HomeMy WebLinkAbout2022-07-12 - AGENDA REPORTS - LMD ZONE 18 TOWN CENTER CONTRO
Agenda Item: 7
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: July 12, 2022
SUBJECT: LANDSCAPE MAINTENANCE CONTRACTS FOR LMD ZONE 18
(TOWN CENTER)
DEPARTMENT: Administrative Services
PRESENTER: Keith Miller
RECOMMENDED ACTION
City Council:
1. Award a two-year contract to American Heritage Landscape, Inc., to provide landscape
maintenance services for Landscape Maintenance District Zone 18, Valencia Town
Center, for an annual base amount of $187,200, and approve up to an additional $94,783
annually in contract expenditure authority to allow the contractor to perform as -needed
repairs and/or replacements for a total contract amount not to exceed $563,966.
2. Authorize ongoing appropriations in the amount of $49,908 from Landscape Maintenance
District Fund 357 to Account 3572439-516110, to support recurring landscape maintenance
services expenditures associated with the recommended contract award.
3. Authorize the City Manager or designee to execute up to three additional, one-year renewal
options beginning in year three, not to exceed the annual contract amount, inclusive of 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.
4. Authorize the City Manager or designee to execute all contracts and associated documents,
and modify the awards in the event impossibility of performance arises, and execute all
documents subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) administers 61 financially independent zones within the
Landscape Maintenance District (LMD), providing landscape maintenance services through
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contracts with private companies. Request for Proposal (RFP) number LMD-21-22-39, for the
maintenance of LMD Zone 18 (Town Center) was published and circulated via the City's BidNet
system on May 25, 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 25 percent of the weighted
evaluation criteria, the remaining 75 percent of the evaluation criteria focuses on the overall
value provided including composition and structure of the contractor's crew, their schedule to
rotate through the maintenance areas, understanding of the specifications and references. The
following categories comprised the weighted criteria used to evaluate proposals:
• Value Provided - Team Composition/Crew Structure/Rotation Schedule (50%)
• Proposal Amount (25%)
• Acknowledgement and Understanding of Specifications (20%)
• References & Certifications (5%)
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 314 vendors, of which 13 vendors downloaded the RFP.
Two companies provided proposals for consideration with the results below.
PROPOSAL
COMPANY
LOCATION
BID
AMOUNT
POINTS
AWARDED
Pro osal 1
American Heritage Landscape, Inc.
Canoga Park, CA
$163,200
148.00
Pro osa12
Oakrid e Landscape, Inc.
Santa Clarita, CA
$211,200
137.67
American Heritage Landscape, Inc. (American Heritage) achieved the highest score with the
evaluation team determining their proposal offered the best overall value. While both companies
dedicated comparable crew manhours for the recurring maintenance, American Heritage's
proposal represents the greater value as their base operational cost is considerably lower than the
number two rated proposal.
Further, American Heritage's proposal encompasses an operational schedule which provides
weekly servicing of all maintenance areas throughout the zone. This is especially important as
the areas serviced within LMD Zone 18 encompass focal entry gateways into the City.
Additionally, staff is also requesting ongoing appropriations of an additional $49,908 in base
budget. This ongoing base adjustment encompasses an increase of $25,908 which is reflective of
rising fuel and industry labor costs. Staff also recommends approval of an additional ongoing
appropriation of $24,000 to provide the necessary increase of maintenance and irrigation
technician crew support dedicated to this LMD Zone beyond the scope of American Heritage's
original proposal.
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Finally, staff recommends increasing the annual contract expenditure authority by an additional
$94,783. The recommended amount aligns with the authorized base budget to perform as -needed
maintenance and repairs, maximize operational efficiencies, and ensure such work is completed
in a timely manner. As -needed work includes, but is not limited to, responding to emergencies,
repairs or replacement of irrigation systems which are damaged or have reached the end of their
useful service life, replacement of dead plant material, addressing vandalism, and one-time
beautification enhancement projects.
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 American Heritage will continue to
require staff review and advanced authorization by the City's Special Districts Division.
Staff has completed a due -diligence review of the recommended contractor 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 American Heritage.
ALTERNATIVE ACTION
1. Do not award contract to American Heritage 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 $49,908 in additional ongoing base budget from LMD Fund 357 to
sufficiently fund recurring landscape maintenance costs associated with the award of this
contract.
ATTACHMENTS
RFP#LMD-21-22-39 (available in the City Clerk's Reading File)
American Heritage Proposal LMD Zone 18 (available in the City Clerk's Reading File)
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Landscape Maintenance
Contract for Zone 18 Town
Center/Tourney
PROPOSAL # LMD-21-22-39
TABLE OF CONTENTS
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
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
SAMPLE MAINTENANCE AGREEMENT
SUBCONTRACTOR CLAUSES
FRINGE BENEFIT STATEMENT
SECTION D
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
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
SECTION E
MAINTENANCE SCHEDULE EXAMPLE — DAILY —ANNUAL
MAPS
HOLIDAY SCHEDULE
SECTION A
RFP Information & Instructions
CITY OF SANTA CLARITA NOTICE INVITING PROPOSALS
Project Name: Landscape Maintenance Contract for Zone 18
Proposal #: LMD-21-22-39
Last Day for Questions: June 7, 2022 before 11:00 AM PST
Proposal Closing: June 16, 2022 before 11:00 AM PST
Estimated Contract $150,000 Annually
Value:
License(s) Required: C — 27, additional qualifications listed in SOW
Project Description: The City of Santa Clarita, Landscape Maintenance Districts (LIVID) is soliciting
proposals from qualified landscape companies for landscape maintenance of
LIVID Zone 18.
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: May 25, 2022
PROPOSAL INSTRUCTIONS
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
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
Administrative Services Department - Special Districts
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 SOW 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-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
In addition to the items requested for the proposal the following documents are required to be
completed and submitted by the proposer.
The following documents must be provided by ALL proposers:
Uploaded via BidNet (see Section D)
❑ Response File
❑ 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
❑ Exhibit K: Notice to Proposers Regarding Contractual Requirements
❑ Maintenance Schedule(s) - Daily, Weekly, Monthly, Semi -Annual, Annual (see examples in
Attachments A & B)
❑ Rotation Schedule (Maintenance Map showing frequency of work within designated
areas/sections)
❑ All signed addendums (if any) — 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: Andrew Thompson
❑ Maintenance Agreement
❑ Insurance Required by Contract
❑ W-9 Form
❑ Fringe Benefit Statement
SECTION B
Solicitation Information
SCOPE OF WORK
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
EVENT DATE
Solicitation advertisement May 25, 2022
Last day for questions June 7, 2022
Return of proposals June 16, 2022
Evaluations of proposals June 16 - 22, 2022
Contract award July 14, 2022
*Dates are subject to change at the City's discretion*
INTRODUCTION
The City of Santa Clarita, Landscape Maintenance Districts (LMD) is soliciting sealed bids from qualified
landscape companies for landscape maintenance of four of the City's LMD Zones. These zones may be
arranged into groups or may be awarded as separate contracts. The breakdown is as follows; LMD Zone
18. This contract shall run for two (2) years with the option for three (3) additional one (1) year
renewals.
For Zone 18
Zone 18 Town Center/Tourney landscape maintenance bid shall be all inclusive for labor hours and
equipment, meaning: Contractor shall at his cost 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 labor for 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, minor
concrete grinding (approx. 80 linear feet), vinyl, wood and concrete fence repair and installation. All
supplies and parts will be paid by the LMD at the Contractor's price plus a maximum markup of 15%.
All Zones
This proposal is subject to SIB 854. See instructions for details.
The Contractor shall have a minimum of five years' experience in landscape maintenance for areas
fifty (50) acres or larger including but not limited to acceptable references, of previous and/or current
work for the City of Santa Clarita (See References Sheets) The contractor shall have water management
and auditing personnel, (CLIA— Certified Landscape Irrigation Auditor). The Contractor will be required
to communicate work requests back and forth to LMD through desktop computer, hand held device, or
laptop. The Contractor is encouraged to provide copies of awards, and recognitions received for
landscaped maintenance excellence.
Refer to the following specifications for requirements at each location. The General Specification section
includes general and special conditions that shall apply to all jobsite locations. Also included in this
section are the Scope of Work instructions which more clearly define the services, scheduling, or special
circumstances for each location to be serviced.
1. GENERAL REQUIREMENTS
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 18 and may include other nearby areas within the City of
Santa Clarita. All items in this scopeof work, unless indicated as Additional Work (Section 4), shall be
considered as included in the monthly maintenance cost of each zone. Please consider this when
submitting your proposal. All items indicated as Additional Work shall be requested on an "as needed"
basis. This Contract(s) shall run for two (2) years with the option for three (3) additional one (1) year
renewals.
1.1 Contractor shall furnish all labor, equipment, materials, tools, services and special skills,
i.e. Irrigation Specialists, Irrigation Assistants, Foreman, and Supervisors required forthe
provision of grounds, irrigation, and landscape maintenance services as set forth in this
labor and equipment Scope of Work. Should more than the minimum manpower be
required to provide the expected level of services indicated in this Scope of Work, a
sufficient amount over and above the minimum 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.
The City requires the landscape contractor to include all labor and equipment for an all-
inclusive contract for landscape maintenance of LIVID Zone 18 Town Center/Tourney.
Two separate crews must be provided with their own vehicles and equipment.
1.2 Contractor will be expected to uphold the highest standards of quality and performance
in maintenance of plant material, natural areas, hardscape, and irrigation systems. The
LIVID areas covered by this Agreement shall be maintained at a crisp, clean level of
appearance at California Landscape Contractors Association (CLCA) Industry standards
and all work shall be performed in a professional manner using quality equipment and
materials.
1.3 The landscape areas include, but are not limited to: irrigated and landscaped areas; fire
protection slopes and natural areas, shrubs, trees, ground cover and turf which may be
irrigated by electrically controlled automatic or manual systems. Maintenance of
landscape shall include, but not be limited to: mowing, trimming, edging, hand pruning,
fertilization, brush clearance, application of pre -emergent herbicides, weed control,
disbursement of mulch, minor tree lifting, dead plant removal, plant replacements, and
cleanup/clearing of drainage systems. It is the intent of this Scope of Work to provide
plant material maintenance methods to keep all areas weed free, trash free, and in an
overall state of good health.
All locations shall be maintained with nothing but the highest of industry standards
at no less than the frequencies provided in the proposal submission by Contractor.
1.4 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.'
