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Home My WebLink About2022-12-13 - AGENDA REPORTS - PARKS LANDSCAPE MAINT CONTRAgenda Item: 11 1. CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL: 1 DATE: December 13, 2022 SUBJECT: CONTRACT FOR PARKS LANDSCAPE MAINTENANCE DEPARTMENT: Neighborhood Services PRESENTER: Susan Nelson RECOMMENDED ACTION City Council: Award a two-year contract to Stay Green, Inc., to provide landscape maintenance services to nine City parks (Northbridge Park, Chesebrough Park, David March Park, Pacific Crest Park, Fair Oaks Park, Copper Hill Park, Duane Harte Park at River Village, Golden Valley Park, and West Creek Park) for an annual base amount of $372,156, and approve up to an additional $55,823 annually in contract expenditure authority to allow the contractor to perform as -needed repairs or replacements for a total contract amount not to exceed $855,958. 2. Authorize a one-time appropriation for Fiscal Year 2022-23 in the amount of $22,071 and an on -going appropriation of $39,522 from the Areawide Fund 367 to account 3677307-516110, to support recurring landscape maintenance service 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. Page 1 Packet Pg. 182 BACKGROUND The City of Santa Clarita (City) Parks Division maintains 36 developed parks. Currently, nine City parks are maintained by a contractor, who performs maintenance on a weekly basis. These parks include Northbridge, Chesebrough, David March, Pacific Crest, Fair Oaks, Copperhill, Duane Harte at River Village, Golden Valley, and West Creek Parks. The contractor is responsible for maintaining the turf, planters, and irrigation at these locations. The current contract is with Stay Green Inc. (Stay Green) and expires on January 31, 2023. Request for Proposal (RFP) number NS-22-23-09 for the landscape maintenance of nine parks was published and circulated via the City's e-procurement platform, BidNet, on September 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 contractors' crew, their maintenance area rotation schedule, and overall value. The intention of this multiple criteria bid process is to encourage proposals to be reflective of the complement of landscape staff necessary to meet the City's maintenance standards. 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%) The City's solicitation notified 311 vendors, of which 21 vendors downloaded the RFP. Four companies provided proposals for consideration. An evaluation team made up of City staff reviewed and scored all proposals. The results of the multiple weighted criteria scoring process are as follows: Company Location Bid Amount Points Awarded Stay Green Inc. Santa Clarita, CA 372,156 277.33 American Heritage Landscape Inc. Canoga Park, CA 442,608 240.33 Mariposa Landscape Inc. Irwindale, CA 489,324 235.34 Green Garden Inc. ranoga Park, CA 072,265 155.00 Stay Green, Inc. (Stay Green) achieved the highest score with the evaluation team determining their proposal offered the best overall value. While two other companies dedicated comparable hours for the recurring maintenance, Stay Green's proposal represents the greater value as their base operational cost is considerably lower than the second highest rated proposal, and encompasses an operational rotation schedule and sufficient hours to service all nine park sites weekly. Page 2 Packet Pg. 183 'I1 Based on operational experience with the landscape maintenance of these parks, staff recommends increasing the annual contract expenditure authority by $55,823 to ensure expenditure authority is available to address unforeseen repairs and as -needed materials for landscape improvements. The increase in expenditure authority granted by the City Council does not represent any guarantee of additional compensation under the terms of the recommend 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 Parks Division. Staff has completed due -diligence review of the recommended contractor's professional references and determined their work history meets the City's standards and performance expectations. Based on the above, staff recommends awarding the landscape maintenance contract to Stay Green. ALTERNATIVE ACTION Other action as determined by the City Council. FISCAL IMPACT The recommened action requires a one-time appropriation of $22,071 for Fiscal Year 2022-23 and an on -going appropriation of $39,522 from the Areawide Fund 367 to sufficently fund recurring landscape maintenance costs associated with the award of this contract. ATTACHMENTS Stay Green Proposal (available in the City Clerk's Reading File) RFP# NS-22-23-09 (available in the City Clerk's Reading File) Page 3 Packet Pg. 184 ,,�► stay Green Inc. Be Natural Choice For Professional Landscape Services 10/11/2022 Dear City of Santa Clarita: Thank you for the opportunity to continue to provide Landscape Maintenance Service at the Nine Hybrid Parks. We value the partnership we have built, over the last 5 years at the Hybrid Parks and 34 years with the City of Santa Clarita. We intend to continue to deliver that same quality customer service, while continuing to improve and beautify the Hybrid Park's overall appearance, while saving the City money by efficiently monitoring the irrigation system and needs. Included in the attached proposal is information on Stay Green Inc.'s history of experienced landscaping, the information outlined in the RFP, including content of submission and the breakdown of cost and services provided. We would like to highlight some important benefits of having the Stay Green Inc. team remain at the Nine Hybrid Parks. The properties are well kept, clean and inviting. The existing crew, will remain on property. As Mike Choate will tell you, we have the Nine Hybrid parks operations down to a science and they work as a well-oiled machine on these parks. These team members are seasoned and well versed in the Hybrid parks layout and operational needs. Having the above knowledge offers you faster response and turn -around times, such as same day repairs. During this time, we've built an excellent relationship with Mike Choate, who is very pleased with our service. Specifically, over the last year under our watch, the crew has become much more efficient in their tasks, leading to more productivity overall. Our company has won multiple safety and industry recognition awards over the years and we are well versed in safety procedures. The project will continue to be led by our Branch Manager Heidi Van Syoc, along with an experienced Account Manager, Production Manager, Crew Leader, Crew and Irrigation Technician. Contact information is listed below: Chris Angelo President/CEO Changelo@staygreen.com (661)291-2800 ext. 110 26415 Summit Circle Santa Clarita, CA 91350 Steve Seely Chief Operating Officer Sseely@staygreen.com (661)291-2800 ext. 108 26415 Summit Circle Santa Clarita, CA 91350 Heidi Van Syoc Branch Manager Hvansvoc@staygreen.com (661)383-6752 30521 The Old Road Castaic, CA 91384 Dispatching team: Castaic, CA. Website: www.stayereen.com Please do not hesitate to contact us at the information above, if you have any questions. We look forward to our continued partnership with you at The Nine Hybrid Parks! Thank you, Heidi Van Syoc „�► stay Green Inc. Be Natural Choice For Professional Landscape Services Introduction and Background Stay Green's approach to providing quality landscaping services has been a goal that we aim to achieve year after year. The crews are organized by their manager who provides direction, communication, training, and assistance on a schedule, as well as, on as needed basis. The crew is set up to perform the work as productively and efficiently as possible. The work will be performed in a cyclical manner to allow for organized flow throughout the project. We are always training new staff as part of our bench strength program. Keeping the highest level of managers on our projects is key to our success. We use top of the line, eco-friendly equipment that is rotated out based on manufacturers' recommendation. The equipment assists our team in providing our client a great product. Stay Green Inc. is equipped with additional equipment not dedicated to the job but, available in a moment's notice. Delays in accomplishing work will not be an issue. If a backup is needed, we are equipped to step in and handle the additional need for equipment, laborers, or management. Our enhancement department is equipped to handle work outside of the scope of maintenance. This helps many of our customers resolve issues, outside of the standard scope of work. All staff are trained to use all equipment and tools assigned to them. Stay Green Inc. lives by best practices that are practiced daily. Managers are especially used to train staff members on maintenance tasks, routine and non -routine. Other examples of best practices are pruning techniques, training the staff, and safety. Managers evaluate the job sites and walk with the crew leader to make a plan daily. Stay Green Inc. is family owned and operated. Richard and Charlene Angelo started the company back in 1970. While the company's headquarters are located in Santa Clarita, we have 12 additional locations in Los Angeles County, Kern County, Ventura County, Orange County, Riverside County and Catalina Island. Stay Green Inc. has grown over 50 years through referrals, professionalism, and quality. Stay Green Inc. is recognized as a leading provider of high -quality landscape services, having achieved a 95% customer retention rate, along with receiving the industry's most prestigious awards. Stay Green Inc. recently received three "Award of Excellence” awards from the National Association of Landscape Professionals. We remain committed to continued growth, as well as leadership within the industry. We consistently implement new technologies and techniques to improve our efficiency and effectiveness. And, since we were among the first to investigate and adopt environmentally friendly landscaping practices, we continue to inspire others in our industry to do the same. Utilizing safe chemicals, organic fertilizer, and water conservation programs are just a few of the initiatives that Stay Green has to offer. To elaborate, in order to help areas that are constricted by city regulations to decrease their water consumption, we offer plants and techniques that do not compromise the beauty of the landscape but reduce the requirement of water. Being innovative without sacrificing our service and quality, but allowing it to be enhanced, is top priority for us as a company. Stay Green Inc. specializes in Landscape Maintenance, Plant Health Care, Design, and Tree Services thereby eliminating the need for subcontracting work. Not only does Stay Green Inc. service large commercial businesses, homeowner associations and large health care complexes; we also handle many city and county landscaping accounts. Since we are a full service landscape company we have the ability to expect and achieve our high standards out in the field. „�► stay Green Inc. Be Natural Choice For Professional Landscape Services Landscape Maintenance Specification and Agreement STAY GREEN INC (SGI) agrees to furnish labor, supervision, tools, equipment and irrigation water management expertise necessary to maintain all plants and turf that make up the landscaping of: City of Santa Clarita: Nine Hybrid Parks Multiple Address Santa Clarita, CA In this Agreement, STAY GREEN INC. shall be referred to as "SGI”, and "Owner and/or Owner's Representative" shall be referred to as "Owner". Close Communication shall be kept with the Owner to insure their awareness of the maintenance program at all times. Upon request, SGI and Owner shall make a monthly inspection of the grounds covered by this Agreement. SGI shall maintain the landscape areas in accordance with the following maintenance specifications: PERSONNEL AND SUPERVISION Supervision All included work shall be performed by persons directly employed and supervised by SGI. SGI shall provide management and technical supervision. SGI supervisor shall make at minimum, 24 general inspections per year. Equipment All equipment and supplies required for the fulfillment of this contract will be provided by SGI. Work Hours and Rotation Schedule The 5 man, full time crew will be broken out based on the below bullet points: • SGI will complete the necessary work, Monday through Friday. • An on -site irrigation tech will also be provided, throughout the week Monday through Friday. • Full rotation schedule and labor hours are provided on page 9 of this RFP Personnel, Uniforms and Safety All employees of SGI shall be U.S. citizens or properly documented resident aliens and each is subject to professional appearance and performance. Employees will wear a standard work uniform provided by SGI, which will include a safety vest at all times. All safety equipment including, PPE such as: safety glasses, hearing protection, safety vests will be provided by SGI, as required for each job. Safety cones shall be used while working. Safety cones shall always be set in the front and at the rear of the SGI vehicles. No standing or riding in the back of truck or trailer. SGI shall comply with all Safety, OSHA requirements, local and federal requirements which are not listed within these specifications. SCOPE OF LANDSCAPE MAINTENANCE SERVICES Turf Maintenance Mowing: Turf shall be mowed on a scheduled basis to maintain a neat appearance and to promote healthy growth. Cool season turf shall be cut to at least 2 % inches in height during warm seasons and reduced to 2 inches in height during cool seasons. Warm season turf shall be cut to at least 1% inches in height year round. Turf shall be cut at a uniform height. Turf shall be cut with sharp blades at all times. Mowing patterns shall be changed weekly to avoid rutting of turf areas. Care shall be exercised during the mowing operation to prevent damage to trees and other obstacles in the lawn areas. No mowing shall be performed in wet conditions. Edging: All turf edges adjacent to any hardscape and shrub/groundcover areas shall be trimmed as needed, to maintain a neat appearance. A mulch buffer zone of approximately 17 inches in diameter shall be maintained around all trees in turf areas. Care shall be exercised with regard to the use of edgers and weed -eaters to prevent damage to trees, building surfaces, walls, headboard, light fixtures, signage, etc. Irrigation: Repeat run and soak cycles based on the soil type and slope by zone shall be programed to maximize water penetration and minimize runoff. Soil in turf areas shall be allowed sufficient time to dry prior to mowing in order to minimize turf compaction. Regular and routine inspections of all irrigation systems to ensure uniform coverage. Regularly inspect and adjust, as needed so sidewalks, fences, buildings, etc. are not getting wet. Comply to all government water regulations and restrictions. Irrigation system must be set to ensure uniform moisture needs, as needed. A soil probe/moisture sensor shall be used to re-evaluate moisture needed, as needed. Soil will be dried prior to all mowing. Weed control: All turf areas will be kept weed free, with no visible weeds. Ground Cover and Shrubs Ground Cover Edging and Trimming: Groundcover adjacent to walkways, curbs, paved areas, shrubs, trees, and other miscellaneous objects in groundcover areas shall be edged as needed to maintain a neat, clean, well-defined edge. A 4-inch to 6-inch bare area shall be maintained between groundcover and adjacent buildings. Irrigation: Regular and routine inspections of all irrigation systems to ensure uniform coverage. Regularly inspect and adjust, as needed so sidewalks, fences, buildings, etc. are not getting wet. Operation of the irrigation system shall be performed to obtain uniform moisture throughout the root zone. A soil probe or moisture sensor shall be used to determine moisture needs on an as needed basis. Weed Control: Weed Control shall be maintained so that all groundcover areas are reasonably weed free and no obvious weeds are left visible. Weeds shall be controlled with suitable pre- and/or post -emergent herbicides, as well as with selective and/or contact herbicides. Hand pulling and/or mechanical removal may also be necessary. Shrub Maintenance Pruning: Pruning of shrubs shall be performed to attain maximum desired effect or purpose while retaining as much of the natural characteristics or branching as possible. Shrubs shall be pruned as required for safety, removal of broken or diseased branches, general containment or appearance. Pruning at the correct time of year is essential to maximize flowering potential. After flowering, remove any spent blooms or flower stalks. The landscape, building design, as well as the Owner's preferences dictates the type of pruning to be done. SGI practices are as follow: A. Natural Shape -The intent is to emphasize the natural form of the shrub. Initially "pinch prune" to keep compact and develop structure. Ultimately remove, as needed old stems to rejuvenate. Avoid shearing, which will eliminate flowering wood and destroy character. B. Natural Hedge -The intent is to develop a loose, informal appearing hedge. C. Formal Hedge- It is the intent of these shrubs to have straight, crisp edges. Weed Control: Weed Control shall be maintained so that all shrub areas are reasonably weed free and no obvious weeds are left visible. Weeds shall be controlled with suitable pre- and/or post- emergent herbicides, as well as with selective and/or contact herbicides. Hand pulling and/or mechanical removal may also be necessary. Tree Maintenance Included Trees: Trees shall be pruned back to clear all roads, drives, parking lots, walkways and doorways to achieve safety for all pedestrians and vehicles. Trees less than a height of twelve (12) feet shall be routinely maintained as necessary to maintain and encourage the natural form and shape. Trees over twelve feet shall be monitored by SGI Tree Care Division, for necessary pruning in order to maintain tree health, appearance, and over-all safety. SGI will notify Owner of recommended action, price, and timing of work to be done on a separate "Work Order" form. Tree Pruning: Pruning shall be done to eliminate diseased or damaged growth; to eliminate Weak branch attachment angles; to reduce wind damage by thinning -out the canopy and to encourage a natural growth pattern of each specific variety. Staking and Guying: While in place, stakes and guys shall be inspected and adjusted, as needed, to prevent girding damage to trunk and limbs. All tree ties and guys shall be loosened to allow tree to flex, allowing for the trunk to strengthen. Staking and guying shall be eliminated as rapidly as trees become self-supporting under normal environmental conditions. Weed Control: A buffer zone of approximately 17 inches in diameter shall be maintained for trees located in turf areas and are to be kept weed free. Weeds shall be controlled with suitable pre- and/ or post -emergent herbicides, as well as with selective and/or contact