HomeMy WebLinkAbout2022-07-12 - AGENDA REPORTS - LMD 32 VISTA CYN CONTRO
Agenda Item: 9
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: July 12, 2022
SUBJECT: LANDSCAPE MAINTENANCE CONTRACT FOR LMD ZONE 32
(VISTA CANYON RANCH)
DEPARTMENT: Administrative Services
PRESENTER: Keith Miller
RECOMMENDED ACTION
City Council:
1. Award a two-year contract to Stay Green, Inc., to provide landscape maintenance services for
Landscape Maintenance District Zone 32, Vista Canyon Ranch, Phase I, for an annual base
amount of $12,000, and approve up to an additional $5,000 in additional expenditure
authority to support as -needed repairs and/or replacements for a total not to exceed contract
amount of $34,000.
2. Authorize ongoing appropriations from Landscape Maintenance District Fund 357 totaling
$45,264, as identified in Attachment A, to support establishment of a base budget for
Landscape Maintenance District Zone 32 inclusive of 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.
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BACKGROUND
The City of Santa Clarita (City) administers 61 financially independent zones within the
Landscape Maintenance District (LMD), providing landscape maintenance services through
contracts with private companies. Request for Proposals (RFP) number LMD-21-22-41, for the
maintenance of LMD Zone 32 (Vista Canyon Ranch), was published and circulated via the
City's BidNet system on May 13, 2022.
Unlike a bid procurement, where the recommended contract award is based upon the lowest,
most responsive bid, this procurement utilizes multiple weighted criteria to evaluate and score
proposals. While the price for services is a component constituting 10 percent of the weighted
evaluation criteria, a majority of the evaluation criteria focuses on the composition and structure
of the contractor's crew, their schedule to rotate through the maintenance areas, and overall
value. The following categories comprised the weighted criteria used to evaluate proposals:
• Value Provided (30%)
• Rotation Schedule (20%)
• Team Composition/Crew Member Structure (15%)
• Acknowledgement and Understanding of Specifications (15%)
• Proposal Amount (10%)
• References & Certifications (10%)
A multiple weighted criteria procurement reinforces performance expectations and works to
ensure that vendors dedicate adequate employees to service the contract. To improve
maintenance standards and enforce accountability, the solicitation also includes provisions to
impose payment reductions for poor performance should the contractor fail to meet their
maintenance schedule.
The City transmitted the solicitation to 316 vendors, including the Santa Clarita Valley Chamber
of Commerce and the Valley Industry Association, of which 12 vendors downloaded the RFP.
Three companies provided proposals for consideration with the results below.
PROPOSAL
COMPANY
LOCATION
BID
POINTS
AMOUNT
AWARDED
Proposal 1
Stay Green, Inc.
Santa Clarita,
$61,200
259.00
CA
Proposal 2
American Heritage Landscape,
Canoga Park,
$97,920
248.33
Inc.
CA
Proposal 3
Oakridge Landscape, Inc.
Canoga Park,
$102,900
223.67
CA
Stay Green, Inc. (Stay Green) achieved the highest score, with the evaluation team determining
their proposal offered the best overall value to meet the landscape maintenance needs of this
zone. Stay Green's proposal encompasses an operational schedule which provides 36 combined
weekly hours to service all maintenance areas throughout the zone and staff highly qualified in
the operation of irrigation controllers and equipment.
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Among the three responding companies, Stay Green was the only proposer to identify a certified
Recycled Water Site Supervisor within the composition of their team. As Vista Canyon Ranch
represents the first LMD Zone that will be supported exclusively by reclaimed water produced
by the on -site water recycling facility, irrigation knowledge and expertise represent an especially
important operational consideration.
While this competitive process sought proposals identifying the annual cost associated with
servicing all designated maintenance areas within LMD Zone 32, the City is only accepting
operational responsibility for the first phase of landscape improvements. In consideration of this
phasing approach, the initial Stay Green annual contract amount associated with this award of
contract will be $17,000 inclusive of the monthly recurring base and additional expenditure
authority for as -needed maintenance or repairs.
Staff is requesting the creation and appropriation of an ongoing base budget in the amount of
$45,264 to support operations of the initial maintenance areas of this newly formed LMD Zone
being turned over to the City. Base budget costs are listed in Attachment A and inclusive of
landscape services, water and electrical utilities, monitoring services and an allocation to address
as -needed maintenance and repairs.
Concurrent to the appropriation of an operational base budget for Zone 32, staff recommends
increasing the annual contract expenditure authority by an additional $5,000. This additional
authority will allow Stay Green to respond to emergencies, complete repairs or replacement of
irrigation systems which are damaged or have reached the end of their useful service life, replace
dead plant material, address vandalism, and undertake one-time beautification enhancement
proj ects.
It is important to note that 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 Stay Green will
continue to require staff review and advanced authorization by the City's Special Districts
Division.
Staff will return to City Council to request the appropriation of additional ongoing base budget
and increased contract expenditure authority in advance of Vista Canyon turning over subsequent
phases for management by the City.
Finally, staff has completed a due -diligence review of Stay Green's professional references and
determined their work history meets the City's standards and performance expectations. Based on
the above, staff recommends awarding this landscape maintenance contract to Stay Green.
ALTERNATIVE ACTION
1. Do not award contract to Stay Green, Inc.
2. Other action as determined by the City Council.
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FISCAL IMPACT
There is no impact to the General Fund associated with this action. The recommended action
requires an appropriation of $45,264 in ongoing base budget from LMD Fund 357 account to the
account codes identified in Attachment A of this report.
ATTACHMENTS
Attachment A - LMD Zone 32 Requested Base Budget Appropriation
RFP#LMD-21-22-41 (available in City Clerk's reading file)
Stay Green Zone 32 Proposal (available in City Clerk's reading file)
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9.a
Attachment A
City of Santa Clarita
LIVID Local Zones - Requested Budget Appropriations
Fiscal Year 2022-2023
Zone
Key Org
Account Number
Acct Title
Proposed Budget
Amount
Amount of Increase
One-time or
Ongoing
Zone 32
3572464
513106
Water Utility
$18,752
$18,752
Ongoing
Zone 32
3572464
516110
Landscape Services
$12,000
$12,000
Ongoing
Zone 32
3572464
516114
Monitoring Services
$4,900
$4,900
Ongoing
Zone 32
3572464
514101
Maintenance &
Repairs
$5,000
$5,000
Ongoing
Zone 32
3572464
516112
Tree Trimming
$2,000
$2,000
Ongoing
Zone 32
3572464
513101
Electric Utility
$1,100
$1,100
Ongoing
Zone 32
3572464
516111
Weed & Pest Control
$1,000
$1,000
Ongoing
Zone 32
3572464
516128
Irrigation Control
Systems
$512
$512
Ongoing
$45,2641
$45,264
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Landscape Maintenance of
Zone 32
PROPOSAL # LMD-21-22-41
TABLE OF CONTENTS
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
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
FRINGE BENEFIT STATEMENT
SUBCONTRACTOR CLAUSES
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 F
MAINTENANCE SCHEDULE EXAMPLE — DAILY —ANNUAL
INVENTORY LISTS
MAPS
PLANS
HOLIDAY SCHEDULE
SECTION A
RFP Information & Instructions
CITY OF SANTA CLARITA NOTICE INVITING PROPOSALS
Project Name: Landscape Maintenance of Zone 32
Proposal #: LMD-21-22-41
Last Day for Questions: May 31, 2022 before 11:00 AM PDT
Proposal Closing: June 9, 2022 before 11:00 AM PDT
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 32.
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 13, 2022
PROPOSAL INSTRUCTIONS
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarita, California
1. SUBMITTING PROPOSALS.
1.1. The response must be submitted on this form and include all forms provided or information
requested or required by the scope of work or specifications, (uploaded via BidNet).
1.2. All documentation of unit pricing or other cost breakdowns as outlined in this proposal must be
submitted to support the total proposed price.
1.3. Proposals/corrections received after the closing time will not be accepted. The City will not be
responsible for proposals not properly or timely, uploaded. Upon award, all submissions become
a matter of public record.
2. ADDENDA. The City will not accept responsibility for incomplete packages or missing addenda. It is
the vendor's responsibility to monitor BidNet for release of the addenda prior to submission of the
quote to make certain the package is complete and all required addenda are included. This
information will be available via BidNet. Vendors are cautioned against relying on verbal information
in the preparation of proposal responses. All official information and guidance will be provided as
part of this solicitation or written addenda. Addenda, if issued by the Agency, will be transmitted via
BidNet. Addenda must be digitally acknowledged through BidNet in addition to a printed and signed
version submitted with the proposal. If addenda are not signed and submitted with the proposal
response, the proposal may be deemed non -responsive and rejected.
3. AWARDS.
3.1. The City reserves the right to waive any informality in any proposal.
3.2. This RFP does not commit the City to award a contract, or to pay any amount incurred in the
preparation of the proposal. The City reserves the right to accept or reject all proposals received
as a result of this request, to negotiate with any qualified consultant, or to cancel this RFP in part
or in its entirety. The City may require the selected consultant to participate in negotiations and
to submit such technical, price, or other revisions of the proposal as may result from negotiations.
The City reserves the right to extend the time allotted for the proposal, and to request a best and
final offer, should it be in its best interest to do so.
3.3. The proposal may be awarded in its entirety as proposed; however, the City reserves the right to
award elements of the work, independently, and to do portions "in-house." Additionally, the City
reserves the right to award subsequent work on this project based on information presented in
this proposal, without recourse to a separate or subsequent RFP process, should it be in its best
interest to do so.
3.4. The City may make an award based on partial items unless the proposal submitted is marked "All
or none." Where detailed specifications and/or standards are provided the City considers them
to be material and may accept or reject deviations. The list of proposals submitted will be posted
on BidNet, normally within 24 hours.
4. BRAND NAMES, ALTERNATIVES, OR EQUIVALENTS.
4.1. The use of the name of a manufacturer, or any specific brand or make, in describing any item
contained in the solicitation document does not restrict vendors to the manufacturer or specific
article, this means is being used simply to indicate a quality and utility of the article desired; but
the goods on which bids/quotes/proposals are submitted must in all cases be equal in quality
and utility to those referred to. This exception applies solely to the material items in question
and does not supersede any other specifications or requirements cited. Materials differing from
stated specifications may be considered, provided such differences are clearly noted and
described, and provided further that such articles are considered by a City official to be in all
essential respects in compliance with the specifications.
4.2. If you plan on bidding/quoting/submitting a proposal with an alternative or equivalent product
please provide the cut sheet/spec sheet or detailed product description for the proposed
product via the BidNet Q&A section. For each product proposed documentation provided must
include a description reflecting the characteristics and level of quality that will satisfy the salient
physical, functional, or performance characteristics of "equal" products specified in the
solicitation. The proposal must also clearly identify the item by brand name (if any), and
make/model number. In addition, the proposal may include descriptive literature such as
illustrations, drawings, or a clear reference to previously furnished descriptive data or
information available to the City, and clearly describe any modifications the offeror plans to
make in a product to make it conform to the solicitation requirements. Staff will provide an
answer via BidNet if the proposed product will be considered.
4.3. Any alternatives or equivalent product proposals must be made prior to the last day for
questions. The City has the option of accepting or rejecting any alternative or equivalent
product. Exception is made on those items wherein identical supply has been determined a
necessity and the notation NO SUBSTITUTE has been used in the specification section.
5. COOPERATIVE BIDDING. Other public agencies may be extended the opportunity to purchase off this
solicitation with the agreement of the successful vendor(s) and the City. The lack of exception to this
clause in vendor's response will be considered agreement. However, the City is not an agent of,
partner to or representative of these outside agencies and is not obligated or liable for any action or
debts that may arise out of such independently negotiated "piggy -back" procurements.
6. DELIVERY. Unless otherwise specified, delivery shall be D.D.P., the City of Santa Clarita, site of user
division and contract delivery may begin no later than fifteen (15) calendar days from receipt of order.
7. INVOICES. Invoices will be forwarded to:
City of Santa Clarita
NS - Special Districts
Attn: Katie Knybel
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-21-22-41
Landscape Maintenance of Zone 32
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: Exhibits)
❑ Response File
❑ Exhibit A: Cost Proposal (submitted separately from the Response File)
❑ Exhibit B1: 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
o Proof of Contractor's License (license number will suffice)
o C27 License
o WeatherTrak irrigation manager, flow manager and OptiFlow training completion
❑ 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: Katie Knybel
❑ Maintenance Agreement
❑ Insurance Required by Contract
❑ W-9 Form
❑ Fringe Benefit Statement
SECTION B
Solicitation Information
SCOPE OF WORK
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarita, California
EVENT
Solicitation advertisement
Last day for questions
Return of proposals
Evaluations of proposals
Contract award
INTRODUCTION
DATE
May 13, 2022
May 31, 2022
June 9, 2022
June 9- 17, 2022
July 12, 2022
The City of Santa Clarita, Landscape Maintenance Districts (LIVID) is soliciting sealed bids
from qualified landscape companies for landscape maintenance of City LIVID Zone 32 Vista
Canyon Ranch. This contract shall run for two (2) years with the option for three (3)
additional one (1) year renewals.
The City requires the landscape contractor to include all labor and equipment for an all-
inclusive contract for landscape maintenance for approximately 7.25 total landscaped
acres. Project to be bid by phases as noted on the bid schedule. All areas may not be
constructed at time of contract award. The manpower required to provide the expected
level of services indicated in this Scope of Work shall be supplied at all times.
Zone 32 Vista Canyon Ranch landscape maintenance bid shall be all inclusive for labor
hours and equipment, meaning: Contractor shall at their 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; maintenance and upkeep responsibilities of
reclaimed irrigation system, irrigation repairs minor and major, mowing, trimming, edging,
hand pruning, fertilization, application of pre -emergent herbicides, weed control, minor
tree raising, plant replacements, cleanup/clearing of drainage systems, annual color
replacement, shrub, tree, and groundcover planting, spreading mulch (approx. 2,000 cubic
yards), 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. All supplies and parts will be paid by the LIVID 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 shall have proof of Recycled Water Users Site
Supervisor Training Program completion by staff member in a supervisory role. The
Contractor will be required to communicate work requests back and forth to LIVID 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 32
Vista Canyon Ranch and may include other nearby areas within the City of Santa Clarita. All
items in this scope of work, unless indicated as Additional Work (Section 4), shall be
considered as included in the monthly maintenance cost of each zone. Please consider this
when submitting your proposal. All items indicated as Additional Work shall be requested
on an "as needed" basis. This Contract(s) shall run for two (2) years with the option for
three (3) additional one (1) year renewals.
1.01 Contractor shall furnish all labor, equipment, materials, tools, services and special
skills, i.e. Irrigation Specialists, Irrigation Assistants, Foreman, Recycled Water Users Site
Supervisor and Supervisors required for the 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 32 Vista Canyon Ranch. Crews
must be provided with their own vehicles and equipment.
1.02 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.
1.03 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.
1.04 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.'
1.05 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 their
expense;
S. Maintenance of fire protection/fuel modification areas;
t. Maintenance of Medians, Parkways, Tree Wells, and Side Panels in designated
areas;
U. Marking underground irrigation lines and other LMD equipment upon Dig Alert
notification and/or other requests;
V. Traffic control (per Watch Manual) while working in the public right of way,
medians, and parkways;
w. Litter pickup, doggie litter removal, trash bags removed and replaced from
receptacles (City provided dog waste bags and trash bags — when trash bags
are not provided they are reimbursable at cost+15%)
X. Irrigation Specialist, Irrigation Assistant, Laborers and Foreman are provided as
proposed at minimum and as necessary to provide the expected level of
maintenance.
y. Hardscape Maintenance (i.e.: sweeping or blowing down concrete 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.
1.06 Inclement Weather and Adverse Conditions
a. Contractor shall not perform any operations during unsafe working conditions
which may risk individuals or result in damage to property/landscape.
b. Unless determined to be an unsafe working condition, on days of light
precipitation and/or forecasted rain the contractor shall continue to be present
as scheduled performing alternative tasks, such as but not limited to the
following; monitoring of drainage devices, drain inlet clearing,
maintaining/cleaning of walkways, debris removal within planting areas, hand
pruning of shrubs, etc., or as directed by Special Districts.