1.5 Contractor must provide all-inclusive labor and equipment for landscape, grounds and
irrigation maintenance services including, but not limited to:
a. Maintenance of turf areas;
b. 85% hand pruning and 15% mechanical;
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 24;
k. Hand watering (as necessary);
Bleeding of valves necessary during emergencies and/or when automatic systems
are not functioning properly;
m. Pruning of shrubs and trees (first twelve (12) feet of trees and as agreed), including
for trees structural pruning standards established by the International Society of
Arboriculture (ISA) and ANSI 300 Best Management pruning practices;
n. Manual weed abatement;
o. Chemical weed control;
p. Disease control;
q. Pest control;
r. Mulching (City provided mulch); will be disbursed by Contractor at theirexpense;
S. Maintenance of fire protection/fuel modification areas;
t. 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 ofway, 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 with removal of
debris from site, 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" (Exhibit GI-G2) and "Rotation Schedule"
(created by contractor) that must satisfy at the very least the requirements set forth
in the Introduction of this document and will serve as the expected minimum
monthly requirements where minimums are not already designated. 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.
1.6 operations may be conducted by alternative contracted parties. These activities may
include, but are not limited to:
a. Landscape refurbishment; tree, shrub, and ground cover installation;
b. Irrigation system refurbishment and/orrepair;
C. Construction and/or storm related operations;
d. Emergency response operations;
e. Electrical repairs;
f. Tree Trimming / Tree planting / Tree counting;
g. Concrete removal and replacement, block wall and brick repairs;
h. Fence installation and repairs, wood, vinyl, and Crete Rail;
i. Artificial turf installation;
Integrated pest management / Chemical applications totrees;
k. Streetscape furniture cleaning and pressure washing of
walkways and appurtenances.
I. Turf removal
At the discretion of LMD, the Landscape Maintenance Contractor may be
required to modify or curtail specific tasks and operations within their
maintenance contract.
1.7 When notified of a landscape or irrigation emergency during the hours and days of
maintenance service as identified in Section 10, Contractor shall respond by phone and/or
text message to the Landscape Maintenance District Monitor and/or Special Districts
Office within fifteen (15) minutes of notification. When notified of an emergency outside
of the normal hours and days of maintenance service, Contractor has thirty minutes to
respond by phone or text to the Landscape Maintenance District Monitor and/or Special
Districts. If personnel and equipment are necessary for the emergency, Contractor must
have these resources available within 2 hours. Upon arriving at an emergency situation,
it shall be the responsibility of Contractor to eliminate all unsafe conditions which would
adversely affect the health, safety, or welfare of the public. See section 10.04 for
consequences for failure tocomply.
1.8 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.
1.9 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.
1.10 The company shall provide a minimum of three (3) references within the proposal
response. The references shall demonstrate that the company (proposer) has a minimum
offive (5) years' experience in the landscape maintenance field, experience maintaining
site areas of twenty (20) acres or larger, and the ability to complete work of the type and
scope being proposed under the terms of this contract. If necessary, more than three (3)
references can be submitted to demonstrate these qualifications. While staff employed
by the company's (proposer's) time and experience in the industry is beneficial, and will
be considered in the overall scoring of the proposal, it shall not be used as a substitute
for the company's (proposer's) overall time in the industry. If the references provided do
not meet our minimum requirements, the proposer shall be deemed non -responsive and
their proposal will not be considered.
1.11 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.
1.12 Contractor shall provide cellular communication to each crew foreman and have the
ability to connect to City Monitors and Special Districts representatives.
1.13 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.
1.14 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
2.1 The LIVID areas to be maintained under the provisions of this Agreement are specifically
identified in Attachments (Area Maps).
2.2 Contractor must acknowledge personal inspection of the Zone's irrigation system and
planted areas. Contractor must also evaluate the extent which the physical condition
thereof will affect the services to be provided. Contractor accepts the premises in their
present physical condition, and agrees to make no demands upon LIVID for any
improvements or alterations to irrigation, and landscaped areas thereof. Contractor
agrees to possess the ability to maintain LIVID areas within the provision of this proposal,
to the standards set forth herein, without modification, improvement, or alteration.
3. CERTIFICATIONS/REPORTS/RECORDS
3.1 Payroll and Prevailing Wage Report: Contractor shall complete a Payroll and Prevailing
Wage Certification Report which shall be made available to 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.
3.2 Maintenance Function Report: Contractor shall maintain and keep current a report that
records when all Periodic, Seasonal, and Additional Work maintenance functions
performed by Contractor's personnel were completed. Said report shall be in a form and
content acceptable to Special Districts and will be made available to Special Districts upon
request. The monthly payment may not be made if such report is requested and not made
available or is in a form that is unacceptable to Special Districts.
3.3 Certification of Specialty Type Maintenance: When applicable, Contractor shall include
with the monthly invoice those specialty type maintenance items completed. The
following information shall include but not be limited to:
a. Quantity and complete 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.
3.4 Company Financial Records: Contractor may be required to supply the City with their
financial records through a reputable independent auditor, such as Dunn & Bradstreet.
3.5 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
4.1 Special Districts may arrange for additional Contractor personnel to cover Additional
Work needed. All items in this scope of work, unless indicated as Additional Work, shall
be considered as included in the monthly maintenance cost of each zone. The need for
Additional Work may be due to extraordinary incidents such as vandalism, Acts of Nature,
or third -party negligence for which Contractor will be compensated. Regularly occurring
"bad weather" is not considered an Act of Nature for the purposes of this contract.
4.2 Prior to performing any additional (or extra) work, Contractor shall prepare and submit a
written description of the workwith 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.
4.3 When a condition exists wherein there is imminent danger of injury to the public or
damage to property, Special Districts may verbally authorize the work to be performed
upon receiving a verbal estimate from Contractor. However, within 24 hours after
receiving such verbal authorization, Contractor shall submit a proposal to be approved by
Special Districts.
4.4 All additional (or extra) work shall commence on the specified date established, and
Contractor shall proceed diligently to complete said work within the time allotted. All
invoices submitted by Contractor for Additional Work shall include a detailed itemization
of labor and/or materials and specific zone(s) identified. There should be one invoice for
each approved 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
5.1 All damages resulting from Contractor's operation within the LIVID areas shall be repaired
or replaced at Contractor's expense within 48hours.
5.2 All such repairs or replacements shall be completed within the followingtime limits.
a. Irrigation damage shall be repaired or replaced prior to the next regularly
scheduled watering event or as agreed upon with Special Districts.
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 LMDstaff.
5.3 All repairs or replacements shall be completed in accordance with the following
maintenance practices.
a. Trees- Minor damage such as bark lost from impact of 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-driftor
lateral -leaching shall be corrected in accordance with the aforementioned
maintenance practices. Any soil damaged from chemical application shall be
reconditioned or replaced.
6. INTERPRETATION OF THE MAINTENANCE SCOPE OF WORK
6.1 Should any misunderstanding arise, Special Districts will interpret this Agreement. If
Contractor disagrees with the interpretation of Special Districts, Contractor shall continue
with the work in accordance with Special District's interpretation. Within 30 days after
receipt of the interpretation, Contractor may file a written request for a hearing before a
Disputes Review Panel as provided hereinafter. The written request shall outline in detail
the area of dispute.
6.2 The Disputes Review Panel will be appointed by Special Districts and will be composed of
not less than three (3) Qualified personnel or representatives having experience in the
administration of grounds maintenance contracts. The panel will convene within one (1)
week of appointment in order to hear all matters related to the dispute. The hearing will
be informal and formal rules of evidence will not apply. The Panel will submit its
recommendation to Special Districts for consideration, within one (1) week following the
conclusion of the hearing. Special Districts shall render an interpretation based upon
review of the Panel's recommendation. Special Districts' decision shall be final.
7 OFFICE OF INQUIRIES AND COMPLAINTS
7.1 Contractor shall at all times, have some responsible person(s) employed by Contractor to
take the necessary action regarding all inquiries and complaints that may be received
from the Homeowners Associations, property owners, and tenants within said LIVID or
from Special Districts personnel, representatives or patrons using the facility. This
person(s) shall be reachable 24 hours per day. An answering service (answered by a live
person) shall be considered an acceptable substitute to full time coverage, provided
Contractor is advised of any complaint within one (1) hour of receipt of such complaint by
the answering service. Neither answering machines nor voicemail are acceptable. The
telephone of said Contractor shall be on the exchange or exchanges of said District(s) or
a toll -free number, and in no case shall the people of said District(s) be required to pay a
toll charge to telephone said Contractor. During normal working hours, Contractor's
Foreman or an employee of Contractor, at the supervisory level, who is responsible for
providing maintenance services, shall be available for notification by telephone or text
communication.
7.2 Whenever immediate action is required to prevent impending injury, death, or property
damage to the 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.
7.3 Contractor shall maintain a written log of all complaints, the date and time thereof,and
the action taken pursuant thereto or the reason for non -action. The log of complaints
shall be available for inspection by Special Districts at all reasonable times.
7.4 All complaints shall be addressed as soon as possible after notification; but in all cases
within 24 hours, to the satisfaction of Special Districts. If any complaint is not resolved
within 24 hours, Special Districts shall be notified immediately of the reason for not
resolving the complaint followed by a written report to Special Districts within five (5)
days. If the complaints are not resolved within the time specified or to the satisfaction of
Special Districts, Special Districts may correct the specific complaint and the total cost
8. SAFETY
incurred will be deducted from the payments owing to Contractor from Special Districts.
8.1 Contractor agrees to perform all work outlined in this Agreement in such amanner 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.
8.2 It shall be Contractor's responsibility to inspect, and identify, any condition(s)that renders
any portion of the LIVID premises unsafe, as well as any unsafe practices occurring
thereon. Special Districts shall be notified immediately of any unsafe condition that
requires major correction. Contractor shall be responsible for making minor corrections
including, but not limited to:
a. Filling holes in turf, planting areas, and paving;
b. Using barricades, signs, caution tape or traffic cones to alert patrons of the
existence of hazards;
C. Replace valve box covers so as to protect members of the public or othersfrom
injury.
d. During hours of operations, Contractor shall obtain emergency medical care for any
member of the public who is in need thereof, because of illness or injury occurring
on the premises. Contractor shall cooperate fully with the City in the investigation
of any accidental injury or death occurring on the premises, including a complete
written report thereof to Special Districts within five (5) days following the
occurrence.
8.3 Under the circumstance that landscape maintenance work be performed
in a Caltrans right of way; including but not limited to freeway onramps and
off -ramps; Contractor shall adhere to the safety requirements in the
Caltrans Maintenance Manual/Protection of Workers.
8.4 Contractor and employees are required to complete and pass, by start date
of contract, a SCRRA Third Party Construction and Utility Workers Safety
Training Program if the LIVID Zone up for proposal includes a SCRRA right of
way.
9. HOURS AND DAYS OF MAINTENANCE SERVICES
9.1 The hours of maintenance service shall occur Monday thru Friday between 7:00 a.m. to
5:00 p.m. Overtime rates will only apply to work performed outside these hours of
maintenance service or completed on a day specified in (Attachment E) "2021 Holiday
Schedule". This applies to all future Holiday Schedules. A work schedule shall be provided
and approved in advance by Special Districts. No work will be performed on City Legal
Holidays (Attachment E) unless authorized by Special Districts Administration in advance.
