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2021-12-14 - AGENDA REPORTS - LMD ZONES 24 25
O Agenda Item: 9 1. CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL: 1 DATE: December 14, 2021 SUBJECT: AWARD LANDSCAPE MAINTENANCE CONTRACT FOR ZONES 24 (CANYON GATE) AND 25 (VALLE DE ORO) DEPARTMENT: Neighborhood Services PRESENTER: Kevin Tonoian RECOMMENDED ACTION City Council: 1. Award a two-year contract to Oakridge Landscape, Inc., to provide landscape maintenance services to Landscape Maintenance District Zones 24 (Canyon Gate) and 25 (Valle De Oro) for an annual base amount of $27,720, plus an additional $5,544 in annual contract expenditure authority to address unforeseen maintenance and repairs, for a total two-year amount not to exceed $66,528. 2. Authorize ongoing appropriations from Landscape Maintenance District Fund 357 totaling $10,320, as identified in Attachment A, to support recurring landscape maintenance services. 3. Authorize the City Manager or designee to execute up to three additional, one-year renewal options beginning in year three, for an annual amount not to exceed $33,264; plus an adjustment in compensation consistent with the appropriate Consumer Price Index, upon request of the contractor, contingent upon the appropriation of funds by the City Council during the annual budget for such fiscal year. 4. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval. BACKGROUND The City of Santa Clarita (City) administers 61 financially independent zones within the Landscape Maintenance District (LMD), providing landscape maintenance services through contracts with private companies. Request for Proposals (RFP) No. LMD-21-22-12, for the maintenance of LMD Zones 24 (Canyon Gate) and 25 (Valle De Oro) was published by the City Page 1 Packet Pg. 51 O on October 7, 2021. The City transmitted the solicitation to 318 vendors, in addition to the Santa Clarita Valley Chamber of Commerce and the Valley Industry Association. Nine companies downloaded the proposals, with two vendors providing proposals for consideration. Unlike a bid procurement, where the recommended contract award is based upon the lowest, most responsive bid, this procurement utilizes multiple weighted criteria to evaluate and score proposals. A multiple weighted criteria procurement reinforces performance expectations and works to ensure that vendors dedicate adequate employees to service the contract. To improve maintenance standards and enforce accountability, the solicitation also includes provisions to impose payment reductions on the contractor when maintenance schedules are not met or poor performance is documented. While the price for services is a component constituting 10 percent of the weighted evaluation criteria, 65 percent of the evaluation criteria focuses on the composition and structure of the contractor's crew, their schedule to rotate through the maintenance areas, and overall value. The following categories comprise the weighted criteria used to evaluate proposals: • Value Provided (30%) • Rotation Schedule (20%) • Team Composition/Crew Member Structure (15%) • Acknowledgement and Understanding of Specifications (15%) • Proposal Amount (10%) • References and Certifications (10%) Bid Company Location Bid Amount RFP Points Proposal 1 Oakridge Landscape, Inc. Santa Clarita, CA $27,720 276.67 Proposal 2 American Heritage Landscape, Inc. Canoga Park, CA $26,000 250.33 In reviewing proposals, the evaluation team awarded the highest score to Oakridge Landscape, Inc. (Oakridge). The evaluation team determined that Oakridge's proposal offered the best overall value to meet the landscape maintenance needs within the two identified LMD Zones. Specifically, Oakridge's proposal encompasses a three-man labor crew along with irrigation technician support, and offers 33 percent more hours of field labor each month. Oakridge achieved the highest score among the proposals in the areas of Value Provided, Team Composition/Crew Structure, and Rotation Schedule, which comprises 65 percent of all weighted evaluation criteria. As part of this action, staff is requesting the ongoing appropriation of an additional $10,320 in base budget to support recurring landscape maintenance services expenditures associated with the recommended contract award, as listed in Attachment A. Based on operational experience managing these landscape zones, staff also recommends increasing the annual expenditure authority associated with this contract by $5,544 to address unscheduled repairs and as -needed work. By authorizing as -needed contract expenditure authority, City staff is able to utilize LMD assessments generated by property owners in a cost - Page 2 Packet Pg. 52 O effective and responsible manner. It is important to note that as -needed work does not represent any guarantee of compensation under the terms of the recommended contract. All as -needed work performed by Oakridge under this contract will require advance review and authorization by the City's Special Districts division. Staff has completed a due -diligence review of Oakridge's professional references and determined their work meets the City's standards and performance expectations. Staff recommends awarding this landscape maintenance contract to Oakridge. ALTERNATIVE ACTION 1. Do not award contract to Oakridge Landscape, Inc. 2. Other action as determined by the City Council. FISCAL IMPACT There is no impact to the General Fund associated with this action. The recommended action requires an appropriation of $10,320 in additional ongoing base budget from LMD Fund 357 to support recurring landscape maintenance costs associated with the award of this contract. ATTACHMENTS Attachment A Oakridge Landscape Proposal (available in the City Clerk's Reading File) RFP LMD-21-22-12 (available in the City Clerk's Reading File) Page 3 Packet Pg. 53 9.a Attachment A City of Santa Clarita Annual Landscape Maintenance - Ongoing Base Budget Appropriation by Zone Fiscal Year 2021-22 LMD Zone Zone Name Account Amount of Ongoing Increase Zone 24 Canyon Gate 3577544-516110 $5,520.00 Zone 25 Valle De Oro 3577545-516110 $4,800.00 $10,320.00 Packet Pg. 54 OAKR 1 DG E Corporate Office LANDSCAPE 28064 Avenue Stanford, Unit K, Valencia CA 91355 Direct Cell: 818-404-5250 1 Office 661-295-7228 Response File Introduction - History Oakridge Landscape, Inc. is an award -winning landscape company specializing in commercial landscape maintenance, construction, arbor care, erosion control and landscape design in the greater Southern California area. Family owned for more than 40 years, Oakridge Landscape Inc. has grown to be one of the most prominent landscape service providers in Southern California and the Central Coast. We provide a complete array of services with our in-house staff providing all services under one roof. Over the years we have installed and maintained the landscape for cities, counties, master planned communities, homeowner associations, residential developments, apartment complexes, shopping centers, office parks, and other municipal parks and projects. Family owned, Jeff Myers has elevated the capability of Oakridge Landscape to become one of the top landscape install and maintenance companies in the region with over $35 million in annual revenue. Locations Our corporate office is located in Valencia, with an additional branch locations in Camarillo, Santa Maria, and Riverside. Staff Oakridge Landscape Inc. management and our division staff work seamlessly together to coordinate and execute for our customers projects needs from the installation or renovation of the landscape, to masonry and ongoing maintenance services. From managers down to the foreman our personal are empowered to take care of the customer needs without having to go multiple layers of management. With one of the highest performance standards in the landscape industry, Oakridge Landscape, Inc. strives to earn the respect and loyalty of our clients and customers through active communication and timely responsiveness. Oakridge Landscape, Inc. takes pride in maintaining an active and successful customer satisfaction program through consistent communication and anticipation of the needs of each client. We strive to exceed the uppermost level of customer satisfaction and enhance each property individually. With one of the highest employee retention ratios in the industry, we employ numerous employees with 10+ years of experience, further ensuring an experienced and knowledgeable workforce for our customers. In addition to normal safety gear, vests and uniforms, our crews all wear ID badges displayed with our company name, phone number, employee name, classification, equipment certification and supervisor name which provides an additional comfort level of authorized personnel in and around your property. Corporate Office OAKRIDGE LAN DSCAPE Quality 28064 Avenue Stanford, Unit K, Valencia CA 91355 Direct Cell: 818-404-5250 1 Office 661-295-7228 Oakridge Landscape quality assurance is based upon developing strong relationships with our customers by thoroughly understanding and responding to their needs. All of our supervisors and foremen use cell phones and email for quick response. We're fully trained and have dedicated computers to manage central irrigation control systems from our office. Our area supervisors work closely with customers to provide status reports on the condition of the landscape. Work orders/service requests are sent via email or fax for prompt return indicating the nature of work that was completed and the date of completion. As part of our service, the area supervisors will perform regular job walks with the foreman and/or customer representative to monitor the landscape condition and/or evaluate additional work items. Customer Service and After Hour Emergencies For customer service requests occurring during business hours 8:00am-4:30pm, contact Linda Peinado by phone: 818-891-0468 Ext. 1137 or email: Linda@oakridgelandscape.net. Oakridge Landscape, Inc. is available to our customers with 24 hour emergency response service. After hours, the main office answering service (818-891-0468) will route calls to the available supervisor and notify the branch manager. We're going green Oakridge Landscape, Inc. specializes in sustainable landscape maintenance and water conservation projects. Our techniques and policies include organic mulch applications, water budgeting and audits, grass recycling, sustainable product use and green landscape equipment. Oakridge is one of the only companies that recycle green waste using our own tub grinder. More about water conservation Our team of professionals is ready to work with you to conserve water and make your property as efficient as possible. Oakridge can provide irrigation management solutions from installing and upgrading water saving controllers to daily repairing, adjusting and fine tuning of the system. Visit us at www.oakridgelandscape.net U W O 7 0 2 a a LU N Q � I Z I } I Q I i chi. a I m W LL Z a al N _ m u _O y } U ca Y i+ z ba CDd r„� V Z LLJ c C } a 7 N C al c o LU - u — O al N a f� -O U N 'w >> ar +a a is c a� o a s a� a o 0 E� E ar o w w o_ as ai o w n m v al c C c- C y a a� W v a! m 0 v-- lu u ar al a a al w w as Q] y n m fG u C c c C C C 0 C C n c e= c C of X X X C o N W N o }O } M VI o X SA YA N j O cu al � ba al N 4-- vl ba wal .m N O N :3 ai ba C n w L 'c 'c o Q + y w w (U a Qj A — O CL a+ cu O = a) al QJ O O m Y N Ia [1 C L `� ba C f�O IA al 3 OJ C C Q1 W N 7 LL Q 1-2 `L S U U io O iz o� U J 4 :?s�'-A,,,` ' � f cy�„ �;ii,"�►, `Peli�t��'Rf�,:..•'�`i'��� . � f _ � r AMIN ■ "r u. un OAKRIDGE LIVID Zone 25 Oakridge Landscape Pruning Rotational Plan Focal areas to be serviced weekly Highlighted area services weekly EXHIBIT A: PRICING SCHEDULE PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California Use this form for reference ONLY. Pricing must be entered into line items section of PlanetBids. if the number entered on this page or the total entered on page one of the quote response conflicts with what is entered on PlanetBids, the number entered on PlanetBids shall govern. The overall lowest, responsible, responsive bidder will be awarded the contract for Zone 24 & Zone 25 However, the LMD reserves the right to award any number of Sites (from items # 1-2) within the 120 day price holding period. Item No./Project Site 1. Zone 24 (Canyon Gate) 2. Zone 25 (Valle Di Oro) 3. Total (add lines 1 through 2) Monthly Maintenance Cost Total Annual Cost a) $1,860.00 xl2mos b) $22,320.00 a) � 4�50 xl2mos b) t 5'g00 -'0,1 70 ATTACHMENT B GENERAL INVENTORY LISTS Zone 25 Valle DI Oro Approximate Contractor's Item # Description Square Footage Estimated Quantity 1 Parkway landscape 2,625 3,560 2 Median landscape 0 0 3 Landscape slope and planter 11,525 10,254 Zone 24 Canvon Gate Item # Description Approximate Square Footage Contractor's Estimated Quantity 1 Parkway planter beds 65,200 53,102 2 Non -Irrigated landscape slopes 0 0 3 Irrigated landscape slopes 0 0 4 Landscape planters 3,257 3,408 EXHIBIT B1: ADDITIONAL PRICING PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California Do NOT include this pricing in the cost of your bid response. Pricing and Billing Schedule Detail Hourly labor rates to be used in performing the work required in the specifications for annual landscape maintenance. These rates will not be used in evaluating the bid, but shall be used in evaluating cost estimates for "additional" or "extra" work requested by the City under this contract when applicable. Extra/Additional work by the CONTRACTOR, shall not exceed the D labor rates as listed below: Skill Level Hourly Cost After -Hour Emergency (Based on DIR Published Rates) Irrigation Laborer $ 50.00per hour Landscape Laborer $ 35.00per hour QACIQAL Herbicide and Pesticide Applicator $ 50.0Dper hour Please fill in the hourly cost for services based on the appropriate DIR cost. Please initial to verify acknowledgement of labor rates (initial) $ 75.00per hour $ 50.00per hour $ 75.00per hour EXHIBIT B2: ADDITIONAL PRICING CONT. Fill out this form completely and upload it with your quote. In the event any mathematical discrepancies are found in the pricing forms submitted, the unit price shall govern. Do NOT include this pricing entered on BidNet. Please list the unit price for labor, EXCLUDING part/material costs, for the following tasks. These rates will not be used in evaluating the quote, but may be used in evaluating cost estimates for additional work requested by the City under this contract. EXTENDED PRICE LINE DESCRIPTION UNIT OF UNIT PRICE QUANTITY (unit price x quantity) MEASURE 1 Price for maintenance of 1 square foot $•07 500 sq. ft. $35.00 landscape with turf. Price for maintenance of 1 square foot $.05 1000 sq. ft. $50.00 2 landscape with trees, shrubs, and around cover. 3 Price for maintenance of 1 square foot $ Q4 500 sq. ft. $20.00 landscaped, irrigated slope. Please list the unit price for all-inclusive labor and material costs for the following tasks. These rates may be used in evaluating cost estimates for additional work requested by the City under this contract. Shrub/tree should be appropriate to the designated container size. L[NE DESCRIPTION UNIT OF UNIT PRICE QUANTITY EXTENDED PRICE (unit price x quantity) MEASURE 4 Installation of shrub. One gallon $15.00 5 $75.00 5 Installation of shrub. Five gallon $35.00 5 $175.00 6 installation of shrub. Fifteen gallon $125.00 5 $625.00 7 Installation of tree. Fifteen gallon $150.00 5 $750.00 g Installation of tree. Twenty-four $400.00 2 $800.00 inch (24") box ATTACHMENT B (ZONE 25- VALLE DI ORO)) EXHIBIT C: VIOLATION RECORDS PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California 1) In the year of 2020, what was the longest stretch of days worked without an accident in the landscape maintenance division? 