantaged Business Enterprises in its federally funded projects and this site is intended to provide assistance to such businesses. Listed below are the names and locations of the places of business of each subcontractor, supplier, and vendor who will perform work or labor or render service in excess of % of 1 percent, or $10,000 (whichever is greater) of the prime contractor's total bid: DBE status, age of firm and annual gross receipts are required if sub -contractor is participating as a DBE. If no Subcontractors will be used fill out the form with NA. Please add additional sheets if needed. Subcontractor DIR Registration No. Dollar Value of Work Age of firm: BB�Yes Annual Gross Receipts: Location and Place of Business Bid Schedule Item No's: Description of Work License No. Exp. Date: / / Phone ( ) Subcontractor DIR Registration No. Dollar Value of Work Age of firm: °C�Yes Annual Gross Receipts: Location and Place of Business Bid Schedule Item No's: Description of Work License No. Exp. Date: / / Phone ( ) Subcontractor DIR Registration No. Dollar Value of Work Age of firm: °C�Xes Annual Gross Receipts: Location and Place of Business Bid Schedule Item No's: Description of Work License No. Exp. Date: / / I Phone( ) NOTE: A contractor or subcontractor shall not be qualified to propose on, be listed in a 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 proposal 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. REFERENCES PROPOSAL # LMD-20-21-22 Monitoring Of Contract Landscape Maintenance Services City of Santa Clarita, California The following are the names, addresses, and telephone numbers of three public agencies for which proposer has performed work of a similar scope and size within the past 3 years. If the instructions on this form conflict with the references requested in the scope of work, the scope of work shall govern. Complete this form out accordingly. Fill out this form completely and upload it with your proposal. 1. 2. 3. Name and Address of Owner / Agency Name and Telephone Number of Person Familiar with Project Contract Amount Type of Work Date Completed Name and Address of Owner / Agency Name and Telephone Number of Person Familiar with Project Contract Amount Type of Work Date Completed Name and Address of Owner / Agency Name and Telephone Number of Person Familiar with Project Contract Amount Type of Work Date Completed The following are the names, addresses, and telephone numbers of all brokers and sureties from whom Proposer intends to procure insurance bonds: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK PROPOSAL # LMD-20-21-22 Monitoring Of Contract Landscape Maintenance Services By providing the three (3) required signatures below, the Contractor acknowledges full understanding, complete agreement to, and accepts in its entirety, all Scope of Work for the Monitoring Of Contract Landscape Maintenance Services. The Contractor will be expected to perform maintenance practices and uphold the standards herein to the established Scope of Work throughout the length of the contract. *Supervisor's Signature: Date: *Estimator's Signature: Date: *Owner's Signature: Date: *All three signatures required SECTION D Sample Contract SAMPLE ONLY PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SANTA CLARITA AND FOR This AGREEMENT by and between the and general law city ("CITY") I is dated 1. CONSIDERATION. (A) As partial consid2N the SCOPE OF SERVICES, below; CON-6 Council Approval Date: Agenda Item: Contract Amount: F ANTA ARITA, a municipal corporation a ("CONSULTANT"), and r TANT agrees to perform the Services listed in (B) As additional consideration', CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement; and (C) s additional consideration, CITY agrees to pay CONSULTANT a sum not to exceed dollars ($ ) for CONSULTANT's Services. CITY may modify this amount as set forth belo Unless otherwise specified by written amendment to this Agreement, CITY will pay this sum specified in the attached Exhibit(s) " " which is/are incorporated by ref` 2. SCOPE OF SERVICES. (A) CONSULTANT will perform Services listed in the attached Exhibit(s) which is/are incorporated by reference. (B) CONSULTANT will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the Services and provide the professional Services required of CONSULTANT by this Agreement. 3. PERFORMANCE STANDARDS. (A) By executing this Agreement, CONSULT NT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private consultants, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY. (B) CONSULTANT will perform its Services in a skillful manner, comply fully with all City established criteria, and with all applicable federal, state, and local laws, codes, and professional standards. (C) CONSULTANT agrees to comply witl all applicable federal and state employment laws regulations and rules including those that relate to minimum hours and wages, occupational health and safety, workers compensation insurance and state, county and local orders. (D) CONSULTANT will staff this Agreement with personnel qualified to adequately and professionally perform the Services. (E) CONSULTA� Tot subcontract any portion of these Services without the CITY's prior written approval. (F) CITY's approval of any payment, or conducting of any inspection, reviews, approvals, or oral statements, or any governmental entity's certification, will in no way limit the CONSULTANT's obligations under this Agreement or CONSULTANT's complete responsibility for all Services hereunder. 4. PAYMEN'I'�_ (A) For CITY to pay CONSULTANT as specified by this Agreement and as provided in attached Exhibit(s) " " , CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit(s) " " ) the tasks performed, the percentage of the task completed during the billing period, the cumulative percentage completed for each task, the total cost of that Services during the preceding billing month and a cumulative cash flow curve showing projected and actual expenditures versus time to date. (B) CITY may withhold all or a portion of payment otherwise due in the event that Services are either improperly or not performed. 5. PROJECT COORDINATION AND SUPERVISION. (A) CONSULTANT will assign as CONSULTANT's Project Manager and will be responsible for job performance, negotiations, contractual matters, and coordination with CITY's Project Manager. CONSULTANT may change its Project Manager only with CITY consent. (B) CITY will assign as CITY's Project Manager, will be personally in charge of and personally supervise or perform the technical execution of the project on a day-to-day basis on behalf of CITY, and will maintain direct communication with CONSULTANT's Project Manager. CITY may change its Project Manager at any time with notice to CONSULTANT. 6. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for current Services are within the current budget and within an available, unexhausted and unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment of CONSULTANT Services beyond the current fiscal year, this Agreement will cover only those costs incurred up to the conclusion of the current fiscal year. 7. FAMILIARITY WITH SERVICES AND SITE. (A) By executing this Agreement, CONSULTANT re nts that it has (i) Carefully investigated and considered the scope of Services to be performed; and 7 (ii) Carefully considered how the Services should be p ormed, and (iii) Understands the facilities, difficulties, restrictions attending performance of the Services under this Agreement. (B) If the Services under this Agreement are to be performed upon any site, or otherwise require CONSULTANT to access a site, by executing this Agreement CONSULTANT represents that it has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the Services under this Agreement. 8. TERM. (A) The term of this Agreement will be from to Unless otherwise determined by written amendment between the parties, this Agreement will terminate in the following instances: (1) Completion of the Services specified in Exhibit(s) " ", or (2) Termination pursuant to Section 17 TERMINATION. (B) Except as otherwise separately and expressly provided by the CITY in writing, the provisions of this Agreement shall, survive any expiration, breach, or termination of this Agreement, an+y completion of the Services. 