Blowers, lawnmowers, chainsaws or other mechanical equipment with a decibel level
above 65 decibels may not be used before7:00 a.m. within the City of Santa Clarita.
9.2 Contractor shall provide on -site staffing to perform the required maintenance to meet
required California Industry Standards anytime between Monday through Friday.
Alternate days or any changes in the days and hours of operation heretofore prescribed
shall be subject to approval by the Special Districts Division.
9.3 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
10.1 Contractor shall submit a work schedule prior to start of contract. Though a work schedule
is requested as part of the response file for Contractor's proposal, any modifications or
changes must be agreed to prior to start of a contract. Said work schedule shall be set on
an agreed upon rotational basis, identifying and delineating the time frames for the
required functions by the day of the week and time of day. Work schedules shall be
reviewed and approved by LIVID Staff following submittal. City, at its discretion, may
impose liquidated damages for each subsequent day Contractor is delinquent in
delivering said work schedule to the Special Districts Office.
10.2 Contractor shall submit revised schedules when actual performance differs substantially
from planned performance. Contractor is provided the opportunity and procedure for
adjusting scheduling requirements. Contractor has also been provided the opportunity
and procedure for adjusting schedules to meet special circumstances and inclement
weather. Said revisions shall be submitted to Special Districts for review and approval
within three (3) working days prior to scheduled time of work. A written copy of the
current City approved schedule must be kept in the site foreman's vehicle at all times and
be available upon request of City Staff or the City's contracted Landscape Monitor.
10.3 Contractor shall notify Special Districts, in writing, at least one (1) week prior to the date
and time of all the following maintenance operations:
1. Fertilization;
2. Turf Aerification;
3. Turf Renovation/Verticutting;
4. Micro-Nutrients/Soil Amendments;
5. Spraying of Trees, Shrubs orTurf;
6. Aesthetic/Structural Tree and Shrub Pruning;
7. Preventative disease control;
8. Transplanting of small and medium sized plants;
9. Lane closures notification for median or parkway maintenance is
required;
10. 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.)
11. Other Items as determined by Special Districts
10.4 Failure to complete the work as scheduled or as specified herein may result in the
following actions:
1. 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.
2. Deficiencies: An additional amount equal to the cost incurred by
completion ofthe 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.
3. 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 completethe work according to the schedule or
Scope of Work.
11. CONTRACTOR'S STAFF
11.1 Contractor shall provide additional personnel and increased frequency of work on site to
satisfy daily and/or weekly requirements for high quality landscape maintenance
regardless of the minimum staffing proposed and as stated in the Introduction.
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.
11.2 Special Districts may at any time give Contractor written notice to the effect that the
conduct or action of a designated employee of Contractor is, in the reasonable belief of
Special Districts Staff, detrimental to the interest of the public using the premises,
Contractor shall meet with representatives of Special Districts to consider the appropriate
course of action with respect to such matter and Contractor shall take reasonable
measures under the circumstances to assure Special Districts that the conduct and
activities of Contractor's employees will not be detrimental to the interest of the patrons
of the LIVID covered under this Agreement.
11.3 LIVID staff reserves the right to require Contractor to provide alternate staff members to
supplement and/or replace staff that is determined to be performing below the
expectations of 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
13. UTILITIES
12.1 Contractor shall not post signs or advertising matter upon the premises or
improvements thereon, unless prior approval therefore is obtained from LIVID
Special Districts.
13.1 Special Districts shall pay for all utilities associated with the maintenance of the LMDs.
However, water usage shall not exceed the amount required to comply with irrigation
schedules established by Contractor and approved by Special Districts. Contractor will be
required to manage the scheduling of the controllers. Contractor shall payfor all excessive
utility usage due to Contractor's failure to monitor irrigation system malfunctions or
unauthorized increases in the frequency of irrigation. These activities may include, but
are not limited to watering during a rain storm and/or watering the day after rain and/or
watering during a special event. The excess cost will be determined by comparing current
usage with historical usage for the same time period. The excess to be deducted from
payments to Contractor from Special Districts will be presented to Contractor by Special
Districts prior to actual deduction to allow for explanations.
14. NON-INTERFERENCE
14.1 Contractor shall not interfere with the public use of the LIVID areas covered under this
Agreement, and shall conduct its operations as to offer the least possible obstruction and
inconvenience to the public or disruption to the peace and quiet of the area within which
the services are performed.
15. USE OF CHEMICALS
15.1 The labor associated with the application of chemicals such as herbicides and pre -
emergent will be at Contractor's expense inclusive of this contract. The City of Santa
Clarita will pay Contractor's price for the chemicals plus no more than a 15% mark up. All
work involving the use of chemicals shall be in compliance with all Federal, State, and
local laws and will be accomplished by a Certified Applicator under the direction of a
Licensed Pest Advisor. Contractor, in complying with the California Food and Agricultural
Code, shall provide a copy of a valid Pest Control Operator's License and valid Pest Control
Advisor's License, or a copy of said licenses from a Subcontractor to Special Districts prior
to using chemicals within the area.
15.2 A listing of proposed chemicals to be used including; commercial name, application rates,
and type of usage shall be submitted to Special Districts for approval. The listing will be
accompanied by copies of Material Data Sheets (MDS) for all chemicals that may be used
in binder or booklet form. At this time, and until further notice by Special Districts, the
use of RoundUp, RoundUp Pro, and any other herbicide containing the chemical
Glyphosate is not permitted. No work shall begin until written approval of use is obtained
from Special Districts. Contractor shall consider the effects chemical application has on
the environment. Contractor shall use the least toxic chemicals in the lowest quantity that
will be effective in achieving the needed result.
15.3 Chemicals shall only be applied by those persons possessing the training in chemical
application or a valid California Applicator's Certificate. Application shall be in strict
accordance with all governing regulations.
15.4 Records of all operations stating dates, times, methods of application, chemical
formulations, applicators names and weather conditions shall be made and retained in an
active file for a minimum of three (3) years. Contractor shall provide a chemical use report
and a copy of the PCA recommendation to Special Districts for each application (site
specific) made during each month. This shall be in addition to the copy of the usage
summary that is provided to the Agricultural Commissioner.
15.5 All chemicals requiring a special permit for use must be registered with the County
Agricultural Commissioner's Office and a permit obtained with a copy to Special Districts.
15.6 All regulations and safety precautions listed in the "Pesticide Information and Safety
Manual" published by the University of California shall be adheredto.
15.7 Chemicals shall be applied when air currents are still; preventing drifting onto adjacent
property and preventing any toxic exposure to persons whether or not they are in or near
the area of application.
16. STORAGE FACILITIES
17. TURF CARE
16.1 Special Districts shall not provide any storage facilities for Contractor. Any Contractor
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.
17.1 Contractor shall perform the following services at his sole expense under the termsof this
agreement;
i. Mowing: Adequately sharpened rotary or reel type mower equipped with rollers must
be used, to ensure a smooth surface appearance without scalping.
1. All warm season grasses (Bermuda and St. Augustine) to be cut at %inch
through 1-inch height throughout the year. Subject to change.
2. All cool season grasses (Blue Grass and Fescues) to be cut at 1 %inch and 2
inches during April through November, and at 2 inches during December
to March of each year. Subject to change.
3. The mowing heights may be adjusted by Special Districts during periods of
renovation.
4. Unless mulching mowers are used; all grass clippings will be collected and
removed from the site on the same day the area is mowed. All clipping
removed to be properly disposed of in green wastecontainers 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.
ii. 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 isedged.
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 to24-inch radius mulched
clearance where applicable.
iii. 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.
iv. Insect/Disease Control: Eliminate all insect or disease affecting turf areas as they
occur.
v. 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.
vi. 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.
vii. 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, B, & Section 24 (Irrigation Program) provided for
this purpose. Special Districts shall have the ability to change the irrigation schedule
as the need develops. Adequate soil moisture will be determined by programming
the automatic sprinkler controllers asfollows:
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 wettingvehicles.
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 6:00a.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 adjustand/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 needsof 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 notto
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 rootzones
10. Contractorwill provide theirown 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 Section24.)
viii. 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 fertilizerplus
no more than a 15% mark up. Contractor at their expense shall provide the labor to
apply the fertilizer.
ix. Turf Reseeding: Contractor may upon direction by Special Districts be requiredtwice
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, (extra)
for the cost of the sod only, provided that the loss of turf was not due to the
negligence of Contractor.
Over seeding shall be sown at a rate of 6 pounds per 1,000 square feet and reseeding
of bare areas shall be sown at a rate 8 pounds per 1,000 square feet. The seed used
in over seeding or new turf establishment shall be approved by LIVID staff prior to
installation. Typically, Fescue and Fescue blends are required. The City of Santa Clarita
will pay Contractor's price for the seed plus no more than a 15% mark up. Contractor
at their expense shall provide the labor to apply the seed.
18. SHRUB AND GROUND COVER CARE
18.1 Contractor shall perform at his sole expense under the terms of this agreement the
following services:
i. 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.
ii. Trimming: The growth of shrubs and ground cover will be restricted to areasbehind
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.
iii. Disease and Insect Control: All LIVID areas are to be maintained free of diseaseand
insects and treated when needed pursuant to Section 21.
iv. Weed Control: All ground cover and shrub beds are to be kept weed free atall times.
Methods for control shall incorporate thefollowing:
1. Mulch application to 3" layer maximum (Removal on an as needed basis of
existing/spent mulch may be required to insure the level of grade is kept
below surrounding hardscapes and/or at an acceptable height as
determined by LIVID staff. Such removal will be considered an extra and will
require submittal of a proposal and approval by LIVID staff.)
2. Hand removal
3. Cultivation
4. Chemical eradication using non -residual herbicides
v. Shrub and Ground Cover Replacement: All damaged, diseased (untreatable), or dead
19. TREE CARE
shrubs and ground covers whose damage occurred due to natural conditions/causes,
will be replaced under the terms of "Additional Work" as described in Section 4 and/or
Exhibit 132: Additional Pricing. All shrubs and groundcover shall be guaranteed to live
and remain in healthy condition for no less than ninety (90) days from the date of
installation.
vi. 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) andapproved by LIVID
staff prior to installation. Contractor shall provide a fertilization schedule two (2)
weeks prior to the proposed fertilization.
vii. 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.
viii. Diversion requirements: In keeping with State mandated requirements, the LIVID
strives to exceed diversion obligations to keep green waste from the landfills.
Contractor shall mulch and use on site 85% of the green waste generated by above
referenced zones. Contractor requirements for this program shall include a Vermeer
1500 chipper or equivalent for use on site at a minimum of twice perweek. 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.
ix. 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.
x. Renovation: Renovate ground covers according to prescribed practices in the industry
as needed to maintain a healthy vigorous appearance and growth rate. When ground
covers and perennials have grown where they completely fill the space in which they
were planted and have started to deteriorate, i.e., less flowering, dying out, smaller
plants, they shall be renovated. (Renovation shall include removing said plants,
amending the soil, dividing plants as necessaryand replanting to maintain a healthy,
vigorous appearance and growth rate.)