129 2) Please provide any sustained complaints made to your company within the past four (4) years to Cal -OSHA. None. 3) Please provide any sustained complaints made to your company within the past four (4) years to the California State Contractor Board in regards to your C-27license. None. EXHIBIT D: PROACTIVE APPROACH FORM PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California Please explain what policies or procedures you and your company will provide to insure your team will proactively identify deficiencies, suggest solutions, and execute resolution? What makes your company the best for this service area and how does your company stand out from others? Please see enclosed narrative on how Oakridge landscape will provide these services. *Attach additional pages as necessary. Oakridge Landscape, Inc. Approach to Provide Landscape Services City of Santa Clarita Zones 24 & 25 We have examined the LIVID Scope of Work and are pleased to present our approach to the service and care of Zones 24 & 25. As the current vendor, we have the experience and knowledge necessary to handle this project. Our knowledge of the City expectations and procedures will make the transition to a new contract seamless. Upon contract award Oakridge Landscape, Inc. will perform a Zone walk thorough with the Oakridge Account Manager, Simon Garcia, along with Branch Manager, Mike Roberts. 1. Rotational Plan After site visits and pre start evaluations, our approach will be to utilize maps to create a work plan consisting of dividing the project into a rotational plan for the Supervisor and crew to ensure best quality care within the required time frame. Each section will be rotated throughout the project to ensure each area is serviced thoroughly. Upon completion of each section and prior to starting the next, the foreman will complete a checklist noting items that have been completed and any problem items. This process will help us to deliver the service that is needed to create a clean, safe and healthy environment. We utilize maps to create a work plan consisting of dividing the project into serviceable areas for the Supervisor and crew to ensure best quality care within the required time frame. Each section will be rotated throughout the project to ensure the landscape objectives are met. As the backbone of any successful landscape, the irrigation system needs to be monitored and repaired quickly as issues arise. Controller malfunction alerts are sent to our account manager in real time. In addition, Oakridge will cycle through checking controllers and valves on a daily basis. Alerts are double checked and attended to at the controller. Field inspection of the systems for that controller are checked to see if there are any issues that did not show up in the alerts. We rotate through all controllers to make sure they are checked throughout the month. When an alert is found in the system via reports or direct notification, focus will be placed on correcting and repairing the issue. Planter bed and slope work is segmented into areas serviced by each controller. Planter and slope maintenance includes detailing shrubs, trimming, minor dead wood removal and weeding. Overgrown shrubs to be pruned back to ensure they do not impede the throw of sprinklers. Shrubs and ground cover to be pruned to maintain in bounds and off of v-ditches and sidewalks. Where appropriate, hedges are sheared and shrubs are hand pruned with selective pruning techniques. Acacia will get trimmed to keep an even appearance. Clearance pruning shall be provided for all structures. Trees to be skirted for vehicle and pedestrian clearance. Tree wells to be cleared of encroaching ground cover. Valve boxes should be kept clear. Acacia to be trimmed away from home and rotor sprinkler heads. Weeds are controlled by a combination or chemical, mechanical and hand removal. Pest control has included spraying for spittlebug and Aphids. Irrigation tech and crews report and reconcile all work with the Account Manager in the afternoon, daily. Upon completion of each section and prior to starting the next, the foreman will complete a checklist noting items that have been completed and any problem items. This process will help us to deliver the service that is needed to create a clean, safe and healthy environment. OAKR'IDGE cannsCAPr PRUNING ROTATIONAL PLANS (see attached enlargements) LIVID Zone 24 & 25 Oakridge Landscape Pruning Rotational Plan Focal areas to be serviced weekly Highlighted area services weekly II. Crew Makeup These zones will be serviced with a Working Foreman along with Crewmembers as outlined in the staffing plan. In addition, and irrigation tech will service the area as outlined in the staffing plan. Spray tech and minor additional labor is provided as needed. Work will vary each day depending on the week and task. The total crew hours may vary siighlty based on task and season. An Account Manager will be available on a weekly basis as needed. See enclosed staffing summary. Oakridge Landscape, Inc. can draw from additional departments of over 400 employees, to perform special projects such as installation, irrigation improvements, or tree care. The supervisors assigned to this project will have direct contact with the foreman for each crew via phone to expedite any emergency needs or onsite questions. Supervisors and/or customer service will communicate rapidly with the on and off site project managers for any circumstances which require immediate attention, as well as all incoming and outgoing reports. All crew members are trained on every piece of equipment used and are monitored by the foreman to follow safety protocol at all times. Supervisor visits also include interaction and direction with crew to optimize service levels. Ill. Irrigation Irrigation repairs can be most efficiently made by having a stocked irrigation vehicle. The supervisor will schedule our irrigation technician to perform regular irrigation inspections. Utilizing the schedule established by the City to assure maximum irrigation system efficiency, the technician will provide a station by station report on the status of the current irrigation and any deficiencies or items needing attention. WeatherTrak controller systems will reviewed and monitored for any adjustment needed as determined by weather and plant requirements. Controls will be shut off during periods of rain. Weather patterns are monitored daily by our office staff and supervisors. This assists our irrigation technicians with future planning such as adjusting watering times in the event of high temperatures and shutting down the systems in advance in the event of rain or inclement weather. Upon inspection, any accidental damage or vandalism caused by others shall be reported promptly to City of Santa Clarita. IV. Tree Care Our tree crews are available to help with the care and pruning of trees that are outside the scope of this contract. V. Safety and Crew Identification Oakridge Landscape, Inc. holds ongoing training for crew members at all of our service locations and conducts weekly supervisor meetings to follow up on performance and quality control. These meetings also keep them up to date on the latest industry techniques, laws and OSHA guidelines. In addition to normal safety gear, vests and uniforms, our crews all wear ID badges displayed with our company name, phone number, employee name, classification, equipment certification and supervisor name which provides an additional comfort level of authorized personnel in and around your property. VI. Quality Control Plan Oakridge Landscape quality assurance is based upon a strong partnership with the City inspectors and staff to work toward and achieve quality goals. All of our supervisors and foremen use cell phones and email for quick response. We're fully trained and have dedicated computers to manage central irrigation control systems from our office. Our area supervisors work closely with customers to provide status reports on the condition of the landscape. Work orders/service requests are sent via email for prompt return indicating the nature of work that was completed and the date of completion. As part of our service, the area supervisors will perform regular job walks with the foreman and/or City inspector to monitor the landscape condition and/or evaluate additional work items. Customer Service and After Hour Emergencies In addition to direct communication with your Account Manager, customer service requests can be placed during business hours 8:00am-4:30pm, contact Karla Perez our Customer Service Representative. Oakridge Landscape, Inc. is available to our customers with 24 hour emergency response service. After hours, the main office answering service (661) 295-7228 will route calls to the Manager. Prior to performing any additional work, the CSR will prepare and submit a written description/proposal (EWA) of the work with an estimate of labor and material. No work will commence without a signed authorization from the City Representative. Once the additional work has been approved, the supervisor is notified to start the job. As soon as the supervisor has responded or resolved the approved request, the supervisor will notify the CSR immediately upon completion. The CSR will notify the customer that the request has been completed, what was done and what time it was completed. All work orders and correspondence are documented to the job file. Oakridge Landscape, Inc. utilizes a combination of practices designed to provide our customers with proactive customer service, safety and job quality. Our supervisors act as your eyes and ears onsite moving safely to achieve the look you desire. We believe that your property will benefit from our proactive customer services approach. Here is an example of our proactive proposal process for extra work: • Onsite supervisor takes a photograph of the area needing enhancements or repairs • This is forwarded to the Customer Service Representative • The CSR notifies the City of the item via email with the attached proposal (EWA) and photograph • Client reviews proposal • If the City approves the proposal, the CSR will work with the supervisor to ensure the job is started and performed to your standards • City will be notified in writing via our performance forms EXHIBIT E: DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California 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 34 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 None DIR Registration No. Dollar Value of Work Age of firm: DBE: Yes No- Geni€yiggAgeltW. 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: DBE. Yes pie GeFtifying A 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: DR& yes No- Genip ing Ag Annual Gross Receipts: Location and Place of Business Bid Schedule Item No's: Description of Work License No. Exp. Date: / / 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. EXHIBIT F: REFERENCES PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California The following are the names, addresses, and telephone numbers of three public agencies for which the proposed company has performed work of a similar scope and size within the past five (5) years. The references shall demonstrate that the company (proposer) has a minimum of five (S) years' experience in the landscape maintenance field, experience maintaining site areas of twenty (20) acres or larger, and the ability to complete work of the type and scope being proposed under the terms of this contract. If necessary, more than three (3) references can be submitted to demonstrate these qualifications. If the instructions on this form conflict with the references requested in the scope of work, the scope of work shall govern. Complete this form out accordingly. Fill out this form completely and upload it with your proposal. 1. Name and Address of Owner / Agency City of Santa Clarita, 23920 Valencia Blvd, #120, Valencia, CA 91355 Name and Telephone Number of Person Familiar with Project City of Santa Clarita, T-68 & T-69 Keith Miller, 661-290-2200 Contract Amount Type of Work Date Started Date Completed $305,000.00 Street panels & slopes 2018 Current contract 2. Name and Address of Owner /Agency City of La Canada, Once Civic Center Dr., La Canada Flintridge, CA 91011 Name and Telephone Number of Person Familiar with Project City of La Canada Ken Rodgers, 818-882-3736 Contract Amount Type of Work Date Started Date Completed $360,000.00 Parks, sports fields, schools 2008 Current contract 3. Name and Address of Owner /Agency City of Moorpark Name a d Telephoone Number of Person Familiar with Project City of Moorpark Jeremy Laurentowski, 805-517-6368 Contract Amount Type of Work Date Started Date Completed $410,000.00 Streetscapes 2015 Current contract The following are the names, addresses, and telephone numbers of all brokers and sureties from whom BIDDER intends to procure insurance bonds: 6701 Center Drive West, Suite 1500, Los Angeles, CA 90045 (310) 568-5900 SureTec Insurance Company, David Melman, 3131 Camino Del Rio N., Suite 1450 San Diego, CA 92018 661-400-4100 EXHIBIT G1: STAFF PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California Provide information on any and all applicable crewmembers_ This includes the supervisor, crew foreman, certified arborist (if applicable), chemical applicator, irrigation specialist, etc_ 1) Name Simon Garcia Job Title Account Manger Licenses/Certificates 15 years commercials landscape maintenance 2) Name Mike Roberts Job Title Branch Manager Licenses/Certificates Landscape contractor 3) Name Ron McRae Job Title Business Developer Licenses/Certificates Bachelor of Science Degree, Ornamental Horticulture 4) Name To be assigned Job Title Irrigation technician Licenses/Certificates WeatherTRAX 5) Name Armando Trinidad job Title Spray Supervisor Licenses/Certificates QAL 5) Name To be signed Job Title Spray tech Licenses/Certificates Under direction of CIAL 7) name To be assigned Job Title Crew members Licenses/Certificates EXHIBIT GI (Continued) PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California 8) Name Job Title Lice nses/Certificates 9) Name Job Title licenses/Certificates 10) Name Job Title licenses/Certificates 11) Name Job Title Licenses/Certificates 12) Name Job Title Licenses/Certificates 13) Name Job Title Licenses/Certificates 14) Name Job Title Licenses/Certificates 15) Name Job Title Licenses/Certificates *Attach additional pages as necessary for additional personnel. EXHIBIT 62: 5TAFF HOURS PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, Cal yarnia supervisors Crewmember Title Branch Manager Qty.. of Weekly Hours. Crewmember Title _ Account Manager Qty. of Weekly Hours Crewmember Ti#le My. of Weekly Hours Crew4I Working Foreman 6.0 CrewmemberTitle City. of Weekly Hours CrewmemberTltle 2nd Crewmember Qty. of Weekly Hours 6•0 3rd Crewmember 6.0 Cre4vmemlaerTitIe Qty. of Weekly Hours Crewrnernberritie Qty. of Weekly Hours CrewmemberTitle Qtv. of Weekly Hours Crew #2 Crewmember Title City. of Weekly Hours CrewmemberTitle QW. of Weekly Hours Crewmember Title. Qty. of Weekly Hours Crewmember" itle