HomeMy WebLinkAbout2022-06-14 - AGENDA REPORTS - LMD MAINTENANCE CONTR ZONES 15 16Agenda Item: 10
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: 1
DATE: June 14, 2022
SUBJECT: AWARD LANDSCAPE MAINTENANCE CONTRACTS FOR LMD
ZONES 15 (RIVER VILLAGE) AND 16 (VALENCIA INDUSTRIAL
CENTER)
DEPARTMENT: Neighborhood Services
PRESENTER: Keith Miller
RECOMMENDED ACTION
City Council:
1. Award a two-year contract to Oakridge Landscape, Inc., to provide landscape maintenance
services for Landscape Maintenance District Zone 15, River Village, for an annual base
amount of $95,760, and approve up to an additional $26,711 in annual contract expenditure
authority to allow the contractor to perform as -needed repairs and/or replacements.
2. Award a two-year contract to Oakridge Landscape, Inc., to provide landscape maintenance
services for Landscape Maintenance District Zone 16, Valencia Industrial Center, for an
annual base amount of $103,800, and approve up to an additional $29,981 in annual contract
expenditure authority to allow the contractor to perform as -needed repairs or replacements.
3. Authorize ongoing appropriations from Landscape Maintenance District Fund 357 totaling
$67,368 as identified in Attachment A, to support recurring landscape maintenance services
expenditures associated with the recommended contract award.
4. Authorize the City Manager or designee to execute up to three additional, one-year renewal
options beginning in year three, not to exceed the annual contract amount, inclusive of as -
needed expenditure authority, plus an adjustment in compensation consistent with the
appropriate Consumer Price Index, upon request of the contractor, and contingent upon the
appropriation of funds by the City Council in the annual budget for such fiscal year.
5. Authorize the City Manager or designee to execute all contracts and associated documents,
and modify the awards in the event impossibility of performance arises, and execute all
documents subject to City Attorney approval.
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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) number LMD-21-22-35, for the
maintenance of LMD Zone 15 (River Village) and Zone 16 (Valencia Industrial Center) was
published and circulated via the City's Bidnet system on April 7, 2022.
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. 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 comprised 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 & Certifications (10%)
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 for poor performance should the contractor fail to meet their
maintenance schedule.
The City transmitted the solicitation to 323 vendors, including the Santa Clarita Valley Chamber
of Commerce and the Valley Industrial Association, of which 17 vendors downloaded the RFP.
Three companies provided proposals for consideration with the results below.
PROPOSAL
COMPANY
LOCATION
BID
AMOUNT
POINTS
AWARDED
Pro osal 1
Oakridge Landscape, Inc.
Santa Clarita, CA
$199,560
526.68
Pro osa12
Venco Western, Inc.
Oxnard, CA
$249,996
496.68
Pro osa1 3
American Heritage Landscape, Inc.
Canoga Park, CA
$143,940
359.32
In reviewing proposals, the evaluation team awarded the highest score to Oakridge Landscape,
Inc. (Oakridge). The evaluation team determined that the Oakridge proposal offered the best
overall value to meet the landscape maintenance needs within the two identified LMD Zones.
Oakridge's proposal identified the best overall approach to allocating weekly labor hours among
both LMD Zones 15 and 16. Additionally, Oakridge's proposal identifies 156 combined weekly
hours. Oakridge's proposal encompasses 23 more weekly hours or 14.75 percent more hours
than the second rated proposal, and 79 more weekly hours or 50 percent more hours than the
third rated proposal submitted by American Heritage.
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During the review process, the evaluation team's first task is to review the operational
performance component of each proposal. Operational performance includes the proposed
composition/structure, number of team members, and total weekly hours of resources they intend
to dedicate for managing operations to determine the overall value provided by each proposal. It
is important to note that the cost of each vendor's proposal remains sealed until all members of
the evaluation team independently complete the initial review of all proposals.
Staff has completed a due -diligence review of Oakridge's professional references and
determined their work history meets the City's standards and performance expectations. Based on
the above, staff recommends awarding this landscape maintenance contract to Oakridge.
As part of this action, staff is requesting the ongoing appropriations of an additional $67,368 in
base budget to support recurring landscape maintenance services expenditures associated with
the recommended contract award, as listed in Attachment A.
Staff also recommends increasing the annual contract expenditure authority by an additional
$21,711 in Zone 15 and $29,981 in Zone 16, to allow the contractor to perform maintenance and
as -needed repairs. As -needed work includes, but is not limited to, responding to emergencies,
repairs or replacement of irrigation systems which are damaged or reached the end of its useful
service life, replacement of dead plant material, addressing vandalism, and one-time
beautification enhancement projects. This requested increase in annual contract authority will
maximize operational efficiencies, allow staff to authorize the completion of as -needed work,
and ensure such work is completed in a timely manner.
The increase in expenditure authority granted by the City Council does not represent any
guarantee of additional compensation under the terms of the recommended contract. Beyond
retaining the discretion to utilize alternative contractors as deemed necessary, all unscheduled
repair work or one-time enhancement projects performed by Oakridge will continue to require
staff review and advanced authorization by the City's Special Districts Division.
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 $67,368 in additional ongoing base budget from LMD Fund 357 to
sufficiently fund recurring landscape maintenance costs associated with the award of this
contract.
ATTACHMENTS
LMD Requested Budget Appropriations - Attachment A
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RFP#LMD-21-22-35 Final (available in the City Clerk's Reading File)
Response File Zones 15 16 Oakridge Landscape (available in the City Clerk's Reading File)
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10.a
Attachment A
City of Santa Clarita
LMD Local Zones - Requested Budget Appropriations
Fiscal Year 2022-2023
Zone
Account Number
Acct Title
Current Budget
Amount
Proposed Budget
Amount
Amount of Increase
One-time or
Ongoing
Zone 16
3577537 - 516110
Landscape Services
$36,432
$103,800
$67,368
Ongoing
$36,432
$103,800
$67,368
Packet Pg. 166
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Landscape Maintenance
Contract for Zones 15 & 16
PROPOSAL # LMD-21-22a5
TABLE OF CONTENTS
PROPOSAL # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
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
SECTION D
SAMPLE MAINTENANCE AGREEMENT
FRINGE BENEFIT STATEMENT
SUBCONTRACTOR CLAUSES
SECTION E
EXHIBIT A: COST PROPOSAL
EXHIBIT B1: ADDITIONAL PRICING
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
EXHIBITJ: ACKNOWLEDGEMENT & ACCEPTANCE OF QUOTE SCOPE OF WORKS
SECTION F
ATTACHMENTS
SECTION A
RFP Information & Instructions
CITY OF SANTA CLARITA NOTICE INVITING PROPOSALS
Project Name: Landscape Maintenance Contract for Zones 15 & 16
Proposal #: LMD-21-22-35
Last Day for Questions: April 28, 2022 before 11:00 AM
Proposal Closing: May 5, 2022 before 11:00 AM
Estimated Contract $416,000 ($208,000 Annually)
Value:
License(s) Required: C — 27; additional qualifications listed in Scope of Work
Project Description: The City of Santa Clarita, Landscape Maintenance Districts (LIVID) is soliciting
proposals from qualified landscape companies for landscape maintenance of
LIVID Zone 15&16.
Prevailing Wage: Yes
Bond Requirements: No
Contact Information: Jonathan Cosh 1 (661)286-4187 1 jcosh@santa-clarita.com
Prevailing Wage Monitoring: This Project is subject to prevailing wage compliance monitoring and
enforcement by the Department of Industrial Relations.
Required Contractor & Subcontractor Registration: Only bids submitted by bidders (along with all listed
subcontractors) that are currently registered and qualified to perform public work pursuant to Labor
Code Section 1725.5 will be accepted.
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: April 7, 2022
PROPOSAL INSTRUCTIONS
PROPOSAL # LMD-21-22-35
Landscape Maintenance Contract For Zones 15 & 16
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: Melanie Theisgen
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 Request for
Proposals will be entered into for an initial two-year term and may be renewed annually, up to three
times, in accordance with the terms of the contract. If not otherwise stated, the contract may be
renewed if the new pricing of the contract does not change more than the Consumer Price Index
identified in the most recently City Council approved City of Santa Clarita Combined Engineer's
Report for Landscape Maintenance Districts. 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; additional
qualifications listed in Scope of Work 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-21-22-35
Landscape Maintenance Contract For Zones 15 & 16
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.
Uploaded via BidNet (see Section E)
❑ Response File
❑ Notice to Proposers Regarding Contractual Requirements
❑ Exhibit A: Cost Proposal (submitted separately from the Response File)
❑ Exhibit B: Additional Pricing (submitted separately from the Response File)
❑ Exhibit 132: Additional Pricing Continued (submitted separately from the Response File)
❑ 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 Scope of Works
❑ 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)
❑ Bidder's Bond
❑ All signed addendums (if any) — Digitally acknowledged on BidNet in addition to uploaded via
BidNet
The following documents must be provided by the AWARDEE ONLY (With Agreement)
Delivered to City Hall, Attn: Matthew Hults
❑ Maintenance Agreement
❑ Insurance Required by Contract
❑ W-9 Form
❑ Fringe Benefit Statement
SECTION B
Solicitation Information
SCOPE OF WORK
PROPOSAL # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
City of Santa Clarita, California
EVENT
Solicitation advertisement
Last day for questions
Return of proposals
Evaluations of proposals
Contract award
*Dates are subject to change at the City's discretion*
BACKGROUND
DATE
April 7, 2022
April 28, 2022
May 5, 2022
May 5 - 19, 2022
June 14, 2022
The City of Santa Clarita (City) administers 59 financially independent zones within the Landscape
Maintenance Districts (LIVID), providing landscape maintenance services for the LIVID operations through
contracts with private companies. Solicitations for proposals to support contract services are made
regularly and often allow an opportunity for multiple zones to take advantage of economies of scale.
The City is currently soliciting proposals for the LIVID Zone 15 (River Village) and Zone 16 (Valencia
Industrial Center). The contract shall be all-inclusive for labor hours and equipment, meaning: Contractor
at his cost shall provide all the labor and equipment necessary for the provision of grounds, irrigation and
landscape maintenance services. This includes and is not limited to; irrigation repairs minor and major,
mowing, trimming, edging, hand pruning, fertilization, application of pre -emergent herbicides, weed
control, minor tree raising, plant replacements, cleanup/clearing of drainage systems, annual color
replacement, shrub, tree, and groundcover planting, spreading mulch, all fuel modification and weed
abatement, fertilizer application, chemical applications for weed abatement, litter pickup, doggie litter
removal, trash bags removal and replacement, turf aerification, turf renovation/verticutting, turf over -
seeding, micro-nutrients/soil amendments. The areas are expected to be maintained at a crisp, clean
level of appearance at California Landscape Contractors Association (CLCA) Industry Standards and all
work performed in a professional manner using quality equipment and materials.
The following general Scope of Work applies to the areas of the City's LIVID Zone 15 (River Village) and
Zone 16 (Valencia Industrial Center). All items in this scope of work, unless indicated as Additional Work,
shall be considered as included in the monthly maintenance cost of each zone. Please consider this when
submitting your proposal. All items indicated as Additional Work shall be requested on an "as needed"
basis. This Contract shall run for two (2) years with the option for three (3) additional one (1) year
renewals.
1. GENERAL REQUIREMENTS
1.01 The City of Santa Clarita (City) is soliciting sealed proposals from qualified landscape
maintenance companies (Contractor) for the labor and equipment under the terms of this
Request for Proposal (RFP), to provide for the maintenance services of designated landscaped
areas within the boundaries of Landscape Maintenance District (LIVID) Zone 15, River Village and
Zone 16, Valencia Industrial Center (VIC) and may include other nearby areas within the City of
Santa Clarita. All items in this scope of work, unless indicated as Additional Work (Section 4), shall
be considered as included in the monthly maintenance cost of each zone. Please consider this
when submitting your proposal. All items indicated as Additional Work shall be requested on an
"as needed" basis.
1.02 Contractor shall furnish all labor, equipment, materials, tools, services and special skills,
i.e. Irrigation Specialists, Irrigation Assistants, Foreman, and Supervisors required for the provision
of grounds, irrigation, and landscape maintenance services as set forth in this labor and
equipment Scope of Work. The manpower required to provide the expected level of services
indicated in this Scope of Work shall be supplied at all times, regardless of minimum manpower
proposed. In the event seasonal and/or unforeseen circumstances warrant additional personnel
to maintain this Scope of Work, Contractor shall provide additional resources at no additional
cost.
1.03 Contractor will be expected to uphold the highest standards of quality and performance
in maintenance of plant material, natural areas, hardscape, and irrigation systems. The LIVID areas
covered by this Agreement shall be maintained at a crisp, clean level of appearance at California
Landscape Contractors Association (CLCA) Industry standards (cica.org) and all work shall be
performed in a professional manner using quality equipment and materials.
1.04 The landscape areas include, but are not limited to: irrigated and landscaped areas; fire
protection slopes and natural areas, shrubs, trees, ground cover and turf which may be irrigated
by electrically controlled automatic or manual systems. Maintenance of landscape shall include,
but not be limited to: irrigation repairs minor and major, mowing, trimming, edging, hand pruning,
fertilization, application of pre -emergent herbicides, weed control, minor tree raising, dead plant
removal, plant replacements, cleanup/clearing of drainage systems, annual color replacement,
shrub, tree, and groundcover planting, disbursement of mulch, all fuel modification and weed
abatement and brush clearance, fertilizer application, chemical applications for weed abatement,
litter pickup, doggie litter removal, trash bags removal and replacement, turf aerification, turf
renovation/verticutting, turf over -seeding, micro-nutrients/soil amendments. 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 proposal submission by Contractor.
1.05 City LIVID Administration staff, consisting of the Landscape Maintenance Specialist,
Project Development Coordinator, Landscape Maintenance Administrator, Special Districts
Manager or the Deputy City Manager or his qualified representative, shall herein be described as
'Special Districts.'
1.06 Contractor must provide labor and equipment for landscape, grounds and irrigation
maintenance services including, but not limited to:
a. Maintenance of turf areas;
b. 85% hand pruning and 15% mechanical;
c. Fertilization;
d. Aeration;
e. Verticutting;
f. Over -seeding;
g. Top dressing;
h. Trimming of turf, shrub areas, and ground cover;
i. Edging turf and keeping minimum eighteen (18) inch clearance from fence lines
behind homes;
j. Irrigation; inspection, maintenance, and minor and major repairs, see sections 17.01g
and 22.01 thru 22.09;
k. Hand watering (as necessary);
I. Bleeding of valves necessary during emergencies and/or when automatic systems are
not functioning properly;
m. Pruning of shrubs and trees (first twelve (12) feet of trees and as agreed), including
for trees structural pruning standards established by the International Society of
Arboriculture (ISA) and ANSI 300 Best Management pruning practices;
n. Manual weed abatement;
o. Chemical weed control;
p. Disease control;
q. Pest control;
r. Mulching (City provided mulch); will be disbursed by Contractor at their expense;
s. Maintenance of fire protection/fuel modification areas;
t. Maintenance of Medians, Parkways, Tree Wells, and Side Panels in designated areas;
u. Marking underground irrigation lines and other LIVID equipment upon Dig Alert
notification and/or other requests;
v. Traffic control (per Watch Manual) while working in the public right of way,
medians, and parkways;
w. Litter pickup, doggie litter removal, trash bags removed and replaced from
receptacles (City provided dog waste bags and trash bags — when trash bags are not
provided they are reimbursable at cost +15%);
x. Irrigation Specialist, Irrigation Assistant, Laborers and Foreman are provided as
proposed at minimum and as necessary to provide the expected level of
maintenance.
y. Hardscape Maintenance (i.e.: sweeping or blowing down concrete, gum and litter
removal, crack and/or gutter weed abatement, and removal of weeds within 18" of a
fence or wall);
Provided in Attachments A & B are examples of Maintenance Program Guides. They are to serve
as a guideline for proposal purposes only. Contractor shall submit within their proposal a 'Team
Composition" and "Rotation Schedule" that will serve as the expected minimum monthlv
requirements. The minimum is only acceptable once all field conditions reflect the expectations
of the Scope of Work herein. Contractor is expected to supply sufficient resources at all times to
meet or exceed expectations.