19.1 Contractor under the terms of this agreement at his sole expense shall perform the
following services:
Tree Maintenance
1. All trees in the Zone, regardless of the overall stature, from the base up to
the first twelve (12) feet shall be maintained free of all dead, diseased and
damaged branches back to the point of breaking as per contract. Wound
dressings are never used on any tree pruning cuts. Contractor will be
responsible for all maintenance as it pertains totrees 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 itoccurs.
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 existingtrees.
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 toptie on the tree
trunk.
8. Stakes and ties will be placed so no chafing of bark occurs and shall be
checked frequently and retied to prevent girdling.
9. Broken branches are to be removed immediately whether they are in the
tree and reachable within twelve (12) feet, or on the ground. Branches
exceeding a size which can be removed by using a standard pickup truck
may be considered Additional Work (See Section 4) atthe discretion of
Special Districts.
ii. Fertilization: May be required at the direction of Special Districts to applyfertilizer
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 provideSpecial Districts with
two (2) weeks notification prior to the fertilizer application.
iii. Permits: If a permit is required for tree pruning, Contractor will obtain a permit prior
to commencement of work by Contractor.
iv. 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 for a period of 90 days, then thereafter to receive
maintenance (up to 12 feet) as part of the overall inventory of the zone.
v. 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."
vi. Fireblight Treatment: Preventative Fireblight treatment for Pyrus Kawakamii to
consist of spray application between October 1 and mid -November. Posttreatment
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).
vii. 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 cutson 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.
viii. Tree Pruning/Trimming: All tree trimming/pruning will be done in accordancewith the
standards established by the International Society of Arboriculture (ISA) and ANSI 300
Best Management pruning practices.
ix. 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/LAND CARE
20.1 Natural areas or riparian corridor areas in these zones are open space areas that have
minimal usage due to the sloping character of the land and/or the rugged landscape
materials that are native to the land. Contractor will provide periodic maintenance,
according to routine scheduling, consisting of trash, brush or other debris removal.
Contractor at his cost will visually inspect these areas throughout the year as scheduled,
providing pick up and removal of any debris or trash. Waste disposal costs will be allowed
for larger items as determined by Special Districts.
20.2 Contractor at his cost shall be responsible for all inclusive weed abatement, maintaining
the brushed slope areas throughout the year in accordance with the below -identified
height of weeds, dead wood removal in accordance with the 100'-200' 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/.
20.3 These slope areas are hillside areas and are designed to meet the Los Angeles County
Ordinances for fire retardation. These areas generally occur in sloping terrain with
gradients ranging 10 percent to 100 percent. Slopes are either manufactured or natural.
The natural slopes have been brushed to remove certain plant materials. Manufactured
slopes have been hydromulched or planted in accordance with applicable County
Ordinances. Use of these areas by the residents should be minimal.
20.4 Contractor shall perform, under the terms of this agreement, at their sole expense, the
following services for the maintenance of the natural slopes, which requires that the
weeds and native brush be:
a. Clipped to a height of 2 to 4 inches for a distance of at least 100 feet - 200
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.
b. Dead wood from woody plants shall be removed and/or trimmed when the
area is brushed. May be required at the direction of Special Districts to
apply water within the cleared zone only as needed during fire season to
maintain sufficient moisture content for sustenance of the plants and to
inhibit combustion. Remove all debris from this operation off the LIVID
property. Weeding shall commence immediately following the rainy season
once the growth of weeds has reached a maximum of 12 inches in height
or when the County Fire Marshall has determined that a fire hazard
condition exists.
C. 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 30days.
d. 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.
20.5 Where reference is made to weeding, brushing, or clearing within 100 feet of a structure,
it is intended that the space between the structure and the private property line isthe
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
theseareas.
20.6 The maintenance of the manufactured slopes requires that the planted slopes be weeded
on a regular basis throughout the year. Planted slopes which were not 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 toslope 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.)
21.1 Materials (Biological insects) shall be at Contractor's cost plus no more than 15%, as
necessary for integrated pest management (IPM) and Contractor at his expense under the
terms of this agreement will provide the labor.
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 ofwork.
ii. 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.
iii. 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.
iv. 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.
v. 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
22.1 Contractor shall at his sole expense under the terms of this agreement perform the
following services:
Trash Removal: Contractor shall provide a trash pickup schedule for approval by
Special Districts. Contractor shall pick up trash and accumulated debris from the site
on a regularly scheduled rotation approved by LIVID staff in advance. Contractor may
be required to remove small to medium sized trash and refuse (Furniture, appliances,
etc.) which would fit into a standard pick-up truck. Waste disposal costs will be
allowed for larger items as determined by Special Districts. Removal of larger items
would be considered "Additional Work" and subject to the terms of Section4.
ii. Curb and Gutter Maintenance: Contractor is responsible for removal of weedsand
grass from curb and gutter expansion joints (up to 2' from curbs including medians)
at all times.
iii. 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 maintenanceat all
times.
iv. 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
7. All walkway cracks and expansion joints shall be maintained weed and grass
free at all times.
v. 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 lowerbranch structures
of shrubs.
vi. 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.
vii. 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 alltimes.
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 madeto 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
23.1 Contractor shall perform a maintenance inspection of all facilities on a bi-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
23.2 Contractor shall be expected to meet on site with an authorized representative of Special
Districts for a walk-through inspection. Said meeting shall be at the convenience of Special
Districts and may include residents of the community. Special Districts may notifythe
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
24.1 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. Irrigation repairs will be completed within 24 hours, with
exception of main line breaks.
24.2 For all irrigation repairs, including main lines, all irrigation parts will be reimbursed at no
more than a 15% mark up over Contractor's cost. Contractor must provide invoices upon
request of Special District Staff. Failure to provide copies of invoices may result in delay
of payments to Contractor. Contractor shall adhere to the Irrigation Association, Best
Management Practices (BMP'S) at:
httP://www.i rrigation.org/uploaded Files/Standards/BM PDesign-I nstaI I-Manage.3-18-
142. pdf
i. Scope of Responsibility: Contractor shall maintain (repair and/or replace as needed)
and keep operable all irrigation equipment consisting of but not limited to:
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
ii. Replacement Requirements: Replacements will be of original materials or substitutes
approved by Special Districts in writing prior to any installation.
iii. 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.
iv. 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.
v. 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 foraccess.
vi. Inspections: Landscape Maintenance District Consultants/Inspectors will spotcheck
controller schedules on each inspection of a district to assure compliance with
irrigation program standards. At a minimum, Contractor shall conduct a complete
irrigation system inspection on a quarterly basis.
24.3 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
24.4 Controllers:
24.4.1 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.
24.4.2 Contractor will be responsible for the control of Smart Water Application
Technologies (SWAT) certified weather -based controllers or equivalent,
controller programming through Contractor's office via a desk top or any wireless
computer, or hand-held device. The LMD will provide a username/password for
access.
24.4.3 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.
24.4.3.1 Severe Alerts to be resolved within 24 hours.
24.4.3.2 Major Alerts to be resolved within 5 working days
24.4.3.3 Critical Alerts to be resolved in an acceptable timeframe to ensure
healthof plant material.
24.4.4 Contractor will provide their own irrigation remote (receiver and transmitter) for
control of the Rain Master, Calsense, LEIT (solar), WeatherTrak or other industry
standard controllers not listed. The City requires the Promax universal irrigation
remote or other "smart phone" technology for its use in field testing and
operation of all irrigation systems for the LMD areas. Use of this device will
conserve water consumption, provide for more cost-effective maintenance of
irrigation systems, and assure all parties concerned that the automatic system is
operating at maximum efficiency. Special Districts' inspectors may use this device
in their inspections to verify that irrigation systems are functioning properly. The
bleeding of valves and hand watering are to be used in emergency or testing
situations, not for normal or day-to-day inspections.
24.4.5 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.
24.4.6 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.
24.4.7 In areas where wind creates problems of spraying water into private property or
road right-of-ways, the controllers shall be set to operate during the period of
lowest wind velocity which would normally occur at night (between the hours of
9:00 p.m. and 7:00 a.m.).
24.4.8 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 1xmonthly.
24.4.9 Check systems, as needed, for optimum performance and adjustand/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).
24.4.10 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.
24.4.11 Contractor shall utilize "cycle & soak" in programming in order to eliminate
excessive run-off.
24.4.12 Scheduled operation other than 9:00 p.m. to 7:00 a.m. must be approved by The
City of Santa Clarita.
24.4.13 When available, copies of controller maps shall be kept in enclosures at all times.
24.4.14 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.
24.4.15 Contractor shall be responsible to notify The City of Santa Clarita of anyadditional
water requirements to the landscape which is outside of the "AUTO" scheduled
program application.
24.4.16It 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
doi ngso.
24.4.17 Onlythe 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.
24.4.18 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.
24.4.19 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
24.4.20 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.
24.4.21 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.
24.4.22 It is required that soil conditions be constantly monitored with a soil probeto
ensure that over -saturation of the soil does not occur.
24.4.23 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.
24.5 Operation of System:
24.5.1 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).
24.5.2 Contractor will be responsible for immediate maintenance (repair or
replacement) of all irrigation systems. Contractor will be responsible at all times
for handwatering 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.
24.5.3 Irrigation system will be controlled by Contractor in such a way as not tocause an
excessively wet area which could interfere with Contractor's ability to
mow/maintain landscaped areas.
24.5.4 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.
24.5.5 Contractor shall adjust and clean as necessary all sprinkler heads, valves and
pressure regulators to continue operation at maximum efficiency and
performance.
24.5.6 All materials and workmanship will be in accordance with the City Plumbing
Ordinances if/when applicable.
24.5.7 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.
24.5.8 Contractor shall be responsible for trimming plant material and making necessary
adjustments to riser heights as growth rates indicate.
24.5.9 Contractor shall be responsible for hand -watering any pots not provided withan
irrigation system to maintain plants and promote optimumgrowth.
24.5.10 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.
24.5.11 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.
24.5.12 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.
24.5.13 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.
24.5.14 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.
24.5.15 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.
24.5.16 Once a year, Contractor shall clean all controller cabinets and valve boxes,
remove intruding soil and replace gravel as needed.
24.5.17 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.
24.5.18 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.
24.5.19 Contractor shall notify the LIVID office immediately should a backflow prevention
device malfunction occur.
24.5.20 Landscape Maintenance District Consultants/Inspectors/City staff will spot check
controller schedules on each inspection of a district to assure compliance with
irrigation program standards. Contractor shall conduct a complete irrigation
system inspection for each district at minimum of twice ayear.
24.5.21 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.
