HomeMy WebLinkAbout2023-10-10 - AGENDA REPORTS - LMD ZONES T17 T-29O
Agenda Item: 5
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: TAA,/�
DATE: October 10, 2023
SUBJECT: LANDSCAPE MAINTENANCE CONTRACTS FOR LMD ZONES T-
17 AND T-29
DEPARTMENT: Administrative Services
PRESENTER: Andrew Adams
RECOMMENDED ACTION
City Council:
1. Award two contracts to Marina Landscape Services, Inc., to provide landscape maintenance
services for Landscape Maintenance District Zone T-17, Rainbow Glen, and Zone T-29,
American Beauty, and if necessary other zones for which they are under contract, for two
two-year contract amounts not to exceed $39,640 and $68,000, respectively.
2. Authorize the City Manager or designee to execute up to three additional one-year renewal
options beginning in year three for both contracts, not to exceed the annual contract amounts,
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.
3. Authorize the City Manager or designee to execute all contracts and associated documents,
subject to City Attorney approval.
4. Appropriate an ongoing budget for $2,496 from the Landscape Maintenance District Fund
Balance (Fund 357) to expenditure account 3572419-516110 (Rainbow Glen) and $9,516 to
expenditure account 3572423-516110 (American Beauty).
5. Find that the award of contracts are exempt from the California Environmental Quality Act
pursuant to Article 19 — Categorical Exemptions, Section 15301, Existing Facilities, (h)
Maintenance of Existing Landscaping.
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BACKGROUND
The City of Santa Clarita (City) administers 62 financially independent zones within the
Landscape Maintenance District (LMD), providing landscape maintenance services through
contracts with private companies. Request for Proposal (RFP) LMD-23-24-7, for the
maintenance of LMD Zone T-17 (Rainbow Glen) and RFP LMD-23-24-06, for the maintenance
of LMD Zone T-29 (American Beauty) were published and circulated via the City's e-
procurement system, BidNet, on August 3, 2023.
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. This approach reinforces performance expectations and ensures that vendors dedicate
adequate employees to service the contract. While the price for services is a component
constituting 10 percent of the weighted evaluation criteria, 90 percent of the evaluation criteria
focuses on the overall value provided, including the composition and structure of the contractor's
crew, their schedule to rotate through the maintenance areas, understanding of the specifications,
and references.
The following categories comprised the weighted criteria used to evaluate proposals:
• Value Provided - Team Composition/Crew Structure/Rotation Schedule (65%)
• Acknowledgement and Understanding of Specifications (15%)
• Proposal Amount (10%)
• References & Certifications (10%)
The City transmitted the solicitation to 650 vendors on BidNet, of which 56 vendors downloaded
the RFPs. Eight companies provided proposals for consideration. An evaluation panel comprised
of staff representing the City's Special Districts division scored the responses based on a 300-
point system, with the results outlined below.
ZONE T-17
PROPOSALS
COMPANY
LOCATION
POINTS
AWARDED
Proposal 1
Marina Landscape
Services Inc.
Stevenson Ranch,
CA
271
Proposal 2
Stay Green, Inc.
Santa Clarita, CA
261
Proposal 3
EMTS, Inc.
Clovis, CA
248
Proposal 4
Oakridge Landscape, Inc.
Santa Clarita, CA
247
Proposal 5
SGD Enterprises
Van Nuys, CA
231
Proposal 6
American Heritage
Landscape
Canoga Park, CA
218
Proposal 7
Specialized Landscape
Mgmt. Service, Inc.
Simi Valley, CA
216
Proposal 8
JAS Landscape LLC
Oxnard, CA
178
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ZONE T-29
PROPOSALS
COMPANY
LOCATION
POINTS
AWARDED
Proposal 1
Marina Landscape
Services Inc.
Stevenson Ranch,
CA
272
Proposal 2
Stay Green, Inc.
Santa Clarita, CA
259
Proposal 3
Oakridge Landscape, Inc.
Santa Clarita, CA
252
Proposal 4
EMTS, Inc.
Clovis, CA
244
Proposal 5
SGD Enterprises
Van Nuys, CA
238
Proposal 6
American Heritage
Landscape
Canoga Park, CA
226
Proposal 7
Specialized Landscape
Mgmt. Service, Inc.
Simi Valley, CA
214
Proposal 8
JAS Landscape LLC
Oxnard, CA
186
Marina Landscape Services Inc. (Marina Landscape) achieved the highest score on both RFPs,
with the evaluation team determining their proposals offered the best overall value. While all
companies dedicated comparable crew man-hours for the recurring maintenance, Marina
Landscape's proposal represents the greatest overall value. Marina Landscape's proposed crew
structure, approach for rotating personnel throughout the two assigned LMD zones, and proposed
modification of operations due to seasonal changes are consistent with LMD's standards for
overall maintenance. Staff has completed a due -diligence review of Marina Landscape's
professional references and determined their work history meets the City's standards and
performance expectations. Based on the above, staff recommends awarding both landscape
maintenance contracts to Marina Landscape.
To support these contracts, staff is requesting an ongoing appropriation of $12,012, which will
be combined with the funds previously appropriated during the annual budget process. If
approved, the total budget, including additional appropriations, will be $34,000 in Zone T-29
(American Beauty) and $19,820 in Zone T-17 (Rainbow Glen). This ongoing base adjustment is
reflective of rising fuel and industry labor costs. The recommended contract amounts are
required to perform monthly landscape maintenance and repairs, maximize operational
efficiencies, and ensure such work is completed in a timely manner. Maintenance and repairs
include, and are not limited to, responding to emergencies, repairs, or replacement of irrigation
systems that are damaged or have reached the end of their useful service life; replacement of
dead plant material; addressing vandalism; and one-time beautification enhancement projects.
Finally, the increase in expenditure authority granted by the City Council does not represent any
guarantee of additional compensation under the terms of the recommended contracts. Beyond
retaining the discretion to utilize alternative contractors as deemed necessary, all unscheduled
repair work or one-time enhancement projects performed by Marina Landscape under both
contracts will continue to require staff review and advanced authorization by the City's Special
Districts Division. Furthermore, to improve maintenance standards and enforce accountability,
the solicitation also includes provisions to impose payment reductions for poor performance
should the contractor fail to meet their maintenance obligations.
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California Environmental Quality Act (CEQA) Determination
This award of contracts is not subject to CEQA review pursuant to CEQA Guidelines Article 19
- Categorical Exemptions, Section 15301, Existing Facilities, (h) Maintenance of Existing
Landscaping.
ALTERNATIVE ACTION
1. Do not award contracts to Marina Landscape Services Inc.
2. Other action as determined by the City Council.
FISCAL IMPACT
The recommended action requires an ongoing appropriation of $12,012 from the Landscape
Maintenance District Fund Balance (Fund 357) to support recurring landscape maintenance
costs associated with the award of this contract. Funding for future years are contingent upon the
appropriations of funds by the City Council in the annual budget for such fiscal year.
ATTACHMENTS
LMD-23-24-7 LMD Zone T17 - RFP Docs (available in the City Clerk's Reading File)
LMD-23-24-7 LMD Zone T17 - Marina Response File (available in the City Clerk's Reading
File)
LMD-23-24-06 LMD Zone T29 - RFP Docs (available in the City Clerk's Reading File)
LMD-23-24-06 LMD Zone T29 - Marina Response File (available in the City Clerk's Reading
File)
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REQUEST FOR PROPOSALS
LMD Zone T17 Landscape
Maintenance
PROPOSAL # LMD-23-24-7
TABLE OF CONTENTS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 B1: ADDITIONAL PRICING
EXHIBIT B2: ADDITIONAL PRICING CONTINUED
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: EQUIPMENT REQUIREMENTS
EXHIBIT I: CERTIFICATIONS
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
SECTION E
MAINTENANCE SCHEDULE EXAMPLE – DAILY – ANNUAL
MAINTENANCE MAP(S)
HOLIDAY SCHEDULE
INVENTORY LISTS
SECTION A
RFP Information & Instructions
CITY OF SANTA CLARITA REQUEST FOR PROPOSALS
Project Name: LMD Zone T17 Landscape Maintenance
Proposal #: LMD-23-24-7
Last Day for Questions: August 29, 2023 before 11:00 AM (PT)
Proposal Closing: September 5, 2023 before 11:00 AM (PT)
License(s) Required: Class C-27 California Landscaping Contractor License
Project Description: The City of Santa Clarita is soliciting sealed proposals from qualified landscape
maintenance companies to provide for the maintenance services of designated
landscaped areas within the boundaries of LMD Zone T-17 (Rainbow Glen) and
may include other nearby areas within the City of Santa Clarita. These services
include, but are not limited to; mowing, trimming, edging, hand pruning,
fertilization, application of pre-emergent herbicides, weed control, minor tree
raising, plant replacements, and cleanup/clearing of drainage systems. The
areas are expected to be maintained at a crisp, clean level of appearance at
California Landscape Contractors Association (CLCA) Industry Standards and all
work performed in a professional manner using quality equipment and
materials.
Prevailing Wage: Yes
Bond Requirements: No
Contact Information: Mariela Delgado | (661) 286-4066 |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: August 4, 2023
PROPOSAL INSTRUCTIONS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
1. SUBMITTING PROPOSALS.
1.1. The response must be submitted on this form and include all forms provided or information
requested or required by the scope of work or specifications, (uploaded via BidNet).
1.2. All documentation of unit pricing or other cost breakdowns as outlined in this proposal must be
submitted to support the total proposed price.
1.3. Proposals/corrections received after the closing time will not be accepted. The City will not be
responsible for proposals not properly or timely, uploaded. Upon award, all submissions become
a matter of public record.
2. ADDENDA. The City will not accept responsibility for incomplete packages or missing addenda. It is
the vendor’s responsibility to monitor BidNet for release of the addenda prior to submission of the
quote to make certain the package is complete and all required addenda are included. This
information will be available via BidNet. Vendors are cautioned against relying on verbal information
in the preparation of proposal responses. All official information and guidance will be provided as
part of this solicitation or written addenda. Addenda, if issued by the Agency, will be transmitted via
BidNet. Addenda must be digitally acknowledged through BidNet in addition to a printed and signed
version submitted with the proposal. If addenda are not signed and submitted with the proposal
response, the proposal may be deemed non-responsive and rejected.
3. AWARDS.
3.1. The City reserves the right to waive any informality in any proposal.
3.2. This RFP does not commit the City to award a contract, or to pay any amount incurred in the
preparation of the proposal. The City reserves the right to accept or reject all proposals received
as a result of this request, to negotiate with any qualified consultant, or to cancel this RFP in part
or in its entirety. The City may require the selected consultant to participate in negotiations and
to submit such technical, price, or other revisions of the proposal as may result from negotiations.
The City reserves the right to extend the time allotted for the proposal, and to request a best and
final offer, should it be in its best interest to do so.
3.3. The proposal may be awarded in its entirety as proposed; however, the City reserves the right to
award elements of the work, independently, and to do portions “in-house.” Additionally, the City
reserves the right to award subsequent work on this project based on information presented in
this proposal, without recourse to a separate or subsequent RFP process, should it be in its best
interest to do so.
3.4. The City may make an award based on partial items unless the proposal submitted is marked “All
or none.” Where detailed specifications and/or standards are provided the City considers them
to be material and may accept or reject deviations. The list of proposals submitted will be posted
on BidNet, normally within 24 hours.
4. BRAND NAMES, ALTERNATIVES, OR EQUIVALENTS.
4.1. The use of the name of a manufacturer, or any specific brand or make, in describing any item
contained in the solicitation document does not restrict vendors to the manufacturer or specific
article, this means is being used simply to indicate a quality and utility of the article desired; but
the goods on which bids/quotes/proposals are submitted must in all cases be equal in quality
and utility to those referred to. This exception applies solely to the material items in question
and does not supersede any other specifications or requirements cited. Materials differing from
stated specifications may be considered, provided such differences are clearly noted and
described, and provided further that such articles are considered by a City official to be in all
essential respects in compliance with the specifications.
4.2. If you plan on bidding/quoting/submitting a proposal with an alternative or equivalent product
please provide the cut sheet/spec sheet or detailed product description for the proposed
product via the BidNet Q&A section. For each product proposed documentation provided must
include a description reflecting the characteristics and level of quality that will satisfy the salient
physical, functional, or performance characteristics of “equal” products specified in the
solicitation. The proposal must also clearly identify the item by brand name (if any), and
make/model number. In addition, the proposal may include descriptive literature such as
illustrations, drawings, or a clear reference to previously furnished descriptive data or
information available to the City, and clearly describe any modifications the offeror plans to
make in a product to make it conform to the solicitation requirements. Staff will provide an
answer via BidNet if the proposed product will be considered.
4.3. Any alternatives or equivalent product proposals must be made prior to the last day for
questions. The City has the option of accepting or rejecting any alternative or equivalent
product. Exception is made on those items wherein identical supply has been determined a
necessity and the notation NO SUBSTITUTE has been used in the specification section.
5. COOPERATIVE BIDDING. Other public agencies may be extended the opportunity to purchase off this
solicitation with the agreement of the successful vendor(s) and the City. The lack of exception to this
clause in vendor's response will be considered agreement. However, the City is not an agent of,
partner to or representative of these outside agencies and is not obligated or liable for any action or
debts that may arise out of such independently negotiated "piggy-back" procurements.
6. DELIVERY. Unless otherwise specified, delivery shall be D.D.P., the City of Santa Clarita, site of user
division and contract delivery may begin no later than fifteen (15) calendar days from receipt of order.
7. INVOICES. Invoices will be forwarded to:
City of Santa Clarita
Special Districts Division
Attn: Dan Hamrick
23920 Valencia Blvd. Ste. 295
Santa Clarita, CA 91355-2196
Invoices will reflect the purchase order # and goods or service delivered in accordance with the terms
of the contract. Invoice processing begins on receipt of the material or invoice, whichever is later.
8. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS. No proposer or
subcontractor/subconsultant may be listed on a bid proposal for a public works project (submitted on
or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to
Labor Code Section 1725.5 \[with limited exceptions from this requirement for proposal purposes only
under Labor Code Section 1771.1(a)\]. No proposer or subcontractor/subconsultant may be awarded
a contract for public work on a public works project (awarded on or after April 1, 2015) unless
registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5. This
project is subject to compliance monitoring and enforcement by the Department of Industrial
Relations.
9. PREPARATION. All proposals and required forms must be uploaded as laid out in the 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 identified in the City Council approved City of Santa Clarita Combined Engineer’s Report
for Landscape Maintenance Districts. Pursuant to Section I of the Engineer’s Report, the maximum
assessment rate may increase each fiscal year based on the annual change in the Consumer Price
Index (CPI), during the preceding year, for All Urban Consumers, for the Los Angeles, Long Beach and
Anaheim areas, published by the United States Department of Labor, Bureau of Labor Statistics (or a
reasonably equivalent index should the stated index be discontinued). 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 Class C-27 California
Landscaping Contractor License with proposal response. Failure to possess the specified license shall
render the proposal as non-responsive and shall act as a bar to award the contract to any proposer
not possessing said license at the time of award. As provided for in Section 22300 of the California
Public Contract Code, the Contractor may substitute securities for monies withheld by the City to
ensure performance under the contract.
13. PREVAILING WAGES. This contract is subject to the State prevailing wage requirements of the
California Labor Code including, but notlimited 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 # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 B1: Additional Pricing
o Exhibit B2: Additional Pricing Continued
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: Equipment Requirements
Exhibit I: Certifications
Exhibit J: Acknowledgement & Acceptance of Scope of Work
Exhibit K: Notice to Proposers Regarding Contractual Requirements
Maintenance Schedule(s) - Daily, Weekly, Monthly, Semi-Annual, Annual (see examples in
Section F)
Rotation Schedule (Maintenance Map showing frequency of work within designated
areas/sections)
All signed addendums (if any) – Digitally acknowledged on BidNet in addition to uploaded via
BidNet
The following documents must be provided by the AWARDEE ONLY (With Agreement)
Delivered to City Hall, Attn: Dan Hamrick
Maintenance Agreement
Insurance Required by Contract
W-9 Form
Fringe Benefit Statement
SECTION B
Solicitation Information
SCOPE OF WORK
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
EVENT DATE
Solicitation advertisement August 4, 2023
Last day for questions August 29, 2023
Return of proposals September 5, 2023
Evaluations of proposals September 5 - 12, 2023
*Dates are subject to change at the City’s discretion*
1.BACKGROUND
The City of Santa Clarita (City) administers 62 financially independent zones within the Landscape
Maintenance District (LMD), providing landscape maintenance services for the LMD operations
through contracts with private companies. Solicitations for proposals to support contract services
are made regularly and often allow an opportunity for multiple zones to take advantage of
economies of scale.
The City of Santa Clarita is soliciting sealed proposals from qualified landscape maintenance
companies to provide for the maintenance services of designated landscaped areas within the
boundaries of LMD Zone T-17 (Rainbow Glen) and may include other nearby areas within the City
of Santa Clarita. These services include, but are not limited to; mowing, trimming, edging, hand
pruning, fertilization, application of pre-emergent herbicides, weed control, minor tree raising,
plant replacements, and cleanup/clearing of drainage systems. The areas are expected to be
maintained at a crisp, clean level of appearance at California Landscape Contractors Association
(CLCA) Industry Standards and all work performed in a professional manner using quality
equipment and materials.
The following general Scope of Work applies to the areas of the City’s LMD Zones T-17 (Rainbow
Glen) area. All items in this Scope of Work, unless indicated as Additional Work, shall be
considered as included in the monthly maintenance cost of this zone. Please consider this when
submitting your quote. All items indicated as Additional Work shall be requested on an “as
needed” basis. This Contract shall run for (2) years with the option for three (3) additional one (1)
year renewals.
2. GENERAL REQUIREMENTS
2.1. The Contractor shall furnish all labor, equipment, materials, tools, services and special skills, i.e.
Irrigation Specialists, Irrigation Assistants, Foreman, and Supervisors required executing the
landscape maintenance as set forth in these all-inclusive labor and equipment specifications. The
Contractor will be expected to uphold the highest standards of quality and performance in
maintenance of plant material, natural areas, hardscape, and irrigation systems. Maintenance of
landscape shall include, but not be limited to: mowing, trimming, edging, hand pruning,
fertilization, brush clearance, application of pre-emergent herbicides, weed control, minor tree
lifting, dead plant removal, plant replacements, and cleanup/clearing of drainage systems. All
mulch provided by the City will be disbursed by the contractor on site to control weed growth. It
is the intent of these specifications to provide plant material maintenance methods to keep all
areas weed free, trash free, and in an overall state of good health.
The Landscape Maintenance District (LMD) covered by this Agreement shall be maintained at a
crisp, clean level of appearance at California Landscape Contractors Association (CLCA) Industry
standards and all work shall be performed in a professional manner using quality equipment and
materials. The manpower required to provide the expected level of services indicated in these
specifications shall be supplied at all times. In the event seasonal and/or unforeseen
circumstances warrant additional personnel to maintain said specifications, the contractor shall
provide additional resources at no additional cost.
2.2. City of Santa Clarita Landscape Maintenance District (LMD) administration staff, consisting of the
Landscape Maintenance Specialist, Project Development Coordinator, Landscape Maintenance
Administrator, Special Districts Manager, or the Administrative Services Director, shall herein be
described as Special Districts.
2.3. 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. The
landscape areas include: irrigated and landscaped areas; fire protection slopes and natural areas,
shrubs, trees, and ground cover which may be irrigated by electrically controlled automatic or
manual systems. All locations shall be maintained with nothing but the highest of industry
standards at no less than the frequencies provided in the proposal submission by Contractor.
2.4. Contractor must provide all-inclusive labor and equipment for landscape, grounds and
maintenance services including, but not limited to:
85% hand pruning and 15% mechanical;
Select prune shrubs to the natural shape of the plant according to its species throughout
the year to encourage healthy growth habits according horticultural best practices;
Fertilization application;
Irrigation; minor and major repairs;
Hand watering (as necessary);
Bleeding of valves necessary during emergencies and/or when automatic systems are
not functioning properly;
Pruning of shrubs and trees (first twelve vertical feet measured from the ground);
Trimming of shrub areas, and ground cover;
Keeping minimum eighteen (18) inch clearance from fence lines behind homes;
Disease control;
Pest control;
Tree maintenance; (first 12’ of trees and as agreed) structural pruning per ANSI Best
Management Practices;
Inspection, maintenance and repairs of irrigation systems;
Mulching (City provided mulch); will be disbursed by the contractor at their expense;
Manual weed abatement;
Chemical weed control;
Maintenance of fire protection/fuel modification areas;
Marking underground irrigation lines and other LMD equipment upon Dig Alert
notification and/or other requests;
Traffic control (per Watch Manual) while working in the public right of way, medians, and
parkways;
Litter pickup, doggie litter removal, trash bags removed and replaced from receptacles
(City provided dog waste bags; City-reimbursed trash bags - Contractor’s cost plus no
more than 15%);
Irrigation Specialist, Irrigation Assistant, Laborers and Foreman are provided as
proposed at minimum and as necessary to provide the expected level of maintenance.
Hardscape Maintenance (i.e.: sweeping or blowing down concrete, gum and litter
removal, crack and/or gutter weed abatement, and removal of weeds within 18” of a
fence or wall);
Provided in Attachments A1 & A2 are examples of Maintenance Program Guides. They are to
serve as a guideline for proposal purposes only. The contractor shall submit within their
proposal a “Team Composition” and “Rotation Schedule” that will serve as the expected
minimum monthly requirements. The minimum is only acceptable once all field conditions
reflect the expectations of the specifications herein. The contractor is expected to supply
sufficient resources at all times to meet or exceed expectations.
2.5. Inclement Weather and Adverse Conditions
Unless determined to be an unsafe working condition, on days of light precipitation and/or
forecasted rain the contractor shall continue to be present as scheduled performing
alternative tasks, such as but not limited to the following; monitoring of drainage
devices, drain inlet clearing, maintaining/cleaning of walkways, debris removal within
planting areas, hand pruning of shrubs, etc., or as directed by Special Districts.
During periods of extremely adverse and inclement weather, the Contractor shall be
present as scheduled performing inspections of the maintained areas, maintaining
drainage devices for proper flow, as well as monitoring the overall state of the site and
reporting any concerns in regards to safety and property during regular assigned hours.
Contractor shall report any storm damage or issues related to inclement
weather/adverse conditions to Special Districts within 24 hours of occurrence. All storm
damages must be photo documented prior to any removal or clean up. If remedial work
is required beyond the scope of the contract, it may be paid as additional work upon
approval by Special Districts.
2.6. Contractor recognizes that during the course of this Agreement other activities and operations
may be conducted by alternative contracted parties. These activities may include, but are not
limited to:
Landscape refurbishment; tree, shrub, and ground cover installation;
Irrigation system refurbishment and/or repair;
Construction and/or storm related operations;
Emergency response operations;
Electrical repairs;
Tree Trimming / Tree planting / Tree counting;
Concrete removal and replacement, block wall and brick repairs;
Fence installation and repairs, wood, vinyl, and Crete Rail;
Integrated pest management / Chemical applications to trees;
Streetscape furniture cleaning and pressure washing of walkways and appurtenances.
At the discretion of LMD, the Landscape Maintenance Contractor may be required to modify or
curtail specific tasks and operations within their maintenance contract.
2.7. When notified of a landscape or irrigation emergency during the hours and days of maintenance
service as identified in Section 10, the contractor shall respond by phone and/or text message to
the Landscape Maintenance District Monitor and/or Special Districts Office within fifteen (15)
minutes of notification. When notified of an emergency outside of the normal hours and days of
maintenance service, the contractor has thirty minutes to respond by phone or text to the
Landscape Maintenance District Monitor and/or Special Districts. If personnel and equipment
are necessary for the emergency, 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
eliminate all unsafe conditions which would adversely affect the health, safety, or welfare of the
public. See Section 11 for consequences for failure to comply.
2.8. 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. Uniforms (matching pants and shirts), proper shoes, safety vests
and other gear required by State Safety Regulations (OSHA) shall be properly exhibited. Shirts
shall be buttoned and worn at all times.
2.9. Contractor and employees shall at all times dress in a company uniform that identifies their
employer and exhibit good customer service to City staff, City contracted staff, residents, and the
general public throughout the term of this contract. All communication will be professional in
manner between all parties. The City will employ consulting Landscape Maintenance Monitors.
These consultant monitors will be treated the same as other Special District staff. Failure to
properly and respectfully communicate may be cause for contract termination.
2.10. 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 with maintaining areas of
twenty (20) acres or larger and median/parkway maintenance a minimum of two (2) linear miles
or larger. Vendor is to provide a minimum of three (3) references with a similar scope & type of
work within the proposal response.
2.11. Contractor’s employees and/or representatives shall be thoroughly trained and experienced in
the computer based central operating systems of WeatherTrak irrigation control systems, and all
other corresponding equipment. Should Special Districts choose a different controller
manufacturer, the contractor shall make available employees or representatives for product
training at no additional cost to City.
2.12. Contractor shall provide cellular communication to each crew foreman and have the ability to
connect to City Monitors and Special Districts representatives.
2.13. The contractor, and/or subcontractors, must possess the following licenses at time of proposal
submission; C-27 California Landscaping Contractor License. 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 an as-needed basis. The Contractor must submit copies of the licenses, and
certificates or subcontractor information sheets, indicating licenses held at the time of
proposal submission.
2.14. 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.
3. LANDSCAPE AREAS TO BE MAINTAINED
3.1. The LMD areas to be maintained under the provisions of this Agreement are specifically identified
in Attachment B.
3.2. Contractor must acknowledge personal inspection of the Zone’s irrigation system and planted
areas. Contractor must also evaluate the extent which the physical condition thereof will affect
the services to be provided. Contractor accepts the premises in their present physical condition,
and agrees to make no demands upon LMD for any improvements or alterations to irrigation,
and landscaped areas thereof. Contractor agrees to possessing the ability to maintain LMD areas
within the provision of this proposal, to the standards set forth herein, without modification,
improvement, or alteration.
4. CERTIFICATIONS/REPORTS/RECORDS
4.1. Payroll and Prevailing Wage Report: Contractor shall complete a Payroll and Prevailing Wage
Certification Report which shall be made available to LMD upon request. Contractor shall provide
the required information in a form acceptable to Special Districts. The City is requesting that one
monthly bill be submitted by the contractor to Special Districts for the maintenance.
4.2. Maintenance Function Report: Contractor shall maintain and keep current a report that records
when all Periodic, Seasonal, and Additional Work maintenance functions performed by
Contractor's personnel were completed. Said report shall be in a form and content acceptable to
Special Districts and will be made available to Special Districts upon request. The monthly
payment may not be made if such report is requested and not made available or is in a form
that is unacceptable to Special Districts.
4.3. Certification of Specialty Type Maintenance: When applicable, Contractor shall include with the
monthly invoice those specialty type maintenance items completed. The following information
shall include but not be limited to:
Quantity and complete description of all commercial and organic fertilizer(s) used.
Quantity and label description of all grass seed used.
Quantity and complete description of all soil amendments used.
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.
4.4. 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.
4.5. Violation Records: The awarded contractor shall not have two (2) or more Cal-OSHA sustained
complaints or four (4) or more California State Contractor Board sustained complaints within the
past four (4) years. A proposal response from the awarded vendor that does not meet these
requirements may be considered a non-responsive proposal, and the City of Santa Clarita will
proceed to the next qualified bidder. Please supply this information on Exhibit C (Violation
Records).
5. ADDITIONAL WORK
5.1. Special Districts may arrange for additional Contractor personnel to cover additional work
needed due to extraordinary incidents such as vandalism, Acts of Nature or third-party
negligence for which Contractor will be compensated. Regularly occurring “bad weather” is not
considered an Act of Nature for the purposes of this contract.
5.2. 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. This
written description and estimate (or proposal) shall be provided within 72 hours of request. No
work shall commence without the written authorization from Special Districts. Costs for
additional work shall not exceed the labor rate identified on the Additional Pricing Sheet #1. 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.
5.3. When a condition exists wherein there is imminent danger of injury to the public or damage to
property, Special Districts may verbally authorize the work to be performed upon receiving a
verbal estimate from Contractor. However, within 24 hours after receiving such verbal
authorization, Contractor shall submit a proposal to be approved by Special Districts.
5.4. All additional (or extra) work shall commence on the specified date established, and Contractor
shall proceed diligently to complete said work within the time allotted. All invoices submitted by
Contractor for extra work shall include a detailed itemization of labor and/or materials and
specific zone(s) identified. All invoices for extra work and items must be submitted biweekly to
Special Districts.
6. CONTRACTOR’S LIABILITIES
6.1. All damages resulting from Contractor's operation within the LMD areas shall be repaired or
replaced at Contractor's expense within 48 hours.
6.2. All such repairs or replacements shall be completed within the following time limits.
Irrigation damage shall be repaired or replaced prior to the next regularly scheduled
watering event or as agreed upon with Special Districts.
All damages to shrubs, trees, or ground cover shall be repaired or replaced within five
(5) working days or sooner as directed by Special Districts.
All concrete walkway, block walls, light poles, or any appurtenances, shall be repaired
within a reasonable timeframe agreed upon by LMD staff.
6.3. All repairs or replacements shall be completed in accordance with the following maintenance
practices.
Trees: Minor damage such as bark lost from impact of mowing equipment shall be
remedied by a qualified tree surgeon or arborist. If damage results in loss of a tree, the
damaged tree shall be removed and replaced at Contractor’s expense to comply with the
specific instructions of Special Districts.
Shrubs: Minor damage may be corrected by appropriate pruning as required in Section
19, "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 19 "Shrub and Ground Cover Care" of the Specifications.
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.
7. INTERPRETATION OF THE MAINTENANCE SPECIFICATIONS
7.1. Should any misunderstanding arise, Special Districts will interpret this Agreement. If the
Contractor disagrees with the interpretation of Special Districts, Contractor shall continue with
the work in accordance with Special District’s interpretation. Within 30 days after receipt of the
interpretation, Contractor may file a written request for a hearing before a Disputes Review Panel
as provided hereinafter. The written request shall outline in detail the area of dispute.
7.2. The Disputes Review Panel will be appointed by Special Districts and will be composed of not less
than three (3) Qualified personnel or representatives having experience in the administration of
grounds maintenance contracts. The panel will convene within one (1) week of appointment in
order to hear all matters related to the dispute. The hearing will be informal and formal rules of
evidence will not apply. The Panel will submit its recommendation to Special Districts for
consideration, within one (1) week following the conclusion of the hearing. Special Districts shall
render an interpretation based upon review of the Panel's recommendation. Special Districts’
decision shall be final.
8. OFFICE INQUIRIES AND COMPLAINTS
8.1. 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 tenants within said LMD or from Special
Districts 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.
The telephone of said Contractor shall be on the exchange or exchanges of said District(s) or a
toll-free number, and in no case shall the people of said District(s) be required to pay a toll charge
to telephone said Contractor. During normal working hours, Contractor's Foreman or an
employee of Contractor, at the supervisory level, who is responsible for providing maintenance
services, shall be available for notification by telephone or text communication.
8.2. Whenever immediate action is required to prevent impending injury, death, or property damage
to the LMD being maintained, Special Districts may authorize such action to be taken by a third-
party work force and shall charge the cost thereof as determined by the Administrator, against
the Contractor, or may deduct such cost from an amount due to Contractor from Special Districts.
8.3. Contractor shall maintain a written log of all complaints, the date and time thereof, and the
action taken pursuant thereto or the reason for non-action. The log of complaints shall be
available for inspection by Special Districts at all reasonable times.
8.4. All complaints shall be addressed as soon as possible after notification; but in all cases within 24
hours, to the satisfaction of Special Districts. If any complaint is not resolved within 24 hours,
Special Districts shall be notified immediately of the reason for not resolving the complaint
followed by a written report to Special Districts within five (5) days. If the complaints are not
resolved within the time specified or to the satisfaction of Special Districts, Special Districts may
correct the specific complaint and the total cost incurred will be deducted from the payments
owing to the Contractor from Special Districts.
9. SAFETY
9.1. Contractor agrees to perform all work outlined in this Agreement in such a manner as to meet
all California Landscape Industry Standards for safe practices during the maintenance operation
for medians and parkways and to safely maintain stored equipment, machines, and materials or
other hazards consequential or related to the work; and agrees additionally to accept the sole
responsibility for complying with all local, City, State or other legal requirements including but
not limited to, full compliance with the terms of the applicable O.S.H.A. and CAL-O.S.H.A. Safety
Orders at all times so as to protect all persons, including Contractor's employees, agents of the
City, vendors, members of the public or others from foreseeable injury, or damage to their
property. Contractor shall inspect all potential hazards at the LMD areas covered by this
Agreement and keep a log indicating date inspected and action taken.
9.2. It shall be Contractor's responsibility to inspect, and identify, any condition(s) that renders any
portion of the LMD premises unsafe, as well as any unsafe practices occurring thereon. Special
Districts shall be notified immediately of any unsafe condition that requires major correction.
Contractor shall be responsible for making minor corrections including, but not limited to:
Filling holes in planting areas, and paving;
Using barricades, signs, caution tape or traffic cones to alert patrons of the existence of
hazards;
Replace valve box covers so as to protect members of the public or others from injury.
During hours of operations, Contractor shall obtain emergency medical care for any member of
the public who is in need thereof, because of illness or injury occurring on the premises.
Contractor shall cooperate fully with the City in the investigation of any accidental injury or death
occurring on the premises, including a complete written report thereof to Special Districts within
five (5) days following the occurrence.
9.3. Under the circumstance that landscape maintenance work be performed in a Caltrans right of
way; including but not limited to freeway onramps and offramps; the contractor shall adhere to
the safety requirements in the Caltrans Maintenance Manual/Protection of Workers.
9.4. Contractor agrees to report any signs of homeless encampment activity, including but not limited
to, trash/debris, personal items, homeless persons present, etc. immediately to LMD Office staff
for appropriate actions to be taken by internal City staff. Contractor staff are not to approach
any homeless persons in the zones and should seek advice from LMD staff accordingly.
10. HOURS AND DAYS OF MAINTENANCE SERVICES
10.1. The hours of maintenance service shall occur Monday thru Friday between 7:00 a.m. to 5:00
p.m. Overtime rates will only apply to work performed outside these hours of maintenance
service or completed on a day specified in (Attachment C) “2023 Holiday Schedule”. This applies
to all future Holiday Schedules. A work schedule shall be provided and approved in advance by
Special Districts. No work will be performed on City Legal Holidays (Attachment C) unless
authorized by Special Districts Administration in advance. Blowers, lawnmowers, chainsaws or
other mechanical equipment with a decibel level above 65 decibels may not be used before 7:00
a.m. within City of Santa Clarita limits in accordance with ordinance 11.44.010.
10.2. Contractor shall provide on-site staffing to perform the required maintenance to meet required
California Industry Standards anytime between Monday through Friday. However, if the
contractor can accomplish the same work within a shorter service schedule, then the Special
Districts Division can modify their maintenance schedule. Alternate days or any changes in the
days and hours of operation heretofore prescribed shall be subject to approval by the Special
Districts Division.
10.3. For the purpose of this contract, “work” time in the field excludes lunch, breaks, and travel
time to and from the contractor’s yard. 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 (8) 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.
MAINTENANCE SCHEDULES
10.4. Contractor shall submit a work schedule prior to start of contract. Though a work schedule is
requested as part of the response file for the contractor proposal, any modifications or changes
must be agreed to prior to start of a contract. Said work schedule shall be set on a monthly
rotational basis, identifying and delineating the time frames for the required functions by the
day of the week and time of day. Work schedules shall be reviewed and approved by LMD Staff
following submittal. City, at its discretion, may impose liquidated damages for each subsequent
day the Contractor is delinquent in delivering said work schedule to the Special Districts Office.
10.5. Contractor shall submit revised schedules when actual performance differs substantially from
planned performance. The Contractor is provided the opportunity and procedure for adjusting
scheduling requirements. The Contractor has also been provided the opportunity and procedure
for adjusting schedules to meet special circumstances and inclement weather. Said revisions
shall be submitted to Special Districts for review and approval within three (3) working days prior
to scheduled time of work. A written copy of the current City approved schedule must be kept
in the site foreman’s vehicle at all times and be available upon request of City Staff or the City’s
contracted Landscape Monitor.
10.6. Contractor shall notify Special Districts, in writing, at least one (1) week prior to the date and
time of all the following maintenance operations:
Fertilization;
Micro-Nutrients/Soil Amendments;
Spraying of Trees and Shrubs;
Aesthetic/Structural Tree and Shrub Pruning;
Preventative disease control;
Transplanting of small and medium sized plants;
Lane closures notification for median or parkway maintenance is required;
Other Items as Determined by Special Districts
10.7. Failure to complete the work as scheduled or as specified herein may result in the following
actions:
a) A sum of up to five hundred dollars ($500.00) per day will be deducted and forfeited from
payment to the Contractor for each instance where an item of work is not completed in
accordance with the schedule or any portion of the specifications herein.
b) Deficiencies: An additional amount equal to the cost incurred by completion of the work
by an alternate source, whether it be City forces or separate private contractor, even if
it exceeds the contract unit price, will be deducted from the Contractor’s invoice.
c) These actions shall not be construed as penalty but as adjustment of payment to the
Contractor for only the actual work performed or as the cost to the City for inspection
and other related costs from the failure by the Contractor to complete the work
according to the schedule or specifications.
11. CONTRACTOR’S STAFF
11.1. Contractor shall provide sufficient 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 proposal. Contractor must
perform all work in accordance with the specifications set forth herein. Contractor's employees,
whether assigned to any one Zone or as part of a crew serving any number of Zones shall include
at least one individual crew foreman who speaks and comprehends the English language.
11.2. Special Districts may at any time give Contractor written notice to the effect that the conduct or
action of a designated employee of Contractor is, in the reasonable belief of Special Districts
Staff, detrimental to the interest of the public using the premises, Contractor shall meet with
representatives of Special Districts to consider the appropriate course of action with respect to
such matter and Contractor shall take reasonable measures under the circumstances to assure
Special Districts that the conduct and activities of Contractor's employees will not be detrimental
to the interest of the public patronizing the LMD covered under this Agreement.
11.3. LMD 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
LMD. 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 LMD 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 LMD Special Districts.
13. UTILITIES
13.1. Special Districts shall pay for all utilities associated with the maintenance of the LMDs. However,
water usage shall not exceed the amount required to comply with irrigation schedules
established by the Contractor and approved by Special Districts. Contractor will be required to
manage the scheduling of the controllers. Contractor shall pay for all excessive utility usage due
to Contractor's failure to monitor irrigation system malfunctions or unauthorized increases in
the frequency of irrigation. These activities may include, but are not limited to watering during a
rain storm and/or watering the day after rain and/or watering during a special event. The excess
cost will be determined by comparing current usage with historical usage for the same time
period. The excess to be deducted from payments to Contractor from Special Districts will be
presented to Contractor by Special Districts prior to actual deduction to allow for explanations.