1.07 Inclement Weather and Adverse Conditions
a. Contractor shall not perform any operations during unsafe working conditions which
may risk individuals or result in damage to property/landscape.
b. Unless determined to be an unsafe working condition, on days of light precipitation
and/or forecasted rain the contractor shall continue to be present as scheduled
performing alternative tasks, such as but not limited to the following; monitoring of
drainage devices, drain inlet clearing, maintaining/cleaning of walkways, debris
removal within planting areas, hand pruning of shrubs, etc., or as directed by Special
Districts.
c. During periods of extremely adverse and inclement weather, the Contractor shall be
present as scheduled performing inspections of the maintained areas, maintaining
drainage devices for proper flow, as well as monitoring the overall state of the site
and reporting any concerns in regards to safety and property during regular assigned
hours.
d. Contractor shall report any storm damage or issues related to inclement weather/
adverse conditions to Special Districts within 24 hours of occurrence. All storm
damages must be photo documented prior to any removal or clean up. If remedial
work is required beyond the scope of the contract, it may be paid as additional work
upon approval by Special Districts.
1.08 Contractor recognizes that during the course of this Agreement other activities and
operations may be conducted by alternative contracted parties. These activities may include, but
are not limited to:
a. Landscape refurbishment; tree, shrub, and ground cover installation;
b. Irrigation system refurbishment and/or repair;
c. Construction and/or storm related operations;
d. Emergency response operations;
e. Electrical repairs;
f. Tree Trimming / Tree planting / Tree counting;
g. Concrete removal and replacement, block wall and brick repairs;
h. Fence installation and repairs, wood, vinyl, and Crete Rail;
i. Artificial turf installation;
j. Integrated pest management / Chemical applications to trees;
k. Streetscape furniture cleaning and pressure washing of walkways and appurtenances.
I. Turf removal
At the discretion of LIVID, the Landscape Maintenance Contractor may be required to modify or
curtail specific tasks and operations within their maintenance contract.
1.09 When notified of a landscape or irrigation emergency during the hours and days of
maintenance service as identified in Section 10, Contractor shall respond by phone and/or text
message to the Landscape Maintenance District Monitor and/or Special Districts Office within
fifteen (15) minutes of notification. When notified of an emergency outside of the normal hours
and days of maintenance service, Contractor has thirty minutes to respond by phone or text to
the Landscape Maintenance District Monitor and/or Special Districts. If personnel and equipment
are necessary for the emergency, Contractor must have these resources available within 2 hours.
Upon arriving at an emergency situation, it shall be the responsibility of Contractor to eliminate
all unsafe conditions which would adversely affect the health, safety, or welfare of the public. See
section 11 for consequences for failure to comply.
1.10 Contractor shall clearly identify and equip each vehicle used within the City of Santa
Clarita with decals on the exterior right and left front door panels identifying Contractor's name,
and phone number. Contractor shall require each employee to adhere to basic public works
standards of working attire. Uniforms (matching pants and shirts), proper shoes, safety vests and
other gear required by State Safety Regulations (OSHA) shall be properly exhibited. Shirts shall be
buttoned and worn at all times.
1.11 Contractor and employees shall at all times dress in a company uniform that identifies
their employer and exhibit good customer service to City staff, City contracted staff, residents,
and the general public throughout the term of this contract. All communication will be
professional in manner between all parties. The City will employ consulting Landscape
Maintenance Monitors. These consultant monitors will be treated the same as other Special
Districts staff. Failure to properly and respectfully communicate may be cause for contract
termination.
1.12 The company shall provide a minimum of three (3) references within the proposal
response. The references shall demonstrate that the company (proposer) has a minimum of five
(5) years' experience in the landscape maintenance field, experience maintaining site areas of
twenty (20) acres or larger, and the ability to complete work of the type and scope being proposed
under the terms of this contract. If necessary, more than three (3) references can be submitted
to demonstrate these qualifications. While staff employed by the company's (proposer's) time
and experience in the industry is beneficial, and will be considered in the overall scoring of the
proposal, it shall not be used as a substitute for the company's (proposer's) overall time in the
industry. If the references provided do not meet our minimum requirements, the proposer shall
be deemed non -responsive and their proposal will not be considered.
1.13 Contractor's employees and/or representatives shall be thoroughly trained and
experienced in the computer based central operating systems of WeatherTrak irrigation control
systems, and all other corresponding equipment. Should Special Districts choose a different
controller manufacturer, Contractor shall make available employees or representatives for
product training at no additional cost to City.
1.14 Contractor shall provide cellular communication to each crew foreman and have the
ability to connect to City Monitors and Special Districts representatives.
1.15 The Contractor will be required to communicate work requests back and forth to LIVID
through desktop computer, hand held device, or laptop.
1.16 Contractor, and/or Subcontractors, must possess the following licenses at time of
proposal submission; C-27 California Landscaping Contractor License. Contractor or
Subcontractor must identify a staff member certified or licensed as a qualified applicator through
the California Department of Pesticide Regulation. Contractor shall (when required) have an
Arborist identified by the International Society of Arboriculture (ISA)/ or have a contract with a
Certified Arborist on an as -needed basis. Contractor must submit copies of the licenses, and
certificates or Subcontractor information sheets, indicating licenses held at the time of proposal
submission.
1.17 Contractor will be required to obtain and pay for any permits that may be required for
the performance of any tasks under this contract with the exception of oak tree permits.
2. LANDSCAPED AREAS TO BE MAINTAINED
2.01 The LIVID areas to be maintained under the provisions of this Agreement are specifically
identified in Attachments C & D (Inventory Lists and Area Maps).
2.02 Contractor must acknowledge personal inspection of the Zone's irrigation system and
planted areas. Contractor must also evaluate the extent which the physical condition thereof will
affect the services to be provided. Contractor accepts the premises in their present physical
condition, and agrees to make no demands upon LIVID for any improvements or alterations to
irrigation, and landscaped areas thereof. Contractor agrees to possessing the ability to maintain
LIVID areas within the provision of this proposal, to the standards set forth herein, without
modification, improvement, or alteration.
2.03 Estimated square footages are provided by LMD for all areas to be maintained on the
attached Attachment C (Inventory Lists). However, these estimates are for reference only and it
is the responsibility of Contractor to verify by inspection and observe the various areas'
rharartarictirc
3. CERTIFICATIONS/REPORTS/RECORDS
3.01 Payroll and Prevailing Wage Report: Contractor shall complete a Payroll and Prevailing
Wage Certification Report which shall be made available to LIVID upon request. Contractor shall
provide the required information in a form acceptable to Special Districts. The City is requesting
that one monthly bill be submitted by Contractor to Special Districts for the maintenance.
3.02 Maintenance Function Report: Contractor shall maintain and keep current a report that
records when all Periodic, Seasonal, and Additional Work maintenance functions performed by
Contractor's personnel were completed. Said report shall be in a form and content acceptable to
Special Districts and will be made available to Special Districts upon request. The monthly
payment may not be made if such report is requested and not made available or is in a form that
is unacceptable to Special Districts.
3.03 Certification of Specialty Type Maintenance: When applicable, Contractor shall include
with the monthly invoice those specialty type maintenance items completed. The following
information shall include but not be limited to:
a. Quantity and complete description of all commercial and organic fertilizer(s) used.
b. Quantity and label description of all grass seed used.
c. Quantity and complete description of all soil amendments used.
d. A valid licensed California Pest Control Advisor's recommendations and copies of
corresponding Agricultural Commissioners Pesticide Use Reports signed by a licensed
California Pest Control Operator for all chemical, disease and pest control work
performed. The report shall be accompanied by a listing of each material used,
quantity used, and the location of use, the date used, the applicators name and the
license number.
3.04 Company Financial Records: Contractor may be required to supply the City with their
financial records through a reputable independent auditor, such as Dunn & Bradstreet.
3.05 Violation Records: The awarded Contractor shall not have two (2) or more Cal -OSHA
sustained complaints or four (4) or more California State Contractor Board sustained complaints
within the past four (4) years. A proposal response from the awarded vendor that does not meet
these requirements may be considered a non -responsive proposal, and the City of Santa Clarita
will proceed to the next qualified bidder. Please supply this information on Exhibit C (Violation
Records).
4. ADDITIONAL WORK
4.01 Special Districts may arrange for additional Contractor personnel to cover Additional
Work needed. All items in this scope of work, unless indicated as Additional Work, shall be
considered as included in the monthly maintenance cost of each zone. The need for Additional
Work may be due to extraordinary incidents such as vandalism, Acts of Nature or third party
negligence for which Contractor will be compensated. Regularly occurring "bad weather" is not
considered an Act of Nature for the purposes of this contract.
4.02 Prior to performing any additional (or extra) work, Contractor shall prepare and submit a
written description of the work with an estimate including the hours and skill level of labor and a
list of materials. This written description and estimate (or proposal) shall be provided within 72
hours of request. No work shall commence without the written authorization from Special
Districts. Labor rate for Additional Work shall not exceed the labor rate identified on the
Additional Pricing Sheet #1. The City of Santa Clarita will pay Contractor's price for materials plus
no more than a 15% mark up. Contractor will maintain and submit copies of invoices to
demonstrate Contractor's cost.
4.03 When a condition exists wherein there is imminent danger of injury to the public or
damage to property, Special Districts may verbally authorize the work to be performed upon
receiving a verbal estimate from Contractor. However, within 24 hours after receiving such verbal
authorization, Contractor shall submit a proposal to be approved by Special Districts.
4.04 All additional (or extra) work shall commence on the specified date established, and
Contractor shall proceed diligently to complete said work within the time allotted. All invoices
submitted by Contractor for Additional Work shall include a detailed itemization of labor and/or
materials and specific zone(s) identified. There should be one invoice for each approved proposal
for Additional Work, a copy of which to be submitted with the invoice by Contractor. All invoices
for Additional Work and items must be submitted biweekly to Special Districts with approved
proposal provided as back up.
5. CONTRACTOR'S LIABILITIES
5.01 All damages resulting from Contractor's operation within the LIVID areas shall be repaired
or replaced at Contractor's expense within 48 hours.
5.02 All such repairs or replacements shall be completed within the following time limits.
a. Irrigation damage shall be repaired or replaced prior to the next regularly scheduled
watering event or as agreed upon with Special Districts.
b. All damages to shrubs, trees, or ground cover shall be repaired or replaced within five
(5) working days or sooner as directed by Special Districts.
c. All concrete walkway, block walls, light poles, or any appurtenances, shall be repaired
within a reasonable timeframe agreed upon by LIVID staff.
5.03 All repairs or replacements shall be completed in accordance with the following
maintenance practices.
a. Trees Minor damage such as bark lost from impact of mowing equipment shall
be remedied by a qualified tree surgeon or arborist. If damage results in loss of a
tree, the damaged tree shall be removed and replaced at Contractor's expense to
comply with the specific instructions of Special Districts.
b. Shrubs Minor damage may be corrected by appropriate pruning as required in
Section 18, "Shrub and Ground Cover Care," of the Scope of Work. Major damage
shall be corrected by removal of the damaged shrub and replacement to comply with
the provisions in Section 18 "Shrub and Ground Cover Care" of the Scope of Work.
c. Chemicals Any damage resulting from chemical operations, either spray -drift or
lateral -leaching shall be corrected in accordance with the aforementioned
maintenance practices. Any soil damaged from chemical application shall be
reconditioned or replaced.
6. INTERPRETATION OF THE MAINTENANCE SCOPE OF WORK
6.01 Should any misunderstanding arise, Special Districts will interpret this Agreement. If
Contractor disagrees with the interpretation of Special Districts, Contractor shall continue with
the work in accordance with Special District's interpretation. Within 30 days after receipt of the
interpretation, Contractor may file a written request for a hearing before a Disputes Review Panel
as provided hereinafter. The written request shall outline in detail the area of dispute.
6.02 The Disputes Review Panel will be appointed by Special Districts and will be composed of
not less than three (3) Qualified personnel or representatives having experience in the
administration of grounds maintenance contracts. The panel will convene within one (1) week of
appointment in order to hear all matters related to the dispute. The hearing will be informal and
formal rules of evidence will not apply. The Panel will submit its recommendation to Special
Districts for consideration, within one (1) week following the conclusion of the hearing. Special
Districts shall render an interpretation based upon review of the Panel's recommendation. Special
Districts' decision shall be final.
7. OFFICE OF INQUIRIES AND COMPLAINTS
7.01 Contractor shall at all times, have some responsible person(s) employed by Contractor to
take the necessary action regarding all inquiries and complaints that may be received from the
Homeowners Associations, property owners, and tenants within said LIVID or from Special Districts
personnel, representatives or patrons using the facility. This person(s) shall be reachable 24 hours
per day. An answering service (answered by a live person) shall be considered an acceptable
substitute to full time coverage, provided Contractor is advised of any complaint within one (1)
hour of receipt of such complaint by the answering service. Neither answering machines nor
voicemail are acceptable. The telephone of said Contractor shall be on the exchange or exchanges
of said District(s) or a toll -free number, and in no case shall the people of said District(s) be
required to pay a toll charge to telephone said Contractor. During normal working hours,
Contractor's Foreman or an employee of Contractor, at the supervisory level, who is responsible
for providing maintenance services, shall be available for notification by telephone or text
communication.
7.02 Whenever immediate action is required to prevent impending injury, death, or property
damage to the LIVID being maintained, Special Districts may authorize such action to be taken by
a third -party work force and shall charge the cost thereof as determined by the Administrator,
against Contractor, or may deduct such cost from an amount due to Contractor from Special
Districts.
7.03 Contractor shall maintain a written log of all complaints, the date and time thereof, and
the action taken pursuant thereto or the reason for non -action. The log of complaints shall be
available for inspection by Special Districts at all reasonable times.
7.04 All complaints shall be addressed as soon as possible after notification; but in all cases
within 24 hours, to the satisfaction of Special Districts. If any complaint is not resolved within 24
hours, Special Districts shall be notified immediately of the reason for not resolving the complaint
followed by a written report to Special Districts within five (5) days. If the complaints are not
resolved within the time specified or to the satisfaction of Special Districts, Special Districts may
correct the specific complaint and the total cost incurred will be deducted from the payments
owing to Contractor from Special Districts.
8. SAFETY
8.01 Contractor agrees to perform all work outlined in this Agreement in such a manner as to
meet all California Landscape Industry Standards for safe practices during the maintenance
operation for medians and parkways and to safely maintain stored equipment, machines, and
materials or other hazards consequential or related to the work; and agrees additionally to accept
the sole responsibility for complying with all local, City, State or other legal requirements including
but not limited to, full compliance with the terms of the applicable O.S.H.A. and CAL-O.S.H.A.
Safety Orders at all times so as to protect all persons, including Contractor's employees, agents of
the City, vendors, members of the public or others from foreseeable injury, or damage to their
property. Contractor shall inspect all potential hazards at the LIVID areas covered by this
Agreement and keep a log indicating date inspected and action taken.
8.02 It shall be Contractor's responsibility to inspect, and identify, any condition(s) that renders
any portion of the LIVID premises unsafe, as well as any unsafe practices occurring thereon.
Special Districts shall be notified immediately of any unsafe condition that requires major
correction. Contractor shall be responsible for making minor corrections including, but not
limited to:
a. Filling holes in turf, planting areas, and paving;
b. Using barricades, signs, caution tape or traffic cones to alert patrons of the existence
of hazards;
c. Replace valve box covers so as to protect members of the public or others from injury.
During hours of operations, Contractor shall obtain emergency medical care for any member of
the public who is in need thereof, because of illness or injury occurring on the premises.
Contractor shall cooperate fully with the City in the investigation of any accidental injury or death
occurring on the premises, including a complete written report thereof to Special Districts within
five (5) days following the occurrence.
8.03 Under the circumstance that landscape maintenance work be performed in a Caltrans right
of way; including but not limited to freeway onramps and off -ramps; Contractor shall adhere to
the safety requirements in the Caltrans Maintenance Manual/Protection of Workers.
8.04 Contractor and employees are required to complete and pass, by start date of contract, a
SCRRA Third Party Construction and Utility Workers Safety Training Program if the LIVID Zone in
this RFP includes a SCRRA right-of-way.
9. HOURS AND DAYS OF MAINTENANCE SERVICES
9.01 The hours of maintenance service shall occur Monday thru Friday between 7:00 a.m. to
5:00 p.m. Overtime rates will only apply to work performed outside these hours of maintenance
service or completed on a day specified in (Attachment E) "2022 Holiday Schedule". This applies
to all future Holiday Schedules. A work schedule shall be provided and approved in advance by
Special Districts. No work will be performed on City Legal Holidays (Attachment E) unless
authorized by Special Districts Administration in advance. Blowers, lawnmowers, chainsaws or
other mechanical equipment with a decibel level above 65 decibels may not be used before 7:00
a.m. within the City of Santa Clarita.