24.6 Repairs:
24.6.1 All pop-up heads should be assembled on triple swingjoints.
24.6.2 When irrigation heads, risers, nozzles, etc. break, they will be replaced with like
for like irrigation heads. Uniformity is of the utmost importance.
24.6.3 All remote -control valves shall be Superior 950DW brass valves unlessother(s) are
accepted by LIVID staff.
24.6.4 Contractor shall repair all leaking or defective valves immediately upon
occurrence, or within 24 hours following notification from LIVID of such a
deficiency.
24.6.5 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.
24.6.6 Contractor shall submit itemized irrigation invoices for repairs, per LIVID Zone on
an as needed basis.
24.6.7 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).
24.7 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.
24.8 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 startof
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.
24.9 Water Budgets: In order to ensure efficient and responsible water management with
regards to landscape irrigation, the City of Santa Clarita Special Districts office may require
the following:
When water budgets have been established for each individual service area within a
Landscape Maintenance District Zone (specifically water meter and/or point of
connection), Contractor shall not exceed the Maximum Applied Water Allowance
(MAWA) as established by State Assembly Bill 1881, Model Water Efficient Landscape
Ordinance (MWELO).
http://www.water.ca.gov/wateruseefficiency/landscapeordinance/
When water budgets and/or tiered rate structures are enforced by individual water
purveyors such as; Valencia Water Company, Newhall County Water District, Santa Clarita
Water Division, 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 DRAINAGESYSTEMS
25.1 Hardscape surfaces, walkways, decomposed granite and service roads, if any, shall be
maintained by Contractor so as to keep the integrity of the walking and/or driving surface
in a safe, unimpaired condition. Contractor may not use Subcontractors not included with
the proposal submission without written approval of Special Districts Staff. Any unsafe
condition of a walkway or service road shall be reported immediately to the LIVID Monitor
or directly to City Staff. See also Section 22.01 g.
25.1.1Contractor 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.
25.1.2Contractor 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.
25.1.3Contractor 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.
25.1.4Disposal 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
26.1 Contractor may be responsible to remove small amounts of graffiti (license plate size) as
it appears upon any of the walkways, paseo overpasses and underpasses, walls, fences,
or any appurtenant structures or equipment within the areas under Contractor's
maintenance. Special Districts Monitor will be informed of all graffiti immediately upon
discovery. Contractor is required to input graffiti information into the City's reporting
systemat:
http://www.santa-clarita.com/city-hall/departments/administrative-
services/technology- services/egraffiti
26.2 All materials and processes used in graffiti eradication shall be non -injurious to surfaces
and adjacent District property and approved by Cal -OSHA. Materials and processes used
must be approved by LIVID prior to use.
27. FUTURE/ADDITIONAL MAINTENANCE AREAS
27.1 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 and
Additional Pricing in this document for similar landscape/terrain.
RESPONSE FORMAT AND SELECTION CRITERIA
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
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 "nld",- Do NOT leave
blank
2.
1.1.6.4. Exhibit F — References Page
1.1.6.5. Exhibit G1 & G2 — must be completed (use additional sheets ifneeded)
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 Specifications
1.1.6.9. Exhibit K — Notice to Proposers Regarding Contractual Requirements
1.1.6.10. Maintenance Schedule(s) — Daily, Weekly, Monthly, Semi -Annual, Annual
(see examples in Attachments A & B)
1.1.6.11. Rotation Schedule (Maintenance Map showing frequency of work within
designated areas/sections)
1.2. COST FILE
1.2.1.1. Exhibit A — Cost Proposal Pricing must be entered into line Items section of
BidNet.
1.2.1.2. Exhibit 131 & B2 —Additional Pricing
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 theCity.
The overall criteria are listed below. As proposals are considered by the City to be more equal in
their technical merit, the evaluated cost or price becomes more important so that when technical
proposals are evaluated as essentially equal, cost or price may be the 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, Exhibits E & G1-G2)
2.1.3. Rotation Schedule: Use and mobilization of resources. Proposed timeline to service all
areas.
(Includes but not limited to as described in Section 1.06 & 10, & Attachments A & B)
2.1.4. 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 & 131-132)
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
Sample Contract
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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
http://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.
FANHLIARITY 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 anv of the insurance reauirements under this
agreement, Ci . may cancel the Agreement immediately with no penalty,
H. Should Contractor's insurance reauired by this Agreement be cancelled at anv boint brior 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:
IIn
Print Name & Title
Date
FOR CITY OF SANTA CLARITA:
KENNETH W. STRIPLIN, CITY MANAGER
LOSE
City Manager
Date
APPROVED AS TO FORM:
JOSEPH M. MONTES, CITY ATTORNEY
Uzz
City Attorney
Date
IF CORPORATION:
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
Is
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
Is
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:
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
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
SECTION D
Exhibits
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
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 18
Column A
Monthly Maintenance
Cost
$ 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-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
Do NOT include this pricing in the cost of your bid response.
Pricing and Billing Schedule Detail
Hourly labor rates to be used in performing the work required in the specifications for annual
landscape maintenance. These rates will not be used in evaluating the bid, but shall be used in
evaluating cost estimates for "additional" or "extra" work requested by the City under this contract
when applicable.
Extra/Additional work by the CONTRACTOR, shall not exceed the D labor rates as listed below:
Skill Level Hourly Cost After -Hour Emergency
(Based on DIR Published Rates)
Irrigation Laborer $ per hour $ per hour
Landscape Laborer $ per hour $ per hour
QAC/QAL Herbicide and
Pesticide Applicator $ per hour $ per hour
Please fill in the hourly cost for services based on the appropriate DIR cost.
Please initial to verify acknowledgement of labor rates (initial)
EXHIBIT 1132: ADDITIONAL PRICING CONTINUED
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
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.
UNIT OF
EXTENDED PRICE
LINE
DESCRIPTION
UNIT PRICE
QUANTITY
(unit price x
MEASURE
quantity)
4
Price for Installation of one
leach
(5) Five
(1) gallon shrub.
5
Price for Installation of five
leach
(5) Five
(5) gallon shrub.
6
Price for Installation of
leach
(5) Five
fifteen (15) gallon shrub.
7
Price for Installation of
leach
(5) Five
fifteen (15) gallon tree.
8
Price for installation of
twenty-four inch (24-inch)
leach
(2) Two
box tree.
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
1) The last six (6) months of tailgate safety meeting sign -in sheets and topics covered mustbe
made available UPON REQUEST. (Do not send with proposal submission atthis time.)
2) In the year of 2020, 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-27license.
EXHIBIT D: PROACTIVE APPROACH FORM
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
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?
How will you company oversee management of irrigation operations in a manner that maximizes water
conservation; proactively identify irrigation deficiencies and/or breaks, and; ensure repairs are
completed in a timely manner?
*Attach additional pages as necessary.
EXHIBIT E: DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
If no Subcontractors will be used fill out the form with NA. Please add additional sheets if needed.
Subcontractor
DIR Registration No.
Dollar Value of Work
Age of firm:
°C�Yes 49
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor
DIR Registration No.
Dollar Value of Work
Age of firm:
°C�KeS P1e
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor
DIR Registration No.
Dollar Value of Work
Age of firm:
IN
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
NOTE: A contractor or subcontractor shall not be qualified to propose on, be listed in a proposal, subject to the requirements of Section 4104 of the Public
Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform
public work pursuant to Section 1725.5 of the Labor Code. It is not a violation of this section for an unregistered contractorto submit a proposal that is authorized
by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to
perform public work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded.
EXHIBIT F: REFERENCES
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
The following are the names, addresses, and telephone numbers of three public agencies for which the
proposed company has performed work of a similar scope and size within the past five (5) years. The
references shall demonstrate that the company (proposer) has a minimum of five (5) years' experience in
the landscape maintenance field, experience maintaining site areas of twenty (20) acres or larger, and the
ability to complete work of the type and scope being proposed under the terms of this contract. If
necessary, more than three (3) references can be submitted to demonstrate these qualifications. If the
instructions on this form conflict with the references requested in the scope of work, the scope of work
shall govern. Complete this form out accordingly. Fill out this form completely and upload it with your
proposal.
1.
Name and Address of Owner /Agency
Name and Telephone Number of Person Familiar with Project
Contract Amount Type of Work Date Started Date Completed
2.
Name and Address of Owner /Agency
Name and Telephone Number of Person Familiar with Project
Contract Amount Type of Work Date Started Date Completed
3.
Name and Address of Owner /Agency
Name and Telephone Number of Person Familiar with Project
Contract Amount Type of Work Date Started Date Completed
The following are the names, addresses, and telephone numbers of all brokers and sureties from
whom BIDDER intends to procure insurance bonds:
EXHIBIT G1: STAFF
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
Provide information on any and all applicable crewmembers. This includes the supervisor, crew foreman, certified
arborist (if applicable), chemical applicator, irrigation specialist, etc.
1) Nara
Licenses/Certificates
Job Titl
2) Name Job Title
Licenses/Certificates
3) Nam
Li cen ses/Ce rtificates
4) Name Job Title
Li cen ses/Ce rtificates
5) Name Job Title
Licenses/Cc
6) Nam
Li cen ses/Ce rtificates
Job
7) Name Job Title
Li cen ses/Ce rtificates
EXHIBIT G1: STAFF (Continued)
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
8) Name Job Title
Licenses/Certificate
9) Name Job Title
Licenses/Certificates
10) Name Job Title
Licenses/Certificates
11) Name Job Title
Licenses/Certificate
12) Name Job Title
Licenses/Certificates
13) Name Job Title
Licenses/Certificates
14) Name Job Title
Licenses/Certificates
15) Name Job Title
Licenses/Certificate
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2: STAFF HOURS
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
Supervisors
t rewmem bar Title Qty- of Weekly Hours
C:reaumem ber Title Qty- of Weekly Hours
Crewmem ber Title Qty- of Weekly Hours
Crew 41L
Crewmember 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
Crewmem ber Title
Qty- of Weekly Hours
Crew #2
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
t re%+rrr7em ber Title
Qty- of Weekly Hours
Specialty Positions
ti:rewmem 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 G2 STAFF HOURS (Continued
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
Supervisors
Crewmem ber Title Qty- of Weekly Hours
Crewmem ber Title Qty- of Weekly Hours
Crewmem ber Title Qty- of Weekly Hours
Crew #i
Crewmem ber T
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
Crew #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
rewmem ber Title Qty- of Weekly Hours
t rewmem ber Title Qty- of Weekly Hours
*Attach additional pages as necessary for additional personnel.
EXHIBIT H: EQUIPMENT REQUIREMENTS
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
Additional equipment requirements for work within proposed Landscape Maintenance District or the ability
of Contractor to rent/lease at no additional cost:
• Commercial grade lawn mowers with mulching blade attachment, sufficient in size tocover
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 ofequipment requirements - (initial)
EXHIBIT I: CERTIFICATIONS
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
Provide information on the certified arborist, cherni ,al applicator. irrigation specialist, crew
foreman, including name, certification and whether staff or subcontractor.