herbicides. Hand pulling and/or mechanical removal may also be necessary. Mulching: For trees located in turf areas, SGI will mulch the tree buffer zone, which will help reduce water consumption, enhance soil nutrition and improve tree vigor. Fertilization All lawn areas and planter beds will be fertilized twice a year, to produce healthy growth and maintain consistent color. Hardscape Maintenance: All common area hardscape will be cleaned and maintained in accordance with the maintenance schedule. Cracks in sidewalks, curbs and gutters will be sprayed for weed control. All will be clean on landscape debris. General Maintenance: Landscaped areas and sidewalks will be clean and cleared of all landscape debris, fallen leaves and trash. Drain areas, ditches and swales will be kept free of dirt and debris. Drainage issues will be reported promptly, along with a monthly report detailing conditions, status, concerns and/or issues. General Irrigation Maintenance: Damage caused by SGI will be repaired at no cost to the Association. All irrigation systems will be routinely inspected and maintained —at least once per month —to ensure proper operation. All sprinkler heads, valves, pressure reducers, etc. will be regularly adjusted and cleaned, as necessary. Watering schedule to be routinely evaluated and adjusted, based on seasonality, plant material, location, water restrictions, etc. Preventative maintenance will be performed, as needed. Rodent and Pesticides Gopher control that has a detrimental effect on the landscape is not included in this contract. It does not include indoor pests or the control of animals that do not directly affect the landscape such as raccoons, opossums, feral cats, etc. All applications of pest control will be performed by properly licensed operators in compliance with all applicable codes, laws and regulations. Pesticides: Procedures for Application of Pesticides: Pest populations shall be monitored by SGI and recommendations for control shall be forwarded to Owner. SGI will perform such work upon approval, by Owner, of a separate "Work Order" form. Pesticides used shall be of the least toxic available which will be consistent with good pest management and practices and results. In the event that a pesticide application is approved, the Owner shall be notified per schedule of all chemical applications. Owner will be notified of any deviations from this schedule. Pesticides shall be applied at times, which limit the possibility of contamination from climatic and other factors. Applicator shall monitor forecasted weather to limit potential runoff of treated areas and possibly of contamination. When water is required to increase pesticide efficiency, it shall be applied only in quantities of which area is capable of receiving without runoff. Care shall be taken in transferring and mixing pesticides to prevent contamination outside of the target areas. Waste Removal SGI is responsible for the removal of all waste and debris generated by the landscape operations. General Clean Up Cleanup of walks and paved areas to remove grass clippings and other debris created by landscape operation shall be provided by SGI and maintained in accordance with maintenance schedule. Cracks in sidewalks, curbs and gutters shall be sprayed to control weeds. SGI shall not be responsible for the removal of trash and debris in the parking lots, roadways, or other large paved areas, except for that generated by landscape operations. Annual Color SGI shall provide a material proposal, at the request of the City, for planting annual color in monument areas. Watering shall be accomplished, as required, to promote optimum growth. Care shall be exercised to prevent eroding of soil and excess drainage from containers on the hardscape. Remove dead or faded blossoms, stems, foliage, and trash to encourage blooming and maintain a neat appearance. Fertilize annual color plants regularly with consideration of plant and soil needs. SGI, at no additional expense to Owner, shall remove plants due to diseases. Additional Services Additional services will be performed upon authorization from the HOA. These services include such items as: replacement of sod and plants, re -seeding of lawns or over -seeding, pruning of trees and shrubs beyond the terms of this agreement, and new installations. SGI will have design services available for landscape and irrigation design, plant selection and hardscape design, at an additional cost. Holidays/Rain, Snow, or Natural Disasters: Holidays: SGI observes New Years, Good Friday, Independence Day, Labor Day, Memorial Day, Thanksgiving and Christmas. Holidays occurring on Saturdays will be observed on the Friday prior, and the Holidays occurring on Sundays will be observed on the following Monday. Rain, Snow, or Natural Disasters: Any of the following occurring on three (3) or more consecutive service days, SGI will work an alternate day. Insurance and Licenses — SGI shall produce and maintain in force with duly licensed insurance carriers for the Term and for a period of twelve (12) months thereafter: (i) Commercial General Liability insurance coverage of at least One Million Dollars ($1,000,000) single limit bodily injury coverage and property damage and at least Two Million Dollars ($2,000,000) for all claims in the aggregate and (ii) Worker's Compensation insurance coverage adequate to comply with all statutory requirements covering all persons employed by SGI in connection with this Agreement, with such policy including an employer liability endorsement. SGI shall provide Company with certificates of insurance including Company and its parent companies as additional insured on the Commercial General Liability insurance policy evidencing the foregoing insurance coverage, including any required renewals of such coverage, and provide that such coverage will not be cancelled or the subject of a material adverse amendment without at least thirty (30) days prior written notice to Company. Upon any cancellation and/or material adverse amendment of any insurance policy required hereby, and prior to the effective date thereof, SGI shall deliver replacement insurance to Company. All such insurance policies required to be maintained hereunder shall be primary, occurrence based and shall not require contribution from any coverage maintained by Company and shall not contain, without Company's prior written consent, any special or non -customary exclusions. Licenses: Landscape Contractor, Certified Arborist, Pest Control Advisor and Pest Control Operator licenses shall be maintained by SGI's as required by the state of California. Information is below and Photocopies of licenses will be provided upon request. Contractor's license C-27, C-61 License #346620 California Department of Pesticide Regulation License #30475 County of Los Angeles Agricultural Pest Control Registration Certificate #1000122 PCA, QAL, QAC, Arborists, Certified Tree Workers Licenses Awards: Lawn 61admp May am TOP 100 COMPANIES BEST LANN CARE OPERATORS & LANDSCAPE CONTRACfORS2021 - stay Green Inc. Top lov comprnies not Emmcam oft"hws ww— --- PFFT -cam ' A. wow— — y %%&Oe NATIONAL ASSOCIATI* > ` < LANDSCAPEN OF f�1►� PROFESSIONALS Safety Award Winner SANTA CLARITA, CA — Santa Clarita-based landscaping firm Stay Green Inc. has been recognized in a national, industry -wide competition, bringing home awards for its employee safety practices. The Stay Green team earned two awards from the National Association of Landscape Professionals (NALP), which recognizes the nation's best landscaping projects and companies through its annual Awards of Excellence program. "The safety of our employees has always been of the utmost importance to us, but this year, with all that has been thrown at us, safety became even more important" Stay Green CEO Chris Angelo said. Our employees are a part of our family and their well-being matters immensely to us. We will always do whatever it takes to keep them safe. These NALP awards recognize that we are achieving this goal." Stay Green is being honored with the bronze award for Overall Safety Achievement as well as the award for Most Improved Employee Safety. Stay Green Inc. was evaluated on number of accidents, number of days that employees were away from work, and number of employee injuries and illnesses. In addition, a checklist was used to rate the company's complete safety program. 66202o has been a trying year to say the least, and to receive the award for most improved safety when times have been so uncertain and safety has been everyone's highest priority means the world to us," Angelo said. zozo awwao fin: � 01110 Stayf"!'Inc.r` Most Improved Employee Safety zozo Stay_Greeuj Inr, Overall Safety AchPey BRONZEement SOW+ x...,.,, sazo• �� C.JQee.N Tej�.Vw �#�c�.S�D Two #�wpa-DS +FQow. zNe ASS0LA.¢1T%0wI orr LPa Ds� pP� r?a-o 5s�o.a PLs The award, part of NALP's annual Safety Recognition Awards Program, honors those companies with thorough, high -performing safety programs that create and maintain safe work environments in the lawn and landscape industry. It is designed to reward lawn and landscape companies that consistently demonstrate their commitment to safety. "This recognition speaks volumes not just about our safety at Stay Green, but also about the care that we have for our team," Angelo said. "Whether it is in our client services, tree trimming technique, or as in this case of safety practices, we are always looking for ways of improving to better serve our community and our team. This award just shows that our efforts are truly making a difference." The National Association of Landscape Professionals(www.LandscapeProfessionals.org) represents an industry that employs nearly 1 million landscaping, lawn care, irrigation and tree care professionals who create and maintain healthy green spaces for the benefit of society and the environment. Through national advocacy campaigns, the association is growing the industry and its workforce. NALP offers its members professional development through education, networking, and training, certification and accreditation programs. The NALP Awards Program offers members an opportunity to network within the industry and set higher standards for landscaping methods. Award winners garner prestige from their industry peers and become more well-known in the industry and in their communities. Stay Green Inc. Ybe Natural Choice For Professional Landscape Services City of Santa Clarita Nine Hybrid Parks Rotation Schedule and Crew Hours Monday Fair Oaks: 6am-9am Duane R Harte: 9am-2:30pm Total Crew Hours: 32 hours Tuesday David March: 6am - 9am Pacific Crest: 9am - 12:30pm West Creek: 12:30pm - 2:30pm Total Crew hours: 32 Wednesday Golden Valley: 6am - 9am Copperhill: 9am - 12:30pm West Creek: 12:30pm - 2:30pm Total Crew hours: 32 Thursday Northbridge: 6am - 9am Chesebrough: 9am - 12:30pm West Creek: 12:30pm - 2:30pm Total Crew Hours: 32 Friday West Creek: 6am - 2:30pm Total Crew Hours: 32 "Irrigation Tech: 8 hours per day/40 hours per week, divided up between all Nine Hybrid Parks ��► Stay Green Inc. The Natural Choice For Professional Landscape Services OFFER, TERMS AND CONDTIONS for landscape maintenance service to be provided in conformance with this Agreement for the sum of $ 31,013.00 per month. Invoices are generated on the 1st day of each month of service and sent electronically. This Agreement is for a period of 2 years with the option for three additional one-year renewals, subject to a cost of living increase based upon the Consumer Price Index of the U.S. Department of Labor for the Los Angeles — Riverside — Orange County, California areas. A change in the scope of this Agreement and/or specifications could be subject to a cost increase. Invoices are due within 30 days of billing date, or are subject to a 1 1/2% per month service charge (18% annual rate). SGI shall have the right to stop work until all payments due have been received under terms of this Agreement. Such Action shall not be deemed a breach of this Agreement by SGI. Owner and SGI retain the right to terminate this Agreement upon 30 day notice by Certified Mail. Owner agrees to pay all materials, extra work, and if applicable, pro -rated service fees for the service period up to and including termination date. In the event that any unresolved dispute or controversy arises out of any of the terms or conditions of this agreement, or to recover damages from the other party, any party hereto agrees to submit and file same with the JAMS Resolution Center ("JAMS") Los Angeles, California. The prevailing party of such action shall be entitled to recover the full amount of costs and expenses, including attorney fees paid or incurred in good faith. The JAMS Resolution Center ("JAMS") shall not be bound by any fee schedule. Service In accordance with this Agreement shall commence on referenced fee. Owner/Manager: City of Santa Clarita Address: 23920 Valencia Blvd Santa Clarita, CA 91355 Phone 1: 661-290-2207 Phone 2: Billing contact: Mike Choate Email: mchoate@santa-clarita.com Phone: 661-290-2207 SIGNATURE: SGI: at the above STAY GREEN INC. 26415 Summit Circle Santa Clarita, CA 91350 Phone Number (800) 858-5508 Fax Number (877) 317-8437 Landscape Contractors License #346620 Pest Control Operators License #32488 Pest Control Advisors License #04181 Certified Arborist License #WC-4375 SIGNATURE: hr-14 V""' BOG DATE: DATE: 10-11-2022 EXHIBIT C: VIOLATION RECORDS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California 1) The last six months of tailgate safety meeting sign -in sheets and topics covered must be made available UPON REQUEST. (Do not send with proposal submission at this time.) 2) In the year of 2021, what was the longest stretch of days worked without an accident in the landscape maintenance division? 365 Days. The Branch responsible for this mob has a record of 365 days accident free. 3) Please provide any sustained complaints made to your company within the past four (4) years to Cal -OSHA. General (non serious) Violation (Cal-Osha Citation #1479922, issued October 15,2020) against SGI, for violation of alleged heat injury and illness reporting requirement, SGI promptly appealed. Matter was resolved, paid and abated August 2022. 4) Please provide any sustained complaints made to your company within the past four (4) years to the California State Contractor Board in regards to your C-27. While no direct complaint against SGI has been filed with the CSLB, a brief suspension of the C-27 license was administered during the appeal of the Cal -OSHA allegations set forth above. The matter was promptly resolved, and the license was reinstated. Exhibit D Continued EXHIBIT D: PROACTIVE APPROACH FORM PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks 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? As you know, Stay Green Inc. is family owned and operated. Richard and Charlene Angelo started the company back in 1970. While the company's headquarters are located in Santa Clarita, we have 12 additional locations in Los Angeles County, Kern County, Ventura County, Orange County, Riverside County and Catalina Island. Stay Green Inc. has grown over 50 years through referrals, professionalism, and quality. Stay Green Inc. is recognized as a leading provider of high quality landscape services, having achieved a 95% customer retention rate, along with receiving the industry's most prestigious awards. Stay Green Inc. recently received three "Awards of Excellence" awards from the National Association of Landscape Professionals. We remain commited to continued growth, as well as leadership within the industry. We consistently implement new technologies and techniques to improve our efficiency and effectiveness. And, since we were among the first to investigate and adopt enviromentally friendly landscaping practices, we continue to inspire others in our industry to do the same. Utilizing safe chemicals, organic fertilizer, and water conservation programs are just a few of the initiatives that Stay Green has to offer. To elaborate, in order to help areas that are constricted by city regulations to decrease their water consumption, we offer plants and techniques that do not compromise the beauty of the landscape but reduce the requirement of water. Being innovative without sacrificing our service and quality, but allowing it to be enhanced, is top priority for us as a company. Stay Green Inc. specializes in Landscape Maintenance, Plant Health Care, Design, and Tree Services. *Attach additional pages as necessary. Exhibit D Continued EXHIBIT D: PROACTIVE APPROACH FORM PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks 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? Thereby eliminating the need for subcontracting work. Not only does Stay Green Inc. service large commercial businesses, homeowner associations and large health care complexes; we also handle many city and county landscaping accounts. Since we are a full service landscape company we have the ability to expect and achive our high standards out in the field. *Attach additional pages as necessary. EXHIBIT D: PROACTIVE APPROACH FORM PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks 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? Stay Green's pro -active approach to providing quality landscaping services has been a goal that we aim to achieve year after year. The crews are organized by their manager who provides direction, communication, training, and assistance on a schedule, as well as, on as needed basis. The crew is set up to perform the work as productively and efficiently as possible. The work will be performed in a cyclical manner to allow for organized flow throughout the project. We are always training new staff as part of our bench strengh program. Keeping the highest level of managers on our projects is key to our success. We use top of the line, eco-friendly equipment that is rotated out based on manufacturers recommendation. The equipment assists our team in providing our client a great product. Stay Green Inc. is equipped with additional equipment not dedicated to the job but, available in a moment's notice. Delays in accomplishing work will not be an issue. If a backup is needed, we are equipped to step in and handle the additional need for equipment, laborers, or management. Our enhancement department is equipped to handle work outside of the scope of maintenance. This helps many of our customers resolve issues, outside of the standard scope of work. Al staff are trained to use all equipment and tolls assigned to them. Stay Green Inc. lives the best practices that are practiced daily. Managers are especially used to train staff members on maintenance tasks, routine and non -routine. Other examples of best practice are pruning techniques, training the staff, and safety. Managers evaluate the job sites and walk with the crew leader to make a plan daily. *Attach additional pages as necessary. EXHIBIT E: DESIGNATION OF SUBCONTRCATORS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California 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. 