Ctty. of Weekly Hours. Crewmember Title Qty, of Weekly Hours Specialty Positions Crewmember Title Irrigation tech Qty. of Weekly Hours Crewmember Title Spray Tech Qty. of Weekly !,ours Specialty Positions Cressmember Title Qty_ of Weekly Hours Crewmember i itle Qty. of Weekly Hours 'Attach additional pages as necessary for additional personnel. EXHIBIT H: EQUIPMENT REQUIREMENTS PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 2S City of Santa Clarita, California Additional equipment requirements for work within proposed Landscape Maintenance District or the ability of Contractor to rent/lease at no additional cost: • Proper equipment required to perform pruning tasks including hand pruners, loppers, saws, pole pruners and chainsaws • Commercial Grade Battery Powered Leaf Blowers • All maintenance supplies for proper equipment operation • Garden Spading Forks • Shovels • Rakes • Scoop Shovels (various sizes and shapes) • Commercial Grade Chipper • Safety equipment such as head, eye, and ear protection, work boots. Body protection such as chaps should also be used when operating chainsaws • Irrigation controller remotes and transmitters; particularlyWeatherTrak • All the required tools and equipment to make minor and major irrigation repairs • All traffic control signs mechanical and stand alone, barricades, cones, vests all equipment and safety wear shall be Cal -OSHA approved Please initial to verify acknowledgement of equipment requirements- (initial) EXHIBIT I: CERTIFICATIONS PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California Provide information on the certified arborist. chemical applicator, irrigation specialist, crew foreman, including name. certification and whether staff or subcontractor. Staff 1) Armando Trinidad, Certified Pest Control Applicator Armando Trinidad, WeatherTRAK Certified California State Contractor's License, A, B, C-27, C61/D49 f#798565 ©akridge Landscape, Inc. 3) 4) 5) 6) 7) 8) 9) 10) QAKRI LAN DSSCAPE CALIFORNIA STATE C©NTRAT©RS LICENSE Landscape Contractor Arbor Care General Contractor CONTRACTORS STATE LICENSE BOARD ACTIVE LICENSE ;a L—.K.,-798565 fm4 CORP z�.,.... OAKRIDGE~ LANDSCAPE INC ,.,-.. Q813112023 www.cslb.ca.gov . .. CALIFORNIA-DEPARTMENT OF PESTICIDE REGULATION if 10011 STRnT SACRAA91t M, CAMRNIA 9W14 ISSUED. January 14, 2020 EXPBM-.. Decemberr 31, 2021 MdftAddrm OAKRJDGE LANDSCAPE INC 28W AVB 3rANFORD #K VALBNCIA, CA 91355 Maintenance Gardener Pest Cant dam. mien LANDSCAPEINC rfANFORD MK CA 91355 1. Please make sure the information on your license is correct. 2. No* us immediately of any changes to your business (e.g., name, address, mi suanae carrier or qualified person). 3. If you lose your license, then you may request anew one for a $20 fee. 4. Please refer to the license number located in the middle of the page when contacting us. 5. For more information, please contact us at (916) 4454038 or at <licensemail@cdpr cagov>. Or you may write to Department of Pesticide Regulation Pest Management and Llmubg Branch Licensing and Certification Program P.O. Boa 4015 Sacramento, California 958124015 osr rs lum QAKRIDGE L A N D S C A P E Qualified Applicator License DEPARTMENTOF PESTICIDE REGULATION rLiCENSINGICERTIFICA'TIONFROOKAM QAL QUALIFIED -APPLICATOR LICENSE } LICENSE #:135732 EXPIRES:12131/2021 i Categories: B Issued: 1/1/2020 ARMANDO TRINIDAD 43735 HARDWOOD AVE' LANCASTER, CA 93534 ll i Th41h5�u�murllw Wamd7 wy rp.wrhl+n r/Fw Ohramr a CansJr.lwwrpax ■+q�L HydroPoint fP14We hereby certify that ��o� Armando Trinidad Oakridge Landscape Inc. has successfully completed Basic WeatherTRAK System Introduction Chris Spain en Co ey Grief Executive Officer Training Manager Issued: 05/1912018 Expires: 05/1912019 1' Department of 111ndustrial Relations STATE OF CALIFORNIA APPLICATION FOR PUBLIC WORKS CONTRACTOR REGISTRATION Registration Information Type: Renewal Period: July 1, 2019—June 30, 2022 Contractor Information Contractor Name: OAKRIDGE LANDSCAPE, INC. Trade Name: License Type Number: 1000008346 Contractor Physical Address Physical Business Country: United States of America Physical Business City/ Province: VALENCIA Physical Business Address: 28064 AVENUE STANFORD UNIT Physical Business State: CA #K Contractor Mailing Address Mailing Business Country: Mailing Business Address: Contact Info Daytime Phone: Mobile Phone: Physical Business Postal Code: 91355 Mailing Business City/ Province: Mailing Business State: Mailing Business Postal Code: Registration Services:: Page 1 of 2 Daytime Phone Ext.: Business Email: susie@oakridgelandscape.net Applicant's Email: Susie@oakridgelandscape.net 6/11/2019 5:52:18 AM Workers' Compensation Professional Employer Organization (PEO) Do you lease employees through Professional Employer Organization? No Workers' Compensation Overview Insured by carrier Carrier: CYPRESS INSURANCE COMPANY Inception Date: July 1, 2018 Policyholder Name: OAKRiDGE LANDSCAPE, INC. Expiration Date: July 1, 2019 Policy Number. OAWC90504S Certification Yes I certify that I do not have any delinquent liability to an employee or the state for any assessment of back wages or related damages, interest, fines, or penalties pursuant to any final judgment, order, or determination by a court or any federal, state, or local administrative agency. Including a confirmed arbitration award Yes I certify that the contractor is not currently debarred tinder Section 1777.1 or under any other federal or state law providing for the debarment of contractors from public works. Yes I certify that one of the following is true: (1)1 am licensed by the Contractors State License Board (CSLB) In accordance with Chapter 9 (commencing with Section 7000) of the Business and Professions Code; or (2) my business or trade is not subject to lioensing by the CSLB. I understand refunds are not authorized I, Susan L Meza, the undersigned, am, OAKRIDGE LANDSCAPE, INC. with the authority to act for and on behalf of the above named contractor. I certify under penalty of perjury that all of the above infarmation provided is true and correct. I furthaer acknowledge that any untruthful information provided In this application could result In the certification being canceled. I certify this on: 611WO19 5:5M AM Legal Entity Information iegai Entity Type: Corporation Nana: OAKRIDGE LANDSCAPE, INC. Registration Services:: Page 2 of 2 EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE Of PROPOSAL SCOPE OF WORK PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California By providing the three (3) required signatures below, the Contractor acknowledges full understanding, complete agreement to, and accepts in its entirety, all Proposal Specifications for the Annual Maintenance Contract for Landscape Maintenance Zone 20 (Golden Valley Commercial) and Zone 21 (Golden Valley Residential). The Contractor will be expected to perform maintenance practices and uphold the standards herein to the established specifications throughout the length of the contract. *Supervisor's Signat *Estimator's Signatu *Owner's Signature: *All three signatures required �■%� .. � � ��� ` }�� $ , Landscape Maintenance for Zones 24 & 25 PROPOSAL # LMD-21-22-12 TABLE OF CONTENTS PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California SECTION A NOTICE INVITING PROPOSALS PROPOSAL INSTRUCTIONS DOCUMENT CHECKLIST SECTION B SCOPE OF WORK RESPONSE FORMAT AND SELECTION CRITERIA SECTION C NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS FRINGE BENEFIT STATEMENT SECTION D SAMPLE MAINTENANCE AGREEMENT SUBCONTRACTOR CLAUSES APPENDIX A ATTACHMENTS SECTION A RFP Information & Instructions CITY OF SANTA CLARITA NOTICE INVITING PROPOSALS Project Name: Landscape Maintenance for Zones 24 & 25 Proposal #: LMD-21-22-12 Proposal Closing: November 4, 2021 Last Day for Questions: October 27, 2021 Estimated Contract Value: $22,000 Annually License(s) Required: C-27, Additional Qualifications listed in SOW. Project Description: The City of Santa Clarita, Landscape Maintenance Districts (LIVID) is soliciting proposals from qualified landscape companies for landscape maintenance of the City of Santa Clarita LIVID Zones 24 & 25. 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, Buyer; 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: October 7, 2021 PROPOSAL INSTRUCTIONS PROPOSAL # LMD-21-22-12 Landscape Maintenance For Zones 24 & 25 City of Santa Clarita, California 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 to 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. BRAND NAMES, ALTERNATIVES, OR EQUIVALENTS. 4.1. The use of the name of a manufacturer, or any specific brand or make, in describing any item contained in the solicitation document does not restrict vendors to the manufacturer or specific article, this means is being used simply to indicate a quality and utility of the article desired; but the goods on which bids/quotes/proposals are submitted must in all cases be equal in quality and utility to those referred to. This exception applies solely to the material items in question and does not supersede any other specifications or requirements cited. Materials differing from stated specifications may be considered, provided such differences are clearly noted and described, and provided further that such articles are considered by a City official to be in all essential respects in compliance with the specifications. 4.2. If you plan on bidding/quoting/submitting a proposal with an alternative or equivalent product please provide the cut sheet/spec sheet or detailed product description for the proposed product via the BidNet Q&A section. For each product proposed documentation provided must include a description reflecting the characteristics and level of quality that will satisfy the salient physical, functional, or performance characteristics of "equal" products specified in the solicitation. The proposal must also clearly identify the item by brand name (if any), and make/model number. In addition, the proposal may include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the City, and clearly describe any modifications the offeror plans to make in a product to make it conform to the solicitation requirements. Staff will provide an answer via BidNet if the proposed product will be considered. 4.3. Any alternatives or equivalent product proposals must be made prior to the last day for questions. The City has the option of accepting or rejecting any alternative or equivalent product. Exception is made on those items wherein identical supply has been determined a necessity and the notation NO SUBSTITUTE has been used in the specification section. 5. COOPERATIVE BIDDING. Other public agencies may be extended the opportunity to purchase off this solicitation with the agreement of the successful vendor(s) and the City. The lack of exception to this clause in vendor's response will be considered agreement. However, the City is not an agent of, partner to or representative of these outside agencies and is not obligated or liable for any action or debts that may arise out of such independently negotiated "piggy -back" procurements. 6. DELIVERY. Unless otherwise specified, delivery shall be D.D.P., the City of Santa Clarita, site of user division and contract delivery may begin no later than fifteen (15) calendar days from receipt of order. 7. INVOICES. Invoices will be forwarded to: City of Santa Clarita NS - Special Districts Attn: Martin McKnight 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. 8. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS. No proposer or subcontractor/subconsultant 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 proposal purposes only under Labor Code Section 1771.1(a)]. No proposer or subcontractor/subconsultant 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. 9. PREPARATION. All proposals and required forms must be uploaded as laid out in the Bid Net General Attachments Section. 10. REJECTION. The City reserves the right to reject any or all proposals and to waive any informality in any proposal. The City may reject the proposal of any vendor who has previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the proposal of a vendor who is not in a position to perform such a contract satisfactorily. The City may reject the proposal of any vendor who is in default of the payment of taxes, licenses or other monies due to the City of Santa Clarita. 11. RENEWAL AND PRICING ADJUSTMENT. Contracts entered into pursuant to this RFP may be renewed annually, up to 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. Proposer shall honor proposal prices for One -Hundred and Twenty Days (120 days) or for the stated contract period, whichever is longer. 12. 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 C-27 with proposal response. Failure to possess the specified license shall render the proposal as non -responsive and shall act as a bar to award the contract to any proposer not possessing said license at the time of award. As provided for in Section 22300 of the California Public Contract Code, the Contractor may substitute securities for monies withheld by the City to ensure performance under the contract. 13. 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 http://www.dir.ca.gov/OPRL/DPreWageDetermination.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. 14. SUBCONTRACTORS. For all projects, the vendor must list any subcontractors/subconsultants 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 proposer must submit with their proposal 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 their request. 15. 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-21-22-12 Landscape Maintenance For Zones 24 & 25 City of Santa Clarita, California 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 proposers: Uploaded via BidNet (see Section C & E) ❑ Response File ❑ Notice to Proposers Regarding Contractual Requirements ❑ Exhibit A: Cost Proposal (submitted separately from the Response File) ❑ Exhibit 131: Additional Pricing (submitted separately from the Response File) ❑ Exhibit 132: Additional Pricing Continued ❑ Exhibit C: Violation Records ❑ Exhibit D: Proactive Approach Form ❑ Exhibit E: Designation of Subcontractors/Subconsultants ❑ Exhibit F: References ❑ Exhibit G1: Staff ❑ Exhibit G2: Staff Hours ❑ Exhibit H: Equipment Requirements ❑ Exhibit I: Certifications ❑ Exhibit J: Acknowledgement & Acceptance of Proposal's Scope of Work ❑ Exhibit K: Documents Checklist ❑ Maintenance Schedule(s) — Daily, Weekly, Monthly, Semi -Annual, Annual (see examples in Attachments A & B) ❑ Rotation Schedule (Maintenance Map showing frequency of work within designated areas/sections) ❑ All Signed Addendums (if any) The following documents must be provided by the AWARDEE ONLY (With Agreement) Delivered to City Hall, Attn: Martin McKnight ❑ Maintenance Agreement ❑ Insurance Required by Contract ❑ W-9 Form SECTION B Solicitation Information EVENT Solicitation advertisement Last day for questions Return of proposals Evaluations of proposals Interviews (if necessary) Contract award BACKGROUND SCOPE OF WORK PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California DATE October 7, 2021 October 27, 2021 November 4, 2021 November 4 - 12, 2021 November 4 - 12, 2021 December 14, 2021 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 quotes to support contract services are made regularly and often allow an opportunity for multiple zones to take advantage of economies ofscale. The City is currently soliciting quotes for the LIVID Zone 24 (Canyon Gate) & Zone 25 (Valle Di Oro) Areas. 