14. NON-INTERFERENCE
14.1. Contractor shall not interfere with the public use of the LMD areas covered under this
Agreement, and shall conduct its operations as to offer the least possible obstruction and
inconvenience to the public or disruption to the peace and quiet of the area within which the
services are performed.
15. USE OF CHEMICALS
15.1. The application of chemicals such as herbicides and pre-emergent will be at the contractor’s
expense inclusive of this contract. 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 in
compliance with all Federal, State, and local laws and will be accomplished by a Certified
Applicator under the direction of a Licensed Pest Advisor. Contractor, in complying with the
California Food and Agricultural Code, shall provide a copy of a valid Pest Control Operator's
License and valid Pest Control Advisor's License, or a copy of said licenses from a sub-contractor
to Special Districts prior to using chemicals within the area.
15.2. A listing of proposed chemicals to be used including; commercial name, application rates, and
type of usage shall be submitted to Special Districts for approval. The listing will be accompanied
by copies of Material Data Sheets (MDS) for all chemicals that may be used in binder or booklet
form. No work shall begin until written approval of use is obtained from Special Districts. 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 (3) years. Contractor shall provide a chemical use report and a copy of the PCA
recommendation to Special Districts for each application (site specific) made during each month.
This shall be in addition to the copy of the usage summary that is provided to the Agricultural
Commissioner.
15.5. All chemicals requiring a special permit for use must be registered with the County Agricultural
Commissioner's Office and a permit obtained with a copy to Special Districts.
15.6. All regulations and safety precautions listed in the "Pesticide Information and Safety Manual"
published by the University of California shall be adhered to.
15.7. Chemicals shall be applied when air currents are still; preventing drifting onto adjacent property
and preventing any toxic exposure to persons whether or not they are in or near the area of
application.
16. STORAGE FACILITIES
16.1. Special Districts shall not provide any storage facilities for the Contractor. Any Contractors
storage facilities must be located outside of the boundaries of the Zone for which landscape
maintenance services are performed, unless Special Districts determines it would be in the best
interests of Special Districts to waive this restriction.
SHRUB AND GROUND COVER CARE
16.2. Contractor shall perform at his sole expense under the terms of this agreement the following
services:
Pruning: Manually select prune shrubs throughout the year to encourage healthy growth
habits, and to encourage growth to the natural shape of the plant according to its species
and appearance with the exception of roses, which shall be pruned no later than the end
of January. Periodic pruning may be required to maintain consistent size, structure,
and/or appearance of large groupings of the same species. All shrubs shall be free of
dead wood, weak, diseased, insect infested and damaged limbs at all times. Removal of
all clippings will be completed the same day pruning occurs. Pruning will not be
completed while plants are flowering, during the emergence of new growth, or when
high temperatures are present during the hottest time of the year (typically July-August)
unless directed by Special Districts. No balls, squares or unusual shapes are permitted
under this RFP. Selective pruning is required following the natural habit of the particular
plant. Dead shrubs, not a result of third-party negligence, will be removed by contractor
at their cost. Shrubs to be pruned to stay below a height that is consistent with
specifications or as directed by Special Districts.
Trimming: The growth of shrubs and ground cover will be restricted to areas behind curbs
and walkways, and within planter beds by trimming, as necessary, or upon notice by
Special Districts. All trimming practices are subject to change as directed by Special
Districts.
Disease and Insect Control: All LMD areas are to be maintained free of disease and insects
and treated when needed pursuant to Section 22.
Weed Control: All ground cover and shrub beds are to be kept weed free at all times.
Methods for control shall incorporate the following:
a. Mulch application to 3” layer maximum. (Removal on an as needed basis of
existing/spent mulch may be required to insure the level of grade is kept below
surrounding hardscapes and/or at an acceptable height as determined by LMD
staff. Such removal will be considered an extra and will require submittal of a
proposal and approval by LMD staff.)
b. Hand removal
c. Cultivation
d. Chemical eradication using non-residual herbicides
Shrub and Ground Cover Replacement: All damaged, diseased (untreatable), or dead
shrubs and ground covers whose damage occurred due to natural conditions/causes, will
be replaced under the terms of “additional work” as described in Section 4 and/or Exhibit
B2: Additional Pricing. All shrubs shall be guaranteed to live and remain in healthy
condition for no less than ninety (90) days and trees for a period of one (1) year from the
date of installation of the plants or trees.
Fertilization: Application of an LMD approved fertilizer a minimum of two (2) times per
year to provide a healthy color in all plants with foliar feedings. The fertilizer shall be
applied once during the months of March or April and once during the months of
September or October. Contractor will cultivate around plants as needed. Fertilizer shall
be appropriate for plant type and season (time of year) and approved by LMD staff prior
to installation. The Contractor shall provide a fertilization schedule two (2) weeks prior
to the proposed fertilization.
Irrigation: Irrigation, including hand watering and manual bleeding of valves, is required
in the event of an emergency situation and/or where automatic systems are not
functioning as required. Irrigation practices described in Section 25 shall apply to trees,
shrubs, and ground cover.
Diversion Requirements: In keeping with State mandated requirements, the LMD 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 above referenced
zones. Contractor requirements for this program shall include a Vermeer 1500 chipper
or equivalent for use on site at a minimum of twice per week.
Recycling: Recycling of plant debris by composting and/or maintaining a minimum 2- inch
layer of mulch under all trees and around all shrubs/groundcover. A minimum 3- inch
layer in all open areas is strongly encouraged. Mulch purchased by the LMD will be
disbursed with the above specifications by the contractor who will provide the labor
at the contractor’s expense.
Renovation: Renovate ground covers according to prescribed practices in the industry as
needed to maintain a healthy vigorous appearance and growth rate. When ground
covers and perennials have grown where they completely fill the space in which they
were planted and have started to deteriorate, i.e., less flowering, dying out, smaller
plants, they shall be renovated. (Renovation shall include removing said plants,
amending the soil, dividing plants as necessary and replanting to maintain a healthy,
vigorous appearance and growth rate.)
17. TREE CARE
17.1. Contractor under the terms of this agreement shall perform the following services:
Tree Maintenance
a. All trees in the Zone, regardless of the overall stature, from the base up to the
first twelve (12) feet shall be maintained free of all dead, diseased and damaged
branches back to the point of breaking as per contract. Wound dressings are
never used on any tree pruning cuts.
b. All sucker growth is to be removed from trees as it occurs.
c. Maintain an 8-foot clearance for branches overhanging walkways and public
sidewalks.
d. Report insects and tree diseases to Special Districts Inspector.
e. Stake and support all replacement trees and replace stakes which have been
broken or damaged on existing trees.
f. Tree stakes shall be pentachlorophenol 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.
g. 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.
h. Stakes and ties will be placed so no chafing of bark occurs and shall be checked
frequently and retied to prevent girdling.
i. Broken branches are to be removed immediately whether they are in the tree or
on the ground.
j. All tree wells in sidewalks within the maintenance areas’ boundaries to be kept
weed free and mulched where applicable.
Fertilization: May be required at the direction of Special Disricts to apply fertilizer within
drip line at least once per year (during the months of March or April) to provide a healthy
color in all plants. Fertilizer should, at the direction of LMD, be a balanced organic 10-6-
4 ratio with trace element. Contractor shall provide Special Districts with two (2) weeks
notification prior to the fertilizer application.
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 6 with the identical species
of tree existing previously, unless otherwise notified in writing by Special Districts. The
need for and the size of replacement will be determined by Special Districts at the
monthly maintenance inspection meeting or upon written notification. Size of the
replacement shall be of a like size. Substitutions will require prior written approval by
Special Districts. Original plans and specifications should be consulted to insure correct
identification of species.
All newly planted trees installed by the Contractor are the responsibility of the
Contractor to maintain and guarantee healthy establishment for a period of one (1)
year. Any trees installed by others will be the responsibility of the Contractor when
special care or accommodations are required during the establishment period.
Olive Tree Spraying: Ornamental olive trees shall be sprayed to prevent fruit set by use
of “Maintain,” "Florel" or other approved product. Two (2) applications shall be required
7-10 days apart. The first application shall be applied when ½ to ¾ of the olive blooms
are open (sometime between April 1 and May 10). Both spray applications shall be put
on using a power sprayer with a minimum of 150 psi. pressure. The Landscape
Maintenance District’s Tree Maintenance contractor will provide most of the chemical
applications to trees. If the landscape contractor provides this service 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. Special Districts will procure Oak
Tree Permits once work is approved.
Tree Pruning/Trimming: All tree trimming/pruning will be done in accordance with the
standards established by the International Society of Arboriculture (ISA) and ANSI 300
Best Management pruning practices.
Street Tree Wells: Contractor is responsible to keep all tree wells within LMD areas weed-
free and maintain tree well irrigation system in accordance with Section 25 of these
Specifications. Mulching of tree wells is required as needed and/or as directed by Special
Districts.
18. NATURAL, BRUSHED, MANUFACTURED, HYDROMULCHED SLOPE CARE
18.1. Natural areas or riparian corridor areas in these zones are open space areas that have minimal
usage due to the sloping character of the land and/or the rugged landscape materials that are
native to the land. Contractor will provide periodic maintenance, according to routine
scheduling, consisting of trash, brush or other debris removal. Contractor at his cost will visually
inspect these areas throughout the year as scheduled, providing pick up and removal of any
debris or trash.
18.2. Contractor at his cost shall be responsible for all inclusive weed abatement, maintaining the
brushed slope areas throughout the year in accordance with the below-identified height of
weeds, dead wood removal in accordance with the 100’ distance from dwellings or structures
requirements pursuant to County fire code. Copy of current requirements can be found at:
https://www.fire.lacounty.gov/.
18.3. These slope areas are hillside areas and are designed to meet the Los Angeles County Ordinances
for fire retardation. These areas generally occur in sloping terrain with gradients ranging 10
percent to 100 percent. Slopes are either manufactured or natural. The natural slopes have been
brushed to remove certain plant materials. Manufactured slopes have been hydromulched or
planted in accordance with applicable County Ordinances. Use of these areas by the residents
should be minimal.
18.4. 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, and may be up to
200 feet at the request of Special Districts, from a dwelling or structure and all debris
removed from the site.
Dead wood from woody plants shall be removed and/or trimmed when the area is
brushed. May be required at the direction of Special Disricts to apply water within the
cleared zone only as needed during fire season to maintain sufficient moisture content
for sustenance of the plants and to inhibit combustion. Remove all debris from this
operation off the LMD property. Weeding shall commence immediately following the
rainy season once the growth of weeds has reached a maximum of 12 inches in height
or when the County Fire Marshall has determined that a fire hazard condition exists.
When weeding or brush removal is required, the required weeding shall be completed
as soon as possible and shall be completed throughout an LMD within a maximum
period of 30 days.
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 this RFP. Contractor at his
expense shall remove weeds to a distance of 30 feet measured from any sidewalk
adjacent to a fire protection area twice a year.
18.5. Where reference is made to weeding, brushing, or clearing within 100 feet (but may be up to
200 feet) of a structure, it is intended that the space between the structure and the private
property line is the responsibility of the owner of the property except where Special Districts has
accepted an easement to maintain a portion of the private lot. As an example, assume a private
residential lot has a depth of 100 feet, the rear or side of which abuts a fire protection slope.
Assume that the structure is set back 20 feet from the property line abutting this slope. 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, Special Districts is responsible for those
areas where an easement has been accepted by Special Districts over a portion of a private lot.
Consult with Special Districts for any questions regarding these areas.
18.6. 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 from March through November
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 19 and 20 of these Specifications.
19. USE OF INTEGRATED PEST MANAGEMENT
19.1. Materials (biological insects) shall be at Contractor’s cost plus no more than 15%, as necessary
for integrated pest management (IPM) and contractor at his expense under the terms of this
agreement will provide the labor.
Integrated Pest Management (IPM): Integrated pest management (IPM) is a pest
management strategy that focuses on long-term prevention or suppression of pest
problems with minimum impact on human health, the environment, and non-target
organisms. Preferred pest management techniques include encouraging naturally
occurring biological control; using alternate plant species or varieties that resist pests;
selecting pesticides with a lower toxicity to humans or non-target organisms; adopting
cultivating, pruning, fertilizing, or irrigation practices that reduce pest problems; and
changing the habitat to make it incompatible with pest development. Pesticides are used
as a last resort when careful monitoring indicates that they are needed according to pre-
established guidelines. When treatments are necessary, the least toxic and most target-
specific pesticides are chosen. Implementing an integrated pest management program
requires a thorough understanding of pests, their life histories, environmental
requirements, and natural enemies, as well as establishment of a regular, systematic
program for surveying pests, their damage, and other evidence of their presence. IPM
has been mandated on Federal property since 1996 by Section 136r_1 of Title 7, United
States Code, and is cited in Title 41 of the Code of Federal Regulations (102-74.35) as a
required service for agencies subject to the authority of the General Services
Administration. The Contractor will develop an IPM program for work covered by this
statement of work.
Chemical Application: All work involving the use of chemicals will be accomplished by a
State of California Certified or Licensed pest control operator. A written
recommendation by a person possessing a valid California Pest Control Advisor License
is required prior to chemical application.
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 Special Districts, prior to use. A copy of all forms submitted to the County
Agricultural Commissioner shall be given to Special Districts on a timely basis.
Compliance with Regulations: All regulations and safety precautions listed in the
“Pesticide Information and Safety Manual” published by the University of California will
be adhered to.
Pest Control: Control of ground squirrels, gophers, and other burrowing rodents by
trapping and/or eradication will be provided by Special Districts. Contractor is not
responsible for this service. Whenever holes are visible upon the surface, these holes
shall be filled and securely tamped to avoid moisture runoff entering the holes by the
County Agricultural Department who will provide pest control for Special Districts. This
procedure shall be followed in all areas, especially within all slope areas. Contractor is
responsible for notifying Special Districts upon detecting a need for rodent control.
20. GENERAL CLEAN-UP
20.1. Contractor shall at their sole expense under the terms of this agreement perform the following
services:
Trash Removal: The contractor shall provide a trash pickup schedule for approval by
Special Districts. The contractor shall pick up trash and accumulated debris from the site
on a regularly scheduled rotation approved by LMD staff in advance.
Curb and Gutter Maintenance: Contractor is responsible for removal of weeds and grass
from curb and gutter expansion joints (up to 2’ from curb) at all times.
Fence Clearance: Contractor is responsible for removal of weeds and grass from within
18” of any fence or wall within the areas under Contractor’s maintenance at all times.
Walkway and Crack Maintenance: Walkways, if any, will be cleaned immediately following
mowing and edging and cleaned by use of power sweeping or blower equipment at a
minimum of once per week or as needed. This includes removal of all foreign objects from
surfaces such as:
a. Gum,
b. Animal feces,
c. Grease,
d. Paint,
e. Graffiti,
f. Glass and debris
All walkway cracks and expansion joints shall be maintained weed and grass free 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. This
includes the accumulation of leaves/debris at the base and lower branch structures of
shrubs.
Diversion: The Contractor will be responsible for creating and implementing a written
program to divert a minimum of 85% all green waste from landfills. The program should
include, but not be limited to, mulching and composting. The contractor shall report the
total tons of green waste generated and the number of tons diverted from the landfill
annually to the City’s Environmental Services Office. The goal will be at least 85%
diversion.
Drainage Systems & Maintenance: The following services shall be provided by Contractor at
their expense per Contract Agreement except as otherwise provided for:
a. All drains and catch basins shall be free of silt and other debris at all times. The
Contractor shall insure all drainage devices within LMD are functioning properly
at all times
b. All LMD area surface drains (“V” ditches), shall be kept clear of debris at all times
so that water will have an unimpeded passage to its outlet. Contractor will not
flush dirt or debris into the storm drain system per the City’s National Pollutant
Discharge Elimination System (N.P.D.E.S.) permit. All debris will be collected and
disposed of properly.
c. All LMD area sub-surface drains (except storm drains), shall be periodically
flushed with water to avoid build-up of silt and debris. All inlets to sub- surface
drains shall be kept clear of leaves, paper, and other debris to ensure unimpeded
passage of water. Every attempt will be made to prevent debris from continuing
into the City’s Storm Drain system including the use of sand bags, straw bales or
other Best Management Practices (B.M.Ps)
d. If the sub-surface drainage backs up or is blocked due to lack of periodic flushing
of silt and debris as stated above, the contractor shall be responsible at their
cost for plumbing services to clear the drain.
e. 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.
21. MAINTENANCE INSPECTIONS
21.1. The Contractor shall perform a maintenance inspection of all facilities on a weekly basis within
the LMD during daylight hours. Such inspections shall be both visual and operational. The
operational inspection shall include operation of all sprinklers, lighting and other mechanical
systems to check for proper operational condition and reliability. Contractor is required to input
non-contractual service request information into the City’s “Resident Service Center” at:
http://user.govoutreach.com/santaclarita/faq.php
21.2. The Contractor shall be expected to meet on site with an authorized representative of Special
Districts for a walk-through inspection. Said meeting shall be at the convenience of Special
Districts and may include residents of the community. Special Districts may notify the
appropriate local representatives of the time and place of each walk-through inspection at a
minimum of one (1) week prior to the date of inspection. In addition, bi-weekly interim
inspections may be made by Special Districts if deemed necessary by LMD Staff.
22. WATER MANAGEMENT AND IRRIGATION SYSTEM MAINTENANCE OR REPAIR
22.1. All irrigation systems within the LMD areas designated in these specifications will be repaired
and maintained as required for proper operation by the Contractor; excluding programming
which is included in the contract. Irrigation repairs are considered to be additional work or
“extras”. For all irrigation repairs, including main lines, all irrigation parts will be reimbursed at
no more than a 15% mark up over the contractor’s cost. The Contractor must provide invoices
upon request of Special District Staff. Failure to provide copies of invoices may result in delay
of payments to Contractor. The contractor shall adhere to the Irrigation Association, Best
Management Practices (BMP’S) at:
http://www.irrigation.org/uploadedFiles/Standards/BMPDesign-Install-Manage.3-18-14(2).pdf
Scope of Responsibility: The contractor shall maintain (repair and/or replace as
needed) and keep operable all irrigation equipment consisting of:
a. Irrigation Programming
b. Irrigation Station Identification/Location
c. Irrigation Heads
d. Remote Control Valves
e. Flow Sensors
f. Flow Sensor Programming
g. PVC Piping (Including mainline and laterals)
h. Quick Couplers
i. Risers
j. Swing Joints
k. Check Valves
l. Irrigation Booster Pumps
m. Solar Controllers/Valves
n. Battery Operated Controllers/Valves
o. Valve Boxes, Quick Coupler Boxes, Etc.
p. Irrigation Controller Programming and Setup
Replacement Requirements: Replacements will be of original materials or substitutes
approved by Special Districts in writing prior to any installation.
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 trees, 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 specifications exceed such
requirements, the specifications shall govern.
Controllers: The contractor will be responsible for the control of Smart Water
Application Technologies (SWAT) certified weather-based controllers or equivalent,
controller programming through the contractors office via a desk top or any wireless
computer, or hand held device. The LMD will provide a password for access.
Inspections: Landscape Maintenance District Consultants/Inspectors will spot check
controller schedules on each inspection of a district to assure compliance with
irrigation program standards. Contractor shall conduct a complete irrigation system
inspection for each district at minimum of twice a year.
22.2. The contractor will be responsible to complete the following WeatherTrak training through
HydroPoint University: Level 1 – WeatherTrak Basic Systems Training. Proof of completion to
be provided with proposal submission. Additional trainings are available and participation is
encouraged.
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.
The contractor will be responsible for the control of Smart Water Application
Technologies (SWAT) certified weather-based controllers or equivalent, controller
programming through the Contractors office via a desk top or any wireless computer,
or hand held device. The LMD will provide a username/password for access.
Response to WeatherTrak Alerts by category shall be made within the time frames
listed below. Failure to comply with response times will be considered a deficiency
and may be subject to a deduction from payment in the amount up to five hundred
($500.00) dollars for each instance where an alert is not resolved within the time
frame.
a. Severe Alerts to be resolved within 24 hours.
b. Major Alerts to be resolved within 5 working days
Contractor will provide their own irrigation remote (receiver and transmitter) for control of
the Rain Master, Calsense, LEIT (solar), WeatherTrak or other industry standard controllers
not listed. The City requires the Promax universal irrigation remote or other “smart phone”
technology for its use in field testing and operation of all irrigation systems for the LMD
areas. Use of this device will conserve water consumption, provide for more cost effective
maintenance of irrigation systems, and assure all parties concerned that the automatic
system is operating at maximum efficiency. Special Districts’ inspectors may use this device
in their inspections to verify that irrigation systems are functioning properly. The bleeding
of valves and hand watering are to be used in emergency or testing situations, not for
normal or day-to- day inspections.
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.
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.
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.).
Contractor shall be responsible for monitoring all irrigation systems within the jurisdiction
of this Specification and correct for coverage, adjustment, clogging of lines, and removal of
obstacles, including plant materials which obstruct the spray. Monitoring shall be scheduled
for all systems at minimum 1x monthly.
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).
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.
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.
When available, copies of controller maps shall be kept in enclosures at all times.
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.
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.
It is the responsibility of the Contractor to keep the plant material alive. If this requires an
extra application of irrigation water, the Contractor is to make the necessary adjustments
and immediately notify The City of Santa Clarita upon doing so.
Only City of Santa Clarita staff, City Monitors, the Contractor Supervisor/ Foreman or
Irrigation Technician will have access to all controllers. Enclosures will be locked/padlocked
at all times.
The Contractor shall test the soil in 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.
The 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
Once the irrigation system has been adjusted to only irrigate the planting areas it was
designed to irrigate, the 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.
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.
In addition to the soils condition, the individual plant material requirements must be taken
into account. As the plant material becomes established, a reduction in the frequency of
watering should be implemented to harden-off the plant material while maintaining it in a
healthy condition.
22.4. Operation of Systems:
As a standard practice, the Contractor shall formally acknowledge receipt of the irrigation
system within the first 60 days of the notice to proceed. It is the Contractors responsibility
to conduct a full-scale irrigation audit/assessment to determine deficiencies in the system
and make recommendations for repair(s).
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 trees,
annuals, perennial plants, and ground covers when automatic systems are not functioning.
Irrigation system will be controlled by Contractor in such a way as not to cause an excessively
wet area which could interfere with the Contractor’s ability to mow/maintain landscaped
areas.
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 LMD for
review.
Contractor shall adjust and clean as necessary all sprinkler heads, valves and pressure
regulators to continue operation at maximum efficiency and performance.
All materials and workmanship will be in accordance with the City Plumbing Ordinances
if/when applicable.
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.
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.
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.
The 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. The 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.
During extremely hot weather, long holiday periods, and during or following breakdown of
systems, the 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, the 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.
Once a year, the 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 LMD office immediately should a backflow prevention device
malfunction occur.
Landscape Maintenance District Consultants/Inspectors/City staff will spot check controller
schedules on each inspection of a district to assure compliance with irrigation program
standards. Contractor shall conduct a complete irrigation system inspection for each district
at minimum of twice a year.
Contractor shall observe and note any deficiencies occurring from the original design and
review these findings with Special Districts, so necessary improvements can be considered.
22.5. Repairs:
All pop-up heads should be assembled on triple swing joints.
When irrigation heads, risers, nozzles, etc. break, they will be replaced with like for like
irrigation heads. Uniformity is of the utmost importance.
All remote-control valves shall be Superior 950DW brass valves unless other(s) are accepted
by LMD staff.
Contractor shall repair all leaking or defective valves immediately upon occurrence, or
within 24 hours following notification from LMD of such a deficiency.
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.
Contractor shall submit itemized irrigation invoices for repairs, per LMD Zone on an as
needed basis.
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. Conversation: The City of Santa Clarita may conduct monthly water management meetings with
the 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 the contractor
to review any penalty charges that were caused by the Contractor’s inability to properly manage
water allocations, when applicable. The 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. Water Budgets: In order to ensure efficient and responsible water management with regards to
landscape irrigation, the City of Santa Clarita Special Districts office may require the following:
When water budgets have been established for each individual service area within a
Landscape Maintenance District Zone (specifically water meter and/or point of
connection), CONTRACTOR shall not exceed the Maximum Applied Water Allowance
(MAWA) as established by State Assembly Bill 1881, Model Water Efficient
Landscape Ordinance (MWELO).
http://www.water.ca.gov/wateruseefficiency/landscapeordinance/
When water budgets and/or tiered rate structures are enforced by individual water
purveyors such as; Valencia Water Company, Newhall County Water District, Santa
Clarita Water Division, Castaic Lake Water Agency, or SCV Water, CONTRACTOR shall
not exceed the monthly allocation(s) as set forth by the service provider for each
individual service area within a Landscape Maintenance District Zone, specifically
water meter and/or point of connection.
Failure to comply with water budgets may lead to monetary penalties up to the costs
of the excessive use which exceeds the water budget(s), efficient tier, or any “penalty”
tier the City of Santa Clarita is subjected to.
23. MAINTENANCE AND REPAIR OF HARDSCAPE, SERVICE ROADS, AND DRAINAGE SYSTEMS
23.1. Hardscape surfaces, walkways, service roads and drainage systems if any, shall be maintained by
Contractor so as to keep the integrity of the walking and/or driving surface in a safe, unimpaired
condition. The contractor may not use subcontractors not included with the proposal submission
without written approval of Special Districts Staff. Any unsafe condition of a walkway or service
road shall be reported immediately to the LMD Monitor or directly to City Staff.
Contractor may be responsible for total replacement or repair of hardscaping and/or
plant replacement if damage occurs due to Contractor’s negligence or by accidental
damage within maintenance operation.
Contractor shall be responsible for sweeping/blowing all hardscape surfaces within the
contract boundaries on a regularly scheduled routine approved by LMD Staff or as
requested by Special Districts. All debris must be collected and removed.
Disposal of debris by blowing into roadways, sidewalks, or other areas is prohibited
and may be cause for contract termination or a deduction in payment as described in
Section 11.
24. GRAFFITI ERADICATION AND CONTROL
24.1. Contractor may be responsible to remove small amounts of graffiti (licensed plate size) as it
appears upon any of the walkways, Paseo overpasses and underpasses, walls, fences, or any
appurtenant structures or equipment within the areas under Contractor’s maintenance. Special
Districts Inspector will be informed of all graffiti immediately upon discovery. Contractor is
required to input graffiti information into the City’s reporting system at: http://www.santa-
clarita.com/city-hall/departments/administrative-services/technology- services/egraffiti
24.2. The contractor may be required to remove small amounts of debris which would fit into a small
pick -up truck. In such cases the dump fee may be invoiced to Special Districts. Removal of larger
items would be considered as an “additional work” item and subject to the terms of Section 5.
24.3. 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 LMD prior to use.
25. DECOMPOSED GRANITE
25.1. Contractor will be required to keep DG areas and pathways free of soil, litter, debris, and weed
free. Any areas in need of repair or fill should be reported and a proposal provided to bring the
area back to an acceptable condition.
26. FUTURE/ADDITIONAL MAINTENANCE AREAS
29.1.For the maintenance of future/additional maintenance areas that have been accepted by the
City, contractor to provide pricing consistent with the Cost Proposal Template (Exhibit A) and
Additional Pricing (Exhibits B1 & B2) in this document for similar landscape/terrain.
RESPONSE FORMAT AND SELECTION CRITERIA
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
1. RESPONSE FORMAT - The organization of the response and cost files is described in this section of
the RFP. All potential vendors must follow this format.
1.1. RESPONSE FILE:
1.1.1. Introduction – A general introduction and description of the proposal shall be provided.
The format of the introduction is at the discretion of the contractor.
1.1.2. Background – Provide insight to your company and its resources. Explain the company
background and philosophy and what qualifies this company to be a successful
candidate for the City’s contract.
1.1.3. Scope of Work – Describe the work program. Identify how the objectives of the
specifications will be performed. Relate the business practices to the specific tasks
required and explain the proposed method for adhering to the landscape maintenance
requirements. Include contractor’s approach to the areas of pro-activeness,
responsiveness, familiarity with common concerns of the LMD areas, problem
resolution, and any other areas that explain how the work will be performed and
managed.
1.1.4. Schedule – Describe the time schedule for each proposed task and area rotation.
Provide staff descriptions and quantity on daily, weekly, monthly, and seasonal
timelines. Proposed work periods and completion dates, as well as any anticipated
meeting dates, should also be identified.
1.1.5. Personnel, Equipment, and Facilities – Describe the personnel qualifications,
equipment to be provided, and numbers of both dedicated to the areas for this
contract. Explain/show the reasoning for the type, number and composition of staff and
equipment for this contract and how the cost of such provides adequate or superior
value to the contract.
1.1.6. Exhibits – The documents within Section D are required to be submitted with the
proposal response and can be referred to throughout the RFP. However, expansion on
all aspects listed above is strongly encouraged. See Document Checklist for more
details.
1.2. COST FILE:
1.2.1. Statement of Offer and Signature – The proposal shall be signed by an individual
authorized to bind the consultant, shall contain a statement to the effect that the
proposal is a firm offer for a 120-day period, and shall contain a statement that the
proposed work will be performed at the “not-to-exceed” price. This will include all
deliverables and meeting attendance as laid out in the scope of work.
1.2.2. 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.
1.2.3. Cost File must be submitted separately from the Response File.
2. PROPOSAL EVALUATION AND CONTRACTOR SELECTION – An evaluation panel comprised of
representatives from the requesting department will evaluate all proposals to determine
responsiveness to the RFP. The panel will recommend the selection of the responsible proposer
whose proposal is most advantageous to the City. Accordingly, the City may not necessarily make
an award to the proposer with the highest technical ranking nor award to the Proposer with the
lowest Cost Proposal if doing so would not be in the overall best interest of the City.
The overall criteria is listed below. As proposals are considered by the City to be more equal in their
technical merit, the evaluated cost or price becomes more important so that when technical
proposals are evaluated as essentially equal, cost or price may be the deciding factor.
2.1. SELECTION CRITERIA:
2.1.1. Team Composition: Contractor qualifications, staff qualifications, and number of staff
provided. (Includes but not limited to Section 3 and Exhibits E & G1-G2)
2.1.2. Rotation Schedule: Use and mobilization of resources. Proposed timeline to service all
areas. (Includes but not limited to as described in Section 3 and Exhibit E)
2.1.3. Acknowledgement & Successful Understanding of 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 LMD areas and problem
resolution. (Includes but not limited to Exhibits D & J)
2.1.5. References (Included but not limited to Exhibits C, F & I)
2.1.4. Cost of services provided (Exhibits A & B1-B2)
2.1.5. Value: Cost in relation to manpower. What makes the contractor the best candidate to
provide the services requested. (Includes but not limited to Exhibits A, B1, B2, D, G1-G2)
During the selection process, the evaluation panel may wish to interview proposers 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
CON-6
Council Approval Date:________
Agenda Item: ________
Contract Amount:________
MAINTENANCE AGREEMENT
BETWEEN
THE CITY OF SANTA CLARITA
AND
FOR
THIS MAINTENANCE AGREEMENT (“Agreement”) is made by and between the CITY OF
SANTA CLARITA, a general law city and municipal corporation (“CITY”) and
(“CONTRACTOR”).
The Parties agree as follows:
CONSIDERATION.
As partial consideration, CONTRACTOR agrees to perform the work listed in the
SCOPE OF SERVICES, below; and
As additional consideration, CONTRACTOR and CITY agree to abide by the terms and
conditions contained in this Agreement; and
A. As additional consideration, CITY agrees to pay CONTRACTOR an amount as set
forth in the attached Exhibit “ ,” which is incorporated by reference, for
CONTRACTOR’s services. CITY will pay such amount promptly, but not later
than thirty (30) days after receiving CONTRACTOR’s invoice.
2. TERM. The term of this Agreement will be from , to . The
Agreement may be renewed upon mutual consent of the parties.
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 ContractDocuments 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, showingthe 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.
3. 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 Limits (combined single)
Commercial general liability: $1,000,000/$2,000,000 (aggregate)
Business automobile liability $1,000,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth
above will be a combined single limit of $1,000,000 per occurrence, $2,000,000
general aggregate, 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:VII.” Certificate(s) must reflect that the insurer will provide
thirty (30) day notice of any cancellation of coverage. CONTRACTOR will require
its insurer to modify such certificates to delete any exculpatory wording stating that
failure of the insurer to mail written notice of cancellation imposes no obligation,
and to delete the word “endeavor” with regard to any notice provisions.
E. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation
against CITY, its elected or appointed officers, officials, agents, volunteers and
employees for losses paid under the terms of the workers compensation policy
which arise from work performed by CONTRACTOR for CITY.
F. COVID-19. CONTRACTOR shall ensure its insurance coverages cover claims
and/or losses related to the COVID-19 pandemic to the extent such insurance
coverage is available. If such insurance is unavailable, but becomes available during
the life of the contract, CONTRACTOR shall procure a policy and name the City as
additionally insured.
G.Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance
required by this Agreement, City may obtain such coverage at CONTRACTOR’s
expense and deduct the cost of such insurance from payments due to
CONTRACTOR under this Agreement or terminate. In the alternative, should
CONTRACTOR fail to meet any of the insurance requirements under this
agreement, City 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.
I. Additional insured status. General liability, automobile liability, and
umbrella/excess liability insurance policies shall provide or be endorsed to provide
that CITY and its officers, officials, employees, agents, and volunteers shall be
additional insureds under such policies.
J. Primary/noncontributing. Coverage provided by CONTRACTOR shall be primary
and any insurance or self-insurance procured or maintained by CITY shall not be
required to contribute with it. The limits of insurance required herein may be
satisfied by a combination of primary and umbrella or excess insurance. Any
umbrella or excess insurance shall contain or be endorsed to contain a provision
that such coverage shall also apply on a primary and non-contributory basis for the
benefit of CITY before the CITY’S own insurance or self- insurance shall be called
upon to protect it as a named insured.
4. 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.
5. INDEMNIFICATION.
CONTRACTOR shall indemnify, defend, and hold harmless the CITY, and its officers,
employees, and agents (“City indemnitees”), from and against any and all causes of action, claims,
liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs
of litigation (“claims”), arising out of the Contractor’s performance of its obligations under this
agreement or out of the operations conducted by Contractor, including the Contractor’s active or
passive negligence, except for such loss or damage arising from the sole negligence or willful
misconduct of the CITY. In the event the CITY indemnitees are made a party to any action, lawsuit,
or other adversarial proceeding arising from Contractor’s performance of this agreement the
Contractor shall provide a defense to the CITY indemnitees or at the CITY’S option reimburse the
CITY indemnitees their costs of defense, including reasonable legal counsels’ fees, incurred in
defense of such claims.
INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree that CONTRACTOR will
act as an independent contractor and will have control of all work and the manner in which is it
performed. CONTRACTOR will be free to contract for similar service to be performed for other
employers while under contract with CITY. CONTRACTOR is not an agent or employee of CITY
and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY
provides for its employees. Any provision in this Agreement that may appear to give CITY the
right to direct CONTRACTOR as to the details of doing the work or to exercise a measure of
control over the work means that CONTRACTOR will follow the direction of the CITY as to end
results of the work only.
NOTICES.
All notices given or required to be given pursuant to this Agreement will be in writing and
may be given by personal delivery or by mail. Notice sent by mail will be addressed
as follows:
To CITY: City of Santa Clarita
ATTN: Kenneth W. Striplin, City Manager
23920 Valencia Boulevard, Suite 300
Santa Clarita, CA 91355
To CONTRACTOR:
When addressed in accordance with this paragraph, notices will be deemed given upon
deposit in the United States mail, postage prepaid. In all other instances, notices
will be deemed given at the time of actual delivery.
Changes may be made in the names or addresses of persons to whom notices are to be
given by giving notice in the manner prescribed in this paragraph.
TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a
Taxpayer Identification Number.
WAIVER. A waiver by CITY of any breach of any term, covenant, or condition contained in this
Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other
term, covenant, or condition contained in this Agreement, whether of the same or different
character, nor will it be deemed to constitute a continuing waiver.
CONSTRUCTION. The language of each part of this Agreement will be construed simply and
according to its fair meaning, and this Agreement will never be construed either for or against
either party.
SEVERABLE. If any portion of this Agreement is declared by a court of competent jurisdiction
to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary
in the opinion of the court to render such portion enforceable and, as so modified, such portion and
the balance of this Agreement will continue in full force and effect.
CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference
only and will not affect the interpretation of this Agreement.
INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with
the laws of the State of California, and exclusive venue for any action involving this agreement
will be in Los Angeles County.
AUTHORITY/MODIFICATION. This Agreement may be subject to and conditioned upon
approval and ratification by the Santa Clarita City Council. This Agreement is not binding upon
CITY until executed by the City Manager. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written agreement.
CITY’s City Manager may execute any such amendment on behalf of CITY.
ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the same
effect as an original signature.
EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity between any
provision of this Agreement, its attachments, the purchase order, or notice to proceed, the provisions
of this Agreement will govern and control.
FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, war, terrorist act, embargo, government action, civil or military authority, the natural
elements, or other similar causes beyond the Parties’ control, then the Agreement will immediately
terminate without obligation of either party to the other.
ENTIRE AGREEMENT. This Agreement and its one attachment constitutes the sole agreement
between CONTRACTOR and CITY respecting maintenance. To the extent that there are
additional terms and conditions contained in Exhibit “ ” that are not in conflict with this
Agreement, those terms are incorporated as if fully set forth above. There are no other
understandings, terms or other agreements expressed or implied, oral or written.
CONFLICT OF INTEREST. CONTRACTOR will comply with all conflict of interest laws
and regulations including, without limitation, CITY’s conflict of interest regulations.
COVID-19. Prior to execution of the Agreement, the State of California declared a state of
emergency and issued a stay at home order in connection with the COVID-19 pandemic, and the
County of Los Angeles (“County”) issued numerous orders relating to COVID-19, including
without limitation an Order to Shelter in Place, originally dated March 17, 2020 (as subsequently
extended and amended, including after the date of the Agreement, the “County Order”). In no
event shall CONTRACTOR be entitled to any additional compensation in connection with any
delay or costs associated with the COVID 19 pandemic, the County Order, or any other
governmental requirements or regulations in connection therewith, whether currently existing or
hereinafter enacted. In the event of any conflict between the terms of this Section and any other
provision of the Agreement, in all events, the terms of this Section shall control.
CONTRACTOR’s safety and logistics plans prepared in connection with this Contract
specifically takes into account the COVID-19 Pandemic, the County Order, and all other
governmental requirements or regulations regarding COVID-19 as of the date of the Contract,
including without limitation all safety measures required.
SAFETY OF PERSONS AND PROPERTY. CONTRACTOR shall comply with, and give
notices required by applicable laws, statutes, ordinances, codes, rules and regulations, and lawful
orders of public authorities, bearing on safety of persons or property or their protection from
damage, injury, or loss, including without limitation the County Order and all other
governmental requirements or regulations regarding COVID-19, all as may be amended from
time to time.
ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE. The Parties agree
that this Agreement may be transmitted and signed by electronic mail by either/any or both/all
Parties, and that such signatures shall have the same force and effect as original signatures, in
accordance with California Government Code section 16.5 and Civil Code section 1633.7.