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 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 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 Location and Place of Business Bid Schedule Item No's: Description of Work License No. Exp. Date: / / Phone ( ) NOTE: A contractor or subcontractor shall not be qualified to propose on, be listed in a proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. It is not a violation of this section for an unregistered contractor to submit a proposal that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded. EXHIBIT F: REFERENCES PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks 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. Fill out this form completely and upload it with your proposal. 1 City of Rancho Palos Verdes - 30940 Hawthorne Blvd, Rancho Palos Verdes, CA 90275 Name and Address of Owner /Agency Y Juan Hernandez (310) 544-5221 Name and Telephone Number of Person Familiar with Project $1,200,000.00 Landscape Maintenance 02-2017 Active Contract Amount Type of Work Date Started Date Completed 2 City of Downey - 12324 Bellflower Blvd, Downey CA 90241 Name and Address of Owner /Agency Gio Amador (562) 417-6902 Name and Telephone Number of Person Familiar with Project $416,992.00 Landscape Maintenance 12-2011 Active Contract Amount Type of Work Date Started Date Completed 3 Eastvale Public Right of Way -13820 Schleism_an Road, Eastvale, CA 92880 Name and Address of Owner /Agency Travis Viseth (951) 727-3524-126 Name and Telephone Number of Person Familiar with Project $1,136,822.76 Landscape Maintenance 7-01-2015 Active 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 PROPOSER intends to procure insurance bonds: Lockton Companies, Spencer Delhime, 777 S. Figueroa St., Los Angeles, CA 90017 (213) 689-0564 EXHIBIT G1: STAFF PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks 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 Heidi Van Syoc License/Certificates 2. Name Jose Ruiz License/Certificates 3. Name Alejandro Garcia Job Title Branch Manager Job Title Production Manager Job Title Irrigation Technician License/Certificates Certified Irrigation Technician 4. Name Wesley Heck Job Title Spray Technician License/Certificates Certified Spray Technician - QAC 5. Name Oscar Mejla Job Title Crew Leader License/Certificates _ 6. Name Danis Aguirre Job Title Gardener License/Certificates 7. Name Moris Figueroa Job Title Gardener License/Certificates _ s. Name Nelson Fajardo Job Title Gardener License/Certificates _ 9. Name Sean McCormick Job Title Arborist License/Certificates Certified Arborist 10. Name Job Title License/Certificates 11. Name License/Certificates 12. Name License/Certificates 13. Name License/Certificates 14. Name License/Certificates Job Title Job Title Job Title Job Title 15. Name Job Title License/Certificates *Attach additional pages as necessary for additional personnel. Chesebrough Park EXHIBIT G2: STAFF HOURS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California PLEASE COMPLETE ONE FORM PER PARK Supervisors Crewmember Title Branch Manager _ Qty. of weekly Hours Crewmember Title Account Manager _ Qty. of Weekly Hours Crewmember Title Production Manager _ Qty. of Weekly Hours Crewmember Title _ _ Qty. of Weekly Hours Crew Crewmember Title Crew Leader _ Qty. of Weekly Hours 3 Crewmember Title Gardener _ Qty. of Weekly Hours 3 Crewmember Title Gardener _ Qty. of Weekly Hours 3_ Crewmember Title Gardener _ Qty. of Weekly Hours 3 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Specialty Positions Crewmember Title Irrigation Technician _ Qty. of weekly Hours 4 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Crewmember Title _ Qty. of Weekly Hours __ *Attach additional pages as necessary for additional personnel. 16 Hours Total Copperhill Park EXHIBIT G2: STAFF HOURS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California PLEASE COMPLETE ONE FORM PER PARK Supervisors Crewmember Title Branch Manager _ Qty. of weekly Hours Crewmember Title Account Manager _ Qty. of Weekly Hours Crewmember Title Production Manager _ Qty. of Weekly Hours Crewmember Title _ _ Qty. of Weekly Hours Crew Crewmember Title Crew Leader _ Qty. of Weekly Hours 3 Crewmember Title Gardener _ Qty. of Weekly Hours 3 Crewmember Title Gardener _ Qty. of Weekly Hours 3_ Crewmember Title Gardener _ Qty. of Weekly Hours 3 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Specialty Positions Crewmember Title Irrigation Technician _ Qty. of weekly Hours 4 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Crewmember Title _ Qty. of Weekly Hours __ *Attach additional pages as necessary for additional personnel. 16 Hours Total David March Park EXHIBIT G2: STAFF HOURS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California PLEASE COMPLETE ONE FORM PER PARK Supervisors Crewmember Title Branch Manager _ Qty. of weekly Hours Crewmember Title Account Manager _ Qty. of Weekly Hours Crewmember Title Production Manager _ Qty. of Weekly Hours Crewmember Title _ _ Qty. of Weekly Hours Crew Crewmember Title Crew Leader _ Qty. of Weekly Hours 3 Crewmember Title Gardener _ Qty. of Weekly Hours 3 Crewmember Title Gardener _ Qty. of Weekly Hours 3_ Crewmember Title Gardener _ Qty. of Weekly Hours 3 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Specialty Positions Crewmember Title Irrigation Technician _ Qty. of weekly Hours 4 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Crewmember Title _ Qty. of Weekly Hours __ *Attach additional pages as necessary for additional personnel. 16 Hours Total Duane Harte Park EXHIBIT G2: STAFF HOURS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California PLEASE COMPLETE ONE FORM PER PARK Supervisors Crewmember Title Branch Manager _ Qty. of weekly Hours 1 Crewmember Title Account Manager _ Qty. of Weekly Hours 2 Crewmember Title Production Manager _ Qty. of Weekly Hours 1 Crewmember Title _ _ Qty. of Weekly Hours Crew Crewmember Title Crew Leader _ Qty. of Weekly Hours 5 Crewmember Title Gardener _ Qty. of Weekly Hours 5 Crewmember Title Gardener _ Qty. of Weekly Hours 5 Crewmember Title Gardener _ Qty. of Weekly Hours 5 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Specialty Positions Crewmember Title Irrigation Technician _ Qty. of weekly Hours 4 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Crewmember Title _ Qty. of Weekly Hours __ *Attach additional pages as necessary for additional personnel. 24 Hours Total Fair Oaks Park EXHIBIT G2: STAFF HOURS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California PLEASE COMPLETE ONE FORM PER PARK Supervisors Crewmember Title Branch Manager _ Qty. of weekly Hours Crewmember Title Account Manager _ Qty. of Weekly Hours Crewmember Title Production Manager _ Qty. of Weekly Hours Crewmember Title _ _ Qty. of Weekly Hours Crew Crewmember Title Crew Leader _ Qty. of Weekly Hours 3 Crewmember Title Gardener _ Qty. of Weekly Hours 3 Crewmember Title Gardener _ Qty. of Weekly Hours 3 Crewmember Title Gardener _ Qty. of Weekly Hours 3 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Specialty Positions Crewmember Title Irrigation Technician _ Qty. of weekly Hours 4 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Crewmember Title _ Qty. of Weekly Hours __ *Attach additional pages as necessary for additional personnel. 16 Hours Total Golden Valley Park EXHIBIT G2: STAFF HOURS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California PLEASE COMPLETE ONE FORM PER PARK Supervisors Crewmember Title Branch Manager _ Qty. of weekly Hours Crewmember Title Account Manager _ Qty. of Weekly Hours Crewmember Title Production Manager _ Qty. of Weekly Hours Crewmember Title _ _ Qty. of Weekly Hours Crew Crewmember Title Crew Leader _ Qty. of Weekly Hours 3 Crewmember Title Gardener _ Qty. of Weekly Hours 3 Crewmember Title Gardener _ Qty. of Weekly Hours 3_ Crewmember Title Gardener _ Qty. of Weekly Hours 3 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Specialty Positions Crewmember Title Irrigation Technician _ Qty. of weekly Hours 4 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Crewmember Title _ Qty. of Weekly Hours __ *Attach additional pages as necessary for additional personnel. 16 Hours Total Northbridge Park EXHIBIT G2: STAFF HOURS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California PLEASE COMPLETE ONE FORM PER PARK Supervisors Crewmember Title Branch Manager _ Qty. of weekly Hours Crewmember Title Account Manager _ Qty. of Weekly Hours Crewmember Title Production Manager _ Qty. of Weekly Hours Crewmember Title _ _ Qty. of Weekly Hours Crew Crewmember Title Crew Leader _ Qty. of Weekly Hours 3 Crewmember Title Gardener _ Qty. of Weekly Hours 3 Crewmember Title Gardener _ Qty. of Weekly Hours 3_ Crewmember Title Gardener _ Qty. of Weekly Hours 3 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Specialty Positions Crewmember Title Irrigation Technician _ Qty. of weekly Hours 4 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Crewmember Title _ Qty. of Weekly Hours __ *Attach additional pages as necessary for additional personnel. 16 Hours Total Pacific Crest Park EXHIBIT G2: STAFF HOURS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California PLEASE COMPLETE ONE FORM PER PARK Supervisors Crewmember Title Branch Manager _ Qty. of weekly Hours Crewmember Title Account Manager _ Qty. of Weekly Hours Crewmember Title Production Manager _ Qty. of Weekly Hours Crewmember Title _ _ Qty. of Weekly Hours Crew Crewmember Title Crew Leader _ Qty. of Weekly Hours 3 Crewmember Title Gardener _ Qty. of Weekly Hours 3 Crewmember Title Gardener _ Qty. of Weekly Hours 3_ Crewmember Title Gardener _ Qty. of Weekly Hours 3 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Specialty Positions Crewmember Title Irrigation Technician _ Qty. of weekly Hours 4 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Crewmember Title _ Qty. of Weekly Hours __ *Attach additional pages as necessary for additional personnel. 16 Hours Total co O H I a m V a m z a 2 V a V a a O LL N r- N cV c—I Cf C1' d' tzt' 00 � 00 m m M M It lfl 00 { rn m m rn �.o 00 c+ m m m m IZI- t0 00 m m m rn 00 m m m m d (.0 00 'T L.o LI) Ln Ln Ln �r d' cV 00 N - m m m r) et (.D L c L to QU L O aj c, � c O L L L O fu ) C) a) 41 NJ U V C C C .� f0 7 Q) C) N 1 Ln r 3 m bn a V C7 C7 C7 - FO- V West Creek Park EXHIBIT G2: STAFF HOURS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California PLEASE COMPLETE ONE FORM PER PARK Supervisors Crewmember Title Branch Manager _ Qty. of weekly Hours 1 Crewmember Title Account Manager _ Qty. of Weekly Hours 2 Crewmember Title Production Manager _ Qty. of Weekly Hours 1 Crewmember Title _ _ Qty. of Weekly Hours Crew Crewmember Title Crew Leader _ Qty. of Weekly Hours 14 Crewmember Title Gardener _ Qty. of Weekly Hours 14 Crewmember Title Gardener _ Qty. of Weekly Hours 14 Crewmember Title Gardener _ Qty. of Weekly Hours 14 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Specialty Positions Crewmember Title Irrigation Technician _ Qty. of weekly Hours 8 Crewmember Title _ Qty. of Weekly Hours __ Crewmember Title _ Qty. of Weekly Hours Crewmember Title _ Qty. of Weekly Hours __ *Attach additional pages as necessary for additional personnel. 64 Hours Total EXHIBIT H: CERTIFICATIONS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks 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: • Proof of Contractor's License (license number will suffice) • C27 License • WeatherTrak irrigation manager, flow manager and OptiFlow training completion 1 Landscape Contractors License #346620 2 Pest Control Operators License #32488 3 Pest Control Advisors License #04181 4 Certified Arborist License #WC-4375 S. Marcus Cannon - QSP: CA Storm Water Quality Association 6. Dave Colburn - Weather Trak Certification 7. 8. a 10. EXHIBIT I: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks 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 NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks. 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 � &Vd V � Date:10-11-2022 *Estimator's Signature: r6' �Date:10-11-2022 *Owner's Signature: C" Q�g Date: 10-11-2022 *AII three signatures required EXHIBIT J: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks 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 Purchasing Agent. 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 sub -consulting 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: $2,000,000 Business automobile liability $2,000,000 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: 177 Usti }sZ�G _ Date: 10-11-2022 Printed Name: Heidi Van Stay Green Inc. The Natural Choice For Professional Landscape Services City of Santa Clarita Nine Hybrid Parks Rotation Schedule and Crew Hours Monday Fair Oaks: 6am-9am Duane R Harte: 9am-2:30pm Total Crew Hours: 32 hours Tuesday David March: 6am - 9am Pacific Crest: 9am - 12:30pm West Creek: 12:30pm - 2:30pm Total Crew hours: 32 Wednesday Golden Valley: 6am - 9am Copperhill: 9am - 12:30pm West Creek: 12:30pm - 2:30pm Total Crew hours: 32 Thursday Northbridge: 6am - 9am Chesebrough: 9am - 12:30pm West Creek: 12:30pm - 2:30pm Total Crew Hours: 32 Friday West Creek: 6am - 2:30pm Total Crew Hours: 32 "Irrigation Tech: 8 hours per day/40 hours per week, divided up between all Nine Hybrid Parks EXHIBIT A: COST PROPOSAL PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California Fill out this form completely and return with your proposal response. Item No./Project Site Monthly Total Maintenance Cost Annualcost 1. Northbridge Park a) $2875 x12mos b) $34,500 2. Chesebrough Park a) $3417 x12mos b) $41,004 3. David March Park a) $2849 x12mos b) $34,188 4. Pacific Crest Park a) $3617 x12mos b) $43,404 5. Fair Oaks Park a) $3423 x12mos b) $41,076 6. Copper Hill Park a) $2877 x12mos b) $34,524 7. River Village Park a) $4717 x12mos b) $56,604 8. Golden Valley Park a) $3397 x12mos b) $40,764 9. West Creek Park a) $3841 x12mos b) $46,092 Subtotal (add lines 1b through 9b) $ 372,156.00 see next page EXHIBIT B: ADDITIONAL PRICING PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California Fill out this form completely and return with your proposal. Do NOT include this pricing in the cost of your proposal response. 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 proposal, but shall be used in evaluating cost estimates for "additional" or "extra" work requested by the City under this contract when applicable. Please fill in the hourly cost for services based on the appropriate DIR cost. Extra/Additional work by the CONTRACTOR, shall not exceed the labor rates as listed below: Pricing and Billing Schedule Detail Skill Level Hourly Cost After -Hour Emergency Irrigation Laborer $65 per hour $97_50per hour Landscape Laborer $ 4o per hour $ 6c per hour QAC/QAL Herbicide and Pesticide Applicator $ 65 per hour $97_5oper hour Please initial to verify acknowledgement of labor rates: HV (Initial) ��, �+ ran►. _ �5 SNNTA g OGyD�D �$ QECEM�E¢h�ti NS-22-23-09 Annual Landscape Maintenance For Nine Hybrid Parks PROPOSAL # NS-22-23-09 TABLE OF CONTENTS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California SECTION A REQUEST FOR PROPOSALS PROPOSAL INSTRUCTIONS DOCUMENT CHECKLIST SECTION B SCOPE OF WORK RESPONSE FORMAT AND SELECTION CRITERIA SECTION C SAMPLE MAINTENANCE AGREEMENT FRINGE BENEFIT STATEMENT SECTION D EXHIBIT A: COST PROPOSAL EXHIBIT B: ADDITIONAL PRICING EXHIBIT C: VIOLATION RECORDS EXHIBIT D: PROACTIVE APPROACH FORM EXHIBIT E: DESIGNATION OF SUBCONTRACTORS EXHIBIT F: REFERENCES EXHIBIT G1: STAFF EXHIBIT G2: STAFF HOURS EXHIBIT H: CERTIFICATIONS EXHIBIT I: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK EXHIBITJ: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS SECTION E HOLIDAY SCHEDULE PARK MAPS SECTION A RFP Information & Instructions CITY OF SANTA CLARITA REQUEST FOR PROPOSALS Project Name: Annual Landscape Maintenance for Nine Hybrid Parks Proposal #: NS-22-23-09 Last Day for Questions: October 3, 2022 before 11:00 AM (PT) Proposal Closing: October 12, 2022 before 11:00 AM (PT) License(s) Required: Class C-27 California Landscaping Contractor License Project Description: The City of Santa Clarita, Park Maintenance Division is requesting proposals from qualified landscape companies for landscape maintenance of the City of Santa Clarita's nine Hybrid Parks; Northbridge, Chesebrough, Copperhill, Fair Oaks, David March, Pacific Crest, Duane Harte at River Village, Golden Valley and West Creek Parks. This contract shall run for two years with the option for three additional one-year renewals. Prevailing Wage: Yes Bond Requirements: No Contact Information: Mariela Delgado 1 (661) 286-4066 1 mdelgado@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 proposals submitted by proposers (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: September 12, 2022 PROPOSAL INSTRUCTIONS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance For Nine Hybrid Parks 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 emailed to: parkinvoices@santa-clarita.com 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 BidNet General Attachments Section. 10. REJECTION The City reserves the right to reject any or all proposals and to waive any informality in any proposal. The City may reject the proposal of any vendor who has previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the proposal of a vendor who is not in a position to perform such a contract satisfactorily. The City may reject the proposal of any vendor who is in default of the payment of taxes, licenses or other monies due to the City of Santa Clarita. 11. RENEWAL AND PRICING ADJUSTMENT Contracts entered into pursuant to this RFP may be renewed annually, up to three times, in accordance with the terms of the contract. If not otherwise stated, the contract may be renewed if the new pricing of the contract does not change more than the Consumer Price Index - All Urban Consumers (not seasonally adjusted), Los Angeles Area -Riverside -Orange county area and prevailing wage rates, if applicable. The index level for the month preceding the month of solicitation advertisement will become the beginning index. The price adjustment limit will be the percentage change based on the difference between the beginning level or the adjustment level last used and the index level for the period 90 days prior to the award anniversary. The final adjusted amount will be determined by Purchasing staff. If a price adjustment is not requested prior to the award anniversary date, the previous year's rates will apply. Proposer shall honor proposal prices for One -Hundred and Twenty Days (120 days) or for the stated contract period, whichever is longer. 12. CONTRACTOR'S LICENSE If requested and in accordance with the provisions of California Public Contract Code Section 3300, the successful vendor shall submit proof of a C-27 with proposal response. Failure to possess the specified license shall render the proposal as non -responsive and shall act as a bar to award the contract to any proposer not possessing said license at the time of award. As provided for in Section 22300 of the California Public Contract Code, the Contractor may substitute securities for monies withheld by the City to ensure performance under the contract.l 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. 