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 24 (Canyon Gate) & Zone 25 (Valle Di Oro). All items in this Scope of Work, unless indicated as Additional Work, shall be considered as included in the monthly maintenance cost of this zone. Please consider this when submitting your quote. All items indicated as Additional Work shall be requested on an "as needed" basis. This Contract shall run for (2) year with the option for there (3) additional one (1) year renewals. 1. GENERAL REQUIREMENTS 1.1 The City of Santa Clarita (City) is soliciting sealed quotes from qualified landscape maintenance companies (Contractor) for the labor and equipment under the terms of this Request for Quote (RFQ), to provide for the maintenance services of designated landscaped areas within the boundaries of Landscape Maintenance District (LIVID) Zone 24 (Canyon Gate) & Zone 25 (Valle Di Oro) Areas and may include other nearby areas within the City of Santa Clarita. All items in this scope of work, unless indicated as Additional Work (Section 4), shall be considered as included in the monthly maintenance cost of each zone. Please consider this when submitting your quote. All items indicated as Additional Work shall be requested on an "as needed" basis. Quote # LMD-18-19-015 7 1.2 Contractor shall If all labor, equipment, materials, tools, services and special skills, i.e. Irrigation Specialists, Irrigation Assistants, Foreman, and Supervisors required for the provision of grounds, irrigation, and landscape maintenance services as set forth in this labor and equipment Scope of Work. The manpower required to provide the expected level of services indicated in this Scope of Work shall be supplied at all times, regardless of minimum manpower proposed. In the event seasonal and/or unforeseen circumstances warrant additional personnel to maintain this Scope of Work, Contractor shall provide additional resources at no additional cost. 1.3 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. 1.4 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 nothing but the highest of industry standards at no less than the frequencies provided in the quote submission by Contractor. 1.5 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.' 1.6 Contractor must provide labor and equipment for landscape, grounds and irrigation maintenance services including, but not limited to: a. 85% hand pruning and 15% mechanical; b. Fertilization; c. Trimming of, shrub areas, and ground cover; Quote # LMD-18-19-015 8 d. Irrigation; inspection, maintenance, and minor and major repairs, see section 24.1 thru 24.8 ; e. Hand watering (as necessary); f. Bleeding of valves necessary during emergencies and/or when automatic systems are not functioning properly; g. 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; h. Manual weed abatement; i. Chemical weed control; j. Disease control; k. Pest control; I. Mulching (City provided mulch/approx 450 cu yds); will be disbursed by Contractor at theirexpense; m. Maintenance of fire protection/fuel modification areas; n. Marking underground irrigation lines and other LIVID equipment upon Dig Alert notification and/or other requests; o. Traffic control (per Watch Manual) while working in the public right of way, medians, and parkways; p. 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%); q. Irrigation Specialist, Irrigation Assistant, Laborers and Foreman are provided as proposed at minimum and as necessary to provide the expected level of maintenance. r. Hardscape Maintenance (i.e.: sweeping or blowing down concrete & asphalt bike trails, gum and litter removal, crack and/or gutter weed abatement, and removal of weeds within 18" of a fence or wall); 1.7 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. Quote # LMD-18-19-015 9 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. 1.8 Contractor recognizes that during the course of this Agreement other activities and operations may be conducted by alternative contracted parties. These activities may include, but are not limited to: a. Landscape refurbishment; tree, shrub, and ground cover installation; b. Irrigation system refurbishment and/or repair; c. Construction and/or storm related operations; d. Emergency response operations; e. Electrical repairs; f. Tree Trimming / Tree planting / Tree counting; g. Concrete removal and replacement, block wall and brick repairs; h. Fence installation and repairs, wood, vinyl, and Crete Rail; i. Integrated pest management / Chemical applications totrees; j. Streetscape furniture cleaning and pressure washing of walkways and appurtenances. At the discretion of LIVID, the Landscape Maintenance Contractor may be required to modify or curtail specific tasks and operations within their maintenance contract. 1.9 When notified of a landscape or irrigation emergency during the hours and days of maintenance service as identified in Section 10, Contractor shall respond by phone and/or text message to the Landscape Maintenance District Monitor and/or Special Districts Office within fifteen (15) minutes of notification. When notified of an emergency outside of the normal hours and days of maintenance service, Contractor has thirty minutes to respond by phone or text to the Landscape Maintenance District Monitor and/or Special Districts. If personnel and equipment are necessary for the emergency, Contractor must have these resources available within 2 hours. Upon arriving at an emergency situation, it shall be the responsibility of Contractor to eliminate all unsafe conditions which would adversely affect the health, safety, or welfare of the public. See section 11 for consequences for failure to comply. Quote # LMD-18-19-015 10 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 quote response. The references shall demonstrate that the company (proposer) has a minimum of five (5) years' experience in the landscape maintenance field, experience maintaining site areas of twenty (20) acres or larger, and the ability to complete work of the type and scope being proposed under the terms of this contract. If necessary, more than three (3) references can be submitted to demonstrate these qualifications. While staff employed by the company's (proposer's) time and experience in the industry is beneficial, and will be considered in the overall scoring of the quote, 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 quote 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 quote 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 timeof quote submission. Quote # LMD-18-19-015 10 1.16 Contractor will be required to obtain and pay for any permits that maybe required for the performance of any tasks under this contract with the exception of oak tree permits. 2. LANDSCAPED AREAS TO BE MAINTAINED 2.1 The LMD areas to be maintained under the provisions of this Agreement are specifically identified in Attachment B. 2.2 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 LMD for any improvements or alterations to irrigation, and landscaped areas thereof. Contractor agrees to possessing the ability to maintain LMD areas within the provision of this quote, to the standards set forth herein, without modification, improvement, or alteration. 3. CERTIFICATIONS/REPORTS/RECORDS 3.1 Payroll and Prevailing Wage Report: Contractor shall complete a Payroll and Prevailing Wage Certification Report which shall be made available to LMD upon request. Contractor shall provide the required information in a form acceptable to Special Districts. The City is requesting that one monthly bill be submitted by Contractor to Special Districts for themaintenance. 3.2 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. 3.3 Certification of Specialty Type Maintenance: When applicable, Contractor shall include with the monthly invoice those specialty type maintenance items completed. The following information shall include but not be limited to: a. Quantity and complete descriptionof 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. 3.4 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. 3.5 Company Financial Records: Contractor may be required to supply the City with their financial records through a reputable independent auditor, such as Dunn & Bradstreet. 3.6 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 quote response from the awarded vendor that does not meet these requirements may be considered a non -responsive quote, and the City of Santa Clarita will proceed to the next qualified bidder. 3.7 Monthly Maintenance Report: At the end of each month, contractor will supply a report of the areas that were serviced during the rotation and where irrigation has been repaired/inspected. Said report shall be in a form and content acceptable to Special Districts. 4. ADDITIONAL WORK 4.1 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. 4.2 Prior to performing any additional (or extra) work, Contractor shall prepare and submit a written description of the work with an estimate including the hours and skill level of labor and a list of materials. This written description and estimate (or quote) 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. 4.3 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 quote to be approved by Special Districts. 4.4 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 quote 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 5.1 All damages resulting from Contractor's operation within the LIVID areas shall be repaired or replaced at Contractor's expense within 48 hours. 5.2 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. 5.3 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 mowingequipment 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 maybe 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 6.1 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. 6.2 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 7.1 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. 7.2 Whenever immediate action is required to prevent impending injury, death, or property damage to the LMD being maintained, Special Districts may authorize such action to be taken by a third -party work force and shall charge the cost thereof as determined by the Administrator, against Contractor, or may deduct such cost from an amount due to Contractor from Special Districts. 7.3 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 reasonabletimes. 7.4 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 8.1 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 actiontaken. 8.2 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. 8.3 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. 9. HOURS AND DAYS OF MAINTENANCE SERVICES 9.1 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 A) "2019 Holiday Schedule". This applies to all future Holiday Schedules. A work schedule shall be provided and approved in advance by Special Districts. No work will be performed on City Legal Holidays (Attachment A) unless authorized by Special Districts Administration in advance. Blowers, lawnmowers, chainsaws or other mechanical equipment with a decibel level above 65 decibels may not be used before 7:00 a.m. within the City of Santa Clarita. 9.2 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 10.1 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 quote, 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. 10.2 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. 10.3 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. 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 10.4 Failure to complete the work as scheduled or as specified herein may result in the following actions: a. A sum of up to five hundred dollars ($500.00) per day will be deducted and forfeited from payment to the Contractor for each instance where an item of work is not completed in accordance with the schedule or any portion of the Scope of Work herein. b. Deficiencies: An additional amount equal to the cost incurred by completion of the work by an alternate source, whether it be City forces or separate private contractor, even if it exceeds the contract unit price, will be deducted from the Contractor's invoice. c. These actions shall not be construed as penalty but as adjustment of payment to Contractor for only the actual work performed or as the cost to the City for inspection and other related costs from the failure by Contractor to complete the work according to the schedule or Scope of Work. 11. CONTRACTOR'S STAFF 11.1 Contractor shall provide additional personnel and increased frequency of work on site to satisfy daily and/or weekly requirements for high quality landscape maintenance regardless of the minimum staffing proposed. Contractor's staff MUST be employees of Contractor except Subcontractors identified in the response to this quote. 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. 11.2 Special Districts may at any time give Contractor written notice to the effect that the conduct or action of a designated employee of Contractor is, in the reasonable belief of Special Districts Staff, detrimental to the interest of the public using the premises, Contractor shall meet with representatives of Special Districts to consider the appropriate course of action with respect to such matter and Contractor shall take reasonable measures under the circumstances to assure Special Districts that the conduct and activities of Contractor's employees will not be detrimental to the interest of the public patronizing the LIVID covered under this Agreement. 11.3 LIVID staff reserves the right to require Contractor provide alternate staff members to supplement and/or replace staff that is determined to be performing below the expectations of LIVID. The City of Santa Clarita will maintain sole authority of determining if and when a staff members' performance falls below these standards. The request for replacement from City staff is not limited to field crewmembers but also extends to management, supervisors, and specialized staff. Upon request, Contractor shall provide appropriately qualified alternatives for selection by LIVID staff as necessary. 12. SIGNS/IMPROVEMENTS 12.1 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 13.1 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 14.1 Contractor shall not interfere with the public use of the LIVID areas covered under this Agreement, and shall conduct its operations as to offer the least possible obstruction and inconvenience to the public or disruption to the peace and quiet of the area within which the services are performed. 15. USE OF CHEMICALS 15.1 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. 15.2 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. 15.3 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. 15.4 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. 15.5 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. 