9. TIME FOR PERFORMANCE. CONSULTANT will not perform any Services under this Agreement until: (A) CONSULTANT furnishes proof of insurance as required under Section 24 INSURANCE; and (B) CITY gives CONSULTANT a written notice to proceed. Should CONSULTANT begin Services on any phase in advance of receiving written authorization to proceed, any such professional Services are at CONSULTANT's own risk. 10. SCHEDULE OF PERFORMANCE AND EXTENSIONS. (A) Should the progress of the Services under this Agreement at any time fall behind schedule for any reason other than excusable delays CONSULT^T shall apply such additional manpower and resources as necessary to bring progress of the Servic!Vnder this Agreement back on schedule and consistent with the standard of professional skill and cV required by this Agreement. Time is of the essence in the performance of this Agreement. (B) Should CONSULTANT be delayed by causes beyond CONSULTANT's control, CITY may grant a time extension for the completion,rof the contracted Services. If delay occurs, CONSULTANT must notify the CITY's designa Tepresentative within forty-eight hours (48 hours), in writing, of the cause and the extent of flee delay and how such delay interferes with the Agreement's schedule. The CITY will extend the completion time, when appropriate, for the completion of the contracted Services. A, _ 11. CHANGES. CITY may order alian e Services within the general scope of this Agreement, consisting of additions, detlolls, o r r visions, and the contract sum and the contract time will be adjusted accordingly. All s .changes must be authorized in writing, executed by CONSULTANT and CITY. The cost or edit to CITY resulting from changes in the Services will be determined in accordance with written agreement between the parties. 12. ADDITIONAL SERVICES. (A) The CITY may reques O SULTANT to provide Services in addition to Scope of Services, called "Additional Servic ". Additional Services that incur additional costs (contingency) of up to 15% of the total contract amount must be authorized by CITY by change order or other documented means. Costs beyond this amount must first be approved by CITY in accordance with applicable thresholds and procedures. Additional Services must be authorized by CITY in writing prior to performance. CONSULTANT shall be compensated for Additional Services a set fo hibit(s) " or as specified in the written authorization. (B) ONSU TANT believes Additional Services are needed to complete the Scope of Services, CO U NT will provide the CITY with written notification that contains a specific description the proposed additional Services, reasons for such additional Services, and a detailed proposal regarding cost. CITY is under no obligation to approve any increase in the agreed -upon costs for the performance of this Agreement. 13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and maintain during the term of this Agreement, all necessary permits, licenses, and certificates that may be required in connection with the performance of Services under this Agreement. 14. SITE INSPECTION; DISCOVERY OF HAZARDOUS MATERIALS OR LATENT CONDITIONS. The discovery, presence, handling or removal of hazaOws substances is outside of CONSULTANT's expertise, unless otherwise specified in ExZib " , and is not included in the scope of Services. Should CONSULTANT disny hazardous material, or latent or unknown conditions that may materially affect thrmance of the Services, CONSULTANT will immediately inform CITY of such fact and will not proceed except at CONSULTANT's own risk until written instructions are received from CITY. 15. PREVAILING WAGES. CONSULTANT sh4011 ply with t California Prevailing Wage Law to the extent it applies to work performed er this Aggement. If applicable, CONSULTANT shall pay prevailing wages to its employees and shall c( mply with the additional provisions set forth below: (A) CONSULTANT shall pay prevailing wages to its employees on any agreement when required by applicable law. Copies of the general prevailing rates of per diem wages for each craft, classification, or type of worker needed to execute the Agreement, as determined by the Director of the State of California Department of Industrial Relations, are on file at the County's Capital Projects Office and may be obtained from the California Department of Industrial Relations website httD://www.dir.ca.gov/OPRL/DpreWai!eDetennination.htm. CONSULTANT shall comply with the 8-hours per day/40 hours per week/overtime/working hours restrictions for all employees, pursuant to the Californiaabor Code. CONSULTANT and all subconsultants shall keep and maintain accurate employee payroll records for Work performed under the Agreement. The payroll records shall be certified and submitted as required by law, including Labor Code Sections 1771.4 (if applicable) and 1776, including to the Labor Commissioner no less frequently than monthly. CONSULTANT shall comply fully with Labor Code Section 1777.5 in the hiring of apprentices for work relating to the Agreement. Ik .�, (B) CONSULTANT acknowledges and agrees that it will comply with AB 1768 (effective January 1, 2020), which amended and expanded the definition of "construction" for which prevailing wages must be paid to include "work performed during the design, site assessment, feasibility study, and other pre -construction phases of construction ... regardless of whether any further construction work is conducted... " (C) CONSULTANT shall forfeit, as a penalty to Owner, the penalty or penalties as provided by the California Labor Code, for each laborer, workman, or mechanic employed in performing labor in and about the Work provided for in the Agreement for each day, or portion thereof, that such laborer, workman or mechanic is paid less than the said stipulated rates for any work done under the Agreement by him or her or by any Subconsultant under him or her, in violation of Articles 1 and 2 of Chapter 1 of Part 7 of Division 11 of the California Labor Code. The sums and amounts which shall be forfeited pursuant to this Paragraph and the terms of the California Labor Code shall be withheld and retained from payments due to CONSULTANT the California Labor Code, but no sum shall be so withheld, retained or forfeited except from the final payment without a full investigation by either the State Department of Industrial Relations or by Owner. The Labor Commissioner pursuant to California Labor Code § 1775 shall determine the final amount of forfeiture. (D) CONSULTANT shall insert in every subcontract or other arrangement which CONSULTANT may make for performance of Work or labor on Work provided for in the Agreement provision that Subconsultant shall pay persons performing labor or rendering service under subcontract or other arrangement not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the Work is performed, and not less than the general prevailing rate of per diem wages for holiday and overtime work fixed in the California Labor Code. (E) CONSULTANT and Subconsultants must keep accurate payroll records, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by him or her in connection with the Work of the Agreement Documents. Each payroll record shall contain or be verified by a written declaration as required by Labor Code Section 1776. The payroll records enumerated above must be certified and shall be available for inspection at all reasonable hours at the,>principal office of CONSULTANT as required by Labor Code Section 1776. This Project is subject to prevailing wage compliance monitoring and enforcement by the Department of Industrial Relations. 16. WAIVER. CITY's review or acceptance of, or payment for, er ices or product prepared by CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights CITY may have under this Agreement or of any cause of action arising from CONSULTANT's performance. 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. 17. TERMINATION. (A) Termination for Convenience. CITY may terminate this Agreement at any time with or without cause by written notice to CONSULTANT. 