(SIGNATURES ON NEXT PAGE)
IN WITNESS WHEREOF, the parties hereto have executed this contract on this date of
.
FOR CONTRACTOR: IF
CORPORATION:
By: By:
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:
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:
Trust Fund Paid to:(Name)
Health and Welfare
Address:
$
Trust Fund Paid To:(Name)
Pension
Address:
$
Trust Fund Paid to:(Name)
Vacation/Holiday
Address:
$
Trust Fund Paid To:(Name)
Training
Address:
$
Trust Fund Paid To:(Name)
Other
Address:
$
Classification:Effective Date: Subsistence or Travel Pay:
Trust Fund Paid to:(Name)
Health and Welfare
Address:
$
Trust Fund Paid To:(Name)
Pension
Address:
$
Trust Fund Paid to:(Name)
Vacation/Holiday
Address:
$
Trust Fund Paid To:(Name)
Training
Address:
$
Trust Fund Paid To:(Name)
Other
Address:
$
Classification:Effective Date: Subsistence or Travel Pay:
Trust Fund Paid to:(Name)
Health and Welfare
Address:
$
Trust Fund Paid To:(Name)
Pension
Address:
$
Trust Fund Paid to:(Name)
Vacation/Holiday
Address:
$
Trust Fund Paid To:(Name)
Training
Address:
$
Trust Fund Paid To:(Name)
Other
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 FBS
(Contractor/Subcontractor)By (Name and Title) eSignature
SECTION D
Exhibits
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
Fill out this form completely and return with your proposal.
Item Column A Column B
Project Site
No. Monthly Maintenance Cost Annual Maintenance Cost
1. LMD Zone 17 $ ____________________x 12 months $
Total (Column B)
Total proposed amount annually, in legibly printed words:
______________________________________________________________________________
EXHIBIT B1: ADDITIONAL PRICING
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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.
Extra/Additional work by the CONTRACTOR, shall not exceed the labor rates as listed:
Pricing and Billing Schedule Detail
Skill Level Hourly Cost After-Hour Emergency
Irrigation Laborer $_____ per hour $_____ per hour
Landscape Laborer $_____ per hour $_____ per hour
QAC/QAL Herbicide and Pesticide Applicator $_____ per hour N/A
Please initial to verify acknowledgement of labor rates: ______________________________
EXHIBIT B2: ADDITIONAL PRICING CONTINUED
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
Fill out this form completely and return with your proposal. Do NOT include this pricing in the cost on
the of your proposal response.
Please list the unit price for labor, EXCLUDING part/material costs, for the following tasks. These rates
may be used in evaluating cost estimates for additional work requested by the City under this contract.
EXTENDED PRICE
UNIT OF
ITEM
DESCRIPTION QTY UNIT PRICE
(UNIT PRICE X
MEASURE
NO.
QTY)
Price for maintenance of landscaped
SF 500 $ $
1.
with turf.
Price for maintenance of landscape with
2. SF 1,000 $ $
trees, shrubs, and ground cover.
Price for maintenance of landscaped,
3. SF 500 $ $
irrigated slope.
Please list the unit price for all-inclusive labor and material costs, for the following tasks. These rates
may be used in evaluating cost estimates for additional work requested by the City under this contract.
EXTENDED PRICE
ITEM UNIT OF
DESCRIPTION QTY UNIT PRICE (UNIT PRICE X
NO. MEASURE
QTY)
Price for installation of one (1) gallon
4. EA 5 $ $
shrub.
Price for installation of five (5) gallon
5. EA 5 $ $
shrub.
Price for installation of fifteen (15) gallon
6. EA 5 $ $
shrub.
Price for installation of fifteen (15) gallon
7. EA 5 $ $
tree.
Price for installation of twenty-four-inch
8. EA 2 $ $
(24-inch) box tree.
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
1) The last six (6) months of tailgate safety meeting sign-in sheets and topics covered must be made
available UPON REQUEST. (Do not send with proposal submission at this time.)
2) In the year of 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 Class C-27 California Landscaping
Contractor License.
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
EXHIBIT D: PROACTIVE APPROACH FORM
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 ½ 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 # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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
_________________________________________________________________________________
N ame and Telephone Number of Person Familiar with Project
_________________________________________________________________________________
Contract Amount Type of Work Date Started Date Completed
3. _________________________________________________________________________________
Name and Address of Owner / Agency
_________________________________________________________________________________
N ame 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 # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
5. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
6. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
7. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
8.Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
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______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
14. Name______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
15. Name______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2: STAFF HOURS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
Fill out this form for the following zone: T17. Labor time proposed is time working on site and does not
include travel time. Attach additional pages as necessary for additional personnel.
ZONE: ___T17____
Supervisors
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crew #1
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 #2
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 ____________________
Specialty Positions
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
EXHIBIT H: EQUIPMENT REQUIREMENTS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
Additional equipment requirements for work within proposed Landscape Maintenance District or the
ability of Contractor to rent/lease at no additional cost:
Commercial grade lawn mowers with mulching blade attachment, sufficient in size to cover large
turf areas
Proper equipment required to perform pruning tasks including hand pruners, loppers, saws,
pole pruners and chainsaws
Commercial Grade Battery Powered Leaf Blowers
All maintenance supplies for proper equipment operation
Garden Spading Forks
Shovels
Rakes
Scoop Shovels (various sizes and shapes)
Commercial Grade Chipper
Safety equipment such as head, eye, and ear protection, work boots. Body protection such as
chaps should also be used when operating chainsaws
Irrigation controller remotes and transmitters; particularly WeatherTrak
Irrigation milliamp multimeter
All the required tools and equipment to make minor and major irrigation repairs
All traffic control signs mechanical and stand alone, barricades, cones, vests all equipment and
safety wear shall be Cal-OSHA approved
Please initial to verify acknowledgement of equipment requirements: _______________
Initials
EXHIBIT I: CERTIFICATIONS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 C-27 License (license number will suffice)
WeatherTrak irrigation manager, flow manager and OptiFlow training completion
1. ___________________________________________________________________________________
2. ___________________________________________________________________________________
3. ___________________________________________________________________________________
4. ___________________________________________________________________________________
5. ___________________________________________________________________________________
6. ___________________________________________________________________________________
7. ___________________________________________________________________________________
8. ___________________________________________________________________________________
9. ___________________________________________________________________________________
10. __________________________________________________________________________________
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 Zone T17 Landscape
Maintenance. The Contractor will be expected to perform maintenance practices and uphold the
standards herein to the established specifications throughout the length of the contract.
*Supervisor’s Signature:Date:
*Estimator’s Signature:Date:
*Owner’s Signature:Date:
*All three signatures required
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 subconsulting agreements and cause its subconsultants to agree to
indemnities and insurance obligations in favor of CITY and other Indemnitees in the exact form and
substance of those contained in this Agreement.
4.INSURANCE
a.Before commencing performance under this Agreement, and at all other times this Agreement is
effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits
complying, at a minimum, with the limits set forth below:
Type of Insurance Limits
Commercial general liability: $1,000,000
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 01 11 85 or 88. The amount of insurance set forth above will be a combined single limit per occurrence
for bodily injury, personal injury, and property damage for the policy coverage. Automobile coverage will
be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto). Liability
policies will be endorsed to name CITY, its officials, and employees as “additional insureds” under said
insurance coverage and to state that such insurance will be deemed “primary” such that any other
insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO
Form No. CG 20 10 11 85 or 88, or equivalent. Such insurance will be on an “occurrence,” not a “claims
made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written
notice to CITY.
c.Professional liability coverage will be on an “occurrence basis” if such coverage is available, or on a
“claims made” basis if not available. When coverage is provided on a “claims made basis,” CONSULTANT
will continue to renew the insurance for a period of at least three (3) years after this Agreement expires
or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect
during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of
any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this
Agreement was in effect.
d. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance
of the insurance required under this Agreement, including endorsements, and such other evidence of
insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must
be placed with California-admitted insurers with (other than workers compensation) a current A.M. Best
Company Rating of at least “A:VII.”
e. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation against CITY, its elected
or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of the
workers compensation policy which arise from work performed by CONSULTANT for CITY.
f. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this
Agreement, CITY may obtain such coverage at CONSULTANT’s expense and deduct the cost of such
insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to
TERMINATION section. In the alternative, should CONSULTANT fail to meet any of the insurance
requirements under this Agreement, City may terminate this Agreement immediately with no penalty.
g. Should CONSULTANT’S insurance required by this Agreement be cancelled at any point prior to
expiration of the policy, CONSULTANT must notify City within 24 hours of receipt of notice of cancellation.
Furthermore, CONSULTANT must obtain replacement coverage that meets all contractual requirements
within 10 days of the prior insurer’s issuance of notice of cancellation. CONSULTANT must ensure that
there is no lapse in coverage.
h. The CITY shall be entitled to any coverage in excess of the minimums required herein.
I have read and understand the above requirements and agree to be bound by them for any work
performed for the City.
Authorized Signature: ______________________________ Date: ___________________
Printed Name: ____________________________________
SECTION E
Attachments
Monthly
–
Weekly
–
ATTACHMENT A1
Daily
(For reference only: Actual maintenance schedules shall comply with maintenance specifications.)
ATTACHMENT A2
EXAMPLE OF TYPICAL MAINTENANCE PROGRAM
Semi-Annual and Annual
(For reference only: Actual maintenance schedules shall comply
with maintenance specifications.)
HOLIDAYDATE CELEBRATED
Monday, January 2
New Year’s Day 2023
Monday, January 16
Martin Luther King Jr. Day
Monday, February 20
President’s Day
Monday, May 29
emorial Day
M
Monday, June 19
Juneteenth
Tuesday, July 4
Independence Day
Monday, September 4
Labor Day
Monday, October 9
Columbus & Indigenous People’s Day
Friday, November 10
Veterans Day
Thursday, November 23
Thanksgiving Day
Friday, November 24
Day after Thanksgiving
1/2 Day for Christmas Eve
Friday, December 22
Christmas Day
Monday,December 25
1/2 Day for New Year’s Eve
Friday, December 29
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. In addition to the
scheduled holidays identified above, full-time employees receive one floating holiday
granted on January 1. This is a “free” day which may be used at any time before the end of
the calendar year with prior approval ofthe Department Head and/or Division Manager.
Attachment
P
Inventory List: Zone T-17
Item # DescriptionAPPROXIMATE Estimated Quantity
Square Footage
Irrigated Slope
1 117,400
Non-irrigated Landscape
2 53,070
Backflow devices
3 2
Irrigation controllers
4 2
Irrigation enclosures
5 2
REQUEST FOR PROPOSALS
LMD Zone T17 Landscape
Maintenance
PROPOSAL # LMD-23-24-7
TABLE OF CONTENTS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 B1: ADDITIONAL PRICING
EXHIBIT B2: ADDITIONAL PRICING CONTINUED
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: EQUIPMENT REQUIREMENTS
EXHIBIT I: CERTIFICATIONS
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
SECTION E
MAINTENANCE SCHEDULE EXAMPLE – DAILY – ANNUAL
MAINTENANCE MAP(S)
HOLIDAY SCHEDULE
INVENTORY LISTS
SECTION A
RFP Information & Instructions
CITY OF SANTA CLARITA REQUEST FOR PROPOSALS
Project Name: LMD Zone T17 Landscape Maintenance
Proposal #: LMD-23-24-7
Last Day for Questions: August 29, 2023 before 11:00 AM (PT)
Proposal Closing: September 5, 2023 before 11:00 AM (PT)
License(s) Required: Class C-27 California Landscaping Contractor License
Project Description: The City of Santa Clarita is soliciting sealed proposals from qualified landscape
maintenance companies to provide for the maintenance services of designated
landscaped areas within the boundaries of LMD Zone T-17 (Rainbow Glen) and
may include other nearby areas within the City of Santa Clarita. These services
include, but are not limited to; mowing, trimming, edging, hand pruning,
fertilization, application of pre-emergent herbicides, weed control, minor tree
raising, plant replacements, and cleanup/clearing of drainage systems. The
areas are expected to be maintained at a crisp, clean level of appearance at
California Landscape Contractors Association (CLCA) Industry Standards and all
work performed in a professional manner using quality equipment and
materials.
Prevailing Wage: Yes
Bond Requirements: No
Contact Information: Mariela Delgado | (661) 286-4066 |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: August 4, 2023
PROPOSAL INSTRUCTIONS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
1. SUBMITTING PROPOSALS.
1.1. The response must be submitted on this form and include all forms provided or information
requested or required by the scope of work or specifications, (uploaded via BidNet).
1.2. All documentation of unit pricing or other cost breakdowns as outlined in this proposal must be
submitted to support the total proposed price.
1.3. Proposals/corrections received after the closing time will not be accepted. The City will not be
responsible for proposals not properly or timely, uploaded. Upon award, all submissions become
a matter of public record.
2. ADDENDA. The City will not accept responsibility for incomplete packages or missing addenda. It is
the vendor’s responsibility to monitor BidNet for release of the addenda prior to submission of the
quote to make certain the package is complete and all required addenda are included. This
information will be available via BidNet. Vendors are cautioned against relying on verbal information
in the preparation of proposal responses. All official information and guidance will be provided as
part of this solicitation or written addenda. Addenda, if issued by the Agency, will be transmitted via
BidNet. Addenda must be digitally acknowledged through BidNet in addition to a printed and signed
version submitted with the proposal. If addenda are not signed and submitted with the proposal
response, the proposal may be deemed non-responsive and rejected.
3. AWARDS.
3.1. The City reserves the right to waive any informality in any proposal.
3.2. This RFP does not commit the City to award a contract, or to pay any amount incurred in the
preparation of the proposal. The City reserves the right to accept or reject all proposals received
as a result of this request, to negotiate with any qualified consultant, or to cancel this RFP in part
or in its entirety. The City may require the selected consultant to participate in negotiations and
to submit such technical, price, or other revisions of the proposal as may result from negotiations.
The City reserves the right to extend the time allotted for the proposal, and to request a best and
final offer, should it be in its best interest to do so.
3.3. The proposal may be awarded in its entirety as proposed; however, the City reserves the right to
award elements of the work, independently, and to do portions “in-house.” Additionally, the City
reserves the right to award subsequent work on this project based on information presented in
this proposal, without recourse to a separate or subsequent RFP process, should it be in its best
interest to do so.
3.4. The City may make an award based on partial items unless the proposal submitted is marked “All
or none.” Where detailed specifications and/or standards are provided the City considers them
to be material and may accept or reject deviations. The list of proposals submitted will be posted
on BidNet, normally within 24 hours.
4. BRAND NAMES, ALTERNATIVES, OR EQUIVALENTS.
4.1. The use of the name of a manufacturer, or any specific brand or make, in describing any item
contained in the solicitation document does not restrict vendors to the manufacturer or specific
article, this means is being used simply to indicate a quality and utility of the article desired; but
the goods on which bids/quotes/proposals are submitted must in all cases be equal in quality
and utility to those referred to. This exception applies solely to the material items in question
and does not supersede any other specifications or requirements cited. Materials differing from
stated specifications may be considered, provided such differences are clearly noted and
described, and provided further that such articles are considered by a City official to be in all
essential respects in compliance with the specifications.
4.2. If you plan on bidding/quoting/submitting a proposal with an alternative or equivalent product
please provide the cut sheet/spec sheet or detailed product description for the proposed
product via the BidNet Q&A section. For each product proposed documentation provided must
include a description reflecting the characteristics and level of quality that will satisfy the salient
physical, functional, or performance characteristics of “equal” products specified in the
solicitation. The proposal must also clearly identify the item by brand name (if any), and
make/model number. In addition, the proposal may include descriptive literature such as
illustrations, drawings, or a clear reference to previously furnished descriptive data or
information available to the City, and clearly describe any modifications the offeror plans to
make in a product to make it conform to the solicitation requirements. Staff will provide an
answer via BidNet if the proposed product will be considered.
4.3. Any alternatives or equivalent product proposals must be made prior to the last day for
questions. The City has the option of accepting or rejecting any alternative or equivalent
product. Exception is made on those items wherein identical supply has been determined a
necessity and the notation NO SUBSTITUTE has been used in the specification section.
5. COOPERATIVE BIDDING. Other public agencies may be extended the opportunity to purchase off this
solicitation with the agreement of the successful vendor(s) and the City. The lack of exception to this
clause in vendor's response will be considered agreement. However, the City is not an agent of,
partner to or representative of these outside agencies and is not obligated or liable for any action or
debts that may arise out of such independently negotiated "piggy-back" procurements.
6. DELIVERY. Unless otherwise specified, delivery shall be D.D.P., the City of Santa Clarita, site of user
division and contract delivery may begin no later than fifteen (15) calendar days from receipt of order.
7. INVOICES. Invoices will be forwarded to:
City of Santa Clarita
Special Districts Division
Attn: Dan Hamrick
23920 Valencia Blvd. Ste. 295
Santa Clarita, CA 91355-2196
Invoices will reflect the purchase order # and goods or service delivered in accordance with the terms
of the contract. Invoice processing begins on receipt of the material or invoice, whichever is later.
8. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS. No proposer or
subcontractor/subconsultant may be listed on a bid proposal for a public works project (submitted on
or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to
Labor Code Section 1725.5 \[with limited exceptions from this requirement for proposal purposes only
under Labor Code Section 1771.1(a)\]. No proposer or subcontractor/subconsultant may be awarded
a contract for public work on a public works project (awarded on or after April 1, 2015) unless
registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5. This
project is subject to compliance monitoring and enforcement by the Department of Industrial
Relations.
9. PREPARATION. All proposals and required forms must be uploaded as laid out in the 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 identified in the City Council approved City of Santa Clarita Combined Engineer’s Report
for Landscape Maintenance Districts. Pursuant to Section I of the Engineer’s Report, the maximum
assessment rate may increase each fiscal year based on the annual change in the Consumer Price
Index (CPI), during the preceding year, for All Urban Consumers, for the Los Angeles, Long Beach and
Anaheim areas, published by the United States Department of Labor, Bureau of Labor Statistics (or a
reasonably equivalent index should the stated index be discontinued). 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 Class C-27 California
Landscaping Contractor License with proposal response. Failure to possess the specified license shall
render the proposal as non-responsive and shall act as a bar to award the contract to any proposer
not possessing said license at the time of award. As provided for in Section 22300 of the California
Public Contract Code, the Contractor may substitute securities for monies withheld by the City to
ensure performance under the contract.
13. PREVAILING WAGES. This contract is subject to the State prevailing wage requirements of the
California Labor Code including, but notlimited 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 # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 B1: Additional Pricing
o Exhibit B2: Additional Pricing Continued
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: Equipment Requirements
Exhibit I: Certifications
Exhibit J: Acknowledgement & Acceptance of Scope of Work
Exhibit K: Notice to Proposers Regarding Contractual Requirements
Maintenance Schedule(s) - Daily, Weekly, Monthly, Semi-Annual, Annual (see examples in
Section F)
Rotation Schedule (Maintenance Map showing frequency of work within designated
areas/sections)
All signed addendums (if any) – Digitally acknowledged on BidNet in addition to uploaded via
BidNet
The following documents must be provided by the AWARDEE ONLY (With Agreement)
Delivered to City Hall, Attn: Dan Hamrick
Maintenance Agreement
Insurance Required by Contract
W-9 Form
Fringe Benefit Statement
SECTION B
Solicitation Information
SCOPE OF WORK
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
EVENT DATE
Solicitation advertisement August 4, 2023
Last day for questions August 29, 2023
Return of proposals September 5, 2023
Evaluations of proposals September 5 - 12, 2023
*Dates are subject to change at the City’s discretion*
1.BACKGROUND
The City of Santa Clarita (City) administers 62 financially independent zones within the Landscape
Maintenance District (LMD), providing landscape maintenance services for the LMD operations
through contracts with private companies. Solicitations for proposals to support contract services
are made regularly and often allow an opportunity for multiple zones to take advantage of
economies of scale.
The City of Santa Clarita is soliciting sealed proposals from qualified landscape maintenance
companies to provide for the maintenance services of designated landscaped areas within the
boundaries of LMD Zone T-17 (Rainbow Glen) and may include other nearby areas within the City
of Santa Clarita. These services include, but are not limited to; mowing, trimming, edging, hand
pruning, fertilization, application of pre-emergent herbicides, weed control, minor tree raising,
plant replacements, and cleanup/clearing of drainage systems. The areas are expected to be
maintained at a crisp, clean level of appearance at California Landscape Contractors Association
(CLCA) Industry Standards and all work performed in a professional manner using quality
equipment and materials.
The following general Scope of Work applies to the areas of the City’s LMD Zones T-17 (Rainbow
Glen) area. All items in this Scope of Work, unless indicated as Additional Work, shall be
considered as included in the monthly maintenance cost of this zone. Please consider this when
submitting your quote. All items indicated as Additional Work shall be requested on an “as
needed” basis. This Contract shall run for (2) years with the option for three (3) additional one (1)
year renewals.
2. GENERAL REQUIREMENTS
2.1. The Contractor shall furnish all labor, equipment, materials, tools, services and special skills, i.e.
Irrigation Specialists, Irrigation Assistants, Foreman, and Supervisors required executing the
landscape maintenance as set forth in these all-inclusive labor and equipment specifications. The
Contractor will be expected to uphold the highest standards of quality and performance in
maintenance of plant material, natural areas, hardscape, and irrigation systems. Maintenance of
landscape shall include, but not be limited to: mowing, trimming, edging, hand pruning,
fertilization, brush clearance, application of pre-emergent herbicides, weed control, minor tree
lifting, dead plant removal, plant replacements, and cleanup/clearing of drainage systems. All
mulch provided by the City will be disbursed by the contractor on site to control weed growth. It
is the intent of these specifications to provide plant material maintenance methods to keep all
areas weed free, trash free, and in an overall state of good health.
The Landscape Maintenance District (LMD) covered by this Agreement shall be maintained at a
crisp, clean level of appearance at California Landscape Contractors Association (CLCA) Industry
standards and all work shall be performed in a professional manner using quality equipment and
materials. The manpower required to provide the expected level of services indicated in these
specifications shall be supplied at all times. In the event seasonal and/or unforeseen
circumstances warrant additional personnel to maintain said specifications, the contractor shall
provide additional resources at no additional cost.
2.2. City of Santa Clarita Landscape Maintenance District (LMD) administration staff, consisting of the
Landscape Maintenance Specialist, Project Development Coordinator, Landscape Maintenance
Administrator, Special Districts Manager, or the Administrative Services Director, shall herein be
described as Special Districts.
2.3. 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. The
landscape areas include: irrigated and landscaped areas; fire protection slopes and natural areas,
shrubs, trees, and ground cover which may be irrigated by electrically controlled automatic or
manual systems. All locations shall be maintained with nothing but the highest of industry
standards at no less than the frequencies provided in the proposal submission by Contractor.
2.4. Contractor must provide all-inclusive labor and equipment for landscape, grounds and
maintenance services including, but not limited to:
85% hand pruning and 15% mechanical;
Select prune shrubs to the natural shape of the plant according to its species throughout
the year to encourage healthy growth habits according horticultural best practices;
Fertilization application;
Irrigation; minor and major repairs;
Hand watering (as necessary);
Bleeding of valves necessary during emergencies and/or when automatic systems are
not functioning properly;
Pruning of shrubs and trees (first twelve vertical feet measured from the ground);
Trimming of shrub areas, and ground cover;
Keeping minimum eighteen (18) inch clearance from fence lines behind homes;
Disease control;
Pest control;
Tree maintenance; (first 12’ of trees and as agreed) structural pruning per ANSI Best
Management Practices;
Inspection, maintenance and repairs of irrigation systems;
Mulching (City provided mulch); will be disbursed by the contractor at their expense;
Manual weed abatement;
Chemical weed control;
Maintenance of fire protection/fuel modification areas;
Marking underground irrigation lines and other LMD equipment upon Dig Alert
notification and/or other requests;
Traffic control (per Watch Manual) while working in the public right of way, medians, and
parkways;
Litter pickup, doggie litter removal, trash bags removed and replaced from receptacles
(City provided dog waste bags; City-reimbursed trash bags - Contractor’s cost plus no
more than 15%);
Irrigation Specialist, Irrigation Assistant, Laborers and Foreman are provided as
proposed at minimum and as necessary to provide the expected level of maintenance.
Hardscape Maintenance (i.e.: sweeping or blowing down concrete, gum and litter
removal, crack and/or gutter weed abatement, and removal of weeds within 18” of a
fence or wall);
Provided in Attachments A1 & A2 are examples of Maintenance Program Guides. They are to
serve as a guideline for proposal purposes only. The contractor shall submit within their
proposal a “Team Composition” and “Rotation Schedule” that will serve as the expected
minimum monthly requirements. The minimum is only acceptable once all field conditions
reflect the expectations of the specifications herein. The contractor is expected to supply
sufficient resources at all times to meet or exceed expectations.
2.5. Inclement Weather and Adverse Conditions
Unless determined to be an unsafe working condition, on days of light precipitation and/or
forecasted rain the contractor shall continue to be present as scheduled performing
alternative tasks, such as but not limited to the following; monitoring of drainage
devices, drain inlet clearing, maintaining/cleaning of walkways, debris removal within
planting areas, hand pruning of shrubs, etc., or as directed by Special Districts.
During periods of extremely adverse and inclement weather, the Contractor shall be
present as scheduled performing inspections of the maintained areas, maintaining
drainage devices for proper flow, as well as monitoring the overall state of the site and
reporting any concerns in regards to safety and property during regular assigned hours.
Contractor shall report any storm damage or issues related to inclement
weather/adverse conditions to Special Districts within 24 hours of occurrence. All storm
damages must be photo documented prior to any removal or clean up. If remedial work
is required beyond the scope of the contract, it may be paid as additional work upon
approval by Special Districts.
2.6. Contractor recognizes that during the course of this Agreement other activities and operations
may be conducted by alternative contracted parties. These activities may include, but are not
limited to:
Landscape refurbishment; tree, shrub, and ground cover installation;
Irrigation system refurbishment and/or repair;
Construction and/or storm related operations;
Emergency response operations;
Electrical repairs;
Tree Trimming / Tree planting / Tree counting;
Concrete removal and replacement, block wall and brick repairs;
Fence installation and repairs, wood, vinyl, and Crete Rail;
Integrated pest management / Chemical applications to trees;
Streetscape furniture cleaning and pressure washing of walkways and appurtenances.
At the discretion of LMD, the Landscape Maintenance Contractor may be required to modify or
curtail specific tasks and operations within their maintenance contract.
2.7. When notified of a landscape or irrigation emergency during the hours and days of maintenance
service as identified in Section 10, the contractor shall respond by phone and/or text message to
the Landscape Maintenance District Monitor and/or Special Districts Office within fifteen (15)
minutes of notification. When notified of an emergency outside of the normal hours and days of
maintenance service, the contractor has thirty minutes to respond by phone or text to the
Landscape Maintenance District Monitor and/or Special Districts. If personnel and equipment
are necessary for the emergency, 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
eliminate all unsafe conditions which would adversely affect the health, safety, or welfare of the
public. See Section 11 for consequences for failure to comply.
2.8. 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. Uniforms (matching pants and shirts), proper shoes, safety vests
and other gear required by State Safety Regulations (OSHA) shall be properly exhibited. Shirts
shall be buttoned and worn at all times.
2.9. Contractor and employees shall at all times dress in a company uniform that identifies their
employer and exhibit good customer service to City staff, City contracted staff, residents, and the
general public throughout the term of this contract. All communication will be professional in
manner between all parties. The City will employ consulting Landscape Maintenance Monitors.
These consultant monitors will be treated the same as other Special District staff. Failure to
properly and respectfully communicate may be cause for contract termination.
2.10. 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 with maintaining areas of
twenty (20) acres or larger and median/parkway maintenance a minimum of two (2) linear miles
or larger. Vendor is to provide a minimum of three (3) references with a similar scope & type of
work within the proposal response.
2.11. Contractor’s employees and/or representatives shall be thoroughly trained and experienced in
the computer based central operating systems of WeatherTrak irrigation control systems, and all
other corresponding equipment. Should Special Districts choose a different controller
manufacturer, the contractor shall make available employees or representatives for product
training at no additional cost to City.
2.12. Contractor shall provide cellular communication to each crew foreman and have the ability to
connect to City Monitors and Special Districts representatives.
2.13. The contractor, and/or subcontractors, must possess the following licenses at time of proposal
submission; C-27 California Landscaping Contractor License. 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 an as-needed basis. The Contractor must submit copies of the licenses, and
certificates or subcontractor information sheets, indicating licenses held at the time of
proposal submission.
2.14. 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.
3. LANDSCAPE AREAS TO BE MAINTAINED
3.1. The LMD areas to be maintained under the provisions of this Agreement are specifically identified
in Attachment B.
3.2. Contractor must acknowledge personal inspection of the Zone’s irrigation system and planted
areas. Contractor must also evaluate the extent which the physical condition thereof will affect
the services to be provided. Contractor accepts the premises in their present physical condition,
and agrees to make no demands upon LMD for any improvements or alterations to irrigation,
and landscaped areas thereof. Contractor agrees to possessing the ability to maintain LMD areas
within the provision of this proposal, to the standards set forth herein, without modification,
improvement, or alteration.
4. CERTIFICATIONS/REPORTS/RECORDS
4.1. Payroll and Prevailing Wage Report: Contractor shall complete a Payroll and Prevailing Wage
Certification Report which shall be made available to LMD upon request. Contractor shall provide
the required information in a form acceptable to Special Districts. The City is requesting that one
monthly bill be submitted by the contractor to Special Districts for the maintenance.
4.2. Maintenance Function Report: Contractor shall maintain and keep current a report that records
when all Periodic, Seasonal, and Additional Work maintenance functions performed by
Contractor's personnel were completed. Said report shall be in a form and content acceptable to
Special Districts and will be made available to Special Districts upon request. The monthly
payment may not be made if such report is requested and not made available or is in a form
that is unacceptable to Special Districts.
4.3. Certification of Specialty Type Maintenance: When applicable, Contractor shall include with the
monthly invoice those specialty type maintenance items completed. The following information
shall include but not be limited to:
Quantity and complete description of all commercial and organic fertilizer(s) used.
Quantity and label description of all grass seed used.
Quantity and complete description of all soil amendments used.
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.
4.4. 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.
4.5. Violation Records: The awarded contractor shall not have two (2) or more Cal-OSHA sustained
complaints or four (4) or more California State Contractor Board sustained complaints within the
past four (4) years. A proposal response from the awarded vendor that does not meet these
requirements may be considered a non-responsive proposal, and the City of Santa Clarita will
proceed to the next qualified bidder. Please supply this information on Exhibit C (Violation
Records).
5. ADDITIONAL WORK
5.1. Special Districts may arrange for additional Contractor personnel to cover additional work
needed due to extraordinary incidents such as vandalism, Acts of Nature or third-party
negligence for which Contractor will be compensated. Regularly occurring “bad weather” is not
considered an Act of Nature for the purposes of this contract.
5.2. 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. This
written description and estimate (or proposal) shall be provided within 72 hours of request. No
work shall commence without the written authorization from Special Districts. Costs for
additional work shall not exceed the labor rate identified on the Additional Pricing Sheet #1. 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.
5.3. When a condition exists wherein there is imminent danger of injury to the public or damage to
property, Special Districts may verbally authorize the work to be performed upon receiving a
verbal estimate from Contractor. However, within 24 hours after receiving such verbal
authorization, Contractor shall submit a proposal to be approved by Special Districts.
5.4. All additional (or extra) work shall commence on the specified date established, and Contractor
shall proceed diligently to complete said work within the time allotted. All invoices submitted by
Contractor for extra work shall include a detailed itemization of labor and/or materials and
specific zone(s) identified. All invoices for extra work and items must be submitted biweekly to
Special Districts.
6. CONTRACTOR’S LIABILITIES
6.1. All damages resulting from Contractor's operation within the LMD areas shall be repaired or
replaced at Contractor's expense within 48 hours.
6.2. All such repairs or replacements shall be completed within the following time limits.
Irrigation damage shall be repaired or replaced prior to the next regularly scheduled
watering event or as agreed upon with Special Districts.
All damages to shrubs, trees, or ground cover shall be repaired or replaced within five
(5) working days or sooner as directed by Special Districts.
All concrete walkway, block walls, light poles, or any appurtenances, shall be repaired
within a reasonable timeframe agreed upon by LMD staff.
6.3. All repairs or replacements shall be completed in accordance with the following maintenance
practices.
Trees: Minor damage such as bark lost from impact of mowing equipment shall be
remedied by a qualified tree surgeon or arborist. If damage results in loss of a tree, the
damaged tree shall be removed and replaced at Contractor’s expense to comply with the
specific instructions of Special Districts.
Shrubs: Minor damage may be corrected by appropriate pruning as required in Section
19, "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 19 "Shrub and Ground Cover Care" of the Specifications.
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.
7. INTERPRETATION OF THE MAINTENANCE SPECIFICATIONS
7.1. Should any misunderstanding arise, Special Districts will interpret this Agreement. If the
Contractor disagrees with the interpretation of Special Districts, Contractor shall continue with
the work in accordance with Special District’s interpretation. Within 30 days after receipt of the
interpretation, Contractor may file a written request for a hearing before a Disputes Review Panel
as provided hereinafter. The written request shall outline in detail the area of dispute.
7.2. The Disputes Review Panel will be appointed by Special Districts and will be composed of not less
than three (3) Qualified personnel or representatives having experience in the administration of
grounds maintenance contracts. The panel will convene within one (1) week of appointment in
order to hear all matters related to the dispute. The hearing will be informal and formal rules of
evidence will not apply. The Panel will submit its recommendation to Special Districts for
consideration, within one (1) week following the conclusion of the hearing. Special Districts shall
render an interpretation based upon review of the Panel's recommendation. Special Districts’
decision shall be final.
8. OFFICE INQUIRIES AND COMPLAINTS
8.1. 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 tenants within said LMD or from Special
Districts 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.
The telephone of said Contractor shall be on the exchange or exchanges of said District(s) or a
toll-free number, and in no case shall the people of said District(s) be required to pay a toll charge
to telephone said Contractor. During normal working hours, Contractor's Foreman or an
employee of Contractor, at the supervisory level, who is responsible for providing maintenance
services, shall be available for notification by telephone or text communication.
8.2. Whenever immediate action is required to prevent impending injury, death, or property damage
to the LMD being maintained, Special Districts may authorize such action to be taken by a third-
party work force and shall charge the cost thereof as determined by the Administrator, against
the Contractor, or may deduct such cost from an amount due to Contractor from Special Districts.
8.3. Contractor shall maintain a written log of all complaints, the date and time thereof, and the
action taken pursuant thereto or the reason for non-action. The log of complaints shall be
available for inspection by Special Districts at all reasonable times.
8.4. All complaints shall be addressed as soon as possible after notification; but in all cases within 24
hours, to the satisfaction of Special Districts. If any complaint is not resolved within 24 hours,
Special Districts shall be notified immediately of the reason for not resolving the complaint
followed by a written report to Special Districts within five (5) days. If the complaints are not
resolved within the time specified or to the satisfaction of Special Districts, Special Districts may
correct the specific complaint and the total cost incurred will be deducted from the payments
owing to the Contractor from Special Districts.
9. SAFETY
9.1. Contractor agrees to perform all work outlined in this Agreement in such a manner as to meet
all California Landscape Industry Standards for safe practices during the maintenance operation
for medians and parkways and to safely maintain stored equipment, machines, and materials or
other hazards consequential or related to the work; and agrees additionally to accept the sole
responsibility for complying with all local, City, State or other legal requirements including but
not limited to, full compliance with the terms of the applicable O.S.H.A. and CAL-O.S.H.A. Safety
Orders at all times so as to protect all persons, including Contractor's employees, agents of the
City, vendors, members of the public or others from foreseeable injury, or damage to their
property. Contractor shall inspect all potential hazards at the LMD areas covered by this
Agreement and keep a log indicating date inspected and action taken.
9.2. It shall be Contractor's responsibility to inspect, and identify, any condition(s) that renders any
portion of the LMD premises unsafe, as well as any unsafe practices occurring thereon. Special
Districts shall be notified immediately of any unsafe condition that requires major correction.
Contractor shall be responsible for making minor corrections including, but not limited to:
Filling holes in planting areas, and paving;
Using barricades, signs, caution tape or traffic cones to alert patrons of the existence of
hazards;
Replace valve box covers so as to protect members of the public or others from injury.
During hours of operations, Contractor shall obtain emergency medical care for any member of
the public who is in need thereof, because of illness or injury occurring on the premises.
Contractor shall cooperate fully with the City in the investigation of any accidental injury or death
occurring on the premises, including a complete written report thereof to Special Districts within
five (5) days following the occurrence.
9.3. Under the circumstance that landscape maintenance work be performed in a Caltrans right of
way; including but not limited to freeway onramps and offramps; the contractor shall adhere to
the safety requirements in the Caltrans Maintenance Manual/Protection of Workers.
9.4. Contractor agrees to report any signs of homeless encampment activity, including but not limited
to, trash/debris, personal items, homeless persons present, etc. immediately to LMD Office staff
for appropriate actions to be taken by internal City staff. Contractor staff are not to approach
any homeless persons in the zones and should seek advice from LMD staff accordingly.
10. HOURS AND DAYS OF MAINTENANCE SERVICES
10.1. The hours of maintenance service shall occur Monday thru Friday between 7:00 a.m. to 5:00
p.m. Overtime rates will only apply to work performed outside these hours of maintenance
service or completed on a day specified in (Attachment C) “2023 Holiday Schedule”. This applies
to all future Holiday Schedules. A work schedule shall be provided and approved in advance by
Special Districts. No work will be performed on City Legal Holidays (Attachment C) unless
authorized by Special Districts Administration in advance. Blowers, lawnmowers, chainsaws or
other mechanical equipment with a decibel level above 65 decibels may not be used before 7:00
a.m. within City of Santa Clarita limits in accordance with ordinance 11.44.010.
10.2. Contractor shall provide on-site staffing to perform the required maintenance to meet required
California Industry Standards anytime between Monday through Friday. However, if the
contractor can accomplish the same work within a shorter service schedule, then the Special
Districts Division can modify their maintenance schedule. Alternate days or any changes in the
days and hours of operation heretofore prescribed shall be subject to approval by the Special
Districts Division.
10.3. For the purpose of this contract, “work” time in the field excludes lunch, breaks, and travel
time to and from the contractor’s yard. 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 (8) 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.
MAINTENANCE SCHEDULES
10.4. Contractor shall submit a work schedule prior to start of contract. Though a work schedule is
requested as part of the response file for the contractor proposal, any modifications or changes
must be agreed to prior to start of a contract. Said work schedule shall be set on a monthly
rotational basis, identifying and delineating the time frames for the required functions by the
day of the week and time of day. Work schedules shall be reviewed and approved by LMD Staff
following submittal. City, at its discretion, may impose liquidated damages for each subsequent
day the Contractor is delinquent in delivering said work schedule to the Special Districts Office.