15.6 All regulations and safety precautions listed in the "Pesticide Information and Safety Manual" published by the University of California shall be adhered to. 15.7 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 16.1 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. SHRUB AND GROUND COVER CARE 17.1 Contractor shall perform at his sole expense under the terms of this agreement the following services: a. Pruning: Manually select prune shrubs throughout the year to encourage healthy growth habits, and to encourage growth to the natural shape of the plant according to its species and appearance with the exception of roses, which shall be pruned no later than the end of January. Periodic pruning may be required to maintain consistent size, structure, and/or appearance of large groupings of the same species. All shrubs shall be free of dead wood, weak, diseased, insect infested and damaged limbs at all times. Removal of all clippings will be completed the same day pruning occurs. Pruning will not be completed while plants are flowering, during the emergence of new growth, or when high temperatures are present during the hottest time of the year (typically July -August) unless directed by Special Districts. No balls, squares or unusual shapes are permitted under this RFP. Selective pruning is required following the natural habit of the particular plant. Dead shrubs, not a result of third party negligence, will be removed and disposed of by Contractor at their cost. Shrubs to be pruned to stay below a height that is consistent with Scope of Work or as directed by Special Districts. b. Trimming: The growth of shrubs and ground cover will be restricted to areas behind curbs and walkways, and within planter beds by trimming, as necessary, or upon notice by Special Districts. All trimming practices are subject to change as directed by Special Districts. c. Disease and Insect Control: All LIVID areas are to be maintained free of disease and insects and treated when needed pursuant to Section 21. d. Weed Control: All ground cover and shrub beds are to be kept weed free at all times. Methods for control shall incorporate thefollowing: (1) Mulch application to 3" layer maximum (Removal on an as needed basis of existing/spent mulch may be required to insure the level of grade is kept below surrounding hardscapes and/or at an acceptable height as determined by LIVID staff. Such removal will be considered an extra and will require submittal of a quote and approval by LMDstaff.) (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. 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 dateof installation. f. 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 as needed. Fertilizer shall be appropriate for plant type and season (time of year) and approved by LIVID staff prior to installation. Contractor shall provide a fertilization schedule two (2) weeks prior to the proposed fertilization. g. Irrigation: Irrigation, including hand watering and manual bleeding of valves, is required in the event of an emergency situation and/or where automatic systems are not functioning as required. Irrigation practices described in Section 24 shall apply to trees, shrubs, turf, and ground cover. h. Diversion requirements: In keeping with State mandated requirements, the LIVID strives to exceed diversion obligations to keep green waste from the landfills. Contractor shall mulch and use on site 85% of the green waste generated by above referenced zones. Contractor requirements for this program shall include a Vermeer 1500 chipper or equivalent for use on site at a minimum of twice per week. j. Recycling: Recycling of plant debris by composting and/or maintaining a minimum 2- inch layer of mulch under all trees and around all shrubs/groundcover. A minimum 3- inch layer in all open areas is strongly encouraged. Mulch purchased by the LIVID will be disbursed with the above reauirements by Contractor who will rovide 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.) 18. TREE CARE 18.1 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 pick up truck may be considered Additional Work (See Section 4) at the discretion of Special Districts. (10) All tree wells in sidewalks within the LIVID Zone boundaries shall be kept weed free and mulched where applicable. b. Fertilization: May be required at the direction of Special Districts to apply fertilizer within drip line at least once per year (during the months of March or April) to provide a healthy color in all plants. Fertilizer should, at the direction of LIVID, be a balanced organic 10-6-4 ratio with trace element. Contractor shall provide Special Districts with two (2) weeks notification prior to the fertilizer application. c. Permits: If a permit is required for tree pruning, Contractor will obtain a permit prior to commencement of work by Contractor. d. Tree Replacement: All trees permanently damaged as a result of action or negligence by Contractor will be replaced as provided for under Section 5 with the identical species of tree existing previously, unless otherwise notified in writing by Special Districts. The need for and the size of replacement will be determined by Special Districts 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 consultedto ensure correct identification of species. All newly planted trees installed by Contractor are the responsibility of Contractor to maintain and guarantee healthy establishment for a period of one (1) year. Any trees installed by others will be the responsibility of the Contractor when special care or accommodations are reauired during the establishment period. e. Olive Tree Spraying: Ornamental olive trees shall be sprayed to prevent fruit set by use of "Maintain," "Floret" or other approved product. Two (2) applications shall be required 7-10 days apart. The first application shall be applied when % to % of the olive blooms are open (sometime between April 1 and May 10). Both spray applications shall be put on using a power sprayer with a minimum of 150 psi. pressure. The Landscape Maintenance District's Tree Maintenance contractor will provide most of the chemical applications to trees. If (landscape) Contractor provides this service it will be considered "Additional Work." Fireblight Treatment: Preventative Fireblight treatment for Pyrus Kawakamii to consist of spray application between October 1 and mid -November. Post treatment to consist of pruning out dead wood, sterilizing pruning tools after each cut. Preventative Fireblight treatment for Platanus to consist of two applications and possibly a third application, depending on the effectiveness of the previous application. The first application shall occur in February, during the budding stage. The second treatment shall occur in March, during the juvenile growth stage of the leaf. The third application shall occur in April if there is evidence of blight after mature growth of leaf. Materials used shall be of an approved type by the County Agriculture Department. If (landscape) Contractor provides this service it will be considered "Additional Work" (See Section 4). g. Oak Tree Pruning Permit: All cuts over 2 inches in diameter on Oak Trees will be done by the Landscape Maintenance Tree Maintenance contractor. All other cuts on Oak Trees shall be made to ISA standards with an Oak Tree Pruning Permit per City Municipal Code by (landscape) Contractor or their Subcontractor. Special Districts will procure Oak Tree Permits once work is approved. Tree Pruning/Trimming: All tree trimming/pruning will be done in accordance with the standards established by the International Society of Arboriculture (ISA) and ANSI300 Best Management pruning practices. i. Street Tree Wells: Contractor is responsible to keep all tree wells within the LIVID Zone boundaries weed -free and maintain tree well irrigation system in accordance with Section 24 of this Scope of Work. Mulching of tree wells is required as needed and/or as directed by Special Districts. 19. NATURAL, BRUSHED, MANUFACTURED, HYDROMULCHED SLOPE CARE 19.1 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. 19.2 Contractor at his cost shall be responsible for all inclusive weed abatement, maintaining the brushed slope areas throughout the year in accordance with the below - identified height of weeds, dead wood removal in accordance with the 100' clearance from dwellings or structures requirement or as otherwise pursuant to Los Angeles County Fire Code. A copy of current requirements can be referenced at the following website: https://www.fire.lacounty.gov/. 19.3 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. 19.4 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. 19.5 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 overa portion of a private lot. Consult with Special Districts for any questions regarding these areas. 19.6 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 hydro -seeded shall be kept weed free at all times and the use of chemicals is permitted. Planted slopes that were hydro -seeded 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. 20. USE OF INTEGRATED PEST MANAGEMENT (I.P.M.) 20.1 Materials (Biological insects) shall be at Contractor's cost plus no more than 15%, as necessary for integrated pest management (IPM) and Contractor at his expense under the terms of this agreement will provide the labor. a. Integrated Pest Management (IPM): Integrated pest management (IPM) is a pest management strategy that focuses on long-term prevention or suppression of pest problems with minimum impact on human health, the environment, and non - target organisms. Preferred pest management techniques include encouraging naturally occurring biological control; using alternate plant species or varieties that resist pests; selecting pesticides with a lower toxicity to humans or non -target organisms; adopting cultivating, pruning, fertilizing, or irrigation practices that reduce pest problems; and changing the habitat to make it incompatible with pest development. Pesticides are used as a last resort when careful monitoring indicates that they are needed according to pre -established guidelines. When treatments are necessary, the least toxic and most target -specific pesticides are chosen. Implementing an integrated pest management program requires a thorough understanding of pests, their life histories, environmental requirements, and natural enemies, as well as establishment of a regular, systematic program for surveying pests, their damage, and other evidence of their presence. IPM has been mandated on Federal property since 1996 by Section 136r_1 of Title 7, United States Code, and is cited in Title 41 of the Code of Federal Regulations (102-74.35) as a required service for agencies subject to the authority of the General Services Administration. Contractor will develop an IPM program for work covered by this statement of work. b. Chemical Application: All work involving the use of chemicals will be accomplished by a State of California Certified or Licensed pest control operator. A written recommendation by a person possessing a valid California Pest Control Advisor License is required prior to chemical application. c. Permits: All chemicals requiring a special permit for use must be registered by Contractor with the County Agricultural Commissioner's Office and a permit obtained 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 securelytamped to avoid moisture runoff entering the holes by the County Agricultural Department who will provide pest control for Special Districts. This procedure shall be followed in all areas, especially within all slope areas. Contractor is responsible for notifying Special Districts upon detecting a need for rodent control. 21. GENERAL CLEAN-UP 21.1 Contractor shall at his sole expense under the terms of this agreement perform the following services: a. Trash Removal: Contractor shall provide a trash pickup schedule for approval by Special Districts. Contractor shall pick up trash and accumulated debris from the site on a regularly scheduled rotation approved by LIVID staff in advance. Contractor may be required to remove small to medium sized trash and refuse (Furniture, appliances, etc.) which would fit into a standard pick-up truck. Waste disposal costs will be allowed for larger items as determined by Special Districts. Removal of larger items would be considered "Additional Work" and subject to the terms of 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 curb) at alltimes. c. Fence Clearance: Contractor is responsible for removal of weeds and grass from within 18" of any fence or wall within the areas under Contractor's maintenance at all times. d. Walkway and Crack Maintenance: Walkways & Bike Paths, 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. f. Diversion: Contractor will be responsible for creating and implementing a written program to divert a minimum of 85% all green waste from landfills. The program should include, but not be limited to, mulching and composting. Contractor shall report the total tons of green waste generated and the number of tons diverted from the landfill annually to the City's Environmental Services Office. The goal will be at least 85% diversion. g. Drainage Systems & Maintenance: The following services shall be provided by Contractor at their expense per Contract Agreement except as otherwise provided for: (1) All drains and catch basins shall be free of silt and other debris at all times. Contractor shall insure all drainage devices within LIVID are functioning properly at all times (2) All LIVID area surface drains ("V" ditches), shall be kept clear of debris at all times so that water will have an unimpeded passage to its outlet. Contractor will not flush dirt or debris into the storm drain system per the City's National Pollutant Discharge Elimination System (N.P.D.E.S.) permit. All debris will be collected and disposed of properly. (3) All LIVID area sub -surface drains (except storm drains), shall be periodically flushed with water to avoid build-up of silt and debris. All inlets to sub- surface drains shall be kept clear of leaves, paper, and other debris to ensure unimpeded passage of water. Every attempt will be made to prevent debris from continuing into the City's Storm Drain system including the use of sand bags, straw bales or other Best Management Practices (B.M.Ps) (4) If the sub -surface drainage backs up or is blocked due to lack of periodic flushing of silt and debris as stated above, Contractor shall be responsible at their cost for plumbing services to clear the drain. (5) Disposal of green waste or other debris into catch basins, drains or Storm Drains is prohibited. Such action could result in termination of maintenance contract. 22. MAINTENANCE INSPECTIONS 22.1 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.govoutreach.com/santaclarita/faq.php 22.2 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. 