9.02 Contractor shall provide on -site staffing to perform the required maintenance to meet
required California Industry Standards anytime between Monday through Friday. Alternate days
or any changes in the days and hours of operation heretofore prescribed shall be subject to
approval by the Special Districts Division.
9.03 For the purpose of this contract, "work" time in the field excludes lunch, breaks, and travel
time. The City of Santa Clarita Special Districts/Landscape Maintenance Districts shall not be
responsible for contractor compensation of preliminary activities which take place upon exiting
the last work site. A legal day's work shall constitute eight (8) hours of labor under this
Agreement.
10. MAINTENANCE SCHEDULES
10.01 Contractor shall submit a work schedule prior to start of contract. Though a work schedule
is requested as part of the response file for Contractor's proposal, any modifications or changes
must be agreed to prior to start of a contract. Said work schedule shall be set on a monthly
rotational basis, identifying and delineating the time frames for the required functions by the day
of the week and time of day. Work schedules shall be reviewed and approved by LIVID Staff
following submittal. City, at its discretion, may impose liquidated damages for each subsequent
day Contractor is delinquent in delivering said work schedule to the Special Districts Office.
10.02 Contractor shall submit revised schedules when actual performance differs substantially
from planned performance. Contractor is provided the opportunity and procedure for adjusting
scheduling requirements. Contractor has also been provided the opportunity and procedure for
adjusting schedules to meet special circumstances and inclement weather. Said revisions shall be
submitted to Special Districts for review and approval within three (3) working days prior to
scheduled time of work. A written copy of the current City approved schedule must be kept in the
site foreman's vehicle at all times and be available upon request of City Staff or the City's
contracted Landscape Monitor.
10.03 Contractor shall notify Special Districts, in writing, at least one (1) week prior to the date
and time of all the following maintenance operations:
a. Fertilization;
b. Turf Aerification;
c. Turf Renovation/Verticutting;
b. Micro-Nutrients/Soil Amendments;
c. Spraying of Trees, Shrubs or Turf;
d. Aesthetic/Structural Tree and Shrub Pruning;
e. Preventative disease control;
f. Transplanting of small and medium sized plants;
g. Lane closures notification for median or parkway maintenance is required;
h. Fire protection of the natural slopes area maintenance. (Contractor at their cost shall
be responsible for all inclusive weed abatement as specified in Section 20.)
i. Other Items as determined by Special Districts
10.04 Failure to complete the work as scheduled or as specified herein may result in the
following actions:
a. A sum of up to five hundred dollars ($500.00) per day will be deducted and forfeited
from payment to the Contractor for each instance where an item of work is not
completed in accordance with the schedule or any portion of the Scope of Work
herein.
b. Deficiencies: An additional amount equal to the cost incurred by completion of the
work by an alternate source, whether it be City forces or separate private contractor,
even if it exceeds the contract unit price, will be deducted from the Contractor's
invoice.
c. These actions shall not be construed as penalty but as adjustment of payment to
Contractor for only the actual work performed or as the cost to the City for inspection
and other related costs from the failure by Contractor to complete the work according
to the schedule or Scope of Work.
11. CONTRACTOR'S STAFF
11.01 Contractor shall provide additional personnel and increased frequency of work on site to
satisfy daily and/or weekly requirements for high quality landscape maintenance regardless of
the minimum staffing proposed in Exhibits G1 - G2 and as stated elsewhere in this document.
Contractor's staff MUST be employees of Contractor except Subcontractors identified in the
response to this proposal. Contractor must perform all work in accordance with the Scope of
Work set forth herein. Contractor's employees, whether assigned to any one Zone or as part of a
crew serving any number of Zones shall include at least one individual crew foreman who speaks
and comprehends the English language.
11.02 Special Districts may at any time give Contractor written notice to the effect that the
conduct or action of a designated employee of Contractor is, in the reasonable belief of Special
Districts Staff, detrimental to the interest of the public using the premises, Contractor shall meet
with representatives of Special Districts to consider the appropriate course of action with respect
to such matter and Contractor shall take reasonable measures under the circumstances to assure
Special Districts that the conduct and activities of Contractor's employees will not be detrimental
to the interest of the public patronizing the LIVID covered under this Agreement.
11.03 LIVID staff reserves the right to require Contractor provide alternate staff members to
supplement and/or replace staff that is determined to be performing below the expectations of
LIVID. The City of Santa Clarita will maintain sole authority of determining if and when a staff
members' performance falls below these standards. The request for replacement from City staff
is not limited to field crewmembers but also extends to management, supervisors, and specialized
staff. Upon request, Contractor shall provide appropriately qualified alternatives for selection by
LIVID staff as necessary.
12. SIGNS/IMPROVEMENTS
12.01 Contractor shall not post signs or advertising matter upon the premises or improvements
thereon, unless prior approval therefore is obtained from LIVID Special Districts.
13. UTILITIES
13.01 Special Districts shall pay for all utilities associated with the maintenance of the LMDs.
However, water usage shall not exceed the amount required to comply with irrigation schedules
established by Contractor and approved by Special Districts. Contractor will be required to
manage the scheduling of the controllers. Contractor shall pay for all excessive utility usage due
to Contractor's failure to monitor irrigation system malfunctions or unauthorized increases in the
frequency of irrigation. These activities may include, but are not limited to watering during a rain
storm and/or watering the day after rain and/or watering during a special event. The excess cost
will be determined by comparing current usage with historical usage for the same time period.
The excess to be deducted from payments to Contractor from Special Districts will be presented
to Contractor by Special Districts prior to actual deduction to allow for explanations.
14. NON-INTERFERENCE
14.01 Contractor shall not interfere with the public use of the LIVID areas covered under this
Agreement, and shall conduct its operations as to offer the least possible obstruction and
inconvenience to the public or disruption to the peace and quiet of the area within which the
services are performed.
15. USE OF CHEMICALS
15.01 The labor associated with the application of chemicals such as herbicides and pre -
emergent will be at Contractor's expense inclusive of this contract. The City of Santa Clarita will
pay Contractor's price for the chemicals plus no more than a 15% mark up. All work involving the
use of chemicals shall be in compliance with all Federal, State, and local laws and will be
accomplished by a Certified Applicator under the direction of a Licensed Pest Advisor. Contractor,
in complying with the California Food and Agricultural Code, shall provide a copy of a valid Pest
Control Operator's License and valid Pest Control Advisor's License, or a copy of said licenses from
a Subcontractor to Special Districts prior to using chemicals within the area.
15.02 A listing of proposed chemicals to be used including; commercial name, application rates,
and type of usage shall be submitted to Special Districts for approval. The listing will be
accompanied by copies of Material Data Sheets (MDS) for all chemicals that may be used in binder
or booklet form. No work shall begin until written approval of use is obtained from Special
Districts. Contractor shall consider the effects chemical application has on the environment.
Contractor shall use the least toxic chemicals in the lowest quantity that will be effective in
achieving the needed result.
15.03 Chemicals shall only be applied by those persons possessing the training in chemical
application or a valid California Applicator's Certificate. Application shall be in strict accordance
with all governing regulations.
15.04 Records of all operations stating dates, times, methods of application, chemical
formulations, applicators names and weather conditions shall be made and retained in an active
file for a minimum of three (3) years. Contractor shall provide a chemical use report and a copy
of the PCA recommendation to Special Districts for each application (site specific) made during
each month. This shall be in addition to the copy of the usage summary that is provided to the
Agricultural Commissioner.
15.05 All chemicals requiring a special permit for use must be registered with the County
Agricultural Commissioner's Office and a permit obtained with a copy to Special Districts.
15.06 All regulations and safety precautions listed in the "Pesticide Information and Safety
Manual" published by the University of California shall be adhered to.
15.07 Chemicals shall be applied when air currents are still; preventing drifting onto adjacent
property and preventing any toxic exposure to persons whether or not they are in or near the
area of application.
16. STORAGE FACILITIES
16.01 Special Districts shall not provide any storage facilities for Contractor. Any Contractors
storage facilities must be located outside of the boundaries of the Zone for which landscape
maintenance services are performed, unless Special Districts determines it would be in the best
interests of Special Districts to waive this restriction.
17. TURF CARE
17.01 Contractor shall perform the following services at his sole expense under the terms of this
agreement;
a. Mowing: Mowing: Turf to be mowed by a separate mow crew (not to include regular
crew member hours). Adequately sharpened rotary or reel type mower equipped
with rollers must be used, to ensure a smooth surface appearance without scalping.
(1) All warm season grasses (Bermuda and St. Augustine) to be cut at % inch
through 1-inch height throughout the year. Subject to change.
(2) All cool season grasses (Blue Grass and Fescues) to be cut at 1 % inch and
2 % inches during April through November, and at 2 inches during
December to March of each year. Subject to change.
(3) The mowing heights may be adjusted by Special Districts during periods
of renovation.
(4) Unless mulching mowers are used; all grass clippings will be collected and
removed from the site on the same day the area is mowed. All clipping
removed to be properly disposed of in green waste containers only.
(5) A mowing schedule will be established and maintained. This schedule will
provide that all areas will be mowed not less than once a week during
summer and once every two weeks during winter. This schedule will be
submitted to Special Districts for approval. Frequency may be adjusted at
Special District's discretion. Refer to items 1 and 2 in this section for turf
length ranges.
(6) Any staining of pathways from mowing operations will be removed the
same day.
b. Edging: With each mowing, the edge of the grass along sidewalks, curbs, shrub,
flower beds, and walls shall be trimmed to a neat and uniform line. Where trees and
shrubs occur in turf areas, all grass shall be removed 14 to 24 inches from the trunks
of trees and away from the drip line of shrubs by use of power scythe, approved
chemicals, or small mowers as required. Trim around all sprinkler heads as necessary
in order to provide maximum water coverage. Edging will be maintained at all times
and concurrent with each mowing.
(1) The edge of the turf shall be trimmed around valve boxes, meter boxes,
backflow devices, or any structures located within the turf areas.
(2) All turf edges are to be maintained to prevent grass invasion into adjacent
shrub, flower, and ground cover bed areas.
(3) All clippings shall be removed from site the same day area is edged.
(4) After mowing and edging is completed, all adjacent walkways are to be
swept clean by power blower or broom.
(5) Newly planted trees in lawn areas shall have tree guards installed if
necessary to avoid damage.
(6) Trees in lawn areas shall have a minimum of 14 to 24-inch radius mulched
clearance where applicable.
c. Weed Control: Control turf weeds as needed manually or chemically. Hand removal
of noxious weeds or grasses will be required as necessary. All mulch brought in by the
LIVID will be disbursed by Contractor on site to control weed growth at their expense.
d. Insect/Disease Control: Eliminate all insect or disease affecting turf areas as they
occur.
e. Aerating: Aerate all turf areas two (2) times annually, once in the spring and once in
the fall prior to the over -seeding operations. Aerate all turf by using %-inch tines,
removing 2-inch cores of soil with an aerator machine at not more than 6-inch spacing
once over. Special Districts is to be notified at least one (1) week prior to the exact
date of aerating.
f. Thatch Removal: Verticut all turf areas two (2) times annually, once in the spring and
once in the fall prior to the over -seeding operations. Equipment will consist of
standard renovating or vertical mowing types. Special Districts is to be notified at
least one (1) week prior to the exact date of renovation.
g. Irrigation: Irrigation, including hand watering and bleeding of valves during an
emergency situation and/or when automated systems are not functioning properly
and as required to maintain adequate growth rate and appearance and in accordance
with a schedule most conducive to plant growth. Contractor to provide Special
Districts with a written winter and summer irrigation schedule in accordance with the
recommendations on Attachment A & Section 24 (Irrigation Program) provided for
this purpose. Special Districts shall have the ability to change the irrigation schedule
as the need develops. Adequate soil moisture will be determined by programming
the automatic sprinkler controllers as follows:
(1) Consideration must be given to the soil conditions, seasonal
temperatures, wind conditions, humidity, minimizing runoff, and the
relationship of conditions which affect day and night watering. This may
include daytime watering during winter weather to prevent icy
conditions and manual operation of the irrigation system during periods
of windy or inclement weather. During freezing and/or windy conditions,
automatic irrigation will be discontinued. No watering medians in windy
conditions, to avoid drift and wetting vehicles.
(2) In areas where wind creates problems of spraying water into private
property or road right-of-way, the controllers shall be set to operate
during the period of lowest wind velocity which would normally occur at
night (between the hours of 7:00 p.m. and 6:00 a.m.).
(3) Contractor shall be responsible for monitoring all irrigation systems
within the jurisdiction of this Specification and execute corrective actions
for: coverage, adjustment, clogging of lines, and removal of obstacles,
including plant materials which obstruct the spray. All water supply
infrastructure, including the meter and backflow, shall be monitored for
proper function and flow. Any and all issues that may arise pertaining to
the water supply infrastructure, regardless of responsibility for repairs,
shall be immediately reported by Contractor to City staff.
(4) Check systems, as needed, for optimum performance and adjust and/or
repair any sprinkler heads causing excessive runoff, including slope areas,
or which throw directly onto roadway paving or walks (where sprinkler
heads can be adjusted) within the LIVID areas covered under this
Agreement.
(5) All controllers shall be adjusted as needed for optimum performance
considering the water requirements of each remote -control valve
(sprinkler station). "Smart" or "weather based" controllers shall be
configured to water in the "optimized" or "automatic scheduling engine"
when available. Plant establishment periods do not apply to this
requirement and should be scheduled accordingly. Contractor is
responsible for adjusting the controller parameters/attributes in order to
irrigate efficiently and each valve shall be customized for the needs of the
plant material. Excessive watering or excessive runoff shall not be
permitted.
(6) Irrigation system will be controlled by Contractor in such a way as not to
cause an excessively wet area which could interfere with Contractor's
ability to mow all turf.
(7) Contractor shall observe and note any deficiencies occurring from the
original design and review these findings with Special Districts, so
necessary improvements can be considered.
(8) Contractor shall repair all leaking or defective valves immediately upon
occurrence, or within 24 hours following notification from Special
Districts of such a deficiency.
(9) A soil probe shall be used to a depth of 12 inches to determine the water
penetration by random testing of the root zones
(10) Contractor will provide their own irrigation receiver/transmitter for
control of the WeatherTrak or other controllers not listed in the event
they are unable to utilize the manufacturer's mobile phone application.
The use this device is required during inspections to verify that irrigation
systems are functioning properly. The bleeding of valves and hand
watering are to be limited to emergency situations or when automatic
systems are not functioning properly. (See also Section 24.)
h. Fertilization: Contractor may upon direction by Special Districts be required to fertilize
turf with a turf type commercial fertilizer at a minimum of four (4) times a year.
(Attachments A & B) All fertilizer used shall be granular. Fertilizer type can be
suggested by Contractor, determined by soil analysis or at the direction of Special
Districts. All turf areas fertilized shall be thoroughly irrigated immediately following
fertilization. Fertilizer applications must be approved by Special Districts prior to
application. The City of Santa Clarita will pay Contractor's price for the fertilizer plus
no more than a 15% mark up. Contractor at their expense shall provide the labor to
apply the fertilizer.
Turf Reseeding: Contractor may upon direction by Special Districts be required twice
each year, once in the fall and once in the spring, overseed all turf areas after
verticutting (dethatching), aerification and overseed all bare spots, as needed,
throughout the remainder of the year to re-establish turf to an acceptable quality.
(Attachments A & B) Contractor shall reseed turf areas in the following sequence; they
will aerify, verticut, seed and top dress (evenly distributed over the entire area at a
uniform depth of %-inch). Special Districts may require the use of sod when deemed
necessary. Contractor shall be entitled to additional compensation, for the cost of the
sod only, provided that the loss of turf was not due to the negligence of Contractor.
Over seeding shall be sown at a rate of 6 pounds per 1,000 square feet and reseeding
of bare areas shall be sown at a rate 8 pounds per 1,000 square feet. The seed used
in over seeding or new turf establishment shall be approved by LIVID staff prior to
installation. Typically, Fescue and Fescue blends are required. The City of Santa Clarita
will pay Contractor's price for the seed plus no more than a 15% mark up. Contractor
at their expense shall provide the labor to apply the seed.
18. SHRUB AND GROUND COVER CARE
18.01 Contractor shall perform at his sole expense under the terms of this agreement the
following services:
a. Pruning: Manually select prune shrubs throughout the year to encourage healthy
growth habits, and to encourage growth to the natural shape of the plant according
to its species and appearance with the exception of roses, which shall be pruned no
later than the end of January. Periodic pruning may be required to maintain
consistent size, structure, and/or appearance of large groupings of the same species.