C. During periods of extremely adverse and inclement weather, the Contractor
shall be present as scheduled performing inspections of the maintained areas,
maintaining drainage devices for proper flow, as well as monitoring the overall
state of the site and reporting any concerns in regards to safety and property
during regular assigned hours.
d. Contractor shall report any storm damage or issues related to inclement
weather/ adverse conditions to Special Districts within 24 hours of occurrence.
All storm damages must be photo documented prior to any removal or clean
up. If remedial work is required beyond the scope of the contract, it may be
paid as additional work upon approval by Special Districts.
1.07 Contractor recognizes that during the course of this Agreement other activities and
operations may be conducted by alternative contracted parties. These activities may
include, but are not limited to:
a. Landscape refurbishment; tree, shrub, and ground cover installation;
b. Irrigation system refurbishment and/or repair;
C. Construction and/or storm related operations;
d. Emergency response operations;
e. Electrical repairs;
f. Tree Trimming / Tree planting / Tree counting;
g. Concrete removal and replacement, block wall and brick repairs;
h. Fence installation and repairs, wood, vinyl, and Crete Rail;
Artificial turf installation;
Integrated pest management / Chemical applications totrees;
k. Streetscape furniture cleaning and pressure washing of walkways and
appurtenances.
Turf removal
At the discretion of LIVID, the Landscape Maintenance Contractor may be required to modify
or curtail specific tasks and operations within their maintenance contract.
1.08 When notified of a landscape or irrigation emergency during the hours and days of
maintenance service as identified in Section 10, Contractor shall respond by phone and/or
text message to the Landscape Maintenance District Monitor and/or Special Districts Office
within fifteen (15) minutes of notification. When notified of an emergency outside of the
normal hours and days of maintenance service, Contractor has thirty minutes to respond by
phone or text to the Landscape Maintenance District Monitor and/or Special Districts. If
personnel and equipment are necessary for the emergency, Contractor must have these
resources available within 2 hours. Upon arriving at an emergency situation, it shall be the
responsibility of Contractor to eliminate all unsafe conditions which would adversely affect
the health, safety, or welfare of the public. See section 10.04 for consequences for failure to
comply.
1.10 Contractor shall clearly identify and equip each vehicle used within the City of Santa
Clarita with decals on the exterior right and left front door panels identifying Contractor's
name, and phone number. Contractor shall require each employee to adhere to basic public
works standards of working attire. Uniforms (matching pants and shirts), proper shoes,
safety vests and other gear required by State Safety Regulations (OSHA) shall be properly
exhibited. Shirts shall be buttoned and worn at all times.
1.11 Contractor and employees shall at all times dress in a company uniform that
identifies their employer and exhibit good customer service to City staff, City contracted
staff, residents, and the general public throughout the term of this contract. All
communication will be professional in manner between all parties. The City will employ
consulting Landscape Maintenance Monitors. These consultant monitors will be treated the
same as other Special Districts staff. Failure to properly and respectfully communicate may
be cause for contract termination.
1.12 The company shall provide a minimum of three (3) references within the proposal
response. The references shall demonstrate that the company (proposer) has a minimum of
five
(5) years' experience in the landscape maintenance field, experience maintaining site areas
of twenty (20) acres or larger, and the ability to complete work of the type and scope being
proposed under the terms of this contract. If necessary, more than three (3) references can
be submitted to demonstrate these qualifications. While staff employed by the company's
(proposer's) time and experience in the industry is beneficial, and will be considered in the
overall scoring of the proposal, it shall not be used as a substitute for the company's
(proposer's) overall time in the industry. If the references provided do not meet our
minimum requirements, the proposer shall be deemed non -responsive and their proposal
will not be considered.
1.13 Contractor's employees and/or representatives shall be thoroughly trained and
experienced in the computer based central operating systems of WeatherTrak irrigation
control systems, and all other corresponding equipment. Should Special Districts choose a
different controller manufacturer, Contractor shall make available employees or
representatives for product training at no additional cost to City.
1.14 Contractor shall provide cellular communication to each crew foreman and have the
ability to connect to City Monitors and Special Districts representatives.
1.15 Contractor, and/or Subcontractors, must possess the following licenses at time of
proposal submission; C-27 California Landscaping Contractor License. Contractor or
Subcontractor must identify a staff member certified or licensed as a qualified applicator
through the California Department of Pesticide Regulation. Contractor shall have a staff
member in a supervisory role certified as a Recycled Water Users Site Supervisor. Contractor
shall (when required) have an Arborist identified by the International Society of
Arboriculture (ISA)/ or have a contract with a Certified Arborist on an as -needed basis.
Contractor must submit copies of the licenses, and certificates or Subcontractor information
sheets, indicating licenses held at the time of proposal submission.
1.16 Contractor will be required to obtain and pay for any permits that may be required
for the performance of any tasks under this contract with the exception of oaktree permits.
2. LANDSCAPED AREAS TO BE MAINTAINED
2.01 The LIVID areas to be maintained under the provisions of this Agreement are
specifically identified in Attachments C, D & E (Inventory Lists, area maps and plans).
2.02 Contractor must acknowledge personal inspection of the Zone's irrigation system
and planted areas. Contractor must also evaluate the extent which the physical condition
thereof will affect the services to be provided. Contractor accepts the premises in their
present physical condition, and agrees to make no demands upon LIVID for any
improvements or alterations to irrigation, and landscaped areas thereof. Contractor agrees
to possess the ability to maintain LIVID areas within the provision of this proposal, to the
standards set forth herein, without modification, improvement, or alteration.
2.03 Estimated square footages are provided by LIVID for all areas to be maintained on
the attached Attachment C (Inventory Lists). However, these estimates are for reference
only and it is the responsibility of Contractor to verify by inspection and observe the
various areas' characteristics.
3. CERTIFICATIONS/REPORTS/RECORDS
3.01 Payroll and Prevailing Wage Report: Contractor shall complete a Payroll and
Prevailing Wage Certification Report which shall be made available to LIVID upon request.
Contractor shall provide the required information in a form acceptable to Special Districts.
The City is requesting that one monthly bill be submitted by Contractor to Special Districts
for the maintenance.
3.02 Maintenance Function Report: Contractor shall maintain and keep current a report
that records when all Periodic, Seasonal, and Additional Work maintenance functions
performed by Contractor's personnel were completed. Said report shall be in a form and
content acceptable to Special Districts and will be made available to Special Districts upon
request. The monthly payment may not be made if such report is requested and not made
available or is in a form that is unacceptable to Special Districts.
3.03 Certification of Specialty Type Maintenance: When applicable, Contractor shall
include with the monthly invoice those specialty type maintenance items completed. The
following information shall include but not be limitedto:
a. Quantity and complete description of all commercial and organic fertilizer(s)
used.
b. Quantity and label description of all grass seed used.
C. Quantity and complete description of all soil amendments used.
d. A valid licensed California Pest Control Advisor's recommendations and copies
of corresponding Agricultural Commissioners Pesticide Use Reports signed by a
licensed California Pest Control Operator for all chemical, disease and pest
control work performed. The report shall be accompanied by a listing of each
material used, quantity used, and the location of use, the date used, the
applicators name and the license number.
3.04 Company Financial Records: Contractor may be required to supply the City withtheir
financial records through a reputable independent auditor, such as Dunn & Bradstreet.
3.05 Violation Records: The awarded Contractor shall not have two (2) or more Cal -OSHA
sustained complaints or four (4) or more California State Contractor Board sustained
complaints within the past four (4) years. A proposal response from the awarded vendor
that does not meet these requirements may be considered a non -responsive proposal, and
the City of Santa Clarita will proceed to the next qualified bidder. Please supply this
information on Exhibit C (Violation Records).
4. ADDITIONAL WORK
4.01 Special Districts may arrange for additional Contractor personnel to cover Additional
Work needed. All items in this scope of work, unless indicated as Additional Work, shall be
considered as included in the monthly maintenance cost of each zone. The need for
Additional Work may be due to extraordinary incidents such as vandalism, Acts of Nature, or
third -party negligence for which Contractor will be compensated. Regularly occurring "bad
weather" is not considered an Act of Nature for the purposes of this contract.
4.02 Prior to performing any additional (or extra) work, Contractor shall prepare and
submit a written description of the work with an estimate including the hours and skill level
of labor and a list of materials. This written description and estimate (or proposal) shall be
provided within 72 hours of request. No work shall commence without the written
authorization from Special Districts. Labor rate for Additional Work shall not exceed the
labor rate identified on the Additional Pricing Sheet #1. The City of Santa Clarita will pay
Contractor's price for materials plus no more than a 15% mark up. Contractor will maintain
and submit copies of invoices to demonstrate Contractor's cost.
4.03 When a condition exists wherein there is imminent danger of injury to the public or
damage to property, Special Districts may verbally authorize the work to be performed upon
receiving a verbal estimate from Contractor. However, within 24 hours after receiving such
verbal authorization, Contractor shall submit a proposal to be approved by Special Districts.
4.04 All additional (or extra) work shall commence on the specified date established, and
Contractor shall proceed diligently to complete said work within the time allotted. All
invoices submitted by Contractor for Additional Work shall include a detailed itemization of
labor and/or materials and specific zone(s) identified. Contractor shall invoice only for actual
hours required to complete the work described in the estimate. There should be one
invoice for each approved proposal for Additional Work, a copy of which to be submitted
with the invoice by Contractor. All invoices for Additional Work and items must be
submitted biweekly to Special Districts with approved proposal provided as back up.
5. CONTRACTOR'S LIABILITIES
5.01 All damages resulting from Contractor's operation within the LIVID areas shall be
repaired or replaced at Contractor's expense within 48hours.
5.02 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.
b. All damages to shrubs, trees, or ground cover shall be repaired or replaced
within five (5) working days or sooner as directed by Special Districts.
C. All concrete walkway, block walls, light poles, or any appurtenances, shall be
repaired within a reasonable timeframe agreed upon by LMDstaff.
5.03 All repairs or replacements shall be completed in accordance with the following
maintenance practices.
a. Trees Minor damage such as bark lost from impact of mowing equipment
shall be remedied by a qualified tree surgeon or arborist. If damage results in
loss of a tree, the damaged tree shall be removed and replaced at Contractor's
expense to comply with the specific instructions of Special Districts.
b. Shrubs Minor damage may be corrected by appropriate pruning as required in
Section 18, "Shrub and Ground Cover Care," of the Scope of Work. Major
damage shall be corrected by removal of the damaged shrub and replacement
to comply with the provisions in Section 18 "Shrub and Ground Cover Care" of
the Scope of Work.
C. Chemicals Any damage resulting from chemical operations, either spray-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
6.01 Should any misunderstanding arise, Special Districts will interpret this Agreement. If
Contractor disagrees with the interpretation of Special Districts, Contractor shall continue
with the work in accordance with Special District's interpretation. Within 30 days after
receipt of the interpretation, Contractor may file a written request for a hearing before a
Disputes Review Panel as provided hereinafter. The written request shall outline in detail
the area of dispute.
6.02 The Disputes Review Panel will be appointed by Special Districts and will be
composed of not less than three (3) Qualified personnel or representatives having
experience in the administration of grounds maintenance contracts. The panel will convene
within one (1) week of appointment in order to hear all matters related to the dispute. The
hearing will be informal and formal rules of evidence will not apply. The Panel will submit its
recommendation to Special Districts for consideration, within one (1) week following the
conclusion of the hearing. Special Districts shall render an interpretation based upon review
of the Panel's recommendation. Special Districts' decision shall be final.
7. OFFICE OF INQUIRIES AND COMPLAINTS
7.01 Contractor shall at all times, have some responsible person(s) employed by
Contractor to take the necessary action regarding all inquiries and complaints that may be
received from the Homeowners Associations, property owners, and tenants within said LIVID
or from Special Districts personnel, representatives or patrons using the facility. This
person(s) shall be reachable 24 hours per day. An answering service (answered by a live
person) shall be considered an acceptable substitute to full time coverage, provided
Contractor is advised of any complaint within one (1) hour of receipt of such complaint by
the answering service. Neither answering machines nor voicemail are acceptable. The
telephone of said Contractor shall be on the exchange or exchanges of said District(s) or a
toll -free number, and in no case shall the people of said District(s) be required to pay a toll
charge to telephone said Contractor. During normal working hours, Contractor's Foreman or
an employee of Contractor, at the supervisory level, who is responsible for providing
maintenance services, shall be available for notification by telephone or text
communication.
7.02 Whenever immediate action is required to prevent impending injury, death, or
property damage to the LIVID being maintained, Special Districts may authorize such action
to betaken by a third -party work force and shall charge the cost thereof as determined by
the Administrator, against Contractor, or may deduct such cost from an amount due to
Contractor from Special Districts.
7.03 Contractor shall maintain a written log of all complaints, the date and time thereof,
and the action taken pursuant thereto or the reason for non -action. The log of complaints
shall be available for inspection by Special Districts at all reasonable times.
7.04 All complaints shall be addressed as soon as possible after notification; but in all
cases within 24 hours, to the satisfaction of Special Districts. If any complaint is not resolved
within24 hours, Special Districts shall be notified immediately of the reason for not resolving
the complaint followed by a written report to Special Districts within five (5) days. If the
complaints are not resolved within the time specified or to the satisfaction of Special
Districts, Special Districts may correct the specific complaint and the total cost incurred will
be deducted from the payments owing to Contractor from Special Districts.
8. SAFETY
8.01 Contractor agrees to perform all work outlined in this Agreement in such a manner
as to meet all California Landscape Industry Standards for safe practices during the
maintenance operation for medians and parkways and to safely maintain stored equipment,
machines, and materials or other hazards consequential or related to the work; and agrees
additionally to accept the sole responsibility for complying with all local, City, State or other
legal requirements including but not limited to, full compliance with the terms of the
applicable O.S.H.A. and
CAL-O.S.H.A. Safety Orders at all times so as to protect all persons, including Contractor's
employees, agents of the City, vendors, members of the public or others from foreseeable
injury, or damage to their property. Contractor shall inspect all potential hazards at the LMD
areas covered by this Agreement and keep a log indicating date inspected and action taken.
8.02 It shall be Contractor's responsibility to inspect, and identify, any condition(s) that
renders any portion of the LIVID premises unsafe, as well as any unsafe practices occurring
thereon. Special Districts shall be notified immediately of any unsafe condition that requires
major correction. Contractor shall be responsible for making minor corrections including,
but not limited to:
a. Filling holes in turf, planting areas, and paving;
b. Using barricades, signs, caution tape or traffic cones to alert patrons of the
existence of hazards;
C. Replace valve box covers (with branded valve number) so as to protect
members of the public or othersfrom injury.
During hours of operations, Contractor shall obtain emergency medical care for any member
of the public who is in need thereof, because of illness or injury occurring on the premises.
Contractor shall cooperate fully with the City in the investigation of any accidental injury or
death occurring on the premises, including a complete written report thereof to Special
Districts within five (5) days following the occurrence.
8.03 Under the circumstance that landscape maintenance work be performed in a
Caltrans right of way; including but not limited to freeway onramps and off -ramps;
Contractor shall adhere to the safety requirements in the Caltrans Maintenance
Manual/Protection of Workers.
8.04 Contractor and employees are required to complete and pass, by start date of
contract, a SCRRA Third Party Construction and Utility Workers Safety Training Program if
the LIVID Zone up for proposal includes a SCRRA right of way.
9. HOURS AND DAYS OF MAINTENANCE SERVICES
9.01 The hours of maintenance service shall occur Monday thru Friday between 7:00
a.m. to 5:00 p.m. Overtime rates will only apply to work performed outside these hours of
maintenance service or completed on a day specified in (Attachment E) "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.
9.02 Contractor shall provide on -site staffing to perform the required maintenance to
meet required California Industry Standards anytime between Monday through Friday.
Alternate days or any changes in the days and hours of operation heretofore prescribed
shall be subject to approval by the Special Districts Division.