10.5. Contractor shall submit revised schedules when actual performance differs substantially from
planned performance. The Contractor is provided the opportunity and procedure for adjusting
scheduling requirements. The Contractor has also been provided the opportunity and procedure
for adjusting schedules to meet special circumstances and inclement weather. Said revisions
shall be submitted to Special Districts for review and approval within three (3) working days prior
to scheduled time of work. A written copy of the current City approved schedule must be kept
in the site foreman’s vehicle at all times and be available upon request of City Staff or the City’s
contracted Landscape Monitor.
10.6. Contractor shall notify Special Districts, in writing, at least one (1) week prior to the date and
time of all the following maintenance operations:
Fertilization;
Micro-Nutrients/Soil Amendments;
Spraying of Trees and Shrubs;
Aesthetic/Structural Tree and Shrub Pruning;
Preventative disease control;
Transplanting of small and medium sized plants;
Lane closures notification for median or parkway maintenance is required;
Other Items as Determined by Special Districts
10.7. Failure to complete the work as scheduled or as specified herein may result in the following
actions:
a) A sum of up to five hundred dollars ($500.00) per day will be deducted and forfeited from
payment to the Contractor for each instance where an item of work is not completed in
accordance with the schedule or any portion of the specifications herein.
b) Deficiencies: An additional amount equal to the cost incurred by completion of the work
by an alternate source, whether it be City forces or separate private contractor, even if
it exceeds the contract unit price, will be deducted from the Contractor’s invoice.
c) These actions shall not be construed as penalty but as adjustment of payment to the
Contractor for only the actual work performed or as the cost to the City for inspection
and other related costs from the failure by the Contractor to complete the work
according to the schedule or specifications.
11. CONTRACTOR’S STAFF
11.1. Contractor shall provide sufficient 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 proposal. Contractor must
perform all work in accordance with the specifications set forth herein. Contractor's employees,
whether assigned to any one Zone or as part of a crew serving any number of Zones shall include
at least one individual crew foreman who speaks and comprehends the English language.
11.2. Special Districts may at any time give Contractor written notice to the effect that the conduct or
action of a designated employee of Contractor is, in the reasonable belief of Special Districts
Staff, detrimental to the interest of the public using the premises, Contractor shall meet with
representatives of Special Districts to consider the appropriate course of action with respect to
such matter and Contractor shall take reasonable measures under the circumstances to assure
Special Districts that the conduct and activities of Contractor's employees will not be detrimental
to the interest of the public patronizing the LMD covered under this Agreement.
11.3. LMD 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
LMD. 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 LMD 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 LMD Special Districts.
13. UTILITIES
13.1. Special Districts shall pay for all utilities associated with the maintenance of the LMDs. However,
water usage shall not exceed the amount required to comply with irrigation schedules
established by the Contractor and approved by Special Districts. Contractor will be required to
manage the scheduling of the controllers. Contractor shall pay for all excessive utility usage due
to Contractor's failure to monitor irrigation system malfunctions or unauthorized increases in
the frequency of irrigation. These activities may include, but are not limited to watering during a
rain storm and/or watering the day after rain and/or watering during a special event. The excess
cost will be determined by comparing current usage with historical usage for the same time
period. The excess to be deducted from payments to Contractor from Special Districts will be
presented to Contractor by Special Districts prior to actual deduction to allow for explanations.
14. NON-INTERFERENCE
14.1. Contractor shall not interfere with the public use of the LMD areas covered under this
Agreement, and shall conduct its operations as to offer the least possible obstruction and
inconvenience to the public or disruption to the peace and quiet of the area within which the
services are performed.
15. USE OF CHEMICALS
15.1. The application of chemicals such as herbicides and pre-emergent will be at the contractor’s
expense inclusive of this contract. 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 in
compliance with all Federal, State, and local laws and will be accomplished by a Certified
Applicator under the direction of a Licensed Pest Advisor. Contractor, in complying with the
California Food and Agricultural Code, shall provide a copy of a valid Pest Control Operator's
License and valid Pest Control Advisor's License, or a copy of said licenses from a sub-contractor
to Special Districts prior to using chemicals within the area.
15.2. A listing of proposed chemicals to be used including; commercial name, application rates, and
type of usage shall be submitted to Special Districts for approval. The listing will be accompanied
by copies of Material Data Sheets (MDS) for all chemicals that may be used in binder or booklet
form. No work shall begin until written approval of use is obtained from Special Districts. 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 (3) years. Contractor shall provide a chemical use report and a copy of the PCA
recommendation to Special Districts for each application (site specific) made during each month.
This shall be in addition to the copy of the usage summary that is provided to the Agricultural
Commissioner.
15.5. All chemicals requiring a special permit for use must be registered with the County Agricultural
Commissioner's Office and a permit obtained with a copy to Special Districts.
15.6. All regulations and safety precautions listed in the "Pesticide Information and Safety Manual"
published by the University of California shall be adhered to.
15.7. Chemicals shall be applied when air currents are still; preventing drifting onto adjacent property
and preventing any toxic exposure to persons whether or not they are in or near the area of
application.
16. STORAGE FACILITIES
16.1. Special Districts shall not provide any storage facilities for the Contractor. Any Contractors
storage facilities must be located outside of the boundaries of the Zone for which landscape
maintenance services are performed, unless Special Districts determines it would be in the best
interests of Special Districts to waive this restriction.
SHRUB AND GROUND COVER CARE
16.2. Contractor shall perform at his sole expense under the terms of this agreement the following
services:
Pruning: Manually select prune shrubs throughout the year to encourage healthy growth
habits, and to encourage growth to the natural shape of the plant according to its species
and appearance with the exception of roses, which shall be pruned no later than the end
of January. Periodic pruning may be required to maintain consistent size, structure,
and/or appearance of large groupings of the same species. All shrubs shall be free of
dead wood, weak, diseased, insect infested and damaged limbs at all times. Removal of
all clippings will be completed the same day pruning occurs. Pruning will not be
completed while plants are flowering, during the emergence of new growth, or when
high temperatures are present during the hottest time of the year (typically July-August)
unless directed by Special Districts. No balls, squares or unusual shapes are permitted
under this RFP. Selective pruning is required following the natural habit of the particular
plant. Dead shrubs, not a result of third-party negligence, will be removed by contractor
at their cost. Shrubs to be pruned to stay below a height that is consistent with
specifications or as directed by Special Districts.
Trimming: The growth of shrubs and ground cover will be restricted to areas behind curbs
and walkways, and within planter beds by trimming, as necessary, or upon notice by
Special Districts. All trimming practices are subject to change as directed by Special
Districts.
Disease and Insect Control: All LMD areas are to be maintained free of disease and insects
and treated when needed pursuant to Section 22.
Weed Control: All ground cover and shrub beds are to be kept weed free at all times.
Methods for control shall incorporate the following:
a. Mulch application to 3” layer maximum. (Removal on an as needed basis of
existing/spent mulch may be required to insure the level of grade is kept below
surrounding hardscapes and/or at an acceptable height as determined by LMD
staff. Such removal will be considered an extra and will require submittal of a
proposal and approval by LMD staff.)
b. Hand removal
c. Cultivation
d. Chemical eradication using non-residual herbicides
Shrub and Ground Cover Replacement: All damaged, diseased (untreatable), or dead
shrubs and ground covers whose damage occurred due to natural conditions/causes, will
be replaced under the terms of “additional work” as described in Section 4 and/or Exhibit
B2: Additional Pricing. All shrubs shall be guaranteed to live and remain in healthy
condition for no less than ninety (90) days and trees for a period of one (1) year from the
date of installation of the plants or trees.
Fertilization: Application of an LMD approved fertilizer a minimum of two (2) times per
year to provide a healthy color in all plants with foliar feedings. The fertilizer shall be
applied once during the months of March or April and once during the months of
September or October. Contractor will cultivate around plants as needed. Fertilizer shall
be appropriate for plant type and season (time of year) and approved by LMD staff prior
to installation. The Contractor shall provide a fertilization schedule two (2) weeks prior
to the proposed fertilization.
Irrigation: Irrigation, including hand watering and manual bleeding of valves, is required
in the event of an emergency situation and/or where automatic systems are not
functioning as required. Irrigation practices described in Section 25 shall apply to trees,
shrubs, and ground cover.
Diversion Requirements: In keeping with State mandated requirements, the LMD 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 above referenced
zones. Contractor requirements for this program shall include a Vermeer 1500 chipper
or equivalent for use on site at a minimum of twice per week.
Recycling: Recycling of plant debris by composting and/or maintaining a minimum 2- inch
layer of mulch under all trees and around all shrubs/groundcover. A minimum 3- inch
layer in all open areas is strongly encouraged. Mulch purchased by the LMD will be
disbursed with the above specifications by the contractor who will provide the labor
at the contractor’s expense.
Renovation: Renovate ground covers according to prescribed practices in the industry as
needed to maintain a healthy vigorous appearance and growth rate. When ground
covers and perennials have grown where they completely fill the space in which they
were planted and have started to deteriorate, i.e., less flowering, dying out, smaller
plants, they shall be renovated. (Renovation shall include removing said plants,
amending the soil, dividing plants as necessary and replanting to maintain a healthy,
vigorous appearance and growth rate.)
17. TREE CARE
17.1. Contractor under the terms of this agreement shall perform the following services:
Tree Maintenance
a. All trees in the Zone, regardless of the overall stature, from the base up to the
first twelve (12) feet shall be maintained free of all dead, diseased and damaged
branches back to the point of breaking as per contract. Wound dressings are
never used on any tree pruning cuts.
b. All sucker growth is to be removed from trees as it occurs.
c. Maintain an 8-foot clearance for branches overhanging walkways and public
sidewalks.
d. Report insects and tree diseases to Special Districts Inspector.
e. Stake and support all replacement trees and replace stakes which have been
broken or damaged on existing trees.
f. Tree stakes shall be pentachlorophenol 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.
g. 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.
h. Stakes and ties will be placed so no chafing of bark occurs and shall be checked
frequently and retied to prevent girdling.
i. Broken branches are to be removed immediately whether they are in the tree or
on the ground.
j. All tree wells in sidewalks within the maintenance areas’ boundaries to be kept
weed free and mulched where applicable.
Fertilization: May be required at the direction of Special Disricts to apply fertilizer within
drip line at least once per year (during the months of March or April) to provide a healthy
color in all plants. Fertilizer should, at the direction of LMD, be a balanced organic 10-6-
4 ratio with trace element. Contractor shall provide Special Districts with two (2) weeks
notification prior to the fertilizer application.
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 6 with the identical species
of tree existing previously, unless otherwise notified in writing by Special Districts. The
need for and the size of replacement will be determined by Special Districts at the
monthly maintenance inspection meeting or upon written notification. Size of the
replacement shall be of a like size. Substitutions will require prior written approval by
Special Districts. Original plans and specifications should be consulted to insure correct
identification of species.
All newly planted trees installed by the Contractor are the responsibility of the
Contractor to maintain and guarantee healthy establishment for a period of one (1)
year. Any trees installed by others will be the responsibility of the Contractor when
special care or accommodations are required during the establishment period.
Olive Tree Spraying: Ornamental olive trees shall be sprayed to prevent fruit set by use
of “Maintain,” "Florel" or other approved product. Two (2) applications shall be required
7-10 days apart. The first application shall be applied when ½ to ¾ of the olive blooms
are open (sometime between April 1 and May 10). Both spray applications shall be put
on using a power sprayer with a minimum of 150 psi. pressure. The Landscape
Maintenance District’s Tree Maintenance contractor will provide most of the chemical
applications to trees. If the landscape contractor provides this service 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. Special Districts will procure Oak
Tree Permits once work is approved.
Tree Pruning/Trimming: All tree trimming/pruning will be done in accordance with the
standards established by the International Society of Arboriculture (ISA) and ANSI 300
Best Management pruning practices.
Street Tree Wells: Contractor is responsible to keep all tree wells within LMD areas weed-
free and maintain tree well irrigation system in accordance with Section 25 of these
Specifications. Mulching of tree wells is required as needed and/or as directed by Special
Districts.
18. NATURAL, BRUSHED, MANUFACTURED, HYDROMULCHED SLOPE CARE
18.1. Natural areas or riparian corridor areas in these zones are open space areas that have minimal
usage due to the sloping character of the land and/or the rugged landscape materials that are
native to the land. Contractor will provide periodic maintenance, according to routine
scheduling, consisting of trash, brush or other debris removal. Contractor at his cost will visually
inspect these areas throughout the year as scheduled, providing pick up and removal of any
debris or trash.
18.2. Contractor at his cost shall be responsible for all inclusive weed abatement, maintaining the
brushed slope areas throughout the year in accordance with the below-identified height of
weeds, dead wood removal in accordance with the 100’ distance from dwellings or structures
requirements pursuant to County fire code. Copy of current requirements can be found at:
https://www.fire.lacounty.gov/.
18.3. These slope areas are hillside areas and are designed to meet the Los Angeles County Ordinances
for fire retardation. These areas generally occur in sloping terrain with gradients ranging 10
percent to 100 percent. Slopes are either manufactured or natural. The natural slopes have been
brushed to remove certain plant materials. Manufactured slopes have been hydromulched or
planted in accordance with applicable County Ordinances. Use of these areas by the residents
should be minimal.
18.4. 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, and may be up to
200 feet at the request of Special Districts, from a dwelling or structure and all debris
removed from the site.
Dead wood from woody plants shall be removed and/or trimmed when the area is
brushed. May be required at the direction of Special Disricts to apply water within the
cleared zone only as needed during fire season to maintain sufficient moisture content
for sustenance of the plants and to inhibit combustion. Remove all debris from this
operation off the LMD property. Weeding shall commence immediately following the
rainy season once the growth of weeds has reached a maximum of 12 inches in height
or when the County Fire Marshall has determined that a fire hazard condition exists.
When weeding or brush removal is required, the required weeding shall be completed
as soon as possible and shall be completed throughout an LMD within a maximum
period of 30 days.
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 this RFP. Contractor at his
expense shall remove weeds to a distance of 30 feet measured from any sidewalk
adjacent to a fire protection area twice a year.
18.5. Where reference is made to weeding, brushing, or clearing within 100 feet (but may be up to
200 feet) of a structure, it is intended that the space between the structure and the private
property line is the responsibility of the owner of the property except where Special Districts has
accepted an easement to maintain a portion of the private lot. As an example, assume a private
residential lot has a depth of 100 feet, the rear or side of which abuts a fire protection slope.
Assume that the structure is set back 20 feet from the property line abutting this slope. 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, Special Districts is responsible for those
areas where an easement has been accepted by Special Districts over a portion of a private lot.
Consult with Special Districts for any questions regarding these areas.
18.6. 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 from March through November
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 19 and 20 of these Specifications.
19. USE OF INTEGRATED PEST MANAGEMENT
19.1. Materials (biological insects) shall be at Contractor’s cost plus no more than 15%, as necessary
for integrated pest management (IPM) and contractor at his expense under the terms of this
agreement will provide the labor.
Integrated Pest Management (IPM): Integrated pest management (IPM) is a pest
management strategy that focuses on long-term prevention or suppression of pest
problems with minimum impact on human health, the environment, and non-target
organisms. Preferred pest management techniques include encouraging naturally
occurring biological control; using alternate plant species or varieties that resist pests;
selecting pesticides with a lower toxicity to humans or non-target organisms; adopting
cultivating, pruning, fertilizing, or irrigation practices that reduce pest problems; and
changing the habitat to make it incompatible with pest development. Pesticides are used
as a last resort when careful monitoring indicates that they are needed according to pre-
established guidelines. When treatments are necessary, the least toxic and most target-
specific pesticides are chosen. Implementing an integrated pest management program
requires a thorough understanding of pests, their life histories, environmental
requirements, and natural enemies, as well as establishment of a regular, systematic
program for surveying pests, their damage, and other evidence of their presence. IPM
has been mandated on Federal property since 1996 by Section 136r_1 of Title 7, United
States Code, and is cited in Title 41 of the Code of Federal Regulations (102-74.35) as a
required service for agencies subject to the authority of the General Services
Administration. The Contractor will develop an IPM program for work covered by this
statement of work.
Chemical Application: All work involving the use of chemicals will be accomplished by a
State of California Certified or Licensed pest control operator. A written
recommendation by a person possessing a valid California Pest Control Advisor License
is required prior to chemical application.
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 Special Districts, prior to use. A copy of all forms submitted to the County
Agricultural Commissioner shall be given to Special Districts on a timely basis.
Compliance with Regulations: All regulations and safety precautions listed in the
“Pesticide Information and Safety Manual” published by the University of California will
be adhered to.
Pest Control: Control of ground squirrels, gophers, and other burrowing rodents by
trapping and/or eradication will be provided by Special Districts. Contractor is not
responsible for this service. Whenever holes are visible upon the surface, these holes
shall be filled and securely tamped to avoid moisture runoff entering the holes by the
County Agricultural Department who will provide pest control for Special Districts. This
procedure shall be followed in all areas, especially within all slope areas. Contractor is
responsible for notifying Special Districts upon detecting a need for rodent control.
20. GENERAL CLEAN-UP
20.1. Contractor shall at their sole expense under the terms of this agreement perform the following
services:
Trash Removal: The contractor shall provide a trash pickup schedule for approval by
Special Districts. The contractor shall pick up trash and accumulated debris from the site
on a regularly scheduled rotation approved by LMD staff in advance.
Curb and Gutter Maintenance: Contractor is responsible for removal of weeds and grass
from curb and gutter expansion joints (up to 2’ from curb) at all times.
Fence Clearance: Contractor is responsible for removal of weeds and grass from within
18” of any fence or wall within the areas under Contractor’s maintenance at all times.
Walkway and Crack Maintenance: Walkways, if any, will be cleaned immediately following
mowing and edging and cleaned by use of power sweeping or blower equipment at a
minimum of once per week or as needed. This includes removal of all foreign objects from
surfaces such as:
a. Gum,
b. Animal feces,
c. Grease,
d. Paint,
e. Graffiti,
f. Glass and debris
All walkway cracks and expansion joints shall be maintained weed and grass free 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. This
includes the accumulation of leaves/debris at the base and lower branch structures of
shrubs.
Diversion: The Contractor will be responsible for creating and implementing a written
program to divert a minimum of 85% all green waste from landfills. The program should
include, but not be limited to, mulching and composting. The contractor shall report the
total tons of green waste generated and the number of tons diverted from the landfill
annually to the City’s Environmental Services Office. The goal will be at least 85%
diversion.
Drainage Systems & Maintenance: The following services shall be provided by Contractor at
their expense per Contract Agreement except as otherwise provided for:
a. All drains and catch basins shall be free of silt and other debris at all times. The
Contractor shall insure all drainage devices within LMD are functioning properly
at all times
b. All LMD area surface drains (“V” ditches), shall be kept clear of debris at all times
so that water will have an unimpeded passage to its outlet. Contractor will not
flush dirt or debris into the storm drain system per the City’s National Pollutant
Discharge Elimination System (N.P.D.E.S.) permit. All debris will be collected and
disposed of properly.
c. All LMD area sub-surface drains (except storm drains), shall be periodically
flushed with water to avoid build-up of silt and debris. All inlets to sub- surface
drains shall be kept clear of leaves, paper, and other debris to ensure unimpeded
passage of water. Every attempt will be made to prevent debris from continuing
into the City’s Storm Drain system including the use of sand bags, straw bales or
other Best Management Practices (B.M.Ps)
d. If the sub-surface drainage backs up or is blocked due to lack of periodic flushing
of silt and debris as stated above, the contractor shall be responsible at their
cost for plumbing services to clear the drain.
e. 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.
21. MAINTENANCE INSPECTIONS
21.1. The Contractor shall perform a maintenance inspection of all facilities on a weekly basis within
the LMD during daylight hours. Such inspections shall be both visual and operational. The
operational inspection shall include operation of all sprinklers, lighting and other mechanical
systems to check for proper operational condition and reliability. Contractor is required to input
non-contractual service request information into the City’s “Resident Service Center” at:
http://user.govoutreach.com/santaclarita/faq.php
21.2. The Contractor shall be expected to meet on site with an authorized representative of Special
Districts for a walk-through inspection. Said meeting shall be at the convenience of Special
Districts and may include residents of the community. Special Districts may notify the
appropriate local representatives of the time and place of each walk-through inspection at a
minimum of one (1) week prior to the date of inspection. In addition, bi-weekly interim
inspections may be made by Special Districts if deemed necessary by LMD Staff.
22. WATER MANAGEMENT AND IRRIGATION SYSTEM MAINTENANCE OR REPAIR
22.1. All irrigation systems within the LMD areas designated in these specifications will be repaired
and maintained as required for proper operation by the Contractor; excluding programming
which is included in the contract. Irrigation repairs are considered to be additional work or
“extras”. For all irrigation repairs, including main lines, all irrigation parts will be reimbursed at
no more than a 15% mark up over the contractor’s cost. The Contractor must provide invoices
upon request of Special District Staff. Failure to provide copies of invoices may result in delay
of payments to Contractor. The contractor shall adhere to the Irrigation Association, Best
Management Practices (BMP’S) at:
http://www.irrigation.org/uploadedFiles/Standards/BMPDesign-Install-Manage.3-18-14(2).pdf
Scope of Responsibility: The contractor shall maintain (repair and/or replace as
needed) and keep operable all irrigation equipment consisting of:
a. Irrigation Programming
b. Irrigation Station Identification/Location
c. Irrigation Heads
d. Remote Control Valves
e. Flow Sensors
f. Flow Sensor Programming
g. PVC Piping (Including mainline and laterals)
h. Quick Couplers
i. Risers
j. Swing Joints
k. Check Valves
l. Irrigation Booster Pumps
m. Solar Controllers/Valves
n. Battery Operated Controllers/Valves
o. Valve Boxes, Quick Coupler Boxes, Etc.
p. Irrigation Controller Programming and Setup
Replacement Requirements: Replacements will be of original materials or substitutes
approved by Special Districts in writing prior to any installation.
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 trees, 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 specifications exceed such
requirements, the specifications shall govern.
Controllers: The contractor will be responsible for the control of Smart Water
Application Technologies (SWAT) certified weather-based controllers or equivalent,
controller programming through the contractors office via a desk top or any wireless
computer, or hand held device. The LMD will provide a password for access.
Inspections: Landscape Maintenance District Consultants/Inspectors will spot check
controller schedules on each inspection of a district to assure compliance with
irrigation program standards. Contractor shall conduct a complete irrigation system
inspection for each district at minimum of twice a year.
22.2. The contractor will be responsible to complete the following WeatherTrak training through
HydroPoint University: Level 1 – WeatherTrak Basic Systems Training. Proof of completion to
be provided with proposal submission. Additional trainings are available and participation is
encouraged.
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.
The contractor will be responsible for the control of Smart Water Application
Technologies (SWAT) certified weather-based controllers or equivalent, controller
programming through the Contractors office via a desk top or any wireless computer,
or hand held device. The LMD will provide a username/password for access.
Response to WeatherTrak Alerts by category shall be made within the time frames
listed below. Failure to comply with response times will be considered a deficiency
and may be subject to a deduction from payment in the amount up to five hundred
($500.00) dollars for each instance where an alert is not resolved within the time
frame.
a. Severe Alerts to be resolved within 24 hours.
b. Major Alerts to be resolved within 5 working days
Contractor will provide their own irrigation remote (receiver and transmitter) for control of
the Rain Master, Calsense, LEIT (solar), WeatherTrak or other industry standard controllers
not listed. The City requires the Promax universal irrigation remote or other “smart phone”
technology for its use in field testing and operation of all irrigation systems for the LMD
areas. Use of this device will conserve water consumption, provide for more cost effective
maintenance of irrigation systems, and assure all parties concerned that the automatic
system is operating at maximum efficiency. Special Districts’ inspectors may use this device
in their inspections to verify that irrigation systems are functioning properly. The bleeding
of valves and hand watering are to be used in emergency or testing situations, not for
normal or day-to- day inspections.
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.
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.
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.).
Contractor shall be responsible for monitoring all irrigation systems within the jurisdiction
of this Specification and correct for coverage, adjustment, clogging of lines, and removal of
obstacles, including plant materials which obstruct the spray. Monitoring shall be scheduled
for all systems at minimum 1x monthly.
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).
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.
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.
When available, copies of controller maps shall be kept in enclosures at all times.
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.
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.
It is the responsibility of the Contractor to keep the plant material alive. If this requires an
extra application of irrigation water, the Contractor is to make the necessary adjustments
and immediately notify The City of Santa Clarita upon doing so.
Only City of Santa Clarita staff, City Monitors, the Contractor Supervisor/ Foreman or
Irrigation Technician will have access to all controllers. Enclosures will be locked/padlocked
at all times.
The Contractor shall test the soil in 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.
The 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
Once the irrigation system has been adjusted to only irrigate the planting areas it was
designed to irrigate, the 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.
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.
In addition to the soils condition, the individual plant material requirements must be taken
into account. As the plant material becomes established, a reduction in the frequency of
watering should be implemented to harden-off the plant material while maintaining it in a
healthy condition.
22.4. Operation of Systems:
As a standard practice, the Contractor shall formally acknowledge receipt of the irrigation
system within the first 60 days of the notice to proceed. It is the Contractors responsibility
to conduct a full-scale irrigation audit/assessment to determine deficiencies in the system
and make recommendations for repair(s).
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 trees,
annuals, perennial plants, and ground covers when automatic systems are not functioning.
Irrigation system will be controlled by Contractor in such a way as not to cause an excessively
wet area which could interfere with the Contractor’s ability to mow/maintain landscaped
areas.
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 LMD for
review.
Contractor shall adjust and clean as necessary all sprinkler heads, valves and pressure
regulators to continue operation at maximum efficiency and performance.
All materials and workmanship will be in accordance with the City Plumbing Ordinances
if/when applicable.
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.
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.
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.
The 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. The 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.
During extremely hot weather, long holiday periods, and during or following breakdown of
systems, the 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, the 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.
Once a year, the 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 LMD office immediately should a backflow prevention device
malfunction occur.
Landscape Maintenance District Consultants/Inspectors/City staff will spot check controller
schedules on each inspection of a district to assure compliance with irrigation program
standards. Contractor shall conduct a complete irrigation system inspection for each district
at minimum of twice a year.
Contractor shall observe and note any deficiencies occurring from the original design and
review these findings with Special Districts, so necessary improvements can be considered.
22.5. Repairs:
All pop-up heads should be assembled on triple swing joints.
When irrigation heads, risers, nozzles, etc. break, they will be replaced with like for like
irrigation heads. Uniformity is of the utmost importance.
All remote-control valves shall be Superior 950DW brass valves unless other(s) are accepted
by LMD staff.
Contractor shall repair all leaking or defective valves immediately upon occurrence, or
within 24 hours following notification from LMD of such a deficiency.
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.
Contractor shall submit itemized irrigation invoices for repairs, per LMD Zone on an as
needed basis.
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. Conversation: The City of Santa Clarita may conduct monthly water management meetings with
the 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 the contractor
to review any penalty charges that were caused by the Contractor’s inability to properly manage
water allocations, when applicable. The 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. Water Budgets: In order to ensure efficient and responsible water management with regards to
landscape irrigation, the City of Santa Clarita Special Districts office may require the following:
When water budgets have been established for each individual service area within a
Landscape Maintenance District Zone (specifically water meter and/or point of
connection), CONTRACTOR shall not exceed the Maximum Applied Water Allowance
(MAWA) as established by State Assembly Bill 1881, Model Water Efficient
Landscape Ordinance (MWELO).
http://www.water.ca.gov/wateruseefficiency/landscapeordinance/
When water budgets and/or tiered rate structures are enforced by individual water
purveyors such as; Valencia Water Company, Newhall County Water District, Santa
Clarita Water Division, Castaic Lake Water Agency, or SCV Water, CONTRACTOR shall
not exceed the monthly allocation(s) as set forth by the service provider for each
individual service area within a Landscape Maintenance District Zone, specifically
water meter and/or point of connection.
Failure to comply with water budgets may lead to monetary penalties up to the costs
of the excessive use which exceeds the water budget(s), efficient tier, or any “penalty”
tier the City of Santa Clarita is subjected to.
23. MAINTENANCE AND REPAIR OF HARDSCAPE, SERVICE ROADS, AND DRAINAGE SYSTEMS
23.1. Hardscape surfaces, walkways, service roads and drainage systems if any, shall be maintained by
Contractor so as to keep the integrity of the walking and/or driving surface in a safe, unimpaired
condition. The contractor may not use subcontractors not included with the proposal submission
without written approval of Special Districts Staff. Any unsafe condition of a walkway or service
road shall be reported immediately to the LMD Monitor or directly to City Staff.
Contractor may be responsible for total replacement or repair of hardscaping and/or
plant replacement if damage occurs due to Contractor’s negligence or by accidental
damage within maintenance operation.
Contractor shall be responsible for sweeping/blowing all hardscape surfaces within the
contract boundaries on a regularly scheduled routine approved by LMD Staff or as
requested by Special Districts. All debris must be collected and removed.
Disposal of debris by blowing into roadways, sidewalks, or other areas is prohibited
and may be cause for contract termination or a deduction in payment as described in
Section 11.
24. GRAFFITI ERADICATION AND CONTROL
24.1. Contractor may be responsible to remove small amounts of graffiti (licensed plate size) as it
appears upon any of the walkways, Paseo overpasses and underpasses, walls, fences, or any
appurtenant structures or equipment within the areas under Contractor’s maintenance. Special
Districts Inspector will be informed of all graffiti immediately upon discovery. Contractor is
required to input graffiti information into the City’s reporting system at: http://www.santa-
clarita.com/city-hall/departments/administrative-services/technology- services/egraffiti
24.2. The contractor may be required to remove small amounts of debris which would fit into a small
pick -up truck. In such cases the dump fee may be invoiced to Special Districts. Removal of larger
items would be considered as an “additional work” item and subject to the terms of Section 5.
24.3. 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 LMD prior to use.
25. DECOMPOSED GRANITE
25.1. Contractor will be required to keep DG areas and pathways free of soil, litter, debris, and weed
free. Any areas in need of repair or fill should be reported and a proposal provided to bring the
area back to an acceptable condition.
26. FUTURE/ADDITIONAL MAINTENANCE AREAS
29.1.For the maintenance of future/additional maintenance areas that have been accepted by the
City, contractor to provide pricing consistent with the Cost Proposal Template (Exhibit A) and
Additional Pricing (Exhibits B1 & B2) in this document for similar landscape/terrain.
RESPONSE FORMAT AND SELECTION CRITERIA
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
1. RESPONSE FORMAT - The organization of the response and cost files is described in this section of
the RFP. All potential vendors must follow this format.
1.1. RESPONSE FILE:
1.1.1. Introduction – A general introduction and description of the proposal shall be provided.
The format of the introduction is at the discretion of the contractor.
1.1.2. Background – Provide insight to your company and its resources. Explain the company
background and philosophy and what qualifies this company to be a successful
candidate for the City’s contract.
1.1.3. Scope of Work – Describe the work program. Identify how the objectives of the
specifications will be performed. Relate the business practices to the specific tasks
required and explain the proposed method for adhering to the landscape maintenance
requirements. Include contractor’s approach to the areas of pro-activeness,
responsiveness, familiarity with common concerns of the LMD areas, problem
resolution, and any other areas that explain how the work will be performed and
managed.
1.1.4. Schedule – Describe the time schedule for each proposed task and area rotation.
Provide staff descriptions and quantity on daily, weekly, monthly, and seasonal
timelines. Proposed work periods and completion dates, as well as any anticipated
meeting dates, should also be identified.
1.1.5. Personnel, Equipment, and Facilities – Describe the personnel qualifications,
equipment to be provided, and numbers of both dedicated to the areas for this
contract. Explain/show the reasoning for the type, number and composition of staff and
equipment for this contract and how the cost of such provides adequate or superior
value to the contract.
1.1.6. Exhibits – The documents within Section D are required to be submitted with the
proposal response and can be referred to throughout the RFP. However, expansion on
all aspects listed above is strongly encouraged. See Document Checklist for more
details.
1.2. COST FILE:
1.2.1. Statement of Offer and Signature – The proposal shall be signed by an individual
authorized to bind the consultant, shall contain a statement to the effect that the
proposal is a firm offer for a 120-day period, and shall contain a statement that the
proposed work will be performed at the “not-to-exceed” price. This will include all
deliverables and meeting attendance as laid out in the scope of work.
1.2.2. 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.
1.2.3. Cost File must be submitted separately from the Response File.
2. PROPOSAL EVALUATION AND CONTRACTOR SELECTION – An evaluation panel comprised of
representatives from the requesting department will evaluate all proposals to determine
responsiveness to the RFP. The panel will recommend the selection of the responsible proposer
whose proposal is most advantageous to the City. Accordingly, the City may not necessarily make
an award to the proposer with the highest technical ranking nor award to the Proposer with the
lowest Cost Proposal if doing so would not be in the overall best interest of the City.
The overall criteria is listed below. As proposals are considered by the City to be more equal in their
technical merit, the evaluated cost or price becomes more important so that when technical
proposals are evaluated as essentially equal, cost or price may be the deciding factor.
2.1. SELECTION CRITERIA:
2.1.1. Team Composition: Contractor qualifications, staff qualifications, and number of staff
provided. (Includes but not limited to Section 3 and Exhibits E & G1-G2)
2.1.2. Rotation Schedule: Use and mobilization of resources. Proposed timeline to service all
areas. (Includes but not limited to as described in Section 3 and Exhibit E)
2.1.3. Acknowledgement & Successful Understanding of 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 LMD areas and problem
resolution. (Includes but not limited to Exhibits D & J)
2.1.5. References (Included but not limited to Exhibits C, F & I)
2.1.4. Cost of services provided (Exhibits A & B1-B2)
2.1.5. Value: Cost in relation to manpower. What makes the contractor the best candidate to
provide the services requested. (Includes but not limited to Exhibits A, B1, B2, D, G1-G2)
During the selection process, the evaluation panel may wish to interview proposers 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
CON-6
Council Approval Date:________
Agenda Item: ________
Contract Amount:________
MAINTENANCE AGREEMENT
BETWEEN
THE CITY OF SANTA CLARITA
AND
FOR
THIS MAINTENANCE AGREEMENT (“Agreement”) is made by and between the CITY OF
SANTA CLARITA, a general law city and municipal corporation (“CITY”) and
(“CONTRACTOR”).
The Parties agree as follows:
CONSIDERATION.
As partial consideration, CONTRACTOR agrees to perform the work listed in the
SCOPE OF SERVICES, below; and
As additional consideration, CONTRACTOR and CITY agree to abide by the terms and
conditions contained in this Agreement; and
A. As additional consideration, CITY agrees to pay CONTRACTOR an amount as set
forth in the attached Exhibit “ ,” which is incorporated by reference, for
CONTRACTOR’s services. CITY will pay such amount promptly, but not later
than thirty (30) days after receiving CONTRACTOR’s invoice.
2. TERM. The term of this Agreement will be from , to . The
Agreement may be renewed upon mutual consent of the parties.
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 ContractDocuments 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, showingthe 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.
3. 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 Limits (combined single)
Commercial general liability: $1,000,000/$2,000,000 (aggregate)
Business automobile liability $1,000,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth
above will be a combined single limit of $1,000,000 per occurrence, $2,000,000
general aggregate, 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:VII.” Certificate(s) must reflect that the insurer will provide
thirty (30) day notice of any cancellation of coverage. CONTRACTOR will require
its insurer to modify such certificates to delete any exculpatory wording stating that
failure of the insurer to mail written notice of cancellation imposes no obligation,
and to delete the word “endeavor” with regard to any notice provisions.
E. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation
against CITY, its elected or appointed officers, officials, agents, volunteers and
employees for losses paid under the terms of the workers compensation policy
which arise from work performed by CONTRACTOR for CITY.
F. COVID-19. CONTRACTOR shall ensure its insurance coverages cover claims
and/or losses related to the COVID-19 pandemic to the extent such insurance
coverage is available. If such insurance is unavailable, but becomes available during
the life of the contract, CONTRACTOR shall procure a policy and name the City as
additionally insured.
G.Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance
required by this Agreement, City may obtain such coverage at CONTRACTOR’s
expense and deduct the cost of such insurance from payments due to
CONTRACTOR under this Agreement or terminate. In the alternative, should
CONTRACTOR fail to meet any of the insurance requirements under this
agreement, City 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.
I. Additional insured status. General liability, automobile liability, and
umbrella/excess liability insurance policies shall provide or be endorsed to provide
that CITY and its officers, officials, employees, agents, and volunteers shall be
additional insureds under such policies.
J. Primary/noncontributing. Coverage provided by CONTRACTOR shall be primary
and any insurance or self-insurance procured or maintained by CITY shall not be
required to contribute with it. The limits of insurance required herein may be
satisfied by a combination of primary and umbrella or excess insurance. Any
umbrella or excess insurance shall contain or be endorsed to contain a provision
that such coverage shall also apply on a primary and non-contributory basis for the
benefit of CITY before the CITY’S own insurance or self- insurance shall be called
upon to protect it as a named insured.
4. 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.
5. INDEMNIFICATION.
CONTRACTOR shall indemnify, defend, and hold harmless the CITY, and its officers,
employees, and agents (“City indemnitees”), from and against any and all causes of action, claims,
liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs
of litigation (“claims”), arising out of the Contractor’s performance of its obligations under this
agreement or out of the operations conducted by Contractor, including the Contractor’s active or
passive negligence, except for such loss or damage arising from the sole negligence or willful
misconduct of the CITY. In the event the CITY indemnitees are made a party to any action, lawsuit,
or other adversarial proceeding arising from Contractor’s performance of this agreement the
Contractor shall provide a defense to the CITY indemnitees or at the CITY’S option reimburse the
CITY indemnitees their costs of defense, including reasonable legal counsels’ fees, incurred in
defense of such claims.
INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree that CONTRACTOR will
act as an independent contractor and will have control of all work and the manner in which is it
performed. CONTRACTOR will be free to contract for similar service to be performed for other
employers while under contract with CITY. CONTRACTOR is not an agent or employee of CITY
and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY
provides for its employees. Any provision in this Agreement that may appear to give CITY the
right to direct CONTRACTOR as to the details of doing the work or to exercise a measure of
control over the work means that CONTRACTOR will follow the direction of the CITY as to end
results of the work only.
NOTICES.
All notices given or required to be given pursuant to this Agreement will be in writing and
may be given by personal delivery or by mail. Notice sent by mail will be addressed
as follows:
To CITY: City of Santa Clarita
ATTN: Kenneth W. Striplin, City Manager
23920 Valencia Boulevard, Suite 300
Santa Clarita, CA 91355
To CONTRACTOR:
When addressed in accordance with this paragraph, notices will be deemed given upon
deposit in the United States mail, postage prepaid. In all other instances, notices
will be deemed given at the time of actual delivery.
Changes may be made in the names or addresses of persons to whom notices are to be
given by giving notice in the manner prescribed in this paragraph.
TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a
Taxpayer Identification Number.
WAIVER. A waiver by CITY of any breach of any term, covenant, or condition contained in this
Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other
term, covenant, or condition contained in this Agreement, whether of the same or different
character, nor will it be deemed to constitute a continuing waiver.
CONSTRUCTION. The language of each part of this Agreement will be construed simply and
according to its fair meaning, and this Agreement will never be construed either for or against
either party.
SEVERABLE. If any portion of this Agreement is declared by a court of competent jurisdiction
to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary
in the opinion of the court to render such portion enforceable and, as so modified, such portion and
the balance of this Agreement will continue in full force and effect.
CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference
only and will not affect the interpretation of this Agreement.
INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with
the laws of the State of California, and exclusive venue for any action involving this agreement
will be in Los Angeles County.
AUTHORITY/MODIFICATION. This Agreement may be subject to and conditioned upon
approval and ratification by the Santa Clarita City Council. This Agreement is not binding upon
CITY until executed by the City Manager. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written agreement.
CITY’s City Manager may execute any such amendment on behalf of CITY.
ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the same
effect as an original signature.
EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity between any
provision of this Agreement, its attachments, the purchase order, or notice to proceed, the provisions
of this Agreement will govern and control.
FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, war, terrorist act, embargo, government action, civil or military authority, the natural
elements, or other similar causes beyond the Parties’ control, then the Agreement will immediately
terminate without obligation of either party to the other.
ENTIRE AGREEMENT. This Agreement and its one attachment constitutes the sole agreement
between CONTRACTOR and CITY respecting maintenance. To the extent that there are
additional terms and conditions contained in Exhibit “ ” that are not in conflict with this
Agreement, those terms are incorporated as if fully set forth above. There are no other
understandings, terms or other agreements expressed or implied, oral or written.
CONFLICT OF INTEREST. CONTRACTOR will comply with all conflict of interest laws
and regulations including, without limitation, CITY’s conflict of interest regulations.
COVID-19. Prior to execution of the Agreement, the State of California declared a state of
emergency and issued a stay at home order in connection with the COVID-19 pandemic, and the
County of Los Angeles (“County”) issued numerous orders relating to COVID-19, including
without limitation an Order to Shelter in Place, originally dated March 17, 2020 (as subsequently
extended and amended, including after the date of the Agreement, the “County Order”). In no
event shall CONTRACTOR be entitled to any additional compensation in connection with any
delay or costs associated with the COVID 19 pandemic, the County Order, or any other
governmental requirements or regulations in connection therewith, whether currently existing or
hereinafter enacted. In the event of any conflict between the terms of this Section and any other
provision of the Agreement, in all events, the terms of this Section shall control.
CONTRACTOR’s safety and logistics plans prepared in connection with this Contract
specifically takes into account the COVID-19 Pandemic, the County Order, and all other
governmental requirements or regulations regarding COVID-19 as of the date of the Contract,
including without limitation all safety measures required.
SAFETY OF PERSONS AND PROPERTY. CONTRACTOR shall comply with, and give
notices required by applicable laws, statutes, ordinances, codes, rules and regulations, and lawful
orders of public authorities, bearing on safety of persons or property or their protection from
damage, injury, or loss, including without limitation the County Order and all other
governmental requirements or regulations regarding COVID-19, all as may be amended from
time to time.
ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE. The Parties agree
that this Agreement may be transmitted and signed by electronic mail by either/any or both/all
Parties, and that such signatures shall have the same force and effect as original signatures, in
accordance with California Government Code section 16.5 and Civil Code section 1633.7.
(SIGNATURES ON NEXT PAGE)
IN WITNESS WHEREOF, the parties hereto have executed this contract on this date of
.
FOR CONTRACTOR: IF
CORPORATION:
By: By:
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:
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:
Trust Fund Paid to:(Name)
Health and Welfare
Address:
$
Trust Fund Paid To:(Name)
Pension
Address:
$
Trust Fund Paid to:(Name)
Vacation/Holiday
Address:
$
Trust Fund Paid To:(Name)
Training
Address:
$
Trust Fund Paid To:(Name)
Other
Address:
$
Classification:Effective Date: Subsistence or Travel Pay:
Trust Fund Paid to:(Name)
Health and Welfare
Address:
$
Trust Fund Paid To:(Name)
Pension
Address:
$
Trust Fund Paid to:(Name)
Vacation/Holiday
Address:
$
Trust Fund Paid To:(Name)
Training
Address:
$
Trust Fund Paid To:(Name)
Other
Address:
$
Classification:Effective Date: Subsistence or Travel Pay:
Trust Fund Paid to:(Name)
Health and Welfare
Address:
$
Trust Fund Paid To:(Name)
Pension
Address:
$
Trust Fund Paid to:(Name)
Vacation/Holiday
Address:
$
Trust Fund Paid To:(Name)
Training
Address:
$
Trust Fund Paid To:(Name)
Other
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 FBS
(Contractor/Subcontractor)By (Name and Title) eSignature
SECTION D
Exhibits
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
Fill out this form completely and return with your proposal.
Item Column A Column B
Project Site
No. Monthly Maintenance Cost Annual Maintenance Cost
1. LMD Zone 17 $ ____________________x 12 months $
Total (Column B)
Total proposed amount annually, in legibly printed words:
______________________________________________________________________________
EXHIBIT B1: ADDITIONAL PRICING
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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.
Extra/Additional work by the CONTRACTOR, shall not exceed the labor rates as listed:
Pricing and Billing Schedule Detail
Skill Level Hourly Cost After-Hour Emergency
Irrigation Laborer $_____ per hour $_____ per hour
Landscape Laborer $_____ per hour $_____ per hour
QAC/QAL Herbicide and Pesticide Applicator $_____ per hour N/A
Please initial to verify acknowledgement of labor rates: ______________________________
EXHIBIT B2: ADDITIONAL PRICING CONTINUED
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
Fill out this form completely and return with your proposal. Do NOT include this pricing in the cost on
the of your proposal response.
Please list the unit price for labor, EXCLUDING part/material costs, for the following tasks. These rates
may be used in evaluating cost estimates for additional work requested by the City under this contract.
EXTENDED PRICE
UNIT OF
ITEM
DESCRIPTION QTY UNIT PRICE
(UNIT PRICE X
MEASURE
NO.
QTY)
Price for maintenance of landscaped
SF 500 $ $
1.
with turf.
Price for maintenance of landscape with
2. SF 1,000 $ $
trees, shrubs, and ground cover.
Price for maintenance of landscaped,
3. SF 500 $ $
irrigated slope.
Please list the unit price for all-inclusive labor and material costs, for the following tasks. These rates
may be used in evaluating cost estimates for additional work requested by the City under this contract.
EXTENDED PRICE
ITEM UNIT OF
DESCRIPTION QTY UNIT PRICE (UNIT PRICE X
NO. MEASURE
QTY)
Price for installation of one (1) gallon
4. EA 5 $ $
shrub.
Price for installation of five (5) gallon
5. EA 5 $ $
shrub.
Price for installation of fifteen (15) gallon
6. EA 5 $ $
shrub.
Price for installation of fifteen (15) gallon
7. EA 5 $ $
tree.
Price for installation of twenty-four-inch
8. EA 2 $ $
(24-inch) box tree.
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
1) The last six (6) months of tailgate safety meeting sign-in sheets and topics covered must be made
available UPON REQUEST. (Do not send with proposal submission at this time.)
2) In the year of 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 Class C-27 California Landscaping
Contractor License.
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
EXHIBIT D: PROACTIVE APPROACH FORM
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 ½ 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 # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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
_________________________________________________________________________________
N ame and Telephone Number of Person Familiar with Project
_________________________________________________________________________________
Contract Amount Type of Work Date Started Date Completed
3. _________________________________________________________________________________
Name and Address of Owner / Agency
_________________________________________________________________________________
N ame 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 # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
5. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
6. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
7. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
8.Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
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______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
14. Name______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
15. Name______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2: STAFF HOURS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
Fill out this form for the following zone: T17. Labor time proposed is time working on site and does not
include travel time. Attach additional pages as necessary for additional personnel.
ZONE: ___T17____
Supervisors
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crew #1
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 #2
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 ____________________
Specialty Positions
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
EXHIBIT H: EQUIPMENT REQUIREMENTS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
Additional equipment requirements for work within proposed Landscape Maintenance District or the
ability of Contractor to rent/lease at no additional cost:
Commercial grade lawn mowers with mulching blade attachment, sufficient in size to cover large
turf areas
Proper equipment required to perform pruning tasks including hand pruners, loppers, saws,
pole pruners and chainsaws
Commercial Grade Battery Powered Leaf Blowers
All maintenance supplies for proper equipment operation
Garden Spading Forks
Shovels
Rakes
Scoop Shovels (various sizes and shapes)
Commercial Grade Chipper
Safety equipment such as head, eye, and ear protection, work boots. Body protection such as
chaps should also be used when operating chainsaws
Irrigation controller remotes and transmitters; particularly WeatherTrak
Irrigation milliamp multimeter
All the required tools and equipment to make minor and major irrigation repairs
All traffic control signs mechanical and stand alone, barricades, cones, vests all equipment and
safety wear shall be Cal-OSHA approved
Please initial to verify acknowledgement of equipment requirements: _______________
Initials
EXHIBIT I: CERTIFICATIONS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 C-27 License (license number will suffice)
WeatherTrak irrigation manager, flow manager and OptiFlow training completion
1. ___________________________________________________________________________________
2. ___________________________________________________________________________________
3. ___________________________________________________________________________________
4. ___________________________________________________________________________________
5. ___________________________________________________________________________________
6. ___________________________________________________________________________________
7. ___________________________________________________________________________________
8. ___________________________________________________________________________________
9. ___________________________________________________________________________________
10. __________________________________________________________________________________
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 Zone T17 Landscape
Maintenance. The Contractor will be expected to perform maintenance practices and uphold the
standards herein to the established specifications throughout the length of the contract.
*Supervisor’s Signature:Date:
*Estimator’s Signature:Date:
*Owner’s Signature:Date:
*All three signatures required
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 subconsulting agreements and cause its subconsultants to agree to
indemnities and insurance obligations in favor of CITY and other Indemnitees in the exact form and
substance of those contained in this Agreement.
4.INSURANCE
a.Before commencing performance under this Agreement, and at all other times this Agreement is
effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits
complying, at a minimum, with the limits set forth below:
Type of Insurance Limits
Commercial general liability: $1,000,000
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 01 11 85 or 88. The amount of insurance set forth above will be a combined single limit per occurrence
for bodily injury, personal injury, and property damage for the policy coverage. Automobile coverage will
be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto). Liability
policies will be endorsed to name CITY, its officials, and employees as “additional insureds” under said
insurance coverage and to state that such insurance will be deemed “primary” such that any other
insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO
Form No. CG 20 10 11 85 or 88, or equivalent. Such insurance will be on an “occurrence,” not a “claims
made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written
notice to CITY.
c.Professional liability coverage will be on an “occurrence basis” if such coverage is available, or on a
“claims made” basis if not available. When coverage is provided on a “claims made basis,” CONSULTANT
will continue to renew the insurance for a period of at least three (3) years after this Agreement expires
or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect
during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of
any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this
Agreement was in effect.
d. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance
of the insurance required under this Agreement, including endorsements, and such other evidence of
insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must
be placed with California-admitted insurers with (other than workers compensation) a current A.M. Best
Company Rating of at least “A:VII.”
e. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation against CITY, its elected
or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of the
workers compensation policy which arise from work performed by CONSULTANT for CITY.
f. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this
Agreement, CITY may obtain such coverage at CONSULTANT’s expense and deduct the cost of such
insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to
TERMINATION section. In the alternative, should CONSULTANT fail to meet any of the insurance
requirements under this Agreement, City may terminate this Agreement immediately with no penalty.
g. Should CONSULTANT’S insurance required by this Agreement be cancelled at any point prior to
expiration of the policy, CONSULTANT must notify City within 24 hours of receipt of notice of cancellation.
Furthermore, CONSULTANT must obtain replacement coverage that meets all contractual requirements
within 10 days of the prior insurer’s issuance of notice of cancellation. CONSULTANT must ensure that
there is no lapse in coverage.
h. The CITY shall be entitled to any coverage in excess of the minimums required herein.
I have read and understand the above requirements and agree to be bound by them for any work
performed for the City.
Authorized Signature: ______________________________ Date: ___________________
Printed Name: ____________________________________
SECTION E
Attachments
Monthly
–
Weekly
–
ATTACHMENT A1
Daily
(For reference only: Actual maintenance schedules shall comply with maintenance specifications.)
ATTACHMENT A2
EXAMPLE OF TYPICAL MAINTENANCE PROGRAM
Semi-Annual and Annual
(For reference only: Actual maintenance schedules shall comply
with maintenance specifications.)
HOLIDAYDATE CELEBRATED
Monday, January 2
New Year’s Day 2023
Monday, January 16
Martin Luther King Jr. Day
Monday, February 20
President’s Day
Monday, May 29
emorial Day
M
Monday, June 19
Juneteenth
Tuesday, July 4
Independence Day
Monday, September 4
Labor Day
Monday, October 9
Columbus & Indigenous People’s Day
Friday, November 10
Veterans Day
Thursday, November 23
Thanksgiving Day
Friday, November 24
Day after Thanksgiving
1/2 Day for Christmas Eve
Friday, December 22
Christmas Day
Monday,December 25
1/2 Day for New Year’s Eve
Friday, December 29
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. In addition to the
scheduled holidays identified above, full-time employees receive one floating holiday
granted on January 1. This is a “free” day which may be used at any time before the end of
the calendar year with prior approval ofthe Department Head and/or Division Manager.
Attachment
P
Inventory List: Zone T-17
Item # DescriptionAPPROXIMATE Estimated Quantity
Square Footage
Irrigated Slope
1 117,400
Non-irrigated Landscape
2 53,070
Backflow devices
3 2
Irrigation controllers
4 2
Irrigation enclosures
5 2
City of Santa Clarita
LMD Zone T17 Landscape Maintenance
Proposal #LMD-23-24-7
Landscape Maintenance Services Proposal
September 5, 2023
City of Santa Clarita
23920 Valencia Blvd.
Santa Clarita, CA 91355
To Whom It May Concern:
Thank you for allowing Marina Landscape Services, Inc. the opportunity to submit our landscape
maintenance services proposal for LMD Zones T17 Landscape Maintenance Proposal #LMD-23-
24-7.
Marina Landscape Services is a full-service landscape management company dedicated to
providing exceptional customer service in the Southern California sector for over 35 years.
Marina Landscape Services has established the benchmark of quality and service with our
experienced team of professionals and technicians. Our desire is to provide with the most
attentive, reliable and professional landscape maintenance service in the industry. Marina
Landscape Services has been recognized by our clients, as well as, our peers for our quality
landscape management and water management practices.
Our first goal as your service provider will be to conduct a complete irrigation audit and initiate
proper programming and scheduling of the irrigation system. A report will be provided to the
Landscape Maintenance District (LMD) administrator with proactive suggestions and
recommendations to ensure continuous improvements to the irrigation system and landscape at
LMD Zone T-17 (Rainbow Glen). Marina Landscape Services has developed and provided a
detailed maintenance schedule for the landscaped areas in LMD Zone T-17 (Rainbow Glen).
This schedule will serve as an essential communication tool for the LMD administrator to have a
thorough understanding of our service plan. These maintenance routines will be initiated and
reviewed as required to maintain service levels, as well as, to provide a consistent quality and
appearance.
Enclosed, please find our landscape maintenance services proposal for LMD Zone T-17
(Rainbow Glen). Marina Landscape Services, Inc. will furnish all labor, equipment, tools,
services and special skills required to execute the landscape maintenance specifications set
forth in this request for proposal. The services include, but are not limited to; mowing,
trimming, edging, pruning, fertilization, pre-emergent herbicide application, weed control,
minor tree care, plant replacements, and cleanup and clearing of drainage systems and
maintenance of fuel modification areas. These maintenance management practices will be
performed to maintain the landscape in an attractive and healthy condition at all times.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Thank you for your consideration of our services as we look forward to the opportunity to
work with the City of Santa Clarita. I have been a long-time resident and landscape contractor
in Santa Clarita Valley. My team and I feel we have built a strong reputation in the industry
and have established a good working relationship with the projects we manage. We are very
familiar with your project and fully understand the needs and expectations of the project site
and the City of Santa Clarita. We would be delighted to have LMD Zone T-17 (Rainbow Glen)
in our portfolio and work towards establishing a long-lasting working relationship with the
City of Santa Clarita. It will be our goal to provide immediate impact and improvement and
excellent ongoing landscaping services to LMD Zone T-17 (Rainbow Glen). We look forward
in working with the City of Santa Clarita.
If you have any questions, or if I may provide you with any additional information, please do not
hesitate to contact me.
Sincerely,
Marty Stowell
CEO
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Background
About Marina Landscape Services
Marty Stowell, CEO, of Marina Landscape Services started in the landscape maintenance
industry in 1986. Marty built a landscape maintenance and installation company with the primary
focus of servicing Homeowner Associations, Commercial, Public Works, Parks, and Sports Field
maintenance contracts. Our team of qualified professionals are at the top in the Los Angeles
County area currently servicing over 1,500 acres of slopes, turf, planters, irrigation, water, trees
and fuel modification zones.
We are proud of our achievements and we are confident that our customers will attest to our
commitment.
Today, Marina Landscape Services, employs over 200 trained landscape technicians.
Our corporate office is located at 24801 Pico Canyon Rd., Suite 302, Stevenson Ranch, CA
91381. Our office is open Monday through Friday from 7:00 a.m. - 4:00 p.m.
Philosophy
Marina Landscape Services, Inc. is a reputable landscape services company, we take extreme
pride in our work and our team takes proactive measures to ensure the needs our clients are
achieved and exceeded. We understand the needs and challenges of LMD Zone T-17 (Rainbow
Glen). Marina Landscape Services works with our clients to provide solutions.
Marina Landscapes Services, staffs our projects with the most qualified personnel, equips our
team members with essential communication tools, and new vehicles and equipment for better
efficiency and production, implements the latest horticultural practices, and applies advancing
technologies. We believe we provide our team with the proper tools to effectively and efficiently
address the day-to-day needs of our customers to provide an exceptional level of service.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Scope of Work
Marina Landscape Services, Inc. understands the scope of work and the requirements for
landscape maintenance services for LMD Zone T-17 (Rainbow Glen), and the importance and
impact the landscape can have on the overall appearance of the City. The areas will be
maintained at industry standards and all work will be performed in a professional manner and
using proper equipment and tools, and quality materials.
Transition Plan
Marina Landscape Services will work with the City of Santa Clarita Landscape Maintenance
District (LMD) administration staff in advance to determine the current state of the landscape
zones to be taken over. Meetings will be scheduled, as necessary, between LMD representatives
and the Account Supervisor and the Landscape Maintenance Foreman to start a constructive
dialog that will carry over as the project is transitioned over from the departing contractor. A
thorough initial inspection will be made and documented with suggestions for improvement.
Any approved suggestions will be implemented upon the start of contract.
One of the first processes Marina Landscape Services implements on a new contract is an
irrigation audit. Our audit ensures that the irrigation system is operating properly. Ensuring that
the irrigation is properly operating will reduce water cost and usage, while making sure proper
job-site to ensure all the standards are being met to insure maximum water conservation.
Provided below is a sample of our Irrigation System Audit Worksheet. Marina Landscape
Services will follow the maintenance schedule for the landscaped areas at LMD Zone T-17
(Rainbow Glen). These maintenance routines will be initiated and reviewed as required to
maintain service levels, as well as, to provide a consistent quality and appearance.
General Landscape Maintenance Services
Landscape maintenance services will be provided per the contract specifications utilizing
best practices assuring minimum disturbance to the neighbors, visitors, and facility staff.
Marina Landscape Services recognizes that this is an important matter and will diligently
oblige. To ensure that this is achieved, we will rely on up-to-date scheduling and changes
submitted by the City
Irrigation System Maintenance
Marina Landscape Services will inspect the irrigation system to ensure the plant material is
receiving an adequate amount of water, and that the irrigation controllers are set to the proper
specifications and ensure the irrigation components are operational. Our Irrigation Technicians
and Irrigation Specialists recognize that water conversion is crucial and having an efficient
watering practice is the key to optimizing water usage. Efficiency will be achieved by proper
adjustments and by making the necessary repairs to the irrigation. Irrigation inspections will be
performed per the contract specifications and issues will be reported to the LMD administrator.
Our Account Supervisors, Landscape Maintenance Foreman, Irrigation Technicians and
Irrigation Specialists are experienced and trained in the operation of WeatherTrak controllers,
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
and will adhere to the Irrigation Association, Best Management Practices. Marina Landscape
Services will utilize an Irrigation System Audit Worksheet as a guide for our landscape
irrigation inspections.
Water Management
Marina Landscape Services has an established working relationship with the local water agencies
in providing our projects with the latest in water and irrigation product rebates. In a constantly
advancing industry, we are committed to water conservation and resource technologies. By
installing low-water-use plants, retrofitting irrigation systems with industry- advanced
components, and utilizing on-site weather stations, flow sensors, rain sensors has been successful
in saving our customers in water usage. Marina Landscape Services has fully trained personnel
to address all of the irrigation needs. Our Irrigation Specialist and Irrigation Technicians have
vehicles stocked with the necessary irrigation components for all irrigation needs. Our Irrigation
Specialist and Irrigation Technicians are certified in irrigation and management practices and are
experienced with the following irrigation controllers: WeatherTrak, Calsense, RainBird, Irritrol,
Hunter, ET Water, RainMaster, Baseline, and Weathermatic. Another value-add service Marina
Landscape Services employs is a water consumption analysis to enhance the water conservation
goals, as well as, a soil analysis of the landscaped areas for a better understanding of the soil
dynamics. In addition, Marina Landscape Services also has over 20 years of knowledge and
experience in the application of fertigation.
Weed, Disease and Pest Control
To ensure a healthy and well-kept plant community, Marina Landscape Services will implement
preventative measures and when the need arises will take active measures to ensure quality flora.
Our Landscape Maintenance Foreman are trained on a regular basis and will notify the Account
Supervisor of any pests and/or diseases that may be present. Marina Landscape Services
personnel are always observant for target pests, and seasons will always be a consideration.
Prevention consists of reducing plant stress, as many of us know plants are more susceptible to
damage and disease under stressful conditions thereby, we provide proper pruning techniques,
adequate watering practices, mulching, and in addition we will provide well maintained and
clean equipment to execute the work. For weed control, cultivation is our preferred form of
control, however, if chemical application is necessary, Marina Landscape Services with consult
with our team of Qualified Applicators for proper application recommendations.
Storm Preparation Procedures
Marina Landscape Services proactively cleans the storm drains, v-ditches, and inspects the
slopes for erosion issues during our maintenance rotation, as well as, before, during, after
rain activity. During rain and wind events, the Landscape Maintenance Foreman is
monitoring the site and on stand by for emergency responses. Issues will be reported to the
LMD administrator.
Emergency Response Procedures
When notified of a landscape and/or irrigation emergency during the hours and days of
maintenance services, Marina Landscape Services will respond by phone and/or text message to
the LMD administrator within fifteen (15) minutes of notification. When notified of a landscape
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
or irrigation emergency outside of the normal hours and days of maintenance service, Marina
Landscape Services will respond within thirty (30) minutes. If necessary, personnel and
equipment will be provided within two (2) hours. For maintenance and/or irrigation emergencies,
Account Supervisor, Alonzo Aguilar, will be the direct contact and can be reached at (661) 904-
9478. In addition to direct communication with the Account Supervisor, Marina Landscape
Services customer service can also be contacted during business hours at (661) 753-3730.
Damage Prevention
On a daily basis an initial inspection of the work area will be performed by the Landscape
Maintenance Foreman. The purpose of the inspection will be to identify areas that could
potentially be a liability. Findings will be reported to the LMD administrator and a remediation
plan will be developed.
Safety
Safety is a priority at Marina Landscape Services, Inc. Our technicians are very aware of their
surroundings and participate in daily tailgate safety meetings. Every employee of Marina
Landscape Services goes through a safety training program at the beginning of their employment
and our continuing education only strengthens those foundations. Safety training meetings are
monthly. We hold meetings to learn emergency procedures every two months, and training on
idents have occurred, we re-enact the incident
to educate other employees demonstrating how the accident occurred, and what we could do to
prevent it from occurring again. Our employees are equipped with Personnel Protective
Equipment (PPE) that will protect them and others from being injured. The PPE includes safety
glasses, gloves, proper foot wear, long-sleeves and pants, dust masks, ear plugs and reflective
attire/equipment. Marina Landscape Services trains all employees on how to properly operate
and work around all of our maintenance equipment. Employees learn signaling to a vehicle and
wear reflective attire all the time while being in the surroundings of equipment or traffic. Public
safety is heavily regulated. The Account Supervisor will perform a job-site safety analysis to
identify any potential hazards or safety risks, any found will be reported to the Safety Manager
for any that pose immediate risk or hazard to the public this area will be reported to the LMD
administrator.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Irrigation System Audit Worksheet
Project NameDate
Address
City, State Page of
Abbreviation Key: S = Spray, fixed nozzle R = Rotor, including MSMT nozzles I = Impact = Needs correction = Correction
Controller ID/ Name
Controller Station #
Sprinkler type (Choose one)
Station Flow (gpm)
High Pressure (psi)
Low Pressure (psi)
Action Required (Place "" for needs correction, "" when completed")
Broken pipes
Missing/broken heads
Missing nozzles
psi adjustment needed
Clogged nozzle
Heads not turning
Arc misalignment
Low head drainage
Leaking seals/fittings
Spray defelected/blocked
Sunken head
Titled heads
Mismatched heads
Spray/rotor separation
Spacing uneven
Valve malfunction
Observations on Maintenance Frequency
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Schedule
Marina Landscape Services will provide on-site staffing to perform the required maintenance
services between Monday through Friday. The work schedules consist of a Maintenance
Schedule, Rotation Schedule and Maintenance Program and have been included in this proposal.
Please refer to the Maintenance Schedule section of this proposal. The work schedules identify
and delineate the time frames for the required functions set forth in the scope of work. The
Maintenance Schedule outlines which days of the week the LMD zones will be serviced. The
Rotation Schedule illustrates the areas that will be serviced on a monthly rotation basis. The
Maintenance Program outlines daily, weekly, monthly, semi-annual and annual timelines for
landscape maintenance operations. A written copy of the City approved schedule will be kept in
the company vehicle at all times and be available upon
request of LMD administrator. Marina Landscape Services will notify LMD administrator at
least one (1) week prior to the date and time of all the following maintenance operations:
fertilization; turf aeration; turf renovation/verticutting; micro-nutrients/soil amendments;
spraying trees, shrubs or turf; aesthetic/structural tree and shrub pruning; transplanting of small
and medium sized plants; lane closures; fire protection of the natural slopes area maintenance;
and other items as determined by Special Districts.
Marina Landscape Services will assign an Account Supervisor, a team of Field Technicians
consisting of a Landscape Maintenance Foreman, Landscape Maintenance Technicians and
Irrigation Technicians to the project site. The Account Supervisor will direct the Landscape
Maintenance Foreman and meet with City representatives. The Account Supervisor will visit the
job site regularly to ensure all standards are being met. When necessary, the Account Supervisor
will create punch-lists for items requiring attention. Meetings with LMD staff will be scheduled
when needed. The Landscape Maintenance Foreman will be in direct contact with Account
Supervisor, and is responsible for directing and assisting the Landscape Maintenance
Technicians in completing the landscape maintenance operations. The Landscape Maintenance
Technicians will execute the landscape maintenance operations. The landscape maintenance
operations include but not limited to; mowing, trimming, edging, hand pruning, fertilization,
application of pre-emergent herbicides, weed control, minor tree raising, plant replacements, and
cleanup/clearing of drainage systems. The Irrigation Technician and Irrigation Specialist will
oversee the proper operation of the irrigation system. Proper irrigation includes but not limited;
to repair and/or replacement of irrigation components and proper scheduling of the irrigation
controllers.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Personnel, Equipment, and Facilities
Experience and Qualifications
Marina Landscape Services is confident our team of qualified management and field personnel
bring years of valuable knowledge and experience. Our personnel are certified in safety, traffic
control, Occupational Safety Health Act (OSHA) compliance, pest control application, pest
control advising, water management and arbor care.
Management Personnel
Marty Stowell, CEO
Marty has been a State of California licensed C-27 contractor for over 35 years. His expertise is
found in maintaining Homeowner Associations maintenance contracts in Southern California.
His keen eye for scheduling and the utilization of our crews makes our maintenance operation
very efficient and effective. Marty has extensive knowledge in landscape irrigation and
installation, water management, estimating and construction.
Slater Stowell, CFO
Slater has been in the landscape industry since his childhood. Slater brings years of experience
in operations. He brings her expertise in operations and business to help with the daily
operations. Slater oversees all aspects of the office operations from Account Receivable,
Accounts Payable, Human Resources, business and new contracts.
Efrain Lupercio, Jr., Branch Manager/Senior Account Supervisor
Efrain brings years of experience in management of HOA, Commercial, Retail, Amusement
Park, Public Works maintenance contracts, renovation, water management, estimating,
purchasing and contract administration. He holds a C-
Environment Horticultural Science from Cal Poly San Luis Obispo.
Alonzo Aguilar, Account Supervisor
Alonzo has over 27 years in the landscape industry. He is highly knowledgeable and experienced
in managing HOA, Commercial, Retail, Public Works, and Sports Field maintenance contracts,
and water management, and renovations. He is also experienced in estimating, purchasing and
inventory management.
Steven Avelar, Account Supervisor
Steven brings over 15 years of landscape maintenance experience. He has a multitude of
experience in managing HOA, Commercial, and High-end Retail maintenance contracts, and
water management, and renovations. Steven is also experienced in estimating, purchasing and
inventory management.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Juventino Orozco, Account Supervisor
Juventino has over 16 years of landscape maintenance experience. His background in
landscape maintenance has been in field production and management of HOA and Public
Works maintenance contracts, water management and renovations.
Jorge Trinidad, Irrigation Specialist
Jorge has over 15 years of landscape maintenance and irrigation experience. His
specialization is in irrigation and water management. He is certified in irrigation and water
management. Jorge oversees twelve irrigation technicians.
Administrative Personnel
Andrea Aguilar, Office Manager/Customer Service Representative
Andrea focuses on Customer Service, Human Resources and Payroll responsibilities.
Evelyn Trinidad, Office Administrator/Customer Service Representative
Evelyn focuses on Customer Service and Accounts Receivable/Payable responsibilities.
Field Personnel
Our team of field technicians are professional, experienced, well-trained and certified
Landscape Maintenance Foreman, Irrigation Technicians and Landscape Maintenance
Technicians. The landscape maintenance foreman is responsible for managing the landscape
maintenance crew and executing the day-to-day maintenance duties. The landscape
maintenance technicians are responsible for executing the day-to-day maintenance duties. The
irrigation technician performs the necessary adjustments and repairs to achieve maximum high
efficiency of the irrigation system.
Consultant
Craig Crotty, Arbor Culture LLC
Craig Crotty is the consulting ISA Certified Arborist for Marina Landscape Services. He
manages private and public projects within the City of Santa Clarita. Craig has been in the arbor
care industry since 1991. He is well versed in the arbor care industry. Craig holds certifications
from the International Society of Arboriculture. His arborist consulting practice include: Tree
Identification, Preservation Plans and Monitoring for Construction, Risk Assessment, Appraisal,
Diagnosis and Recommendations, Tree Cultural Care and Management Specifications, Insect
and Disease Identification and Energy Conservation Programs.
K2group
Kriss Keogh, Landscape Architect and President, has provided valuable assistance in water
conservation through the practice of water consumption data and analysis services. Kriss has
been called upon to evaluate a variety of client requests to track and monitor water use as it
relates to physical use, as well as, dollars spent. K2group is available to assist the City of Santa
Clarita.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Wildlife Management Professionals
Wildlife Management Professionals will be the weed and pest control applicator for Marina
Landscape Services. Wildlife Management Professionals holds a valid and active and State of
California Department of Pesticide Regulations, Pest Control Business license, and a valid and
active State of California Department of Pesticide Regulations, Qualified Applicator
certification. The applicator will be used as necessary per the Scope of Services.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Organizational Chart
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Equipment
Marina Landscape Services, Inc. is fully equipped with a fleet of new vehicles, power equipment
and tools and also has larger equipment available in house. An outline of the vehicles, equipment
and tools that will be assigned to this project is provided below. Marina Landscape Services
employees are uniformed. Uniforms and Personnel Protective Equipment (PPE) shall be properly
exhibited. Our Account Supervisors and Foreman are equipped with smart phone devices allowing
for efficient communication to help parties exchange information quickly and help execute tasks
promptly.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Equipment
Maintenance Crews Irrigation Technician
Vehicle Vehicle
1 Ford F-250 Truck 1 Ford F-150 Truck
1 Landscape Trailer Small Tools
Irrigation controller remote & transmitter
Power Equipment Hand Pruners
2 Backpack Leaf Blower Loppers
2 String Trimmer Shovels (Round, Square & Trench)
2 Extension Hedge Trimmer Tool Set
1 Chainsaw Traffic Control
1 Pole Saw
2
Small Tools
Hand Pruners
Hand Picks
Hula Hoes
Loppers
Shovels (Round, Square & Trench)
Rakes
Hand Saws
Garden Spade Forks
Pole Pruner
Hoses
Quick Couplers
Broom
Trash Cans
Fertilizer Spreader
Traffic Control
Available Equipment
Walk-behind Aerators
Walk-behind De-thatchers
Bucket Truck
Dump Trucks
Commercial Grade Chippers
Dump Trailers
Front Loaders
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Facilities
Corporate Office
Our corporate office is located at 24801 Pico Canyon Road, Suite 302, Stevenson Ranch, CA
91381.
Fleet Dispatch Facility - Coltrane
Our Coltrane Fleet Dispatch Facility is located at 23121 Coltrane Avenue, Newhall, CA 91321.
With our local facility in close proximity to the project site, we can ensure maximum service
time and minimum drive time.
Fleet Dispatch Facility - Canyon Country
Our Canyon Country Fleet Dispatch Facility is located 28010 Tiffany Lane, Canyon Country,
CA 91387. We can ensure maximum service time and minimum drive time, with our local
facility in close proximity to the project site.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
EXHIBIT B1: ADDITIONAL PRICING
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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.
Extra/Additional work by the CONTRACTOR, shall not exceed the labor rates as listed:
Pricing and Billing Schedule Detail
Skill Level Hourly Cost After-Hour Emergency
97.50
65.00
Irrigation Laborer $_____ per hour $_____ per hour
33.5050.25
Landscape Laborer $_____ per hour $_____ per hour
60.00
QAC/QAL Herbicide and Pesticide Applicator $_____ per hour N/A
Please initial to verify acknowledgement of labor rates: ______________________________
EXHIBIT B2: ADDITIONAL PRICING CONTINUED
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
Fill out this form completely and return with your proposal. Do NOT include this pricing in the cost on
the of your proposal response.
Please list the unit price for labor, EXCLUDING part/material costs, for the following tasks. These rates
may be used in evaluating cost estimates for additional work requested by the City under this contract.
EXTENDED PRICE
UNIT OF
ITEM
DESCRIPTION QTY UNIT PRICE
(UNIT PRICE X
MEASURE
NO.
QTY)
Price for maintenance of landscaped
21.25
SF 500 $ 0.0425$
1.
with turf.
Price for maintenance of landscape with
2. SF 1,000 $ $ 25.00
0.0250
trees, shrubs, and ground cover.
Price for maintenance of landscaped,
12.50
0.0250
3. SF 500 $ $
irrigated slope.
Please list the unit price for all-inclusive labor and material costs, for the following tasks. These rates
may be used in evaluating cost estimates for additional work requested by the City under this contract.
EXTENDED PRICE
ITEM UNIT OF
DESCRIPTION QTY UNIT PRICE (UNIT PRICE X
NO. MEASURE
QTY)
Price for installation of one (1) gallon
4. EA 5 $ $
67.50
13.50
shrub.
Price for installation of five (5) gallon
35.00
5. EA 5 $ $ 175.00
shrub.
Price for installation of fifteen (15) gallon
6. EA 5 $ $ 625.00
125.00
shrub.
Price for installation of fifteen (15) gallon
225.001,125.00
7. EA 5 $ $
tree.
Price for installation of twenty-four-inch
8. EA 2 $ $
920.00
460.00
(24-inch) box tree.
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
1) The last six (6) months of tailgate safety meeting sign-in sheets and topics covered must be made
available UPON REQUEST. (Do not send with proposal submission at this time.)
2) In the year of 2021, what was the longest stretch of days worked without an accident in the landscape
maintenance division?
182
_________________________________________________________________________________
3) Please provide any sustained complaints made to your company within the past four (4) years to
Cal-OSHA.
N/A
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
4) Please provide any sustained complaints made to your company within the past four (4) years to
the California State Contractor Board in regards to your Class C-27 California Landscaping
Contractor License.
N/A
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
EXHIBIT D: PROACTIVE APPROACH FORM
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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?
Please see attached page
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
*Attach additional pages as necessary.
EXHIBIT D: PROACTIVE APPROACH
Marina Landscape Servicesprides itself in providing the best landscape services in the industry.
Its team of qualified professionals and technicians pride themselves in servicingits customers
withthe most attentive, reliable and professional landscape servicesavailable.Marina supplies
our staff with up-to-date communication tools for communication efficiency, providesthe newest
vehicles and equipment, appliesthe latest horticultural practices and implementsadvancing
technologies for better efficiency and higher production.
Marina Landscape Services will work with the City of Santa ClaritaLandscape Maintenance
District administration staff in advance to determine the current state of the landscape zones to
be taken over. Meetings will be scheduled as necessary between LMDrepresentativesand the
Account Supervisor and theLandscape Maintenance Foremanto start a constructive dialog that
will carry over as the project is transitioned over from the departing contractor. A thorough
initial inspection will be made and documentedwith suggestions for improvement, as necessary.
Any approved suggestions will be implemented upon the start of contract. One of the first
processes Marinaimplements on a new contract is anirrigationaudit. Our irrigation audit
ensures that the irrigation is operatingproperly. Ensuring that the irrigation is properly operating
will reduce water costand usage, while making sure proper absorption is occurring in the plant
soil.will be visiting the job-site to ensure all thestandards are
being metto insure maximum water conservation.
Marina Landscape Services will takeallproactive measures to ensure that the quality of service
is being met and exceeded.MarinaLandscape Services Account Supervisor, Alonzo Aguilar,
will bein charge ofoverseeing ouron-sitestaffdedicated to this contract.Alonzo has over 27
years ofexperience in the landscaping industry andis very familiar with the LMDZone. We are
certain the transition from contracts will seamless. Aguilar will be visiting the job site frequently
to ensure all standards are being met. When necessary, hewill create punch-lists for anything
that needs attention. Using this proactive method of control, we are able to keep our projects in
excellent condition.