All shrubs shall be free of dead wood, weak, diseased, insect infested and damaged
limbs at all times. Removal of all clippings will be completed the same day pruning
occurs. Pruning will not be completed while plants are flowering, during the
emergence of new growth, or when high temperatures are present during the hottest
time of the year (typically July -August) unless directed by Special Districts. No balls,
squares or unusual shapes are permitted under this RFP. Selective pruning is required
following the natural habit of the particular plant. Dead shrubs, not a result of third -
party negligence, will be removed and disposed of by Contractor at their cost. Shrubs
to be pruned to stay below a height that is consistent with Scope of Work or as
directed by Special Districts.
b. Trimming: The growth of shrubs and ground cover will be restricted to areas behind
curbs and walkways, and within planter beds by trimming, as necessary, or upon
notice by Special Districts. All trimming practices are subject to change as directed by
Special Districts.
c. Disease and Insect Control: All LIVID areas are to be maintained free of disease and
insects and treated when needed pursuant to Section 21.
d. Weed Control: All ground cover and shrub beds are to be kept weed free at all times.
Methods for control shall incorporate the following:
(1) Mulch application to 3" laver maximum (Removal on an as needed basis
of existing/spent mulch may be required to ensure 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 "Additional
Work" and will require submittal of a proposal and approval by LIVID
staff.)
(2) Hand removal
(3) Cultivation
(4) Chemical eradication using non -residual herbicides
e. Shrub and Ground Cover Replacement: All damaged, diseased (untreatable), or dead
shrubs and ground covers whose damage occurred due to natural conditions/causes,
will be replaced under the terms of "Additional Work" as described in Section 4
and/or Exhibit B2: Additional Pricing. All shrubs and groundcover shall be guaranteed
to live and remain in healthy condition for no less than ninety (90) days from the date
of installation.
f. Fertilization: Application of an LIVID approved fertilizer a minimum of two (2) times
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 requirements by Contractor who will provide the labor
at Contractor's expense.
Renovation: Renovate ground covers according to prescribed practices in the
industry as needed to maintain a healthyvigorous appearance and growth rate. When
ground covers and perennials have grown where they completely fill the space in
which they were planted and have started to deteriorate, i.e., less flowering, dying
out, smaller plants, they shall be renovated. (Renovation shall include removing said
plants, amending the soil, dividing plants as necessary and replanting to maintain a
healthy, vigorous appearance and growth rate.)
19. TREE CARE
19.01 Contractor under the terms of this agreement at his sole expense shall perform the
following services:
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 consulted to
ensure correct identification of species.
All newly planted trees installed by Contractor are the responsibility of Contractor
to maintain and guarantee healthy establishment for a period of one (1) year. Any
trees installed by others will be the responsibility of the Contractor when special
care or accommodations are required during the establishment period.
e. Olive Tree Spraying: Ornamental olive trees shall be sprayed to prevent fruit set by
use of "Maintain," "Floret" or other approved product. Two (2) applications shall be
required 7-10 days apart. The first application shall be applied when % to % of the
olive blooms are open (sometime between April 1 and May 10). Both spray
applications shall be put on using a power sprayer with a minimum of 150 psi.
pressure. The Landscape Maintenance District's Tree Maintenance contractor will
provide most of the chemical applications to trees. If (landscape) Contractor provides
this service it will be considered "Additional Work."
f. Fireblight Treatment: Preventative Fireblight treatment for Pyrus Kawakamii to
consist of spray application between October 1 and mid -November. Post treatment
to consist of pruning out dead wood, sterilizing pruning tools after each cut.
Preventative Fireblight treatment for Platanus to consist of two applications and
possibly a third application, depending on the effectiveness of the previous
application. The first application shall occur in February, during the budding stage.
The second treatment shall occur in March, during the juvenile growth stage of the
leaf. The third application shall occur in April if there is evidence of blight after mature
growth of leaf. Materials used shall be of an approved type by the County Agriculture
Department. If (landscape) Contractor provides this service it will be considered
"Additional Work" (See Section 4).
g. Oak Tree Pruning Permit: All cuts over 2 inches in diameter on Oak Trees will be done
by the Landscape Maintenance Tree Maintenance contractor. All other cuts on Oak
Trees shall be made to ISA standards with an Oak Tree Pruning Permit per City
Municipal Code by (landscape) Contractor or their Subcontractor. Special Districts
will procure Oak Tree Permits once work is approved.
h. Tree Pruning/Trimming: All tree trimming/pruning will be done in accordance with
the standards established by the International Society of Arboriculture (ISA) and ANSI
300 Best Management pruning practices.
Street Tree Wells: Contractor is responsible to keep all tree wells within the LIVID
Zone boundaries weed -free and maintain tree well irrigation system in accordance
with Section 24 of this Scope of Work. Mulching of tree wells is required as needed
and/or as directed by Special Districts.
20. NATURAL, BRUSHED, MANUFACTURED, HYDROMULCHED SLOPE CARE
20.01 Natural areas or riparian corridor areas in these zones are open space areas that have
minimal usage due to the sloping character of the land and/or the rugged landscape materials
that are native to the land. Contractor will provide periodic maintenance, according to routine
scheduling, consisting of trash, brush or other debris removal. Contractor at his cost will visually
inspect these areas throughout the year as scheduled, providing pick up and removal of any debris
or trash. Waste disposal costs will be allowed for larger items as determined by Special Districts.
20.02 Contractor at his cost shall be responsible for all inclusive weed abatement, maintaining
the brushed slope areas throughout the year in accordance with the below -identified height of
weeds. dead wood removal in accordance with the 100' clearance from dwellings or structures
requirement or as otherwise pursuant to Los Angeles County Fire Code. A copy of current
requirements can be referenced at the following website: https://www.fire.lacounty.gov/.
20.03 These slope areas are hillside areas and are designed to meet the Los Angeles County
Ordinances for fire retardation. These areas generally occur in sloping terrain with gradients
ranging 10 percent to 100 percent. Slopes are either manufactured or natural. The natural slopes
have been brushed to remove certain plant materials. Manufactured slopes have been
hydromulched or planted in accordance with applicable County Ordinances. Use of these areas
by the residents should be minimal.
20.04 Contractor shall perform, under the terms of this agreement, at their sole expense, the
following services for the maintenance of the natural slopes, which requires that the weeds and
native brush be:
(1) Clipped to a height of 2 to 4 inches for a distance of at least 100 feet or as required
by Los Angeles Fire Code from a dwelling or structure and all debris removed from
the site at Contractor's cost.
(2) Dead wood from woody plants shall be removed and/or trimmed when the area
is brushed. May be required at the direction of Special Districts to apply water
within the cleared zone only as needed during fire season to maintain sufficient
moisture content for sustenance of the plants and to inhibit combustion. Remove
all debris from this operation off the LMD property. Weeding shall commence
immediately following the rainy season once the growth of weeds has reached a
maximum of 12 inches in height or when the County Fire Marshall has determined
that a fire hazard condition exists.
(3) When weeding or brush removal is required, the required weeding shall be
completed as soon as possible and shall be completed throughout an LIVID within
a maximum period of 30 days.
(4) Contractor shall be responsible for maintaining the brushed slope areas
throughout the year in accordance with the above -identified height of weeds,
dead wood removal and distance from dwellings or structures requirements.
This may require that certain areas will need additional brushing as directed by the County Fire
Marshall. If the Fire Marshall determines additional brushing is necessary Contractor will be paid
additional compensation at the rate specified in the form of this RFP. Contractor at his expense
shall remove weeds to a distance of 30 feet measured from any sidewalk adjacent to a fire
protection area twice a year.
20.05 Where reference is made to weeding, brushing, or clearing within 100 feet of a structure,
it is intended that the space between the structure and the private property line is the
responsibility of the owner of the property except where Special Districts has accepted an
easement to maintain a portion of the private lot. As an example, assume a private residential lot
has a depth of 100 feet, the rear or side of which abuts a fire protection slope. Assume that the
structure is set back 20 feet from the property line abutting this slope. Contractor's responsibility
is within the portion or balance of the 100 feet outside of the private property boundary, or, in
this case, 80 feet. However, Special Districts is responsible for those areas where an easement
has been accepted by Special Districts over a portion of a private lot. Consult with Special Districts
for any questions regarding these areas.
20.06 The maintenance of the manufactured slopes requires that the planted slopes be weeded
on a regular basis throughout the year. Planted slopes which were not hydroseeded shall be kept
weed free at all times and the use of chemicals is permitted. Planted slopes that were
hydroseeded require weed removal by hand as the use of chemicals or machines (such as
trimmers) are not permitted. The removal of weeds by hand shall be performed throughout the
term of the maintenance contract. Contractor shall program the irrigation system to deliver
sufficient moisture within the root zone of trees and shrubs to sustain growth. Contractor shall
be responsible for any damage to slope areas caused by excessive watering practices or to plant
material caused by lack of water. Plants and trees shall be fertilized in accordance with the
requirements of Sections 18 and 19 of this Scope of Work.
21. USE OF INTEGRATED PEST MANAGEMENT (I.P.M.)
21.01 Materials (Biological insects) shall be at Contractor's cost plus no more than 15%, as
necessary for integrated pest management (IPM) and Contractor at his expense under the terms
of this agreement will provide the labor.
a. 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 securely tamped to avoid moisture runoff entering the holes by the
County Agricultural Department who will provide pest control for Special Districts.
This procedure shall be followed in all areas, especially within all slope areas.
Contractor is responsible for notifying Special Districts upon detecting a need for
rodent control.
22. GENERAL CLEAN-UP
22.01 Contractor shall at his sole expense under the terms of this agreement perform the
following services:
a. Trash Removal: Contractor shall provide a trash pickup schedule for approval by
Special Districts. Contractor shall pick up trash and accumulated debris from the site
on a regularly scheduled rotation approved by LIVID staff in advance. Contractor may
be required to remove small to medium sized trash and refuse (Furniture, appliances,
etc.) which would fit into a standard pick-up truck. Waste disposal costs will be
allowed for larger items as determined by Special Districts. Removal of larger items
would be considered "Additional Work" and subject to the terms of Section 4.
b. Curb and Gutter Maintenance: Contractor is responsible for removal of weeds and
grass from curb and gutter expansion joints (up to 2' from curb including medians) at
all times.
c. Fence Clearance: Contractor is responsible for removal of weeds and grass from
within 18" of any fence or wall within the areas under Contractor's maintenance at
all times.
d. Walkway and Crack Maintenance: Walkways, if any, will be cleaned immediately
following mowing and edging and cleaned by use of power sweeping or blower
equipment at a minimum of once per week or as needed. This includes removal of all
foreign objects from surfaces such as:
(1) Gum,
(2)
Animal feces,
(3)
Grease,
(4)
Paint,
(5)
Graffiti,
(6) Glass and debris
All walkway cracks and expansion joints shall be maintained weed and grass free at
all times.
e. Removal of Leaves: Accumulations of leaves that cannot be incorporated into mulch
layers shall be removed and properly disposed of not less than once per week. This
includes the accumulation of leaves/debris at the base and lower branch structures
of shrubs.
f. Diversion: Contractor will be responsible for creating and implementing a written
program to divert a minimum of 85% all green waste from landfills. The program
should include, but not be limited to, mulching and composting. Contractor shall
report the total tons of green waste generated and the number of tons diverted from
the landfill annually to the City's Environmental Services Office. The goal will be at
least 85% diversion.
g. Drainage Systems & Maintenance: The following services shall be provided by
Contractor at their expense per Contract Agreement except as otherwise provided
for:
(1) All drains and catch basins shall be free of silt and other debris at all times.
Contractor shall insure all drainage devices within LIVID are functioning
properly at all times
(2) All LIVID area surface drains ("V" ditches), shall be kept clear of debris at all
times so that water will have an unimpeded passage to its outlet. Contractor
will not flush dirt or debris into the storm drain system per the City's National
Pollutant Discharge Elimination System (N.P.D.E.S.) permit. All debris will be
collected and disposed of properly.
(3) All LIVID area sub -surface drains (except storm drains), shall be periodically
flushed with water to avoid build-up of silt and debris. All inlets to sub-
surface drains shall be kept clear of leaves, paper, and other debris to ensure
unimpeded passage of water. Every attempt will be made to prevent debris
from continuing into the City's Storm Drain system including the use of sand
bags, straw bales or other Best Management Practices (B.M.Ps)
(4) If the sub -surface drainage backs up or is blocked due to lack of periodic
flushing of silt and debris as stated above, Contractor shall be responsible at
their cost for plumbing services to clear the drain.
(5) Disposal of green waste or other debris into catch basins, drains or Storm
Drains is prohibited. Such action could result in termination of maintenance
contract.
23. MAINTENANCE INSPECTIONS
23.01 Contractor shall perform a maintenance inspection of all facilities on a weekly basis within
the LIVID during daylight hours. Such inspections shall be both visual and operational. The
operational inspection shall include operation of all sprinklers, lighting and other mechanical
systems to check for proper operational condition and reliability. Contractor is required to input
non -contractual service request information into the City's "Resident Service Center" at:
http://user.govoutreach.com/santaclarita/fag.php
23.02 Contractor shall be expected to meet on site with an authorized representative of Special
Districts for a walk-through inspection. Said meeting shall be at the convenience of Special
Districts and may include residents of the community. Special Districts may notify the appropriate
local representatives of the time and place of each walk-through inspection at a minimum of one
(1) week prior to the date of inspection. In addition, bi-weekly interim inspections may be made
by Special Districts if deemed necessary by LIVID Staff.
24. WATER MANAGEMENT AND IRRIGATION SYSTEM MAINTENANCE OR REPAIR
24.01 All irrigation systems within the LIVID areas designated in this Scope of Work will be
repaired and maintained with all-inclusive labor and equipment required for proper operation by
the Contractor. For all irrigation repairs, including main lines, all irrigation parts will be
reimbursed at no more than a 15% mark up over Contractor's cost. Contractor must provide
invoices of material costs upon request of Special Districts 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:
https://www.i rrigation.org/IA/FileUpIoads/IA/Advocacy/Landscape-Irrigation-BMP.pdf
a. Scope of Responsibility: Contractor shall maintain (repair and/or replace as needed)
and keep operable all irrigation equipment consisting of:
(1) Irrigation Programming
(2) Irrigation Station Identification/Location
(3) Irrigation Heads
(4) Remote Control Valves
(5) Flow Sensors
(6) Flow Sensor Programming
(7) PVC Piping (Including mainline and laterals)
(8) Quick Couplers
(9) Risers
(10) Swing Joints
(11) Check Valves
(12) Irrigation Booster Pumps
(13) Solar Controllers/Valves
(14) Battery Operated Controllers/Valves
(15) Valve Boxes, Quick Coupler Boxes, Etc.
(16) Irrigation Controller Programming and Setup
b. Replacement Requirements: Replacements will be of original materials or substitutes
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. The contractor shall have water management and
auditing personnel, (CLIA — Certified Landscape Irrigation Auditor). Contractor shall
conduct a complete irrigation system inspection for each LIVID Zone at minimum of
twice a year.
24.02 Contractor will be responsible to complete the following WeatherTrak training through
HydroPoint University. Proof of completion to be provided with proposal submission. Additional
trainings are available and participation is encouraged.
Level 1— WeatherTrak Basic Systems Training
24.03 Controllers:
All controllers shall be adjusted as needed for optimum performance considering the
water requirements of each remote -control valve (irrigation station). "Smart" or
"weather based" controllers shall be configured to water in the "AUTO MODE" or "ET
MODE" when available. Plant establishment periods do not apply to this requirement
and should be scheduled accordingly. Contractor is responsible for adjusting the
controller parameters/attributes in order to irrigate efficiently and each valve shall be
customized for the needs of the plant material. Excessive watering or excessive runoff
shall not be permitted.
Contractor will be responsible for the control of Smart Water Application Technologies
(SWAT) certified weather -based controllers or equivalent, controller programming
through Contractor's office via a desk top or any wireless computer, or hand-held
device. The LIVID will provide a username/password for access.
c. Response to WeatherTrak Alerts by category shall be made within the time frames
listed below. Failure to comply with response times will be considered a deficiency
and may be subject to a deduction from payment in the amount up to five hundred
($500.00) dollars for each instance where an alert is not resolved within the time
frame.
(1) Severe Alerts to be resolved within 24 hours.