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 # NS-22-23-09 Annual Landscape Maintenance For Nine Hybrid Parks 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 ❑ Cost File(s) — to be submitted separately from the Response File: o Exhibit A: Cost Proposal o Exhibit B: Additional Pricing ❑ Exhibit C: Violation Records ❑ Exhibit D: Proactive Approach Form ❑ Exhibit E: Designation of Subcontractors ❑ Exhibit F: References ❑ Exhibit G1: Staff ❑ Exhibit G2: Staff Hours ❑ Exhibit H: Certifications ❑ Exhibit I: Acknowledgement & Acceptance of Scope of Work ❑ Exhibit J: Notice to Proposers Regarding Contractual Requirements ❑ Weekly Maintenance Schedule ❑ 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: Mike Choate ❑ Maintenance Agreement ❑ Insurance Required by Contract ❑ W-9 Form ❑ Fringe Benefit Statement SECTION B Solicitation Information SCOPE OF WORK PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California EVENT DATE Solicitation advertisement September 12, 2022 Last day for questions October 3, 2022 Return of proposals October 12, 2022 Evaluations of proposals October 12 - 26, 2022 Contract award December 13, 2022 *Dates are subject to change at the City's discretion* The City requires the landscape contractor to include all labor and equipment for an all-inclusive contract for landscape maintenance. The area is approximately 72.5 acres. The 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 including and not limited to irrigation repairs minor and major, shrub, tree, and groundcover planting, spreading mulch as -needed (approx. 2000 cubic yards), fertilizer application (minimum of four times annually), turf maintenance, over seeding, chemical applications, litter pickup, turf aerification, dethatching, plant replacements, weed abatement and cleanup of drainage systems and the possible application of micro nutrients/soil amendments. It is the intent of these specifications to provide maintenance methods to keep all areas safe, weed free and in a state of good plant health. Materials will be paid by the Parks Division at the Contractor's price plus a maximum markup of 15%. In keeping with State mandated diversion requirements, the Parks Division strives to exceed diversion obligations to keep green waste from the landfills. The Contractor shall mulch and use on site 85% of the green waste generated by referenced Park locations. This bid is subject to SIB 854. See bidder instructions for details. The Contractor shall have a minimum of five years' experience maintaining landscaped sites of twenty acres or larger. (See References Sheets) The contractor shall have qualified water management and auditing personnel (CLIA — Certified Landscape Irrigation Auditor). The Contractor will be required to communicate work requests back and forth to Parks Staff through desktop computer, hand held device, or laptop. The Contractor is encouraged to provide copies of awards, and recognitions received for landscape maintenance excellence. And must supply a C-27 license copy or, at minimum, the license number with their bid response. Please refer to the following General Requirement 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. The work required in this bid requires the payment of prevailing wages. 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/dlsr/PWD. 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. Contractor shall further adhere to the requirements contained in the City of Santa Clarita's Labor Compliance Program, approved by the DIR for projects, and which will become part of the conformed documents. All pertinent California statutes and regulations, including, but not limited to those referred to in the City's Labor Compliance Program, are incorporated herein at Appendix A by reference as though set forth in their entirety. Additionally, the Contractor is responsible for obtaining a current edition of all applicable Federal and California statutes and regulations and adhering to the latest editions of such. Contractor shall submit certified copy of all Certified Payroll Records (CPRs) with the progress payment on at least monthly basis to the City. Administrative Specifications 1. Locations Park Location Acres Chesebrough Sunset Hills/McBean 6 Copperhill Copperhill/Deer Springs 4 David March Via Joyce/Adriene 4.5 Duane Harte at River Village Rive rrock/Brightwood 19.75 Fair Oaks Honey Maple/Cherry Willow 6.25 Golden Valley Five Knolls/Golden Valley 5 Northbridge Grandview/Chadsford 8.5 Pacific Crest Garnet Canyon/Cypress 7 West Creek Village Circle/Rio Norte 14.5 1.1 These specifications represent the all-inclusive standard for the maintenance of landscaped Parks throughout the City of Santa Clarita. City of Santa Clarita Hybrid Parks 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, workmanlike manner using quality equipment and materials. Said areas shall be maintained at the level of services provided for in these specifications at all times. 1.2 City of Santa Clarita Parks Administration Staff, consisting of the Director, Manager, Administrator, Project Development Coordinator, and Supervisor, or their qualified representative, shall herein be described as 'Park Maintenance Staff'. 1.3 Contractor shall under the terms of this agreement provide the labor, materials, and equipment necessary for the provision of grounds, irrigation and landscape maintenance services. Materials will be paid by the Parks Division at the contractor's price plus a maximum of 15%. The premises shall be maintained with nothing but the highest of industry standards at no less than the frequencies set forth herein. 1.4 Contractor is hereby hired and paid to render and provide all-inclusive labor and equipment for landscape, grounds and irrigation maintenance services including, but not limited to: a. Turf mowing; b. Edging; C. 85% hand pruning and 15% mechanical; d. Over -seeding; e. Reseeding f. Fertilization; g. Aeration; h. Verticutting; i. Top dressing; j. Irrigation; minor and major repairs, see section 22; k. Hand watering; I. Bleeding of valves necessary during emergencies when automatic systems are not functioning; M. Pruning shrubs and trees, see sections 18 and 19; n. Trimming of shrub areas, and ground cover; o. Disease control; P. Tree maintenance; structural pruning per ANSI. Best Management Practices; q. Maintenance of irrigation systems; r. Mulching (City provided mulch); will be disbursed by the contractor at their expense; S. Manual weed abatement; t. Chemical weed control; U. Maintenance of fire protection / fuel modification; V. Litter pickup, animal waste removal; W. Irrigation Specialist, Irrigation Assistant, Laborers and Foreman as required. X. Hardscape and sports courts (i.e.: sweeping or blowing down concrete and/or crack weed abatement); Y. Provide and furnish delineation, approved fencing and "grounds under repair" signs as needed when landscape areas are being renovated and must be closed for public safety. The landscape areas include: irrigated and landscaped areas; fire protection areas and natural areas, shrubs; trees; ground cover and turf which may be irrigated by automatic or manual systems. 1.5 Contractor shall not work or perform typical maintenance operations, particularly during periods of inclement weather, which may cause unsafe working conditions or that man damage landscape areas. 1.6 Contractor recognizes that during the course of this Agreement other activities and operations may be conducted by other contracted parties. These activities may include, but not be limited to: a. Landscape refurbishment; shrub, turf, and ground cover installation; b. Irrigation system refurbishment 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 create rail; i. Artificial turf installation; j. Integrated pest management / Chemical applications to trees; Contractor may be required to modify or curtail specific tasks and operations within their maintenance contract. 1.7 When notified of landscape or irrigation emergency during the hours and days of maintenance service as identified in Section 9, the contractor shall respond by phone to the Parks Maintenance Staff, within fifteen (15) minutes of notification. When notified of an emergency outside of the normal hours and days of maintenance service, the contractor has (30) minutes to respond by phone to the Parks Maintenance Staff. If personnel and equipment are necessary for the emergency, the contractor must have these resources available within 2 hours. Upon arriving at an emergency situation, it shall be the responsibility of the contractor to mitigate all unsafe conditions which would adversely affect the health, safety, or welfare of the public. See section 11.02 for consequences for failure to comply. 1.8 Contractor shall clearly identify and equip each vehicle used within the City of Santa Clarita with decals on the exterior right and left front door panels identifying the Contractor's name, and phone number. Contractor shall require each employee to adhere to basic public works standards of working attire. These are basically; uniforms (matching pants and shirts), proper shoes, safety vests and other gear required by State Safety Regulations (OSHA), and proper wearing of the clothing. Shirts shall be buttoned and worn at all times. 1.9 Contractor and employees shall at all times dress in a company uniform that identifies their employer and exhibit good customer service to City staff, City contracted staff, residents, and others throughout term of this contract. All communication will be professional in manner between all parties. Any employee who fails to work or act in an acceptable manner, as determined by the City Representative, shall be removed from working on City contracts immediately. 1.10 The contractor is required to have a minimum of five (5) years' experience in the landscape maintenance field. The contractor is required to have experience in the maintenance of landscaped areas of twenty acres or larger. Vendor is to provide five references with a similar scope & type of work within the bid response. 1.11 Contractor shall provide cellular communication to each crew foreman. 1.12 The contractor, and or subcontractors, must possess the following licenses at time of bid submission; C-27. The contractor or subcontractor must identify a staff member certified or licensed as a qualified applicator through the California Department of Pesticide Regulation. The contractor shall (when required) have an Arborist identified by the International Society of Arboriculture (ISA) / or have a contract with a Certified Arborist on a need basis. The contractor must identify a staff member who is a certified landscape irrigation auditor (CLIA). The bidder will submit copies of the licenses, and certificates or subcontractor information sheets, indicating licenses held with bid submission. 1.13 The contractor will be required to obtain and pay for any permits that may be required for the performance of any tasks under this contract with the exception of oak tree permits. Landscaped Areas to be Maintained 2.1 The Parks areas to be maintained under the provisions of this Agreement are specifically identified in Section E. 2.2 Contractor must acknowledge personal inspection of the Parks irrigation system, turf, and planter areas and evaluate the extent to 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 Parks for any improvements or alterations to irrigation, turf, and landscaped areas thereof. 2.3 Estimated acreage is provided by Parks for all areas to be maintained in Section 1. However, it is the responsibility of Contractor to verify by inspection and observe the various area characteristics. Certifications/Reports/Records 3.1 Payroll and Prevailing Wage Report: Contractor shall complete a Payroll and Prevailing Wage Certification Report which shall be made available to Parks concurrent with the monthly invoicing. Contractor shall provide the required information in a form acceptable to Parks Division. The City is requesting that one monthly bill be submitted by the contractor to Parks Division for the maintenance. The monthly payment will not be made until such report is received and approved by Parks Division. Vendor to provide sample of monthly bill with bid response. 3.2 Daily Staff Attendance Report: Contractor shall complete a Daily Staff Attendance Report which shall be made available to Parks upon request. This report shall include the date, names and titles of all on -site staff working in the Parks each day. 3.3 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 Parks and will be made available to Parks upon request. 3.4 Certification of Specialty Type Maintenance: When applicable, Contractor shall include with the monthly invoice those specialty type maintenance items completed. The following information shall include but not be limited to: a. Quantity and complete description of all commercial and organic fertilizer(s) used. b. Quantity and label description of all grass seed used. C. Quantity and complete description of all soil amendments used. d. A valid licensed California Pest Control Advisor's recommendations and copies of corresponding Agricultural Commissioners Pesticide Use Reports signed by a licensed California Pest Control Operator for all chemical, disease and pest control work performed. The report shall be accompanied by a listing of each material used, quantity used, and the location of use, the date used, the applicators name and the license number. 3.5 Company Financial Records: The contractor may be required to supply the City with their financial records through a reputable independent auditor, such as Dunn & Bradstreet. 3.6 Violation Records: The awarded contractor shall not have two or more Cal-Osha sustained complaints or four or more California State Contractor Board sustained complaints within the past four years. A bid response from the awarded vendor that does not meet these requirements may be considered a non -responsive bid, and the City of Santa Clarita will proceed to the next lowest bidder. Please supply this information on Exhibit C, Violation Records. 4. Additional Work 4.1 Parks may arrange for additional Contractor personnel to cover additional work needed due to extraordinary incidents such as vandalism, Catastrophic Acts of Nature or third - party negligence for which Contractor will be compensated. Regularly occurring "bad weather" is not considered an Act of Nature for the purposes of this contract. 4.2 Prior to performing any 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. No work shall commence without the written authorization from Park Division. Costs for additional work shall not exceed the labor rate identified on the Additional Pricing Sheet. For material it shall be Contractor's cost plus no more than 15%. The contractor will maintain and submit copies of invoices to demonstrate the contractors' cost. 4.3 When a condition exists wherein there is imminent danger of injury to the public or damage to property, Parks 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 Parks Division. 4.4 All 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 extra work shall include a detailed itemization of labor and/or materials. 4.5 All invoices submitted by the contractor for extra work shall include a detailed itemization of labor and/or materials and park location identified. All invoices for extra work and items must be submitted biweekly to Parks. Contractor's Liabilities 5.1 Failure on the Contractor's part to complete required maintenance, service requests, completion of training certificates (see section 22), and/or cure deficiencies to the satisfaction of the assigned Parks Maintenance Staff in a time that is determined by Parks Maintenance Staff is subject to liquidated damages of $500 per day. 5.2 All damages resulting from Contractor's operation within the Parks areas shall be repaired or replaced at Contractor's expense within 48 hours or be subject to liquidated damages of $500 per day. If contractor's damage occurs to the irrigation system, it must be repaired prior to the next scheduled water cycle or be subject to liquidated damages of $500 per day. 5.3 All such repairs or replacements shall be completed within the following time limits or be subject to liquidated damages of $500 per day. a. Contractor shall make all irrigation repairs immediately upon occurrence, or within 24 hours following notification from Parks Division of such a deficiency. If not repaired within 24 hours or agreed time in writing, contractor will be subject to liquidated damages. b. All damages to shrubs, trees, turf, or ground cover shall be repaired or replaced within five days or as agreed upon by Parks Division. 5.4 All repairs or replacements shall be completed in accordance with the following maintenance practices or be subject liquidated damages of $500 per day. 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 Parks Division. b. Shrubs Minor damage may be corrected by appropriate pruning as required in Section 18, "Shrub and Ground Cover Care," of the Specifications. Major damage shall be corrected by removal of the damaged shrub and replacement to comply with the provisions in Section 18 "Shrubs and Ground Cover Care" of the Specifications. C. Chemicals Any damage resulting from chemical operations, either spray -drift or lateral -leaching shall be corrected in accordance with the aforementioned maintenance practices. Any soil damaged from chemical application shall be reconditioned or replaced. 6. Interpretation of the Maintenance Specifications 6.1 Should any misunderstanding arise; Parks Division will interpret this Agreement. If the Contractor disagrees with the interpretation of Parks Division, Contractor shall continue with the work in accordance with Parks Division interpretation. Within 30 days after receipt of the interpretation, Contractor may file a written request for a hearing before a Disputes Review Panel as provided hereinafter. The written request shall outline in detail the area of dispute. 6.2 The Disputes Review Panel will be appointed by Parks Division and will be composed of not less than three Qualified personnel or representatives having experience in the administration of grounds maintenance contracts. The panel will convene within one 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 Parks Division for consideration, within one week following the conclusion of the hearing. Parks Division shall render an interpretation based upon review of the Panel's recommendation. Parks Division decision shall be final. Office of Inquiries and Complaints 7.1 Contractor shall at all times, have some responsible person(s) employed by the Contractor to take the necessary action regarding all inquiries and complaints that may be received from the Homeowners Associations, property owners, and park patrons within said Parks or from Parks personnel, representatives or patrons using the facility. This person(s) shall be reachable 24 hours per day. An answering service 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. 