9.03 For the purpose of this contract, "work" time in the field excludes lunch, breaks, and
travel time. The City of Santa Clarita Special Districts/Landscape Maintenance Districts shall
not be responsible for contractor compensation of preliminary activities which take place
upon exiting the last work site). A legal day's work shall constitute eight (8) hours of labor
under this Agreement.
10. MAINTENANCE SCHEDULES
10.01 Contractor shall submit a work schedule prior to start of contract. Though a work
schedule is requested as part of the response file for Contractor's proposal, any
modifications or changes must be agreed to prior to start of a contract. Said work schedule
shall be set on 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.
10.02 Contractor shall submit revised schedules when actual performance differs
substantially from planned performance. Contractor is provided the opportunity and
procedure for adjusting scheduling requirements. Contractor has also been provided the
opportunity and procedure for adjusting schedules to meet special circumstances and
inclement weather. Said revisions shall be submitted to Special Districts for review and
approval within three (3) working days prior to scheduled time of work. A written copy of
the current City approved schedule must be kept in the site foreman's vehicle at all times
and be available upon request of City Staff or the City's contracted Landscape Monitor.
10.03 Contractor shall notify Special Districts, in writing, at least one (1) week prior to the
date and time of all the following maintenance operations:
a. Fertilization;
b. Turf Aerification;
C. Turf Renovation/Verticutting;
d. Micro-Nutrients/Soil Amendments;
e. Spraying of Trees, Shrubs or Turf;
f. Aesthetic/Structural Tree and Shrub Pruning;
g. Preventative disease control;
h. Transplanting of small and medium sized plants;
i. Lane closures notification for median or parkway maintenance isrequired;
j. 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.)
k. Other Items as determined by Special Districts
10.04 Failure to complete the work as scheduled or as specified herein may result in the
following actions:
a. A sum of up to five hundred dollars ($500.00) per day will be deducted and
forfeited from payment to the Contractor for each instance where an item of
work is not completed in accordance with the schedule or any portion of the
Scope of Work herein.
b. Deficiencies: An additional amount equal to the cost incurred by completion of
the work by an alternate source, whether it be City forces or separate private
contractor, even if it exceeds the contract unit price, will be deducted from the
Contractor's invoice.
C. These actions shall not be construed as penalty but as adjustment of payment
to Contractor for only the actual work performed or as the cost to the City for
inspection and other related costs from the failure by Contractor to complete
the work according to the schedule or Scope of Work.
11. CONTRACTOR'S STAFF
11.01 Contractor shall provide additional personnel and increased frequency of work on
site to satisfy daily and/or weekly requirements for high quality landscape maintenance
regardless of the minimum staffing proposed in Exhibits G1 — G2 and as stated 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.
11.02 Special Districts may at any time give Contractor written notice to the effect that the
conduct or action of a designated employee of Contractor is, in the reasonable belief of
Special Districts Staff, detrimental to the interest of the public using the premises,
Contractor shall meet with representatives of Special Districts to consider the appropriate
course of action with respect to such matter and Contractor shall take reasonable measures
under the circumstances to assure Special Districts that the conduct and activities of
Contractor's employees will not be detrimental to the interest of the patrons of the LIVID
covered under this Agreement.
11.03 LIVID staff reserves the right to require Contractor to provide alternate staff
members to supplement and/or replace staff that is determined to be performing below the
expectations of LIVID. The City of Santa Clarita will maintain sole authority of determining if
and when a staff members' performance falls below these standards. The request for
replacement from City staff is not limited to field crewmembers but also extends to
management, supervisors, and specialized staff. Upon request, Contractor shall provide
appropriately qualified alternatives for selection by LIVID staff as necessary.
12. SIGNS/IMPROVEMENTS
12.01 Contractor shall not post signs or advertising matter upon the premises or
improvements thereon, unless prior approval therefore is obtained from LIVID Special
Districts.
13. UTILITIES
13.01 Special Districts shall pay for all utilities associated with the maintenance of the
LMDs. However, water usage shall not exceed the amount required to comply with irrigation
schedules established by Contractor and approved by Special Districts. Contractor will be
required to manage the scheduling of the controllers. Contractor shall pay for all excessive
utility usage due to Contractor's failure to monitor irrigation system malfunctions or
unauthorized increases in the frequency of irrigation. These activities may include, but are
not limited to watering during a rain storm and/or watering the day after rain and/or
watering during a special event. The excess cost will be determined by comparing current
usage with historical usage for the same time period. The excess to be deducted from
payments to Contractor from Special Districts will be presented to Contractor by Special
Districts prior to actual deduction to allow for explanations.
14. NON-INTERFERENCE
14.01 Contractor shall not interfere with the public use of the LMD areas covered under
this Agreement, and shall conduct its operations as to offer the least possible obstruction
and inconvenience to the public or disruption to the peace and quiet of the area within
which the services are performed.
15. USE OF CHEMICALS
15.01 The labor associated with the application of chemicals such as herbicides and pre -
emergent will be at Contractor's expense inclusive of this contract. The City of Santa Clarita
will pay Contractor's price for the chemicals plus no more than a 15% mark up. All work
involving the use of chemicals shall be in compliance with all Federal, State, and local laws
and will be accomplished by a Certified Applicator under the direction of a Licensed Pest
Advisor. Contractor, in complying with the California Food and Agricultural Code, shall
provide a copy of a valid Pest Control Operator's License and valid Pest Control Advisor's
License, or a copy of said licenses from a Subcontractor to Special Districts prior to using
chemicals within thearea.
15.02 A listing of proposed chemicals to be used including; commercial name, application
rates, and type of usage shall be submitted to Special Districts for approval. The listing will
be accompanied by copies of Material Data Sheets (MDS) for all chemicals that may be used
in binder or booklet form. 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.
15.03 Chemicals shall only be applied by those persons possessing the training in chemical
application or a valid California Applicator's Certificate. Application shall be in strict
accordance with all governing regulations.
15.04 Records of all operations stating dates, times, methods of application, chemical
formulations, applicators names and weather conditions shall be made and retained in an
active file for a minimum of three (3) years. Contractor shall provide a chemical use report
and a copy of the PCA recommendation to Special Districts for each application (site
specific) made during each month. This shall be in addition to the copy of the usage
summary that is provided to the Agricultural Commissioner.
15.05 All chemicals requiring a special permit for use must be registered with the County
Agricultural Commissioner's Office and a permit obtained with a copy to Special Districts.
15.06 All regulations and safety precautions listed in the "Pesticide Information and Safety
Manual" published by the University of California shall be adheredto.
15.07 Chemicals shall be applied when air currents are still; preventing drifting onto
adjacent property and preventing any toxic exposure to persons whether or not they are in
or near the area of application.
16. STORAGE FACILITIES
16.01 Special Districts shall not provide any storage facilities for Contractor. Any
Contractors storage facilities must be located outside of the boundaries of the Zone for
which landscape maintenance services are performed, unless Special Districts determines it
would be in the best interests of Special Districts to waive this restriction.
17. TURF CARE
17.01 Contractor shall perform the following services at his sole expense under the terms
of this agreement;
a. Mowing: Adequately sharpened rotary or reel type mower equipped with
rollers must be used, to ensure a smooth surface appearance without scalping.
(1) All warm season grasses (Bermuda and St. Augustine) to be cut at %inch
through 1-inch height throughout the year. Subject to change.
(2) All cool season grasses (Blue Grass and Fescues) to be cut at 1 % inch
and 2 % inches during April through November, and at 2 inches during
December to March of each year. Subject to change.
(3) The mowing heights may be adjusted by Special Districts during periods
of renovation.
(4) Unless mulching mowers are used; all grass clippings will be collected
and removed from the site on the same day the area is mowed. All
clipping removed to be properly disposed of in green waste containers
only.
(5) A mowing schedule will be established and maintained. This schedule
will provide that all areas will be mowed not less than once a week
during summer and once every two weeks during winter. This schedule
will be submitted to Special Districts for approval. Frequency may be
adjusted at Special District's discretion. Refer to items 1 and 2 in this
section for turf length ranges.
(6) Any staining of pathways from mowing operations will be removed the
same day.
b. Edging: With each mowing, the edge of the grass along sidewalks, curbs, shrub,
flower beds, and walls shall be trimmed to a neat and uniform line. Where
trees and shrubs occur in turf areas, all grass shall be removed 14 to 24 inches
from the trunks of trees and away from the drip line of shrubs by use of power
scythe, approved chemicals, or small mowers as required. Trim around all
sprinkler heads as necessary in order to provide maximum water coverage.
Edging will be maintained at all times and concurrent with each mowing.
(1) The edge of the turf shall be trimmed around valve boxes, meter boxes,
backflow devices, or any structures located within the turf areas.
(2) All turf edges are to be maintained to prevent grass invasion into
adjacent shrub, flower, and ground cover bed areas.
(3) All clippings shall be removed from site the same day area 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 to 24-inch radius
mulched clearance where applicable.
C. Weed Control: Control turf weeds as needed manually or chemically. Hand
removal of noxious weeds or grasses will be required as necessary. All mulch
brought in by the LIVID will be disbursed by Contractor on site to control weed
growth at their expense.
d. Insect/Disease Control: Eliminate all insect or disease affecting turf areas as
they occur.
e. Aerating: Aerate all turf areas two (2) times annually, once in the spring and
once in the fall prior to the over -seeding operations. Aerate all turf by using %-
inch tines, removing 2-inch cores of soil with an aerator machine at not more
than 6-inch spacing once over. Special Districts is to be notified at least one (1)
week prior to the exact date of aerating.
f. Thatch Removal: Verticut all turf areas two (2) times annually, once in the
spring and once in the fall prior to the over -seeding operations. Equipment will
consist of standard renovating or vertical mowing types. Special Districts is to
be notified at least one (1) week prior to the exact date of renovation.
g. Irrigation: Irrigation, including hand watering and bleeding of valves during an
emergency situation and/or when automated systems are not functioning
properly and as required to maintain adequate growth rate and appearance
and in accordance with a schedule most conducive to plant growth. Contractor
to provide Special Districts with a written winter and summer irrigation
schedule in accordance with the recommendations on Attachment A, 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 occurat
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 "AUTO", "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) Contractor will provide their own irrigation receiver/transmitter for
control of the WeatherTrak or other controllers not listed in the event
they are unable to utilize the manufacturer's mobile phone application.
The use this device is required during inspections to verify that irrigation
systems are functioning properly. The bleeding of valves and hand
watering are to be limited to emergency situations or when automatic
systems are not functioning properly. (See also Section 24.)
h. Fertilization: Contractor may upon direction by Special Districts be required to
fertilize turf with a turf type commercial fertilizer at a minimum of four (4)
times a year. (Attachments A & B) All fertilizer used shall be granular. Fertilizer
type can be suggested by Contractor, determined by soil analysis or at the
direction of Special Districts. All turf areas fertilized shall be thoroughly
irrigated immediately following fertilization. Fertilizer applications must be
approved by Special Districts prior to application. The City of Santa Clarita will
pay Contractor's price for the fertilizer plus no more than a 15% mark up.
Contractor at their expense shall provide the labor to apply the fertilizer.
Turf Reseeding: Contractor may upon direction by Special Districts be required
twice each year, once in the fall and once in the spring, overseed all turf areas
after verticutting (dethatching), aerification and overseed all bare spots, as
needed, throughout the remainder of the year to re-establish turf to an
acceptable quality. (Attachments A & B) Contractor shall reseed turf areas in
the following sequence; they will aerify, verticut, seed and top dress (evenly
distributed over the entire area at a uniform depth of %-inch). Special Districts
may require the use of sod when deemed necessary. Contractor shall be
entitled to additional compensation, (extra) for the cost of the sod only,
provided that the loss of turf was not due to the negligence of Contractor.
Over seeding shall be sown at a rate of 6 pounds per 1,000 square feet and
reseeding of bare areas shall be sown at a rate 8 pounds per 1,000 square feet.
The seed used in over seeding or new turf establishment shall be approved by
LIVID staff prior to installation. Typically, Fescue and Fescue blends are
required. The City of Santa Clarita will pay Contractor's price for the seed plus
no more than a 15% mark up.
Contractor at their expense shall provide the labor to apply the seed.
18. SHRUB AND GROUND COVER CARE
18.01 Contractor shall perform at his sole expense under the terms of this agreement the
following services:
a. Pruning: Manually select prune shrubs throughout the year to encourage
healthy growth habits, and to encourage growth to the natural shape of the
plant according to its species and appearance with the exception of roses,
which shall be pruned no later than the end of January. Periodic pruning may
be required to maintain consistent size, structure, and/or appearance of large
groupings of the same species. All shrubs shall be free of dead wood, weak,
diseased, insect infested and damaged limbs at all times. Removal of all
clippings will be completed the same day pruning occurs. Pruning will not be
completed while plants are flowering, during the emergence of new growth, or
when high temperatures are present during the hottest time of the year
(typically July -August) unless directed by Special Districts. No balls, squares or
unusual shapes are permitted under this RFP. Selective pruning is required
following the natural habit of the particular plant. Dead shrubs, not a result of
third -party negligence, will be removed and disposed of by Contractor at their
cost. Shrubs to be pruned to stay below a height that is consistent with Scope
of Work or as directed by Special Districts.
b. Trimming: The growth of shrubs and ground cover will be restricted to areas
behind curbs and walkways, and within planter beds by trimming, as necessary,
or upon notice by Special Districts. All trimming practices are subject to change
as directed by Special Districts.
C. Disease and Insect Control: All LIVID areas are to be maintained free of disease
and insects and treated when needed pursuant to Section 21.
d. Weed Control: All ground cover and shrub beds are to be kept weed free atall
times. Methods for control shall incorporate the following:
(1) Mulch application to 3" layer maximum (Removal on an as needed
basis of existing/spent mulch may be required to insure the level of
grade is kept below surrounding hardscapes and/or at an acceptable
height as determined by LIVID staff. Such removal will be considered an
extra and will require submittal of a proposal and approval by LIVID
staff.)
(2) Hand removal
(3) Cultivation
(4) Chemical eradication using non -residual herbicides
e. Shrub and Ground Cover Replacement: All damaged, diseased (untreatable), or
dead shrubs and ground covers whose damage occurred due to natural
conditions/causes, will be replaced under the terms of "Additional Work" as
described in Section 4 and/or Exhibit 132: Additional Pricing. Price to include
plant fertilizer tabs, backfill mix and all materials required for industry standard
installation. All shrubs and groundcover shall be guaranteed to live and remain
in healthy condition for no less than ninety (90) days from the date of
installation.
f. Fertilization: Application of an LIVID approved fertilizer a minimum of two (2)
times per year to provide a healthy color in all plants with foliar feedings. The
fertilizer shall be applied once during the months of March or April and once
during the months of September or October. Contractor will cultivate around
plants as needed. Fertilizer shall be appropriate for plant type and season (time
of year) and approved by LIVID staff prior to installation. Contractor shall
provide a fertilization schedule two (2) weeks prior to the proposed
fertilization.
g. Irrigation: Irrigation, including hand watering and manual bleeding of valves, is
required in the event of an emergency situation and/or where automatic
systems are not functioning as required. Irrigation practices described in
Section 24 shall apply to trees, shrubs, turf, and ground cover.
h. Diversion requirements: In keeping with State mandated requirements, the
LIVID strives to exceed diversion obligations to keep green waste from the
landfills. Contractor shall mulch and use on site 85% of the green waste
generated by above referenced zones. Contractor requirements for this
program shall include a Vermeer 1500 chipper or equivalent for use on site at a
minimum of twice per week. 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.
Recycling: Recycling of plant debris by composting and/or maintaining a
minimum 2-inch layer of mulch under all trees and around all
shrubs/groundcover. A minimum 3-inch layer in all open areas is strongly
encouraged. Mulch purchased by the LIVID will be disbursed with the above
reauirements by Contractor who will provide the labor at Contractor's expense.
Renovation: Renovate ground covers according to prescribed practices in the
industry as needed to maintain a healthy vigorous appearance and growth
rate. When ground covers and perennials have grown where they completely
fill the space in which they were planted and have started to deteriorate, i.e.,
less flowering, dying out, smaller plants, they shall be renovated. (Renovation
shall include removing said plants, amending the soil, dividing plants as
necessary and replanting to maintain a healthy, vigorous appearance and
growth rate.)