(2) Major Alerts to be resolved within 5 working days
(3) Critical Alerts to be resolved in an acceptable timeframe to ensure health of
plant material.
d. Contractor will provide their own irrigation remote (receiver and transmitter) for
control of the Rain Master, Calsense, LEIT (solar), WeatherTrak or other industry
standard controllers not listed. The City requires the Promax universal irrigation
remote or other "smart phone" technology for its use in field testing and operation of
all irrigation systems for the LIVID areas. Use of this device will conserve water
consumption, provide for more cost-effective maintenance of irrigation systems, and
assure all parties concerned that the automatic system is operating at maximum
efficiency. Special Districts' inspectors may use this device in their inspections to verify
that irrigation systems are functioning properly. The bleeding of valves and hand
watering are to be used in emergency or testing situations, not for normal or day-to-
day inspections.
e. Consideration must be given to the soil conditions, seasonal temperatures, wind
conditions, slope, humidity, and the relationship of conditions which affect irrigation.
This may include daytime watering during winter weather to prevent icy conditions
and manual operation of the irrigation system during periods of windy or inclement
weather. During freezing and/or windy conditions, automatic irrigation shall be
paused until normal conditions exist. No watering medians in windy conditions, to
avoid drift and wetting vehicles.
f. Contractor shall be responsible for data input with regards to irrigation station
reference in the programming function of the central server or at the
controller. Example: Station 1- SE Corner of parking lot, Turf NW of restroom, Shrubs
on large slope, etc.
g. In areas where wind creates problems of spraying water into private property or road
right-of-way, the controllers shall be set to operate during the period of lowest wind
velocity which would normally occur at night (between the hours of 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 all times.
n. Contractor is responsible for maintenance of the interiors of controller enclosures and
shall be kept clean free of debris and pests, regardless of condition(s) at time of
contract award.
o. Contractor shall be responsible to notify The City of Santa Clarita of any additional
water requirements to the landscape which is outside of the "AUTO" scheduled
program application.
p. It is the responsibility of Contractor to keep the plant material alive. If this requires an
extra application of irrigation water, Contractor is to make the necessary adjustments
and immediately notify The City of Santa Clarita upon doing so.
q. Only the City of Santa Clarita staff, City Monitors, Contractor Supervisor/ Foreman or
Irrigation Technician will have access to all controllers. Enclosures will be
locked/padlocked at all times.
r. Contractor shall test the soil in turf and groundcover areas and around all trees and
shrubs monthly or as necessary with soil probes to determine that the proper amount
of water is being applied at all times. This information should be used to adjust
watering times on the controller and supplemental hand or deep watering as
necessary.
s. Contractor shall make adjustments to the water programs to compensate for irrigation
heads on each system, soil type and permeability, wind condition, orientation to the
sun, air temperature, season, and logistical considerations
t. Once the irrigation system has been adjusted to only irrigate the planting areas it was
designed to irrigate, Contractor shall then monitor the irrigation watering application
time to determine the length of time each system runs until irrigation runs off the
landscape area. This information will then be used to establish "cycle & soak"
parameters.
u. The maximum run time should then be set a minimum of one minute less than the
time it takes for run off to occur. This will establish the maximum run time for each
valve, with full sun exposure. Adjust valves with partial shade or full shade to have less
run time than the systems in full sun.
v. It is required that soil conditions be constantly monitored with a soil probe to ensure
that over -saturation of the soil does not occur.
w. In addition to the soils condition, the individual plant material requirements must be
considered. As the plant material becomes established, a reduction in the frequency
of watering should be implemented to harden -off the plant material while maintaining
it in a healthy condition.
24.04 Operation of 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. Contractor will be responsible at all times for hand watering and
the bleeding of valves in emergency situations as required to sustain and prevent loss
of turf, trees, annuals, perennial plants, and ground covers when automatic systems
are not functioning.
c. Irrigation system will be controlled by Contractor in such a way as not to cause an
excessively wet area which could interfere with Contractor's ability to mow/maintain
landscaped areas.
d. All irrigation systems shall be personally inspected by Contractor a minimum of once
per month to verify effectiveness of sprinkler operation. The appropriate Irrigation
Inspection Form must be filled out per controller and submitted to The City of Santa
Clarita LIVID for review.
e. Contractor shall adjust and clean as necessary all sprinkler heads, valves and pressure
regulators to continue operation at maximum efficiency and performance.
f. All materials and workmanship will be in accordance with the City Plumbing
Ordinances if/when applicable.
g. Sprinkler heads in turf areas shall be kept clear of overgrowth, which may obstruct
maximum operation. No chemical spraying or growth inhibitors around head shall be
allowed.
h. Contractor shall be responsible for trimming plant material and making necessary
adjustments to riser heights as growth rates indicate.
i. Contractor shall be responsible for hand -watering any pots not provided with an
irrigation system to maintain plants and promote optimum growth.
j. Adjustments in operating pressure for spray and rotor type heads shall be followed
per manufacturer's recommendation to provide optimum efficiency unless instructed
otherwise by The City of Santa Clarita.
k. Contractor shall be required to walk each site upon request by The City of Santa
Clarita representative a minimum of one time per quarter to inspect the operation of
the irrigation system.
I. Plant damage or loss resulting from the failure to promptly report irrigation system
failure shall be considered Contractor negligence and such plant material shall be
repaired or replaced at Contractor expense.
m. All hand watering performed with a hose shall require the hose to have a flow control
that will allow the operator to turn the hose off between watering areas to minimize
any wasted water.
n. Contractor shall be responsible for monitoring all project irrigation systems and
should correct coverage, head adjustments, clogged lines, loose staking of heads and
pipes, and obstacles, including plant material, which obstruct the spray. Make all
necessary adjustments to heads that spray onto roadways, walks, walls, and patio
areas or out of intended area of coverage. Contractor shall clean and adjust sprinkler
heads as needed for proper coverage. Each system should be operated via remote
control and observed on a regular basis.
o. During extremely hot weather, long holiday periods, and during or following
breakdown of systems, Contractor should provide adequate personnel and materials
as required to adequately water all landscaped areas at no extra cost to The City of
Santa Clarita. When breakdowns or malfunctions exist, Contractor should water
manually by whatever means necessary to maintain all plant materials in a healthy
condition. Overly wet or dry conditions should not be permitted to develop.
p. Once a year, Contractor shall clean all controller cabinets and valve boxes, remove
intruding soil and replace gravel as needed.
q. Testing, certification and service of the backflow prevention devices on the irrigation
systems shall be done by a certified tester as provided by The City of Santa Clarita.
r. Contractor shall not repair, manipulate or remove backflow devices unless prior
authorization has been received by a City of Santa Clarita representative. However,
Contractor is permitted to make use of shutoff valves located on or near backflow
devices in the event of a mainline break and/or maintenance.
s. Contractor shall notify the LIVID office immediately should a backflow prevention
device malfunction occur.
t. Landscape Maintenance District Consultants/Inspectors/City staff will spot check
controller schedules on each inspection of a district to assure compliance with
irrigation program standards. Contractor shall conduct a complete irrigation system
inspection for each district at minimum of twice a year.
u. Contractor shall observe and note any deficiencies occurring from the original design
and review these findings with Special Districts, so necessary improvements can be
considered.
24.05 Repairs:
a. All pop-up heads should be assembled on triple swing joints.
b. When irrigation heads, risers, nozzles, etc. break, they will be replaced with like for
like irrigation heads. Uniformity is of the utmost importance.
c. All remote -control valves shall be Superior 950DW brass valves unless other(s) are
accepted by LIVID staff.
d. Contractor shall repair all leaking or defective valves immediately upon occurrence,
or within 24 hours following notification from LIVID of such a deficiency.
e. Malfunctions of any nature which are deemed to be the fault of materials or
workmanship still covered under original installation guarantee shall be reported
immediately to The City of Santa Clarita.
f. Contractor shall submit itemized irrigation invoices for repairs, per LIVID Zone on an
as needed basis.
g. Repair logs shall be maintained and will include date of repair, nature of repair, and
itemized list of materials for clarity. Site map/photo documentation to illustrate
location of repair, photo of site condition, and work completed shall be included with
repair log(s).
24.06 Conservation: The City of Santa Clarita may conduct monthly water management
meetings with Contractor to review all controllers with irregular usage and situations where water
consumption is excessively high. All plant stress or loss due to under -watering or over -watering
will demonstrate contractor neglect and cost to replace said material will be at Contractor's sole
expense.
The City of Santa Clarita may conduct monthly Water Management Meetings with Contractor to
review any penalty charges that were caused by the Contractor's inability to properly manage
water allocations, when applicable. Contractor will be responsible for paying all water penalties
incurred on each water meter for all overages exceeding allocation established by the respective
water purveyor. The City of Santa Clarita may waive specific penalties at its sole discretion.
The City of Santa Clarita takes Water Conservation very seriously and will not tolerate
mismanaged or neglected water delivery systems.
24.07 Contractor shall provide WeatherTrak generated reports called "Controller Inventory
Reports" at the request of City Staff. The first report will be due 30 days after the start of this
Agreement and updated every two weeks. At a minimum, the report shall identify each irrigation
controller subject to this Agreement, the location, alert status, and confirm the controller is
"online". Failure to provide a completed report on time will be considered an incomplete work
item and may be subject to a deduction from payment in the amount up to five hundred ($500.00)
dollars.
24.08 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).
hgps://water. ca. gov/Programs/Water-Use-And-Efficiency/Urban-Water-Use-
Efficiency/Model-Water-Efficient-Landscape-Ordinance
When water budgets and/or tiered rate structures are enforced by individual water purveyors
such as; Valencia Water Company, Newhall County Water District, Santa Clarita Water Division,
Castaic Lake Water Agency, or SCV Water, Contractor shall not exceed the monthly allocation(s)
as set forth by the service provider for each individual service area within a Landscape
Maintenance District Zone, specifically water meter and/or point of connection.
Failure to comply with water budgets may lead to monetary penalties up to the costs of the
excessive use which exceeds the water budget(s), efficient tier, or any "penalty" tier the City of
Santa Clarita is subjected to.
25. MAINTENANCE AND REPAIR OF HARDSCAPE, SERVICE ROADS, AND DRAINAGE SYSTEMS
25.01 Hardscape surfaces, walkways, decomposed granite and service roads, if any, shall be
maintained by Contractor so as to keep the integrity of the walking and/or driving surface in a
safe, unimpaired condition. Contractor may not use Subcontractors not included with the
proposal submission without written approval of Special Districts Staff. Any unsafe condition of a
walkway or service road shall be reported immediately to the LIVID Monitor or directly to City
Staff. See also Section 22.01g.
a. Contractor may be responsible for total replacement or repair of hardscaping and/or
plant replacement if damage occurs due to Contractor's negligence or by accidental
damage within maintenance operation.
b. Contractor shall be responsible for sweeping/blowing all hardscape surfaces within the
contract boundaries on a regularly scheduled routine approved by LIVID Staff or as
requested by Special Districts. All debris must be collected and removed.
c. Disposal of debris by blowing into roadways, sidewalks, or other areas is prohibited and
may be cause for contract termination or a deduction in payment as described in
Section 10.04 a.
26. GRAFFITI ERADICATION AND CONTROL
26.01 Contractor may be responsible to remove small amounts of graffiti (license plate size) as
it appears upon any of the walkways, paseo overpasses and underpasses, walls, fences, or any
appurtenant structures or equipment within the areas under Contractor's maintenance. Special
Districts Monitor will be informed of all graffiti immediately upon discovery. Contractor is
required to input graffiti information into the City's reporting system at:
http://www.santa-clarita.com/city-hall/departments/administrative-services/technology-
services/egraffiti
26.02 All materials and processes used in graffiti eradication shall be non -injurious to surfaces
and adjacent District property and approved by Cal -OSHA. Materials and processes used must be
approved by LIVID prior to use.
27. DECOMPOSED GRANITE
27.01 Contractor will be required to keep decomposed granite (DG) areas and pathways free
of soil, litter, debris, and weeds. Any areas in need of repair or fill should be reported and a
proposal provided to bring the area back to an acceptable condition.
28. FUTURE/ADDITIONAL MAINTENANCE AREAS
28.01 For the maintenance of future/additional maintenance areas that have been accepted by
the City, Contractor to provide pricing consistent with the Cost Proposal Template (Exhibit A) and
Additional Pricing (Exhibits B1 & 132) in this document for similar landscape/terrain.
RESPONSE FORMAT AND SELECTION CRITERIA
PROPOSAL # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
City of Santa Clarita, California
1. RESPONSE FORMAT - The organization of the response and cost files is described in this
section of the RFP. All potential vendors must follow this format.
1.1. RESPONSE FILE:
1.1.1. Introduction - A general introduction and description of the proposal shall be
provided. The format of the introduction is at the discretion of the contractor.
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
proposal documentation. However, expansion on all aspects listed above is strongly
encouraged.
1.1.6.1. Exhibit C— Violation Records
1.1.6.2. Exhibit D — Proactive Approach Form
1.1.6.3. Exhibit E — Designation of Subcontractors -if none, write "n/a'; Do NOT leave
blank
1.1.6.4. Exhibit F — References Page
1.1.6.5. Exhibit G1 & G2 — must be completed (use additional sheets if needed)
1.1.6.6. Exhibit H — Equipment Requirement Acknowledgment
1.1.6.7. Exhibit I — Certifications: Required certificates/licenses-
1.1.6.7.1. Proof of Contractor's License —license number will suffice
1.1.6.7.2. Required certificates/qualifications (as identified in solicitation
including, but not limited to, Contractor's License C27, WeatherTrak
training completion)
1.1.6.8. Exhibit J — Acknowledgement & Acceptance of Scope of Work
1.1.6.9. Maintenance Schedule(s) — Daily, Weekly, Monthly, Semi -Annual, Annual
(see examples in Attachments A & B)
1.1.6.10. Rotation Schedule (Maintenance Map showing frequency of work within
designated areas/sections)
1.2. COST FILE
1.2.1.1. ExhibitA —Cost Proposal
1.2.1.2. Exhibit B1 & B2—Additional Pricing
2. PROPOSAL EVALUATION AND CONTRACTOR SELECTION - An evaluation panel comprised of
representatives from the requesting department will evaluate all proposals to determine
responsiveness to the RFP. The panel will recommend the selection of the responsible Proposer
whose proposal is most advantageous to the City. Accordingly, the City may not necessarily
make an award to the Proposer with the highest technical ranking nor award to the Proposer
with the lowest Price Proposal if doing so would not be in the overall best interest of the City.
The overall criteria is listed below. As proposals are considered by the City to be more equal in
their technical merit, the evaluated costor price becomes more important so that when technical
proposals are evaluated as essentially equal, cost or price may be the decidingfactor.
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, 131, 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.
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. Acknowledgement & Successful Understanding of Bid/RFP Scope of Work:
Proposed method and guidelines for adhering to the landscape maintenance
requirements to include but not limited to: Description and clarity of approach in the
areas of pro -activeness, responsiveness, familiarity with common concerns of the
LIVID areas and problem resolution. (Includes but not limited to Exhibits D &J)
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 proposals without further contact.
SECTION C
Forms
NOTICE TO PROPOSERS REGARDING INDEMNITY AND INSURANCE REQUIREMENTS
PROPOSAL # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
City of Santa Clarita, California
SUMMARY OF INDEMNITY AND INSURANCE REQUIREMENTS
1. These are the Indemnity and Insurance Requirements for Contractors providing services or supplies to
City of Santa Clarita (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. If any additional Contract documents are
executed, the actual Indemnity language and Insurance Requirements may include additional provisions
as deemed appropriate by City's Risk Manager.
2. 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.
3. 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.
I. INDEMNIFICATION:
To the fullest extent permitted by law, CONSULTANT shall defend (with legal counsel reasonably
acceptable to CITY), indemnify and hold harmless CITY and its officers, agents, departments, officials,
representatives and employees (collectively "Indemnitees") from and against any and all claims, loss, cost,
damage, injury (including, without limitation, economic harm, injury to or death of an employee of
CONSULTANT or its subconsultants), expense and liability of every kind, nature and description that arise
from or relate to (including, without limitation, incidental and consequential damages, court costs,
attorneys' fees, litigation expenses and fees of expert consultants or expert witnesses incurred in
connection therewith and costs of investigation) that arise from or relate to, directly or indirectly, in whole
or in part, from: (1) CONSULTANT's performance of Services under this Agreement, or any part thereof;
(2) any negligent act or omission of CONSULTANT, any subconsultant, anyone directly or indirectly
employed by them, or anyone that they control; (3) any actual or alleged infringement of the patent rights,
copyright, trade secret, trade name, trademark, service mark or any other intellectual or proprietary right
of any person or persons in consequence of the use by CITY, or any other Indemnitee, of articles or
Services to be supplied in the performance of this Agreement; or (4) any breach of this Agreement
(collectively "Liabilities"). Such obligations to defend, hold harmless and indemnify any Indemnitee shall
not apply to the extent such Liabilities are caused by the sole negligence or willful misconduct of such
Indemnitee, but shall apply to all other Liabilities. The foregoing shall be subject to the limitations of
California Civil Code section 2782.8 as to any design professional services performed by CONSULTANT and
in particular the limitation on CONSULTANT's duty to defend whereby such duty only arises for claims
relating to the negligence, recklessness or willful misconduct of CONSULTANT as well as the limitation on
the cost to defend whereby CONSULTANT will only bear such cost in proportion to CONSULTANT's
proportionate percentage of fault (except as otherwise provided in section 2782.8).