0-,, (i) CONSULTANT will be entitled to recover its costs expended up to the termination plus reasonable profit thereon to the termination date not to exceed the total costs under Section l(C), but may recover no other loss, cost, damage, or expense. (B) Termination for Cause. CITY may terminate this Agreement in whole or part for default should CONSULTANT commit a material breach of this Agreement, and such breach has not been cured within fifteen (15) calendar days of the date of CITY's written notice to CONSULTANT demanding such cure. In the event CITY terminates this Agreement for default, CONSULTANT will be liable to CITY for all costs to cure the deficiencies, and all loss, cost, expense, damage, and liability resulting from such breach and termination. (C) Upon receiving a termination notice, CONSULTANT will immediately cease performance under this Agreement unless otherwise provided in the termination notice. Except as otherwise provided in the termination notice, any Services performed by CONSULTANT after receiving a termination notice will be performed at CONSULTANT'S own cost; CITY will not be obligated to compensate CONSULTANT for such Services. (D) Upon a termination, all finished or unfinished documents, data, studies, surveys, drawings, maps, reports and other materials prepared by CONSULTANT will become CITY's property and CONSULTANT will delivery any such items in its possession to CITY within thirty (30) days of termination. (E) Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms Services similar to those terminated. 18. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models, photographs and reports prepared by CONSULTANT under this Agreement are CITY's property. CONSULTANT may retain copies of said documents and materials as desired, but will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of CONSULTANT's Services for purposes other than identified in this Agreement is at CITY's own risk. 19. PUBLICATION OF DOCUMENTS. Except as necessary for performance under this Agreement, CONSULTANT will not release copies, sketches, or graphs of materials, including graphic art services, prepared pursuant to this Agreement to any;other person or public entity without CITY's prior written approval. All press releases, including graphic display information to be published in newspapers or magazines, will be approved and distributed solely by CITY, unless otherwise provided by written agreement between the parties. 20. INDEMNIFICATION AND LIABILITY. w (A) To the fullest extent permitted by law, CONSULTANT shall defend (with legal counsel reasonably acceptable to CITY), indemnify and hold harmless CITY and its officers, agents, departments, officials, representatives and employees (collectively "Indemnitees") from and against any and all claims, loss, cost, damage, injury (including, without limitation, economic harm, injury to or death of an employee ofeCONSULTANT or its subconsultants), expense and liability of every kind, nature and description that arise from or relate to (including, without limitation, incidental and consequential damages, court costs, attorneys' fees, litigation expenses and fees of expert consultants or expert witnesses incurred in connection therewith and costs of investigation) that arise from or relate to, directly or indirectly, in whole or in part, from: (1) CONSULTANT's performance of Services under this Agreement, or any part thereof, (including any additional services authorized by CITY in writing) (2) any negligent act or omission of CONSULTANT, any subconsultant, anyone directly or indirectly employed by them, or anyone that they control; (3) any actual or alleged infringement of the patent rights, copyright, trade secret, trade name, trademark, service mark or any other intellectual or proprietary right of any person or persons in consequence of the use by CITY, or any other Indemnitee, of articles or Services to be supplied in the performance of this Agreement; or (4) any breach of this Agreement (collectively "Liabilities"). Such obligations to defend, hold harmless and indemnify any Indemnitee shall not apply to the extent such Liabilities are caused by the sole negligence or willful misconduct of such Indemnitee, but shall apply to all other Liabilities. The foregoing shall be subject to the limitations of California Civil Code section 2782.8 as to any design professional services performed by CONSULTANT and in particular the limitation on CONSULTANT's duty to defend whereby such duty only arises for claims relating to the negligence, recklessness or willful misconduct of CONSULTANT as well as the limitation on the cost to defend whereby CONSULTANT will only bear such cost in proportion to CONSULTANT's proportionate percentage of fault (except as otherwise provided in section 2782.8). (B) The foregoing indemnification provisions will not reduce or affect other rights or obligations which would otherwise exist in favor of the CITY and other Indemnitees. (C) CONSULTANT shall place in its subconsulting agreements and cause its subconsultants to agree to indemnities and insurance obligations in favor of CITY and other Indemnitees in the exact form and substance of those contained in this Agreement. 21. ASSIGNABILITY. This Agreement is for CONSULTANT'S professional services. CONSULTANT or any subconsultant's attempts to assign the be fi'Es or burdens of this Agreement without CITY's written approval are prohibited and will bull and void. 22. INDEPENDENT CONTRACTOR. CONSULTANT shall at all times be deemed an independent contractor wholly responsible for the manner in which it performs the Services, and fully liable for the acts and omissions of jts employees, subconsultants and agents. Under no circumstances shall this Agreement be construed as creating an employment, agency, joint venture or partnership relationship between CITY and CONSULTANT, and no such relationship shall be implied from performance of this Agreement. Terms in this Agreement referring to direction from CITY shall be construed as providing for direction as to policy and the result of Services only, and not as to means and methods by which such a result is obtained. CONSULTANT shall pay all taxes (including California sales and use taxes) levied upon this Agreement, the transaction, or the Services and/or goods delivered pursuant hereto .without additional compensation, regardless of which party has liability for such tax under applicable law, and any deficiency, interest or penalty asserted with respect thereto. CONSULTANT shall pay all other taxes including but not limited to any applicable City business tax, not explicitly assumed in writing by CITY hereunder. CONSULTANT shall comply with all valid administrative regulations respecting the assumption of liability for the payment of payroll taxes and contributions as above described and to provide any necessary information witlirespect thereto to proper authorities. CONSULTANT has no authority to bind the CITY. 23. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect to all Services and matters covered under this Agreement. Those records include, without limitation, correspondence, internal memoranda, calculations, books and accounts, accounting records documenting its services under its Agreement, and invoices, payrolls, records and all other data related to matters covered by this Agreement. CITY and its designees will have free access at all reasonable times to such records, including the right to audit, examine, and make copies, excerpts, and transcripts from such records, and to inspect all program data, documents, proceedings and activities. If CITY receives funds from another governmental entity for the payment in whole or part of the Services, that governmental entity will have all rights the CITY has under this Section. CONSULTANT will retain all records subject to this Section for at least three (3) years after termination or final payment under this Agreement. 24. INSURANCE. [All insurance terms subject to review and approval of City Risk Manager/ (A) Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below: Type of Insurance Limits Commercial general liability: $1,0&000 Professional liability $1,000, Business automobile liability $1,000,000 T Workers compensation tutory re rement (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. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 0106 92, including symbol 1 (Any Auto). 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 endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or equivalent. 