19. TREE CARE
19.01 Contractor under the terms of this agreement at his sole expense shall perform the
following services:
a. Tree Maintenance
(1) All trees in the Zone, regardless of the overall stature, from the base up
to the first twelve (12) feet shall be maintained free of all dead,
diseased and damaged branches back to the point of breaking as per
contract. Wound dressings are never used on any tree pruning cuts.
Contractor will be responsible for all maintenance as it pertains 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.
b. Fertilization: May be required at the direction of Special Districts to apply
fertilizer within drip line at least once per year (during the months of March or
April) to provide a healthy color in all plants. Fertilizer should, at the direction
of LIVID, be a balanced organic 10-6-4 ratio with trace element. Contractor shall
provide Special Districts with two (2) weeks notification prior to the fertilizer
application.
C. Permits: If a permit is required for tree pruning, Contractor will obtain a permit
prior to commencement of work by Contractor.
d. Tree Replacement: All trees permanently damaged as a result of action or
negligence by Contractor will be replaced as provided for under Section 5 with
the identical species of tree existing previously, unless otherwise notified in
writing by Special Districts. The need for and the size of replacement will be
determined by Special Districts at the monthly maintenance inspection
meeting or upon written notification. Size of the replacement shall be of a like
size. Substitutions will require prior written approval by Special Districts.
Original plans and specifications should be consulted to ensure correct
identification of species. All newly planted trees installed by Contractor are the
responsibility of Contractor to maintain and guarantee healthy establishment
for a period of one (1) year. Any trees installed by others will be the
responsibility of the Contractor when special care or accommodations are
required during the establishment period for a period of 90 days, then
thereafter to receive maintenance (up to 12 feet) as part of the overall
inventory of the zone.
e. Olive Tree Spraying: Ornamental olive trees shall be sprayed to prevent fruit
set by use of "Maintain," "Floret" or other approved product. Two (2)
applications shall be required 7-10 days apart. The first application shall be
applied when % to % of the olive blooms are open (sometime between April 1
and May 10). Both spray applications shall be put on using a power sprayer
with a minimum of 150 psi. pressure. The Landscape Maintenance District's
Tree Maintenance contractor will provide most of the chemical applications to
trees. If (landscape) Contractor provides this service it will be considered
"Additional Work."
f. Fireblight Treatment: Preventative Fireblight treatment for Pyrus Kawakamii to
consist of spray application between October 1 and mid -November. Post
treatment to consist of pruning out dead wood, sterilizing pruning tools after
each cut. Preventative Fireblight treatment for Platanus to consist of two
applications and possibly a third application, depending on the effectiveness of
the previous application. The first application shall occur in February, during
the budding stage. The second treatment shall occur in March, during the
juvenile growth stage of the leaf. The third application shall occur in April if
there is evidence of blight after mature growth of leaf. Materials used shall be
of an approved type by the County Agriculture Department. If (landscape)
Contractor provides this service it will be considered "Additional Work" (See
Section 4).
g. Oak Tree Pruning Permit: All cuts over 2 inches in diameter on Oak Trees will
be done by the Landscape Maintenance Tree Maintenance contractor. All
other cuts on Oak Trees shall be made to ISA standards with an Oak Tree
Pruning Permit per City Municipal Code by (landscape) Contractor or their
Subcontractor. Special Districts will procure Oak Tree Permits once work is
approved.
h. Tree Pruning/Trimming: All tree trimming/pruning will be done in accordance
with the standards established by the International Society of Arboriculture
(ISA) and ANSI 300 Best Management pruning practices.
i. Street Tree Wells: Contractor is responsible to keep all tree wells within the
LIVID Zone boundaries weed -free and maintain tree well irrigation system in
accordance with Section 24 of this Scope of Work. Mulching of tree wells is
required as needed and/or as directed by Special Districts.
20. NATURAL, BRUSHED, MANUFACTURED, HYDROMULCHED SLOPE/LAND CARE
20.01 Natural areas or riparian corridor areas in these zones are open space areas that
have minimal usage due to the sloping character of the land and/or the rugged landscape
materials that are native to the land. Contractor will provide periodic maintenance,
according to routine scheduling, consisting of trash, brush or other debris removal.
Contractor at his cost will visually inspect these areas throughout the year as scheduled,
providing pick up and removal of any debris or trash. Waste disposal costs will be allowed
for larger items as determined by Special Districts.
20.02 Contractor at his cost shall be responsible for all inclusive weed abatement,
maintaining the brushed slope areas throughout the year in accordance with the below -
identified height of weeds, dead wood removal in accordance with the 100'-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/.
20.03 These slope areas are hillside areas and are designed to meet the Los Angeles
County Ordinances for fire retardation. These areas generally occur in sloping terrain with
gradients ranging 10 percent to 100 percent. Slopes are either manufactured or natural. The
natural slopes have been brushed to remove certain plant materials. Manufactured slopes
have been hydromulched or planted in accordance with applicable County Ordinances. Use
of these areas by the residents should be minimal.
20.04 Contractor shall perform, under the terms of this agreement, at their sole expense,
the following services for the maintenance of the natural slopes, which requires that the
weeds and native brush be:
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.
20.05 Where reference is made to weeding, brushing, or clearing within 100 feet of a
structure, it is intended that the space between the structure and the private property line
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 these areas.
20.06 The maintenance of the manufactured slopes requires that the planted slopes be
weeded on a regular basis throughout the year. Planted slopes which were not hydroseeded
shall be kept weed free at all times and the use of chemicals is permitted. Planted slopes
that were hydroseeded require weed removal by hand as the use of chemicals or machines
(such as trimmers) are not permitted. The removal of weeds by hand shall be performed
throughout the term of the maintenance contract. Contractor shall program the irrigation
system to deliver sufficient moisture within the root zone of trees and shrubs to sustain
growth. Contractor shall be responsible for any damage to slope areas caused by excessive
watering practices or to plant material caused by lack of water. Plants and trees shall be
fertilized in accordance with the requirements of Sections 18 and 19 of this Scope of Work.
21. USE OF INTEGRATED PEST MANAGEMENT (I.P.M.)
21.01 Materials (Biological insects) shall be at Contractor's cost plus no more than 15%, as
necessary for integrated pest management (IPM) and Contractor at his expense under the
terms of this agreement will provide the labor.
a. Integrated Pest Management (IPM): Integrated pest management (IPM) is a
pest management strategy that focuses on long-term prevention or
suppression of pest problems with minimum impact on human health, the
environment, and non -target organisms. Preferred pest management
techniques include encouraging naturally occurring biological control; using
alternate plant species or varieties that resist pests; selecting pesticides with a
lower toxicity to humans or non -target organisms; adopting cultivating,
pruning, fertilizing, or irrigation practices that reduce pest problems; and
changing the habitat to make it incompatible with pest development.
Pesticides are used as a last resort when careful monitoring indicates that they
are needed according to pre -established guidelines. When treatments are
necessary, the least toxic and most target -specific pesticides are chosen.
Implementing an integrated pest management program requires a thorough
understanding of pests, their life histories, environmental requirements, and
natural enemies, as well as establishment of a regular, systematic program for
surveying pests, their damage, and other evidence of their presence. IPM has
been mandated on Federal property since 1996 by Section 136r_1 of Title 7,
United States Code, and is cited in Title 41 of the Code of Federal Regulations
(102-74.35) as a required service for agencies subject to the authority of the
General Services Administration. Contractor will develop an IPM program for
work covered by this statement ofwork.
b. Chemical Application: All work involving the use of chemicals will be
accomplished by a State of California Certified or Licensed pest control
operator. A written recommendation by a person possessing a valid California
Pest Control Advisor License is required prior to chemical application.
C. Permits: All chemicals requiring a special permit for use must be registered by
Contractor with the County Agricultural Commissioner's Office and a permit
obtained with a copy to Special Districts, prior to use. A copy of all forms
submitted to the County Agricultural Commissioner shall be given to Special
Districts on a timely basis.
d. Compliance with Regulations: All regulations and safety precautions listed in
the "Pesticide Information and Safety Manual" published by the University of
California will be adhered to.
e. Pest Control: Control of ground squirrels, gophers, and other burrowing
rodents by trapping and/or eradication will be provided by Special Districts.
Contractor is not responsible for this service. Whenever holes are visible upon
the surface, these holes shall be filled and securely tamped to avoid moisture
runoff entering the holes by the County Agricultural Department who will
provide pest control for Special Districts. This procedure shall be followed in all
areas, especially within all slope areas. Contractor is responsible for notifying
Special Districts upon detecting a need for rodent control.
22. GENERAL CLEAN-UP
22.01 Contractor shall at his sole expense under the terms of this agreement perform the
following services:
a. Trash Removal: Contractor shall provide a trash pickup schedule for approval
by Special Districts. Contractor shall pick up trash and accumulated debris from
the site on a regularly scheduled rotation approved by LIVID staff in advance.
Contractor may be required to remove small to medium sized trash and refuse
(Furniture, appliances, etc.) which would fit into a standard pick-up truck.
Waste disposal costs will be allowed for larger items as determined by Special
Districts. Removal of larger items would be considered "Additional Work" and
subject to the terms of Section4.
b. Curb and Gutter Maintenance: Contractor is responsible for removal of weeds
and grass from curb and gutter expansion joints (up to 2' from curbs including
medians) at all times.
C. Fence Clearance: Contractor is responsible for removal of weeds and grass
from within 18" of any fence or wall within the areas under Contractor's
maintenanceat all times.
d. Walkway and Crack Maintenance: Walkways, if any, will be cleaned
immediately following mowing and edging and cleaned by use of power
sweeping or blower equipment at a minimum of once per week or as needed.
This includes removal of all foreign objects from surfaces such as:
(1) Gum,
(2) Animal feces,
(3) Grease,
(4) Paint,
(5) Graffiti,
(6) Glass and debris
(7) All walkway cracks and expansion joints shall be maintained weed and grass
free at all times.
e. Removal of Leaves: Accumulations of leaves that cannot be incorporated into
mulch layers shall be removed and properly disposed of not less than once per
week. This includes the accumulation of leaves/debris at the base and lower
branch structures of shrubs.
f. Diversion: Contractor will be responsible for creating and implementing a
written program to divert a minimum of 85% all green waste from landfills. The
program should include, but not be limited to, mulching and composting.
Contractor shall report the total tons of green waste generated and the
number of tons diverted from the landfill annually to the City's Environmental
Services Office. The goal will be at least 85% diversion.
g. Drainage Systems & Maintenance: The following services shall be provided by
Contractor at their expense per Contract Agreement except as otherwise
provided for:
(1) All drains and catch basins shall be free of silt and other debris at all
times. Contractor shall insure all drainage devices within LIVID are
functioning properly at all times
(2) All LIVID area surface drains ("V" ditches), shall be kept clear of debris at
all times so that water will have an unimpeded passage to its outlet.
Contractor will not flush dirt or debris into the storm drain system per
the City's National Pollutant Discharge Elimination System (N.P.D.E.S.)
permit. All debris will be collected and disposed of properly.
(3) All LIVID area sub -surface drains (except storm drains), shall be
periodically flushed with water to avoid build-up of silt and debris. All
inlets to sub- surface drains shall be kept clear of leaves, paper, and
other debris to ensure unimpeded passage of water. Every attempt will
be 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
23.01 Contractor shall perform a maintenance inspection of all facilities on a weekly basis
within the LIVID during daylight hours. Such inspections shall be both visual and operational.
The operational inspection shall include operation of all sprinklers, lighting and other
mechanical systems to check for proper operational condition and reliability. Contractor is
required to input non -contractual service request information into the City's "Resident
Service Center" at: http://user.govoutreach.com/santaclarita/fag.php
23.02 Contractor shall be expected to meet on site with an authorized representative of
Special Districts for a walk-through inspection. Said meeting shall be at the convenience of
Special Districts and may include residents of the community. Special Districts may 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
24.01 All irrigation systems within the LIVID areas designated in this Scope of Work will be
repaired and maintained with all-inclusive labor and equipment required for proper
operation by the Contractor. For all irrigation repairs, including main lines, all irrigation parts
will be reimbursed at no more than a 15% mark up over Contractor's cost. Contractor must
provide invoices upon request of Special District Staff. Failure to provide copies of invoices
may result in delay of payments to Contractor. Contractor shall adhere to the Irrigation
Association, Best Management Practices (BMP'S) at:
http://www.irrigation.org/uploaded Files/Standards/BMPDesign-Install-Manage.3-18-
142. Pdf
a. Scope of Responsibility: Contractor shall maintain (repair and/or replace as
needed) and keep operable all irrigation equipment consisting of but not
limitedto:
(1) Irrigation Programming
(2) Irrigation Station Identification/Location
(3) Irrigation Heads
(4) Remote Control Valves
(5) Master valves
(6) Flow Sensors
(7) Flow Sensor Programming
(8) PVC Piping (Including mainline and laterals)
(9) Quick Couplers
(10) Risers
(11) Swing Joints
(12) Check Valves
(13) Irrigation Booster Pumps
(14) Solar Controllers/Valves
(15) Battery Operated Controllers/Valves
(16) Valve Boxes, Quick Coupler Boxes, Etc.
(17) Irrigation Controller Programming and Setup
b. Replacement Requirements: Replacements will be of original materials or
substitutes approved by Special Districts in writing prior to any installation.
C. Extent of Responsibility: Contractor will be responsible for immediate
maintenance (repair or replacement) of all irrigation systems. Contractor will
be responsible at all times for hand watering and the bleeding of valves in
emergency situations as required to sustain and prevent loss of turf, trees,
shrubs, annuals, perennial plants, and ground covers or when automatic
systems are not functioning properly.
d. Ordinances: All materials and workmanship will be in accordance with the
applicable City Plumbing Ordinances. Where the provisions of the Scope of
Work exceed such requirements, the Scope of Work shallgovern.
e. Controllers: Contractor will be responsible for the control of Smart Water
Application Technologies (SWAT) certified weather -based controllers or
equivalent, controller programming through Contractor's office via a desk top
or any wireless computer, or hand-held device. The LIVID will provide a
password for access.
f. Inspections: Landscape Maintenance District Consultants/Inspectors will spot
check controller schedules on each inspection of a district to assure compliance
with irrigation program standards. Contractor shall conduct a complete
irrigation system inspection for each district at minimum of twice ayear.
24.02 Contractor will be responsible to complete the following WeatherTrak training
courses through HydroPoint University. Proof of completion to be provided with proposal
submission. Additional trainings are available and participation is encouraged.
• Irrigation Manager Courses (all levels)
• Flow Manager Courses (all levels)
• WeatherTrak OptiFlow Training (all levels)
24.03 Controllers:
a. All controllers shall be adjusted as needed for optimum performance
considering the water requirements of each remote control valve (irrigation
station). "Smart" or "weather based" controllers shall be configured to water in
the "AUTO MODE" or "ET MODE" when available. Plant establishment periods
do not apply to this requirement and should be scheduled accordingly.
Contractor is responsible for adjusting the controller parameters/attributes in
order to irrigate efficiently and each valve shall be customized for the needs of
the plant material. Excessive watering or excessive runoff shall not be
permitted.
b. Contractor will be responsible for the control of Smart Water Application
Technologies (SWAT) certified weather -based controllers or equivalent,
controller programming through Contractor's office via a desk top or any
wireless computer, or hand-held device. The LIVID will provide a
username/password foraccess.
C. Response to WeatherTrak Alerts by category shall be made within the time
frames listed below. Failure to comply with response times will be considered a
deficiency and may be subject to a deduction from payment in the amount up
to five hundred ($500.00) dollars for each instance where an alert is not
resolved within the time frame.
(1) Severe Alerts to be resolved within 24 hours.