The foregoing indemnification provisions will not reduce or affect other rights or obligations
which would otherwise exist in favor of the CITY and other Indemnitees.
CONSULTANT shall place in its subconsulting agreements and cause its subconsultants to agree to
indemnities and insurance obligations in favor of CITY and other Indemnitees in the exact form and
substance of those contained in this Agreement.
II. INSURANCE
(A) Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with
coverage limits complying, at a minimum, with the limits set forth below:
Type of Insurance Limits
Commercial general liability: $1,000,000
Professional liability $1,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
(i) Commercial general liability insurance will meet or exceed the requirements of
ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth above will be a combined
single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage.
Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01 06 92, including
symbol 1 (Any Auto). Liability policies will be endorsed to name CITY, its officials, and employees as
"additional insureds" under said insurance coverage and to state that such insurance will be deemed
"primary" such that any other insurance that may be carried by CITY will be excess thereto. Such
endorsement must be reflected on ISO Form No. CG 20 10 1185 or 88, or equivalent. Such insurance will
be on an "occurrence," not a "claims made," basis and will not be cancelable or subject to reduction
except upon thirty (30) days prior written notice to CITY.
(ii) Professional liability coverage will be on an "occurrence basis" if such coverage is
available, or on a "claims made" basis if not available. When coverage is provided on a "claims made
basis," CONSULTANT will continue to renew the insurance for a period of at least three (3) years after this
Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy
that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by
CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the
time this Agreement was in effect.
CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing
maintenance of the insurance required under this Agreement, including endorsements, and such other
evidence of insurance or copies of policies as may be reasonably required by CITY from time to time.
Insurance must be placed with California -admitted insurers with (other than workers compensation) a
current A.M. Best Company Rating of at least "A:VII."
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.
Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this
Agreement, CITY may obtain such coverage at CONSULTANT's expense and deduct the cost of such
insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to
TERMINATION section. In the alternative, should CONSULTANT fail to meet any of the insurance
requirements under this Agreement, City may terminate this Agreement immediately with no penalty.
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.
The CITY shall be entitled to any coverage in excess of the minimums required herein.
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:
CONSIDERATION.
As partial consideration, CONTRACTOR agrees to perform the work listed in the
SCOPE OF SERVICES, below; and
As additional consideration, CONTRACTOR and CITY agree to abide by the terms and
conditions contained in this Agreement; and
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.
TERM. The term of this Agreement will be from , to The
Agreement may be renewed upon mutual consent of the parties.
SCOPE OF SERVICES.
CONTRACTOR will perform services listed in the attached Exhibit " "
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.
PREVAILING WAGES.
CONTRACTOR's work is considered a "Public Works project" subject to the payment of
prevailing wages. CONTRACTOR stipulates that it shall comply with all applicable wage and
hour laws, including without limitation, California Labor Code §§ 1776 and 1810-1815. Failure
to so comply shall constitute a default under this Contract. Further, all public works projects
valued at $30,000 or more must include an obligation to hire apprentices, unless the craft or trade
does not require the use of apprentices, as indicated in the corresponding prevailing wage
determination. This duty applies to all contractors on a public works project, even if their part of
the project is less than $30,000.
CONTRACTOR and its Subcontractors shall pay to persons performing labor in and about the
project provided for in the Contract Documents an amount equal to or more than the general
prevailing rate of per diem wages for (1) work of a similar character in the locality in which the
Work is performed and (2) legal holiday and overtime work in said locality. The per diem wages
shall be an amount equal to or more than the stipulated rates contained in a schedule that has
been ascertained and determined by the Director of the State Department of Industrial Relations
and Owner to be the general prevailing rate of per diem wages for each craft or type of workman
or mechanic needed to execute this Contract. The prevailing wage rates are available online at
hqp://www.dir.ca. ovg /dlsr. CONTRACTOR shall also cause a copy of this determination of the
prevailing rate of per diem wages to be posted at each Site.
CONTRACTOR shall insert in every subcontract or other arrangement which CONTRACTOR
may make for performance of Work or labor on Work provided for in the Contract, provision
that Subcontractor shall pay persons performing labor or rendering service under subcontract or
other arrangement not less than the general prevailing rate of per diem wages for work of a
similar character in the locality in which the Work is performed, and not less than the general
prevailing rate of per diem wages for holiday and overtime work fixed in the California Labor
Code.
CONTRACTOR and its Subcontractors shall keep an accurate record showing the name of and
actual hours worked each calendar day and each calendar week by each worker employed by him
or her in connection with the Project. The record shall be kept open at all reasonable hours to the
inspection Owner and to the Division of Labor Standards Enforcement.
CONTRACTOR and its Subcontractors must keep accurate payroll records, showing the name,
address, social security number, work classification, straight time and overtime hours worked
each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker,
or other employee employed by him or her in connection with the Work of the Contract
Documents. Each payroll record shall contain or be verified by a written declaration as required
by Labor Code Section 1776.
With each application for payment, CONTRACTOR shall also deliver certified payrolls directly
to the Labor Commissioner in the format prescribed by the Labor Commissioner.
CONTRACTOR shall indemnify, hold harmless and defend (with counsel reasonably acceptable
to CITY) CITY against any claim for damages, compensation, fines, penalties or other amounts
arising out of the failure or alleged failure of any person or entity to pay prevailing wages as
required by law or to comply with the other applicable provisions of Labor Code Sections 1720
et seq. and implementing regulations of the Department of Industrial Relations in connection
with execution of the improvements or any other work undertaken or in connection with the
Public Works project.
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.
FAMILIARITY WITH WORK.
By executing this Agreement, CONTRACTOR represents that CONTRACTOR has:
Thoroughly investigated and considered the scope of services to be performed;
and
Carefully considered how the services should be performed; and
Understands the facilities, difficulties, and restrictions attending performance of
the services under this Agreement.
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.
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.
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. COVID-19. CONTRACTOR shall ensure its insurance coverages cover claims
and/or losses related to the COVID-19 pandemic to the extent such insurance
coverage is available. If such insurance is unavailable, but becomes available during
the life of the contract, CONTRACTOR shall procure a policy and name the City as
additionally insured.
G. 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.
H. Should Contractor's insurance required by this Agreement be cancelled at any point
prior to expiration of the policy, CONTRACTOR must notify City within 24 hours
of receipt of notice of cancellation. Furthermore, CONTRACTOR must obtain
replacement coverage that meets all contractual requirements within 10 days of the
prior insurer's issuance of notice of cancellation. CONTRACTOR must ensure that
there is no lapse in coverage.
TIME FOR PERFORMANCE. CONTRACTOR will not perform any work under this
Agreement until:
CONTRACTOR furnishes proof of insurance as required under Section 7 of this
Agreement; and
CITY gives CONTRACTOR a written Notice to Proceed.
Should CONTRACTOR begin work in advance of receiving written authorization to
proceed, any such professional services are at CONTRACTOR's own risk.
TERMINATION.
CITY may terminate this Agreement at any time with or without cause.
CONTRACTOR may terminate this Agreement upon providing written notice to CITY at
least thirty (30) days before the effective termination date.
Should the Agreement be terminated pursuant to this Section, CITY may procure on its
own terms services similar to those terminated.
By executing this document, CONTRACTOR waives any and all claims for damages that
might otherwise arise from CITY's termination under this Section.
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.
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.
NOTICES.
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:
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.
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.
TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a
Taxpayer Identification Number.
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.
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.
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.
CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference
only and will not affect the interpretation of this Agreement.
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.
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.
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.
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.
FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, war, terrorist act, embargo, government action, civil or military authority, the natural
elements, or other similar causes beyond the Parties' control, then the Agreement will immediately
terminate without obligation of either party to the other.
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.
CONFLICT OF INTEREST. CONTRACTOR will comply with all conflict of interest laws
and regulations including, without limitation, CITY's conflict of interest regulations.
COVID-19. Prior to execution of the Agreement, the State of California declared a state of
emergency and issued a stay at home order in connection with the COVID-19 pandemic, and the
County of Los Angeles ("County") issued numerous orders relating to COVID-19, including
without limitation an Order to Shelter in Place, originally dated March 17, 2020 (as subsequently
extended and amended, including after the date of the Agreement, the "County Order"). In no
event shall CONTRACTOR be entitled to any additional compensation in connection with any
delay or costs associated with the COVID 19 pandemic, the County Order, or any other
governmental requirements or regulations in connection therewith, whether currently existing or
hereinafter enacted. In the event of any conflict between the terms of this Section and any other
provision of the Agreement, in all events, the terms of this Section shall control.
CONTRACTOR's safety and logistics plans prepared in connection with this Contract
specifically takes into account the COVID-19 Pandemic, the County Order, and all other
governmental requirements or regulations regarding COVID-19 as of the date of the Contract,
including without limitation all safety measures required.
SAFETY OF PERSONS AND PROPERTY. CONTRACTOR shall comply with, and give
notices required by applicable laws, statutes, ordinances, codes, rules and regulations, and lawful
orders of public authorities, bearing on safety of persons or property or their protection from
damage, injury, or loss, including without limitation the County Order and all other
governmental requirements or regulations regarding COVID-19, all as may be amended from
time to time.
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:
C
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:
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 E
Exhibits
Exhibit A: COST PROPOSAL
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
Fill out this form completely and return with your bid. Pricing must be entered into line item section
of BidNet If the number entered on this page conflicts with what is entered on BidNet, the number
entered on BidNet shall govern.
Item Project Site
1. LMD Zone 15 River Village
2. LIVID Zone 16 Valencia Industrial
Center(VIC)
Column A
Monthly Maintenance Cost
$ x12mo.
$ x12mo
Total (add lines in Column B)
Total proposed amount annually, in legibly printed words:
Column B
Annual Maintenance Cost
EXHIBIT 1131: ADDITIONAL PRICING
PROPOSAL # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
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)
ExhibitB2: ADDITIONAL PRICING CONTINUED
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
Do NOT include this pricing in the cost on the of your RFP response.
Please list the unit price for labor, EXCLUDING part/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.
EXTENDED PRICE
LINE
DESCRIPTION
UNIT OF
UNIT PRICE
QUANTITY
(unit price x
MEASURE
quantity)
1
Price for maintenance of
1 square foot
500 sq. ft.
landscape with turf.
2
Price for maintenance of
1 square foot
1000 sq. ft.
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. Same warranties
described in Sections 18 and 19 shall be applied to these tasks.
UNIT OF
EXTENDED PRICE
LINE
DESCRIPTION
UNIT PRICE
QUANTITY
(unit price x
MEASURE
quantity)
4
Price for Installation of one
1 each
(5) Five
(1) gallon shrub.
5
Price for Installation of five
1 each
(5) Five
(5) gallon shrub.
6
Price for Installation of
leach
(5) Five
fifteen (15) gallon shrub.
7
Price for Installation of
1 each
(5) Five
fifteen (15) gallon tree.
8
Price for installation of
twenty-four inch (24-inch)
1 each
(2) Two
box tree.
Exhibit C: VIOLATION RECORDS
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
1) The last six (6) months of tailgate safety meeting sign -in sheets and topics covered must be
made available UPON REQUEST. (Do not send with proposal submission at thistime.)
2) In the year of 2018, what was the longest stretch of days worked without an accident in the
landscape maintenance division?
3) Please provide any sustained complaints made to your company within the past four (4) years to
Cal -OSHA.
4) Please provide any sustained complaints made to your company within the past four (4) years to
the California State Contractor Board in regards to your C-27 license.
Exhibit D: PROACTIVE APPROACH FORM
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
Please explain what policies or procedures you and your company will provide to ensure 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
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
City of Santa Clarita, California
Fill out this form completely and upload it with your proposal.
Subcontractor DBE STATUS:
Age of firm: Certifying Agency:
Dollar Value of Work
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos:
Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor DBE STATUS:
Age of firm: Certifying Agency:
Dollar Value of Work
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos:
Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor DBE STATUS:
Age of firm: Certifying Agency:
Dollar Value of Work
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos:
Description of Work
License No.
Exp. Date: / /
Phone ( )
NOTE: A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the
requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public
work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to
Section 1725.5 of the Labor Code. It is not a violation of this section for an unregistered contractor to submit a bid
that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the
Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 of
the Labor Code at the time the contract is awarded.
Exhibit F: REFERENCES
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
City of Santa Clarita, California
The following are the names, addresses, and telephone numbers of three public agencies for which
the proposed company has performed work of a similar scope and size within the past five (5) years.
The references shall demonstrate that the company (proposer) has a minimum of five (5) years'
experience in the landscape maintenance field, experience maintaining site areas of twenty (20) acres or
larger, and the ability to complete work of the type and scope being proposed under the terms of
this contract. If necessary, more than three (3) references can be submitted to demonstrate these
qualifications. If the instructions on this form conflict with the references requested in the scope of
work, the scope of work shall govern. Complete this form out accordingly. Fill out this form
completely and upload it with your proposal.
1.
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
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
Provide information on any and all applicable crewmembers_ This includes the supervisor, crew foreman, certified
arborist (if applicable), cherrical applicator, irrigation specialist, etc.
1) Name Job Tilde
Li ten ses/Ce rtificate
2) Name Jots Tide
Li ten ses/Certifica#es
3) Name Job Title
U cen ses/Certificates
4) Name Job Title
Licensesf Certificates
5) Name Job Title
Liven ses/Certificates
6) Name Job Title
Li ten ses/Certificates
7) Name Job Titl
Li tenses/Certificate
Exhibit G1 (Continued)
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
8) Name
Licenses/Certificates
9) Name
Job Title
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
Licenses/Certificates
Job Title
15) Name Job Title
Licenses/Certificates
*Attach additional pages as necessary for additional personnel.
Exhibit G2:
RFP # LMD-21-22-35
Landscape Maintenance Contract for
Zone 15 (River Village)
Supervisors
Crewmember Title
Qty- of Weekly Hours
Crewmem ber Title
Qty- of Weekly Hours
Crewmem ber Title
Qty- of Weekly Hours
Crew #1
Crewmem ber Title
Qty_ 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
C rew #2
Crewmem ber 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
Crewmember Title
Qty- of Weekly Hours
Specialty Positions
Crewmem ber Title
Qty- of Weekly Hours
Crewmem ber Title
Qty- of Weekly Hours
Specialty Positions
C rem—nem ber Title
Qty- of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
*Attach additional pages as necessary for additional personnel.
Exhibit G2:
RFP # LMD-21-22-35
Landscape Maintenance Contract for
Zone 16 (Valencia Industrial Center/VIC)
Supervisors
Crewmem ber Title Qty_ of Weekly Hours
Crewmem ber Title Qty- of Weekly Hours
Crewmem ber
Crew #i
Qty- of Weekly Hours
Crewmem ber Title Qty- of Weekly Hours
Crewmem ber Title Qty- of Weekly Hours
Crewmember Title Qty- of Weekly Hours
Crewmem ber Title Qty- of Weekly Hours
Crewmem ber Title Qty- of Weekly Hours
C rew #2
Crewmem ber Title Qty_ of Weekly Hours
Crewmem ber Title Qty_ of Weekly Hours
Crewmem ber Title Qty_ of Weekly Hours
Crewmem ber Title Qty- of Weekly Hours
Crewmem ber Title Qty_ of Weekly Hours
Specialty Positions
Crewmem ber Title Qty- of Weekly Hours
Crewmem ber Title Qty- of Weekly Hours
Specialty Positions
Crewmem ber Title Qty- of Weekly Hours
Crewmem ber Title Qty. of Weekly Hours
*Attach additional pages as necessary for additional personnel.