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) Professional liability coverage will be on an "occurrence basis" if such coverage is available, or on a "claims made" basis if not available. When coverage is provided on a "claims made basis," CONSULTANT will continue to renew the insurance for a period of at least three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its office s, employees or agents during the time this Agreement was in effect. (D) CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement, including endorsements, 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 California -admitted insurers with (other than workers compensation) a current A.M. Best Company Rating of at least "ARIL" (E) Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation against CITY, its elected or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of the workers compensation policy which arise from w rk performed by CONSULTANT for CITY. 40 (F) Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this Agreement, CITY may obtain such coverage at CONSULTANT's expense and deduct the cost of such insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to contract language. In the alternative, should CONSULTANT fail to meet any of the insurance requirements under the Agreement, City may terminate this Agreement immediately with no penalty. (G) Should CONSULTANT'S insurance required by this Agreement be cancelled at any point prior to expiration of the policy, CONSULTANT must notify City within 24 hours of receipt of notice of cancellation. Furthermore, CONSULTANT must obtain replacement coverage that meets all contractual requirements within 10 days of the prior insurer's issuance of notice of cancellation. CONSULTANT must ensure that there is no lapse in coverage. (H) The CITY shall be entitled to any coverage in excess of the minimums required herein. 25. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the status on the Services, which will include a schedule update and a short narrative description of progress during the past month for each major task, a description of the Services remaining and a description of the Services to be done before the next schedule update. 26. DISPUTE RESOL ON. (A) In the event of any dispute between CONSULTANT and CITY regarding any claim, demand or request by CONSULTANT for time, money, or additional compensation for any reason whatsoever CONSULTANT shall submit to CITY, within 21 days of CONSULTANT's first knowledge of the dispute, a written description of CONSULTANT's claim, demand or request that provides a narrative of the pertinent events, the contractual basis of the CONSULTANT's position, pricing calculations (if applicable) and attaches supporting documentation. CITY will then review the issue and make a decision thereon. If CONSULTANT shall fail to provide timely notice of any such claim, demand or request, then CONSULTANT shall waive is rights to such claim, demand or request, unless CONSULTANT can demonstrate a manifest lack of prejudice to CITY resulting from such late notice. CONSULTANT shall continue its work throughout the course of any dispute, and CONSULTANT's failure to continue work during a dispute shall be a material breach of this Agreement. (B) If the CITY denies CONSULTANT's claim, demand, or request in whole or part and CONSULTANT disagrees, and the claim, demand or request exceeds $50,000 then the parties shall, as a precondition to initiating litigation, submit the dispute claim, demand, or request to the Los Angeles JAMS office for non -binding mediation under the appropriate rules. The parties may agree to any other dispute resolution process. Nothing herein will limit,,CONSULTANT's obligation to timely submit to CITY a statutory Government Code Claim, )�: ordance with Government Code sections 910 et seq. 27. NOTICES. All communications to either a b the other art will be deemed made party Y party when received by such parry at its respective name and address as follows: If to CONSULTANT: If to CITY: City of Santa Clarita ATTN: Kenneth W. Striplin, City Manager 23920 Valencia Boulevard, Suite 300 ATTN: Santa Clarita, CA 91355 Any such written communications by mail will be conclusively deemed to have been received by the addressee three days after deposit thereof in the United,States mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. 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 Section. 28. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws and regulations including, without limitation, CITY's Conflict of Interest Code (on file in the City Clerk's Office). It is incumbent upon the CONSULTANT or CONSULTING FIRM to notify the CITY pursuant to Section 27 NOTICES of any staff changes relating to this Agreement. (A) In accomplishing the Scope of Services of this Agreement, all officers, employees and/or agents of CONSULTANT(S), unless as indicated in Subsection (B), will be performing a very limited and closely supervised function, and, therefore, unlikely to have a conflict of interest arise. No disclosures are required for any officers, employees, and/or agents of CONSULTANT, except as indicated in Subsection (B). Initials of Consultant (B) In accomplishing the Scope of Services of this Agreement, CONSULTANT will be performing a specialized or general service for the CITY, and there is substantial likelihood that the CONSULTANT's Services product will be presented, either written or orally, for the purpose of influencing a governmental decision. As a result, the following CONSULTANT personnel shall be subject to the Disclosure Category "1" of the CITY's Conflict of Interest Code: 29. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor retained any company or person, other than CONSULTANT's bona fide'cmployee, to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not paid nor as it agreed to pay any company or person, other than CONSULTANT's bona fide empl ee, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Should ONSULTANT breach or violate this warranty, CITY may rescind this Agreement without li ity. 30. THIRD PARTY BENEFICIARIES. CONSULTA T's subconsultants shall agree to be bound to the terms of the Agreement to the extent of their scope of services, including but not limited to, terms regarding indemnity and dispute resolution, and shall agree that CITY is deemed an express third party beneficiaries of their subconsultant agreement. Nothing in this Agreement, however, shall operate to confer such or similar rights or benefits on persons or entities not party to this Agreement. 31. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California. The exclusive venue for any action involving this Agreement will be in Los Angeles County. 32. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire understanding of the parties with respect to the subject matter hereof. There are no other understandings, terms or other agreements expressed or implied, oral or written. There is/are ( ) Exhibits (s) to this Agreement. To the extent of a conflict between this Agreement and one of the Exhibits, the terms of the Agreement shall take precedence. This Agreement willCb*d inure to the benefit of the parties to this Agreement and any subsequent successors and33. RULESJcsel. CTION. Each party had the opportunity to independently review this Agreement with legAccordingly, this Agreement will be construed simply, as a whole, and in accordarict with its fair meaning; it will not be interpreted strictly for or against either party. 34. SEVERABILITY. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect. 35. AUTHORITY/MODIFICATION. The parties represent and warrant that all necessary action has been taken by the parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. To the extent of any contingency above the original Agreement amount previously approved by the CITY's City Council, additional Services may be added to this Agreement by an additional authorization executed by both parties. This Agreement may be otherwise modified by written amendment, which generally requires approval of the CITY's City Council. CITY's City Manager, or designee, may execute any such authorization or amendment on behalf of CITY. 36. CAPTIONS. The captions of the sections and paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement. 37. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this Agreement. 