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 radio communication. 7.2 Whenever immediate action is required to prevent impending injury, death, or property damage to the Parks being maintained, Parks Division may authorize such action to be taken by a third- party work force and shall charge the cost thereof as determined by the Administrator, against the Contractor, or may deduct such cost from an amount due to Contractor from Parks Division. 7.3 Contractor shall maintain a written log of all complaints, the date and time thereof, and the action taken pursuant thereto or the reason for non -action. The log of complaints shall be available for inspection by Parks Division at all reasonable times. 7.4 All complaints shall be addressed as soon as possible after notification; but in all cases within 24 hours, to the satisfaction of Parks Division. If any complaint is not resolved within 24 hours, Parks Division shall be notified immediately of the reason for not resolving the complaint followed by a written report to Parks Division within five days. If the complaints are not resolved within the time specified or to the satisfaction of Parks Division, Parks Division may correct the specific complaint and the total cost incurred will be deducted from the payments owing to the Contractor from Parks Division. 8. Safety 8.1 Contractor agrees to perform all work outlined in this Agreement in such a manner as to meet all California Landscape Industry Standards for safe practices during the maintenance operation for medians and parkways and to safely maintain stored equipment, machines, and materials or other hazards consequential or related to the work; and agrees additionally to accept the sole responsibility for complying with all local, City, State or other legal requirements including but not limited to, full compliance with the terms of the applicable O.S.H.A. and CAL-O.S.H.A. Safety Orders at all times so as to protect all persons, including Contractor's employees, agents of the City, vendors, members of the public or others from foreseeable injury, or damage to their property. Contractor shall inspect all potential hazards in the Parks that are covered by this Agreement and keep a log indicating date inspected and action taken. 8.2 It shall be Contractor's responsibility to inspect, and identify, any condition(s) that renders any portion of the Parks premises unsafe, as well as any unsafe practices occurring thereon. Parks Division 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 areas and paving; b. using barricades, signs, caution tape or traffic cones to alert patrons of the existence of hazards; C. replace valve box covers so as to protect members of the public or others from i nj u ry. 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 Parks Division within five days following the occurrence. Hours and Days of Maintenance Services 9.1 The hours of maintenance service shall be 7:00 a.m. to 4:30 p.m. on those days' maintenance is to be provided pursuant to the work schedule approved in advance by Parks Division. No work will be performed on City observed holidays unless authorized by Parks Division Administration in advance. Blowers, lawnmowers, chainsaws or other mechanical equipment with a decibel level above 65 decibels cannot be used before 7:00 a.m., Monday through Friday within the City of Santa Clarita. 9.2 Contractor shall provide the minimum specified on -site staffing per Section 11, Staffing, to perform the required maintenance to meet required California Industry Standards. Alternate days or any changes in the days and hours of operation heretofore prescribed shall be subject to approval by the Parks Division. 9.3 Per State of California Labor Code, Contractor is directed to the following prescribed requirement with respect to the hours of employment. A legal day's work shall constitute eight hours of labor under this Agreement, and said Contractor shall not require or permit any laborer, worker or mechanic, or any subcontractor employed by him to perform any of the work described herein to labor more than 8 hours during any one day or more than 40 hours during any one calendar week, except as authorized by Labor Code Section 1815, under penalty of paying to the City the sum of $25 for each laborer, worker, or mechanic employed in the execution of said Agreement by him, or any subcontractor under him, upon any of the work included in said Agreement for each calendar day during which such laborer, worker or mechanic is required or permitted to labor more than 8 hours in any one calendar day or 40 hours in any one calendar week, in violation of the provisions of Section 1811 to 1815, inclusive, of the Labor Code of the State of California. 10. Maintenance Schedules 10.1 Contractor shall, within ten days after the effective date of this Agreement, submit a premises work schedule to Parks Division for review and approval. Said work schedule shall be set on a weekly rotational basis, as well as an annual calendar, identifying and delineating the time frames for the required functions by the day of the week, morning, and afternoon. Rotational requirements for each Park are to be approved by Parks Division upon review of the work schedule. 10.2 Contractor shall perform maintenance as scheduled and approved by the Parks Division. Failure to perform maintenance according to the approved schedule is subject to liquidated damages of $500 per day. 10.3 Contractor shall submit revised schedules when actual performance differs substantially from planned performance. Said revisions shall be submitted to Parks Division for review, within five working days prior to scheduled time for the work. 10.4 Contractor shall notify Parks Division, in writing, at least two weeks prior to the date and time of all maintenance operations. a. Fertilization; b. Turf Aerification; C. Turf Renovation/Verticutting; d. Turf Reseeding; e. Micro-Nutrients/Soil Amendments; f. Spraying of Trees, Shrubs or Turf; g. Aesthetic Tree and Shrubbery Pruning; h. Preventative disease control; i. Seasonal color. Transplanting small and medium sized plants; j. Lane closures for median or parkway maintenance prior notification is required; k. Fire protection of the natural area maintenance. 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' distance from dwellings or structures requirements pursuant to County fire code. 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 hydro -mulched or planted in accordance with applicable County Ordinances. Use of these areas by the residents should be minimal. Contractor shall perform, under the terms of this agreement, the following services for the maintenance of the natural slopes, which requires that the weeds and native brush be: Clipped to a height of 2 to 4 inches for a distance of at least 100 feet from a dwelling or structure and all debris removed from the site. Dead wood from woody plants shall be trimmed when the area is brushed. 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 Parks 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. The required weeding shall be completed as soon as possible following its commencement and shall be completed throughout a Parks within a maximum period of 30 days. iii. 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 the contractor will be paid additional compensation at the rate specified in the form of bid. 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 yea r. 10.5 Where reference is made to weeding, brushing, or clearing within 100 feet of a structure, it is intended that the space between the structure and the private property line is the responsibility of the owner of the property except where Parks Division 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. The 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, Parks Division is responsible for those areas where an easement has been accepted by Parks Division over a portion of a private lot. Consult with Parks Division for any questions regarding these areas. 10.6 The maintenance of the manufactured slopes requires that the planted slopes be weeded on a regular basis throughout the year. Planted slopes which were not hydroseeded shall be kept weed free at all times and the use of chemicals is permitted. Planted slopes that were hydroseeded require weed removal by hand as the use of chemicals is not permitted. The removal of weeds by hand shall be performed each month during 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 these Specifications. 11. Contractor's Staff 11.1 Contractor shall provide the minimum specified number of personnel to satisfy daily and/or weekly_requirements for high quality landscape maintenance. Contractor's staff MUST be employees of the contractor except subcontractors identified in the response to this bid. Contractor must perform all work in accordance with the specifications set forth herein. Contractor's employees, assigned to Hybrid Park maintenance shall include at least one individual crew foreman who speak and comprehends the English language. 11.2 Staffing requirements for maintenance of the City of Santa Clarita nine hybrid parks will be a minimum off 200-man hours per week with a dedicated crew five days per week. Minimum assigned staff shall consist of one irrigator, one lead maintenance worker and three maintenance workers. 11.3 Parks Division 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 Parks Division Staff, detrimental to the interest of the public using the premises, Contractor shall meet with representatives of Parks Division to consider the appropriate course of action with respect to such matter and Contractor shall take reasonable measures under the circumstances to assure Parks Division that the conduct and activities of Contractor's employees will not be detrimental to the interest of the public patronizing the Parks covered under this Agreement. 11.4 Parks Staff reserves the right to require the Contractor provide alternate staff members to supplement and/or replace staff that is determined to be performing below the expectations of Parks Division. 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, the contractor shall provide appropriately qualified alternatives for selection by Parks staff as necessary. 12. Signs/Improvements 12.1 Contractor shall not post signs or advertising matter upon the premises or improvements thereon, unless prior approval therefore is obtained from Parks Division. 13. Utilities 13.1 Parks Division shall pay for all utilities associated with the maintenance of the Parks. However, water usage shall not exceed the amount required to comply with irrigation schedules established by the Contractor and approved by Parks Division. 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 Parks Division will be presented to Contractor by Parks Division prior to actual deduction to allow for explanations. 14. Non -Interference 14.1 Contractor shall not interfere with the public use of the Park areas covered under this Agreement, and shall conduct its operations as to offer the least possible obstruction and inconvenience to the public or disruption to the peace and quiet of the area within which the services are performed. 15. Use of Chemicals 15.1 At the contractor's expense, shall provide the necessary labor in these specifications to apply chemicals such as herbicides and pre -emergent. The City of Santa Clarita will pay the contractor's price for the chemicals plus no more than a 15% mark up. All work involving the use of chemicals shall be following all Federal, State, and local laws and will be overseen by a Certified Applicator under the direction of a Licensed Pest Advisor. Contractor, in complying with the California Food and Agricultural regulations, 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 sub -contractor to Parks Division prior to using chemicals within the parks. 15.2 A listing of proposed chemicals to be used including; commercial name, application rates, and type of usage shall be submitted to Parks Division for approval. The listing will be accompanied by copies of Material Safety Data Sheets (MSDS) for all chemicals that may be used in binder or booklet form. No work shall begin until written approval of use is obtained from Parks Division. The contractor shall consider the effects chemical application has on the environment. The contractor shall use the least toxic chemicals in the lowest quantity that will be effective in achieving the needed result. 15.3 Chemicals shall only be applied by those persons possessing the training in chemical application or a valid California Applicator's Certificate. Application shall be in strict accordance with all governing regulations. 15.4 Records of all operations stating dates, times, methods of application, chemical formulations, applicators names and weather conditions shall be made and retained in an active file for a minimum of three years. Contractor shall provide a chemical use report and a copy of the PCA recommendation to Parks Division for each application (site specific) made during each month. This shall be in addition to the copy of the usage summary that is provided to the Agricultural Commissioner. 15.5 All chemicals requiring a special permit for use must be registered with the County Agricultural Commissioner's Office and a permit obtained with a copy to Parks Division. 15.6 All regulations and safety precautions listed in the "Pesticide Information and Safety Manual" published by the University of California shall be adhered to. 15.7 Chemicals shall be applied when air currents are still; preventing drifting onto adjacent property and preventing any toxic exposure to persons whether or not they are in or near the area of application. 16. Storage Facilities 16.1 Parks Division shall not provide any storage facilities for the Contractor. Any Contractors storage facilities must be located outside of the boundaries of the Park for which landscape maintenance services are performed, unless Parks Division determines it would be in the best interests of Parks Division to waive this restriction. 17. Turf Care 17.1 Contractor shall perform the following services under the terms of this agreement; Mowing: Turf to be mowed with an adequately sharpened rotary or reel type mower equipped with rollers must be used, to ensure a smooth surface appearance without scalping. All warm season grasses (Bermuda and St. Augustine) to be cut at % inch through 1-inch height throughout the year. Subject to change. 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. The mowing heights may be adjusted by Parks Division during periods of renovation. iii. 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. iv. A mowing schedule will be established and maintained. This schedule will provide that all areas will be mowed not less than once a week when turf is actively growing and once every two weeks or as directed during the non -growing season. This schedule will be submitted to Parks Division for approval. Refer to items 1 and 2 in this section for turf length ranges. vi. Mowing speeds shall not exceed the speed recommended for optimal performance based upon the manufacturer's specifications and recommendations in the owners/operation manuals. 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 24 to 36 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 done concurrent with each mowing. The edge of the turf shall be trimmed around value boxes, meter boxes, backflow devices, or any structures located within the turf areas. All turf edges are to be maintained to prevent grass invasion into adjacent shrub, flower, and ground cover bed areas. iii. All clippings shall be removed from site the same day area is edged. iv. After mowing and edging is completed, all adjacent walkways are to be swept clean by power blower or broom. V. Newly planted trees in lawn areas shall have tree guards installed if necessary to avoid damage. vi. Trees in lawn areas shall have a minimum of 24 to 36 inches mulched clearance where applicable. vii. All edging where turf meets concrete walkways and mow curbs to be completed with a hard blade edger C. Weed Control: Turf is to be maintained weed free. Hand removal of noxious weeds or grasses will be required as necessary. Insect/Disease Control: Eliminate all insect or disease affecting turf areas as they occur. Aerating: Aerate all turf areas two 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. Parks Division is to be notified at least two weeks prior to the exact date of aerating. Thatch Removal: Verticut all turf areas two 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. Parks Division is to be notified at least two weeks prior to the exact date of renovation. Hauling costs and dumping fees are included in the contract and are to be performed at the contractor's sole expense. Top Dressing: Top dress all turf areas two times annually, once in the spring and once in the fall after seeding. The City of Santa Clarita will pay the contractors price for the top dressing plus no more than a 15% mark up. The contractor shall provide the labor to apply the top dress. Fertilization: Turf shall be fertilized with a turf type commercial fertilizer at a minimum of four times a year. All fertilizer used shall be granular. Fertilizer type can be suggested by Contractor, determined by soil analysis or at the direction of Parks Division. All turf areas fertilized shall be thoroughly irrigated immediately following fertilization. Fertilizer applications must be approved by Parks Division prior to application. The City of Santa Clarita will pay the contractors price for the fertilizer plus no more than a 15% mark up. The contractor shall provide the labor to apply the fertilizer. Turf Reseeding: Contractor shall 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. When Contractor reseeds turf, they will aerify, verticut, seed and top dress (spread evenly over the entire area to a uniform depth of %-inch) in this sequence. Parks Division 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. The City of Santa Clarita will pay the contractors price for the seed plus no more than a 15% mark up. The contractor shall provide the labor to apply the seed. 