Staff
1)
)
3)
4)
5)
6)
7)
8)
9)
10)
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF PROPOSAL SPECIFICATIONS
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
By providing the three (3) required signatures below, the Contractor acknowledges
full understanding, complete agreement to, and accepts in its entirety, all Proposal
Specifications for the Annual Maintenance Contract for Landscape Maintenance
Zone 18. The Contractor will be expected to perform maintenance practices and
uphold the standards herein to the established specifications throughout the
length of the contract.
*Supervisor's Signature: Date:
*Estimator's Signature: Date:
*Owner's Signature: Date:
*All three signatures required
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
1. SUMMARY OF CONTRACTUAL REQUIRMENTS
a. A contract is required for any service performed on behalf of the City of Santa Clarita (City).
b. By submitting a proposal, you have reviewed the sample contract documents contained within this
request for proposals and agree to be bound by the requirements set forth.
c. Questions and requests for modification of these terms must be negotiated and approved prior to
proposal submission and are at the full discretion of the City.
2. SUMMARY OF INDEMNITY AND INSURANCE REQUIREMENTS
a. 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.
b. You should check with your Insurance advisors to verify compliance and determine if additional
coverage or limits may be needed to adequately insure your obligations under this agreement. These
are the minimum required and do not in any way represent or imply that such coverage is sufficient to
adequately cover the Contractor's liability under this agreement. The full coverage and limits afforded
under Contractor's policies of Insurance shall be available to Buyer and these Insurance Requirements
shall not in any way act to reduce coverage that is broader or includes higher limits than those required.
The Insurance obligations under this agreement shall be: 1—all the Insurance coverage and limits
carried by or available to the Contractor; or 2—the minimum Insurance requirements shown in this
agreement, whichever is greater. Any insurance proceeds in excess of the specified minimum limits and
coverage required, which are applicable to a given loss, shall be available to City.
c. Contractor shall furnish the City with original Certificates of Insurance including all required
amendatory endorsements and a copy of the Declarations and Endorsement Page of the CGL policy
listing all policy endorsements to City before work begins. City reserves the right to require full -certified
copies of all Insurance coverage and endorsements.
3. INDEMNIFICATION
a. To the fullest extent permitted by law, CONSULTANT shall defend (with legal counsel reasonably
acceptable to CITY), indemnify and hold harmless CITY and its officers, agents, departments, officials,
representatives and employees (collectively "Indemnitees") from and against any and all claims, loss,
cost, damage, injury (including, without limitation, economic harm, injury to or death of an employee 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).
b. The foregoing indemnification provisions will not reduce or affect other rights or obligations which
would otherwise exist in favor of the CITY and other Indemnitees.
c. CONSULTANT shall place in its subconsulting agreements and cause its subconsultants to agree to
indemnities and insurance obligations in favor of CITY and other Indemnitees in the exact form and
substance of those contained in this Agreement.
4. 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
b. Commercial general liability insurance will meet or exceed the requirements of ISO-CGL Form No. CG
00 011185 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.
c. Professional liability coverage will be on an "occurrence basis" if such coverage is available, or on a
"claims made" basis if not available. When coverage is provided on a "claims made basis," CONSULTANT
will continue to renew the insurance for a period of at least three (3) years after this Agreement expires
or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect
during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of
any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this
Agreement was in effect.
d. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance
of the insurance required under this Agreement, including endorsements, and such other evidence of
insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must
be placed with California -admitted insurers with (other than workers compensation) a current A.M. Best
Company Rating of at least "A:VII."
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 CONSULTANT for CITY.
f. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this
Agreement, CITY may obtain such coverage at CONSULTANT's expense and deduct the cost of such
insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to
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.
g. Should CONSULTANT'S insurance required by this Agreement be cancelled at any point prior to
expiration of the policy, CONSULTANT must notify City within 24 hours of receipt of notice of
cancellation. Furthermore, CONSULTANT must obtain replacement coverage that meets all contractual
requirements within 10 days of the prior insurer's issuance of notice of cancellation. CONSULTANT must
ensure that there is no lapse in coverage.
h. The CITY shall be entitled to any coverage in excess of the minimums required herein.
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:
SECTION E
Attachments
ATTACHMENT A
EXAMPLE OF TYPICAL MAINTENANCE PROGRAM
Daily — Weekly — Monthly
(For reference only: Actual maintenance schedules shall comply with maintenance specifications.)
OPERAMN5
JAN
FEB
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ATTACHMENT B
EXAMPLE OF TYPICAL MAINTENANCE PROGRAM
Semi -Annual and Annual
(For reference only: Actual maintenance schedules shall comply with maintenance specifications.)
01-IM, AIR
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4i)
City Of SANTA GLARITA
LMD Zone 18
Part 1
LANDSCAPES,
PASEO LIGHTPOLES,
& FOOTLIGHTS
Legend
Foot Lights
Light Poles
El Paseo Bridge
"' i Paseos
Parcel Outlines
OLMD Boundary
Irrigated Landscape
® Non -irrigated Landscape
ON& Weed Abatement and Trees
® Fire Clearance
Easement Shrub
40 Median Shrub
40 Sidepanel Shrub
Easement Shrub (Non -irrigated)
40 Easement Turf
® Median Turf
40 Median Concrete
40 Parkway
40 Underpass
Overpass
N
W9
S
3uu 1bu lJ 2uu CJU Feet
-,ndscape Information from Hunsaker tngln Bering
aseo information from City of Santa Clari[a - CIS
1 data. Copyright March 2013, County of Los Angeles.
HII ilyhb ie5eived.
—It Iiltoi mlaOoil home Hand M-11Y g Lo11p111Y
rrojects/aa'130401f1/mx/lmd_18yaseo_landscapesyart1 mxd
4i)
CityOf SANTA GLARITA
LMD Zone 18
Part 2
LANDSCAPES,
PASEO LIGHTPOLES,
& FOOTLIGHTS
Legend
Foot Lights
Light Poles
❑ Paseo Bridge
,i Paseos
❑ Parcel Outlines
�LMD Boundary
Irrigated Landscape
Non -irrigated Landscape
OR& Weed Abatement and Trees
Fire Clearance
Easement Shrub
Median Shrub
40 Sidepanel Shrub
Easement Shrub (Non -irrigated)
40 Easement Turf
90 Median Turf
40 Median Concrete
'1A Parkway
40 Underpass
— Overpass
we
300 150 0 300 Feet
-,ndscape Information from Hunsaker tngi—ring
aseo information from City of Santa Clari[a - CIS
1 data. Copyright March 2013, County of Los Angeles.
HII ilyhb ie5eived.
—It Iiltoi mlaOoil home Hand M-11Y g Lo11p111Y
rrojects/aa'130401f1/mx/Imd_18yaseo_Iandscapes_p, C2.mA
2022 Holiday Schedule
HOLIDAY
DATE CELEBRATED
New Yeaes Day
Friday, December 31
M a rti n 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 Day for Christmas Eve
Friday, December 23
Christmas Day
Monday, December 26
1,12 Day for New Year's Eve
Friday, December 30
New Year's Day
Monday, January 2
Contractor to verify current year holiday schedule with LMD.
ID
American Heritage Landscape
Proposal for City of Santa Clarita Zone18
AMERICAN
HERITAGE
noLANDSCAPE LP
Thank you for allowing us the opportunity to submit this proposal to professionally manage the
landscaping and irrigation for City of Santa Clarita Zone 18. With us currently servicing the job, we
know the boundaries and areas well.
American Heritage Landscape has become a forerunner in the landscape management industry by
providing not only maintenance services but having the knowledge and systems in place to
successfully manage, strategically plan and help you maintain the endurance of your landscape for
years to come. We appreciate you taking the time to review this proposal to provide landscape
management and water management services for your community.
We are a local, family owned and operated company for the past 44 years, with branches located in
San Fernando Valley, Ventura and Los Angeles Counties. Our teams developed thorough and tailored
schedules for our clients for all aspects of landscaping based on data collected in the field and decades
of real -world experience that have made us successful in managing the landscape needs for many
communities similar to yours. We started our journey servicing golf courses, with very intricate
irrigation systems, so our irrigation management division is extremely strong.
The enclosed proposal will demonstrate how our experienced and skilled team will achieve your
landscape goals and keep your property looking its best. Within the first 30 days on the job and
throughout our service commitment, you will see a noticeable difference in the following areas:
■ Approach: We are looking at the zone in total and are looking at 80 hours a week to
have the crew take care of the designated areas. We have broken the work out into 4
quadrants and a mow day to service the areas noted.
■ uali : We will look to have a uniform look to the trimming and make sure the
property continues to look great. Our goal is to trim similar plants at the same time to
create a cohesive and unified look throughout the property.
■ Consistene : We will assign an Account Manager, and dedicated crew to service
the property. The same team will be responsible for the community. We do not rotate crews
or managers. By having a dedicated team for the property, they become familiar with the
nuances, unique to each property. We also invest in training out crews on proper pruning
techniques, fertilization schedules and equipment certifications. The benefit of this is the
look of the property will be uniform, intended and beautiful.
We want to provide a service that is tailored specifically for your property so communication and
scheduled walks will be vital. We have the greatest confidence in our ability to provide specialized
quality landscape and water management services for your community. We look forward in developing
a partnership with you.
Sincerely,
ja ymoll
Jim Yarnall
Business Developer
Jam- ncanheritagelandscape.com
805-794-5151
Grey smtaw rr P
Greg Santamana
Branch Manager
nericanherital elandsca e.com
818-825-4696
We have become a leader within the industry and work closely with
commercial developers, general contractors, property management
companies, homeowner associations, commercial property owners, landscape
architects, educational institutions and healthcare facilities. We feel a great
deal of pride in this accomplishment.
We are committed to excellence. Our team offers personal and professional
expertise unique to each property. Our adaptive plant strategy preserves
beauty in landscapes even in drought conditions. We pride ourselves on
building long term partnerships with our clients.
American Heritage Landscape is a full -service landscape management
company. Since 1973 we have been family owned & operated, staffed with
professionals that are passionate about gardens. We are driven by the highest
standards of our industry. Our goal is to fulfill our client's vision while
enhancing the value of their asset.
We offer a variety of services
Tree Care Division Mapping and Job Sequencing
Our tree care experts are Certified by The In house mapping allows us to manage your
International Society of Arboriculture and landscape with the highest of efficiency. From
follow pruning practices set forth by the Tree plotting the most proficient mowing crew path
Care Industry Association and ANSI A300. In of motion to identifying the size, location, and
addition, our in-house and on -Staff Pest Control health of your trees, our in-house mapping
Advisors, Qualified Applicators, Agronomists, team has you covered.
and Consultants can care for, prevent, and treat
any pests or disease.