The close proximity of our facility to the project sites ensures there is less drive time to the job,
therefore, resulting in more time spent on the job.
ağƩźƓğ \[ğƓķƭĭğƦĻ {ĻƩǝźĭĻƭͲ LƓĭ.
Serving Santa Clarita Ι Los Angeles Ι Orange County Ι Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 Ι Stevenson Ranch, CA 91
EXHIBIT E: DESIGNATION OF SUBCONTRCATORS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 ½ 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
Craig Crotty Arbor Culture As Needed
Location and Place of Business
424 Mesa Lila Road Glendale, CA 91208
Bid Schedule Item No’s: Description of Work
Certified Arborist
LMD-23-24-7
License No. Exp. Date: / / Phone ( )
(818) 636-4917
06/30/2024
WE-0749A
Subcontractor DIR Registration No. Dollar Value of Work
As Needed
Wildlife Management Professionals
Location and Place of Business
4505 Industrial St #2A Simi Valley, CA 93063
Bid Schedule Item No’s: Description of Work
LMD-23-24-7
Weed and Pest Control
License No. Exp. Date: / /Phone ( )
151824
(805) 813-1785
01/31/2023
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 # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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.
City of Culver City - Parks, Recreation & Community Services/9770 Culver Boulevard, Culver City, CA 90232-0507
1. _________________________________________________________________________________
Name and Address of Owner / Agency
(310) 253-6471
Dani Cullens
_________________________________________________________________________________________
Name and Telephone Number of Person Familiar with Project
Landscae Maintenance services and
2018Current
$22,440/month
fuel modification management
_________________________________________________________________________________
Contract Amount Type of Work Date Started Date Completed
Westridge HOA/Valencia Management Group, 25106 Avenue Tibbitts #100, Valencia, CA 91355
2. _________________________________________________________________________________
Name and Address of Owner / Agency
(818) 974-0099
Rob Nakamura
_________________________________________________________________________________
N ame and Telephone Number of Person Familiar with Project
Landscape maintenance services,
water management, fuel modification
2009
$54,938/monthCurrent
management, and arbor care
_________________________________________________________________________________
Contract Amount Type of Work Date Started Date Completed
Caruso Management Company/101 The Grove Drive, #300, Los Angeles, CA 90036
3. _________________________________________________________________________________
Name and Address of Owner / Agency
(818) 637-8011
Julie Jauregui
_________________________________________________________________________________
N ame and Telephone Number of Person Familiar with Project
Landscape Maintenance services,
water management, and arbor care 2018
$64,670/monthCurrent
_________________________________________________________________________________
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:
MaxPro Insurance Solutions, 25129 The Old Road Rd #220, Stevenson Ranch, CA 91381 (661) 425-9153 Ext 102
_____________________________________________________________________________________
Lockton Companies, 444 W 47th Street, Suite 900, Kansas City, MO 64112-1906 (844) 290-4908
_____________________________________________________________________________________
EXHIBIT H: EQUIPMENT REQUIREMENTS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
Additional equipment requirements for work within proposed Landscape Maintenance District or the
ability of Contractor to rent/lease at no additional cost:
Commercial grade lawn mowers with mulching blade attachment, sufficient in size to cover large
turf areas
Proper equipment required to perform pruning tasks including hand pruners, loppers, saws,
pole pruners and chainsaws
Commercial Grade Battery Powered Leaf Blowers
All maintenance supplies for proper equipment operation
Garden Spading Forks
Shovels
Rakes
Scoop Shovels (various sizes and shapes)
Commercial Grade Chipper
Safety equipment such as head, eye, and ear protection, work boots. Body protection such as
chaps should also be used when operating chainsaws
Irrigation controller remotes and transmitters; particularly WeatherTrak
Irrigation milliamp multimeter
All the required tools and equipment to make minor and major irrigation repairs
All traffic control signs mechanical and stand alone, barricades, cones, vests all equipment and
safety wear shall be Cal-OSHA approved
Please initial to verify acknowledgement of equipment requirements:_______________
Initials
EXHIBIT I: CERTIFICATIONS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 C-27 License (license number will suffice)
WeatherTrak irrigation manager, flow manager and OptiFlow training completion
California State Contractor's License C-27 #492212, Marina Landscape Services, Inc.
1. ___________________________________________________________________________________
Martin Stowell, CEO, C-27 License #492212, Staff
2. ___________________________________________________________________________________
Slater Stowell, CFO, WeatherTrak Certified - Staff
3. ___________________________________________________________________________________
Alonzo Aguilar, Account Supervisor, Staff
4. ___________________________________________________________________________________
Amadeo R/ Landscape Maintenance Foreman, Staff
5. ___________________________________________________________________________________
Jorge T, Irrigation Specialist, WeatherTrak Certified, Staff
6. ___________________________________________________________________________________
Craig Crotty, Certified Arborist, ISA WE-0749A, Subcontractor
7. ___________________________________________________________________________________
Troy L Spillman, QAL #151824, Subcontractor
8. ___________________________________________________________________________________
9. ___________________________________________________________________________________
10. __________________________________________________________________________________
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91355
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91355
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91355
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91355
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 Zone T17 Landscape
Maintenance. The Contractor will be expected to perform maintenance practices and uphold the
standards herein to the established specifications throughout the length of the contract.
*Supervisor’s Signature:Date:
09/05/2023
09/05/2023
*Estimator’s Signature:Date:
09/05/2023
*Owner’s Signature:Date:
*All three signatures required
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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 subconsulting agreements and cause its subconsultants to agree to
indemnities and insurance obligations in favor of CITY and other Indemnitees in the exact form and
substance of those contained in this Agreement.
4.INSURANCE
a.Before commencing performance under this Agreement, and at all other times this Agreement is
effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits
complying, at a minimum, with the limits set forth below:
Type of Insurance Limits
Commercial general liability: $1,000,000
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 01 11 85 or 88. The amount of insurance set forth above will be a combined single limit per occurrence
for bodily injury, personal injury, and property damage for the policy coverage. Automobile coverage will
be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto). Liability
policies will be endorsed to name CITY, its officials, and employees as “additional insureds” under said
insurance coverage and to state that such insurance will be deemed “primary” such that any other
insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO
Form No. CG 20 10 11 85 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.
09/05/2023
Authorized Signature: ______________________________ Date: ___________________
Efrain Lupercio
Printed Name: ____________________________________
Maintenance Schedule
LMD ZONE T-17 Rainbow Glen
ZONE CREW SERVICE DAY(S)
T-17 Maintenance Wednesday
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Maintenance Program
Designed to your specific horticultural composition our Maintenance Program will allow us to
properly plan and forecast monthly and seasonal service needs while providing clients a user-
friendly guideline.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Rotation Schedule
Weekly Maintenance Rotation Schedule assures maximum property coverage while maintaining
budget
ensure optimum curb appeal. Marina Landscape Services, Inc. will develop an extensive and
customized Daily, Weekly, Monthly and Quarterly action plan to ensure maximum coverage and
efficiencies.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
Fill out this form completely and return with your proposal.
Item Column A Column B
Project Site
No. Monthly Maintenance Cost Annual Maintenance Cost
1,235.00
1. LMD Zone 17 $ ____________________x 12 months $ 14,820.00
Total (Column B)
Total proposed amount annually, in legibly printed words:
Fourteen thousand eight hundred twenty dollars and zero cents
______________________________________________________________________________
EXHIBIT G1: STAFF
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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.
Alonzo Aguilar
Account Supervisor
1. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
Amadeo R.Landscape Maintenance Foreman
2. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
Landscape Maintenance Technician
Angel H.
3. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
Jorge TrinidadIrrigation Specialist
4. Name______________________________________ Job Title________________________________
Level 1-WeatherTrak Basic Systems Training Certified
License/Certificates__________________________________________________________________
Efrain Lupercio, JrBranch Manager
5. Name______________________________________ Job Title________________________________
BS Environmental Horticultural Science & C-27 Licensed Contractor
License/Certificates__________________________________________________________________
Slater StowellCFO
6. Name______________________________________ Job Title________________________________
Level 1-WeatherTrak Basic Systems Training Certified
License/Certificates__________________________________________________________________
7. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
8.Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
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______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
14. Name______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
15. Name______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2: STAFF HOURS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
Fill out this form for the following zone: T17. Labor time proposed is time working on site and does not
include travel time. Attach additional pages as necessary for additional personnel.
ZONE: ___T17____
Supervisors
Account Supervisor
2
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crew #1
Landscape Maintenance Foreman
4
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Landscape Maintenance Technician
4
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crew #2
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Specialty Positions
Irrigation SpecialistAs Needed
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Spray TechnicianAs Needed
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Specialty Positions
Certified Arborist As Needed
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
REQUEST FOR PROPOSALS
23-LMD-18 Zones T29
Landscape Maintenance
PROPOSAL # LMD-23-24-06
TABLE OF CONTENTS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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 B1: ADDITIONAL PRICING
EXHIBIT B2: ADDITIONAL PRICING CONTINUED
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: EQUIPMENT REQUIREMENTS
EXHIBIT I: CERTIFICATIONS
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
SECTION E
MAINTENANCE SCHEDULE EXAMPLE – DAILY – ANNUAL
MAINTENANCE MAP(S)
INVENTORY LISTS
HOLIDAY SCHEDULE
SECTION A
RFP Information & Instructions
CITY OF SANTA CLARITA REQUEST FOR PROPOSALS
Project Name: 23-LMD-18 Zones T29 Landscape Maintenance
Proposal #: LMD-23-24-06
Dates Published: August 3, 2023
Last Day for Questions: August 29, 2023 before 11:00 AM (PT)
Proposal Closing: September 5, 2023 before 11:00 AM (PT)
License(s) Required: Class C-27 California Landscaping Contractor License
Project Description: The City of Santa Clarita is soliciting sealed proposals from qualified landscape
maintenance companies to provide for the maintenance services of designated
landscaped areas within the boundaries of LMD Zone T-29 (American Beauty)
and may include other nearby areas within the City of Santa Clarita. These
services include, but are not limited to; mowing, trimming, edging, hand
pruning, fertilization, application of pre-emergent herbicides, weed control,
minor tree raising, plant replacements, and cleanup/clearing of drainage
systems.
Prevailing Wage: Yes
Bond Requirements: No
Contact Information: Danielle Marquez | (661) 255-4936 | dmarquez@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.
PROPOSAL INSTRUCTIONS
PROPOSAL # LMD-23-24-06
23-Lmd-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
1.SUBMITTING PROPOSALS.
1.1.The response must be submitted on this form and include all forms provided or information
requested or required by the scope of work or specifications, (uploaded via BidNet).
1.2.All documentation of unit pricing or other cost breakdowns as outlined in this proposal must be
submitted to support the total proposed price.
1.3.Proposals/corrections received after the closing time will not be accepted. The City will not be
responsible for proposals not properly or timely, uploaded. Upon award, all submissions become
a matter of public record.
2.ADDENDA. The City will not accept responsibility for incomplete packages or missing addenda. It is
the vendor’s responsibility to monitor BidNet for release of the addenda prior to submission of the
quote to make certain the package is complete and all required addenda are included. This
information will be available via BidNet. Vendors are cautioned against relying on verbal information
in the preparation of proposal responses. All official information and guidance will be provided as
part of this solicitation or written addenda. Addenda, if issued by the Agency, will be transmitted via
BidNet. Addenda must be digitally acknowledged through BidNet in addition to a printed and signed
version submitted with the proposal. If addenda are not signed and submitted with the proposal
response, the proposal may be deemed non-responsive and rejected.
3.AWARDS.
3.1.The City reserves the right to waive any informality in any proposal.
3.2.This RFP does not commit the City to award a contract, or to pay any amount incurred in the
preparation of the proposal. The City reserves the right to accept or reject all proposals received
as a result of this request, to negotiate with any qualified consultant, or to cancel this RFP in part
or in its entirety. The City may require the selected consultant to participate in negotiations and
to submit such technical, price, or other revisions of the proposal as may result from negotiations.
The City reserves the right to extend the time allotted for the proposal, and to request a best and
final offer, should it be in its best interest to do so.
3.3.The proposal may be awarded in its entirety as proposed; however, the City reserves the right to
award elements of the work, independently, and to do portions “in-house.” Additionally, the City
reserves the right to award subsequent work on this project based on information presented in
this proposal, without recourse to a separate or subsequent RFP process, should it be in its best
interest to do so.
3.4.The City may make an award based on partial items unless the proposal submitted is marked “All
or none.” Where detailed specifications and/or standards are provided the City considers them
to be material and may accept or reject deviations. The list of proposals submitted will be posted
on BidNet, normally within 24 hours.
4.BRAND NAMES, ALTERNATIVES, OR EQUIVALENTS.
4.1.The use of the name of a manufacturer, or any specific brand or make, in describing any item
contained in the solicitation document does not restrict vendors to the manufacturer or specific
article, this means is being used simply to indicate a quality and utility of the article desired; but
the goods on which bids/quotes/proposals are submitted must in all cases be equal in quality
and utility to those referred to. This exception applies solely to the material items in question
and does not supersede any other specifications or requirements cited. Materials differing from
stated specifications may be considered, provided such differences are clearly noted and
described, and provided further that such articles are considered by a City official to be in all
essential respects in compliance with the specifications.
4.2.If you plan on bidding/quoting/submitting a proposal with an alternative or equivalent product
please provide the cut sheet/spec sheet or detailed product description for the proposed
product via the BidNet Q&A section. For each product proposed documentation provided must
include a description reflecting the characteristics and level of quality that will satisfy the salient
physical, functional, or performance characteristics of “equal” products specified in the
solicitation. The proposal must also clearly identify the item by brand name (if any), and
make/model number. In addition, the proposal may include descriptive literature such as
illustrations, drawings, or a clear reference to previously furnished descriptive data or
information available to the City, and clearly describe any modifications the offeror plans to
make in a product to make it conform to the solicitation requirements. Staff will provide an
answer via BidNet if the proposed product will be considered.
4.3.Any alternatives or equivalent product proposals must be made prior to the last day for
questions. The City has the option of accepting or rejecting any alternative or equivalent
product. Exception is made on those items wherein identical supply has been determined a
necessity and the notation NO SUBSTITUTE has been used in the specification section.
5.COOPERATIVE BIDDING. Other public agencies may be extended the opportunity to purchase off this
solicitation with the agreement of the successful vendor(s) and the City. The lack of exception to this
clause in vendor's response will be considered agreement. However, the City is not an agent of,
partner to or representative of these outside agencies and is not obligated or liable for any action or
debts that may arise out of such independently negotiated "piggy-back" procurements.
6.DELIVERY. Unless otherwise specified, delivery shall be D.D.P., the City of Santa Clarita, site of user
division and contract delivery may begin no later than fifteen (15) calendar days from receipt of order.
7.INVOICES. Invoices will be forwarded to:
City of Santa Clarita
Special Districts Division
Attn: Dan Hamrick
23920 Valencia Blvd. Ste. 295
Santa Clarita, CA 91355-2196
Invoices will reflect the purchase order # and goods or service delivered in accordance with the terms
of the contract. Invoice processing begins on receipt of the material or invoice, whichever is later.
8.DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS. No proposer or
subcontractor/subconsultant may be listed on a bid proposal for a public works project (submitted on
or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to
Labor Code Section 1725.5 \[with limited exceptions from this requirement for proposal purposes only
under Labor Code Section 1771.1(a)\]. No proposer or subcontractor/subconsultant may be awarded
a contract for public work on a public works project (awarded on or after April 1, 2015) unless
registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5. This
project is subject to compliance monitoring and enforcement by the Department of Industrial
Relations.
9.PREPARATION. All proposals and required forms must be uploaded as laid out in the 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 identified in the City Council approved City of Santa Clarita Combined Engineer’s Report
for Landscape Maintenance Districts. Pursuant to Section I of the Engineer’s Report, the maximum
assessment rate may increase each fiscal year based on the annual change in the Consumer Price
Index (CPI), during the preceding year, for All Urban Consumers, for the Los Angeles, Long Beach and
Anaheim areas, published by the United States Department of Labor, Bureau of Labor Statistics (or a
reasonably equivalent index should the stated index be discontinued). 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 Class C-27 California
Landscaping Contractor License with proposal response. Failure to possess the specified license shall
render the proposal as non-responsive and shall act as a bar to award the contract to any proposer
not possessing said license at the time of award. As provided for in Section 22300 of the California
Public Contract Code, the Contractor may substitute securities for monies withheld by the City to
ensure performance under the contract.
13.PREVAILING WAGES. This contract is subject to the State prevailing wage requirements of the
California Labor Code including, but notlimited 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 # LMD-23-24-06
23-Lmd-18 Zones T29 Landscape Maintenance
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 B1: Additional Pricing
o Exhibit B2: Additional Pricing Continued
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: Equipment Requirements
Exhibit I: Certifications
Exhibit J: Acknowledgement & Acceptance of Scope of Work
Exhibit K: Notice to Proposers Regarding Contractual Requirements
Maintenance Schedule(s) - Daily, Weekly, Monthly, Semi-Annual, Annual (see examples in
Section E)
Rotation Schedule (Maintenance Map showing frequency of work within designated
areas/sections)
All signed addendums (if any) – Digitally acknowledged on BidNet in addition to uploaded via
BidNet
The following documents must be provided by the AWARDEE ONLY (With Agreement)
Delivered to City Hall, Attn: Dan Hamrick
Maintenance Agreement
Insurance Required by Contract
W-9 Form
Fringe Benefit Statement
SECTION B
Solicitation Information
SCOPE OF WORK
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
EVENT DATE
Solicitation advertisement August 3, 2023
Last day for questions August 29, 2023
Proposal closing September 5, 2023
*Dates are subject to change at the City’s discretion*
1.BACKGROUND
1.1.The City of Santa Clarita (City) administers 62 financially independent zones within the Landscape
Maintenance District (LMD), providing landscape maintenance services for the LMD operations
through contracts with private companies. Solicitations for proposals to support contract services
are made regularly and often allow an opportunity for multiple zones to take advantage of
economies of scale.
1.2.The City is soliciting sealed proposals from qualified landscape maintenance companies to
provide for the maintenance services of designated landscaped areas within the boundaries of
LMD Zone T-29 (American Beauty) and may include other nearby areas within the City. These
services include, but are not limited to; mowing, trimming, edging, hand pruning, fertilization,
application of pre-emergent herbicides, weed control, minor tree raising, plant replacements,
and cleanup/clearing of drainage systems. The areas are expected to be maintained at a crisp,
clean level of appearance at California Landscape Contractors Association (CLCA) Industry
Standards and all work performed in a professional manner using quality equipment and
materials.
1.3.The following general Scope of Work applies to the areas of the City’s LMD Zones T-29 (American
Beauty) area. All items in this Scope of Work, unless indicated as Additional Work, shall be
considered as included in the monthly maintenance cost of this zone. Please consider this when
submitting your quote. All items indicated as Additional Work shall be requested on an “as
needed” basis. This Contract shall run for (1) year, with the option for three (3) additional one (1)
year renewals.
2.GENERAL REQUIREMENTS
2.1.The Contractor shall furnish all labor, equipment, materials, tools, services and special skills, i.e.
Irrigation Specialists, Irrigation Assistants, Foreman, and Supervisors required executing the
landscape maintenance as set forth in these all-inclusive labor and equipment specifications. The
Contractor will be expected to uphold the highest standards of quality and performance in
maintenance of plant material, natural areas, hardscape, and irrigation systems. Maintenance of
landscape shall include, but not be limited to: mowing, trimming, edging, hand pruning,
fertilization, brush clearance, application of pre-emergent herbicides, weed control, minor tree
lifting, dead plant removal, plant replacements, and cleanup/clearing of drainage systems. All
mulch provided by the City will be disbursed by the contractor on site to control weed growth. It
is the intent of these specifications to provide plant material maintenance methods to keep all
areas weed free, trash free, and in an overall state of good health.
The LMD covered by this Agreement shall be maintained at a crisp, clean level of appearance at
California Landscape Contractors Association (CLCA) Industry standards and all work shall be
performed in a professional manner using quality equipment and materials. The manpower
required to provide the expected level of services indicated in these specifications shall be
supplied at all times. In the event seasonal and/or unforeseen circumstances warrant additional
personnel to maintain said specifications, the contractor shall provide additional resources at no
additional cost.
2.2.City LMD administration staff, consisting of the Landscape Maintenance Specialist, Project
Development Coordinator, Landscape Maintenance Administrator, Special Districts Manager, or
the Administrative Services Director, shall herein be described as Special Districts.
2.3.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. The
landscape areas include: irrigated and landscaped areas; fire protection slopes and natural areas,
shrubs, trees, and ground cover which may be irrigated by electrically controlled automatic or
manual systems. All locations shall be maintained with nothing but the highest of industry
standards at no less than the frequencies provided in the proposal submission by Contractor.
2.4.Contractor must provide all-inclusive labor and equipment for landscape, grounds and
maintenance services including, but not limited to:
85% hand pruning and 15% mechanical;
Select prune shrubs to the natural shape of the plant according to its species throughout
the year to encourage healthy growth habits according horticultural best practices;
Fertilization application;
Irrigation; minor and major repairs;
Hand watering (as necessary);
Bleeding of valves necessary during emergencies and/or when automatic systems are
not functioning properly;
Pruning of shrubs and trees (first twelve vertical feet measured from the ground);
Trimming of shrub areas, and ground cover;
Keeping minimum eighteen (18) inch clearance from fence lines behind homes;
Disease control;
Pest control;
Tree maintenance; (first 12’ of trees and as agreed) structural pruning per ANSI Best
Management Practices;
Inspection, maintenance and repairs of irrigation systems;
Mulching (City provided mulch); will be disbursed by the contractor at their expense;
Manual weed abatement;
Chemical weed control;
Maintenance of fire protection/fuel modification areas;
Marking underground irrigation lines and other LMD equipment upon Dig Alert
notification and/or other requests;
Traffic control (per Watch Manual) while working in the public right of way, medians, and
parkways;
Litter pickup, doggie litter removal, trash bags removed and replaced from receptacles
(City provided dog waste bags; City-reimbursed trash bags - Contractor’s cost plus no
more than 15%);
Irrigation Specialist, Irrigation Assistant, Laborers and Foreman are provided as
proposed at minimum and as necessary to provide the expected level of maintenance.
Hardscape Maintenance (i.e.: sweeping or blowing down concrete, gum and litter
removal, crack and/or gutter weed abatement, and removal of weeds within 18” of a
fence or wall);
Provided in Attachments A1 & A2 are examples of Maintenance Program Guides. They are to
serve as a guideline for proposal purposes only. The contractor shall submit within their
proposal a “Team Composition” and “Rotation Schedule” that will serve as the expected
minimum monthly requirements. The minimum is only acceptable once all field conditions
reflect the expectations of the specifications herein. The contractor is expected to supply
sufficient resources at all times to meet or exceed expectations.
2.5.Inclement Weather and Adverse Conditions
Unless determined to be an unsafe working condition, on days of light precipitation
and/or forecasted rain the contractor shall continue to be present as scheduled
performing alternative tasks, such as but not limited to the following; monitoring of
drainage devices, drain inlet clearing, maintaining/cleaning of walkways, debris removal
within planting areas, hand pruning of shrubs, etc., or as directed by Special Districts.
During periods of extremely adverse and inclement weather, the Contractor shall be
present as scheduled performing inspections of the maintained areas, maintaining
drainage devices for proper flow, as well as monitoring the overall state of the site and
reporting any concerns in regards to safety and property during regular assigned hours.
Contractor shall report any storm damage or issues related to inclement
weather/adverse conditions to Special Districts within 24 hours of occurrence. All storm
damages must be photo documented prior to any removal or clean up. If remedial work
is required beyond the scope of the contract, it may be paid as additional work upon
approval by Special Districts.
2.6.Contractor recognizes that during the course of this Agreement other activities and operations
may be conducted by alternative contracted parties. These activities may include, but are not
limited to:
Landscape refurbishment; tree, shrub, and ground cover installation;
Irrigation system refurbishment and/or repair;
Construction and/or storm related operations;
Emergency response operations;
Electrical repairs;
Tree Trimming / Tree planting / Tree counting;
Concrete removal and replacement, block wall and brick repairs;
Fence installation and repairs, wood, vinyl, and Crete Rail;
Integrated pest management / Chemical applications to trees;
Streetscape furniture cleaning and pressure washing of walkways and appurtenances.
At the discretion of LMD, the Landscape Maintenance Contractor may be required to modify or
curtail specific tasks and operations within their maintenance contract.
2.7.When notified of a landscape or irrigation emergency during the hours and days of maintenance
service as identified in Section 10, the contractor shall respond by phone and/or text message to
the Landscape Maintenance District Monitor and/or Special Districts Office within fifteen (15)
minutes of notification. When notified of an emergency outside of the normal hours and days of
maintenance service, the contractor has thirty minutes to respond by phone or text to the
Landscape Maintenance District Monitor and/or Special Districts. If personnel and equipment
are necessary for the emergency, 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
eliminate all unsafe conditions which would adversely affect the health, safety, or welfare of the
public. See Section 11 for consequences for failure to comply.
2.8.Contractor shall clearly identify and equip each vehicle used within the City 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. Uniforms (matching pants and shirts), proper shoes, safety vests and other gear required
by State Safety Regulations (OSHA) shall be properly exhibited. Shirts shall be buttoned and
worn at all times.
2.9.Contractor and employees shall at all times dress in a company uniform that identifies their
employer and exhibit good customer service to City staff, City contracted staff, residents, and the
general public throughout the term of this contract. All communication will be professional in
manner between all parties. The City will employ consulting Landscape Maintenance Monitors.
These consultant monitors will be treated the same as other Special District staff. Failure to
properly and respectfully communicate may be cause for contract termination.
2.10.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 with maintaining areas of
twenty (20) acres or larger and median/parkway maintenance a minimum of two (2) linear miles
or larger. Vendor is to provide a minimum of three (3) references with a similar scope & type of
work within the proposal response.
2.11.Contractor’s employees and/or representatives shall be thoroughly trained and experienced in
the computer based central operating systems of WeatherTrak irrigation control systems, and all
other corresponding equipment. Should Special Districts choose a different controller
manufacturer, the contractor shall make available employees or representatives for product
training at no additional cost to City.
2.12.Contractor shall provide cellular communication to each crew foreman and have the ability to
connect to City Monitors and Special Districts representatives.
2.13.The contractor, and/or subcontractors, must possess the following licenses at time of proposal
submission; C-27 California Landscaping Contractor License. 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 an as-needed basis. The Contractor must submit copies of the licenses, and
certificates or subcontractor information sheets, indicating licenses held at the time of
proposal submission.
2.14.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.
3.LANDSCAPE AREAS TO BE MAINTAINED
3.1.The LMD areas to be maintained under the provisions of this Agreement are specifically identified
in Attachment B.
3.2.Contractor must acknowledge personal inspection of the Zone’s irrigation system and planted
areas. Contractor must also evaluate the extent which the physical condition thereof will affect
the services to be provided. Contractor accepts the premises in their present physical condition,
and agrees to make no demands upon LMD for any improvements or alterations to irrigation,
and landscaped areas thereof. Contractor agrees to possessing the ability to maintain LMD areas
within the provision of this proposal, to the standards set forth herein, without modification,
improvement, or alteration.
4.CERTIFICATIONS/REPORTS/RECORDS
4.1.Payroll and Prevailing Wage Report: Contractor shall complete a Payroll and Prevailing Wage
Certification Report which shall be made available to LMD upon request. Contractor shall provide
the required information in a form acceptable to Special Districts. The City is requesting that one
monthly bill be submitted by the contractor to Special Districts for the maintenance.
4.2.Maintenance Function Report: Contractor shall maintain and keep current a report that records
when all Periodic, Seasonal, and Additional Work maintenance functions performed by
Contractor's personnel were completed. Said report shall be in a form and content acceptable to
Special Districts and will be made available to Special Districts upon request. The monthly
payment may not be made if such report is requested and not made available or is in a form
that is unacceptable to Special Districts.
4.3.Certification of Specialty Type Maintenance: When applicable, Contractor shall include with the
monthly invoice those specialty type maintenance items completed. The following information
shall include but not be limited to:
Quantity and complete description of all commercial and organic fertilizer(s) used.
Quantity and label description of all grass seed used.
Quantity and complete description of all soil amendments used.
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.
4.4.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.
4.5.Violation Records: The awarded contractor shall not have two (2) or more Cal-OSHA sustained
complaints or four (4) or more California State Contractor Board sustained complaints within the
past four (4) years. A proposal response from the awarded vendor that does not meet these
requirements may be considered a non-responsive proposal, and the City of Santa Clarita will
proceed to the next qualified bidder. Please supply this information on Exhibit C (Violation
Records).
5.ADDITIONAL WORK
5.1.Special Districts may arrange for additional Contractor personnel to cover additional work
needed due to extraordinary incidents such as vandalism, Acts of Nature or third-party
negligence for which Contractor will be compensated. Regularly occurring “bad weather” is not
considered an Act of Nature for the purposes of this contract.
5.2.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. This
written description and estimate (or proposal) shall be provided within 72 hours of request. No
work shall commence without the written authorization from Special Districts. Costs for
additional work shall not exceed the labor rate identified on the Additional Pricing Sheet #1. 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.
5.3.When a condition exists wherein there is imminent danger of injury to the public or damage to
property, Special Districts may verbally authorize the work to be performed upon receiving a
verbal estimate from Contractor. However, within 24 hours after receiving such verbal
authorization, Contractor shall submit a proposal to be approved by Special Districts.
5.4.All additional (or extra) work shall commence on the specified date established, and Contractor
shall proceed diligently to complete said work within the time allotted. All invoices submitted by
Contractor for extra work shall include a detailed itemization of labor and/or materials and
specific zone(s) identified. All invoices for extra work and items must be submitted biweekly to
Special Districts.
6.CONTRACTOR’S LIABILITIES
6.1.All damages resulting from Contractor's operation within the LMD areas shall be repaired or
replaced at Contractor's expense within 48 hours.
6.2.All such repairs or replacements shall be completed within the following time limits.
Irrigation damage shall be repaired or replaced prior to the next regularly scheduled
watering event or as agreed upon with Special Districts.
All damages to shrubs, trees, or ground cover shall be repaired or replaced within five
(5) working days or sooner as directed by Special Districts.
All concrete walkway, block walls, light poles, or any appurtenances, shall be repaired
within a reasonable timeframe agreed upon by LMD staff.
6.3.All repairs or replacements shall be completed in accordance with the following maintenance
practices.
Trees: Minor damage such as bark lost from impact of mowing equipment shall be
remedied by a qualified tree surgeon or arborist. If damage results in loss of a tree, the
damaged tree shall be removed and replaced at Contractor’s expense to comply with the
specific instructions of Special Districts.
Shrubs: Minor damage may be corrected by appropriate pruning as required in Section
19, "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 19 "Shrub and Ground Cover Care" of the Specifications.
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.
7.INTERPRETATION OF THE MAINTENANCE SPECIFICATIONS
7.1.Should any misunderstanding arise, Special Districts will interpret this Agreement. If the
Contractor disagrees with the interpretation of Special Districts, Contractor shall continue with
the work in accordance with Special District’s interpretation. Within 30 days after receipt of the
interpretation, Contractor may file a written request for a hearing before a Disputes Review Panel
as provided hereinafter. The written request shall outline in detail the area of dispute.
7.2.The Disputes Review Panel will be appointed by Special Districts and will be composed of not less
than three (3) Qualified personnel or representatives having experience in the administration of
grounds maintenance contracts. The panel will convene within one (1) week of appointment in
order to hear all matters related to the dispute. The hearing will be informal and formal rules of
evidence will not apply. The Panel will submit its recommendation to Special Districts for
consideration, within one (1) week following the conclusion of the hearing. Special Districts shall
render an interpretation based upon review of the Panel's recommendation. Special Districts’
decision shall be final.
8.OFFICE INQUIRIES AND COMPLAINTS
8.1.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 tenants within said LMD or from Special
Districts 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.
The telephone of said Contractor shall be on the exchange or exchanges of said District(s) or a
toll-free number, and in no case shall the people of said District(s) be required to pay a toll charge
to telephone said Contractor. During normal working hours, Contractor's Foreman or an
employee of Contractor, at the supervisory level, who is responsible for providing maintenance
services, shall be available for notification by telephone or text communication.
8.2.Whenever immediate action is required to prevent impending injury, death, or property damage
to the LMD being maintained, Special Districts may authorize such action to be taken by a third-
party work force and shall charge the cost thereof as determined by the Administrator, against
the Contractor, or may deduct such cost from an amount due to Contractor from Special Districts.
8.3.Contractor shall maintain a written log of all complaints, the date and time thereof, and the
action taken pursuant thereto or the reason for non-action. The log of complaints shall be
available for inspection by Special Districts at all reasonable times.
8.4.All complaints shall be addressed as soon as possible after notification; but in all cases within 24
hours, to the satisfaction of Special Districts. If any complaint is not resolved within 24 hours,
Special Districts shall be notified immediately of the reason for not resolving the complaint
followed by a written report to Special Districts within five (5) days. If the complaints are not
resolved within the time specified or to the satisfaction of Special Districts, Special Districts may
correct the specific complaint and the total cost incurred will be deducted from the payments
owing to the Contractor from Special Districts.
9.SAFETY
9.1.Contractor agrees to perform all work outlined in this Agreement in such a manner as to meet
all California Landscape Industry Standards for safe practices during the maintenance operation
for medians and parkways and to safely maintain stored equipment, machines, and materials or
other hazards consequential or related to the work; and agrees additionally to accept the sole
responsibility for complying with all local, City, State or other legal requirements including but
not limited to, full compliance with the terms of the applicable O.S.H.A. and CAL-O.S.H.A. Safety
Orders at all times so as to protect all persons, including Contractor's employees, agents of the
City, vendors, members of the public or others from foreseeable injury, or damage to their
property. Contractor shall inspect all potential hazards at the LMD areas covered by this
Agreement and keep a log indicating date inspected and action taken.
9.2.It shall be Contractor's responsibility to inspect, and identify, any condition(s) that renders any
portion of the LMD premises unsafe, as well as any unsafe practices occurring thereon. Special
Districts shall be notified immediately of any unsafe condition that requires major correction.
Contractor shall be responsible for making minor corrections including, but not limited to:
Filling holes in planting areas, and paving;
Using barricades, signs, caution tape or traffic cones to alert patrons of the existence of
hazards;
Replace valve box covers so as to protect members of the public or others from injury.
During hours of operations, Contractor shall obtain emergency medical care for any member of
the public who is in need thereof, because of illness or injury occurring on the premises.
Contractor shall cooperate fully with the City in the investigation of any accidental injury or death
occurring on the premises, including a complete written report thereof to Special Districts within
five (5) days following the occurrence.
9.3.Under the circumstance that landscape maintenance work be performed in a Caltrans right of
way; including but not limited to freeway onramps and offramps; the contractor shall adhere to
the safety requirements in the Caltrans Maintenance Manual/Protection of Workers.
9.4.Contractor agrees to report any signs of homeless encampment activity, including but not limited
to, trash/debris, personal items, homeless persons present, etc. immediately to LMD Office staff
for appropriate actions to be taken by internal City staff. Contractor staff are not to approach
any homeless persons in the zones and should seek advice from LMD staff accordingly.
10.HOURS AND DAYS OF MAINTENANCE SERVICES
10.1.The hours of maintenance service shall occur Monday thru Friday between 7:00 a.m. to 5:00
p.m. Overtime rates will only apply to work performed outside these hours of maintenance
service or completed on a day specified in (Attachment C) “2023 Holiday Schedule”. This applies
to all future Holiday Schedules. A work schedule shall be provided and approved in advance by
Special Districts. No work will be performed on City Legal Holidays (Attachment C) unless
authorized by Special Districts Administration in advance. Blowers, lawnmowers, chainsaws or
other mechanical equipment with a decibel level above 65 decibels may not be used before 7:00
a.m. within City of Santa Clarita limits in accordance with ordinance 11.44.010.
10.2.Contractor shall provide on-site staffing to perform the required maintenance to meet required
California Industry Standards anytime between Monday through Friday. However, if the
contractor can accomplish the same work within a shorter service schedule, then the Special
Districts Division can modify their maintenance schedule. Alternate days or any changes in the
days and hours of operation heretofore prescribed shall be subject to approval by the Special
Districts Division.
10.3.For the purpose of this contract, “work” time in the field excludes lunch, breaks, and travel
time to and from the contractor’s yard. 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 (8) 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.
11.MAINTENANCE SCHEDULES
11.1.Contractor shall submit a work schedule prior to start of contract. Though a work schedule is
requested as part of the response file for the contractor proposal, any modifications or changes
must be agreed to prior to start of a contract. Said work schedule shall be set on a monthly
rotational basis, identifying and delineating the time frames for the required functions by the
day of the week and time of day. Work schedules shall be reviewed and approved by LMD Staff
following submittal. City, at its discretion, may impose liquidated damages for each subsequent
day the Contractor is delinquent in delivering said work schedule to the Special Districts Office.
11.2.Contractor shall submit revised schedules when actual performance differs substantially from
planned performance. The Contractor is provided the opportunity and procedure for adjusting
scheduling requirements. The Contractor has also been provided the opportunity and procedure
for adjusting schedules to meet special circumstances and inclement weather. Said revisions
shall be submitted to Special Districts for review and approval within three (3) working days prior
to scheduled time of work. A written copy of the current City approved schedule must be kept
in the site foreman’s vehicle at all times and be available upon request of City Staff or the City’s
contracted Landscape Monitor.
11.3.Contractor shall notify Special Districts, in writing, at least one (1) week prior to the date and
time of all the following maintenance operations:
Fertilization;
Micro-Nutrients/Soil Amendments;
Spraying of Trees and Shrubs;
Aesthetic/Structural Tree and Shrub Pruning;
Preventative disease control;
Transplanting of small and medium sized plants;
Lane closures notification for median or parkway maintenance is required;
Other Items as Determined by Special Districts
11.4.Failure to complete the work as scheduled or as specified herein may result in the following
actions:
a)A sum of up to five hundred dollars ($500.00) per day will be deducted and forfeited from
payment to the Contractor for each instance where an item of work is not completed in
accordance with the schedule or any portion of the specifications herein.
b)Deficiencies: An additional amount equal to the cost incurred by completion of the work
by an alternate source, whether it be City forces or separate private contractor, even if
it exceeds the contract unit price, will be deducted from the Contractor’s invoice.
c)These actions shall not be construed as penalty but as adjustment of payment to the
Contractor for only the actual work performed or as the cost to the City for inspection
and other related costs from the failure by the Contractor to complete the work
according to the schedule or specifications.
12.CONTRACTOR’S STAFF
12.1.Contractor shall provide sufficient 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 proposal. Contractor must
perform all work in accordance with the specifications set forth herein. Contractor's employees,
whether assigned to any one Zone or as part of a crew serving any number of Zones shall include
at least one individual crew foreman who speaks and comprehends the English language.