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 Parks Staff prior to installation. Ornamental Grass Care: To promote new growth, cut back the foliage to about 4-6 inches in the late winter to early spring before growth resumes. k. Irrigation: including hand watering and bleeding of valves, in emergency situations where automatic systems are not functioning as required to maintain adequate growth rate and appearance. Section 22, concerning irrigation practices shall apply to all turf. 18. Shrub and Ground Cover Care 18.1 Contractor shall perform at his sole expense under the terms of this agreement the following services: Pruning: Manually select prune shrubbery 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 January. All shrubs shall be free of dead wood, weak, diseased, insect infested and damaged limbs at all times. Remove all clippings the same day shrubbery is pruned. Pruning is not done during flowering, during new growth emerging or during the hottest time of the year (July -August) unless directed by Parks Division. No balls, squares or unusual shapes are permitted under this bid. All -natural selective pruning is required following the natural habit of the particular plant. b. Trimming: Restrict growth of shrubbery and ground cover to areas behind curbs and walkways, and within planter beds by trimming, as necessary, or upon notice by Parks Division. All trimming practices are subject to change as directed by Parks Division. C. 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.) Disease and Insect Control: Maintain free of disease and insects and treat when needed pursuant to Section 20. Weed Control: All ground cover and shrub beds are to be kept weed free at all times. Methods for control shall incorporate the following: Mulch application to 3" layer maximum (approx. 2,000 combined cubic yards annually) Hand removal iii. Cultivation iv. Chemical eradication using non -residual herbicides if previous efforts are unsuccessful. Shrub and Ground Cover Replacement: All damaged, diseased (untreatable), or dead shrubs and ground covers whose damage was a natural condition/causes, will be replaced under the terms of "additional work" as described in Section 4 of this bid document. All shrubs shall be guaranteed to live and remain in healthy condition for no less than ninety days from the date of acceptance of the job by the Parks Division Administrator or qualified representative. Fertilization: Apply balanced fertilizer two times per year to provide a healthy color in all plants with foliar feedings if applicable. 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 where needed. Fertilizer shall be appropriate for plant type and season (time of year) and approved by Parks Staff prior to installation. The Contractor shall provide the Director with a fertilization schedule, with two weeks notification prior to the proposed fertilization. Irrigation: Irrigate, including hand watering and bleeding of valves, in emergency situations where automatic systems are not functioning as required to maintain adequate growth rate and appearance. Section 22, concerning irrigation practices shall apply to shrubs and ground covers. Recycling: Recycling of plant debris by composting and/or maintaining a minimum 2- inch layer of mulch under all trees, shrubs and groundcovers and a minimum 3- inch layer in all open areas is strongly encouraged. Mulch purchased by the Parks will be disbursed with the above specifications by the contractor who will provide the labor at his expense. Ornamental Grass Care: To promote new growth, cut back the foliage to about 4- 6 inches in the late winter to early spring before growth resumes. 19. Tree Care 19.1 Contractor under the terms of this agreement shall perform the following services: Tree Maintenance: All trees to be maintained up to 14 feet and 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. All sucker growth is to be removed from trees as it occurs. Maintain an 8-foot clearance for branches overhanging all public walkways and 14-foot over parking lots and roadways. iii. Report insects and tree diseases to Parks Division. iv. Stake and support all replacement trees and replace stakes which have been broken or damaged on existing trees. V. 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. vi. 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 12 inches from the top tie on the tree trunk. vii. Stakes and ties will be placed so no chafing of bark occurs and shall be checked frequently and retied to prevent girdling. viii. Broken branches are to be removed immediately whether they are in the tree or on the ground. ix. All trees should have a weed free tree well. b. Fertilization: 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 Parks, be a balanced organic 10-6-4 ratio with trace element. Contractor shall provide Parks Division with two 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. Tree Replacement: All trees permanently damaged as a result of action or inaction by the contractor will be replaced as provided for under Section 5 with the identical species of tree existing previously, unless otherwise notified in writing by Parks Division. The need for and the size of replacement will be determined by Parks Division 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 Parks Division. Original plans and specifications should be consulted to insure correct identification of species. Upon notification, all newly planted trees, by others, are the responsibility of the Contractor to maintain and guarantee healthy establishment for a period of 90 days. If the landscape contractor plants additional trees it will be considered "extra work cost." 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 the landscape contractor provides this service it will be considered "extra work cost." 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 the landscape contractor or their subcontractor. Parks Division will procure Oak Tree Permits once work is approved. Tree Pruning/Trimming: All tree trimming/pruning will be done in accordance with the standards established by the International Society of Arboriculture (ISA) and ANSI 300 Best Management pruning practices. 20. Use of Integrated Pest Management (I.P.M.) 20.1 Parks Division will provide the materials necessary for integrated pest management (IPM) and contractor at his under the terms of this agreement will provide the labor. Integrated Pest Management (IPM): Integrated pest management (IPM) is a pest management strategy that focuses on long-term prevention or suppression of pest problems with minimum impact on human health, the environment, and non - target organisms. Preferred pest management techniques include encouraging naturally occurring biological control; using alternate plant species or varieties that resist pests; selecting pesticides with a lower toxicity to humans or non -target organisms; adopting cultivating, pruning, fertilizing, or irrigation practices that reduce pest problems; and changing the habitat to make it incompatible with pest development. Pesticides are used as a last resort when careful monitoring indicates that they are needed according to pre -established guidelines. When treatments are necessary, the least toxic and most target -specific pesticides are chosen. Implementing an integrated pest management program requires a thorough understanding of pests, their life histories, environmental requirements, and natural enemies, as well as establishment of a regular, systematic program for surveying pests, their damage, and other evidence of their presence. IPM has been mandated on Federal property since 1996 by Section 136r_1 of Title 7, United States Code, and is cited in Title 41 of the Code of Federal Regulations (102-74.35) as a required service for agencies subject to the authority of the General Services Administration. The Contractor will develop an IPM program for work covered by this statement of work. b. Chemical Application: All work involving the use of chemicals will be accomplished by a State of California Certified or Licensed pest control applicator. 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 the Contractor with the County Agricultural Commissioner's Office and a permit obtained with a copy to Parks Division, prior to use. A copy of all forms submitted to the County Agricultural Commissioner shall be given to Parks Division on a timely basis. d. Compliance with Regulations: All applications should comply with all applicable local, state and federal laws e. Pest Control: Control of ground squirrels, gophers, and other burrowing rodents by trapping and/or eradication will be provided by Parks Division. Contractor is not responsible for this service. Whenever holes are visible upon the surface, these holes shall be filled and securely tamped. The County Agricultural Department who will provide pest control for Parks Division. This procedure shall be followed in all areas, especially within all slope areas. Contractor is responsible for notifying Parks Division upon detecting a need for rodent control. 21. General Clean -Up 21.1 Contractor shall at his sole expense under the terms of this agreement perform the following services: Curb and Gutter Maintenance: Contractor is responsible for removal of debris, weeds from gutter expansion joints and three feet from curb face at all times. b. Concrete/Asphalt Median Strip Maintenance: Contractor is responsible for weed removal within the crack(s) on the asphalt, concrete, and stamped concrete median strip areas, if any, at all times. C. Walkway and Driveway Maintenance: Walkways, paseos and driveways, will be cleaned immediately following mowing and edging at a minimum of once per week or as needed. This includes removal of all foreign objects from surfaces. All walkway and driveway cracks and expansion joints shall be maintained weed free at all times. Drain Maintenance: All drains and catch basins shall be free of silt and other debris at all times. 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. The City's Environmental Services Office. The goal will be at least 85% diversion. Debris: The contractor may be required to remove small amounts of debris which would fit into a pick-up truck. Removal of larger items would be considered as an "additional work" item and subject to the terms of Section 4. 22. Water Management and Irrigation System Maintenance or Repair 22.1 All irrigation systems within the Parks 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 Parks Maintenance Staff. Failure to provide copies of invoices may result in delay of payments to Contractor. Contractor shall adhere to the Irrigation Association, Best Management Practices (BMP'S) at: http://www.i rrigation.org/uploaded Files/Standards/BMPDesign-Install-Manage.3-18- 142. pdf Scope of Responsibility: Contractor shall maintain (repair and/or replace as needed) and keep operable all irrigation equipment consisting of but not limited to: i. Irrigation Programming ii. Irrigation Station Identification/Location iii. Irrigation Heads iv. Remote Control Valves V. Master valves vi. Flow Sensors vii. Flow Sensor Programming viii. PVC Piping (Including mainline and laterals) ix. Quick Couplers X. Risers xi. Swing Joints xii. Check Valves xiii. Valve Boxes, Quick Coupler Boxes, Etc. xiv. Irrigation Controller Programming and Setup b. Replacement Requirements: Replacements will be of original materials or substitutes approved by Parks 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. Ordinances: All materials and workmanship will be in accordance with the applicable City Plumbing Ordinances. Where the provisions of the Scope of Work exceed such requirements, the Scope of Work shall govern. 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 Parks Division will provide a password for access. Inspections: Contractor shall conduct a complete irrigation system inspection for each Park at minimum of once a month. 22.2 Contractor will be responsible to complete the following WeatherTrak training courses through HydroPoint University. Proof of completion to be provided with proposal submission or within 90 days of contract award date. Additional trainings are available and participation is encouraged. Irrigation Manager Courses (all levels) b. Flow Manager Courses (all levels) C. WeatherTrak OptiFlow Training (optional) 22.3 Controllers: All controllers shall be adjusted as needed for optimum performance considering the water requirements of each remote control valve (irrigation station). "Smart" or "weather based" controllers shall be configured to water in the "AUTO MODE" or "ET MODE" when available. Plant establishment periods do not apply to this requirement and should be scheduled accordingly. Contractor is responsible for adjusting the controller parameters/attributes in order to irrigate efficiently and each valve shall be customized for the needs of the plant material. Excessive watering or excessive runoff shall not be permitted. 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 Parks will provide a username/password for access. C. Response to WeatherTrak Alerts by category shall be made within the time frames listed below. Failure to comply with response times will be considered a deficiency and may be subject to a deduction from payment in the amount up to $200.00 for each instance where an alert is not resolved within the time frame. Severe Alerts to be resolved within 24 hours. ii. Major Alerts to be resolved within 5 working days iii. Critical Alerts to be resolved in an acceptable timeframe to ensure health of plant material. Contractor will provide their own irrigation remote (receiver and transmitter) for control of the WeatherTrak controllers. 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 Parks 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. Parks Maintenance Staff 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. 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 once monthly. i. Check systems, as needed, for optimum performance and adjust and/or repair any sprinkler heads causing excessive runoff, including slope areas, or which throw directly onto roadway paving or walks (where sprinkler heads can be adjusted). j. Contractor is to maintain the watering schedule in "AUTO" mode which will equal the evapotranspiration rate based on topography, soil type, plant material, season or climatic factors. Contractor shall notify The City of Santa Clarita of any schedule changes. k. Contractor shall utilize "cycle & soak" in programming in order to eliminate excessive run-off. Scheduled operation other than 9:00 p.m. to 7:00 a.m. must be approved by The City of Santa Clarita. M. When available, copies of controller maps shall be kept in enclosures at all times n. Contractor is responsible for maintenance of the interiors of controller enclosures and shall be kept clean free of debris and pests, regardless of condition(s) at time of contract award. o. Contractor shall be responsible to notify The City of Santa Clarita of any additional water requirements to the landscape which is outside of the "AUTO" scheduled program application. P. It is the responsibility of Contractor to keep the plant material alive. If this requires an extra application of irrigation water, Contractor is to make the necessary adjustments and immediately notify The City of Santa Clarita upon doing so. q. Only the City of Santa Clarita staff, City Monitors, Contractor Supervisor/ Foreman or Irrigation Technician will have access to all controllers. Enclosures will be locked/padlocked at all times. r. Contractor shall test the soil in turf and groundcover areas and around all trees and shrubs monthly or as necessary with soil probes to determine that the proper amount of water is being applied at all times. This information should be used to adjust watering times on the controller and supplemental hand or deep watering as necessary. S. Contractor shall make adjustments to the water programs to compensate for irrigation heads on each system, soil type and permeability, wind condition, orientation to the sun, air temperature, season, and logistical considerations t. Once the irrigation system has been adjusted to only irrigate the planting areas it was designed to irrigate, Contractor shall then monitor the irrigation watering application time to determine the length of time each system runs until irrigation runs off the landscape area. This information will then be used to establish "cycle & soak" parameters. U. The maximum run time should then be set a minimum of one minute less than the time it takes for run off to occur. This will establish the maximum run time for each valve, with full sun exposure. Adjust valves with partial shade or full shade to have less run time than the systems in full sun. 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. 22.4 Operation of System: a. As a standard practice, Contractor shall formally acknowledge receipt of the irrigation System within the first 60 days of the notice to proceed. It is the Contractor's responsibility to conduct a full-scale irrigation audit/assessment to determine deficiencies in the system and make recommendations for repair(s). b. Contractor will be responsible for immediate maintenance (repair or replacement) of all irrigation systems. Contractor will be responsible at all times for hand watering and the bleeding of valves in emergency situations as required to sustain and prevent loss of turf, trees, annuals, perennial plants, and ground covers when automatic systems are not functioning. C. Irrigation system will be controlled by Contractor in such a way as not to cause an excessively wet area which could interfere with Contractor's ability to mow/maintain landscaped areas. d. All irrigation systems shall be personally inspected by Contractor a minimum of once per month to verify effectiveness of sprinkler operation. The appropriate Irrigation Inspection Form must be filled out per controller and submitted to The City of Santa Clarita Parks Division 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. 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. Contractor shall be responsible for trimming plant material and making necessary adjustments to riser heights as growth rates indicate. Contractor shall be responsible for hand -watering any pots not provided with an irrigation system to maintain plants and promote optimum growth. 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. Plant damage or loss resulting from the failure to promptly report irrigation system failure shall be considered Contractor negligence and such plant material shall be repaired or replaced at Contractor expense. M. All hand watering performed with a hose shall require the hose to have a flow control that will allow the operator to turn the hose off between watering areas to minimize any wasted water. 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. 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. Contractor shall not repair, manipulate or remove backflow devices unless prior authorization has been received by a City of Santa Clarita representative. However, Contractor is permitted to make use of shutoff valves located on or near backflow devices in the event of a mainline break and/or maintenance. Contractor shall notify the Parks office immediately should a backflow prevention device malfunction occur. t. Park Maintenance staff will spot check controller schedules on each inspection of a district to assure compliance with irrigation program standards. Contractor shall conduct a complete irrigation system inspection for each district at minimum of twice a year. Contractor shall observe and note any deficiencies occurring from the original design and review these findings with Parks, so necessary improvements can be considered. 