38. DELAY. CONSULTANT shall complete all Services required by this Agreement within the times specified in the Agreement, except where (1) an event outside ofNSULTANT's reasonable control causes a delay and (2) CONSULTANT promptly advises r117y of such delay (such prompt notice to occur no more than 15 days after the first occurrence of the delay) Such events shall be limited to: acts of neglect by CITY or CITY's agents or by consultants when acting at CITY's direction; breaches of this Agreement by CITY; Acts of God such as fire and flood; explosion, acts of terrorism, war and embargo; and other similar causes beyond the Parties' reasonable control. In the event of an excusable delay the City ma elect whether to terminate this Agreement or extend the time for performance. 39. PROTECTION OF RESIDENT WORKERS. The Cl activ y 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 (Form I-9), reviewing required proofs of both identify and employment authorization, and retaining the Form I-9 for the required period. Updated form I-9 information is available at www_uscis.gov. The CONSULTANT shall establish appropriate procedures and controls so no Services or products under the Agreement will be performed or manufactured by any worker who is not legally eligible to perform such Services or employment. 40. FACSINIILE OR ELECTRONIC TRANSNIISSION OF CONTRACT AND SIGNATURE. The parties agree that this Agreement may be transmitted and signed by facsimile or electronic mail by either/any or both/all parties, and that such signatures shall have the same force and effect as original signatures, in accordance with California Government Code section 16.5 and Civil Code section 1633.7. ly 41. STANDARD SUPPLEMENTAL PROVISIONS. Notwithstanding Section 32 ENTIRE AGREEMENT above, the following: Standard Supplemental Provision(s), attached to this Agreement, is(are) incorporated lacre�i'by this reference and takes precedence over any conflicting provision of this Agreement: [1h ert name of any applicable SSP(s), and attach only that SSP(s)—omit remaining SSP(s). Insert "None" if applicable. J [SIGNATURES ON NEXT PAGE] IN WITNESS WHEREOF, the parties hereto have executed this contract on the date set forth below. FOR CONSULTANT: Print Name & Title Date: FOR CITY OF SANTA CLAR KENNETH W. STRIPLIN, CITY MANAGER y By: City Ma, Date: APPROVED AS TO FbRM: JOSEPH M. MONTES, CITY ATTORNEY City Attorney Date: SECTION E Exhibits EXHIBIT A (33 pages) EVENT Solicitation advertisement Last day for questions Return of proposals BACKGROUND SCOPE OF WORK PROPOSAL # LMD-20-21-01 Maintenance Of LMD Zone T51— Valencia High School DATE July 15, 2020 August 11, 2020 August 18, 2020 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 T51 Valencia High School. 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 T51 Valencia High School. 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. SCOPE OF WORK 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 T51 Valencia High School and may include other nearby areas within the City of Santa Clarita. All items in this scopeof 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. 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, reeardless 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. The City requires the landscape contractor to include all labor and equipment for an all-inclusive contract for landscape maintenance of LIVID zone T51 Valencia Hills. Two separate crews must be provided with their own vehicles and equipment. Labor must include at a Minimum: One irrigation specialist (CLIA trained) 3 days/week 24 hours/week One full time working foremen/leadmen 40 hours/week Two full time crewmen 80 hours/week Total weekly labor minimum hours 144 hours/week 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. It is 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 nothine but the highest of industry standards at no less than the freauencies 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; 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 theirexpense; 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 A & B 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 must satisfv at the very least the requirements set forth in Section 1.02 and will serve as the expected minimum monthly reauirements. 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 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. 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/orrepair; 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; 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 10.04 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 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 offive (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 submission. 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 List and Area Map). 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 possess the ability to maintain LIVID areas within the provision of this proposal, to the standards set forth herein, without modification, improvement, or alteration. 2.03 Estimated square footages are provided by LIVID for all areas to be maintained on the attached Attachment C (Inventory List). However. these estimates are for reference only and it is the responsibility of Contractor to verifv by inspection and observe the various areas' characteristics. 3. CERTIFICATIONS/REPORTS/RECORDS 3.01 Pavroll 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 Tvpe 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 Companv 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 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 anv 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. 5. CONTRACTOR'S LIABILITIES 5.01 All damages resulting from Contractor's operation within the LIVID areas shall be repaired or replaced at Contractor's expense within 48 hours. 5.02 All such repairs or replacements shall be completed within the following time limits. a. Irrigation damage shall be repaired or replaced prior to the next regularly scheduled watering event 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 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 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. 8. SAFETY 8.01 Contractor agrees to perform all work outlined in this Agreement in such a manner as to meet all California Landscape Industry Standards for safe practices during the maintenance operation for medians and parkways and to safely maintain stored equipment, machines, and materials or other hazards consequential or related to the work; and agrees additionally to accept the sole responsibility for complying with all local, City, State or other legal requirements including but not limited to, full compliance with the terms of the applicable O.S.H.A. and CAL-O.S.H.A. Safety Orders at all times so as to protect all persons, including Contractor's employees, agents of the City, vendors, members of the public or others from foreseeable injury, or damage to their property. Contractor shall inspect all potential hazards at the LIVID areas covered by this Agreement and keep a log indicating date inspected and action taken. 8.02 It shall be Contractor's responsibility to inspect, and identify, any condition(s) that renders any portion of the LIVID premises unsafe, as well as any unsafe practices occurring thereon. Special Districts shall be notified immediately of any unsafe condition that requires major correction. Contractor shall be responsible for making minor corrections including, but not limited to: a. Filling holes in turf, planting areas, and paving; b. Using barricades, signs, caution tape or traffic cones to alert patrons of the existence of hazards; c. Replace valve box covers so as to protect members of the public or others from injury. During hours of operations, Contractor shall obtain emergency medical care for any member of the public who is in need thereof, because of illness or injury occurring on the premises. Contractor shall cooperate fully with the City in the investigation of any accidental injury or death occurring on the premises, including a complete written report thereof to Special Districts within five (5) days following the occurrence. 8.03 Under the circumstance that landscape maintenance work be performed in a Caltrans right of way; including but not limited to freeway onramps and off -ramps; Contractor shall adhere to the safety requirements in the Caltrans Maintenance Manual/Protection ofWorkers. 8.04 Contractor and employees are required to complete and pass, by start date of contract, a SCRRA Third Party Construction and Utility Workers Safety Training Program if the LIVID Zone up for proposal includes a SCRRA right of way. 