23. WATER MANAGEMENT AND IRRIGATION SYSTEM MAINTENANCE OR REPAIR 23.1 All irrigation systems within the LIVID areas designated in this Scope of Work will be repaired and maintained as required for operation by Contractor. Irrigation repairs, (not to include programming) are considered to be Additional Work or "extras". For all irrigation repairs, including main lines, all irrigation parts will be reimbursed at no more than a 15% mark up over Contractor's cost. Contractor must provide invoices upon request of Special District Staff. Failure to provide copies of invoices may result in delay of payments to Contractor. Contractor shall adhere to the Irrigation Association, Best Management Practices (BMP'S) at: httP://www.i rrigation.org/uploaded Files/Standards/BM PDesign-I nstaI I-Manage.3-18- 142. Pdf a. Scope of Responsibility: Contractor shall maintain (repair and/or replace as needed) and keep operable all irrigation equipment consistingof: (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 Responsibility: Contractor will be responsible for immediate maintenance (repair or replacement) of all irrigation systems. Contractor will be responsible at all times for hand watering and the bleeding of valves in emergency situations as required to sustain and prevent loss of turf, trees, shrubs, annuals, perennial plants, and ground covers or when automatic systems are not functioning Properly. d. Ordinances: All materials and workmanship will be in accordance with the applicable City Plumbing Ordinances. Where the provisions of the Scope of Work exceed such requirements, the Scope of Work shall govern. e. Controllers: Contractor will be responsible for the control of Smart Water Application Technologies (SWAT) certified weather -based controllers or equivalent, controller programming through Contractor's office via a 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 year. 23.2 Contractor will be responsible to complete the following WeatherTrak training through HydroPoint University. Proof of completion to be provided with quote submission. Additional trainings are available and participation isencouraged. Level 1— WeatherTrak Basic Systems Training 23.3 Controllers: a. All controllers shall be adjusted as needed for optimum performance considering the water requirements of each remote control valve (irrigation station). "Smart" or "weather based" controllers shall be configured to water in the "AUTO MODE" or "ET MODE" when available. Plant establishment periods do not apply to this requirement and should be scheduled accordingly. Contractor is responsible for adjusting the controller parameters/attributes in order to irrigate efficiently and each valve shall be customized for the needs of the plant material. Excessive watering or excessive runoff shall not be permitted. b. 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 LMD will provide a username/password for access. c. Response to WeatherTrak Alerts by category shall be made within the time frames listed below. Failure to comply with response times will be considered a deficiency and may be subject to a deduction from payment in the amount up to five hundred ($500.00) dollars for each instance where an alert is not resolved within the time frame. (1) Severe Alerts to be resolved within 24 hours. (2) Major Alerts to be resolved within 5 working days (3) Critical Alerts to be resolved in an acceptable timeframe to ensure health of plant material. d. Contractor will provide their own irrigation remote (receiver and transmitter) for control of the Rain Master, Calsense, LEIT (solar), WeatherTrak or other industry standard controllers not listed. The City requires the Promax universal irrigation remote or other "smart phone" technology for its use in field testing and operation of all irrigation systems for the LIVID areas. Use of this device will conserve water consumption, provide for more cost effective maintenance of irrigation systems, and assure all parties concerned that the automatic system is operating at maximum efficiency. Special Districts' inspectors may use this device in their inspections to verify that irrigation systems are functioning properly. The bleeding of valves and hand watering are to be used in emergency or testing situations, not for normal or day -to- day inspections. e. Consideration must be given to the soil conditions, seasonal temperatures, wind conditions, slope, humidity, and the relationship of conditions which affect irrigation. This may include daytime watering during winter weather to prevent icy conditions and manual operation of the irrigation system during periods of windy or inclement weather. During freezing and/or windy conditions, automatic irrigation shall be paused until normal conditions exist. No watering medians in windy conditions, to avoid drift and wetting vehicles. f. Contractor shall be responsible for data input with regards to irrigation station reference in the programming function of the central server or at the controller. Example: Station 1 - SE Corner of parking lot, Turf NW of restroom, Shrubs on large slope, etc. g. In areas where wind creates problems of spraying water into private property or road right-of-ways, the controllers shall be set to operate during the period of lowest wind velocity which would normally occur at night (between the hours of 9:00 p.m. and 7:00 a.m.). h. Contractor shall be responsible for monitoring all irrigation systems within the jurisdiction of this Specification and correct for coverage, adjustment, clogging of lines, and removal of obstacles, including plant materials which obstruct the spray. Monitoring shall be scheduled for all systems at minimum 1x monthly. i. Check systems, as needed, for optimum performance and adjust and/or repair any sprinkler heads causing excessive runoff, including slope areas, or which throw directly onto roadway paving or walks (where sprinkler heads can be adjusted). j. Contractor is to maintain the watering schedule in "AUTO" mode which will equal the evapotranspiration rate based on topography, soil type, plant material, season or climatic factors. Contractor shall notify The City of Santa Clarita of any schedule changes. 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 alltimes. n. Contractor is responsible for maintenance of the interiors of controller enclosures and shall be kept clean free of debris and pests, regardless of condition(s) at time of contract award. o. Contractor shall be responsible to notify The City of Santa Clarita of any additional water requirements to the landscape which is outside of the "AUTO" scheduled program application. p. It is the responsibility of Contractor to keep the plant material alive. If this requires an extra application of irrigation water, Contractor is to make the necessary adjustments and immediately notify The City of Santa Clarita upon doing so. q. Only The City of Santa Clarita staff, City Monitors, Contractor Supervisor/ Foreman or Irrigation Technician will have access to all controllers. Enclosures will be locked/padlocked at all times. r. Contractor shall test the soil in turf and groundcover areas and around all trees and shrubs monthly or as necessary with soil probes to determine that the proper amount of water is being applied at all times. This information should be used to adjust watering times on the controller and supplemental hand or deep watering as necessary. s. Contractor shall make adjustments to the water programs to compensate for irrigation heads on each system, soil type and permeability, wind condition, orientation to the sun, air temperature, season, and logistical considerations t. Once the irrigation system has been adjusted to only irrigate the planting areas it was designed to irrigate, Contractor shall then monitor the irrigation watering application time to determine the length of time each system runs until irrigation runs off the landscape area. This information will then be used to establish "cycle & soak" parameters. u. The maximum run time should then be set a minimum of one minute less than the time it takes for run off to occur. This will establish the maximum run time for each valve, with full sun exposure. Adjust valves with partial shade or full shade to have less run time than the systems in full sun. v. It is required that soil conditions be constantly monitored with a soil probe to insure that over -saturation of the soil does not occur. w. In addition to the soils condition, the individual plant material requirements must be taken into account. As the plant material becomes established, a reduction in the frequency of watering should be implemented to harden -off the plant material while maintaining it in a healthy condition. 23.4 Operation of System: 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. Contractorwill 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 optimumgrowth. 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 plant materials in a healthy condition. Overly wet or dry conditions should not be permitted to develop. p. Once a year, Contractor shall clean all controller cabinets and valve boxes, remove intruding soil and replace gravel as needed. q. Testing, certification and service of the backflow prevention devices on the irrigation systems shall be done by a certified tester as provided by The City of Santa Clarita. r. Contractor shall not repair, manipulate or remove backflow devices unless prior authorization has been received by a City of Santa Clarita representative. However, Contractor is permitted to make use of shutoff valves located on or near backflow devices in the event of a mainline break and/or maintenance. s. Contractor shall notify the LMD office immediately should a backflow prevention device malfunction occur. t. Landscape Maintenance District Consultants/Inspectors/City staff will spot check controller schedules on each inspection of a district to assure compliance with irrigation program standards. Contractor shall conduct a complete irrigation system inspection for each district at minimum of twice ayear. u. Contractor shall observe and note any deficiencies occurring from the original design and review these findings with Special Districts, so necessary improvements can be considered. 23.5 Repairs: a. All pop-up heads should be assembled on triple swingjoints. b. When irrigation heads, risers, nozzles, etc. break, they will be replaced with like for like irrigation heads. Uniformity is of the utmost importance. c. All remote control valves shall be Superior 950DW brass valves unless other(s) are accepted by LMD staff. d. Contractor shall repair all leaking or defective valves immediately upon occurrence, or within 24 hours following notification from LMD of such adeficiency. e. Malfunctions of any nature which are deemed to be the fault of materials or workmanship still covered under original installation guarantee shall be reported immediately to The City of Santa Clarita. f. Contractor shall submit itemized irrigation invoices for repairs, per LMD Zone on an as needed basis. g. Repair logs shall be maintained and will include date of repair, nature of repair, and itemized list of materials for clarity. Site map/photo documentation to illustrate location of repair, photo of site condition, and work completed shall be included with repair log(s). 23.6 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. 23.7 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. 24.8 Water Budgets: In order to ensure efficient and responsible water management with regards to landscape irrigation, the City of Santa Clarita Special Districts office may require the following: When water budgets have been established for each individual service area within a Landscape Maintenance District Zone (specifically water meter and/or point of connection), Contractor shall not exceed the Maximum Applied Water Allowance (MAWA) as established by State Assembly Bill 1881, Model Water Efficient Landscape Ordinance (MWELO). http://www.water.ca.eov/wateruseefficiency/landscapeordinanceL 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. 24. MAINTENANCE AND REPAIR OF HARDSCAPE, SERVICE ROADS, AND DRAINAGESYSTEMS 24.1 Hardscape surfaces, walkways, bike paths, 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 quote submission without written approval of Special Districts Staff. Any unsafe condition of a walkway or service road shall be reported immediately to the LIVID Monitor or directly to City Staff. a. Contractor may be responsible for total replacement or repair of hardscaping and/or plant replacement if damage occurs due to Contractor's negligence or by accidental damage within maintenance operation. b. Contractor shall be responsible for sweeping/blowing all hardscape surfaces within the contract boundaries on a regularly scheduled routine approved by LIVID Staff or as requested by Special Districts. All debris must be collected and removed. c. Disposal of debris by blowing into roadways, sidewalks, or other areas is prohibited and may be cause for contract termination or a deduction in payment as described in Section 10.04 a. 25. GRAFFITI ERADICATION AND CONTROL 25.1 Contractor may be responsible to remove small amounts of graffiti (license plate size) as it appears upon any of the walkways, paseo overpasses and underpasses, walls, fences, or any appurtenant structures or equipment within the areas under Contractor's maintenance. Special Districts Monitor will be informed of all graffiti immediately upon discovery. Contractor is required to input graffiti information into the City's reporting systemat: http://www.santa-clarita.com/city-hall/departments/administrative- services/technology- services/egraffiti 25.2 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. 26. DECOMPOSED GRANITE 26.1 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 quote provided to bring the area back to an acceptable condition. RESPONSE FORMAT AND SELECTION CRITERIA PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California 1. RESPONSE FORMAT - The organization of the response and cost files is described in this section of the RFQ. All potential vendors must follow this format. 1.1. RESPONSE FILE: 1.1.1. Introduction - A general introduction and description of the quote shall be provided. The format of the introduction is at the discretion of thecontractor. 1.1.2. Background - Provide insight to your company and its resources. Explain the company background and philosophy and what qualifies this company to be a successful candidate for the City's contract. 1.1.3. Scope of Work - Describe the work program. Identify how the objectives of the specifications will be performed. Relate the business practices to the specific tasks required and explain the proposed method for adhering to the landscape maintenance requirements. Include contractor's approach to the areas of pro -activeness, responsiveness, familiarity with common concerns of the LIVID areas, problem resolution, and any other areas that explain how the work will be performed and managed. 1.1.4. Schedule - Describe the time schedule for each proposed task and area rotation. Provide staff descriptions and quantity on daily, weekly, monthly, and seasonal timelines. Proposed work periods and completion dates, as well as any anticipated meeting dates, should also be identified. 1.1.5. Personnel, Equipment, and Facilities - Describe the personnel qualifications, equipment to be provided, and numbers of both dedicated to the areas for this contract. Explain/show the reasoning for the type, number and composition of staff and equipment for this contract and how the cost of such provides adequate or superior value to the contract. 1.1.6. Exhibits - These documents are required and can be referred to throughout the quote documentation. However, expansion on all aspects listed above is stronglyencouraged. 1.1.6.1. Exhibit A — Cost Quote Pricing must be entered into line items section of BidNet. 