(2) Major Alerts to be resolved within 5 working days
(3) Critical Alerts to be resolved in an acceptable timeframe to ensure
healthof plant material.
d. Contractor will provide their own irrigation remote (receiver and transmitter)
for control of the Rain Master, Calsense, LEIT (solar), WeatherTrak or other
industry standard controllers not listed. The City requires the Promax universal
irrigation remote or other "smart phone" technology for its use in field testing
and operation of all irrigation systems for the LIVID areas. Use of this device will
conserve water consumption, provide for more cost-effective maintenance of
irrigation systems, and assure all parties concerned that the automatic system
is operating at maximum efficiency. Special Districts' inspectors may use this
device in their inspections to verify that irrigation systems are functioning
properly. The bleeding of valves and hand watering are to be used in
emergency or testing situations, not for normal or day-to-day inspections.
e. Consideration must be given to the soil conditions, seasonal temperatures,
wind conditions, slope, humidity, and the relationship of conditions which
affect irrigation. This may include daytime watering during winter weather to
prevent icy conditions and manual operation of the irrigation system during
periods of windy or inclement weather. During freezing and/or windy
conditions, automatic irrigation shall be paused until normal conditions exist.
No watering medians in windy conditions, to avoid drift and wetting vehicles.
f. Contractor shall be responsible for data input with regards to irrigation station
reference in the programming function of the central server or at the
controller. Example: Station 1 - SE Corner of parking lot, Turf NW of restroom,
Shrubs on large slope, etc.
g. In areas where wind creates problems of spraying water into private property
or road right-of-ways, the controllers shall be set to operate during the period
of lowest wind velocity which would normally occur at night (between the
hours of 9:00 p.m. and 7:00 a.m.).
h. Contractor shall be responsible for monitoring all irrigation systems within the
jurisdiction of this Specification and correct for coverage, adjustment, clogging
of lines, and removal of obstacles, including plant materials which obstruct the
spray. Monitoring shall be scheduled for all systems at minimum 1xmonthly.
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).
Contractor is to maintain the watering schedule in "AUTO" mode which will
equal the evapotranspiration rate based on topography, soil type, plant
material, season or climatic factors. Contractor shall notify The City of Santa
Clarita of any schedule changes.
k. Contractor shall utilize "cycle & soak" in programming in order to eliminate
excessive run-off.
Scheduled operation other than 9:00 p.m. to 7:00 a.m. must be approved by
The City of Santa Clarita.
m. When available, copies of controller maps shall be kept in enclosures at all
times.
n. Contractor is responsible for maintenance of the interiors of controller
enclosures and shall be kept clean free of debris and pests, regardless of
condition(s) at time of contract award.
o. Contractor shall be responsible to notify The City of Santa Clarita of any
additional water requirements to the landscape which is outside of the "AUTO"
scheduled program application.
p. It is the responsibility of Contractor to keep the plant material alive. If this
requires an extra application of irrigation water, Contractor is to make the
necessary adjustments and immediately notify The City of Santa Clarita upon
doi ngso.
q. Only the City of Santa Clarita staff, City Monitors, Contractor Supervisor/
Foreman or Irrigation Technician will have access to all controllers. Enclosures
will be locked/padlocked at all times.
r. Contractor shall test the soil in turf and groundcover areas and around all trees
and shrubs monthly or as necessary with soil probes to determine that the
proper amount of water is being applied at all times. This information should
be used to adjust watering times on the controller and supplemental hand or
deep wateringas necessary.
S. Contractor shall make adjustments to the water programs to compensate for
irrigation heads on each system, soil type and permeability, wind condition,
orientation to the sun, air temperature, season, and logistical considerations.
t. Once the irrigation system has been adjusted to only irrigate the planting areas
itwas designed to irrigate, Contractor shall then monitor the irrigation watering
application time to determine the length of time each system runs until
irrigation runs off the landscape area. This information will then be used to
establish "cycle & soak" parameters.
U. The maximum run time should then be set a minimum of one minute less than
the time it takes for run off to occur. This will establish the maximum run time
for each valve, with full sun exposure. Adjust valves with partial shade or full
shade to have less run time than the systems in full sun.
V. It is required that soil conditions be constantly monitored with a soil probe to
ensure that over -saturation of the soil does not occur.
w. In addition to the soils condition, the individual plant material requirements
must be considered. As the plant material becomes established, a reduction in
the frequency of watering should be implemented to harden -off the plant
material while maintaining it in a healthy condition.
X. Where flow sensing is available, contractor is responsible to respond to flow
alerts, make necessary repairs, learn flow and maintain accurate flow rates on
all stations.
24.04 Operation of System:
a. As a standard practice, Contractor shall formally acknowledge receipt of the
irrigation System within the first 60 days of the notice to proceed. It is the
Contractor's responsibility to conduct a full-scale irrigation audit/assessment to
determine deficiencies in the system and make recommendations for repair(s).
b. Contractor will be responsible for immediate maintenance (repair or
replacement) of all irrigation systems. Contractor will be responsible at all
times for 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.
C. 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.
d. All irrigation systems shall be personally inspected by Contractor a minimum of
once per month to verify effectiveness of sprinkler operation. The appropriate
Irrigation Inspection Form must be filled out per controller and submitted to
The City of Santa Clarita LIVID for review.
e. Contractor shall adjust and clean as necessary all sprinkler heads, valves and
pressure regulators to continue operation at maximum efficiency and
performance.
f. All materials and workmanship will be in accordance with the City Plumbing
Ordinances if/when applicable.
g. Sprinkler heads in turf areas shall be kept clear of overgrowth, which may
obstruct maximum operation. No chemical spraying or growth inhibitors
around head shall be allowed.
h. Contractor shall be responsible for trimming plant material and making
necessary adjustments to riser heights as growth rates indicate.
i. Contractor shall be responsible for hand -watering any pots not provided with
an irrigation system to maintain plants and promote optimumgrowth.
j. Adjustments in operating pressure for spray and rotor type heads shall be
followed per manufacturer's recommendation to provide optimum efficiency
unless instructed otherwise by The City of Santa Clarita.
k. Contractor shall be required to walk each site upon request by The City of
Santa Clarita representative a minimum of one time per quarter to inspect the
operation of the irrigation system.
I. Plant damage or loss resulting from the failure to promptly report irrigation
system failure shall be considered Contractor negligence and such plant
material shall be repaired or replaced at Contractor expense.
m. All hand watering performed with a hose shall require the hose to have a flow
control that will allow the operator to turn the hose off between watering
areasto minimize any wasted water.
n. Contractor shall be responsible for monitoring all project irrigation systems and
should correct coverage, head adjustments, clogged lines, loose staking of
heads and pipes, and obstacles, including plant material, which obstruct the
spray. Make all necessary adjustments to heads that spray onto roadways,
walks, walls, and patio areas or out of intended area of coverage. Contractor
shall clean and adjust sprinkler heads as needed for proper coverage. Each
system should be operated via remote control and observed on a regular basis.
o. During extremely hot weather, long holiday periods, and during or following
breakdown of systems, Contractor should provide adequate personnel and
materials as required to adequately water all landscaped areas at no extra cost
to The City of Santa Clarita. When breakdowns or malfunctions exist,
Contractor should water manually by whatever means necessary to maintain
all plant materials in a healthy condition. Overly wet or dry conditions should
not be permitted to develop.
p. Once a year, Contractor shall clean all controller cabinets and valve boxes,
remove intruding soil and replace gravel as needed.
q. Testing, certification and service of the backflow prevention devices on the
irrigation systems shall be done by a certified tester as provided by The City of
Santa Clarita.
r. Contractor shall not repair, manipulate or remove backflow devices unless
prior authorization has been received by a City of Santa Clarita representative.
However, Contractor is permitted to make use of shutoff valves located on or
near backflow devices in the event of a mainline break and/ormaintenance.
S. Contractor shall notify the LIVID office immediately should a backflow
prevention device malfunction occur.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.
t. Contractor shall observe and note any deficiencies occurring from the original
design and review these findings with Special Districts, so necessary
improvements can be considered.
24.05 Repairs:
a. All pop-up heads should be assembled on triple swingjoints.
b. When irrigation heads, risers, nozzles, etc. break, they will be replaced with like
for like irrigation heads. Uniformity is of the utmost importance.
C. All remote -control valves shall be Superior 950DW brass valves unlessother(s)
are accepted by LIVID staff.
d. Contractor shall repair all leaking or defective valves immediately upon
occurrence, or within 24 hours following notification from LIVID of such a
deficiency.
e. Malfunctions of any nature which are deemed to be the fault of materials or
workmanship still covered under original installation guarantee shall be
reported immediately to The City of Santa Clarita.
f. Contractor shall submit itemized irrigation invoices for repairs, per LIVID Zone on
an as needed basis.
g. Repair logs shall be maintained and will include date of repair, nature of repair,
and itemized list of materials for clarity. Site map/photo documentation to
illustrate location of repair, photo of site condition, and work completed shall
be included with repair log(s).
24.06 Conservation: The City of Santa Clarita may conduct monthly water management
meetings with Contractor to review all controllers with irregular usage and situations where
water consumption is excessively high. All plant stress or loss due to under -watering or
over- watering will demonstrate contractor neglect and cost to replace said material will be
at Contractor's sole expense.
The City of Santa Clarita may conduct monthly Water Management Meetings with
Contractor to review any penalty charges that were caused by the Contractor's inability to
properly manage water allocations, when applicable. Contractor will be responsible for
paying all water penalties incurred on each water meter for all overages exceeding
allocation established by the respective water purveyor. The City of Santa Clarita may waive
specific penalties at its sole discretion.
The City of Santa Clarita takes Water Conservation very seriously and will not tolerate
mismanaged or neglected water delivery systems.
24.07 Contractor shall provide WeatherTrak generated reports called "Controller
Inventory Reports" at the request of City Staff. The first report will be due 30 days after the
start of this Agreement and updated every two weeks. At a minimum, the report shall
identify each irrigation controller subject to this Agreement, the location, alert status, and
confirm the controller is "online". Failure to provide a completed report on time will be
considered an incomplete work item and may be subject to a deduction from payment in
the amount up to five hundred ($500.00) dollars.
24.08 Water Budgets: In order to ensure efficient and responsible water management
with regards to landscape irrigation, the City of Santa Clarita Special Districts office may
require the following:
When water budgets have been established for each individual service area within a
Landscape Maintenance District Zone (specifically water meter and/or point of connection),
Contractor shall not exceed the Maximum Applied Water Allowance (MAWA) as established
by State Assembly Bill 1881, Model Water Efficient Landscape Ordinance (MWELO).
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.
24.08 Recycled Water System Operation: There are specific provisions in the
Requirements for Recycled Water Users that must be followed when installing and
operating a recycled water system. Contractor shall be responsible for the following
practices, including but not limited to:
a. The proper installation, operation, and maintenance of the recycled water
system and all backflow prevention devices on the potable water system;
b. Compliance with all recycling requirements in the Sanitation Districts'
recycled water permits issued by the State or Regional Water Board,
applicable laws and regulations, State Water Board and local health
department guidelines, and the Sanitation Districts' Ordinances and
Requirements for Recycled Water Users;
C. Preventing potential hazards;
d. Minimizing the potential for runoff and overwatering;
e. Minimizing fertilizer use by taking into account the nutrient value of the
recycled water;
f. Preserving the recycled water system design drawings in "as -built" form.
g. Supervising work done by other site employees on the on -site recycled water
system.
h. Educate/train operations personnel on the safe use and restrictions of
recycled water.
i. Apply recycled water only at agronomic rates (i.e., no more water than the
plant material needs and the soil can handle).
j. Reduce fertilizer application rates due to nutrients in the recycled water.
k. Maintain signs at all points of entry (both pedestrian and vehicular).
I. Maintain labels and tags on recycled and potable water appurtenances.
M. Use quick couplers instead of hose bibbs in public access areas.
n. Operate irrigation system:
1. Between 10 p.m. — 6 a.m., if automatically controlled (unless other
restrictions apply).
2. At other times, if manually controlled and supervised (i.e., site
employee present) to make sure the public does not come in
contact with the recycled water.
3. At any time, if public access to the reuse site is restricted.
o. Prevent runoff from reuse sites due to over -spray from sprinklers, overflow
of ponds that contain recycled water, over watering, or broken sprinklers or
pipelines.
p. Quickly repair any breaks in recycled water irrigation or distribution lines and
broken sprinklers.
q. Be familiar with all of the notification requirements if any of the following
has occurred:
r. A recycled water line break, spill, or off -site discharge of recycled water.
S. A noncompliance of the Sanitation Districts' Requirements for Recycled
Water Users or recycled water use permits.
t. A cross -connection between the recycled water and potable water systems.
U. Any safety or health issues.
V. Schedule all required backflow prevention and cross -connection testing.
W. Assist and cooperate during periodic backflow prevention and cross -
connection testing.
X. Assist and cooperate during periodic site inspections conducted by the
Sanitation Districts or the water purveyor.
Y. Thoroughly wash tools used for the recycled water system if used for the
potable water system.
Z. Contact the Special Districts if any water system (recycled or potable)
modifications are anticipated.
aa. Keep records and as -built drawings up-to-date and accessible.
A member of the contractor's staff in a supervisory role will be responsible to complete the
Recycled Water Users Site Supervisor Training Program. Training of additional irrigation
staff is strongly encouraged. Proof of completion to be provided within 60 days of contract
award. Training information may be found at:
Recycled Water Users Site Supervisor Training Program I Los Angeles County Sanitation
Districts (lacsd.org)
Contractor shall contact Special Districts' designated Site Supervisor to report any system
modifications, leaks and any additional items pertaining to compliance with all recycling
requirements in the Sanitation Districts' recycled water permits.
25. MAINTENANCE AND REPAIR OF HARDSCAPE, SERVICE ROADS, AND DRAINAGE
SYSTEMS
25.01 Hardscape surfaces, walkways, decomposed granite and service roads, if any, shall
be maintained by Contractor so as to keep the integrity of the walking and/or driving
surface in a safe, unimpaired condition. Contractor may not use Subcontractors not included
with the proposal submission without written approval of Special Districts Staff. Any unsafe
condition of a walkway or service road shall be reported immediately to the LIVID Monitor or
directly to City Staff. See also Section 22.01 g.
a. Contractor may be responsible for total replacement or repair of hardscaping
and/or plant replacement if damage occurs due to Contractor's negligence or
by accidental damage within maintenance operation.
b. Contractor 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.
C. Contractor shall be responsible for sweeping/blowing all hardscape surfaces
within the contract boundaries on a regularly scheduled routine approved by
LIVID Staff or as requested by Special Districts. All debris must be collected and
removed.
d. Disposal of debris by blowing into roadways, sidewalks, or other areas is
prohibited and may be cause for contract termination or a deduction in
Payment as described in Section 10.04 a.
26. GRAFFITI ERADICATION AND CONTROL
26.01 Contractor may be responsible to remove small amounts of graffiti (license plate
size) as it appears upon any of the walkways, paseo overpasses and underpasses, walls,
fences, or any appurtenant structures or equipment within the areas under Contractor's
maintenance. Special Districts Monitor will be informed of all graffiti immediately upon
discovery. Contractor is required to input graffiti information into the City's reporting
systemat:
http://www.santa-clarita.com/city-hall/departments/administrative-services/technology-
services/egraffiti
26.02 All materials and processes used in graffiti eradication shall be non -injurious to
surfaces and adjacent District property and approved by Cal -OSHA. Materials and processes
used must be approved by LIVID prior to use.
27. FUTURE/ADDITIONAL MAINTENANCE AREAS
27.01 For the maintenance of future/additional maintenance areas that have been
accepted by the City, Contractor to provide pricing consistent with the Cost Proposal
Template (Exhibit A) and Additional Pricing (Exhibits B1 & 132) in this document for similar
landscape/terrain.
1.
RESPONSE FORMAT AND SELECTION CRITERIA
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarita, California
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 "nlo",- Do NOT leave
blank
1.1.6.4. Exhibit F — References Page
2.