Water/ Irrigation Management Landscape Enhancement
The importance of effective water management Selecting the right plant for the right location is
cannot be undervalued. Our certified irrigation the formula for success in the landscape. Our in -
technicians /auditors will offer a comprehensive house design team will work together with our
evaluation of your entire irrigation customers to create a vision for their landscapes.
system. Mapping, controller charts, identifying Each design enhances the outdoor environment
deficiencies and/or recommending whether it is a common area gathering location of
modifications for conserving water, is our an HOA or a main entry for a retail site that
primary focus. Irrigation technology is maximizes curb appeal. Our team will assist you in
constantly advancing and our team of experts planning a landscape budget for the future that
will troubleshoot complex issuesproficiently. will both meet and exceed your expectations.
Landscape Construction Division
We have installed some of the largest and most We are staffed with plant healthcare technicians
intricate landscapes in all of Southern California.
I Our attention to detail, use of high -quality specializing in diagnosis with a focus on
preventative care.
planting materials and on time performance has offer soil testing and
made American Heritage Landscape known as analysis to determinnee deficiencies in the soil
the best landscape construction company in the profile. We are advocates of protecting the
industry. We have the ability to serve as a environment by incorporating organic based
fertilizer programs for our customers gardens.
general contractor for other auxiliary projects. This formula creates lush, thriving plants which
naturally will combat the dailystresses of
insects and disease.
9; D AMERICAN
nANDSCAPE �LHERI'�AGE
Landscape Management Time Line
SO Days:
I. Implement Job Sequence schedule per color coded map and daily schedule
2. Weed control applications
3. Begin Irrigation Evaluation per station; Evaluation will be run per quadrants. Analyze & adjust run time, analyze
proper coverage and note breaks for repair.
4. Begin Weekly Meter Reading for Water Usage Management
5. Develop missing/dead plant list with proposal for budget consideration
6. Soil test and results in specific locations/specie of poor performance
60 Days:
1. Revise sequence map and daily schedule
2. Revise run times on controllers per wet and dry locations along with water meter reading analysis.
3. Complete proposals for irrigation repairs and/or upgrades required
4. Winter rejuvenation pruning per quadrant (specie specific)
5. Fertilizer application and plant health care treatments performed
90 days..
I. Sequence and daily schedule finalized
2. Station run times finalized
3. Conclusions and suggestions from plant health care treatments
4. Re -cap of Water Meter Readings, suggestions and results of % Water Savings
5. Meeting with customer team and review progress, proposals and suggested improvements and develop next 90
day goals and timeline.
6
IRRIGATION
• Check irrigation systems
mid components for proper
operation.
• Adjust watering for desired
moisture
• Recommend necessary
repairs and upgrades
SHRUBS AND BEDS
• Remove weeds
• Special attention to entry
drive, common areas, focal
points
• Prune selected shrubs
• Remove plants too close to
tree trunks. groundcover,
crowding shrubs, and poor
performing plants
Evaluate and propose
enhancement opportunities
SAFETY
• Trim plant Material or tree,
hindering or blocking line
of siglit at intersections anc
monuments
• Ensure tree guy tvires are
sufficiently marked for
visibility
• Identify potential problems
and propose solutions
COMMUNICATIONS
To ensure a successful partnership with City of Santa Clarita Zone
181 effective communication is one of our top priorities. We have
found the best way to keep you highly satisfied is to make sure we
always understand your current needs and priorities. We have
several means of communication that is highly effective.
Proactive Communication:
• On -site coordination meeting -We hold on site meetings and
property walks.
• Weekly schedule and horticultural calendar -Weekly task schedule
and horticultural calendar.
• Irrigation schedule- Weekly irrigation preventive maintenance
inspection.
• Job Reporting- We will report our weekly maintenance crew
activities.
• Digital picture- We will provide pictures of any plants or technical
issues we find on theproperty.
• Meeting attendance- We will attend any management or board
meeting
Responsive Communication:
• Punch list -Weekly punch lists of unknown factors that need to be
corrected.
• Mobile phone- You can contact your Account Manager via call or text
with their mobile phone.
• Email- You can contact your Account Manager via email to record all
communications.
SAFETY
We have incorporated safety measures to ensure a safe working
environment. Here are the necessary steps we take to enforce safety in
your property.
• Company logo clearly displayed on all vehicles
• Extensive Driver Safety Certification program
• Initial and random driving record checks
• Initial and random drug and alcohol screenings
• OSHA right of way compliance
• Mandatory weekly and monthly employee safety meetings
• Strict I-9 compliance
• Criminal background checks
• New hire safety orientation program
• Certification required to use all power equipment
• Fully uniformed team members with safety vests
• Required use of cones (safety zone) at all times
• Reward system for safety compliance
U
Irrigation Evaluation Tanning
AM
ESP•L%ME f
One broken %prinkler limid Snwn irrigation ccintrollcrs aria, irrigation systems use An itri gat ion symem that has
could waste up to 25.00f) can %ave up to P,,, more ?Q to 40 percent less water a leak 13?nd ofan inch to
gallons of water over a 6 water than traditional than conventional plop -up diameter can waste about
tnrntlt irri atinn asost. irrigation cmntrnllcr> sprinklers stems t+,3C10 za11on u, o f ws-jter per
month.
de
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LAI
_ Y
Designing and Implementing your Vision
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Our design team and branch leaders have had the pleasure of
designing many unique pra_jects! Selecting the right plant for
the right location is the formula for success in the landscape.
Our in-house design team will work together with our
customers to create a vision for their landscapes_ Each design
enhances the outdoor environment whether it is a common
area gathering location of an HOA or a main entry for a retail
site that maximizes curb appeal. Our team will assist you in
planning a landscape budget for the future that will bath
i•neet and exceed your expectations.
Maintain mapping of all irrigation repairs
Submit weekly landscape update
Submit annual soils reports and discuss
Submit annual landscape budget for review
Review and discuss annual tree report from arborist
Identify and map all problematic areas
Irrigation Inspection complete
Identify bare slope areas that will require straw waddle before rain season
Meet with biologists on mitigation areas
Mow Trim Edge Blow Weekly
Aerification (1-2x per year as needed)
Overseeding Perennial Rye (Extra)
Overseeding Tall Fescue (Extra)
Thatching (As Needed)
Fertilize
Pre -emergent Crabgrass
Post Emergent Kikuyugrass
Post Emergent Oxalis/Clover
Post Emergent Broadleaf Weeds
Sedge Postemergent
Grub Controll
Hand Pruning (as required)
Trimming & Edging (as required)
Pre -emergent Weeds in Planters/Slopes
Pre -emergent Sedge in Planters/Slopes
Post Emergent Grasses in Planters
Sedge Postemergent
Post Emergent Weeds in bare areas/hardscape weeds (Ranger Pro or Roundup
Pro/ProMax)
Sedge Postemergent
Mite Control
Growth Regulator Application (as required)
Fertilizer
Remove weeds in planter beds, hardscape and entry planters
Mulch planter beds at 2" with stabilized organic compost
Insect and disease control application for treatable diseased plants
Tree Trimming (as needed)
Limb up trees under 15' where appropriate
Tree Pest / Disease Control (as needed)
Fertilizer
Maintain 18" tree wells around the base of all trees in turf
Inspect project for surface roots that may cause damage
Annual Arborist Report and Tree Care Plan
Water times adjusted weekly or as needed seasonally
All systems visually observed once monthly
ET Communication and Software Check
Complete System Function and Coverage Check
Make adjustment to riser heights (as needed)
Pressure regulating devices inspected monthly
V-ditch and surface drains will be inspected during visits and cleared prior to inclement
weather
Spray and kill all weeds in hardscape
Graffiti will be noted and reported to owner
Leaf & Debris Cleanup
Fuel Mod
Native Area Customized Spray Program
I
AMERICAN
HERITAGE
UOLANDSCAPE LP
Account Manager Included
Irrigation Management Included
Production Manager Included
Foreman Included
Gardeners/Laborers Included
City of Westlake Village
Managed By — Jeff Friedman
Contact: jeff@wlv.org
M
Tesoro Walk - Camarillo
Managed By — PMP
Meridian Hills HOA, Moorpark CA
Managed By—PMP
City of Calabasas -
Reference upon request
Westshore HOA — Westlake Village
Mont Calabasas
Barbara Gewert404-822-5058
a
FINANCIAL American Business Bank
INSTITUTE Attn: Janice Jafari
523 West 6t' Street, Suite 900
Los Angeles, CA 90014
(818) 710-2692
EMPLOYER Federal: 20-5852038 State: 339-3580-0
IDENTIFICATION
BONDING Lockton Insurance Brokers, LLC
COMPANY Attn: Dennis Langer
4275 Executive Square, Suite 600
La Jolla, CA 92037
(858) 587-3110
INSURANCE
COMPANY
Z-VE R F-S-C
891577 C27, C61/1349 (Landscape and Tree Services)
HIC; Status Active
Worker's Comp: EverestNational Insurance Company PolicyNumber
CA10002691171
Liability Insurance: The Continental Insurance Company Policy
4022978129
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
1) The last six (6) months of tailgate safety meeting sign -in sheets and topics covered mustbe
made available UPON REQUEST. (Do not send with proposal submission atthis time.)
2) In the year of 2020, 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.
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-27license.
None
EXHIBIT D: PROACTIVE APPROACH FORM
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
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?
How will you company oversee management of irrigation operations in a manner that maximizes water
conservation; proactively identify irrigation deficiencies and/or breaks, and; ensure repairs are
completed in a timely manner?
Please see attached plan
*Attach additional pages as necessary.
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EXHIBIT E: DESIGNATION OF SUBCONTRACTORS SUBCONSULTANTS
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
If no Suhcnntrectors will be used fill out the form with NA. Please add additional sheets if needed.
Subcontractor DIR Registration No. Dollar Value of Work
None
Age of firm:Annual Gross Receipts:
GeFtic,. g A„
Location and Place of Business
Bid Schedule Item No's: Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor
DIR Registration No.
Dollar Value of Work
Age of firm:
BBC: Yes Ole
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor DIR Registration No. Dollar Value of Work
Age of firm: $gc;Yes Pie nual Gross Receipts:
Location and Place of Business
Bid Schedule Item No's: Description of Work
License No.
Exp. Date: / /
Phone ( )
NOTE: A contractor or subcontractor shall not be qualified to propose on, be listed in a proposal, subject to the requirements of Section 4104 of the Public
Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform
public work pursuant to Section 1725.S of the Labor Code. It is not a violation of this section for an unregistered contractor to submit a proposal that is authorized
by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to
perform public work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded.