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) "2020 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 before7:00 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; 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 ($250.00) 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 frequencv of work on site to satisfv dailv and/or weeklv requirements for high quality landscape maintenance regardless of the minimum staffing proposed in Exhibits G1 and G2 and as stated in Section 1.02. 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 notbe detrimental to the interest of the patrons of the LIVID covered under this Agreement. 11.03 LIVID staff reserves the right to require Contractor to provide alternate staff members to supplement and/or replace staff that is determined to be performing below the expectations of LMD. The City of Santa Clarita will maintain sole authority of determining if and when a staff members' performance falls below these standards. The request for replacement from City staff is not limited to field crewmembers but also extends to management, supervisors, and specialized staff. Upon request, 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 underthis 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 thearea. 15.02 A listing of proposed chemicals to be used including; commercial name, application rates, and type of usage shall be submitted to Special Districts for approval. The listing will be accompanied by copies of Material Data Sheets (MDS) for all chemicals that may be used in binder or booklet form. No work shall begin until written approval of use is obtained from Special Districts. 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: 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. (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 occur. e. Aerating: Aerate all turf areas two (2) times annually, once in the spring and once in the fall prior to the over -seeding operations. Aerate all turf by using %-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 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 inaccordance with the recommendations on Attachment A, B, & 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-way, 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 iurisdiction of this Specification and execute corrective actions for: coveraize, adiustment, cloizaina 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 adiusted 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 adiustina the controller parameters/attributes in order to irrijzate efficiently and each valve shall be customized for the needs of the plant material. Excessive watering or excessive runoff shall not be permitted. (6) Irrigation system will be controlled by Contractor in such a way as not to cause an excessively wet area which could interfere with 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.) 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. (Attachments A & B) 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. i. Turf Reseeding: Contractor may upon direction by Special Districts be required twice each year, once in the fall and once in the spring, overseed all turf areas after verticutting (dethatching), aerification and overseed all bare spots, as needed, throughout the remainder of the year to re-establish turf to an acceptable quality. (Attachments A & B) Contractor shall reseed turf areas in the following sequence; they will aerify, verticut, seed and top dress (evenly distributed over the entire area ata 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. 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: Manuallv 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" laver maximum (Removal on an as needed basis of existing/spent mulch may be required to insure the level of grade is kept below surrounding hardscapes and/or at an acceptable height as determined by 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 132: 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. Fertilization: Application of an LIVID approved fertilizer a minimum of two (2) times per year to provide a healthy color in all plants with foliar feedings. The fertilizer shall be applied once during the months of March or April and once during the months of September or October. Contractor will cultivate around plants asneeded. 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 perweek. j. Recvcliniz: 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 healthy vigorous appearance and growth rate. When ground covers and perennials have grown where they completely fill the space in which they were planted and have started to deteriorate, i.e., less flowering, dying out, smaller plants, they shall be renovated. (Renovation shall include removing said plants, amending the soil, dividing plants as necessary and replanting to maintain a healthy, vigorous appearance and growth rate.) 19. TREE CARE 19.01 Contractor under the terms of this agreement at his sole expense shall perform the following services: a. Tree Maintenance (1) All trees in the Zone, regardless of the overall stature, from the base up to the first twelve (12) feet shall be maintained free of all dead, diseased and damaged branches back to the point of breaking as per contract. Wound dressings are never used on any tree pruning cuts. 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 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 pickup 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 at the monthly maintenance inspection meeting or upon written notification. Size of the replacement shall be of a like size. Substitutions will require prior written approval by Special Districts. Original plans and specifications should be consulted to ensure correct identification of species. All newly planted trees installed by Contractor are the responsibility of Contractor to maintain and euarantee healthv establishment for a period of one (1) vear. Anv trees installed by others will be the responsibility of the Contractor when special care or accommodations are reauired durine the establishment period. e. Olive Tree Spravine: 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." Fireblieht 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). Oak Tree Prunine 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 Prunine/Trimmine: 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 asneeded 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 vear in accordance with the below -identified height of weeds, dead wood removal in accordance with the 100' clearance from dwellings or structures requirement or as otherwise pursuant to Los Angeles Countv Fire Code. A copy of current requirements can be referenced at the following website: https://www.fire.lacountv.jzov/. 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 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. Inteerated Pest Manaeement (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 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 theholes 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: 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 Section4. b. Curb and Gutter Maintenance: Contractor is responsible for removal of weeds and grass from curb and gutter expansion joints (up to 2' from curbs including medians) 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. Walkwav and Crack Maintenance: Walkways, if any, will be cleaned immediately following mowing and edging and cleaned by use of power sweeping or blower equipment at a minimum of once per week or as needed. This includes removal of all foreign objects from surfaces such as: (1) Gum, (2) Animal feces, (3) Grease, (4) Paint, (5) Graffiti, (6) Glass and debris All walkway cracks and expansion joints shall be maintained weed and grass free at all times. e. 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. 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 goalwill be at least 85% diversion. Drainaee Svstems & 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 non -contractual service request information into the City's "Resident Service Center" at:_ http://user.jzovoutreach.com/santaclarita/faci.r)hr) 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 all-inclusive labor and equipment required for proper operation by the Contractor. 