1.1.6.5. Exhibit G1 & G2 — must be completed (use additional sheets if needed)
1.1.6.6. Exhibit H — Equipment Requirement Acknowledgment
1.1.6.7. Exhibit I — Certifications: Required certificates/licenses-
1.1.6.7.1. Proof of Contractor's License —license number will suffice
1.1.6.7.2. Required certificates/qualifications (as identified in solicitation
including, but not limited to, Contractor's License C27, WeatherTrak
training completion)
1.1.6.8. Exhibit J — Acknowledgement & Acceptance of Scope of Work
1.1.6.9. Maintenance Schedule(s) — Daily, Weekly, Monthly, Semi -Annual, Annual
(see examples in Attachments A & B)
1.1.6.10. Rotation Schedule (Maintenance Map showing frequency of work within
designated areas/sections)
1.2. COST FILE
1.2.1.1. ExhibitA —Cost Proposal
1.2.1.2. Exhibit B1 & B2—Additional Pricing
PROPOSAL EVALUATION AND CONTRACTOR SELECTION - An evaluation panel comprised of
representatives from the requesting department will evaluate all proposals to determine
responsiveness to the RFP. The panel will recommend the selection of the responsible Proposer
whose proposal is most advantageous to the City. Accordingly, the City may not necessarily
make an award to the Proposer with the highest technical ranking nor award to the Proposer
with the lowest Price Proposal if doing so would not be in the overall best interest of the City.
The overall criteria is listed below. As proposals are considered by the City to be more equal in
their technical merit, the evaluated costor price becomes more important so that when technical
proposals are evaluated as essentially equal, cost or price may be the decidingfactor.
2.1. SELECTION CRITERIA
2.1.1. Value: Cost in relation to manpower. What makes the contractor the best candidate
to provide the services requested. (Includes but not limited to Exhibits A, 131, B2, D,
GI-G2)
2.1.2. Team Composition: Contractor qualifications, staff qualifications, and number of
staff provided. (Includes but not limited to Sections 1.06, 1.12, & 1.15.
2.1.3. Rotation Schedule: Use and mobilization of resources. Proposed timeline to service all
areas.
(Includes but not limited to as described in Section 1.06 & 10, & Attachments A & B)
2.1.4. Acknowledgement & Successful Understanding of Bid/RFP Scope of Work:
Proposed method and guidelines for adhering to the landscape maintenance
requirements to include but not limited to: Description and clarity of approach in the
areas of pro -activeness, responsiveness, familiarity with common concerns of the
LIVID areas and problem resolution. (Includes but not limited to Exhibits D &J)
2.1.5. Cost of services provided (Exhibits A & B1-B2)
2.1.6. References (Included but not limited to Exhibits C, F & 1)
2.2. During the selection process, the evaluation panel may wish to interview bidders with
scores above a natural break. Should an interview process take place the results of the
interview will carry great weight in the selection process. The City reserves the right to
make a selection solely on the basis of the proposals without further contact.
SECTION C
Sample Contract
SAMPLE CONTRACT
MAINTENANCE AGREEMENT
BETWEEN
THE CITY OF SANTA CLARITA
AND
FOR
THIS MAINTENANCE AGREEMENT ("Agreement") is made by and between the CITY OF
SANTA CLARITA, a general law city and municipal corporation ("CITY") and
("CONTRACTOR").
The Parties agree as follows:
CONSIDERATION.
As partial consideration, CONTRACTOR agrees to perform the work listed in the
SCOPE OF SERVICES, below; and
As additional consideration, CONTRACTOR and CITY agree to abide by the terns 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
hM2://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 any of the insurance requirements under this
agreement, Ci . may cancel the Agreement immediately with no penalt3L
H. Should Contractor's insurance required by this Agreement be cancelled at any point
prior to expiration of the policy, CONTRACTOR must notify City within 24 hours
of receipt of notice of cancellation. Furthermore, CONTRACTOR must obtain
replacement coverage that meets all contractual requirements within 10 days of the
prior insurer's issuance of notice of cancellation. CONTRACTOR must ensure that
there is no lapse in coverage.
TIME FOR PERFORMANCE. CONTRACTOR will not perform any work under this
Agreement until:
CONTRACTOR furnishes proof of insurance as required under Section 7 of this
Agreement; and
CITY gives CONTRACTOR a written Notice to Proceed.
Should CONTRACTOR begin work in advance of receiving written authorization to
proceed, any such professional services are at CONTRACTOR's own risk.
TERMINATION.
CITY may terminate this Agreement at any time with or without cause.
CONTRACTOR may terminate this Agreement upon providing written notice to CITY at
least thirty (30) days before the effective termination date.
Should the Agreement be terminated pursuant to this Section, CITY may procure on its
own terms services similar to those terminated.
By executing this document, CONTRACTOR waives any and all claims for damages that
might otherwise arise from CITY's termination under this Section.
INDEMNIFICATION. CONTRACTOR agrees to indemnify and hold CITY harmless from and
against any claim, action, damages, costs (including, without limitation, attorney's fees), injuries,
or liability, arising out of the performance of this agreement by CONTRACTOR. Should CITY
be named in any suit, or should any claim be brought against it by suit or otherwise, arising out of
performance by CONTRACTOR of services rendered pursuant to this Agreement,
CONTRACTOR will defend CITY (at CITY's request and with counsel satisfactory to CITY) and
will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or
costs incurred in defense otherwise.
INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree that CONTRACTOR will
act as an independent contractor and will have control of all work and the manner in which is it
performed. CONTRACTOR will be free to contract for similar service to be performed for other
employers while under contract with CITY. CONTRACTOR is not an agent or employee of CITY
and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY
provides for its employees. Any provision in this Agreement that may appear to give CITY the
right to direct CONTRACTOR as to the details of doing the work or to exercise a measure of
control over the work means that CONTRACTOR will follow the direction of the CITY as to end
results of the work only.
NOTICES.
All notices given or required to be given pursuant to this Agreement will be in writing and
may be given by personal delivery or by mail. Notice sent by mail will be addressed
as follows:
To CITY: City of Santa Clarita
ATTN: Kenneth W. Striplin, City Manager
23920 Valencia Boulevard, Suite 300
Santa Clarita, CA 91355
To CONTRACTOR:
When addressed in accordance with this paragraph, notices will be deemed given upon
deposit in the United States mail, postage prepaid. In all other instances, notices
will be deemed given at the time of actual delivery.
Changes may be made in the names or addresses of persons to whom notices are to be
given by giving notice in the manner prescribed in this paragraph.
TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a
Taxpayer Identification Number.
WAIVER. A waiver by CITY of any breach of any term, covenant, or condition contained in this
Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other
term, covenant, or condition contained in this Agreement, whether of the same or different
character, nor will it be deemed to constitute a continuing waiver.
CONSTRUCTION. The language of each part of this Agreement will be construed simply and
according to its fair meaning, and this Agreement will never be construed either for or against
either party.
SEVERABLE. If any portion of this Agreement is declared by a court of competent jurisdiction
to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary
in the opinion of the court to render such portion enforceable and, as so modified, such portion and
the balance of this Agreement will continue in full force and effect.
CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference
only and will not affect the interpretation of this Agreement.
INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with
the laws of the State of California, and exclusive venue for any action involving this agreement
will be in Los Angeles County.
AUTHORITY/MODIFICATION. This Agreement may be subject to and conditioned upon
approval and ratification by the Santa Clarita City Council. This Agreement is not binding upon
CITY until executed by the City Manager. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written agreement.
CITY's City Manager may execute any such amendment on behalf of CITY.
ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the same
effect as an original signature.
EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity between any
provision of this Agreement, its attachments, the purchase order, or notice to proceed, the provisions
of this Agreement will govern and control.
FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, war, terrorist act, embargo, government action, civil or military authority, the natural
elements, or other similar causes beyond the Parties' control, then the Agreement will immediately
terminate without obligation of either party to the other.
ENTIRE AGREEMENT. This Agreement and its one attachment constitutes the sole agreement
between CONTRACTOR and CITY respecting maintenance. To the extent that there are
additional terms and conditions contained in Exhibit " " that are not in conflict with this
Agreement, those terms are incorporated as if fully set forth above. There are no other
understandings, terms or other agreements expressed or implied, oral or written.
CONFLICT OF INTEREST. CONTRACTOR will comply with all conflict of interest laws
and regulations including, without limitation, CITY's conflict of interest regulations.
COVID-19. Prior to execution of the Agreement, the State of California declared a state of
emergency and issued a stay at home order in connection with the COVID-19 pandemic, and the
County of Los Angeles ("County") issued numerous orders relating to COVID-19, including
without limitation an Order to Shelter in Place, originally dated March 17, 2020 (as subsequently
extended and amended, including after the date of the Agreement, the "County Order"). In no
event shall CONTRACTOR be entitled to any additional compensation in connection with any
delay or costs associated with the COVID 19 pandemic, the County Order, or any other
governmental requirements or regulations in connection therewith, whether currently existing or
hereinafter enacted. In the event of any conflict between the terms of this Section and any other
provision of the Agreement, in all events, the terms of this Section shall control.
CONTRACTOR's safety and logistics plans prepared in connection with this Contract
specifically takes into account the COVID-19 Pandemic, the County Order, and all other
governmental requirements or regulations regarding COVID-19 as of the date of the Contract,
including without limitation all safety measures required.
SAFETY OF PERSONS AND PROPERTY. CONTRACTOR shall comply with, and give
notices required by applicable laws, statutes, ordinances, codes, rules and regulations, and lawful
orders of public authorities, bearing on safety of persons or property or their protection from
damage, injury, or loss, including without limitation the County Order and all other
governmental requirements or regulations regarding COVID-19, all as may be amended from
time to time.
ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE. The Parties agree
that this Agreement may be transmitted and signed by electronic mail by either/any or both/all
Parties, and that such signatures shall have the same force and effect as original signatures, in
accordance with California Government Code section 16.5 and Civil Code section 1633.7.
(SIGNATURES ON NEXT PAGE)
IN WITNESS WHEREOF, the parties hereto have executed this contract on this date of
FOR CONTRACTOR:
C
Print Name & Title
Date:
FOR CITY OF SANTA CLARITA:
KENNETH W. STRIPLIN, CITY MANAGER
IM
City Manager
Date:
APPROVED AS TO FORM:
JOSEPH M. MONTES, CITY ATTORNEY
City Attorney
Date:
IF CORPORATION:
By:
Print Name & Title
Date:
Fringe Benefit Statement
Contract/Proposal No:
Project Name:
Date:
INSTRUCTIONS: Fringe Benefit rates can be used for checking payrolls or applied to Force Account work which may
be done on the above contract the hourly rates for fringe benefits, subsistence and/or travel allowance payment (as
required by collective bargaining agreements) made for employees on the various classes of work are tabulated below.
THIS DOCUMENT CONTAINS PERSONAL INFORMATION AND, PURSUANT TO CIVIL CODE 1796.21, IT SHALL
BE KEPT CONFIDENTIAL IN ORDER TO PROTECT AGAINST UNAUTHORIZED DISCLOSURE.
Classification:
Effective Date:
Subsistence or Travel Pay:
Health and Welfare
$
Trust Fund Paid to:(Name)
Address:
Pension
$
Trust Fund Paid To:(Name)
Address:
Vacation/Holiday
$
Trust Fund Paid to:(Name)
Address:
Training
$
Trust Fund Paid To:(Name)
Address:
Other
$
Trust Fund Paid To:(Name)
Address:
Classification:
Effective Date:
Subsistence or Travel Pay:
Health and Welfare
$
Trust Fund Paid to:(Name)
Address:
Pension
$
Trust Fund Paid To:(Name)
Address:
Vacation/Holiday
$
Trust Fund Paid to:(Name)
Address:
Training
$
Trust Fund Paid To:(Name)
Address:
Other
$
Trust Fund Paid To:(Name)
Address:
Classification:
Effective Date:
Subsistence or Travel Pay:
Health and Welfare
$
Trust Fund Paid to:(Name)
Address:
Pension
$
Trust Fund Paid To:(Name)
Address:
Vacation/Holiday
$
Trust Fund Paid to:(Name)
Address:
Training
$
Trust Fund Paid To:(Name)
Address:
Other
$
1 Trust Fund Paid To:(Name)
Address:
Supplemental statement must be submitted during the progress of work should a change in rate of any of the classifications be made.
I CERTIFY THAT THE FRINGE BENEFIT PAYMENTS ARE MADE TO THE APPROVED PLANS, FUND OR PROGRAMS LISTED ABOVE.
City of Santa Clarita Form HC-50 FIBS
(Contractor/Subcontractor) By (Name and Title) Signature
SECTION D
Exhibits
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
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.
Phase
Monthly Maintenance Cost Annual Maintenance Cost
1
LIVID Zone 32 —
Ph 1
$
x12 mo
$
2
LIVID Zone 32 —
Ph IA
$
x12 mo
$
3
LIVID Zone 32 —
Ph II
$
x12 mo
$
4
LIVID Zone 32 —
Ph 11 East
$
x12 mo
$
5
LIVID Zone 32 —Vista
Canyon Boulevard
$
x12 mo
$
6
LMD Zone 32 —Vista
Canyon Bridge
$
x12 mo
$
7
LIVID Zone 32 —
Cloyd Slope
$
x12 mo
$
8
LIVID Zone 32 —
Rose Garden
$
x12 mo
$
Total (add lines in Column B) $
Total proposed amount annually, in legibly printed words:
EXHIBIT 1131: ADDITIONAL PRICING
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clorito, California
Do NOT include this pricing in the cost of your bid response.
Pricing and Billing Schedule Detail
Hourly labor rates to be used in performing the work required in the specifications for annual
landscape maintenance. These rates will not be used in evaluating the bid, but shall be used in
evaluating cost estimates for "additional" or "extra" work requested by the City under this contract
when applicable.
Extra/Additional work by the CONTRACTOR, shall not exceed the D labor rates as listed below:
Skill Level Hourly Cost After -Hour Emergency
(Based on DIR Published Rates)
Irrigation Laborer $ per hour $ per hour
Landscape Laborer $ per hour $ per hour
QAC/QAL Herbicide and
Pesticide Applicator $ per hour $ per hour
Please fill in the hourly cost for services based on the appropriate DIR cost.
Please initial to verify acknowledgement of labor rates (initial)
EXHIBIT 132: ADDITIONAL PRICING CONTINUED
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
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 (per section 18.01.e), 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
1 each
(5) Five
(1) gallon shrub.
5
Price for Installation of five
1 each
(5) Five
(5) gallon shrub.
6
Price for Installation of
leach
(5) Five
fifteen (15) gallon shrub.
7
Price for Installation of
1 each
(5) Five
fifteen (15) gallon tree.
8
Price for installation of
twenty-four inch (24-inch)
1 each
(2) Two
box tree.
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
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-21-22-41
Landscape Maintenance of Zone 32
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?
*Attach additional pages as necessary.
EXHIBIT E: DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarita, California
The City of Santa Clarita has adopted a Disadvantaged Business Enterprise (DBE) Program to support federally funded procurements. The City strongly encourages
the participation of small and Disadvantaged Business Enterprises in its federally funded projects and this site is intended to provide assistance to such
businesses. Listed below are the names and locations of the places of business of each subcontractor, supplier, and vendor who will perform work or labor or
render service in excess of/: of 1 percent, or $10,000 (whichever is greater) of the prime contractor's total bid: DBE status, age of firm and annual gross receipts
are required if sub -contractor is participating as a DBE. If no Subcontractors will be used fill out the form with NA. Please add additional sheets if needed.
Subcontractor
DIR Registration No.
Dollar Value of Work
Age of firm:
°C�Yes
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor
DIR Registration No.
Dollar Value of Work
Age of firm:
IN
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
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
NOTE: A contractor or subcontractor shall not be qualified to propose on, be listed in a proposal, subject to the requirements of Section 4104 of the Public
Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform
public work pursuant to Section 1725.5 ofthe Labor Code. It is not a violation ofthis section for an unregistered 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-21-22-41
Landscape Maintenance of Zone 32
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
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarita, California
Provide information on any and all applicable crewmembers. This includes the supervisor, crew foreman,
certified arborist (if applicable), Recycled Water Users Site Supervisor, chemical applicator, irrigation specialist,
etc.