22.5 Repairs: a. All pop-up heads should be assembled on triple swing joints. b. When irrigation heads, risers, nozzles, etc. break, they will be replaced with like for like irrigation heads. Uniformity is of the utmost importance. C. All remote -control valves shall be Superior 950DW brass valves unless other(s) are accepted by Parks staff. d. Contractor shall repair all leaking or defective valves immediately upon occurrence, or within 24 hours following notification from Parks 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 Park 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). 22.6 Conservation: The City of Santa Clarita may conduct monthly water management meetings with Contractor to review all controllers with irregular usage and situations where water consumption is excessively high. All plant stress or loss due to under -watering or over - watering will demonstrate contractor neglect and cost to replace said material will be at Contractor's sole expense. The City of Santa Clarita may conduct monthly Water Management Meetings with Contractor to review any penalty charges that were caused by the Contractor's inability to properly manage water allocations, when applicable. Contractor will be responsible for paying all water penalties incurred on each water meter for all overages exceeding allocation established by the respective water purveyor. The City of Santa Clarita may waive specific penalties at its sole discretion. The City of Santa Clarita takes Water Conservation very seriously and will not tolerate mismanaged or neglected water delivery systems. 22.7 Contractor shall provide WeatherTrak generated reports called "Controller Inventory Reports" at the request of City Staff. The first report will be due 30 days after the start of this Agreement and updated every two weeks. At a minimum, the report shall identify each irrigation controller subject to this Agreement, the location, alert status, and confirm the controller is "online". Failure to provide a completed report on time will be considered an incomplete work item and may be subject to a deduction from payment in the amount up to $200.00 dollars. 22.8 Water Budgets: In order to ensure efficient and responsible water management with regards to landscape irrigation, the City of Santa Clarita Parks office may require the following: When water budgets have been established for each individual service area within a Park (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/landscapeordinanceZ b. When water budgets and/or tiered rate structures are enforced by individual water purveyor SCV Water Agency. The Contractor shall not exceed the monthly allocation(s) as set forth by the service provider for each individual service area within a Park 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. 22.9 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: 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 LA Sanitation Districts' recycled CA water permits issued by the State or Regional Water Board, applicable laws and regulations, State Water Board and local health department guidelines, and the LA 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. Maintain signs at all points of entry (both pedestrian and vehicular). k. Maintain labels and tags on recycled and potable water appurtenances. I. Use quick couplers instead of hose bibbs in public access areas. M. Operate irrigation system: i. Between 10:00 p.m. — 6:00 a.m., if automatically controlled (unless other restrictions apply). ii. 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. iii. At any time, if public access to the reuse site is restricted. n. 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. o. Quickly repair any breaks in recycled water irrigation or distribution lines and broken sprinklers. P. Be familiar with all of the notification requirements if any of the following has occurred: i. A recycled water line break, spill, or off -site discharge of recycled water. A noncompliance of the Sanitation Districts' Requirements for Recycled Water Users or recycled water use permits. iii. A cross -connection between the recycled water and potable water systems. iv. Any safety or health issues. q. Schedule all required backflow prevention and cross -connection testing. r. Assist and cooperate during periodic backflow prevention and cross -connection testing. S. Assist and cooperate during periodic site inspections conducted by Sanitation Districts or the water purveyor. t. Thoroughly wash tools used for the recycled water system if used for the potable water system. U. Contact the Special Districts if any water system (recycled or potable) modifications are anticipated. V. 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 with proposal submission or within 90 days of contract being awarded. Training information may be found at Recycled Water Users Site Supervisor Training Program I Los Angeles County Sanitation Districts (lacsd.org) Contractor shall contact the Parke designated Site Supervisor to report any system modifications, leaks and any additional items pertaining to compliance with all recycling requirements in the LA Sanitation District recycled water permits. 23. Maintenance and Repair of Walkways, Service Roads and Drainage Systems 23.1 Walkways and Service Roads: All walkways and service roads, if any, shall be maintained by Contractor so as to keep the integrity of the walking or driving surface in a safe, unimpaired condition. The contractor may not use subcontractors not included with the bid submission without the written approval of Parks Division. Any unsafe condition of a walkway or service road shall be reported immediately to the Parks Inspector or directly to the City. Contractor may be responsible for total replacement or repair on walkways or any hardscaped area, or if any plant damage occurs due to Contractor's negligence or by accidental damage within his maintenance operation. b. Contractor shall be responsible for sweeping/blowing all walkways and paseos within the contract boundaries at a minimum of once per week or as necessary or as requested by Parks Division. All debris must be collected and removed. C. Disposal of debris by blowing into roadways, sidewalks, or other areas is prohibited and may be cause for contract termination. 23.2 Drainage Systems: The following services shall be provided by Contractor at their expense per Contract Agreement except as otherwise provided for: All Parks area surface drains and 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. b. All Parks area sub -surface drains (except storm drains), if any, shall be periodically flushed with water to avoid build-up of silt and debris. All inlets to sub -surface drains shall be kept clear of leaves, paper, and other debris to ensure unimpeded passage of water. Every attempt will be made to prevent debris from continuing into the City's Storm drain system including the use of sand bags, straw bales or other Best Management Practices (B.M.Ps) C. 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. During periods of inclement weather, Contractor will provide inspections of the property during regular assigned hours to prevent or minimize the possible damage from inclement weather. Contractor shall report any storm damage to City Parks within12 hours of occurrence. All storm damages must be photo documented prior to removal or clean up. If remedial work is requested beyond scope of this contract, it may be paid as extra work. Contractor shall be responsible for periodic inspection of surface drains, v-ditches, swales, etc. located within the landscaped areas. These drains shall be checked to assure proper functioning prior to inclement weather. Contractor shall remove any debris or vegetation that may accumulate at the inlet and prevent proper flow of water. 24. Maintenance Inspections 24.1 Contractor shall perform a weekly maintenance inspection of all facilities within the Parks during daylight hours. Such inspection shall be both visual and operational. The operational inspection shall include operation of all sprinklers, 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 reporting system at: www.santa-clarita.com/e-service. 24.2 Monthly or bi-monthly: Meet on site with an authorized representative of Parks Division for a walk-through inspection. Said meeting shall be agreed upon by both the contractor and Parks representative. Any corrective work required as a result of the walk-through inspection shall be accomplished to the satisfaction of Parks Division within five working days of the notification of deficiencies or agreed time line indicated in writing, except in the case of leaking valves or broken irrigation. The valves and/or irrigation must be repaired within 24 hours and before next scheduled water cycle following notification. Any corrective work not completed could be subject to liquidated damages of $500 per day. 25. Graffiti Eradication and Control 25.1 Contractor may be responsible to remove small amounts of graffiti (licensed plate size) as it appears upon any of the walkways, walls, or any appurtenant structures or equipment within the areas under Contractor's maintenance. Parks Division Inspector will be informed of all graffiti immediately upon discovery. Contractor is required to input graffiti information into the City's reporting system at: www.santa-clarita.com/e- graffiti. 25.2 All materials and processes used in graffiti eradication shall be non -injurious to surfaces and adjacent District property and approved by CAL -OSHA. Materials and processes used must be approved by Parks prior to use. 26. Natural Areas Maintenance 26.1 Natural areas are open space areas that have minimal usage due to the sloping character of the land and the rugged landscape materials that are native to the land. Contractor will provide periodic maintenance, according to routine scheduling, consisting of weed and debris removal as directed by Parks Division. 27. Inclement Weather and Adverse Conditions 27.1 Contractor shall not perform maintenance operations during unsafe working conditions which may risk individuals or result in damage to property/landscape. 27.2 Unless determined to be an unsafe working condition, on days of light precipitation and/or forecasted rain the contractor shall continue to be present with a full crew 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 Parks Division. 27.3 During periods of extremely adverse and inclement weather, the Contractor shall be present with minimum of two staff members 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. 27.4 Contractor shall report any storm damage or issues related to inclement weather/ adverse conditions to Parks Division 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 Parks Division. 28. Irrigated Street Tree Wells 28.1 Contractor is responsible to keep tree wells within Parks areas weed -free and maintain tree well irrigation system in accordance with Section 22 of these Specifications. Maintenance of trees in street tree wells shall be in accordance with Section 19 or these Specifications. 29. Decomposed Granite 29.1 Contractor will be required to keep DG areas and pathways free of soil, litter, debris, and weed free. DG area should not have any standing water or be over saturated. Any areas it need of repair or fill should be reported and a proposal provided to bring the area back to an acceptable condition. RESPONSE FORMAT AND SELECTION CRITERIA PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California The organization of the scope of work proposed is described in this section of the RFP. All potential contractors must follow this format. All requested form and documents must be uploaded into BidNet. Proposal Submission: All proposals must be submitted according to specifications set forth in this section. Failure to adhere to these specifications may be cause for rejection of proposal. Response Format: 1. 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 Introduction: A general introduction and description of the proposal shall be provided. The format of the introduction is at the discretion of the contractor. 1.2 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. 1.3 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. 1.4 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. 1.5 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. 1.6 Exhibits: These documents are required and can be referred to throughout the proposal documentation. However, expansion on all aspects listed above is strongly encouraged. a. Exhibit C —Violation Records b. Exhibit D — Proactive Approach Form C. Exhibit E — Designation of Subcontractors —if none, write "n/a"; Do NOT leave blank d. Exhibit F — References Page e. Exhibit G1 & G2 — must be completed (use additional sheets if needed) f. Exhibit H - Certifications: Required certificates/licenses g. Required certificates/qualifications (as identified in solicitation including, but not limited to, Contractor's License C27, WeatherTrak training completion) h. Exhibit I —Acknowledgement & Acceptance of Scope of Work i. Exhibit J — Notice to Proposers Regarding Contractual Requirements j. Maintenance Schedule(s) — Daily, Weekly, Monthly, Semi -Annual, Annual k. Rotation Schedule (Maintenance Map showing frequency of work within designated areas/sections) 1.7 Cost File: Cost Proposal Pricing must be entered into line items section of BidNet (Exhibit A) and Additional Pricing (Exhibit B). 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 are listed below. As proposals are considered by the City to be more equal in their technical merit, the evaluated cost or price becomes more important so that when technical proposals are evaluated as essentially equal, cost or price may be the deciding factor. 2. Selection Criteria: 2.1 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, B, D, GI-G2) 2.2 Team Composition: Contractor qualifications, staff qualifications, and number of staff provided. (Includes but not limited to Sections 1.6, 1.12, & 1.15, Exhibits E & GI-G2) 2.3 Rotation Schedule: Use and mobilization of resources. Proposed timeline to service all areas. (Includes but not limited to as described in Section 1.6 & 10) 2.4 Acknowledgement & Successful Understandine 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) 2.5 Cost of services provided (Exhibits A & B) 2.6 References 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 Agreement SAMPLE ONLY MAINTENANCE AGREEMENT BETWEEN THE CITY OF SANTA CLARITA AND FOR Council Approval Date: Agenda Item: Contract Amount CON-6 THIS MAINTENANCE AGREEMENT ("Agreement") is made by and between the CITY OF SANTA CLARITA, a general law city and municipal corporation ("CITY") and ("CONTRACTOR"). The Parties agree as follows: CONSIDERATION. As partial consideration, CONTRACTOR agrees to perform the work listed in the SCOPE OF SERVICES, below; and As additional consideration, CONTRACTOR and CITY agree to abide by the terms and conditions contained in this Agreement; and As additional consideration, CITY agrees to pay CONTRACTOR an amount as set forth in the attached Exhibit " ," which is incorporated by reference, for CONTRACTOR's services. CITY will pay such amount promptly, but not later than thirty (30) days after receiving CONTRACTOR's invoice. TERM. The term of this Agreement will be from , to The Agreement may be renewed upon mutual consent of the parties. SCOPE OF SERVICES. CONTRACTOR will perform services listed in the attached Exhibit " " CONTRACTOR will, in a workmanlike manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONTRACTOR by this Agreement. C. CONTRACTOR guarantees each portion of the services as installed against defective materials and workmanship for a period of one (1) year from date of CITY's written acceptance of the work. Promptly upon CITY's request within that one (1) year period, CONTRACTOR agrees to correct by repair or replacement without charge to CITY any defects which may appear in the work or any portion thereof. Notwithstanding the foregoing, all guarantees and warranties obtained by CONTRACTOR from manufacturers and vendors of equipment used in the performance of the services shall be extended to CITY's benefit for the full limit of their terms. PREVAILING WAGES. CONTRACTOR's work is considered a "Public Works project" subject to the payment of prevailing wages. CONTRACTOR stipulates that it shall comply with all applicable wage and hour laws, including without limitation, California Labor Code §§ 1776 and 1810-1815. Failure to so comply shall constitute a default under this Contract. Further, all public works projects valued at $30,000 or more must include an obligation to hire apprentices, unless the craft or trade does not require the use of apprentices, as indicated in the corresponding prevailing wage determination. This duty applies to all contractors on a public works project, even if their part of the project is less than $30,000. CONTRACTOR and its Subcontractors shall pay to persons performing labor in and about the project provided for in the Contract Documents an amount equal to or more than the general prevailing rate of per diem wages for (1) work of a similar character in the locality in which the Work is performed and (2) legal holiday and overtime work in said locality. The per diem wages shall be an amount equal to or more than the stipulated rates contained in a schedule that has been ascertained and determined by the Director of the State Department of Industrial Relations and Owner to be the general prevailing rate of per diem wages for each craft or type of workman or mechanic needed to execute this Contract. The prevailing wage rates are available online at http://www.dir.ca.gov/dlsr. CONTRACTOR shall also cause a copy of this determination of the prevailing rate of per diem wages to be posted at each Site. CONTRACTOR shall insert in every subcontract or other arrangement which CONTRACTOR may make for performance of Work or labor on Work provided for in the Contract, provision that Subcontractor shall pay persons performing labor or rendering service under subcontract or other arrangement not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the Work is performed, and not less than the general prevailing rate of per diem wages for holiday and overtime work fixed in the California Labor Code. CONTRACTOR and its Subcontractors shall keep an accurate record showing the name of and actual hours worked each calendar day and each calendar week by each worker employed by him or her in connection with the Project. The record shall be kept open at all reasonable hours to the inspection Owner and to the Division of Labor Standards Enforcement. CONTRACTOR and its Subcontractors must keep accurate payroll records, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by him or her in connection with the Work of