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.irrijzation.oriz/ur)loadedFiles/Standards/BMPDesijzn-Install-Manaize.3-18-14(2).r)df a. Scope of Responsibilitv: Contractor shall maintain (repair and/or replace as needed) and keep operable all irrigation equipment consisting of but not limitedto: (1) Irrigation Programming (2) Irrigation Station Identification/Location (3) Irrigation Heads (4) Remote Control Valves (5) Flow Sensors (6) Flow Sensor Programming (7) PVC Piping (Including mainline and laterals) (8) Quick Couplers (9) Risers (10) Swing Joints (11) Check Valves (12) Irrigation Booster Pumps (13) Solar Controllers/Valves (14) Battery Operated Controllers/Valves (15) Valve Boxes, Quick Coupler Boxes, Etc. (16) Irrigation Controller Programming and Setup b. Replacement Requirements: Replacements will be of original materials or substitutes approved by Special Districts in writing prior to any installation. c. Extent of Responsibilitv: Contractor will be responsible for immediate maintenance (repair or replacement) of all irrigation systems. Contractor will be responsible at all times for hand waterine and the bleeding of valves in emergencv situations as reauired to sustain and prevent loss of turf. trees. shrubs. annuals. perennial plants. and around 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 desk top or any wireless computer, or hand held device. The LIVID will provide a password for access. f. Inspections: Landscape Maintenance District Consultants/Inspectors will spot check controller schedules on each inspection of a district to assure compliance with irrigation program standards. Contractor shall conduct a complete irrigation system inspection for each district at minimum of twice a vear. 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 Svstems Training 24.03 Controllers: 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. (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.). 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. Check systems, as needed, for optimum performance and adjust and/or repair any sprinkler heads causing excessive runoff, including slope areas, or which throw directly onto roadway paving or walks (where sprinkler heads can be adjusted). j. Contractor is to maintain the watering schedule in "AUTO" mode which will equal the evapotranspiration rate based on topography, soil type, plant material, season or climatic factors. Contractor shall notify The City of Santa Clarita of any schedule changes. k. Contractor shall utilize "cycle & soak" in programming in order to eliminate excessive run-off. 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 anyadditional 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 beset 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 ensure that over -saturation of the soil does not occur. w. In addition to the soils condition, the individual plant material requirements must be considered. As the plant material becomes established, a reduction in the frequency of watering should be implemented to harden -off the plant material while maintaining it in a healthy condition. 24.04 Operation of Svstem: a. As a 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. 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 plantmaterials 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. 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. 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. 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). htto://www.water.ca.eov/wateruseefficiencv/Iandscaoeordinance/ When water budgets and/or tiered rate structures are enforced by individual water purveyors such as; Valencia Water Company, Newhall County Water District, Santa Clarita Water Division, Castaic Lake Water Agency, or SCV Water, Contractor shall not exceed the monthly allocation(s) as set forth by the service provider for each individual service area within a Landscape Maintenance District Zone, specifically water meter and/or point of connection. Failure to comply with water budgets may lead to monetary penalties up to the costs of the excessive use which exceeds the water budget(s), efficient tier, or any "penalty" tier the City of Santa Clarita is subjected to. 25. MAINTENANCE AND REPAIR OF HARDSCAPE, SERVICE ROADS, AND DRAINAGE SYSTEMS 25.01 Hardscape surfaces, walkways, decomposed granite and service roads, if any, shall be maintained by Contractor so as to keep the integrity of the walking and/or driving surface in a safe, unimpaired condition. 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. See also Section 22.01 g. 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 pavment as described in Section 10.04 a. 26. GRAFFITI ERADICATION AND CONTROL 26.01 Contractor maybe 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: httr)://www.santa-clarita.com/citv-hal I/departments/administrative-services/technoloev- services/eeraffiti 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. 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 & 132) in this document for similar landscape/terrain. auoz;o wuezeadde Owanp 8ulmow 8ulwwul o snedal pue alueualulew a - uopeeull m suogels al88op O 8ulpnpul sugap O Z +g gsell W le—u LL u leualew lueld Ci PeaP to lenowau RE L U o spaam W lenowau cG Z L ww H slesodold loi dw awlpunole-wnl O. (n L Q❑ H v~i O ❑ _ uo-T - T uoma5) Gx 0 V 3 ❑ Q - aw.1 asuodsaa L v~ wo Z i�+ ❑ O ❑ O (TT uom-S) U O w w ~ o a - liel5 lol'ellluo7 V a wm (vz Q .E uopa5) suogiadsul G alueualulew J m (E uopoa5) svodau alueualulew u (OT uopa5) salnpa4i5 alueualulew spaam g,lnw u leualeyd lueld uopeeuil C O m 7 w O u i C 0 m m e m o 2/17/2021 EXHIBIT C 2 pages Edit/Add Request Information Add/Edit Request Assigned to: Landscape Maintenance Last name: Address: 123735€ of Monte Drive, #156 Email: J,)Ja,� & E,a, Llp.iale Cancel Request: 5481678 Entered on: 01/10/2021 09.47 AM (1 followup items below) Customer Information I Create another request for customer First name: _ Phone: LMONNIVIIIIIIIIIII10.i City Valencia. 4 State:(CAF Topic: Sprinklers/Irrigation Request type. Problem Entered via: Web Address or Location: L5625 ESTORIL STREET DateTme' `January 10, 2021 LMD Contractor Cokrldge Monitor [Jorge Aguila LMD Zone 18 - TOWN CENTER / TOURNEY Risk Mgmt Follow up. No In County?:No Purge Date: January 27, 2028 Assigned to iLandscape Maintenance Leave blank for automatic routing Status:' Closed Priority: Normal IP Address: 75.23.171.68, 1 Attachments: Delete? Print Audit T IN Alt phone: Zip code: 97 355 'w■ :� r~ rrF� 1 Attachment Description (defaults to file name) Send to Customer when Closed? Date File _� 01/10/2021 01 /16/2021 01/16/2021 0 File name: , Choose File, No file chosen Description: Brorinkler pipe near corner of Valencia and McKean" This is North East corner and on the Valencia Mall corner Work Order Info. — Charge Job"_ Select Site: Location field Account: .n--..-_===>_j Type•< ) i Tasks (9, 0) J Materials (Q$0) ( -I 120210105_163629.jpg [-I (ZONE 18 LINE REPAIR 1.jpg (Customer sent attachment) x �j [ZONE 18 LINE REPAIR 2.jpg _ _ I ID Delete Status Start Date Due Date Description Assigned To Open i� — �� A _ � �; (Select In Progress Notes'1/11/21 -Request forwarded to Oakridge. JA 1/15/21 - Oakridge repaired irrigation mainline. JA Reason closed' Thank you for taking the time to report this concern. I have been advised that a broken sprinkler has been repaired and work is now complete. Please lot me know it you find this not to be the case or you have any other questions. have a great dayl Special Dtsnicts City of Santa Clorita (661) 290.2211 ,_�q2 (7ywye,santa-clarita.cam - __ I Special Category: ] (please Select) Total cost. $0 Labor Date Spent Charge Completed https://user.govoutreach.com/santaclarita/editcase.php?id=5481678&cmd=edit&pagewhendone=reports. ph p%3fsub%3dhftps://user.govoutreach. com/... 