1. Name Job Title
License/Certificates
2. Name Job Title
License/Certificates
3. Name
License/Certificates
4. Name
License/Certificates
5. Name
License/Certificates
Job Title
Job Title
Job Title
6. Name Job Title
License/Certificates
7. Name Job Title
License/Certificates
EXHIBIT G1 (continued)
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarita, California
8. Name Job Title
License/Certificates
9. Name
License/Certificates
10. Name
License/Certificates
11. Name
License/Certificates
Job Title
Job Title
Job Title
12. Name Job Title
License/Certificates
13. Name
License/Certificates
14. Name
License/Certificates
Job Title
Job Title
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2 (a)
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
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
Crews #i
Crewmem ber Title
Qty_ of Weekly Hours
Crewmember Title
Qty- of Weekly Hours
Crewmem ber Title
Qty- of Weekly Hours
CrewmemberTitle
Qty- of Weekly Hours
Crewmember Title
Qty- of Weekly Hours
Crew) #2
Crewmember Title
Qty- 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
Qty- of Weekly Hours
Specialty Positions
Crewmember Title
Qty- of Weekly Hours
t rewmem ber Title
Qty- of Weekly Hours
Specialty Positions
Crewmem ber Title
Qty- of Weekly Hours
"rewmem ber Title
Qty- of Weekly Hours
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2 (b)
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
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 Title
Qty_ of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
Crewmember Title
Qty. of Weekly Hours
Crewmem ber Title
Qty. of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
Crew 42
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
Crewmember Title
Qty_ of Weekly Hours
Specialty Positions
Crewmember Title
Qty. of Weekly Hours
C rewmem ber Title
Qty. of Weekly Hours
Specialty Positions
CrewmemberTitle
Qty_ of Weekly Hours
Crewmem ber Title
Qty. of Weekly Hours
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2 (c)
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
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 Tilde
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
Crewmem ber Title
Qty_ of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
Specialty Positions
Crewmem ber Title
Qty. of Weekly Hours
Crewmem ber Title
Qty. of Weekly Hours
Specialty Positions
Crewmem ber Title
Qty_ of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2 (d)
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarita, California
Supervisors
Crea+rmem ber Title Qty- of Weekly Hours
Crewmember Title Qty- of Weekly Hours
Crewmem ber Title Qty- of Weekly Hours
Crew #i
Crewmem ber Titl
Qty_ of Weekly Hours
Crewmem ber Title Qty_ of Weekly Hours
Crewmember Title Qty- of Weekly Hours
Crewmem ber Title Qty- of Weekly Hours
Crewmem ber Title Qty_ of Weekly Hours
C rew 42
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
Crewmember Title Qty- of Weekly Hours
Specialty Positions
Crewmem ber Title Qty- of Weekly Hours
Crewmember Title Qty- of Weekly Hours
Specialty Positions
Crewmem ber Title Qty- of Weekly Hours
Crewmem ber Title Qty- of Weekly Hours
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2 (e)
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
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 Title
Qty_ of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
Crewmember Title
Qty. of Weekly Hours
Crewmem ber Title
Qty. of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
Crew 42
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
Crewmember Title
Qty_ of Weekly Hours
Specialty Positions
Crewmember Title
Qty. of Weekly Hours
C rewmem ber Title
Qty. of Weekly Hours
Specialty Positions
CrewmemberTitle
Qty_ of Weekly Hours
Crewmem ber Title
Qty. of Weekly Hours
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2 (f)
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
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 Title
Qty_ of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
Crewmember Title
Qty. of Weekly Hours
Crewmem ber Title
Qty. of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
Crew 42
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
Crewmember Title
Qty_ of Weekly Hours
Specialty Positions
Crewmember Title
Qty. of Weekly Hours
C rewmem ber Title
Qty. of Weekly Hours
Specialty Positions
CrewmemberTitle
Qty_ of Weekly Hours
Crewmem ber Title
Qty. of Weekly Hours
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2 (g)
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarita, California
Supervisors
Crewmember Title
Qty_ of Weekly Hours
Crewmember Title
Qty_ of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
Crew #i
Crewmem ber Title
Qty_ of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
Crewmember Title
Qty. of Weekly Hours
Crewmem ber Title
Qty. of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
Crew 42
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
Crewmember Title
Qty_ of Weekly Hours
Specialty Positions
Crewmember Title
Qty. of Weekly Hours
C rewmem ber Title
Qty. of Weekly Hours
Specialty Positions
CrewmemberTitle
Qty_ of Weekly Hours
Crewmem ber Title
Qty. of Weekly Hours
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2 (h)
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
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 Title
Qty_ of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
Crewmember Title
Qty. of Weekly Hours
Crewmem ber Title
Qty. of Weekly Hours
Crewmem ber Title
Qty_ of Weekly Hours
Crew 42
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
Crewmember Title
Qty_ of Weekly Hours
Specialty Positions
Crewmember Title
Qty. of Weekly Hours
C rewmem ber Title
Qty. of Weekly Hours
Specialty Positions
CrewmemberTitle
Qty_ of Weekly Hours
Crewmem ber Title
Qty. of Weekly Hours
*Attach additional pages as necessary for additional personnel.
EXHIBIT H: EQUIPMENT REQUIREMENTS
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
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
• Irrigation milliamp multimeter
• 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-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarita, California
Provide information on the certified arborist, chemical applicator, irrigation specialist, crew foreman, Recycled Water
Users Site Supervisor, including name, certification and whether staff or subcontractor. Additionally include:
o Proof of Contractor's License (license number will suffice)
o C27 License
o WeatherTrak irrigation manager, flow manager and OptiFlow training completion
10.
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF PROPOSAL SPECIFICATIONS
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
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 Zones 32 —Vista Canyon Ranch. 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-21-22-41
Landscape Maintenance of Zone 32
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: Date:
Printed Name:
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
MAR
APR
MAY
RUN
XL
AUG
5EP
OCT
NOV
DEC
Trash Qean-w
Da
Da
Dedy
De
Daiki
Da 4
Da dy
Da iY
Dady
Daly
DRdy
Dai
Paseer C*arrup
Doty
Daty
Dady
Da ity
I C7a
DaOy
IDadyDsihi
Dady
IDaly'
DEWY
IDaty
Weed EYf"acn beMew Pam Cracks
WeWy
Wee
Wee
Wee
Week
Week
We
WeW
Weak
Week
Weelti
Weektv
�mrpprg as pried pBer& -use for mulch g on-ade�
(NCyClaWW ysMtej
Mon
Mon
WLlMll
Mordh
Math
M]Mh
Mlfnitl
Mann
Mann
Man
CIi
Monft
Mine"
'Man
Month{y
Month
Mari
Mrftiv
UorMhr
Marftly
Man1h1v
Month
Mort
Mon
&"ft
FUM&V (Tul - If passii W Mral a firal then geed 8
AS
As
As
AS
AS
As
S
As
AS
AS
As
AS
lop a-"* as,
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Needed'
So+l Rie+rov aikn
AS
s
s
s
Needed
Needed
Needed.
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Add Sol Amendments in E�tng Plarhts
As
As
As
As
As
As
As
As
As
As
As
As
Needed
Needed
Needed
Needed
Needed.
Needed
Needed.
Needed
Needed
Needed
Needed
Needed
Pe rod is
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
C�111111■■■■1■1■
------------
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CON
ATTACHMENT C
INVENTORY LISTS
Inventory List: Zone 32 Vista Canyon Ranch — Ph I
Item #
Description
Approximate
Square
Footage
Estimated
Quantity
1
Median shrub area
25,639
2
Parkway shrub area
26,327
3
Slope landscape area
18,625
4
Controller enclosures
1
5
Controllers
1
6
Backflow devices
N/A
7
Electric meters
1
8
Trees
281
9
Irrigation stations
55
Inventory List: Zone 32 Vista Canyon Ranch — Ph IA
Item #
Description
Approximate
Square
Footage
Estimated
Quantity
1
Median shrub area
1,415
2
Parkway shrub area
2,362
3
Slope landscape area
24,126
4
Controller enclosures
N/A
5
Controllers
N/A
6
Backflow devices
N/A
7
Electric meters
N/A
8
Trees
22
9
Irrigation stations
5
Inventory List: Zone 32 Vista Canyon Ranch — Ph II
Item #
Description
Approximate
Square
Footage
Estimated
Quantity
1
Median shrub area
1,782
2
Parkway shrub area
17,187
3
Parkway turf area
5,797
4
Controller enclosures
1
5
Controllers
1
6
Backflow devices
N/A
7
Electric meters
1
8
Trees
67
9
Irrigation stations
11
Inventory List: Zone 32 Vista Canyon Ranch — Ph II East
Item #
Description
Approximate
Square
Footage
Estimated
Quantity
1
Median shrub area
6,224
2
Parkway shrub area
35,462
3
Controller enclosures
N/A
4
Controllers
N/A
5
Backflow devices
N/A
6
Electric meters
N/A
7
Trees
74
8
Irrigation stations
14
Inventory List: Zone 32 Vista Canyon Ranch — Vista Canyon Boulevard
Item #
Description
Approximate
Square
Footage
Estimated
Quantity
1
Median shrub area
4,982
2
Parkway shrub area
8,803
3
Controller enclosures
N/A
4
Controllers
N/A
5
Backflow devices
N/A
6
Electric meters
N/A
7
Trees
108
8
Irrigation stations
20
Inventory List: Zone 32 Vista Canyon Ranch — Vista Canyon Bridge
Item #
Description
Approximate
Square
Footage
Estimated
Quantity
1
Raised planter landscape area
5,368
2
Slope landscape area
54,460
3
Controller enclosures
1
4
Controllers
1
5
Backflow devices
N/A
6
Electric meters
1
7
Trees
55
8
Irrigation stations
20
Inventory List: Zone 32 Vista Canyon Ranch — Cloyd Slope
Item #
Description
Approximate
Square
Footage
Estimated
Quantity
1
Slope landscape area
49,276
6
Controller enclosures
1
7
Controllers
1
8
Backflow devices
N/A
9
Electric meters
1
10
Trees
57
11
Irrigation stations
17
Inventory List: Zone 32 Vista Canyon Ranch — Rose Garden
Item #
Description
Approximate
Square
Footage
Estimated
Quantity
1
Shrub area
9,540
2
Turf area
7,465
3
Roses
23
4
Trash receptacles
1
5
Dog bag dispensers
1
6
Bike rack
1
7
Benches
9
8
Table/bench
1
9
Concrete pavers
1,075
10
Concrete walk
2,200
11
Fountain
By others
12
Monument sign
By others
13
Controller enclosures
1
14
Controllers
1
15
Backflow devices
N/A
16
Electric meters
1
17
Trees
19
18
Irrigation stations
8
ATTACHMENT D - MAPS AND PLANS
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarita, California
ICA
LMD Zone 32
LANDSCAPE
MAINTENANCE
Legend
m: LMD Zone Boundary
ti = Parcel Outlines
Building Footprints
Landscapes
Median Shrub
Parkway (Irrigated)
Parkway Turf
Park Area
® Slope Landscape (Irrigated)
Patel Date. Copyngbt Feb,, 2022,
Parcel Ouest & County of LosAngeles.
All rigbG rese"d
Street centerlines tleyelopbd & mai nt—bd
by Qty of Santa Clari[a GIS
0\PRO—S-22032-W,ta Canyon LM Dt220322bl b,
O� 9&NTA 0<O<
FoIII I.•"�> U
e� ueM i
LMD Zone 32
Phase I
LANDSCAPE
MAINTENANCE
Legend
LMD Zone Boundary
Parcel Outlines
Building Footprints
Landscapes
Median Shrub
Parkway (Irrigated)
Slope Landscape (Irrigated)
Other Landscape Phase
Pe2el Date. copyngbt Febn,ery 2022,
Parcel Quest & County of —Angeles.
All rigbG rb,b bd
Street cbntb,I,nb, tleyelopbd & mb,ntb,nbd
by Qty of Santa Clb,,tb GIS
0\PR0J—S s220322blW,t CanyonL Df220322bl b,
io gANT� �
F
e r yeM i
LMD Zone 32
Phase I A
LANDSCAPE
MAINTENANCE
Legend
LMD Zone Boundary
Parcel Outlines
Landscapes
Median Shrub
Parkway (Irrigated)
Slope Landscape (Irrigated)
Other Landscape Phase
N
A
50 25 0 50 Feet
Parcel Data' copyngbt Feb,- 2022,
Parcel Ouest & County of LosAngeles.
All rigbG rese"d
Street centzbines tleyelopbd & mai nt—bd
by Qty of Santa Clari[a GIS
Q\PRO—S-22032-W,ta Canyon LM Dt220322e1 b,
o gANTq �
R
G
er ycM ti
LMD Zone 32
Phase II
LANDSCAPE
MAINTENANCE
Legend
LMD Zone Boundary
Parcel Outlines
Building Footprints
Landscapes
Median Shrub
Parkway (Irrigated)
Parkway Turf
Other Landscape Phase
N
A
100 50 0 100 Feet
Parcel Data' copyngbt Feb,- 2022,
Parcel Ouest & County of LosAngeles.
All rigbG rese"d
Street centzbines tleyelopbd & mai nt—bd
by Qty of Santa Clari[a GIS
Q\PRO—S-22032-W,ta Canyon LM Dt220322e1 b,
F;o S&NTA C�
U
er yeM f
LMD Zone 32
Phase II East
LANDSCAPE
MAINTENANCE
Legend
LMD Zone Boundary
Parcel Outlines
Building Footprints
Landscapes
JA Median Shrub
Parkway (Irrigated)
Other Landscape Phase
N
A
100 50 0 100 Feet
Parcel Data' copyngbt Feb,- 2022,
Parcel Ouest & County of L,,Angeles.
All rigbG rese"d
Street centzbines tleyelopbd & mai nt—bd
by Oty of Santa Clari[a GIS
Q\PRO—S-22032-W,ta Canyon LM D\220322e1 b,
o gANT� �
R
G
e r ycM i
LMD Zone 32
Vista Canyon
Boulevard
LANDSCAPE
MAINTENANCE
Legend
LMD Zone Boundary
Parcel Outlines
Landscapes
Median Shrub
Parkway (Irrigated)
Other Landscape Phase
N
A
100 50 0 100 Feet
Parcel Data' copyngbt Feb,- 2022,
Parcel0111 & County of LoSArlgelb,
All"gbG rbb bd
Street centerlines dbvelopbd & mai nt—bd
by Qty of Santa Clari[a GIS
Q\PRO—S-220322el—b Canyon LMDt220322bl b,
yo gANTq �
� Y
e r ycM i
LMD Zone 32
Vista Canyon
Bridge
LANDSCAPE
MAINTENANCE
Legend
LMD Zone Boundary
Parcel Outlines
Landscapes
Parkway (Irrigated)
Slope Landscape (Irrigated)
Other Landscape Phase
N
A
100 50 0 100 Feet
Parcel Data' copyngbt Feb,- 2022,
Parcel Ouest & County of LosAngeles.
All rigbG rese"d
Street centzbines dbvelopbd & mai nt—bd
by Qty of Santa Clari[a GIS
Q\PRO—S-22032-W,ta Canyon LM Dt220322e1 b,
I
R
G
f
4O raowMB
LIVID Zone 32
Cloyd Slope
LANDSCAPE
MAINTENANCE
Legend
LMD Zone Boundary
Parcel Outlines
Building Footprints
Landscapes
Slope Landscape (Irrigated)
Other Landscape Phase
N
A
100 50 0 100 Feet
Parcel Data' copyngbt Feb,- 2022,
Parcel Ouest & County of LosAngeles.
All rigbG rese"d
Street centzbines tleyelopbd & mai nt—bd
by Qty of Santa Clari[a GIS
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LMD Zone 32
Rose Garden
LANDSCAPE
MAINTENANCE
Legend
LIVID Zone Boundary
Parcel Outlines
Building Footprints
Landscapes
Park Area
Other Landscape Phase
100 50 0 100 Feet
Parcel Data' copyngbt Feb,- 2022,
Parcel Ouest & County of LosAngeles.