12.2.Special Districts may at any time give Contractor written notice to the effect that the conduct or
action of a designated employee of Contractor is, in the reasonable belief of Special Districts
Staff, detrimental to the interest of the public using the premises, Contractor shall meet with
representatives of Special Districts to consider the appropriate course of action with respect to
such matter and Contractor shall take reasonable measures under the circumstances to assure
Special Districts that the conduct and activities of Contractor's employees will not be detrimental
to the interest of the public patronizing the LMD covered under this Agreement.
12.3.LMD 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
LMD. 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 LMD staff as necessary.
13.SIGNS/IMPROVEMENTS
13.1.Contractor shall not post signs or advertising matter upon the premises or improvements
thereon, unless prior approval therefore is obtained from LMD Special Districts.
14.UTILITIES
14.1.Special Districts shall pay for all utilities associated with the maintenance of the LMDs. However,
water usage shall not exceed the amount required to comply with irrigation schedules
established by the Contractor and approved by Special Districts. Contractor will be required to
manage the scheduling of the controllers. Contractor shall pay for all excessive utility usage due
to Contractor's failure to monitor irrigation system malfunctions or unauthorized increases in
the frequency of irrigation. These activities may include, but are not limited to watering during a
rain storm and/or watering the day after rain and/or watering during a special event. The excess
cost will be determined by comparing current usage with historical usage for the same time
period. The excess to be deducted from payments to Contractor from Special Districts will be
presented to Contractor by Special Districts prior to actual deduction to allow for explanations.
15.NON-INTERFERENCE
15.1.Contractor shall not interfere with the public use of the LMD areas covered under this
Agreement, and shall conduct its operations as to offer the least possible obstruction and
inconvenience to the public or disruption to the peace and quiet of the area within which the
services are performed.
16.USE OF CHEMICALS
16.1.The application of chemicals such as herbicides and pre-emergent will be at the contractor’s
expense inclusive of this contract. 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 in
compliance with all Federal, State, and local laws and will be accomplished by a Certified
Applicator under the direction of a Licensed Pest Advisor. Contractor, in complying with the
California Food and Agricultural Code, shall provide a copy of a valid Pest Control Operator's
License and valid Pest Control Advisor's License, or a copy of said licenses from a sub-contractor
to Special Districts prior to using chemicals within the area.
16.2.A listing of proposed chemicals to be used including; commercial name, application rates, and
type of usage shall be submitted to Special Districts for approval. The listing will be accompanied
by copies of Material Data Sheets (MDS) for all chemicals that may be used in binder or booklet
form. No work shall begin until written approval of use is obtained from Special Districts. 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.
16.3.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.
16.4.Records of all operations stating dates, times, methods of application, chemical formulations,
applicators names and weather conditions shall be made and retained in an active file for a
minimum of three (3) years. Contractor shall provide a chemical use report and a copy of the PCA
recommendation to Special Districts for each application (site specific) made during each month.
This shall be in addition to the copy of the usage summary that is provided to the Agricultural
Commissioner.
16.5.All chemicals requiring a special permit for use must be registered with the County Agricultural
Commissioner's Office and a permit obtained with a copy to Special Districts.
16.6.All regulations and safety precautions listed in the "Pesticide Information and Safety Manual"
published by the University of California shall be adhered to.
16.7.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.
17.STORAGE FACILITIES
17.1.Special Districts shall not provide any storage facilities for the Contractor. Any Contractors
storage facilities must be located outside of the boundaries of the Zone for which landscape
maintenance services are performed, unless Special Districts determines it would be in the best
interests of Special Districts to waive this restriction.
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 shrubs throughout the year to encourage healthy growth
habits, and to encourage growth to the natural shape of the plant according to its species
and appearance with the exception of roses, which shall be pruned no later than the end
of January. Periodic pruning may be required to maintain consistent size, structure,
and/or appearance of large groupings of the same species. All shrubs shall be free of
dead wood, weak, diseased, insect infested and damaged limbs at all times. Removal of
all clippings will be completed the same day pruning occurs. Pruning will not be
completed while plants are flowering, during the emergence of new growth, or when
high temperatures are present during the hottest time of the year (typically July-August)
unless directed by Special Districts. No balls, squares or unusual shapes are permitted
under this RFP. Selective pruning is required following the natural habit of the particular
plant. Dead shrubs, not a result of third-party negligence, will be removed by contractor
at their cost. Shrubs to be pruned to stay below a height that is consistent with
specifications or as directed by Special Districts.
Trimming: The growth of shrubs and ground cover will be restricted to areas behind curbs
and walkways, and within planter beds by trimming, as necessary, or upon notice by
Special Districts. All trimming practices are subject to change as directed by Special
Districts.
Disease and Insect Control: All LMD areas are to be maintained free of disease and insects
and treated when needed pursuant to Section 22.
Weed Control: All ground cover and shrub beds are to be kept weed free at all times.
Methods for control shall incorporate the following:
a.Mulch application to 3” layer maximum. (Removal on an as needed basis of
existing/spent mulch may be required to insure the level of grade is kept below
surrounding hardscapes and/or at an acceptable height as determined by LMD
staff. Such removal will be considered an extra and will require submittal of a
proposal and approval by LMD staff.)
b.Hand removal
c.Cultivation
d.Chemical eradication using non-residual herbicides
Shrub and Ground Cover Replacement: All damaged, diseased (untreatable), or dead
shrubs and ground covers whose damage occurred due to natural conditions/causes, will
be replaced under the terms of “additional work” as described in Section 4 and/or Exhibit
B2: Additional Pricing. All shrubs shall be guaranteed to live and remain in healthy
condition for no less than ninety (90) days and trees for a period of one (1) year from the
date of installation of the plants or trees.
Fertilization: Application of an LMD approved fertilizer a minimum of two (2) times per
year to provide a healthy color in all plants with foliar feedings. The fertilizer shall be
applied once during the months of March or April and once during the months of
September or October. Contractor will cultivate around plants as needed. Fertilizer shall
be appropriate for plant type and season (time of year) and approved by LMD staff prior
to installation. The Contractor shall provide a fertilization schedule two (2) weeks prior
to the proposed fertilization.
Irrigation: Irrigation, including hand watering and manual bleeding of valves, is required
in the event of an emergency situation and/or where automatic systems are not
functioning as required. Irrigation practices described in Section 25 shall apply to trees,
shrubs, and ground cover.
Diversion Requirements: In keeping with State mandated requirements, the LMD 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 above referenced
zones. Contractor requirements for this program shall include a Vermeer 1500 chipper
or equivalent for use on site at a minimum of twice per week.
Recycling: Recycling of plant debris by composting and/or maintaining a minimum 2- inch
layer of mulch under all trees and around all shrubs/groundcover. A minimum 3- inch
layer in all open areas is strongly encouraged. Mulch purchased by the LMD will be
disbursed with the above specifications by the contractor who will provide the labor
at the contractor’s expense.
Renovation: Renovate ground covers according to prescribed practices in the industry as
needed to maintain a healthy vigorous appearance and growth rate. When ground
covers and perennials have grown where they completely fill the space in which they
were planted and have started to deteriorate, i.e., less flowering, dying out, smaller
plants, they shall be renovated. (Renovation shall include removing said plants,
amending the soil, dividing plants as necessary and replanting to maintain a healthy,
vigorous appearance and growth rate.)
19.TREE CARE
19.1.Contractor under the terms of this agreement shall perform the following services:
Tree Maintenance
a.All trees in the Zone, regardless of the overall stature, from the base up to the
first twelve (12) feet shall be maintained free of all dead, diseased and damaged
branches back to the point of breaking as per contract. Wound dressings are
never used on any tree pruning cuts.
b.All sucker growth is to be removed from trees as it occurs.
c.Maintain an 8-foot clearance for branches overhanging walkways and public
sidewalks.
d.Report insects and tree diseases to Special Districts Inspector.
e.Stake and support all replacement trees and replace stakes which have been
broken or damaged on existing trees.
f.Tree stakes shall be pentachlorophenol 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.
g.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.
h.Stakes and ties will be placed so no chafing of bark occurs and shall be checked
frequently and retied to prevent girdling.
i.Broken branches are to be removed immediately whether they are in the tree or
on the ground.
j.All tree wells in sidewalks within the maintenance areas’ boundaries to be kept
weed free and mulched where applicable.
Fertilization: May be required at the direction of Special Disricts to apply fertilizer within
drip line at least once per year (during the months of March or April) to provide a healthy
color in all plants. Fertilizer should, at the direction of LMD, be a balanced organic 10-6-
4 ratio with trace element. Contractor shall provide Special Districts with two (2) weeks
notification prior to the fertilizer application.
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 6 with the identical species
of tree existing previously, unless otherwise notified in writing by Special Districts. The
need for and the size of replacement will be determined by Special Districts at the
monthly maintenance inspection meeting or upon written notification. Size of the
replacement shall be of a like size. Substitutions will require prior written approval by
Special Districts. Original plans and specifications should be consulted to insure correct
identification of species.
All newly planted trees installed by the Contractor are the responsibility of the
Contractor to maintain and guarantee healthy establishment for a period of one (1)
year. Any trees installed by others will be the responsibility of the Contractor when
special care or accommodations are required during the establishment period.
Olive Tree Spraying: Ornamental olive trees shall be sprayed to prevent fruit set by use
of “Maintain,” "Florel" or other approved product. Two (2) applications shall be required
7-10 days apart. The first application shall be applied when ½ to ¾ of the olive blooms
are open (sometime between April 1 and May 10). Both spray applications shall be put
on using a power sprayer with a minimum of 150 psi. pressure. The Landscape
Maintenance District’s Tree Maintenance contractor will provide most of the chemical
applications to trees. If the landscape contractor provides this service 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. Special Districts will procure Oak
Tree Permits once work is approved.
Tree Pruning/Trimming: All tree trimming/pruning will be done in accordance with the
standards established by the International Society of Arboriculture (ISA) and ANSI 300
Best Management pruning practices.
Street Tree Wells: Contractor is responsible to keep all tree wells within LMD areas weed-
free and maintain tree well irrigation system in accordance with Section 25 of these
Specifications. Mulching of tree wells is required as needed and/or as directed by Special
Districts.
20.NATURAL, BRUSHED, MANUFACTURED, HYDROMULCHED SLOPE CARE
20.1.Natural areas or riparian corridor areas in these zones are open space areas that have minimal
usage due to the sloping character of the land and/or the rugged landscape materials that are
native to the land. Contractor will provide periodic maintenance, according to routine
scheduling, consisting of trash, brush or other debris removal. Contractor at his cost will visually
inspect these areas throughout the year as scheduled, providing pick up and removal of any
debris or trash.
20.2.Contractor at his cost shall be responsible for all inclusive weed abatement, maintaining the
brushed slope areas throughout the year in accordance with the below-identified height of
weeds, dead wood removal in accordance with the 100’ distance from dwellings or structures
requirements pursuant to County fire code. Copy of current requirements can be found at:
https://www.fire.lacounty.gov/.
20.3.These slope areas are hillside areas and are designed to meet the Los Angeles County Ordinances
for fire retardation. These areas generally occur in sloping terrain with gradients ranging 10
percent to 100 percent. Slopes are either manufactured or natural. The natural slopes have been
brushed to remove certain plant materials. Manufactured slopes have been hydromulched or
planted in accordance with applicable County Ordinances. Use of these areas by the residents
should be minimal.
20.4.Contractor shall perform, under the terms of this agreement, 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, and may be up to
200 feet at the request of Special Districts, from a dwelling or structure and all debris
removed from the site.
Dead wood from woody plants shall be removed and/or trimmed when the area is
brushed. May be required at the direction of Special Districts to apply water within the
cleared zone only as needed during fire season to maintain sufficient moisture content
for sustenance of the plants and to inhibit combustion. Remove all debris from this
operation off the LMD property. Weeding shall commence immediately following the
rainy season once the growth of weeds has reached a maximum of 12 inches in height
or when the County Fire Marshall has determined that a fire hazard condition exists.
When weeding or brush removal is required, the required weeding shall be completed
as soon as possible and shall be completed throughout an LMD within a maximum
period of 30 days.
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 this RFP. Contractor at his
expense shall remove weeds to a distance of 30 feet measured from any sidewalk
adjacent to a fire protection area twice a year.
20.5. Where reference is made to weeding, brushing, or clearing within 100 feet (but may be up to
200 feet) of a structure, it is intended that the space between the structure and the private
property line is the responsibility of the owner of the property except where Special Districts has
accepted an easement to maintain a portion of the private lot. As an example, assume a private
residential lot has a depth of 100 feet, the rear or side of which abuts a fire protection slope.
Assume that the structure is set back 20 feet from the property line abutting this slope. 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, Special Districts is responsible for those
areas where an easement has been accepted by Special Districts over a portion of a private lot.
Consult with Special Districts for any questions regarding these areas.
20.6.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 from March through November
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 19 and 20 of these Specifications.
21.USE OF INTEGRATED PEST MANAGEMENT
21.1.Materials (biological insects) shall be at Contractor’s cost plus no more than 15%, as necessary
for integrated pest management (IPM) and contractor at his expense under the terms of this
agreement will provide the labor.
Integrated Pest Management (IPM): Integrated pest management (IPM) is a pest
management strategy that focuses on long-term prevention or suppression of pest
problems with minimum impact on human health, the environment, and non-target
organisms. Preferred pest management techniques include encouraging naturally
occurring biological control; using alternate plant species or varieties that resist pests;
selecting pesticides with a lower toxicity to humans or non-target organisms; adopting
cultivating, pruning, fertilizing, or irrigation practices that reduce pest problems; and
changing the habitat to make it incompatible with pest development. Pesticides are used
as a last resort when careful monitoring indicates that they are needed according to pre-
established guidelines. When treatments are necessary, the least toxic and most target-
specific pesticides are chosen. Implementing an integrated pest management program
requires a thorough understanding of pests, their life histories, environmental
requirements, and natural enemies, as well as establishment of a regular, systematic
program for surveying pests, their damage, and other evidence of their presence. IPM
has been mandated on Federal property since 1996 by Section 136r_1 of Title 7, United
States Code, and is cited in Title 41 of the Code of Federal Regulations (102-74.35) as a
required service for agencies subject to the authority of the General Services
Administration. The Contractor will develop an IPM program for work covered by this
statement of work.
Chemical Application: All work involving the use of chemicals will be accomplished by a
State of California Certified or Licensed pest control operator. A written
recommendation by a person possessing a valid California Pest Control Advisor License
is required prior to chemical application.
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 Special Districts, prior to use. A copy of all forms submitted to the County
Agricultural Commissioner shall be given to Special Districts on a timely basis.
Compliance with Regulations: All regulations and safety precautions listed in the
“Pesticide Information and Safety Manual” published by the University of California will
be adhered to.
Pest Control: Control of ground squirrels, gophers, and other burrowing rodents by
trapping and/or eradication will be provided by Special Districts. Contractor is not
responsible for this service. Whenever holes are visible upon the surface, these holes
shall be filled and securely tamped to avoid moisture runoff entering the holes by the
County Agricultural Department who will provide pest control for Special Districts. This
procedure shall be followed in all areas, especially within all slope areas. Contractor is
responsible for notifying Special Districts upon detecting a need for rodent control.
22.GENERAL CLEAN-UP
22.1.Contractor shall at their sole expense under the terms of this agreement perform the following
services:
Trash Removal: The contractor shall provide a trash pickup schedule for approval by
Special Districts. The contractor shall pick up trash and accumulated debris from the site
on a regularly scheduled rotation approved by LMD staff in advance.
Curb and Gutter Maintenance: Contractor is responsible for removal of weeds and grass
from curb and gutter expansion joints (up to 2’ from curb) at all times.
Fence Clearance: Contractor is responsible for removal of weeds and grass from within
18” of any fence or wall within the areas under Contractor’s maintenance at all times.
Walkway and Crack Maintenance: Walkways, if any, will be cleaned immediately following
mowing and edging and cleaned by use of power sweeping or blower equipment at a
minimum of once per week or as needed. This includes removal of all foreign objects from
surfaces such as:
a.Gum,
b.Animal feces,
c.Grease,
d.Paint,
e.Graffiti,
f.Glass and debris
All walkway cracks and expansion joints shall be maintained weed and grass free 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. This
includes the accumulation of leaves/debris at the base and lower branch structures of
shrubs.
Diversion: The Contractor will be responsible for creating and implementing a written
program to divert a minimum of 85% all green waste from landfills. The program should
include, but not be limited to, mulching and composting. The contractor shall report the
total tons of green waste generated and the number of tons diverted from the landfill
annually to the City’s Environmental Services Office. The goal will be at least 85%
diversion.
Drainage Systems & Maintenance: The following services shall be provided by Contractor
at their expense per Contract Agreement except as otherwise provided for:
a.All drains and catch basins shall be free of silt and other debris at all times. The
Contractor shall insure all drainage devices within LMD are functioning properly
at all times
b.All LMD area surface drains (“V” ditches), shall be kept clear of debris at all times
so that water will have an unimpeded passage to its outlet. Contractor will not
flush dirt or debris into the storm drain system per the City’s National Pollutant
Discharge Elimination System (N.P.D.E.S.) permit. All debris will be collected and
disposed of properly.
c.All LMD area sub-surface drains (except storm drains), shall be periodically
flushed with water to avoid build-up of silt and debris. All inlets to sub- surface
drains shall be kept clear of leaves, paper, and other debris to ensure unimpeded
passage of water. Every attempt will be made to prevent debris from continuing
into the City’s Storm Drain system including the use of sand bags, straw bales or
other Best Management Practices (B.M.Ps)
d.If the sub-surface drainage backs up or is blocked due to lack of periodic flushing
of silt and debris as stated above, the contractor shall be responsible at their
cost for plumbing services to clear the drain.
e.Disposal of green waste or other debris into catch basins, drains or Storm Drains
is prohibited. Such action could result in termination of maintenance contract.
23.MAINTENANCE INSPECTIONS
23.1.The Contractor shall perform a maintenance inspection of all facilities on a weekly basis within
the LMD during daylight hours. Such inspections shall be both visual and operational. The
operational inspection shall include operation of all sprinklers, lighting and other mechanical
systems to check for proper operational condition and reliability. Contractor is required to input
non-contractual service request information into the City’s “Resident Service Center” at:
http://user.govoutreach.com/santaclarita/faq.php
23.2.The Contractor shall be expected to meet on site with an authorized representative of Special
Districts for a walk-through inspection. Said meeting shall be at the convenience of Special
Districts and may include residents of the community. Special Districts may notify the
appropriate local representatives of the time and place of each walk-through inspection at a
minimum of one (1) week prior to the date of inspection. In addition, bi-weekly interim
inspections may be made by Special Districts if deemed necessary by LMD Staff.
24.WATER MANAGEMENT AND IRRIGATION SYSTEM MAINTENANCE OR REPAIR
24.1.All irrigation systems within the LMD areas designated in these specifications will be repaired
and maintained as required for proper operation by the Contractor; excluding programming
which is included in the contract. Irrigation repairs are considered to be additional work or
“extras”. For all irrigation repairs, including main lines, all irrigation parts will be reimbursed at
no more than a 15% mark up over the contractor’s cost. The Contractor must provide invoices
upon request of Special District Staff. Failure to provide copies of invoices may result in delay
of payments to Contractor. The contractor shall adhere to the Irrigation Association, Best
Management Practices (BMP’S) at:
http://www.irrigation.org/uploadedFiles/Standards/BMPDesign-Install-Manage.3-18-14(2).pdf
Scope of Responsibility: The contractor shall maintain (repair and/or replace as
needed) and keep operable all irrigation equipment consisting of:
a.Irrigation Programming
b.Irrigation Station Identification/Location
c.Irrigation Heads
d.Remote Control Valves
e.Flow Sensors
f.Flow Sensor Programming
g.PVC Piping (Including mainline and laterals)
h.Quick Couplers
i.Risers
j.Swing Joints
k.Check Valves
l.Irrigation Booster Pumps
m.Solar Controllers/Valves
n.Battery Operated Controllers/Valves
o.Valve Boxes, Quick Coupler Boxes, Etc.
p.Irrigation Controller Programming and Setup
Replacement Requirements: Replacements will be of original materials or substitutes
approved by Special Districts in writing prior to any installation.
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 trees, 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 specifications exceed such
requirements, the specifications shall govern.
Controllers: The contractor will be responsible for the control of Smart Water
Application Technologies (SWAT) certified weather-based controllers or equivalent,
controller programming through the contractors office via a desk top or any wireless
computer, or hand held device. The LMD will provide a password for access.
Inspections: Landscape Maintenance District Consultants/Inspectors will spot check
controller schedules on each inspection of a district to assure compliance with
irrigation program standards. Contractor shall conduct a complete irrigation system
inspection for each district at minimum of twice a year.
24.2. The contractor will be responsible to complete the following WeatherTrak training through
HydroPoint University: Level 1 – WeatherTrak Basic Systems Training. Proof of completion to
be provided with proposal submission. Additional trainings are available and participation is
encouraged.
24.3. 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.
The contractor will be responsible for the control of Smart Water Application
Technologies (SWAT) certified weather-based controllers or equivalent, controller
programming through the Contractors office via a desk top or any wireless computer,
or hand held device. The LMD will provide a username/password for access.
Response to WeatherTrak Alerts by category shall be made within the time frames
listed below. Failure to comply with response times will be considered a deficiency
and may be subject to a deduction from payment in the amount up to five hundred
($500.00) dollars for each instance where an alert is not resolved within the time
frame.
a.Severe Alerts to be resolved within 24 hours.
b.Major Alerts to be resolved within 5 working days
Contractor will provide their own irrigation remote (receiver and transmitter) for control of
the Rain Master, Calsense, LEIT (solar), WeatherTrak or other industry standard controllers
not listed. The City requires the Promax universal irrigation remote or other “smart phone”
technology for its use in field testing and operation of all irrigation systems for the LMD
areas. Use of this device will conserve water consumption, provide for more cost effective
maintenance of irrigation systems, and assure all parties concerned that the automatic
system is operating at maximum efficiency. Special Districts’ inspectors may use this device
in their inspections to verify that irrigation systems are functioning properly. The bleeding
of valves and hand watering are to be used in emergency or testing situations, not for
normal or day-to- day inspections.
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.
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.
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.).
Contractor shall be responsible for monitoring all irrigation systems within the jurisdiction
of this Specification and correct for coverage, adjustment, clogging of lines, and removal of
obstacles, including plant materials which obstruct the spray. Monitoring shall be scheduled
for all systems at minimum 1x monthly.
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).
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.
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.
When available, copies of controller maps shall be kept in enclosures at all times.
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.
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.
It is the responsibility of the Contractor to keep the plant material alive. If this requires an
extra application of irrigation water, the Contractor is to make the necessary adjustments
and immediately notify The City of Santa Clarita upon doing so.
Only City of Santa Clarita staff, City Monitors, the Contractor Supervisor/ Foreman or
Irrigation Technician will have access to all controllers. Enclosures will be locked/padlocked
at all times.
The Contractor shall test the soil in 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.
The 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
Once the irrigation system has been adjusted to only irrigate the planting areas it was
designed to irrigate, the 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.
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.
In addition to the soils condition, the individual plant material requirements must be taken
into account. As the plant material becomes established, a reduction in the frequency of
watering should be implemented to harden-off the plant material while maintaining it in a
healthy condition.
24.4.Operation of Systems:
As a standard practice, the Contractor shall formally acknowledge receipt of the irrigation
system within the first 60 days of the notice to proceed. It is the Contractors responsibility
to conduct a full-scale irrigation audit/assessment to determine deficiencies in the system
and make recommendations for repair(s).
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 trees,
annuals, perennial plants, and ground covers when automatic systems are not functioning.
Irrigation system will be controlled by Contractor in such a way as not to cause an excessively
wet area which could interfere with the Contractor’s ability to mow/maintain landscaped
areas.
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 LMD for
review.
Contractor shall adjust and clean as necessary all sprinkler heads, valves and pressure
regulators to continue operation at maximum efficiency and performance.
All materials and workmanship will be in accordance with the City Plumbing Ordinances
if/when applicable.
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.
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.
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.
The 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. The 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.
During extremely hot weather, long holiday periods, and during or following breakdown of
systems, the 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, the 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.
Once a year, the 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 LMD office immediately should a backflow prevention device
malfunction occur.
Landscape Maintenance District Consultants/Inspectors/City staff will spot check controller
schedules on each inspection of a district to assure compliance with irrigation program
standards. Contractor shall conduct a complete irrigation system inspection for each district
at minimum of twice a year.
Contractor shall observe and note any deficiencies occurring from the original design and
review these findings with Special Districts, so necessary improvements can be considered.
24.5.Repairs:
All pop-up heads should be assembled on triple swing joints.
When irrigation heads, risers, nozzles, etc. break, they will be replaced with like for like
irrigation heads. Uniformity is of the utmost importance.
All remote-control valves shall be Superior 950DW brass valves unless other(s) are accepted
by LMD staff.
Contractor shall repair all leaking or defective valves immediately upon occurrence, or
within 24 hours following notification from LMD of such a deficiency.
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.
Contractor shall submit itemized irrigation invoices for repairs, per LMD Zone on an as
needed basis.
Repair logs shall be maintained and will include date of repair, nature of repair, and itemized
list of materials for clarity. Site map/photo documentation to illustrate location of repair,
photo of site condition, and work completed shall be included with repair log(s).
24.6.Conversation: The City of Santa Clarita may conduct monthly water management meetings with
the 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 the contractor
to review any penalty charges that were caused by the Contractor’s inability to properly manage
water allocations, when applicable. The Contractor will be responsible for paying all water
penalties incurred on each water meter for all overages exceeding allocation established by the
respective water purveyor. The City of Santa Clarita may waive specific penalties at its sole
discretion.
The City of Santa Clarita takes Water Conservation very seriously and will not tolerate
mismanaged or neglected water delivery systems.
24.7.Water Budgets: In order to ensure efficient and responsible water management with regards to
landscape irrigation, the City of Santa Clarita Special Districts office may require the following:
When water budgets have been established for each individual service area within a
Landscape Maintenance District Zone (specifically water meter and/or point of
connection), CONTRACTOR shall not exceed the Maximum Applied Water Allowance
(MAWA) as established by State Assembly Bill 1881, Model Water Efficient
Landscape Ordinance (MWELO).
http://www.water.ca.gov/wateruseefficiency/landscapeordinance/
When water budgets and/or tiered rate structures are enforced by individual water
purveyors such as; Valencia Water Company, Newhall County Water District, Santa
Clarita Water Division, Castaic Lake Water Agency, or SCV Water, CONTRACTOR shall
not exceed the monthly allocation(s) as set forth by the service provider for each
individual service area within a Landscape Maintenance District Zone, specifically
water meter and/or point of connection.
Failure to comply with water budgets may lead to monetary penalties up to the costs
of the excessive use which exceeds the water budget(s), efficient tier, or any “penalty”
tier the City of Santa Clarita is subjected to.
25.MAINTENANCE AND REPAIR OF HARDSCAPE, SERVICE ROADS, AND DRAINAGE SYSTEMS
25.1.Hardscape surfaces, walkways, service roads and drainage systems if any, shall be maintained by
Contractor so as to keep the integrity of the walking and/or driving surface in a safe, unimpaired
condition. The contractor may not use subcontractors not included with the proposal submission
without written approval of Special Districts Staff. Any unsafe condition of a walkway or service
road shall be reported immediately to the LMD Monitor or directly to City Staff.
Contractor may be responsible for total replacement or repair of hardscaping and/or
plant replacement if damage occurs due to Contractor’s negligence or by accidental
damage within maintenance operation.
Contractor shall be responsible for sweeping/blowing all hardscape surfaces within the
contract boundaries on a regularly scheduled routine approved by LMD Staff or as
requested by Special Districts. All debris must be collected and removed.
Disposal of debris by blowing into roadways, sidewalks, or other areas is prohibited
and may be cause for contract termination or a deduction in payment as described in
Section 11.
26.GRAFFITI ERADICATION AND CONTROL
26.1.Contractor may be responsible to remove small amounts of graffiti (licensed plate size) as it
appears upon any of the walkways, Paseo overpasses and underpasses, walls, fences, or any
appurtenant structures or equipment within the areas under Contractor’s maintenance. Special
Districts Inspector will be informed of all graffiti immediately upon discovery. Contractor is
required to input graffiti information into the City’s reporting system at: http://www.santa-
clarita.com/city-hall/departments/administrative-services/technology- services/egraffiti
26.2.The contractor may be required to remove small amounts of debris which would fit into a small
pick -up truck. In such cases the dump fee may be invoiced to Special Districts. Removal of larger
items would be considered as an “additional work” item and subject to the terms of Section 5.
26.3.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 LMD prior to use.
27.DECOMPOSED GRANITE
27.1.Contractor will be required to keep DG areas and pathways free of soil, litter, debris, and weed
free. Any areas in need of repair or fill should be reported and a proposal provided to bring the
area back to an acceptable condition.
28.FUTURE/ADDITIONAL MAINTENANCE AREAS
28.1.For the maintenance of future/additional maintenance areas that have been accepted by the
City, contractor to provide pricing consistent with the Cost Proposal Template (Exhibit A) and
Additional Pricing (Exhibits B1 & B2) in this document for similar landscape/terrain.
RESPONSE FORMAT AND SELECTION CRITERIA
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
1.RESPONSE FORMAT - The organization of the response and cost files is described in this section of
the RFP. All potential vendors must follow this format.
1.1.RESPONSE FILE:
1.1.1.Introduction – A general introduction and description of the proposal shall be provided.
The format of the introduction is at the discretion of the contractor.
1.1.2.Background – Provide insight to your company and its resources. Explain the company
background and philosophy and what qualifies this company to be a successful
candidate for the City’s contract.
1.1.3.Scope of Work – Describe the work program. Identify how the objectives of the
specifications will be performed. Relate the business practices to the specific tasks
required and explain the proposed method for adhering to the landscape maintenance
requirements. Include contractor’s approach to the areas of pro-activeness,
responsiveness, familiarity with common concerns of the LMD areas, problem
resolution, and any other areas that explain how the work will be performed and
managed.
1.1.4.Schedule – Describe the time schedule for each proposed task and area rotation.
Provide staff descriptions and quantity on daily, weekly, monthly, and seasonal
timelines. Proposed work periods and completion dates, as well as any anticipated
meeting dates, should also be identified.
1.1.5.Personnel, Equipment, and Facilities – Describe the personnel qualifications,
equipment to be provided, and numbers of both dedicated to the areas for this
contract. Explain/show the reasoning for the type, number and composition of staff and
equipment for this contract and how the cost of such provides adequate or superior
value to the contract.
1.1.6.Exhibits – The documents within Section D are required to be submitted with the
proposal response and can be referred to throughout the RFP. However, expansion on
all aspects listed above is strongly encouraged. See Document Checklist for more
details.
1.2.COST FILE:
1.2.1.Statement of Offer and Signature – The proposal shall be signed by an individual
authorized to bind the consultant, shall contain a statement to the effect that the
proposal is a firm offer for a 120-day period, and shall contain a statement that the
proposed work will be performed at the “not-to-exceed” price. This will include all
deliverables and meeting attendance as laid out in the scope of work.
1.2.2.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.
1.2.3.Cost File must be submitted separately from the Response File.
2.PROPOSAL EVALUATION AND CONTRACTOR SELECTION – An evaluation panel comprised of
representatives from the requesting department will evaluate all proposals to determine
responsiveness to the RFP. The panel will recommend the selection of the responsible proposer
whose proposal is most advantageous to the City. Accordingly, the City may not necessarily make
an award to the proposer with the highest technical ranking nor award to the Proposer with the
lowest Cost Proposal if doing so would not be in the overall best interest of the City.
The overall criteria is listed below. As proposals are considered by the City to be more equal in their
technical merit, the evaluated cost or price becomes more important so that when technical
proposals are evaluated as essentially equal, cost or price may be the deciding factor.
2.1.SELECTION CRITERIA:
2.1.1.Team Composition: Contractor qualifications, staff qualifications, and number of staff
provided. (Includes but not limited to Section 12 and Exhibits E & G1-G2)
2.1.2.Rotation Schedule: Use and mobilization of resources. Proposed timeline to service all
areas. (Includes but not limited to as described in Section 12 and Exhibit E)
2.1.3.Acknowledgement & Successful Understanding of 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 LMD areas and problem
resolution. (Includes but not limited to Exhibits D & J)
2.1.5.References(Included but not limited to Exhibits C, F &I)
2.1.4.Cost of services provided (Exhibits A & B1-B2)
2.1.5.Value: Cost in relation to manpower. What makes the contractor the best candidate to
provide the services requested. (Includes but not limited to Exhibits A, B1, B2, D, G1-G2)
During the selection process, the evaluation panel may wish to interview proposers 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
CON-6
Council Approval Date:________
Agenda Item: ________
Contract Amount:________
MAINTENANCE AGREEMENT
BETWEEN
THE CITY OF SANTA CLARITA
AND
FOR
THIS MAINTENANCE AGREEMENT (“Agreement”) is made by and between the CITY OF
SANTA CLARITA, a general law city and municipal corporation (“CITY”) and
(“CONTRACTOR”).
The Parties agree as follows:
CONSIDERATION.
As partial consideration, CONTRACTOR agrees to perform the work listed in the
SCOPE OF SERVICES, below; and
As additional consideration, CONTRACTOR and CITY agree to abide by the terms and
conditions contained in this Agreement; and
A.As additional consideration, CITY agrees to pay CONTRACTOR an amount as set
forth in the attached Exhibit “ ,” which is incorporated by reference, for
CONTRACTOR’s services. CITY will pay such amount promptly, but not later
than thirty (30) days after receiving CONTRACTOR’s invoice.
2.TERM. The term of this Agreement will be from , to . The
Agreement may be renewed upon mutual consent of the parties.
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 perdiem 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 otheramounts
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 theservices 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.
3.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 InsuranceLimits (combined single)
Commercial general liability:$1,000,000/$2,000,000 (aggregate)
Business automobile liability$1,000,000
Workers compensationStatutory requirement
B.Commercial general liability insurance will meet or exceed the requirements of
ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth
above will be a combined single limit of $1,000,000 per occurrence, $2,000,000
general aggregate, 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 ISOBusiness 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:VII.” Certificate(s) must reflect that the insurer will provide
thirty (30) day notice of any cancellation of coverage. CONTRACTOR will require
its insurer to modify such certificates to delete any exculpatory wording stating that
failure of the insurer to mail written notice of cancellation imposes no obligation,
and to delete the word “endeavor” with regard to any notice provisions.
E.Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation
against CITY, its elected or appointed officers, officials, agents, volunteers and
employees for losses paid under the terms of the workers compensation policy
which arise from work performed by CONTRACTOR for CITY.
F.COVID-19. CONTRACTOR shall ensure its insurance coverages cover claims
and/or losses related to the COVID-19 pandemic to the extent such insurance
coverage is available. If such insurance is unavailable, but becomes available during
the life of the contract, CONTRACTOR shall procure a policy and name the City as
additionally insured.
G.Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance
required by this Agreement, City may obtain such coverage at CONTRACTOR’s
expense and deduct the cost of such insurance from payments due to
CONTRACTOR under this Agreement or terminate. In the alternative, should
CONTRACTOR fail to meet any of the insurance requirements under this
agreement, City 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.
I.Additional insured status.General liability, automobile liability, and
umbrella/excess liability insurance policies shall provide or be endorsed to provide
that CITYand its officers, officials, employees, agents, and volunteers shall be
additional insureds under such policies.
J.Primary/noncontributing.Coverage provided by CONTRACTORshall be primary
and any insurance or self-insurance procured or maintained by CITYshall not be
required to contribute with it. The limits of insurance required herein may be
satisfied by a combination of primary and umbrella or excess insurance. Any
umbrella or excess insurance shall contain or be endorsed to contain a provision
that such coverage shall also apply on a primary and non-contributory basis for the
benefit of CITYbefore the CITY’Sown insurance or self-insurance shall be called
upon to protect it as a named insured.
4.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, anysuch 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.
5.INDEMNIFICATION.
CONTRACTORshall indemnify, defend, and hold harmless the CITY, and its officers,
employees, and agents (“City indemnitees”), from and against any and all causes of action, claims,
liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs
of litigation (“claims”), arising out of the Contractor’s performance of its obligations under this
agreement or out of the operations conducted by Contractor, including the Contractor’s active or
passive negligence, except for such loss or damage arising from the sole negligence or willful
misconduct of the CITY. In the event the CITYindemnitees are made a party to any action, lawsuit,
or other adversarial proceeding arising from Contractor’s performance of this agreement the
Contractor shall provide a defense to the CITY indemnitees or at the CITY’S option reimburse the
CITYindemnitees their costs of defense, including reasonable legal counsels’ fees, incurred in
defense of such claims.
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 toexercise a measure of
control over the work means that CONTRACTOR will follow the direction of the CITY as to end
results of the work only.
NOTICES.
All notices given or required to be given pursuant to this Agreement will be in writing and
may be given by personal delivery or by mail. Notice sent by mail will be addressed
as follows:
To CITY:City of Santa Clarita
ATTN: Kenneth W. Striplin, City Manager
23920 Valencia Boulevard, Suite 300
Santa Clarita, CA 91355
To CONTRACTOR:
When addressed in accordance with this paragraph, notices will be deemed given upon
deposit in the United States mail, postage prepaid. In all other instances, notices
will be deemed given at the time of actual delivery.
Changes may be made in the names or addresses of persons to whom notices are to be
given by giving notice in the manner prescribed in this paragraph.
TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a
Taxpayer Identification Number.
WAIVER. A waiver by CITY of any breach of any term, covenant, or condition contained in this
Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other
term, covenant, or condition contained in this Agreement, whether of the same or different
character, nor will it be deemed to constitute a continuing waiver.
CONSTRUCTION.The language of each part of this Agreement will be construed simply and
according to its fair meaning, and this Agreement will never be construed either for or against
either party.
SEVERABLE.If any portion of this Agreement is declared by a court of competent jurisdiction
to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary
in the opinion of the court to render such portion enforceable and, as so modified, such portion and
the balance of this Agreement will continue in full force and effect.
CAPTIONS.The captions of the paragraphs of this Agreement are for convenience of reference
only and will not affect the interpretation of this Agreement.
INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with
the laws of the State of California, and exclusive venue for any action involving this agreement
will be in Los Angeles County.
AUTHORITY/MODIFICATION.This Agreement may be subject to and conditioned upon
approval and ratification by the Santa Clarita City Council. This Agreement is not binding upon
CITY until executed by the City Manager. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written agreement.
CITY’s City Manager may execute any such amendment on behalf of CITY.
ACCEPTANCE OF FACSIMILE SIGNATURES.The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the same
effect as an original signature.
EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity between any
provision of this Agreement, its attachments, the purchase order, or notice to proceed,the provisions
of this Agreement will govern and control.