1.1.6.2. Exhibit B1 & B2—Additional Pricing 1.1.6.3. Exhibit C— Violation Records 1.1.6.4. Exhibit D — Proactive Approach Form 1.1.6.5. Exhibit E — Designation of Subcontractors -if none, write "n/a'; Do NOT leave blank 1.1.6.6. Exhibit F — References Page 1.1.6.7. Exhibit G1 & G2 — must be completed (use additional sheets if needed) 1.1.6.8. Exhibit H — Equipment Requirement Acknowledgment 1.1.6.9. Exhibit I — Certifications: Required certificates/licenses- 1.1.6.9.1. Proof of Contractor's License — license number willsuffice 1.1.6.9.2. Required certificates/qualifications (as identified in solicitation including, but not limited to, Contractor's License C27, WeatherTrak training completion) 1.1.6.10. Exhibit J — Acknowledgement & Acceptance of Specifications 1.1.6.11. Exhibit K — Documents Checklist 1.1.6.12. Maintenance Schedules)— Daily, Weekly, Monthly, Semi -Annual, Annual (see examples in Attachments Al &A2) 1.1.6.13. Rotation Schedule (Maintenance Map showing frequency of work within designated areas/sections) 2. QUOTE EVALUATION AND CONTRACTOR SELECTION - An evaluation panel comprised of representatives from the requesting department will evaluate all quotes to determine responsiveness to the RFQ. The panel will recommend the selection of the responsible Proposer whose quote is most advantageous to the City. Accordingly, the City may not necessarily make an award to the Proposer with the highest technical ranking nor award to the Proposer with the lowest Price Quote if doing so would not be in the overall best interest of the City. The overall criteria are listed below. As quotes are considered by the City to be more equal in their technical merit, the evaluated cost or price becomes more important so that when technical quotes are evaluated as essentially equal, cost or price may be the deciding factor. 2.1. Selection Criteria 2.1.1.Value: Cost in relation to manpower. What makes the contractor the best candidate to provide the services requested. (Includes but not limited to Exhibits A, B1, B2, D, GI-G2) 2.1.2.Team Composition: Contractor qualifications, staff qualifications, and number of staff provided. (Includes but not limited to Sections 1.06, 1.12, & 1.15, Exhibits E & GI-G2) 2.1.3.Rotation Schedule: Use and mobilization of resources. Proposed timeline to service all areas. (Includes but not limited to as described in Section 1.06 & 10, & Attachments A & B) 2.1.4.Acknowled2ement & Successful Understanding of Bid/RFO Scooe of Work: Proposed method and guidelines for adhering to the landscape maintenance requirements to include but not limited to: Description and clarity of approach in the areas of pro -activeness, responsiveness, familiarity with common concerns of the LMD areas and problem resolution. (Includes but not limited to Exhibits D &J) 2.1.5.Cost of services provided (Exhibits A & B1-B2) 2.1.6.References (Included but not limited to Exhibits C, F & 1) 2.2. During the selection process, the evaluation panel may wish to interview bidders with scores above a natural break. Should an interview process take place the results of the interview will carry great weight in the selection process. The City reserves the right to make a selection solely on the basis of the quotes without further contact. SECTION C Forms NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California 1. SUMMARY OF CONTRACT REQUIREMENTS a. A contract is required for any service performed on behalf of the City. 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. ii. 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 bid closing 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: Fringe Benefit Statement Contract/Proposal No: Project Name: Date: INSTRUCTIONS: Fringe Benefit rates can be used for checking payrolls or applied to Force Account work which may be done on the above contract the hourly rates for fringe benefits, subsistence and/or travel allowance payment (as required by collective bargaining agreements) made for employees on the various classes of work are tabulated below. THIS DOCUMENT CONTAINS PERSONAL INFORMATION AND, PURSUANT TO CIVIL CODE 1796.21, IT SHALL BE KEPT CONFIDENTIAL IN ORDER TO PROTECT AGAINST UNAUTHORIZED DISCLOSURE. Classification: Effective Date: Subsistence or Travel Pay: Health and Welfare $ Trust Fund Paid to:(Name) Address: Pension $ Trust Fund Paid To:(Name) Address: Vacation/Holiday $ Trust Fund Paid to:(Name) Address: Training $ Trust Fund Paid To:(Name) Address: Other $ Trust Fund Paid To:(Name) Address: Classification: Effective Date: Subsistence or Travel Pay: Health and Welfare $ Trust Fund Paid to:(Name) Address: Pension $ Trust Fund Paid To:(Name) Address: Vacation/Holiday $ Trust Fund Paid to:(Name) Address: Training $ Trust Fund Paid To:(Name) Address: Other $ Trust Fund Paid To:(Name) Address: Classification: Effective Date: Subsistence or Travel Pay: Health and Welfare $ Trust Fund Paid to:(Name) Address: Pension $ Trust Fund Paid To:(Name) Address: Vacation/Holiday $ Trust Fund Paid to:(Name) Address: Training $ Trust Fund Paid To:(Name) Address: Other $ 1 Trust Fund Paid To:(Name) Address: Supplemental statement must be submitted during the progress of work should a change in rate of any of the classifications be made. I CERTIFY THAT THE FRINGE BENEFIT PAYMENTS ARE MADE TO THE APPROVED PLANS, FUND OR PROGRAMS LISTED ABOVE. City of Santa Clarita Form HC-50 FIBS (Contractor/Subcontractor) By (Name and Title) Signature SECTION D Sample Contract SAMPLE CONTRACT MAINTENANCE AGREEMENT BETWEEN THE CITY OF SANTA CLARITA AND FOR THIS MAINTENANCE AGREEMENT ("Agreement") is made by and between the CITY OF SANTA CLARITA, a general law city and municipal corporation ("CITY") and ("CONTRACTOR"). The Parties agree as follows: 1. CONSIDERATION. A. As partial consideration, CONTRACTOR agrees to perform the work listed in the SCOPE OF SERVICES, below; and B. As additional consideration, CONTRACTOR and CITY agree to abide by the terms and conditions contained in this Agreement; and C. As additional consideration, CITY agrees to pay CONTRACTOR an amount as set forth in the attached Exhibit " ," which is incorporated by reference, for CONTRACTOR's services. CITY will pay such amount promptly, but not later than thirty (30) days after receiving CONTRACTOR's invoice. 2. TERM. The term of this Agreement will be from , to The Agreement may be renewed upon mutual consent of the parties. 3. SCOPE OF SERVICES. A. CONTRACTOR will perform services listed in the attached Exhibit " " B. CONTRACTOR will, in a workmanlike manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONTRACTOR by this Agreement. C. CONTRACTOR guarantees each portion of the services as installed against defective materials and workmanship for a period of one (1) year from date of CITY's written acceptance of the work. Promptly upon CITY's request within that one (1) year period, CONTRACTOR agrees to correct by repair or replacement without charge to CITY any defects which may appear in the work or any portion thereof. Notwithstanding the foregoing, all guarantees and warranties obtained by CONTRACTOR from manufacturers and vendors of equipment used in the performance of the services shall be extended to CITY's benefit for the full limit of their terms. 4. PREVAILING WAGES. A. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS. No contractor or subcontractor may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code Section 1771.1(a)]. No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. B. PREVAILING WAGES. If 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 http://www.dir.ca.gov/OPRL/DPreWageDetermination.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. C. FEDERAL PREVAILING WAGE. If this is a federally funded project and the Davis Bacon Act will be enforced. The current General Decision of wage determinations issued by the United States Department of Labor is set forth at the following website address: https://beta.sam.gov/. If there is a difference between the prevailing wage rate determined by the Department of Labor and the prevailing wage rate predetermined by the Director of Industrial Relations for similar classifications of labor, the Contractor and its Subcontractors shall pay not less than the higher prevailing wage rate. The Agency will not accept lower State prevailing wage rates not specifically included in the Federal prevailing wage determinations. This includes "helper" (or other classifications based on hours of experience) or any other classification not appearing in the Federal prevailing wage determinations. Where Federal prevailing wage determinations do not contain the State prevailing wage rate determination otherwise available for use by the Contractor and Subcontractors, the Contractor and Subcontractors shall pay not less than the Federal prevailing wage rate which most closely approximates the duties of the employee(s) in question. The prevailing wage rate for any classification not listed by the Department of Labor or the Director of Industrial Relations, but which may be required to execute the Contract, shall be in accord with specified rates for similar or comparable classifications or for those performing similar or comparable duties, within the Agency's determinations. D. Protection of Resident Workers The City of Santa Clarita actively supports the Immigration and Nationality Act (INA), which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification Form (I-9). The Contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. 5. FANHLIARITY WITH WORK. A. By executing this Agreement, CONTRACTOR represents that CONTRACTOR has: Thoroughly investigated and considered the scope of services to be performed; and ii. Carefully considered how the services should be performed; and iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement. B. If services involve work upon any site, CONTRACTOR warrants that CONTRACTOR has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder. Should CONTRACTOR discover any latent or unknown conditions that may materially affect the performance of the services, CONTRACTOR will immediately inform CITY of such fact and will not proceed except at CONTRACTOR's own risk until written instructions are received from CITY. C. CONTRACTOR represents that the CONTRACTOR agrees to comply with all applicable federal and state workplace and employment laws including those that relate to minimum hours and wages, occupational health and safety, workers compensation insurance and state, county and local orders. 6. INSURANCE. A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONTRACTOR will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below: Type of Insurance Commercial general liability: Business automobile liability Workers compensation Limits combined single) $1,000,000 $1,000,000 Statutory requirement B. Commercial general liability insurance will meet or exceed the requirements of ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name City, its officials, and employees as "additional insureds" under said insurance coverage and to state that such insurance will be deemed "primary" such that any other insurance that may be carried by City will be excess thereto. Such insurance will be on an "occurrence," not a "claims made," basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to City. C. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 0106 92, including symbol 1 (Any Auto). D. CONTRACTOR will furnish to City duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement, endorsements as required herein, and such other evidence of insurance or copies of policies as may be reasonably required by City from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of "A:VII." Certificate(s) must reflect that the insurer will provide thirty (30) day notice of any cancellation of coverage. CONTRACTOR will require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word "endeavor" with regard to any notice provisions. E. 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 CONTRACTOR for CITY. F. Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance required by this Agreement, City may obtain such coverage at CONTRACTOR's expense and deduct the cost of such insurance from payments due to CONTRACTOR under this Agreement or terminate. In the alternative, should CONTRACTOR fail to meet any of the insurance requirements under this agreement, Ci . may cancel the Agreement immediately with no penalty_ G. Should Contractor's insurance required by this Agreement be cancelled at anypoint prior to expiration of the policy, CONTRACTOR must notify City within 24 hours of receipt of notice of cancellation. Furthermore, CONTRACTOR must obtain replacement coverage that meets all contractual requirements within 10 days of the prior insurer's issuance of notice of cancellation. CONTRACTOR must ensure that there is no lapse in coverage. 7. TIME FOR PERFORMANCE. CONTRACTOR will not perform any work under this Agreement until: A. CONTRACTOR furnishes proof of insurance as required under Section 6 of this Agreement; and B. CITY gives CONTRACTOR a written Notice to Proceed. C. Should CONTRACTOR begin work in advance of receiving written authorization to proceed, any such professional services are at CONTRACTOR's own risk. 8. TERMINATION. A. CITY may terminate this Agreement at any time with or without cause. B. CONTRACTOR may terminate this Agreement upon providing written notice to CITY at least thirty (30) days before the effective termination date. C. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated. D. By executing this document, CONTRACTOR waives any and all claims for damages that might otherwise arise from CITY's termination under this Section. 9. INDEMNIFICATION. CONTRACTOR agrees to indemnify and hold CITY harmless from and against any claim, action, damages, costs (including, without limitation, attorney's fees), injuries, or liability, arising out of the performance of this agreement by CONTRACTOR. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, arising out of performance by CONTRACTOR of services rendered pursuant to this Agreement, CONTRACTOR will defend CITY (at CITY's request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or costs incurred in defense otherwise. 10. INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree that CONTRACTOR will act as an independent contractor and will have control of all work and the manner in which is it performed. CONTRACTOR will be free to contract for similar service to be performed for other employers while under contract with CITY. CONTRACTOR is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONTRACTOR as to the details of doing the work or to exercise a measure of control over the work means that CONTRACTOR will follow the direction of the CITY as to end results of the work only. 11. NOTICES. A. All notices given or required to be given pursuant to this Agreement will be in writing and may be given by personal delivery or by mail. Notice sent by mail will be addressed as follows: To CITY: City of Santa Clarita ATTN: Kenneth W. Striplin, City Manager 23920 Valencia Boulevard, Suite 300 Santa Clarita, CA 91355 To CONTRACTOR: B. When addressed in accordance with this paragraph, notices will be deemed given upon deposit in the United States mail, postage prepaid. In all other instances, notices will be deemed given at the time of actual delivery. C. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. 12. TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a Taxpayer Identification Number. 13. WAIVER. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character, nor will it be deemed to constitute a continuing waiver. 14. CONSTRUCTION. The language of each part of this Agreement will be construed simply and according to its fair meaning, and this Agreement will never be construed either for or against either party. 15. SEVERABLE. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect. 16. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement. 17. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County. 18. AUTHORITY/MODIFICATION. This Agreement may be subject to and conditioned upon approval and ratification by the Santa Clarita City Council. This Agreement is not binding upon CITY until executed by the City Manager. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written agreement. CITY's City Manager may execute any such amendment on behalf of CITY. 19. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement, agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by facsimile transmission. Such facsimile signature will be treated in all respects as having the same effect as an original signature. 20. EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity between any provision of this Agreement, its attachments, the purchase order, or notice to proceed, the provisions of this Agreement will govern and control. 21. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, war, terrorist act, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties' control, then the Agreement will immediately terminate without obligation of either parry to the other. 22. ENTIRE AGREEMENT. This Agreement and its one attachment constitutes the sole agreement between CONTRACTOR and CITY respecting maintenance. To the extent that there are additional terms and conditions contained in Exhibit " " that are not in conflict with this Agreement, those terms are incorporated as if fully set forth above. There are no other understandings, terms or other agreements expressed or implied, oral or written. 23. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws and regulations including, without limitation, CITY's conflict of interest regulations. 24. ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE. The Parties agree that this Agreement may be transmitted and signed by 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. (SIGNATURES ON NEXT PAGE) IN WITNESS WHEREOF, the parties hereto have executed this contract on this date of FOR CONTRACTOR: Print Name & Title Date: FOR CITY OF SANTA CLARITA: KENNETH W. STRIPLIN, CITY MANAGER IM City Manager Date: APPROVED AS TO FORM: JOSEPH M. MONTES, CITY ATTORNEY City Attorney Date: IF CORPORATION: By: Print Name & Title Date: EXHIBIT A: PRICING SCHEDULE PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California Use this form for reference ONLY. Pricing must be entered into line items section of PlanetBids. If the number entered on this page or the total entered on page one of the quote response conflicts with what is entered on PlanetBids, the number entered on PlanetBids shall govern. The overall lowest, responsible, responsive bidder will be awarded the contract for Zone 24 & Zone 25 However, the LIVID reserves the right to award any number of Sites (from items # 1-2) within the 120 day price holding period. Item No./Project Site 1. Zone 24 (Canyon Gate) 2. Zone 25 (Valle Di Oro) Monthly Maintenance Cost Total Annual Cost a) xl2mos b) a) xl2mos b) 3. Total (add lines 1 through 2) $ EXHIBIT 1131: ADDITIONAL PRICING PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clorito, California Do NOT include this pricing in the cost of your bid response. Pricing and Billing Schedule Detail Hourly labor rates to be used in performing the work required in the specifications for annual landscape maintenance. These rates will not be used in evaluating the bid, but shall be used in evaluating cost estimates for "additional" or "extra" work requested by the City under this contract when applicable. Extra/Additional work by the CONTRACTOR, shall not exceed the D labor rates as listed below: Skill Level Hourly Cost After -Hour Emergency (Based on DIR Published Rates) Irrigation Laborer $ per hour $ per hour Landscape Laborer $ per hour $ per hour QAC/QAL Herbicide and Pesticide Applicator $ per hour $ per hour Please fill in the hourly cost for services based on the appropriate DIR cost. Please initial to verify acknowledgement of labor rates (initial) EXHIBIT 1132: ADDITIONAL PRICING CONT. Fill out this form completely and upload it with your quote. In the event any mathematical discrepancies are found in the pricing forms submitted, the unit price shall govern. Do NOT include this pricing entered on BidNet. Please list the unit price for labor, EXCLUDING part/material costs, for the following tasks. These rates will not be used in evaluating the quote, but may be used in evaluating cost estimates for additional work requested by the City under this contract. EXTENDED PRICE LINE DESCRIPTION UNIT OF UNIT PRICE QUANTITY (unit price x quantity) MEASURE Price for maintenance of 1 square foot 500 sq. ft. 1 landscape with turf. Price for maintenance of 1 square foot 1000 sq. ft. 2 landscape with trees, shrubs, and ground cover. 3 Price for maintenance of 1 square foot 500 sq. ft. landscaped, irrigated slope. Please list the unit price for all-inclusive labor and material costs, for the following tasks. These rates may be used in evaluating cost estimates for additional work requested by the City under this contract. Shrub/tree should be appropriate to the designated container size. LINE DESCRIPTION UNIT OF UNIT PRICE QUANTITY EXTENDED PRICE (unit price x quantity) MEASURE 4 Installation of shrub. One gallon 5 5 Installation of shrub. Five gallon 5 6 Installation of shrub. Fifteen gallon 5 7 Installation of tree. Fifteen gallon 5 g Installation of tree. Twenty-four 2 inch (24") box ATTACHMENT B (ZONE 25- VALLE DI ORO)) EXHIBIT C: VIOLATION RECORDS PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California 1) In the year of 2020, what was the longest stretch of days worked without an accident in the landscape maintenance division? 2) Please provide any sustained complaints made to your company within the past four (4) years to Cal -OSHA. 3) Please provide any sustained complaints made to your company within the past four (4) years to the California State Contractor Board in regards to your C-27license. EXHIBIT D: PROACTIVE APPROACH FORM PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California Please explain what policies or procedures you and your company will provide to insure your team will proactively identify deficiencies, suggest solutions, and execute resolution? What makes your company the best for this service area and how does your company stand out from others? *Attach additional pages as necessary. EXHIBIT E: DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California 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: Q�S IS 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�Yes IS Annual Gross Receipts: Location and Place of Business Bid Schedule Item No's: Description of Work License No. Exp. Date: / / 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 ofthe Labor Code. It is not a violation ofthis section for an unregistered contractorto 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. EXHIBIT F: REFERENCES PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California The following are the names, addresses, and telephone numbers of three public agencies for which the proposed company has performed work of a similar scope and size within the past five (5) years. The references shall demonstrate that the company (proposer) has a minimum of five (5) years' experience in the landscape maintenance field, experience maintaining site areas of twenty (20) acres or larger, and the ability to complete work of the type and scope being proposed under the terms of this contract. If necessary, more than three (3) references can be submitted to demonstrate these qualifications. If the instructions on this form conflict with the references requested in the scope of work, the scope of work shall govern. Complete this form out accordingly. Fill out this form completely and upload it with your proposal. 1. Name and Address of Owner/Agency Name and Telephone Number of Person Familiar with Project Contract Amount Type of Work Date Started Date Completed 2. Name and Address of Owner /Agency Name and Telephone Number of Person Familiar with Project Contract Amount Type of Work Date Started Date Completed 3. Name and Address of Owner /Agency Name and Telephone Number of Person Familiar with Project Contract Amount Type of Work Date Started Date Completed The following are the names, addresses, and telephone numbers of all brokers and sureties from whom BIDDER intends to procure insurance bonds: EXHIBIT G1: STAFF PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California Provide information on any and all applicable crewmembers. This includes the supervisor, crew foreman, certified arborist (if applicable), cherrical applicator, irrigation specialist, etc. I] Narr Li cen ses/Ce rtificates Titl 2] Naire Job Title Licenses/Ce 3) Nam Li ten ses/Ce rtificates Job 4) Name Job Title Li ten ses/Ce rtificates 5) Name Job Title Licenses/Ce 6) Nam L i cen se s/Ce rti fi c at es 7) Narre Job Title Li tenses/Ce rtificates 8) Name EXHIBIT G1 (Continued) PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California Job Title Licenses/Certificates 9) Name Job Title Licenses/Certificates 10) Name Licenses/Certificates 11) Name Licenses/Certificates 12) Name Licenses/Certificates 13) Name Licenses/Certificates 14) Name Licenses/Certificates 15) Name Job Title Job Title Job Title Job Title Job Title Job Title Licenses/Certificates *Attach additional pages as necessary for additional personnel. EXHIBIT G2: STAFF HOURS PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California Supervisors Crewmember Title Qty- of Weekly Hours Crewmem ber Title Qty- of Weekly Hours Crewmember Title Qty- of Weekly Hours Crew #1 Grewmem ber Titl City_ of Weekly Hours Crewmember Title Qty- of Weekly Hours Crewmem ber Title Qty- of Weekly Hours Crewmem ber Title Qty- of Weekly Hours Crewmember Title Qty- of Weekly Hours Crew #2 Crewmember Title Qty- of Weekly Hours Grewmem ber Title Qty- of Weekly Hours Crewmember Title Qty- of Weekly Hours Crewmember Title Qty- of Weekly Hours trewrnernber Title Qty_ of Weekly Hours Specialty Positions Crewmember Title Qty_ of Weekly Hours Crewmem ber Title Qty_ of Weekly Hours Specialty Positions Crewmem ber Title Qty- of Weekly Hours Grewmem ber Title Qty_ of Weekly Hours *Attach additional pages as necessary for additional personnel. EXHIBIT H: EQUIPMENT REQUIREMENTS PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California Additional equipment requirements for work within proposed Landscape Maintenance District or the ability of Contractor to rent/lease at no additional cost: • Proper equipment required to perform pruning tasks including hand pruners, loppers, saws, pole pruners and chainsaws • Commercial Grade Battery Powered Leaf Blowers • All maintenance supplies for proper equipment operation • Garden Spading Forks • Shovels • Rakes • Scoop Shovels (various sizes and shapes) • Commercial Grade Chipper • Safety equipment such as head, eye, and ear protection, work boots. Body protection such as chaps should also be used when operating chainsaws • Irrigation controller remotes and transmitters; particularlyWeatherTrak • All the required tools and equipment to make minor and major irrigation repairs • All traffic control signs mechanical and stand alone, barricades, cones, vests all equipment and safety wear shall be Cal -OSHA approved Please initialto verify acknowledgement of equipment requirements- (initial) EXHIBIT I: CERTIFICATIONS PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California Provide information on the certified arborist, chemical applicator, irrigation specialist, cre, foreman. including name, certification and whether staff or subcontractor. Staff 21 T 4) 51 7} 8) a' 10) EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF PROPOSAL SCOPE OF WORK PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California By providing the three (3) required signatures below, the Contractor acknowledges full understanding, complete agreement to, and accepts in its entirety, all Proposal Specifications for the Annual Maintenance Contract for Landscape Maintenance Zone 20 (Golden Valley Commercial) and Zone 21 (Golden Valley Residential). The Contractor will be expected to perform maintenance practices and uphold the standards herein to the established specifications throughout the length of the contract. *Supervisor's Signature: Date: *Estimator's Signature: Date: *Owner's Signature: Date: *All three signatures required EXHIBIT K: DOCUMENTS CHECKLIST PROPOSAL # LMD-21-22-12 Landscape Maintenance for Zones 24 & 25 City of Santa Clarita, California In addition to the items requested for the proposal the following documents are required to be completed and submitted by the proposer. DO NOT send more information than is requested. DO send the REQUESTED information. With RFP Proposal (All Bidders) o Request for Proposals page filled out o Any addendum published through BidNet — signed form and acknowledgement through Bid Net o Cost File - Exhibit A— Cost Proposal (must be submitted separately from Response File oneidNet) o Exhibit B1 & B2 — Additional Pricing (must be submitted separately from Response File oneidNet) o Response File o Exhibit C — Violation Records — must be completed o Exhibit D — Proactive Approach Form — must be completed o Exhibit E — Designation of Subcontractors/Subconsultants — if none, write "n/a"; Do NOT leave blank o Exhibit F — References Page o Exhibit G1 & G2 - must be completed (use additional sheets if needed) o Exhibit H - Equipment Requirement Acknowledgment o Exhibit I — Certifications: Required certificates/licenses/qualifications (as identified in solicitation, including, but not limited to: o Proof of Contractor's License (license number will suffice) o C27 License o WeatherTrak training completion o Exhibit J —Acknowledgement & Acceptance of Specifications o Exhibit K — Documents Checklist o Maintenance Schedule(s) - Daily, Weekly, Monthly, Semi -Annual, Annual (see examples in Attachments A & B) o Rotation Schedule (Maintenance Map showing frequency of work within designated areas/sections) 2 Q O w a W U Z Q Z W H Z CQ C J Q U a LL O W J a a x W Q� U811,84 2 :21 79 1 3 �Na6N p� 'D ' Z7 V V Q X. g L7 2 z Z O 2 Z 2 Ac ; d Z L k ji C A W Is A d U111111 9111111 9111111 9111111 HIIIIII ulloll 9111111 ATTACH M E NT A2 EXAMPLE OF TYPICAL MAINTENANCE PROGRAM Semi -Annual and Annual (For reference only: Actual maintenance schedules shall comply with maintenance specifications.) I! ATTACHMENT B GENERAL INVENTORY LISTS Zone 25 Valle Di Oro Approximate Contractor's Item # Description Square Footage Estimated Quantity 1 Parkway landscape 2,625 2 Median landscape 0 3 Landscape slope and planter 11,525 Zone 24 Canyon Gate Approximate Contractor's Item # Description Square Footage Estimated Quantity 1 Parkway planter beds 65,200 2 Non -Irrigated landscape slopes 0 3 Irrigated landscape slopes 0 4 Landscape planters 3,257 ' y 'I� �... .,, . i . _, �' iw n u '� '�h+ � .,. „� .� � �� 2021 Holiday Schedule Now Year's Day Friday. January 1 Martin Luther King Jr- Day N-Ionday, January '18 President's Day N-Ionday, February '15 Memorial Day Monday, May 31 Independence Day N-Ionday, July 5 Labor Day N-Ionday, September 6 Veterans Day Thursday, November 11 Thanksgiving Day Thursday, Nnvember25 Day after Thanksgiving Friday. November 26 1/2Day for Christmas Eve Thursday, December Z] Christmas Day Friday, December 24 1/2Day for New Year's Eve Thursday, December 3O ATTACHMENT B (ZONE 24- CANYON GATE)) m