the Contract Documents. Each payroll record shall contain or be verified by a written declaration as required by Labor Code Section 1776. With each application for payment, CONTRACTOR shall also deliver certified payrolls directly to the Labor Commissioner in the format prescribed by the Labor Commissioner. CONTRACTOR shall indemnify, hold harmless and defend (with counsel reasonably acceptable to CITY) CITY against any claim for damages, compensation, fines, penalties or other amounts arising out of the failure or alleged failure of any person or entity to pay prevailing wages as required by law or to comply with the other applicable provisions of Labor Code Sections 1720 et seq. and implementing regulations of the Department of Industrial Relations in connection with execution of the improvements or any other work undertaken or in connection with the Public Works project. PROTECTION OF RESIDENT WORKERS. The City of Santa Clarita actively supports the Immigration and Nationality Act (INA), which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification Form (I-9). The Contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. FAMILIARITY WITH WORK. By executing this Agreement, CONTRACTOR represents that CONTRACTOR has: Thoroughly investigated and considered the scope of services to be performed; and Carefully considered how the services should be performed; and Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement. If services involve work upon any site, CONTRACTOR warrants that CONTRACTOR has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder. Should CONTRACTOR discover any latent or unknown conditions that may materially affect the performance of the services, CONTRACTOR will immediately inform CITY of such fact and will not proceed except at CONTRACTOR's own risk until written instructions are received from CITY. CONTRACTOR represents that the CONTRACTOR agrees to comply with all applicable federal and state workplace and employment laws including those that relate to minimum hours and wages, occupational health and safety, workers compensation insurance and state, county and local orders. INSURANCE. A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONTRACTOR will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below: Type of Insurance Commercial general liability: Business automobile liability Workers compensation Limits combined single) $2,000,000 $2,000,000 Statutory requirement B. Commercial general liability insurance will meet or exceed the requirements of ISO- CGL Form No. CG 00 01 1185 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 01 06 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:VIL" Certificate(s) must reflect that the insurer will provide thirty (30) day notice of any cancellation of coverage. CONTRACTOR will require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word "endeavor" with regard to any notice provisions. E. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation against CITY, its elected or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of the workers compensation policy which arise from work performed by CONTRACTOR for CITY. F. COVID-19. CONTRACTOR shall ensure its insurance coverages cover claims and/or losses related to the COVID-19 pandemic to the extent such insurance coverage is available. If such insurance is unavailable, but becomes available during the life of the contract, CONTRACTOR shall procure a policy and name the City as additionally insured. G. Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance required by this Agreement, City may obtain such coverage at CONTRACTOR's expense and deduct the cost of such insurance from payments due to CONTRACTOR under this Agreement or terminate. In the alternative, should CONTRACTOR fail to meet anv of the insurance reauirements under this agreement_ Citv may cancel the Agreement immediately with no penalty. H. Should Contractor's insurance required by this Agreement be cancelled at any point prior to expiration of the policy, CONTRACTOR must notify City within 24 hours of receipt of notice of cancellation. Furthermore, CONTRACTOR must obtain replacement coverage that meets all contractual requirements within 10 days of the prior insurer's issuance of notice of cancellation. CONTRACTOR must ensure that there is no lapse in coverage. TIME FOR PERFORMANCE. CONTRACTOR will not perform any work under this Agreement until: CONTRACTOR furnishes proof of insurance as required under Section 7 of this Agreement; and CITY gives CONTRACTOR a written Notice to Proceed. Should CONTRACTOR begin work in advance of receiving written authorization to proceed, any such professional services are at CONTRACTOR's own risk. TERMINATION. CITY may terminate this Agreement at any time with or without cause. CONTRACTOR may terminate this Agreement upon providing written notice to CITY at least thirty (30) days before the effective termination date. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated. By executing this document, CONTRACTOR waives any and all claims for damages that might otherwise arise from CITY's termination under this Section. INDEMNIFICATION. CONTRACTOR agrees to indemnify and hold CITY harmless from and against any claim, action, damages, costs (including, without limitation, attorney's fees), injuries, or liability, arising out of the performance of this agreement by CONTRACTOR. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, arising out of performance by CONTRACTOR of services rendered pursuant to this Agreement, CONTRACTOR will defend CITY (at CITY's request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or costs incurred in defense otherwise. INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree that CONTRACTOR will act as an independent contractor and will have control of all work and the manner in which is it performed. CONTRACTOR will be free to contract for similar service to be performed for other employers while under contract with CITY. CONTRACTOR is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONTRACTOR as to the details of doing the work or to exercise a measure of control over the work means that CONTRACTOR will follow the direction of the CITY as to end results of the work only. NOTICES. All notices given or required to be given pursuant to this Agreement will be in writing and may be given by personal delivery or by mail. Notice sent by mail will be addressed as follows: To CITY: City of Santa Clarita ATTN: Kenneth W. Striplin, City Manager 23920 Valencia Boulevard, Suite 300 Santa Clarita, CA 91355 To CONTRACTOR: When addressed in accordance with this paragraph, notices will be deemed given upon deposit in the United States mail, postage prepaid. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a Taxpayer Identification Number. WAIVER. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character, nor will it be deemed to constitute a continuing waiver. CONSTRUCTION. The language of each part of this Agreement will be construed simply and according to its fair meaning, and this Agreement will never be construed either for or against either party. SEVERABLE. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County. AUTHORITY/MODIFICATION. This Agreement maybe 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: Print Name & Title Print Name & Title Date: Date FOR CITY OF SANTA CLARITA: KENNETH W. STRIPLIN, CITY MANAGER By: City Manager Date: APPROVED AS TO FORM: JOSEPH M. MONTES, CITY ATTORNEY By: City Attorney Date: IF CORPORATION: Fringe Benefit Statement Contract/Proposal No: Project Name: Date: INSTRUCTIONS: Fringe Benefit rates can be used for checking payrolls or applied to Force Account work which may be done on the above contract the hourly rates for fringe benefits, subsistence and/or travel allowance payment (as required by collective bargaining agreements) made for employees on the various classes of work are tabulated below. THIS DOCUMENT CONTAINS PERSONAL INFORMATION AND, PURSUANT TO CIVIL CODE 1796.21, IT SHALL BE KEPT CONFIDENTIAL IN ORDER TO PROTECT AGAINST UNAUTHORIZED DISCLOSURE. Classification: Effective Date: Subsistence or Travel Pay: Health and Welfare $ Trust Fund Paid to:(Name) Address: Pension $ Trust Fund Paid To:(Name) Address: Vacation/Holiday $ Trust Fund Paid to:(Name) Address: Training $ Trust Fund Paid To:(Name) Address: Other Is Trust Fund Paid To:(Name) Address: Classification: Effective Date: Subsistence or Travel Pay: Health and Welfare $ Trust Fund Paid to:(Name) Address: Pension $ Trust Fund Paid To:(Name) Address: Vacation/Holiday $ Trust Fund Paid to:(Name) Address: Training $ Trust Fund Paid To:(Name) Address: Other Is Trust Fund Paid To:(Name) Address: Classification: Effective Date: Subsistence or Travel Pay: Health and Welfare $ Trust Fund Paid to:(Name) Address: Pension $ Trust Fund Paid To:(Name) Address: Vacation/Holiday $ Trust Fund Paid to:(Name) Address: Training $ Trust Fund Paid To:(Name) Address: Other $ Trust Fund Paid To:(Name) Address: Supplemental statement must be submitted during the progress of work should a change in rate of any of the classifications be made. I CERTIFY THAT THE FRINGE BENEFIT PAYMENTS ARE MADE TO THE APPROVED PLANS, FUND OR PROGRAMS LISTED ABOVE. City of Santa Clarita Form HC-50 FIBS (Contractor/Subcontractor) By (Name and Title) Signature SECTION D Exhibits EXHIBIT A: COST PROPOSAL PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California Fill out this form completely and return with your proposal response. Item No./Project Site Monthly Total Maintenance Cost Annual cost 1. Northbridge Park a) x12mos b) 2. Chesebrough Park a) x12mos b) 3. David March Park a) x12mos b) 4. Pacific Crest Park a) x12mos b) 5. Fair Oaks Park a) x12mos b) 6. Copper Hill Park a) x12mos b) 7. River Village Park a) x12mos b) 8. Golden Valley Park a) x12mos b) 9. West Creek Park a) x12mos b) Subtotal (add lines 1b through 9b) $ see next page EXHIBIT B: ADDITIONAL PRICING PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California Fill out this form completely and return with your proposal. Do NOT include this pricing in the cost of your proposal response. 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 proposal, but shall be used in evaluating cost estimates for "additional" or "extra" work requested by the City under this contract when applicable. Please fill in the hourly cost for services based on the appropriate DIR cost. Extra/Additional work by the CONTRACTOR, shall not exceed the labor rates as listed below: Pricing and Billing Schedule Detail Skill Level Hourly Cost After -Hour Emergen Irrigation Laborer $ _ per hour $ _ per hour Landscape Laborer $ _ per hour QAC/QAL Herbicide and Pesticide Applicator $ _ per hour Please initial to verify acknowledgement of labor rates: (Initial) $ _ per hour $ _ per hour EXHIBIT C: VIOLATION RECORDS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California 1) The last six months of tailgate safety meeting sign -in sheets and topics covered must be made available UPON REQUEST. (Do not send with proposal submission at this time.) 2) In the year of 2021, what was the longest stretch of days worked without an accident in the landscape maintenance division? 3) Please provide any sustained complaints made to your company within the past four (4) years to Cal -OSHA. 4) Please provide any sustained complaints made to your company within the past four (4) years to the California State Contractor Board in regards to your C-27. EXHIBIT D: PROACTIVE APPROACH FORM PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks 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 SUBCONTRCATORS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California 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. 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 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 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 Location and Place of Business Bid Schedule Item No's: Description of Work License No. Exp. Date: / / Phone ( ) NOTE: A contractor or subcontractor shall not be qualified to propose on, be listed in a proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. It is not a violation of this section for an unregistered contractor to submit a proposal that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded. EXHIBIT F: REFERENCES PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks 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. 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 PROPOSER intends to procure insurance bonds: EXHIBIT G1: STAFF PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks 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 Job Title License/Certificates 4. Name License/Certificates 5. Name License/Certificates 6. Name License/Certificates 7. Name License/Certificates 8. Name License/Certificates Job Title Job Title Job Title Job Title Job Title 9. Name Job Title License/Certificates 10. Name Job Title License/Certificates 11. Name Job Title License/Certificates 12. Name Job Title License/Certificates 13. Name License/Certificates 14. Name License/Certificates 15. Name License/Certificates Job Title Job Title Job Title *Attach additional pages as necessary for additional personnel. EXHIBIT G2: STAFF HOURS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California PLEASE COMPLETE ONE FORM PER PARK Supervisors Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crew Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Specialty Positions Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours Crewmember Title Qty. of Weekly Hours *Attach additional pages as necessary for additional personnel. EXHIBIT H: CERTIFICATIONS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks 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: • Proof of Contractor's License (license number will suffice) • C27 License • WeatherTrak irrigation manager, flow manager and OptiFlow training completion 1. 2. 3. 4. 5. 0 7. a a 10. EXHIBIT I: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks 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 NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks. The Contractor will be expected to perform maintenance practices and uphold the standards herein to the established specifications throughout the length of the contract. *Supervisor's Signature: *Estimator's Signature: *Owner's Signature: *All three signatures required Date: Date: Date: EXHIBIT J: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks 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 Purchasing Agent. 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 sub -consulting 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: $2,000,000 Business automobile liability $2,000,000 Workers compensation Statutory requirement b. Commercial general liability insurance will meet or exceed the requirements of ISO-CGL Form No. CG 00 011185 or 88. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 0106 92, including symbol 1 (Any Auto). Liability policies will be endorsed to name CITY, its officials, and employees as "additional insureds" under said insurance coverage and to state that such insurance will be deemed "primary' such that any other insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10 1185 or 88, or equivalent. Such insurance will be on an "occurrence," not a "claims made," basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to CITY. c. Professional liability coverage will be on an "occurrence basis" if such coverage is available, or on a "claims made" basis if not available. When coverage is provided on a "claims made basis," CONSULTANT will continue to renew the insurance for a period of at least three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect. d. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement, including endorsements, and such other evidence of insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must be placed with California -admitted insurers with (other than workers compensation) a current A.M. Best Company Rating of at least "A:VII." e. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation against CITY, its elected or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of the workers compensation policy which arise from work performed by CONSULTANT for CITY. f. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this Agreement, CITY may obtain such coverage at CONSULTANT's expense and deduct the cost of such insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to TERMINATION section. In the alternative, should CONSULTANT fail to meet any of the insurance requirements under this Agreement, City may terminate this Agreement immediately with no penalty. g. Should CONSULTANT'S insurance required by this Agreement be cancelled at any point prior to expiration of the policy, CONSULTANT must notify City within 24 hours of receipt of notice of cancellation. Furthermore, CONSULTANT must obtain replacement coverage that meets all contractual requirements within 10 days of the prior insurer's issuance of notice of cancellation. CONSULTANT must ensure that there is no lapse in coverage. h. The CITY shall be entitled to any coverage in excess of the minimums required herein. I have read and understand the above requirements and agree to be bound by them for any work performed for the City. Authorized Signature: Printed Name: Date: SECTION E Holiday Schedule and Park Maps HOLIDAY SCHEDULE PROPOSAL # NS-22-23-09 Annual Landscape Maintenance for Nine Hybrid Parks City of Santa Clarita, California If a holiday should fall on a Saturday, it will be celebrated the preceding Friday. If a holiday should fall on a Sunday, it will be celebrated the following Monday. New Year's Day Martin Luther King Jr. Day President's Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day/Indigenous Peoples Day Veterans Day Thanksgiving Day Day after Thanksgiving 1/2 Day for Christmas Eve Christmas Day 1/2 Day for New Year's Eve - - Duane a Du e H rte a fiver i I ..iA MIR qw- M �.--..� _ .. 1 - — -.ter � - •sP"'• \ � lY � S � �• -�.. '•'i R. ��. 1 � � i �' �j`�.r '��•'• kA7�I L1 l •�' ,* ��•��-�� Ir �� " ��• r.-��.r. �.•�_ `, ar � � YL1� ��- �,r 4 _ .._� � 1 ••�•i �� s�' � I � 1.;� 4 � yy ' e 1i /y ✓"}•ter 1k, I,+Y�� ;•.�� •� 1ti�'4�'�,k^"4 I:-'°}�f ryq' .j frr �•. :'_ � �.y�• I � �' -'v _ �. i��A�w.., 1 .- ,..._... -, .., - : . '�wf -'`i :' r.c .4din<.. At l 4.. .� �• K ra-y�-:r• �. .�.a_.�- �-I� ♦'�, 1.�` . +,! x a�f,, q' '� �"�� S P ��1 ri,-.�:,�c. 4' �� %r J� .,•` S� re_ �•��. `Fir IrI _ i 'i.i"`y�j !' ''. 4x%yer _..,�. 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' 'I . - ,�F _ •p.. - �a _� •yin � 9 _ _ _ r' *16 Ar J BE Y -40/• e P ;WOO I X v .z� 1 J 210 I 100F ,u R Ij 001, *_ 0 pit MLI WE I . • s ra_�+!R`� y'. IMF, dips` r WIF AFA 4, ARM w i 4 Ira 04 AP mayor may not be accurate, current, or otherwise two,Santa Clarita GIS Online mapping website and is for 1 •/reliable.TheCity of Santa Clanta does not warrant the t=e rrors or omissions. ra curacy ofthe data and assurnes no liability for any A