112 2/17/2021 Edit/Add Request Information Due Date, 01/28/2021 Date Closed: 01/26/2021 08:31 AM By: Landscape Maintenance View Satisfaction Surv> Resuft Update &cuuit Update Cancel h 4 Collaboration Area (internal notes, email correspondence) Thank you for your request. We sent your concern to the landscape monitor for your area. You can expect to hear from them soon. In the meantime, please feel free to call our office with any questions you may have. 1- Message sent to customer by Landscape Maintenance Kind regards, 01 /11 /2021 09:24 AM Special Districts/LMD City of Santa Clarita 661-290-2200 To add notes or send emails about this Request, enter message below or insert message (select message Dom trsd then press the appropriate button. to add an internal nete, or Sena a nessagc to ch_ customer or another employ" about this reqyour message here (at least fow characters) :nd the buttons to the righ, will enable. then press one of the buttons Sand - Custon- Add Inver; dI move• Send to Emp�rryee(57. https://user.govoutreach-com/santaclarita/ed itcase. php?id=5481678&cmd=edit&pagewhendone=reports. php%3fsub%3dhttps://user.govoutreach.com/... 212 b< mre,�,;��m§ §f,,,;a,- „=ee,q/ — Q - a- 2 4 0 ° _ u , k §) w ƒ cu §d ° { aj \ ` m E § 22,,,,=ee=f/ 2 §ƒ-„ [ / N< mG��,,,Q�,a§ K)- „ qm,-,,,=0,q) u . . . . . . / E \ CL e « 9 ` , E - � � 2 _ - � 2 � CL � \ § < § q C - - oz. { R £ 7 k & § ° E » � §� 00 f \ � § � \ CL P- 0 | E E E m Q U K N Q 0 0— N O— N O O N V� O— NO ONO 0 V r O— M m N V O O O Wl O N M N o N .�M..I N� U � W O N O � O N - O O a N O O NN O O O O— 0 0 0— O O M— 0 0 0 0 0 0— V— O— N O O O O O O M ml V o o- � ml O— NI �l — O N O N Nl � N N �— 0 0 0 N— 0 0 0 0 N O 0 0 0 0 M O N O N N V M 0 0 0 O (O 0 0 0 O 0 0 0 0 N O O O m O N N m V O N O W M I� N N N r N O O M O N O O V I� N Q � , � � � � N O _ N 0 0 0 0 0 0 0 M O M O 0 0 0 0 0 (O O O O (O N O O O O O N O M N N I� N V N M O O M O N N O O N O N O N O C 0 0 0 0 N O — 0 0 0 0 N N O O O O O O N � — 0 0 0 (O — — 0 0 0 0 ;: 0 0 — — O N O N — O — O N N!g N N (O V M — O (O O N — O O O O- ,�!g N O O O 0 0 0 0 M O, 0 0 0 � o � O, 0 0 0 O O O 0 0 0 N � 0 0 0 0 0 V �, 0 0 N N !;: � O �2 ,� I O, O V N!g N M ,� M � N O V O � 0 0 o O N O N a 0 0 0 M O N O O O O 0 0 O O O O O O N N O 0 0 O 0 0 N N M O— W O N W V O O O I� M 0 0 000 (MO N m �� 0 0 0 0 M — 0 0 0 — 0 0 0 0 O O O — 0 0 N O O O N — 0 0 — 0 0 0 r 0 0 — N i0 O O — O — 0 0 0 0 M 'T i0 N — — M 0 0 0 — O — — O — N c0 N O O— O N O M O— 0 0 V O O O O O O O— N— 0 0— M N O— 0 0 0 m O M o O O V O N I m N— 0 0 N N!� O N 0 0 0 0 0— O— 0 0 V N N LL O O A O O O O M O O O N O — 7 0 0 0 O O O O — V — 0 0 0 N M O — 0 0 0 0 M O M O (O N O O N M — O — O M N (O — — N I� O O O — O M O O (O V N � c c r �6T p N N U m °o O aoS—>uO E m m U3 N N 0m O N>O N N mO ON o N LLLLLL °=OaO -w E 5 °>� 2 7 >0» = o o sm oOL 50NE NNTLL�°0 o° °Qoa0 O°°N 6 m°>m m m m m m0 N osttT NLo 00 LL>oCU> Z> > > > > > LLW n Q n U m Z Z n > u�l U = U FUW U) > U UULL U> N 0 W ° OO Q F N 0 O W O N M V N 0 O W O O (n N M V N co I� ro N N N N N N N N N N M M N F Y F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F 0 N N N N N N N N N N N N N N N N N N N N N N N N N N N LL F N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N 000000000000000000000Q00000000000000000000000000000000 N N N N N N N N N N N N N N N N N N N N N N N N N N Q F�> LL N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N Z ( � - � ! o: a J° �5 $ %a \~ z \ (> z - k - k \ e , , ; O � o o PC F co U co Y v / — a °VON NOANyO� / l 0 v bdis 0 Q � w v —� `_ N U rr�-- � v 0 cn \ o o I T 'Q Z N U Q o a I Q o S Obp�NO a bow I J boa NOANVO s g \ L ---J °� • \ —I o bq,IHOjH — i g OV08 A3� \ I i r^ o } in Ge � 1 Gam% O °OLDEN VALL'A V �� I I d � L.) GP° uj I— — — (A °VOaiVp^NV0113NSVN AvMH°IHbaaAls -r y P w 4, z J Np ab r� OVOa NOANVO 0035 AD, Yg VALLEY STREET Onog RAILRO .. AVENUE �Y0 FOPO NOANVO O1jnOS10 p0 W �,GE -w O w 0o 000 o O Q Py O� WILEY CANYON �/ C i. PPRR / g��HO T11H 213dy0 �P2 ski ObOg d C,0 OP Noyi TOUOyOtiyd a \ i 1 � Oo 0R NpSN d i► j GP`'�P// y`y�•� Addendum No. 2 March 31, 2021 Addendum No. 2 PROPOSAL # LMD-20-21-22 Monitoring of Contract Landscape Maintenance Services This addendum must be acknowledged via BidNet and should be included with the proposal response. I. RFP MODIFICATIONS a. In Section 6 of the Scope of Work, Proposal Submission, the proposal deadline is listed as April 8t", 2021. This date has been moved to April 15t", 2021 as stated in the Notice Inviting Proposals. b. Additionally, in Section 6, Proposal Submission, there is a request of hard copies. There are no hardcopies needed for this proposal. All proposals will be submitted electronically to BidNet. c. The verbiage of Response File and Technical Proposal are interchangeable. The Technical Proposal listed in the Scope of Work is what will be submitted in the document checklist as Response File. II. PRE -PROPOSAL MEETING: There was a non -mandatory, pre -bid meeting on March 30, 2021 beginning at 10:00 AM PST. The meeting was attended via Zoom. Attending Staff: • Kevin Tonoian — Special Districts Manager, Neighborhood Services • Keith Miller —Landscape Maintenance Administrator, Neighborhood Services • Jonathan Cosh —Buyer, Administrative Services Attending Vendors: • Lisa Madero, Landscape Cons ultan t. com • Edwin McKee, DBI Services • Jeff Maxwell, Jeff Maxwell Design (JMD) Landscape aCAlMOM 1.1I1VIBOOM%lIM Addendum No. 2 March 31, 2021 The following questions were asked and answered: Q1) Are hardcopies needed? Al) No, all proposals will be submitted electronically through BidNet. Q2) What are zones T2A and T113? A2) These are newly annexed LIVID Zones located with the Skyline Ranch/Plum Canyon area. Zone T2A is Skyline Ranch, and it has not been accepted for maintenance yet. There is minimal slope associated with Plum Canyon Park located in front of the park which is maintained by Stay Green, Inc. T113 is LA County -named Plum Canyon Areawide annexed into Santa Clarita in November 2018. The City does not intend to award monitoring services for Zone T113. The monitoring of medians among Plum Canyon will be a component within the scope of work associated with Zone 2008-1. Q3) Are there public records available for previous solicitation? A3) Yes, they can be provided through a Public Records Request. Q4) How many total contractors are there for the maintenance zones? A4) There are a Total of 5 contractual landscape service providers, with one contractor holding approximately half of all LIVID maintenance contracts. Largest maintenance provider is Stay Green, Inc. Q5) Will contractor performance forms still be utilized? A5) Yes, they will be used by awarded monitors. Q6) Do proposers need to bid on each zone? A6) No, proposers do not need to give costs for specific zones. Proposers can give costs for zones that are within interest. The following was reviewed: • Zone Background Information • General Scope of Work • Evaluation Process: The City will evaluate proposers on experience and qualifications solely. We will determine how many proposers are qualified to do the job. At that point, we will determine zones we need to have serviced, and divide responsibilities among qualified proposers. aCAlMOM 1.1I1VI1041014dIa Addendum No. 2 March 31, 2021 This addendum must be acknowledged via BidNet and should be included with the response. Contractor's Representative Company Name Date aCAlMOM Will I1Vl11POIN1 WIN LIVID ZONE GROUPINGS — COST SHEET PROPOSAL # LMD-20-21-22 Monitoring of Contract Landscape Maintenance Services In the space provided below please provide: 1) The hourly rate for monitoring services; 2) Total monthly monitoring hours per zone, and; 3) Total annual cost for each LMD Zone you wish to be considered for providing monitoring services. The annual contract amount will be paid once per month in 12 equal payments. Hourly Rate Monthly Hours Annual Cost Newhall Ranch Road Corridor: Zone 15 $ $ Zone 16 $ $ Zone 19 $ $ Zone 31 $ $ North McBean Corridor: Zone 7 $ $ T46 $ $ T-47 $ $ West Copperhill Corridor: T-51 $ $ T-68 $ $ T-69 $ $ Seco Canyon Corridor: T-1 $ $ T-23 $ $ T-23A $ $ T-23B $ $ North Copperhill Corridor: T-20 $ T-62 $ T-67 $ T-71 $ East Canyon Country Corridor: Zone 3 $ 32 $ T-52 $ Soledad Corridor: Zone 26 $ Zone 29 $ T-29 $ T-31 $ Golden Valley Corridor: Zone 4 $ Zone 5 $ Zone 8 $ Zone 20 $ Zone 21 $ Zone 24 $ Zone 25 $ T-17 $ Plum/Whites Canyon Corridor: T-1 B $ T-2A $ Zone 6 $ T-33 $ T-65 $ T-65A $ Railroad Corridor: Zone 17 $ Zone 27 $ Zone 28 $ Lower Ts Corridor: T-2 $ T-3 $ T-4 $ T-5 $ T-6 $ T-7 $ Valencia Corridor: T-8 $ Zone 18 $ City-wide Area: T-1 Ad Valorem $ Metro $ 2008-1 Major Thoroughfare Medians (East): East Medians $ SR-14 On/Off ramps $ CC Monument Signs $ 2008-1 Major Thoroughfare Medians (West): West Medians $ 1-5 On/Off Ramps MM Monument Signs Emergency/As-Needed Services: After Hours Emergency Streetlight Emergency/Inspection Local Zone Monitoring/RSC Support