All rigbG rese"d
Street centzbines tleyelopbd & mai nt—bd
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Q\PR0—S-22032-W,ta Canyon LM Dt220322e1 b,
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ATTACHMENT E
RFP # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarita, California
2022 Holiday Schedi
New Year's Day Friday, December 31
Martin Luther King Jr. Day Monday, January 17
President's Day Monday, February 21
Memorial Day Monday, May 30
Independence Day Monday, July 4
Labor Day Monday, September 5
Veterans Day Friday, November 11
Thanksgiving Day Thursday, November 24
Day after Thanksgiving Friday, November 25
112 Gay for Christmas Eve Friday, December 23
Christmas Day Monday, December 26
112 Gay for New Year's Eve Friday, December 30
New Year's Day Monday, January 2
Proposal For Landscape
Maintenance
Zone 32
Proposal #LMD-21-22-41
Name: Dave Colburn
Sign: Z/)az - �' u
Date: June 7, 2022
tl.
f
��
Stay Green Inc.
The Natural Choice
For Professional Landscape Services
26415 Summit Circle, Santa Clarita, CA 91350 • (800) 858-5508 • w-vvw.staygreen.com
Response File
PROPOSAL LMD-21-22-41
Landscape Maintenance of Zone 32
Introduction: Staygreen INC. formally submits this proposal for landscape maintenance services for LIVID
Zone 32.
Background: Staygreen INC has been in business for over 50 years, and is a leading company in the
landscape industry. We are proud of our long standing history of work with the City Of Santa Clarita. Our
vast resources and experience with LIVID work allow us to most effectively service the needs of the City.
Scope Of Work: Per completion of construction of the zone, Staygreen INC proposes two visits to Zone
32 per week, with 4 crew per visit. The crew will mow weekly in the summer, bi-weekly in the winter as
per the specs of the contract. Crew will blow all sidewalk areas weekly, and focus on weed control, and
pruning on each visit. Fertilizer will be applied per signed city proposals. Crew and irrigation tech will
report any issues with the landscaping directly to the production manager and account manager so the
city will be aware of them. Both an Account Manager and Production Manager will be in charge of the
crew in this LMD Zone to assure that all requirements are met for landscape services.
Schedule: As stated above, 4 men, two visits per week for 4 hours each visit. We will mow bi-weekly in
the winter and fall, which is the season for winter pruning. Manpower used for mowing will be used for
mulching and seasonal maintenance.
Personnel, Equipment, and Facilities: All of our employees are trained in the safe and efficient use of
power equipment, and all required landscape maintenance tools to be used in this Zone. Our irrigation
techs are all irrigation tech certified and go through extensive training annually. All are Weathertrak
Certified as well and proficient in use of the Pro 3 timer. We will provide all equipment necessary for
maintenance of this LIVID Zone as spelled out in the RFP.
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarito, 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.
Phase
Monthly Maintenance Cost Annual Maintenance Cost
1
LIVID Zone 32 —
Ph 1
$1 ,000
x12 mo
$ 12,000
2
LIVID Zone 32 —
Ph IA
$ 500
x12 mo
$ 6 000
3
LIVID Zone 32 —
Ph 11
$500
x12 mo
$6,000
4
LIVID Zone 32 —
Ph 11 East
$500
x12 mo
$ 6,000
5
LIVID Zone 32 —
Vista Canyon Boulevard
$ 500
x12 mo
$ 6,000
6
LIVID Zone 32 —
Vista Canyon Bridge
$ 750
x12 mo
$ 9,000
7
LIVID Zone 32 —
Cloyd Slope
$ 750
x12 mo
$ 9, 000
8
LIVID Zone 32 —
Rose Garden
$ 600
x12 mo
$ 7,200
Total (add lines in Column B) $ 61,200.00
Total proposed amount annually, in legibly printed words: Sixty one thousand, two hundred
dollars and zero cents.
EXHIBIT 131: ADDITIONAL PRICING
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
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 $ 60 per hour
Landscape Laborer $ 45 per hour
QAC/QAL Herbicide and
Pesticide Applicator $ 60 per hour
Please fill in the hourly cost for services based on the appropriate DIR cost.
Please initial to verify acknowledgement of labor rates DC (initial)
$ 90 per hour
$ 67.5ger hour
$ 90 per hour
EXHIBIT B2: ADDITIONAL PRICING CONTINUED
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarito, 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
.07
500 sq. ft.
35
landscape with turf.
2
19
Price for maintenance of
1 square foot
.0190
1000 sq. ft.
landscape with trees, shrubs,
and ground cover.
3
.0190
9.50
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 (per section 18.01.e), 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
15
75
Price for Installation of one
1 each
(5) Five
(1) gallon shrub.
5
48
240
Price for Installation of five
1 each
(5) Five
(5) gallon shrub.
6
128
640
Price for Installation of
leach
(5) Five
fifteen (15) gallon shrub.
215
1,075
Price for Installation of
1 each
(5) Five
fifteen (15) gallon tree.
8
Price for installation of
475
950
twenty-four inch (24-inch)
1 each
(2) Two
box tree.
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarito, 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 at this time.)
2) In the year of 2020, what was the longest stretch of days worked without an accident in the
landscape maintenance division?
365 days
3) Please provide any sustained complaints made to your company within the past four (4) years to
Cal -OSHA.
N/A
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.
N/A
Proactive Approach — Zone 32
Stay Green INC is without a doubt the best choice for the landscape maintenance of Santa Clarita LIVID
Zone 32. In business for over 50 years in the Santa Clarita Valley, Stay Green INC has extensive
experience in maintaining LIVID zones. Especially new ones. Our vast knowledgebase is unsurpassed, and
invaluable to both the LIVID, and the city of Santa Clarita and its residents. This background knowledge
and experience cannot be understated, as this zone is high visibility. In addition to the knowledge base
of our field staff, or managerial staff has decades of combined knowledge of managing LIVID zones and
their many intricacies. Knowing the high profile of this zone, and the eyes that are on them at all times
means that presentation must always be at the forefront of everything we do. Stay Green INC prides
itself in providing the highest quality standards, at with the most skilled employees in the industry. We
constantly train all our employees in OSHA and ANSI safety standards by holding weekly safety tailgate
meetings and a yearly equipment training. These meetings for the crew that maintain this zone are
specifically tailored for their unique working environment. Our vehicles are outfitted with the correct
markings, lighting and safety precautions that meet or exceed the City's public works/traffic
requirements. All of our employees are trained annually on chemical application, and are certified spray
technicians. All crew leaders and irrigation techs are supplied with the most current smartphones with
the ability to call/text information at any time. In addition, they all have the Weathertrak app installed
for use at any time. Our irrigation techs go through annual training on all aspects of irrigation design,
installation, and repair. They are also well versed in all irrigation controller types, and management, and
are certified Weathertrak operators with more than 20 years of experience between them. Our strong
management staff includes an Account Manager and a production manager, that constantly see this
area and keep eyes on potential problems before they become one. Our constant presence in the SCV at
any given time, and our well trained staff gives us the ability to react fast to any situation. We are well
versed and experienced in managing the many events like city marathons and other random events that
often times require lighting fast reaction to close backflows, and or adjust timers to accommodate them.
We believe that these qualities best suit Stay Green to provide the City with the best possible service
and continued impeccable maintenance for Zone 32 for years to come.
EXHIBIT E: DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarita, California
The City of Santa Clarita has adopted a Disadvantaged Business Enterprise (DBE) Program to support fed era Ilyfunded procurements. The City strongly encourages
the participation of small and Disadvantaged Business Enterprises in its federally funded projects and this site is intended to provide assistance to such
businesses. Listed below are the names and locations of the places of business of each subcontractor, supplier, and vendor who will perform work or labor or
render service in excess of/: of 1 percent, or $10,000 (whichever is greater) ofthe prime contractor's total bid: DBE status, age offirm and annual gross receipts
are required if sub -contractor is participating as a DBE. If no Subcontractors will be used fill out the form with NA. Please add additional sheets if needed.
Subcontractor
N/A
DIR Registration No.
Dollar Value of Work
Age of firm:
°C�Yee 4G
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor
N/A
DIR Registration No.
Dollar Value of Work
Age of firm:
PPF- Yee IS
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor
N/A
DIR Registration No.
Dollar Value of Work
Age of firm:
PPF- Yee IS
Annual Gross Receipts:
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
NOTE: A contractor or subcontractor shall not be qualified to propose on, be listed in a proposal, subject to the requirements of Section 4104 of the Public
Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform
public work pursuant to Section 1725.5 ofthe Labor Code. It is not a violation ofthis section for an unregistered 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 ofthe Labor Code at the time the contract is awarded.
EXHIBIT F: REFERENCES
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarito, 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.
Type text here
1. County of Los Angeles
Name and Address of Owner /Agency
Juataun Mark (213)410-7575
Name and Telephone Number of Person Familiar with Project
$52,692.00 Landscape Maintenance
Ongoing
Contract Amount Type of Work Date Started
Date Completed
2. City of Simi Valley
Name and Address of Owner /Agency
Christopher Parker (805)583-6413
Name and Telephone Number of Person Familiar with Project
$449,581.00 Landscape Maintenance
Ongoing
Contract Amount Type of Work Date Started
Date Completed
I City of Burbank
Name and Address of Owner /Agency
Daniel Zacariaz (818)238-3800
Name and Telephone Number of Person Familiar with Project
$478,333.00 Landscape Maintenance
Ongoing
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:
Lockton Insurance Companies Inc.
EXHIBIT G1
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarita, California
Provide information on any and all applicable crewmembers. This includes the supervisor, crew foreman,
certified arborist (if applicable), Recycled Water Users Site Supervisor, chemical applicator, irrigation specialist,
etc.
1. Name Dave Colburn
Job Title Account Manager
License/Certificates QAL, Irrigation Technician Certification, OSHA Certified, Weathertrak Certified
2. Name Eleazar Gallardo Job Title Production Manager
License/Certificates QAL, Irrigation Technician Certification, OSHA Certified, Weathertrak Certified
3. Name Sean McCormick Job Title Arborist
License/Certificates Certified Arborist #WE-13274A
4. Name Dario Guzman
Job Title Crew Leader
License/certificates Irrigation Technician Certification, Spray Tech Certified, Weathertrak Certified
5. Name Carlos Lopez
Job Title Gardener
License/certificates Irrigation Technician Certification, Spray Tech Certified, Weathertrak Certified
6. Name Jose Sanchez
Job Title Gardener
License/certificates Irrigation Technician Certification, Spray Tech Certified, Weathertrak Certified
7. Name Raul Job Title Gardener
License/Certificates Irrigation Technician Certification and Weathertrak Certified
EXHIBIT G1 (continued)
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarito, California
8. Name Jose Romero Job Title Irrigation Tech
License/certificates Irrigation Technician Certification, Weathertrak Certified
9. Name Jesus Alanls
Job Title Spray Tech
License/Certificates QAL and Spray Tech Certified
10. Name
License/Certificates
11. Name
License/Certificates
12. Name
License/Certificates
Job Title
Job Title
Job Title
13. Name Job Title
License/Certificates
14. Name Job Title
License/Certificates.
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2 (a)
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarito, California
supervisors
Crewmember Title Account Manager Qty- Df Weekly Hours 1
CrewmemberTitle Production Manager Qty- of Weekly Hours -5
Crewmem ber Title Certified Arborist Qty- of Weekly Hours -5
Crewmember Titfle Crewleader Qty. of Weekly Hours 8
Crewmember Title Gardener Qty. of Weekly Hours 8
Crewmember Title Gardener Qty- of Weekly Hours 8
Crewmember Title Gardener Qty. of weekly Hours 8
CrewmemberTitle Irrigation Tech
Caesar #2
City- of Weekly Hours 2
Crewmember Title Qty- of weekly Hours
Crewmem ber Title City- of weekly Hers
Crewmember Title
Crewmember Title
Crewmember Tine
Specialty Positions
Qty- of weekly Hours
Qty- of weekly Hours
Qty- of weekly Hours
CrewmemberTWe Qty- of weekly Hours
Crewmember Title Qty. of weekly Hours
Specialty Positions
Crewmem ber Title Qty- of weekly Hours
Crewmember Title City. of weekly Hours
*Attach additional pages as necessary for additional personnel.
EXHIBIT H: EQUIPMENT REQUIREMENTS
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarito, 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
• Irrigation milliamp multimeter
• 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 - DC (initial)
EXHIBIT I: CERTIFICATIONS
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clarito, California
Provide information on the certified arborist, chemical applicator, irrigation specialist, crew foreman, Recycled Water
Users Site Supervisor, including name, certification and whether staff or subcontractor. Additionally include:
o Proof of Contractor's License (license number will suffice)
o C27 License
o WeatherTrak irrigation manager, flow manager and OptiFlow training completion
1. Sean McCormick- Certified Arborist #WE-13274A
Z. Jesus Alanis - QAL and Spray Tech Certification
3 Jose Sanchez - Irrigation Tech and Weathertrak
4. Dario Guzman - Crew Leader, Irrigation Tech and Spray Tech Certification
5 Dave Colburn - Recycled Water Site Supervisor
6. *License and Certifications on the following pages.
7.
s.
9
10.
Stay Green Inc.
The trrcrai Ll�ar�r
Attachment #1
�Ca STATE LICENS BOARD
ACTIVE LICENSE
346620 CORP
STAY - GREEN INC
•� .•. C27 C611D49
12131 /2022 vww cslb ca gov 99
Stay Green Inc.
26415 Summit Circle, Santa Clarita, CA 913500 (800) 858-5508 0(661) 291-2800 • Fax: (661) 705-2089
www.StayGreen.com C-27, C-61 License #346620
herT
0 ) 1.0;�
� HY droPoint
We
a Jr,
berphy certify thiat
Dare Colburn
Star Green Inc
has successfully. completed
RAK OptiFlow Training
Chris Spain
Chief Executive O Icer
i i t
Trairing Manager
Attachment #3
� HydroPoint'
We
M Jr,
berphy certify thiat
Dare Colburn
Star Green Inc
has successtully completed
Basic WeatherTRAK System Introduction
Chris Spain
Chief Executive O icer
_4 .,
TrairingManager
Attachment #4
CE1?rh=ICA rE of COMPLETION
LOS ANGELES COUNTY
SANITATION DISTRICTS
Converting Waste Into Resources
RECYCLED WATER USERS
SITESUPERYISOR TRAINING PROGRAM
THIS CERTIFICATE ACKNOWLEDGES THAT
Dave Co Churn
(Name)
Has Completed the Above Training/Educational Program and Has Earned
3.0 Contact Hours
-gpril27, 2022
Signature of Course Instructor Date of Completion
This Certificate of Completion is issued by the County Sanitation Districts of Los Angeles County.
This certificate is not an endorsement or certificate by CINEA of the training program or organization.
This certificate is approved and recognized by the California Department of Public Health for the
Registered Environmental Health Specialist Program (Registered Provider #LACEH0027)
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF PROPOSAL SPECIFICATIONS
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
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 Zones 32 —Vista Canyon Ranch. 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: Da,_-e, Date: 6/8/2022
*Estimator's Signature: k0-b(&k Date: 6/8/2022
*Owner's Signature: A Date: 6/8/22
*All three signatures required
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
PROPOSAL # LMD-21-22-41
Landscape Maintenance of Zone 32
City of Santa Clorito, 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 01 11 85 or 88. The amount of insurance set forth above will be a combined single limit per
occurrence for bodily injury, personal injury, and property damage for the policy coverage. Automobile
coverage will be written on ISO Business Auto Coverage Form CA 00 0106 92, including symbol 1 (Any
Auto). Liability policies will be endorsed to name CITY, its officials, and employees as "additional
insureds" under said insurance coverage and to state that such insurance will be deemed "primary" such
that any other insurance that may be carried by CITY will be excess thereto. Such endorsement must be
reflected on ISO Form No. CG 20 10 1185 or 88, or equivalent. Such insurance will be on an
"occurrence," not a "claims made," basis and will not be cancelable or subject to reduction except upon
thirty (30) days prior written notice to CITY.
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: D`� � Date: 6/8/2022
Printed Name: Dave Colburn
'09�
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■
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*� weekly in both areas on
. • map.
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weekly breakdown
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in both areas.
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