EXHIBIT F: REFERENCES
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
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 Westlake Village
Name and Address of Owner /Agency
Jeff Friedman 818-706-1613
Name and Telephone Number of Person Familiar with Project
$600,000 Citywide Landscape 2002 - present
Contract Amount
2 City of Santa Clarita
Type of Work Date Started Date Completed
Name and Address of Owner/ Agency
Andrew Thompson 661-290-2202
Name and Telephone Number of Person Familiar with Project
$500,000 Slope and Citywide Maintenance 2015- present
Contract Amount Type of Work
City of Calabasas
Name and Address of Owner/Agency
Date Started
Edgar Hernandez 818-912-7083
Name and Telephone Number of Person Familiar with Project
$1 000 000 + Citywide Landscape maintenance 2021 - presnt
ContractAmount Type of Work Date Started
Date Completed
Date Completed
The following are the names, addresses, and telephone numbers of all brokers and sureties from
whom BIDDER intends to procure insurance bonds:
Bonding Lockton Insurance Brokers, LLC Attn: Dennis Langer
4275 Executive Square, Suite 600 La Jolla, CA 92037
(858) 587-3110
EXHIBIT G1: STAFF
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
Provide information on any and all applicable crewmembers. This includes the supervisor, crew foreman, certified
arborist (if applicable), chemical applicator, irrigation specialist, etc.
1) Narne Alex Lazo Job Title Account Manager
Licenses/ Certificates
2) Name Greg Santamaria job Title Branch Manager
Licenses/Certificat
3) Name Luis Ponce Job Title Dir of Irrigation
Licenses,/Certificates CIT, CAIA, CWM
4) Name John Fluhartv Job Title Account Manacier
Licenses/Certificates Certified Arborist
5) Nam.
Licenses/Certificates
6) Nam
Licenses/ Certificates
lob
lob Titi
i) Name Job Titl
Licenses/Certificates
EXHIBIT G2: STAFF HOURS
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
Superar[so rs
Crewmem ber TitIe Account manager Qty of Weekly Hours 2
Production Manager 4
Crewmem ber Title Qty- of Weekly Hours
Crewmem ber Title City- of Weekly Hours
Crean #1
Crewmember Title ul ew ieduei Qty. of Weekly Hours 40
Crewmem ber Title Gardener 1 Qty. of Weekly HIc -1 40
Crewmem ber Title Gardener 2 Qty- of Weekly Hours g
Crewmember Title Q- of Weekly Hours
Crewmem ber Title Qty- of Weekly Hours
Crew #2
Crewmem ber Title
City- of Weekly Hours
Crewmember Title
Qty- of Weekly Hours
Crewmember Title
Qty- of Weekly Hours
Crewmem ber Title
Qty- of Weekly Hours
Crewmem ber Title
City- of Weekly Hours
Specialty Positions
Crewmemb ,—'_I Irrigation Technician
Qty-of Weekly Hours 8
Crewmem ber T' e
Qty- of Weekly Hours
Specialty Positions
Spray Technician
2
Crewmember Tit Ie
Qtyof Weekly Hours
Crewmem be, T--tle
Qty. of Weekly Hours
*Attach additional pages as necessary for additional personnel.
EXHIBIT H: EQUIPMENT REQUIREMENTS
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
Additional equipment requirements for work within proposed Landscape Maintenance District or the ability
of Contractor to rent/lease at no additional cost:
• Commercial grade lawn mowers with mulching blade attachment, sufficient in size tocover
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 andshapes)
• Commercial Grade Chipper
• Safety equipment such as head, eye, and ear protection,work boots. Body protection such
as chaps should also be used when operating chainsaws
• Irrigation controller remotes and transmitters; particularlyWeatherTrak
• All the required tools and equipment to make minor and major irrigation repairs
• All traffic control signs mechanical and stand alone, barricades, cones, vests all equipment and
safety wear shall be Cal -OSHA approved
P
6
Please initial to verify acknowledgement ofequipmentrequirements - (initial)
EXHIBIT I: CERTIFICATIONS
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
Provade information on the certified arborist, chemical applicator, irrigation specialist, crew
foreman. including name, certification and whether staft or subcontractor.
Staff
f} Luis Ponce Staff - Dir of Irrigation CAIA, CWM, CIT - Weathertrak Certified for all Weathertrak Componi
2) John Fluharty Staff Account Manager - Certified Arborist
3) _... .._._..-'-- - -- .. ...... ---_
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EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF PROPOSAL SPECIFICATIONS
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
By providing the three (3) required signatures below, the Contractor acknowledges
full understanding, complete agreement to, and accepts in its entirety, all Proposal
Specifications for the Annual Maintenance Contract for Landscape Maintenance
Zone 18. The Contractor will be expected to perform maintenance practices and
uphold the standards herein to the established specifications throughout the
length of the contract.
14A*Supervisor's Signature:._ Date: /
*Estimator's Signature: Date:
*Owner's Signature:_t y Date: ' Z L
*All three signatures required
American Heritage Landscape Agronomic Calendar
AMERICAN
HERITAGE
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Janl I ch Alnrj.apr \la 'Jun Jul l u iSr�9 nit',\9n ll.c
Attend monthly landscape walks
Maintain mapping of all irrigation repairs
Submit weekly landscape update
Submit annual soils reports and discuss
Submit annual landscape budget for review
Review and discuss annual tree report from arborist
Identify and map all problematic areas
Irrigation Inspection complete
Identify bare slope areas that will require straw waddle before rain season
Meet with biologists on mitigation areas
Mow Trim Edge Blow Weekly
Aerification (1-2x per year as needed)
Overseeding Perennial Rye (Extra)
Overseeding Tall Fescue (Extra)
Thatching (As Needed)
Fertilize
Pre -emergent Crabgrass
Post Emergent Kikuyu grass
Post Emergent Oxalis/Clover
Post Emergent Broadleaf Weeds
Sedge Pos emergent
Grub Control
Hand Pruning (as required)
Trimming & Edging (as required)
Pre -emergent Weeds in Planters/Slopes
Pre -emergent Sedge in Planters/Slopes
Post Emergent Grasses in Planters
Sedge Post emergent
Post Emergent Weeds in bare areas/hardscape weeds (Ranger Pro or Roundup
Pro/ProMax)
Sedge Post emergent
Mite Control
Growth Regulator Application (as required)
Fertilizer
Remove weeds in planter beds, hardscape and entry planters
Mulch planter beds at 2" with stabilized organic compost
Insect and disease control application for treatable diseased plants
Tree Trimming (as needed)
Limb up trees under 15' where appropriate
Tree Pest / Disease Control (as needed)
Fertilizer
Maintain 18" tree wells around the base of all trees in turf
Inspect project for surface roots that may cause damage
Annual Arborist Report and Tree Care Plan
Water times adjusted weekly or as needed sea,
All systems visually observed once monthly
ET Communication and Software Check
Complete System Function and Coverage Check
Make adjustment to riser heights (as needed)
Pressure regulating devices inspected monthly
V-ditch and surface drains will be inspected during visits and cleared prior to inclement
weather
Spray and kill all weeds in hardscape
Graffiti will be noted and reported to owner
Leaf & Debris Cleanup
Fuel Mod
Native Area Customized Spray Program r
-AdA
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
PROPOSAL# LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
1. SUMMARY OF CONTRACTUAL REQUIRMENTS
a. A contract is required for any service performed on behalf of the City of Santa Clarita (City).
b. By submitting a proposal, you have reviewed the sample contract documents contained within this
request for proposals and agree to be bound by the requirements set forth.
c. Questions and requests for modification of these terms must be negotiated and approved prior to
proposal submission and are at the full discretion of the City.
2. SUMMARY OF INDEMNITY AND INSURANCE REQUIREMENTS
a. 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.
b. You should check with your Insurance advisors to verify compliance and determine if additional
coverage or limits may be needed to adequately insure your obligations under this agreement. These
are the minimum required and do not in any way represent or imply that such coverage is sufficient to
adequately cover the Contractor's liability under this agreement. The full coverage and limits afforded
under Contractor's policies of Insurance shall be available to Buyer and these Insurance Requirements
shall not in any way act to reduce coverage that is broader or includes higher limits than those required.
The Insurance obligations under this agreement shall be: 1—all the Insurance coverage and limits
carried by or available to the Contractor; or 2—the minimum Insurance requirements shown in this
agreement, whichever is greater. Any insurance proceeds in excess of the specified minimum limits and
coverage required, which are applicable to a given loss, shall be available to City.
c. Contractor shall furnish the City with original Certificates of Insurance including all required
amendatory endorsements and a copy of the Declarations and Endorsement Page of the CGL policy
listing all policy endorsements to City before work begins. City reserves the right to require full -certified
copies of all Insurance coverage and endorsements.
3. INDEMNIFICATION
a. To the fullest extent permitted by law, CONSULTANT shall defend (with legal counsel reasonably
acceptable to CITY), indemnify and hold harmless CITY and its officers, agents, departments, officials,
representatives and employees (collectively "Indemnitees") from and against any and all claims, loss,
cost, damage, injury (including, without limitation, economic harm, injury to or death of an employee 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).
b. The foregoing indemnification provisions will not reduce or affect other rights or obligations which
would otherwise exist in favor of the CITY and other Indemnitees.
c. CONSULTANT shall place in its subconsulting agreements and cause its subconsultants to agree to
indemnities and insurance obligations in favor of CITY and other Indemnitees in the exact form and
substance of those contained in this Agreement.
4. 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:
T�;)e of Insurance Limits
Commercial general liability: $1,000,000
Professional liability $1,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
b. Commercial general liability insurance will meet or exceed the requirements of ISO-CGL Form No. CG
00 011185 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.
c. Professional liability coverage will be on an "occurrence basis" if such coverage is available, or on a
"claims made" basis if not available. When coverage is provided on a "claims made basis," CONSULTANT
will continue to renew the insurance for a period of at least three (3) years after this Agreement expires
or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect
during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of
any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this
Agreement was in effect.
d. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance
of the insurance required under this Agreement, including endorsements, and such other evidence of
insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must
be placed with California -admitted insurers with (other than workers compensation) a current A.M. Best
Company Rating of at least "A:VII."
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 CONSULTANT for CITY.
f. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this
Agreement, CITY may obtain such coverage at CONSULTANT's expense and deduct the cost of such
insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to
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.
g. Should CONSULTANT'S insurance required by this Agreement be cancelled at any point prior to
expiration of the policy, CONSULTANT must notify City within 24 hours of receipt of notice of
cancellation. Furthermore, CONSULTANT must obtain replacement coverage that meets all contractual
requirements within 10 days of the prior insurer's issuance of notice of cancellation. CONSULTANT must
ensure that there is no lapse in coverage.
h. The CITY shall be entitled to any coverage in excess of the minimums required herein.
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:'`m`
Date: V Z
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-21-22-39
Landscape Maintenance Contract for Zone 18
City of Santa Clarita, California
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 18
Column A
Monthly Maintenance
Cost
$ 15,600.00 x12mo
Total (add lines in Column B) $
Total proposed amount annually, in legibly printed words:
Column B
Annual Maintenance Cost
$ 187,200.00
187,200.00
One hundred and eighty seven thousand two hundred dollars.