EXHIBIT H: EQUIPMENT
REQUIREMENTS RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
Additional equipment requirements for work within proposed Landscape Maintenance District or the ability
of Contractor to rent/lease at no additional cost:
• Commercial grade lawn mowers with mulching blade attachment, sufficient in size to cover
large turf areas
• Proper equipment required to perform pruning tasks including hand pruners, loppers, saws,
pole pruners and chainsaws
• Commercial Grade Battery Powered Leaf Blowers
• All maintenance supplies for proper equipment operation
• Garden Spading Forks
• Shovels
• Rakes
• Scoop Shovels (various sizes and shapes)
• Commercial Grade Chipper
• Safety equipment such as head, eye and ear protection, work boots. Body protection such as
chaps should also be used when operating chainsaws
• Irrigation controller remotes and transmitters; particularly WeatherTrak
• 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
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
Provide information on the certified arboriSt, chernical applicator. irrigation Specialist, crew
foremen, including name. certification and whether Staff or subccntractcr.
Staff
2'y
)
4)
7)
8)
9s
10)
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF PROPOSAL SPECIFICATIONS
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
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 15 & Zone 16. 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:
*Estimator's Signature:
*Owner's Signature:
*All three signatures required
Date:
Date:
Date:
SECTION F
Attachments
ATTACHMENT A
EXAMPLE OF TYPICAL MAINTENANCE PROGRAM
Daily — Weekly — Monthly
(For reference only: Actual maintenance schedules shall comply with maintenance specifications.)
OPERA"ONS
JXN
FES
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
Tresh Omn-up
Daly
Dsily
Dedy
De iy
Do&
Daiy
Dedy
Daiy
Dady
D
Dedy
Dal
Pmeo Ctear�u*
Daly jDaityDaty
jDatyDeft
1W4Doty
IlDatyDaly
ID&'yDaly
Day;
Wegd Elntinet+ca between Paaeo Ofacts
Wee .
Weekly
Weekhl
Weektv
Weekly
Weekty
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WeWy
Weekty
VfteklV
Wmkty
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cu ppnp as pnatied pkarkls -use far mOzh ng on-g Ae
(0tcyclet wage)
Mon
Monfty
Montrdy
MorMly
h4oftty
Mofthbr
Mareht
Mmlhty
Mantly
Mand*
Manety
Mantfty
Qkeeersg
hWft
KiDntlhly
Mordflly
Morthkf
MorKhhj
Nbdhly
Wrdhly
Man1hly
Maitibr
Mwft
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Bmthly
PUFA 'rg iTuM - If pray able aerate fat tug, sued a
AS
As
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t dess ea needed
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Needed
Needed
Needed
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Needed
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Needed
Needed
Needed
Sod RarovetiUn
As
s
As
As
As
AS
I AS
I AS
AS
Needed
Needed
Needed
Needed
Needed
Needed
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Needed
Needed
I
Needed
Needed
Needed
Add Sad Arnendmards to Exabng Plaids
As
As
I
As
As
As
I As
As
As
Ais
As
As
As
Headed
Needed
Needed
Needed
hurled
I Needed
Needed
Needed
Needed
Needed
Needed
Needed
Pe nodl Ic
in it 7
ATTACHMENT B
EXAMPLE OF TYPICAL MAINTENANCE PROGRAM
Semi -Annual and Annual
(For reference only: Actual maintenance schedules shall comply with maintenance specifications.)
--
--------
ATTACHMENT C
GENERAL INVENTORY LISTS
Inventory List: Zone 15 RIVER VILLAGE
Approximate
Item #
Description
Square
Footage
Parkway
1
(Trees, Turf, Hedges, Shrubs,
4,700
Groundcover, and Mulch)
Landscape Planter
2
(Trees, Turf, Hedges, Shrubs,
63,730
Groundcover, and Mulch)
3
Irrigated Slope
101,870
(Trees, Shrubs, V-Ditches) as needed
4
Irrigated Natural Slope
1,784,020
(V-Ditches) as needed
5
Non -Irrigated Slopes
426,580
(V-Ditches) as needed
6
Fallen Warriors Mem. Bridge Area
4,700
(DG, Shrubs, Hedges, Trees, Mulch)
GENERAL— Weed control between sidewalk and trail and in tree wells within right of way on public streets.
PARKWAY
• NEWHALL RANCH ROAD — South side approx. 200 ft. east of Bouquet Cyn. Rd. to Santa Clarita Pkwy
• NEWHALL RANCH ROAD — South side from Santa Clarita Pkwy to small bridge with aqueduct
• NEWHALL RANCH ROAD— North side from Bouquet Canyon to Golden Valley Road
• SANTA CLARITA PARKWAY — From Newhall Ranch Rd. to River Rock Way
LANDSCAPE PLANTER
• NEWHALL RANCH ROAD — North Side from Bouquet Cyn Rd. to approx. 267 ft. east of Millhouse
• NEWHALL RANCH ROAD — North Side of Newhall Ranch Rd. between the sidewalk and the planter
wall along the frontage of River Village.
• NEWHALL RANCH ROAD — South side from Santa Clarita Parkway to the small bridge with aqueduct
(both sides of bike trail)
• GOLDEN VALLEY ROAD — East Side triangle area just north of Valley Center Dr.
IRRIGATED SLOPE
• NEWHALL RANCH ROAD — Southwest corner of at Millhouse Dr. (Slope near catch basin)
• NEWHALL RANCH ROAD/GOLDEN VALLEY ROAD — North side of Newhall Ranch Rd., sloped area in front of
River Village property, behind planter wall to in front of community wall, continuing around the corner to
face Golden Valley Rd., to end of irrigated area, and slope surrounding Fire Station 104 starting from south
driveway in front of property wall, around corner and up Golden Valley Rd., to end of irrigated area.
IRRIGATED NATURAL SLOPE
• NEWHALL RANCH ROAD — North side Bouquet Canyon to Santa Clarita Pkwy.
• GOLDEN VALLEY ROAD — North of Newhall Ranch Rd., slope facing east on Golden Valley Rd., where
irrigation ends and it becomes fuel modification area to the end of that slope.
NON -IRRIGATED SLOPE
• NEWHALL RANCH ROAD — North and South back side of white fence with Eucalyptus trees
FALLEN WARRIOR MEMORIAL BRIDGE AREA
• Northwest corner of Valley Center Dr. and Golden Valley Rd.
ATTACHMENT C (Continued)
Inventory List: Zone 16 VALENCIA INDUSTRIAL CENTER
Approximate
Item #
Description
Square Footage
1
Parkway
114,650
(Groundcover, Trees)
2
Side Panel
205,750
(Shrubs, Trees, Mulch)
3
Median Maintenance
70,940
(Shrubs, Trees, Mulch)
PARKWAY
• NEWHALL RANCH ROAD — North Side from Vanderbilt Way to Aurora Dr.
• NEWHALL RANCH ROAD — South Side from Vanderbilt Way to Copper Hill Dr.
• NEWHALL RANCH ROAD — South Side from lodge pole fencing just east of Home Depot Plaza to Ave.
Tibbitts
SIDE PANEL
• NEWHALL RANCH ROAD — South Side from lodge pole fencing just east of Home Depot Plaza to Ave.
Tibbitts
• AVENUE TIBBITS —Anza Dr. to Flood Control Easement
MEDIANS
• AVENUE SCOTT — Rye Canyon Rd. to Ave. Tibbitts
• AVENUE TIBBITTS— Avenue Scott to Newhall Ranch Rd.
• DICKASON DRIVE — Newhall Ranch Rd. to Decoro Dr.
• DECORO DRIVE — Dickason Dr. to Copperstone Dr.
WITHIN THE BOUNDARIES OF THE ZONE
• Maintain all undeveloped medians for control of weeds.
• Maintain all tree wells within right of way.
Inventory List: Zone 16 PUBLIC WORKS YARD
Approximate
Estimated
Item #
Description
Square Footage
Quantity
1
Turf
26,960
2
Planter/Monument Planter
(Shrubs, Hedges, Mulch, Color)
4,100
3
Concrete Walkways
2,800
TURF, BUILDING PLANTERS, MONUMENT PLANTER, PARKING LOT PLANTERS, CONCRETE WALKWAYS
• RYE CANYON ROAD — West side of buildings
• AVENUE STANFORD — South side of buildings and parking lot planters
city Of SANTA CLARITA
LANDSCAPE
MAINTENANCE
DISTRICT
Zone 15 - Part 1
ATTACHMENT D
PAGE 1
Legend
PARKWAY
IRRIGATED LANDSCAPE
NON -IRRIGATED LANDSCAPE
SANTA CLARA RIVER
Q LMD ZONE BOUNDARY
N
aoo zao o Fe
Parcel data: Copyright July 2017,
Parcel Quest & County of Los Angeles.
All rights res—d
Street centerlines from Rand McNally,
Uptlatad by City of Santa Clarita GIS.
(Copyright 2017).
Landscape information from
City of Santa Clarita - LMD/GIS
;o SANrs e�
o�
a m,>oE�EMaw�
LANDSCAPE
MAINTENANCE
DISTRICT
Zone 15 - Part 2
ATTACHMENT D
PAGE 2
Legend
PARKWAY
IRRIGATED LANDSCAPE
NON -IRRIGATED LANDSCAPE
SANTA CLARA RIVER
Q LMD ZONE BOUNDARY
N
A
aoo zoo 0Feet
Paneldata Copyright JUIy 2017
Pa�selosest & C111ty of Los A,geles
All dghts reserved.
Street centedines from Rand McNally,
Updated by City of Santa Clanta GIS.
(Copyright 2017).
Landscape in fermati0, from
City of Santa Clanta - LMD/G IS
,TSNSr170811e 1 \mxd\I m d_15_Ian dscapesyart2. m,d
Q)
Ci Of
SANTA CLARITA
LANDSCAPE
MAINTENANCE
DISTRICT
Zone 15 - Part 3
ATTACHMENT D
PAGE 3
Legend
® PARKWAY
IRRIGATED LANDSCAPE
NON -IRRIGATED LANDSCAPE
SANTA CLARA RIVER
Q LMD ZONE BOUNDARY
N
A
aoo zco 0 Feet
Parcel data: Copyright July 2017,
Parcel Quest & County of Los Angeles.
All rights ras—d
Street centerlines from Rand McNally,
Upd.tad by City of Santa Clarita GIS.
(Copyright 2017).
Land—pe information from
City of Santa Clarita - LMD/GIS
._S\NS\170817e1\mxd\ITd_t 5_Ian dscapesyart3. m,d
4i)
City Of SANTA GLARITA
LMD Zone 16
Part 1
LANDSCAPES
Valencia Industrial
Center
Legend
OParcel Outlines
OLMD Boundary
- Median
Parkway
Side Panel
ATTACHMENT D
PAGE 4
N
WE
S
6nn�01-
Landscape lnfortna0on from Landscape
Maintenance District, 2014.
Parcel data: Copyright March 2014, County of Las Angeles.
All rights reserved.
Street Infortna0on from Rand McNally & Company
projects/as/140321j1/mxd/Imd_16_1andscapesyart1 mxd
4i)
City Of SANTA GLARITA
LMD Zone 16
Part 2
LANDSCAPES
Valencia Industrial
Center
Legend
O LMD Boundary
Parcel Outlines
Median
Parkway
Side Panel
ATTACHMENT D
PAGE 5
S
0 350 700
Feet
Landscape lnfortna[ion from Landscape
Maintenance District, 2014.
Parcel data: Copyright March 2014, County of Las Angeles.
All rights reserved.
Street Info—t— from Rand McNally & Company
projects/as/140321j1 /—d/h d_16_l m dscapesyart2.—d
City Of
SANTA CLARITA
LMD Zone 16
LANDSCAPES
Public Works
e�
o� Yard
LP
e°`` Legend
Parcel Outlines
C> LIVID Boundary
Planters
Concrete
Turf
I
AVE STANFORD
ATTACHMENT D
PAGE 6
N
WE
S
0 50 100
Feet
Laodsczpe mformaoon trom Landsczpe
Maintenance District, 2014.
Parcel data: Copyright March 2014, County of Las Angeles.
HII ngh6 reserved.
Street Inf,—ton from Rand McNally & Company
projects/as/140321j1 /m.d/l mdyu bl lcworksyzrd.—d
ATTACHMENT E
RFP # LMD-21-22-35
Annual Maintenance Contract for Landscape Maintenance
Zones 15 & 16
New Year's Day Friday, December 31
Martin Luther King Jr. Day Monday, January 17
President's Day Monday, February 21
Memorial Day Monday, May 30
Independence Day Monday, July 4
Labor Day Monday, September 5
Veterans Day Friday, November 11
Thanksgiving Day Thursday, November 24
Day after Thanksgiving Friday, November 25
112 Gay for Christmas Eve Friday, December 23
Christmas Day Monday, December 26
112 Gay for New Year's Eve Friday, December 30
New Year's Day Monday, January 2
Corporate Office
28042 Avenue Stanford, Unit E, 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.
;AKRIDGE
LANDS C A REWw
Quality
Corporate Office
28042 Avenue Stanford, Unit E, 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 regularjob 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:OOam-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
NOTICE TO PROPOSERS REGARDING INDEMNITY AND INSURANCE REQUIREMENTS
PROPOSAL # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
City of Santa Clarita, California
SUMMARY OF INDEMNITY AND INSURANCE REQUIREMENTS
1. These are the Indemnity and Insurance Requirements for Contractors providing services or supplies to
City of Santa Clarita (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. If any additional Contract documents are
executed, the actual Indemnity language and Insurance Requirements may include additional provisions
as deemed appropriate by City's Risk Manager.
2. 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 Contractors 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.
3. 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.
1, INDEMNIFICATION:
To the fullest extent permitted by law, CONSULTANT shall defend (with legal counsel reasonably
acceptable to CITY), indemnify and hold harmless CITY and its officers, agents, departments, officials,
representatives and employees (collectively "Indemnitees") from and against any and all claims, loss, cost,
damage, injury (including, without limitation, economic harm, injury to or death of an employee of
CONSULTANT or its subconsultants), expense and liability of every kind, nature and description that arise
from or relate to (including, without limitation, incidental and consequential damages, court costs,
attorneys' fees, litigation expenses and fees of expert consultants or expert witnesses incurred in
connection therewith and costs of investigation) that arise from or relate to, directly or indirectly, in whole
or in part, from: (1) CONSULTANT's performance of Services under this Agreement, or any part thereof;
(2) any negligent act or omission of CONSULTANT, any subconsultant, anyone directly or indirectly
employed by them, or anyone that they control; (3) any actual or alleged infringement of the patent rights,
copyright, trade secret, trade name, trademark, service mark or any other intellectual or proprietary right
of any person or persons in consequence of the use by CITY, or any other Indemnitee, of articles or
Services to be supplied in the performance of this Agreement; or (4) any breach of this Agreement
(collectively "Liabilities"). Such obligations to defend, hold harmless and indemnify any Indemnitee shall
not apply to the extent such Liabilities are caused by the sole negligence or willful misconduct of such
Indemnitee, but shall apply to all other Liabilities. The foregoing shall be subject to the limitations of
California Civil Code section 2782.8 as to any design professional services performed by CONSULTANT and
in particular the limitation on CONSULTANT's duty to defend whereby such duty only arises for claims
relating to the negligence, recklessness or willful misconduct of CONSULTANT as well as the limitation on
the cost to defend whereby CONSULTANT will only bear such cost in proportion to CONSULTANT's
proportionate percentage of fault (except as otherwise provided in section 2782.8).
The foregoing indemnification provisions will not reduce or affect other rights or obligations
which would otherwise exist in favor of the CITY and other Indemnitees.
CONSULTANT shall place in its subconsulting agreements and cause its subconsultants to agree to
indemnities and insurance obligations in favor of CITY and other Indemnitees in the exact form and
substance of those contained in this Agreement.
11. INSURANCE
(A) Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with
coverage limits complying, at a minimum, with the limits set forth below:
Type of Insurance
Commercial general liability:
Professional liability
Business automobile liability
Workers compensation
Statutory requirement
(i) Commercial general liability insurance will meet or exceed the requirements of
ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth above will be a combined
single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage.
Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 0106 92, including
symbol 1 (Any Auto). Liability policies will be endorsed to name CITY, its officials, and employees as
"additional insureds" under said insurance coverage and to state that such insurance will be deemed
"primary" such that any other insurance that may be carried by CITY will be excess thereto. Such
endorsement must be reflected on ISO Form No. CG 20 10 1185 or 88, or equivalent. Such insurance will
be on an "occurrence," not a "claims made," basis and will not be cancelable or subject to reduction
except upon thirty (30) days prior written notice to CITY.
(ii) Professional liability coverage will be on an "occurrence basis" if such coverage is
available, or on a "claims made" basis if not available. When coverage is provided on a "claims made
basis," CONSULTANT will continue to renew the insurance for a period of at least three (3) years after this
Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy
that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by
CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the
time this Agreement was in effect.
CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing
maintenance of the insurance required under this Agreement, including endorsements, and such other
evidence of insurance or copies of policies as may be reasonably required by CITY from time to time.
Insurance must be placed with California -admitted insurers with (other than workers compensation) a
current A.M. Best Company Rating of at least "A:Vll."
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.
Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this
Agreement, CITY may obtain such coverage at CONSULTANT's expense and deduct the cost of such
insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to
TERMINATION section. In the alternative, should CONSULTANT fail to meet any of the insurance
requirements under this Agreement, City may terminate this Agreement immediately with no penalty.
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.
The CITY shall be entitled to any coverage in excess of the minimums required herein.
I have read and understand the above requirements and agree to be bound by them for any work
performed for the City.
0
Authorized Signature: Date: 102
to
Printed Name: Jeff Myers, President
Exhibit A: COST PROPOSAL
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
Fill out this form completely and return with your bid. Pricing must be entered into line item section
of BidNet If the number entered on this page conflicts with what is entered on BidNet, the number
entered on BidNet shall govern.
Item Project Site
1. LIVID Zone 15 River Village
2. LIVID Zone 16 Valencia Industrial
Center (VIC)
Column A
Monthly Maintenance Cost
$ 7,980.00 x12mo.
$ 8,650.00 x12mo
Total (add lines in Column B)
Total proposed amount annually, in legibly printed words:
five hundred sixty and no/100 dollars.
Column B
Annual Maintenance Cost
$ 95,760.00
$ 103,800.00
$199, 560.00
One hundred ninety nine thousand,
EXHIBIT 81: ADDITIONAL PRICING
PROPOSAL # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
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 $ 52.00Der hour
Landscape Laborer $,39.00per hour
QAC/QAL Herbicide and
Pesticide Applicator $ S2.00per hour
Please fill in the hourly cost for services based on the appropriate DIR cost.
Please initial to verify acknowledgement of labor rates (initial)
$ 77:00per hour
$_56,0cper hour
$_77,00 per hour
ExhibitB2: ADDITIONAL PRICING CONTINUED
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
Do NOT include this pricing in the cost on the of your RFP response.
Please list the unit price for labor, EXCLUDING part/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.
UNIT OF
EXTENDED PRICE
LINE
DESCRIPTION
MEASURE
UNIT PRICE
QUANTITY
(unit price x
quantity)
1
Price for maintenance of
1 square foot
$ .07
500 sq. ft.
$ 35.00
landscape with turf.
2
Price for maintenance of
1 square foot
$ .06
1000 sq. ft.
$ 60.00
landscape with trees, shrubs,
and ground cover.
3
Price for maintenance of
1 square foot
$ .05
500 sq. ft.
$ 25.00
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. Same warranties
described in Sections 18 and 19 shall be applied to these tasks.
UNIT OF
EXTENDED PRICE
LINE
DESCRIPTION
UNIT PRICE
QUANTITY
(unit price x
MEASURE
quantity)
4
Price for Installation of one
1 each
$ 15.00
(5) Five
$ 75.00
(1) gallon shrub.
5
Price for Installation of five
1 each
$ 37.00
(5) Five
$185.00
(5) gallon shrub.
6
Price for installation of
leach
$125.00
(5} Five
$625.00
fifteen (15) gallon shrub.
7
Price for Installation of
1 each
$165.00
(5) Five
$825.00
fifteen (15) gallon tree.
8
Price for installation of
twenty-four inch (24-inch)
1 each
$425.00
(2) Two
$850.00
box tree.
Exhibit C; VIOLATION RECORDS
RFP # LMO-21-2235
Landscape Maintenance Contract for Zones 15 & 16
1) The last six (6) months of tailgate safety meeting sign -in sheets and topics covered must be
made available UPON REQUEST. (Do not send with proposal submission at this time.)
2) In the year of 2018, what was the longest stretch of days worked without an accident in the
landscape maintenance division?
For2020,129
3) Please provide any sustained complaints made to your company within the past four (4) years to
Cal -OSHA.
None.
4) Please provide any sustained complaints made to your company within the past four (4) years to
the California State Contractor Board in regards to your C-27 license.
None.
Exhibit D: PROACTIVE APPROACH FORM
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
Please explain what policies or procedures you and your company will provide to ensure 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.
Clakridge Landscape, Inc.
Approach to Provide Landscape Services
City of Santa Clarita LIVID Zones 15 & 16
We have examined the LIVID Scope of Work and are pleased to present our approach to the service and
care of Zones 1S & 16. We are well equipped 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,
Anselmo Ventura 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.
Plants 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.
PRUNING ROTATIONAL PLANS
(see attached rotation map)
11. 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 slightly An Account Manager will be available on a daily basis as
needed. See enclosed staffing summary.
Oakridge Landscape, Inc. can draw from additional departments of over 350 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.
111. 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.
VII. Remedial Pruning
Since Zone T-2A is a relatively new planting, we do not anticipate any needed remedial pruning.
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:OOam-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
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
City of Santa Clarita, California
Fill out this form completely and upload it with your proposal.
Subcontractor DBE STATUS:
Age of firm: N/A Certifying Agency:
Dollar Value of Work
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos:
Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor DBE STATUS:
Age of firm: Certifying Agency:
Dollar Value of Work
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos:
Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor DBE STATUS:
Age of firm: Certifying Agency:
Dollar Value of Work
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item Nos:
Description of Work
License No.
Exp. Date:
NOTE: A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the
requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public
work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to
Section 1725.5 of the Labor Code. It is not a violation of this section for an unregistered contractor to submit a bid
that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the
Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 of
the Labor Code at the time the contract is awarded.
Exhibit F: REFERENCES
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
City of Santa Clarita, California
The following are the names, addresses, and telephone numbers of three public agencies for which
the proposed company has performed work of a similar scope and size within the past five (5) years.
The references shall demonstrate that the company (proposer) has a minimum of five (5) years'
experience in the landscape maintenance field, experience maintaining site areas of twenty (20) acres or
larger, and the ability to complete work of the type and scope being proposed under the terms of
this contract. If necessary, more than three (3) references can be submitted to demonstrate these
qualifications. If the instructions on this form conflict with the references requested in the scope of
work, the scope of work shall govern. Complete this form out accordingly. Fill out this form
completely and upload it with your proposal.
1. City of Santa Clarita, 23920 Valencia Bid., #120, Valencia, CA 91355
Name and Address of Owner / Agency
City of Santa Clarita T-68 & T
Keith Miller, 661-290-2200
Name and Telephone Number of Person Familiar with Project
$305,000.00 Street panels & slopes 2018 Current
Contract Amount Type of Work Date Started Date Completed
2.
City of La Canada, One Civic Center Drive, La Canada Flintridge, CA 91011
Name and Address of Owner / Agency
City of La Canada
Ken Rogers, 818-882-3736
Name and Telephone Number of Person Familiar with Project
$360,000.00 Parks, sports fields, streets 2008 Current
Contract Amount Type of Work Date Started Date Completed
3.
City of Moorpark
Name and Address of Owner / Agency
City of Moorpark
Jeremy Laurentowski, 805-517-6368
Name and Telephone Number of Person Familiar with Project
$410,000.00 Streets & parkways 2015 Current
Contract Amount Type of Work Date Started Date Completed
The following are the names, addresses, and telephone numbers of all brokers and sureties from
whom BIDDER intends to procure insurance bonds:
6701 Center Dr. West, Ste 1500 Los Angeles, CA 90045 (310) 568-5900
SureTec Ins Co., David Melman, 331 Camino Del Rio N., Ste 1450, San Diego, 92018 (661) 400-4100
Exhibit G1
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
Provide information on any and all applicable crewmembers_ This includes the supervisor, crew foreman, certified
arborist (if applicable), chemical applicator, irrigation specialist, etc_
1) Name Anselmo Ventura Job Title Account Manager
Licenses/Certificates 25 years commercial landscape maintenance
2) Name Mike Roberts
Job Title Branch Manager
Licenses/Certificates Landscape Contractor C-27
3) Name Ron McRae Job Title Business Developer
Licenses/Certificates BS Degree, Ornamantal Hortiulture, Cal Poly
4) Name Armando Trinidad Job Title Spray Supervisor
Licenses/certificates Qualified Applicator License (QAL)
5) Name To be assigned Job Title Spray Tech
Licenses/Certificates
Under direction of QAL
6) Name To be assigned Job Title Crew Members
Licenses/Certificates 2-5 years+ commercial gardening experience
7) Name To be assigned Job Title Irrigation Technician
Licenses/Certificates WeatherTrax
Exhibit G1 (Continued)
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
8) Name Job Title
Licenses/Certificates,
9) Name Job Title
Lice nses/Certificates
10) Name Job Title
Licenses/Certificates
11) Name Job Title
Licenses/Certificates
12) Name Job Title
Lice nses/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 G2:
RFP # LMD-21-22-35
Landscape Maintenance Contract for
Zone 15 (River Village)
Supervisors
Crewmember Title Branch Manager Qty. of weekly Hours 4
Crewmember Tide Account Manager Qty_ of weekly Hours 4
Crewmember Title Qty_ of weekly Hours
Crew #1
CrewmemberTiMe Working Foreman #1 Qty_ of weekly Hours 13
Crewmember Title Crewmember#2 Qty- ofWeekly Hours 13
Crewmember Title Crewmember#3 Qty.ofWeekly Hours 13
Crewmember Title Crewmember#4 Qty.ofWeekly Hours 13
Crewmem ber
Qty. of weekly Hours
Crew #2
Additional hours for mulch (average) 8
Crewmember Title Qty. of weekly Hours
Crewmem ber Title Qty. of weekly Hours
Crewmember Title Qty. of weekly Hours
Crewmem ber Title Qty_ of weekly Hours
Crewmem ber
Specialty Positions
Qty_ of weekly Hours
�rewmemberTitle Qty_ of Weekly Hours
irewrriemberTitle Qty_ of Weekly Hours
Specialty Positions
Ire,.,imemberTitle Spray Tech Qty. ofWeekly Hours 4
Crewmem ber Title Irrigation Tech Qty_ of weekly Hours g
*Attach additional pages as necessary for additional personnel.
Exhibit G2:
RFP # LMD-21-22-35
Landscape Maintenance Contract for
Zone 16 (Valencia Industrial Center/VIC)
Supervisors
CrewmemberTitle Branch Manager
Qty_ of Weekly Hours 2
CrewmemberTitle Account Manager
Qty_ of weekly Hours 2
CrewmemberTitle
Qty_ of Weekly Hours
Crew #L
CrewmemberTitle Working Foreman #1
Qty_ of Weekly Hours 14
CrewmemberTitle Crew member #2 Qty_ of Weekly Hours 14
CrewmemberTitle Crew member #3 Qty_ of Weekly Hours 14
CrewmemberTitle Crew member #4 Qty_ of Weekly Hours 14
Crewmem ber Title Qty. of weekly Hours
Crew #2
Additional hours for mulch (amortizeper ek 8
CrewmemberTitle y_ of �leeOy Hours
Crewmem ber
Qty_ of Weekly Hours
CrewmemberTitle Qty. of Weekly Hours
CrewmemberTitle Qty. of Weekly Hours
CrewmemberTide Qty. of Weekly Hours
Specialty Positions
Crewmem ber
Crewmem ber
Specialty Positions
Spray tech
Irrigation tech
Qty_ of weekly Hours 4
Qty_ of Weekly Hours 8
CrewmemberTitle Qty. of Weekly Hours
CrewmemberTitle Qty. of Weekly Hours
*Attach additional pages as necessary for additional personnel.
Landscape Maintenance Contract for Zowes15 & 16
Additional equipment requirements for work within proposed Landscape Maintenance District or the ability
ofContractor tmrent/lease utnoadditional cost:
* Commercial grade lawn mowers with mulching blade attachment, sufficient |nsize tocover
large turf areas
w Proper equipment required to perform pruning tasks including hand pruners, loppers, saws,
pole pruners and cha1nsamm
• Commercial Grade Battery Powered Leaf Blowers
w All maintenance supplies for proper equipment operation
m Garden Spading Forks
* Shovels
• Rakes
w Scoop Shovels (various sizes and shapes)
w Commercial Grade Chipper
• Safety equipment such as head, eye and ear protection, work boots. Body protection such as
chaps should also heused when operating chalnsams
• Irrigation controller remotes and transmitters; particularly WeatherTrak
° All the required tools and equipment to make minor and major irrigation repairs
~ All traffic control signs mechanical and stand alone, barricades, cones, vests all equipment and
safety wear shall beCal-OSHA approved
Please initial to verify acknowledgement of equipment requirements -I(initial)
EXHIBIT I: CERTIFICATIONS
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
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
2) Armando Trinidad, WeatherTRAK Certified
3) California State Contractor's License A, B, C-27, C61/D49, #798865 Oakridge Landscape
4)
5)
6)
7)
8)
9)
10)
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF PROPOSAL SPECIFICATIONS
RFP # LMD-21-22-35
Landscape Maintenance Contract for Zones 15 & 16
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 15 & Zone 16. The Contractor
will be expected to perform maintenance practices and uphold the standards herein to the
established specifications throughout the length of the contract.
g
*Supervisor's Signature:. Date: 2--2,
*Estimator's Signature:— c" - Date:
*Owner's Signature: Date:
*All three signatures required
OAKRIDGE
L AND S C A P E
Qualified Applicator License
DEPARTMENT OF PESTICIDE REGULATION,(-
LICENSINGICERTIFICATION PROGRAM opr
QALs
QUALIFIED APPLICATOR LICENSE'S
LICENSE #:135732 EXPIRES:12/31/2023
Categories: B Issued: 1/1r2022
ARMANDO TRINIDAD
43735 HARDWOOD AVE
LANCASTFR, CA 93534
1III ��� NI
L This License mrepresentativ
ust be shown to any e of the Director or
Commissioner upon request.
HydroPoint
f IpCe�;o�
We hereby certify that
Armando Trinidad
Oakridge Landscape Inc.
has successfully completed
Basic WeatherTRAK System Introduction
Chris Spain Efen Co ey
Chief Executive Officer Training Manager
Issued: 05119f2018
Expires. 05+11912019
t CALIFOR IA PEPARlIaNT OF PESTICIDE REGMATION
10013 STAEET
SACRAMENTU, CALIFORPVTA 95814
ISSUED: March 03, 2022 Maintenance Gardener Pest Cont
EXPIRES: Dmmber 31, 2023 SE
?195
Invalid if ` andtor qualif'to ore expiration data.
Mailing Address ! J v> _ ' ' C sines Locetiiari
OAKRI N3E LANDSCAPE INC GE LANDSCAPE INC. :
29042 AVE .STANFORD-UNIT E ; , . i a. = 8042 AYE STANFORDUNITE
VALENCIA, CA. 91355 1f� .�- : rs" VAI.ENCIA; CA 41355
1ri
POST THISZICENSE PROMWENTLY IN PUBLIC VIEW
THIS 1WENSE IS. NOT TRANSFERABLE = ANY CHANGE IN OWNERSHIP RRCitJII S A NEW LICENSE .
A. Please make sure the information on your license is correct.
2. Notify us immediately of any changes. to your business (e g-,, name, address, insurance carrier or: qualified person)..:
3. If you_lase your license, then you may request a new one fora $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) 445-4038 or at <licensemail,@cdpr.ca.gov: Or you may write to
Department of Pesticide Regulation
Licensing and. Certification Program
P.O: Bog 4015
Sacramento, California 95812-4015
of
dimlindustdal
QepR at 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, IN�.
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
4K
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
CITY OF SANTA CLARITA
ZONE 15 & 16 SCHEDULE
TASK
FREQUENCY
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
Maintenance of Turf Areas
Ix per week Summer, every 2 weeks Winter
Pruning of Shrubs
As required by "Shrub and GC Care"
Fertilization turf
4x per year
Fertilization beds
2x per year
Aeration
2x annually
Verticutting
2x annually
Turf reseeding
Once in fall, once in spring
Irrigation repairs
As needed
Hand Watering
As needed in emergency situations
Clearance pruning of trees (first 12')
As needed
Clearance pruning from fence lines
As needed
Disease control
As needed
Olive tree spraying
Two times April 1- May 10th
Fireblight treatment
1-3 applications depending on species
Removal of license size grafetti
As needed
Pest control
As needed
Weed abatement for fire control
1x per year
Chemical weed control
As needed
Litter pick up
As needed
Adjust Controllers
As needed
Oakridge Rotation Schedule
Zones 15&16
Mondays
Tuesdays
Wednesdays
Thursdays
Fridays
Fridays
N
i
Focal areas to be serviced weekly.
Pruning rotation every 5-6 weeks