FORCE MAJEURE. Should performance of this Agreement be preventeddue 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:IF
CORPORATION:
By:By:
Print Name & TitlePrint 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:
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:
Trust Fund Paid to:(Name)
Health and Welfare
Address:
$
Trust Fund Paid To:(Name)
Pension
Address:
$
Trust Fund Paid to:(Name)
Vacation/Holiday
Address:
$
Trust Fund Paid To:(Name)
Training
Address:
$
Trust Fund Paid To:(Name)
Other
Address:
$
Classification:Effective Date:Subsistence or Travel Pay:
Trust Fund Paid to:(Name)
Health and Welfare
Address:
$
Trust Fund Paid To:(Name)
Pension
Address:
$
Trust Fund Paid to:(Name)
Vacation/Holiday
Address:
$
Trust Fund Paid To:(Name)
Training
Address:
$
Trust Fund Paid To:(Name)
Other
Address:
$
Classification:Effective Date:Subsistence or Travel Pay:
Trust Fund Paid to:(Name)
Health and Welfare
Address:
$
Trust Fund Paid To:(Name)
Pension
Address:
$
Trust Fund Paid to:(Name)
Vacation/Holiday
Address:
$
Trust Fund Paid To:(Name)
Training
Address:
$
Trust Fund Paid To:(Name)
Other
Address:
$
Supplemental statement must be submitted during the progress of work should a change in rate of any of the classifications bemade.
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 FBS
(Contractor/Subcontractor)By (Name and Title)eSignature
SECTION D
Exhibits
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
Fill out this form completely and return with your proposal.
Item Column A Column B
Project Site
No. Monthly Maintenance Cost Annual Maintenance Cost
1. LMD Zone T29 (American Beauty) $ _____________x 12 months $
Total (Column B)
Total proposed amount annually, in legibly printed words:
______________________________________________________________________________
EXHIBIT B1: ADDITIONAL PRICING
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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.
Extra/Additional work by the CONTRACTOR, shall not exceed the labor rates as listed:
Pricing and Billing Schedule Detail
Skill Level Hourly Cost After-Hour Emergency
Irrigation Laborer $_____ per hour $_____ per hour
Landscape Laborer $_____ per hour $_____ per hour
QAC/QAL Herbicide and Pesticide Applicator $_____ per hour N/A
Please initial to verify acknowledgement of labor rates: ______________________________
EXHIBIT B2: ADDITIONAL PRICING CONTINUED
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
Fill out this form completely and return with your proposal. Do NOT include this pricing in the cost on
the of your proposal response.
Please list the unit price for labor, EXCLUDING part/material costs, for the following tasks. These rates
may be used in evaluating cost estimates for additional work requested by the City under this contract.
EXTENDED PRICE
UNIT OF
ITEM
DESCRIPTION QTY UNIT PRICE
(UNIT PRICE X
MEASURE
NO.
QTY)
Price for maintenance of landscaped
SF 500 $ $
1.
with turf.
Price for maintenance of landscape with
2. SF 1,000 $ $
trees, shrubs, and ground cover.
Price for maintenance of landscaped,
3. SF 500 $ $
irrigated slope.
Please list the unit price for all-inclusive labor and material costs, for the following tasks. These rates
may be used in evaluating cost estimates for additional work requested by the City under this contract.
EXTENDED PRICE
ITEM UNIT OF
DESCRIPTION QTY UNIT PRICE (UNIT PRICE X
NO. MEASURE
QTY)
Price for installation of one (1) gallon
4. EA 5 $ $
shrub.
Price for installation of five (5) gallon
5. EA 5 $ $
shrub.
Price for installation of fifteen (15) gallon
6. EA 5 $ $
shrub.
Price for installation of fifteen (15) gallon
7. EA 5 $ $
tree.
Price for installation of twenty-four-inch
8. EA 2 $ $
(24-inch) box tree.
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
1)The last six (6) months of tailgate safety meeting sign-in sheets and topics covered must be made
available UPON REQUEST. (Do not send with proposal submission at this time.)
2)In the year of 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 Class C-27 California Landscaping
Contractor License.
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
EXHIBIT D: PROACTIVE APPROACH FORM
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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 # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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 ½ 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 # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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
_________________________________________________________________________________
N ame and Telephone Number of Person Familiar with Project
_________________________________________________________________________________
Contract Amount Type of Work Date Started Date Completed
3._________________________________________________________________________________
Name and Address of Owner / Agency
_________________________________________________________________________________
N ame 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 # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
5.Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
6.Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
7.Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
8.Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
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______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
14.Name______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
15.Name______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2: STAFF HOURS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
Labor time proposed is time working on site and does not include travel time. Attach additional pages
as necessary for additional personnel.
ZONE: Zone T-29 (American Beauty)
Supervisors
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crew #1
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 #2
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 ____________________
Specialty Positions
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
EXHIBIT H: EQUIPMENT REQUIREMENTS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
Additional equipment requirements for work within proposed Landscape Maintenance District or the
ability of Contractor to rent/lease at no additional cost:
Commercial grade lawn mowers with mulching blade attachment, sufficient in size to cover large
turf areas
Proper equipment required to perform pruning tasks including hand pruners, loppers, saws,
pole pruners and chainsaws
Commercial Grade Battery Powered Leaf Blowers
All maintenance supplies for proper equipment operation
Garden Spading Forks
Shovels
Rakes
Scoop Shovels (various sizes and shapes)
Commercial Grade Chipper
Safety equipment such as head, eye, and ear protection, work boots. Body protection such as
chaps should also be used when operating chainsaws
Irrigation controller remotes and transmitters; particularly WeatherTrak
Irrigation milliamp multimeter
All the required tools and equipment to make minor and major irrigation repairs
All traffic control signs mechanical and stand alone, barricades, cones, vests all equipment and
safety wear shall be Cal-OSHA approved
Please initial to verify acknowledgement of equipment requirements: _______________
Initials
EXHIBIT I: CERTIFICATIONS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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 C-27 License (license number will suffice)
WeatherTrak irrigation manager, flow manager and OptiFlow training completion
1. ___________________________________________________________________________________
2. ___________________________________________________________________________________
3. ___________________________________________________________________________________
4. ___________________________________________________________________________________
5. ___________________________________________________________________________________
6. ___________________________________________________________________________________
7. ___________________________________________________________________________________
8. ___________________________________________________________________________________
9. ___________________________________________________________________________________
10. __________________________________________________________________________________
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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 23-LMD-18 Zones T29
Landscape Maintenance. The Contractor will be expected to perform maintenance practices and uphold
the standards herein to the established specifications throughout the length of the contract.
*Supervisor’s Signature: Date:
*Estimator’s Signature: Date:
*Owner’s Signature: Date:
*All three signatures required
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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 subconsulting agreements and cause its subconsultants to agree to
indemnities and insurance obligations in favor of CITY and other Indemnitees in the exact form and
substance of those contained in this Agreement.
4.INSURANCE
a.Before commencing performance under this Agreement, and at all other times this Agreement is
effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits
complying, at a minimum, with the limits set forth below:
Type of Insurance Limits
Commercial general liability: $1,000,000
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 01 11 85 or 88. The amount of insurance set forth above will be a combined single limit per occurrence
for bodily injury, personal injury, and property damage for the policy coverage. Automobile coverage will
be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto). Liability
policies will be endorsed to name CITY, its officials, and employees as “additional insureds” under said
insurance coverage and to state that such insurance will be deemed “primary” such that any other
insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO
Form No. CG 20 10 11 85 or 88, or equivalent. Such insurance will be on an “occurrence,” not a “claims
made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written
notice to CITY.
c.Professional liability coverage will be on an “occurrence basis” if such coverage is available, or on a
“claims made” basis if not available. When coverage is provided on a “claims made basis,” CONSULTANT
will continue to renew the insurance for a period of at least three (3) years after this Agreement expires
or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect
during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of
any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this
Agreement was in effect.
d.CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance
of the insurance required under this Agreement, including endorsements, and such other evidence of
insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must
be placed with California-admitted insurers with (other than workers compensation) a current A.M. Best
Company Rating of at least “A:VII.”
e.Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation against CITY, its elected
or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of the
workers compensation policy which arise from work performed by CONSULTANT for CITY.
f.Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this
Agreement, CITY may obtain such coverage at CONSULTANT’s expense and deduct the cost of such
insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to
TERMINATION section. In the alternative, should CONSULTANT fail to meet any of the insurance
requirements under this Agreement, City may terminate this Agreement immediately with no penalty.
g.Should CONSULTANT’S insurance required by this Agreement be cancelled at any point prior to
expiration of the policy, CONSULTANT must notify City within 24 hours of receipt of notice of cancellation.
Furthermore, CONSULTANT must obtain replacement coverage that meets all contractual requirements
within 10 days of the prior insurer’s issuance of notice of cancellation. CONSULTANT must ensure that
there is no lapse in coverage.
h.The CITY shall be entitled to any coverage in excess of the minimums required herein.
I have read and understand the above requirements and agree to be bound by them for any work
performed for the City.
Authorized Signature: ______________________________ Date: ___________________
Printed Name: ____________________________________
SECTION E
Attachments A-D
Monthly
–
Weekly
–
ATTACHMENT A1
Daily
(For reference only: Actual maintenance schedules shall comply with maintenance specifications.)
ATTACHMENT A2
EXAMPLE OF TYPICAL MAINTENANCE PROGRAM
Semi-Annual and Annual
(For reference only: Actual maintenance schedules shall comply
with maintenance specifications.)
PROPOSAL #
City of Santa Clarita, California
Inventory List: Zone T-29
Item # DescriptionAPPROXIMATE Estimated Quantity
Square Footage
Irrigated Landscape
1 246,086
Non-irrigated Landscape
2 22,215
Backflow devices
3 1
Irrigation controllers
4 2
Irrigation enclosures
5 2
Paseo pole lights
6 0
7 Trail foot lights 0
8 Bridges over street 0
9 Tunnels and lights 0
10 Monument signs0
11 Tennis courts0
12 Trash containers cement/other0
13 Paseo and Trail walkways 0
14 Drinking fountains 0
15 Playgrounds0
HOLIDAYDATE CELEBRATED
Monday, January 2
New Year’s Day 2023
Monday, January 16
Martin Luther King Jr. Day
Monday, February 20
President’s Day
Monday, May 29
Memorial Day
Monday, June 19
Juneteenth
Tuesday, July 4
Independence Day
Monday, September 4
Labor Day
Monday, October 9
Columbus & Indigenous People’s Day
Friday, November 10
Veterans Day
Thursday, November 23
Thanksgiving Day
Friday, November 24
Day after Thanksgiving
1/2 Day for Christmas Eve
Friday, December 22
Christmas Day
Monday,December 25
1/2 Day for New Year’s Eve
Friday, December 29
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. In addition to the
scheduled holidays identified above, full-time employees receive one floating holiday
granted on January 1. This is a “free” day which may be used at any time before the end of
the calendar year with prior approval ofthe Department Head and/or Division Manager.
REQUEST FOR PROPOSALS
23-LMD-18 Zones T29
Landscape Maintenance
PROPOSAL # LMD-23-24-06
TABLE OF CONTENTS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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 B1: ADDITIONAL PRICING
EXHIBIT B2: ADDITIONAL PRICING CONTINUED
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: EQUIPMENT REQUIREMENTS
EXHIBIT I: CERTIFICATIONS
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
SECTION E
MAINTENANCE SCHEDULE EXAMPLE – DAILY – ANNUAL
MAINTENANCE MAP(S)
INVENTORY LISTS
HOLIDAY SCHEDULE
SECTION A
RFP Information & Instructions
CITY OF SANTA CLARITA REQUEST FOR PROPOSALS
Project Name: 23-LMD-18 Zones T29 Landscape Maintenance
Proposal #: LMD-23-24-06
Dates Published: August 3, 2023
Last Day for Questions: August 29, 2023 before 11:00 AM (PT)
Proposal Closing: September 5, 2023 before 11:00 AM (PT)
License(s) Required: Class C-27 California Landscaping Contractor License
Project Description: The City of Santa Clarita is soliciting sealed proposals from qualified landscape
maintenance companies to provide for the maintenance services of designated
landscaped areas within the boundaries of LMD Zone T-29 (American Beauty)
and may include other nearby areas within the City of Santa Clarita. These
services include, but are not limited to; mowing, trimming, edging, hand
pruning, fertilization, application of pre-emergent herbicides, weed control,
minor tree raising, plant replacements, and cleanup/clearing of drainage
systems.
Prevailing Wage: Yes
Bond Requirements: No
Contact Information: Danielle Marquez | (661) 255-4936 | dmarquez@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.
PROPOSAL INSTRUCTIONS
PROPOSAL # LMD-23-24-06
23-Lmd-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
1.SUBMITTING PROPOSALS.
1.1.The response must be submitted on this form and include all forms provided or information
requested or required by the scope of work or specifications, (uploaded via BidNet).
1.2.All documentation of unit pricing or other cost breakdowns as outlined in this proposal must be
submitted to support the total proposed price.
1.3.Proposals/corrections received after the closing time will not be accepted. The City will not be
responsible for proposals not properly or timely, uploaded. Upon award, all submissions become
a matter of public record.
2.ADDENDA. The City will not accept responsibility for incomplete packages or missing addenda. It is
the vendor’s responsibility to monitor BidNet for release of the addenda prior to submission of the
quote to make certain the package is complete and all required addenda are included. This
information will be available via BidNet. Vendors are cautioned against relying on verbal information
in the preparation of proposal responses. All official information and guidance will be provided as
part of this solicitation or written addenda. Addenda, if issued by the Agency, will be transmitted via
BidNet. Addenda must be digitally acknowledged through BidNet in addition to a printed and signed
version submitted with the proposal. If addenda are not signed and submitted with the proposal
response, the proposal may be deemed non-responsive and rejected.
3.AWARDS.
3.1.The City reserves the right to waive any informality in any proposal.
3.2.This RFP does not commit the City to award a contract, or to pay any amount incurred in the
preparation of the proposal. The City reserves the right to accept or reject all proposals received
as a result of this request, to negotiate with any qualified consultant, or to cancel this RFP in part
or in its entirety. The City may require the selected consultant to participate in negotiations and
to submit such technical, price, or other revisions of the proposal as may result from negotiations.
The City reserves the right to extend the time allotted for the proposal, and to request a best and
final offer, should it be in its best interest to do so.
3.3.The proposal may be awarded in its entirety as proposed; however, the City reserves the right to
award elements of the work, independently, and to do portions “in-house.” Additionally, the City
reserves the right to award subsequent work on this project based on information presented in
this proposal, without recourse to a separate or subsequent RFP process, should it be in its best
interest to do so.
3.4.The City may make an award based on partial items unless the proposal submitted is marked “All
or none.” Where detailed specifications and/or standards are provided the City considers them
to be material and may accept or reject deviations. The list of proposals submitted will be posted
on BidNet, normally within 24 hours.
4.BRAND NAMES, ALTERNATIVES, OR EQUIVALENTS.
4.1.The use of the name of a manufacturer, or any specific brand or make, in describing any item
contained in the solicitation document does not restrict vendors to the manufacturer or specific
article, this means is being used simply to indicate a quality and utility of the article desired; but
the goods on which bids/quotes/proposals are submitted must in all cases be equal in quality
and utility to those referred to. This exception applies solely to the material items in question
and does not supersede any other specifications or requirements cited. Materials differing from
stated specifications may be considered, provided such differences are clearly noted and
described, and provided further that such articles are considered by a City official to be in all
essential respects in compliance with the specifications.
4.2.If you plan on bidding/quoting/submitting a proposal with an alternative or equivalent product
please provide the cut sheet/spec sheet or detailed product description for the proposed
product via the BidNet Q&A section. For each product proposed documentation provided must
include a description reflecting the characteristics and level of quality that will satisfy the salient
physical, functional, or performance characteristics of “equal” products specified in the
solicitation. The proposal must also clearly identify the item by brand name (if any), and
make/model number. In addition, the proposal may include descriptive literature such as
illustrations, drawings, or a clear reference to previously furnished descriptive data or
information available to the City, and clearly describe any modifications the offeror plans to
make in a product to make it conform to the solicitation requirements. Staff will provide an
answer via BidNet if the proposed product will be considered.
4.3.Any alternatives or equivalent product proposals must be made prior to the last day for
questions. The City has the option of accepting or rejecting any alternative or equivalent
product. Exception is made on those items wherein identical supply has been determined a
necessity and the notation NO SUBSTITUTE has been used in the specification section.
5.COOPERATIVE BIDDING. Other public agencies may be extended the opportunity to purchase off this
solicitation with the agreement of the successful vendor(s) and the City. The lack of exception to this
clause in vendor's response will be considered agreement. However, the City is not an agent of,
partner to or representative of these outside agencies and is not obligated or liable for any action or
debts that may arise out of such independently negotiated "piggy-back" procurements.
6.DELIVERY. Unless otherwise specified, delivery shall be D.D.P., the City of Santa Clarita, site of user
division and contract delivery may begin no later than fifteen (15) calendar days from receipt of order.
7.INVOICES. Invoices will be forwarded to:
City of Santa Clarita
Special Districts Division
Attn: Dan Hamrick
23920 Valencia Blvd. Ste. 295
Santa Clarita, CA 91355-2196
Invoices will reflect the purchase order # and goods or service delivered in accordance with the terms
of the contract. Invoice processing begins on receipt of the material or invoice, whichever is later.
8.DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS. No proposer or
subcontractor/subconsultant may be listed on a bid proposal for a public works project (submitted on
or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to
Labor Code Section 1725.5 \[with limited exceptions from this requirement for proposal purposes only
under Labor Code Section 1771.1(a)\]. No proposer or subcontractor/subconsultant may be awarded
a contract for public work on a public works project (awarded on or after April 1, 2015) unless
registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5. This
project is subject to compliance monitoring and enforcement by the Department of Industrial
Relations.
9.PREPARATION. All proposals and required forms must be uploaded as laid out in the 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 identified in the City Council approved City of Santa Clarita Combined Engineer’s Report
for Landscape Maintenance Districts. Pursuant to Section I of the Engineer’s Report, the maximum
assessment rate may increase each fiscal year based on the annual change in the Consumer Price
Index (CPI), during the preceding year, for All Urban Consumers, for the Los Angeles, Long Beach and
Anaheim areas, published by the United States Department of Labor, Bureau of Labor Statistics (or a
reasonably equivalent index should the stated index be discontinued). 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 Class C-27 California
Landscaping Contractor License with proposal response. Failure to possess the specified license shall
render the proposal as non-responsive and shall act as a bar to award the contract to any proposer
not possessing said license at the time of award. As provided for in Section 22300 of the California
Public Contract Code, the Contractor may substitute securities for monies withheld by the City to
ensure performance under the contract.
13.PREVAILING WAGES. This contract is subject to the State prevailing wage requirements of the
California Labor Code including, but notlimited 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 # LMD-23-24-06
23-Lmd-18 Zones T29 Landscape Maintenance
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 B1: Additional Pricing
o Exhibit B2: Additional Pricing Continued
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: Equipment Requirements
Exhibit I: Certifications
Exhibit J: Acknowledgement & Acceptance of Scope of Work
Exhibit K: Notice to Proposers Regarding Contractual Requirements
Maintenance Schedule(s) - Daily, Weekly, Monthly, Semi-Annual, Annual (see examples in
Section E)
Rotation Schedule (Maintenance Map showing frequency of work within designated
areas/sections)
All signed addendums (if any) – Digitally acknowledged on BidNet in addition to uploaded via
BidNet
The following documents must be provided by the AWARDEE ONLY (With Agreement)
Delivered to City Hall, Attn: Dan Hamrick
Maintenance Agreement
Insurance Required by Contract
W-9 Form
Fringe Benefit Statement
SECTION B
Solicitation Information
SCOPE OF WORK
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
EVENT DATE
Solicitation advertisement August 3, 2023
Last day for questions August 29, 2023
Proposal closing September 5, 2023
*Dates are subject to change at the City’s discretion*
1.BACKGROUND
1.1.The City of Santa Clarita (City) administers 62 financially independent zones within the Landscape
Maintenance District (LMD), providing landscape maintenance services for the LMD operations
through contracts with private companies. Solicitations for proposals to support contract services
are made regularly and often allow an opportunity for multiple zones to take advantage of
economies of scale.
1.2.The City is soliciting sealed proposals from qualified landscape maintenance companies to
provide for the maintenance services of designated landscaped areas within the boundaries of
LMD Zone T-29 (American Beauty) and may include other nearby areas within the City. These
services include, but are not limited to; mowing, trimming, edging, hand pruning, fertilization,
application of pre-emergent herbicides, weed control, minor tree raising, plant replacements,
and cleanup/clearing of drainage systems. The areas are expected to be maintained at a crisp,
clean level of appearance at California Landscape Contractors Association (CLCA) Industry
Standards and all work performed in a professional manner using quality equipment and
materials.
1.3.The following general Scope of Work applies to the areas of the City’s LMD Zones T-29 (American
Beauty) area. All items in this Scope of Work, unless indicated as Additional Work, shall be
considered as included in the monthly maintenance cost of this zone. Please consider this when
submitting your quote. All items indicated as Additional Work shall be requested on an “as
needed” basis. This Contract shall run for (1) year, with the option for three (3) additional one (1)
year renewals.
2.GENERAL REQUIREMENTS
2.1.The Contractor shall furnish all labor, equipment, materials, tools, services and special skills, i.e.
Irrigation Specialists, Irrigation Assistants, Foreman, and Supervisors required executing the
landscape maintenance as set forth in these all-inclusive labor and equipment specifications. The
Contractor will be expected to uphold the highest standards of quality and performance in
maintenance of plant material, natural areas, hardscape, and irrigation systems. Maintenance of
landscape shall include, but not be limited to: mowing, trimming, edging, hand pruning,
fertilization, brush clearance, application of pre-emergent herbicides, weed control, minor tree
lifting, dead plant removal, plant replacements, and cleanup/clearing of drainage systems. All
mulch provided by the City will be disbursed by the contractor on site to control weed growth. It
is the intent of these specifications to provide plant material maintenance methods to keep all
areas weed free, trash free, and in an overall state of good health.
The LMD covered by this Agreement shall be maintained at a crisp, clean level of appearance at
California Landscape Contractors Association (CLCA) Industry standards and all work shall be
performed in a professional manner using quality equipment and materials. The manpower
required to provide the expected level of services indicated in these specifications shall be
supplied at all times. In the event seasonal and/or unforeseen circumstances warrant additional
personnel to maintain said specifications, the contractor shall provide additional resources at no
additional cost.
2.2.City LMD administration staff, consisting of the Landscape Maintenance Specialist, Project
Development Coordinator, Landscape Maintenance Administrator, Special Districts Manager, or
the Administrative Services Director, shall herein be described as Special Districts.
2.3.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. The
landscape areas include: irrigated and landscaped areas; fire protection slopes and natural areas,
shrubs, trees, and ground cover which may be irrigated by electrically controlled automatic or
manual systems. All locations shall be maintained with nothing but the highest of industry
standards at no less than the frequencies provided in the proposal submission by Contractor.
2.4.Contractor must provide all-inclusive labor and equipment for landscape, grounds and
maintenance services including, but not limited to:
85% hand pruning and 15% mechanical;
Select prune shrubs to the natural shape of the plant according to its species throughout
the year to encourage healthy growth habits according horticultural best practices;
Fertilization application;
Irrigation; minor and major repairs;
Hand watering (as necessary);
Bleeding of valves necessary during emergencies and/or when automatic systems are
not functioning properly;
Pruning of shrubs and trees (first twelve vertical feet measured from the ground);
Trimming of shrub areas, and ground cover;
Keeping minimum eighteen (18) inch clearance from fence lines behind homes;
Disease control;
Pest control;
Tree maintenance; (first 12’ of trees and as agreed) structural pruning per ANSI Best
Management Practices;
Inspection, maintenance and repairs of irrigation systems;
Mulching (City provided mulch); will be disbursed by the contractor at their expense;
Manual weed abatement;
Chemical weed control;
Maintenance of fire protection/fuel modification areas;
Marking underground irrigation lines and other LMD equipment upon Dig Alert
notification and/or other requests;
Traffic control (per Watch Manual) while working in the public right of way, medians, and
parkways;
Litter pickup, doggie litter removal, trash bags removed and replaced from receptacles
(City provided dog waste bags; City-reimbursed trash bags - Contractor’s cost plus no
more than 15%);
Irrigation Specialist, Irrigation Assistant, Laborers and Foreman are provided as
proposed at minimum and as necessary to provide the expected level of maintenance.
Hardscape Maintenance (i.e.: sweeping or blowing down concrete, gum and litter
removal, crack and/or gutter weed abatement, and removal of weeds within 18” of a
fence or wall);
Provided in Attachments A1 & A2 are examples of Maintenance Program Guides. They are to
serve as a guideline for proposal purposes only. The contractor shall submit within their
proposal a “Team Composition” and “Rotation Schedule” that will serve as the expected
minimum monthly requirements. The minimum is only acceptable once all field conditions
reflect the expectations of the specifications herein. The contractor is expected to supply
sufficient resources at all times to meet or exceed expectations.
2.5.Inclement Weather and Adverse Conditions
Unless determined to be an unsafe working condition, on days of light precipitation
and/or forecasted rain the contractor shall continue to be present as scheduled
performing alternative tasks, such as but not limited to the following; monitoring of
drainage devices, drain inlet clearing, maintaining/cleaning of walkways, debris removal
within planting areas, hand pruning of shrubs, etc., or as directed by Special Districts.
During periods of extremely adverse and inclement weather, the Contractor shall be
present as scheduled performing inspections of the maintained areas, maintaining
drainage devices for proper flow, as well as monitoring the overall state of the site and
reporting any concerns in regards to safety and property during regular assigned hours.
Contractor shall report any storm damage or issues related to inclement
weather/adverse conditions to Special Districts within 24 hours of occurrence. All storm
damages must be photo documented prior to any removal or clean up. If remedial work
is required beyond the scope of the contract, it may be paid as additional work upon
approval by Special Districts.
2.6.Contractor recognizes that during the course of this Agreement other activities and operations
may be conducted by alternative contracted parties. These activities may include, but are not
limited to:
Landscape refurbishment; tree, shrub, and ground cover installation;
Irrigation system refurbishment and/or repair;
Construction and/or storm related operations;
Emergency response operations;
Electrical repairs;
Tree Trimming / Tree planting / Tree counting;
Concrete removal and replacement, block wall and brick repairs;
Fence installation and repairs, wood, vinyl, and Crete Rail;
Integrated pest management / Chemical applications to trees;
Streetscape furniture cleaning and pressure washing of walkways and appurtenances.
At the discretion of LMD, the Landscape Maintenance Contractor may be required to modify or
curtail specific tasks and operations within their maintenance contract.
2.7.When notified of a landscape or irrigation emergency during the hours and days of maintenance
service as identified in Section 10, the contractor shall respond by phone and/or text message to
the Landscape Maintenance District Monitor and/or Special Districts Office within fifteen (15)
minutes of notification. When notified of an emergency outside of the normal hours and days of
maintenance service, the contractor has thirty minutes to respond by phone or text to the
Landscape Maintenance District Monitor and/or Special Districts. If personnel and equipment
are necessary for the emergency, 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
eliminate all unsafe conditions which would adversely affect the health, safety, or welfare of the
public. See Section 11 for consequences for failure to comply.
2.8.Contractor shall clearly identify and equip each vehicle used within the City 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. Uniforms (matching pants and shirts), proper shoes, safety vests and other gear required
by State Safety Regulations (OSHA) shall be properly exhibited. Shirts shall be buttoned and
worn at all times.
2.9.Contractor and employees shall at all times dress in a company uniform that identifies their
employer and exhibit good customer service to City staff, City contracted staff, residents, and the
general public throughout the term of this contract. All communication will be professional in
manner between all parties. The City will employ consulting Landscape Maintenance Monitors.
These consultant monitors will be treated the same as other Special District staff. Failure to
properly and respectfully communicate may be cause for contract termination.
2.10.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 with maintaining areas of
twenty (20) acres or larger and median/parkway maintenance a minimum of two (2) linear miles
or larger. Vendor is to provide a minimum of three (3) references with a similar scope & type of
work within the proposal response.
2.11.Contractor’s employees and/or representatives shall be thoroughly trained and experienced in
the computer based central operating systems of WeatherTrak irrigation control systems, and all
other corresponding equipment. Should Special Districts choose a different controller
manufacturer, the contractor shall make available employees or representatives for product
training at no additional cost to City.
2.12.Contractor shall provide cellular communication to each crew foreman and have the ability to
connect to City Monitors and Special Districts representatives.
2.13.The contractor, and/or subcontractors, must possess the following licenses at time of proposal
submission; C-27 California Landscaping Contractor License. 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 an as-needed basis. The Contractor must submit copies of the licenses, and
certificates or subcontractor information sheets, indicating licenses held at the time of
proposal submission.
2.14.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.
3.LANDSCAPE AREAS TO BE MAINTAINED
3.1.The LMD areas to be maintained under the provisions of this Agreement are specifically identified
in Attachment B.
3.2.Contractor must acknowledge personal inspection of the Zone’s irrigation system and planted
areas. Contractor must also evaluate the extent which the physical condition thereof will affect
the services to be provided. Contractor accepts the premises in their present physical condition,
and agrees to make no demands upon LMD for any improvements or alterations to irrigation,
and landscaped areas thereof. Contractor agrees to possessing the ability to maintain LMD areas
within the provision of this proposal, to the standards set forth herein, without modification,
improvement, or alteration.
4.CERTIFICATIONS/REPORTS/RECORDS
4.1.Payroll and Prevailing Wage Report: Contractor shall complete a Payroll and Prevailing Wage
Certification Report which shall be made available to LMD upon request. Contractor shall provide
the required information in a form acceptable to Special Districts. The City is requesting that one
monthly bill be submitted by the contractor to Special Districts for the maintenance.
4.2.Maintenance Function Report: Contractor shall maintain and keep current a report that records
when all Periodic, Seasonal, and Additional Work maintenance functions performed by
Contractor's personnel were completed. Said report shall be in a form and content acceptable to
Special Districts and will be made available to Special Districts upon request. The monthly
payment may not be made if such report is requested and not made available or is in a form
that is unacceptable to Special Districts.
4.3.Certification of Specialty Type Maintenance: When applicable, Contractor shall include with the
monthly invoice those specialty type maintenance items completed. The following information
shall include but not be limited to:
Quantity and complete description of all commercial and organic fertilizer(s) used.
Quantity and label description of all grass seed used.
Quantity and complete description of all soil amendments used.
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.
4.4.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.
4.5.Violation Records: The awarded contractor shall not have two (2) or more Cal-OSHA sustained
complaints or four (4) or more California State Contractor Board sustained complaints within the
past four (4) years. A proposal response from the awarded vendor that does not meet these
requirements may be considered a non-responsive proposal, and the City of Santa Clarita will
proceed to the next qualified bidder. Please supply this information on Exhibit C (Violation
Records).
5.ADDITIONAL WORK
5.1.Special Districts may arrange for additional Contractor personnel to cover additional work
needed due to extraordinary incidents such as vandalism, Acts of Nature or third-party
negligence for which Contractor will be compensated. Regularly occurring “bad weather” is not
considered an Act of Nature for the purposes of this contract.
5.2.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. This
written description and estimate (or proposal) shall be provided within 72 hours of request. No
work shall commence without the written authorization from Special Districts. Costs for
additional work shall not exceed the labor rate identified on the Additional Pricing Sheet #1. 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.
5.3.When a condition exists wherein there is imminent danger of injury to the public or damage to
property, Special Districts may verbally authorize the work to be performed upon receiving a
verbal estimate from Contractor. However, within 24 hours after receiving such verbal
authorization, Contractor shall submit a proposal to be approved by Special Districts.
5.4.All additional (or extra) work shall commence on the specified date established, and Contractor
shall proceed diligently to complete said work within the time allotted. All invoices submitted by
Contractor for extra work shall include a detailed itemization of labor and/or materials and
specific zone(s) identified. All invoices for extra work and items must be submitted biweekly to
Special Districts.
6.CONTRACTOR’S LIABILITIES
6.1.All damages resulting from Contractor's operation within the LMD areas shall be repaired or
replaced at Contractor's expense within 48 hours.
6.2.All such repairs or replacements shall be completed within the following time limits.
Irrigation damage shall be repaired or replaced prior to the next regularly scheduled
watering event or as agreed upon with Special Districts.
All damages to shrubs, trees, or ground cover shall be repaired or replaced within five
(5) working days or sooner as directed by Special Districts.
All concrete walkway, block walls, light poles, or any appurtenances, shall be repaired
within a reasonable timeframe agreed upon by LMD staff.
6.3.All repairs or replacements shall be completed in accordance with the following maintenance
practices.
Trees: Minor damage such as bark lost from impact of mowing equipment shall be
remedied by a qualified tree surgeon or arborist. If damage results in loss of a tree, the
damaged tree shall be removed and replaced at Contractor’s expense to comply with the
specific instructions of Special Districts.
Shrubs: Minor damage may be corrected by appropriate pruning as required in Section
19, "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 19 "Shrub and Ground Cover Care" of the Specifications.
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.
7.INTERPRETATION OF THE MAINTENANCE SPECIFICATIONS
7.1.Should any misunderstanding arise, Special Districts will interpret this Agreement. If the
Contractor disagrees with the interpretation of Special Districts, Contractor shall continue with
the work in accordance with Special District’s interpretation. Within 30 days after receipt of the
interpretation, Contractor may file a written request for a hearing before a Disputes Review Panel
as provided hereinafter. The written request shall outline in detail the area of dispute.
7.2.The Disputes Review Panel will be appointed by Special Districts and will be composed of not less
than three (3) Qualified personnel or representatives having experience in the administration of
grounds maintenance contracts. The panel will convene within one (1) week of appointment in
order to hear all matters related to the dispute. The hearing will be informal and formal rules of
evidence will not apply. The Panel will submit its recommendation to Special Districts for
consideration, within one (1) week following the conclusion of the hearing. Special Districts shall
render an interpretation based upon review of the Panel's recommendation. Special Districts’
decision shall be final.
8.OFFICE INQUIRIES AND COMPLAINTS
8.1.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 tenants within said LMD or from Special
Districts 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.
The telephone of said Contractor shall be on the exchange or exchanges of said District(s) or a
toll-free number, and in no case shall the people of said District(s) be required to pay a toll charge
to telephone said Contractor. During normal working hours, Contractor's Foreman or an
employee of Contractor, at the supervisory level, who is responsible for providing maintenance
services, shall be available for notification by telephone or text communication.
8.2.Whenever immediate action is required to prevent impending injury, death, or property damage
to the LMD being maintained, Special Districts may authorize such action to be taken by a third-
party work force and shall charge the cost thereof as determined by the Administrator, against
the Contractor, or may deduct such cost from an amount due to Contractor from Special Districts.
8.3.Contractor shall maintain a written log of all complaints, the date and time thereof, and the
action taken pursuant thereto or the reason for non-action. The log of complaints shall be
available for inspection by Special Districts at all reasonable times.
8.4.All complaints shall be addressed as soon as possible after notification; but in all cases within 24
hours, to the satisfaction of Special Districts. If any complaint is not resolved within 24 hours,
Special Districts shall be notified immediately of the reason for not resolving the complaint
followed by a written report to Special Districts within five (5) days. If the complaints are not
resolved within the time specified or to the satisfaction of Special Districts, Special Districts may
correct the specific complaint and the total cost incurred will be deducted from the payments
owing to the Contractor from Special Districts.
9.SAFETY
9.1.Contractor agrees to perform all work outlined in this Agreement in such a manner as to meet
all California Landscape Industry Standards for safe practices during the maintenance operation
for medians and parkways and to safely maintain stored equipment, machines, and materials or
other hazards consequential or related to the work; and agrees additionally to accept the sole
responsibility for complying with all local, City, State or other legal requirements including but
not limited to, full compliance with the terms of the applicable O.S.H.A. and CAL-O.S.H.A. Safety
Orders at all times so as to protect all persons, including Contractor's employees, agents of the
City, vendors, members of the public or others from foreseeable injury, or damage to their
property. Contractor shall inspect all potential hazards at the LMD areas covered by this
Agreement and keep a log indicating date inspected and action taken.
9.2.It shall be Contractor's responsibility to inspect, and identify, any condition(s) that renders any
portion of the LMD premises unsafe, as well as any unsafe practices occurring thereon. Special
Districts shall be notified immediately of any unsafe condition that requires major correction.
Contractor shall be responsible for making minor corrections including, but not limited to:
Filling holes in planting areas, and paving;
Using barricades, signs, caution tape or traffic cones to alert patrons of the existence of
hazards;
Replace valve box covers so as to protect members of the public or others from injury.
During hours of operations, Contractor shall obtain emergency medical care for any member of
the public who is in need thereof, because of illness or injury occurring on the premises.
Contractor shall cooperate fully with the City in the investigation of any accidental injury or death
occurring on the premises, including a complete written report thereof to Special Districts within
five (5) days following the occurrence.
9.3.Under the circumstance that landscape maintenance work be performed in a Caltrans right of
way; including but not limited to freeway onramps and offramps; the contractor shall adhere to
the safety requirements in the Caltrans Maintenance Manual/Protection of Workers.
9.4.Contractor agrees to report any signs of homeless encampment activity, including but not limited
to, trash/debris, personal items, homeless persons present, etc. immediately to LMD Office staff
for appropriate actions to be taken by internal City staff. Contractor staff are not to approach
any homeless persons in the zones and should seek advice from LMD staff accordingly.
10.HOURS AND DAYS OF MAINTENANCE SERVICES
10.1.The hours of maintenance service shall occur Monday thru Friday between 7:00 a.m. to 5:00
p.m. Overtime rates will only apply to work performed outside these hours of maintenance
service or completed on a day specified in (Attachment C) “2023 Holiday Schedule”. This applies
to all future Holiday Schedules. A work schedule shall be provided and approved in advance by
Special Districts. No work will be performed on City Legal Holidays (Attachment C) unless
authorized by Special Districts Administration in advance. Blowers, lawnmowers, chainsaws or
other mechanical equipment with a decibel level above 65 decibels may not be used before 7:00
a.m. within City of Santa Clarita limits in accordance with ordinance 11.44.010.
10.2.Contractor shall provide on-site staffing to perform the required maintenance to meet required
California Industry Standards anytime between Monday through Friday. However, if the
contractor can accomplish the same work within a shorter service schedule, then the Special
Districts Division can modify their maintenance schedule. Alternate days or any changes in the
days and hours of operation heretofore prescribed shall be subject to approval by the Special
Districts Division.
10.3.For the purpose of this contract, “work” time in the field excludes lunch, breaks, and travel
time to and from the contractor’s yard. 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 (8) 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.
11.MAINTENANCE SCHEDULES
11.1.Contractor shall submit a work schedule prior to start of contract. Though a work schedule is
requested as part of the response file for the contractor proposal, any modifications or changes
must be agreed to prior to start of a contract. Said work schedule shall be set on a monthly
rotational basis, identifying and delineating the time frames for the required functions by the
day of the week and time of day. Work schedules shall be reviewed and approved by LMD Staff
following submittal. City, at its discretion, may impose liquidated damages for each subsequent
day the Contractor is delinquent in delivering said work schedule to the Special Districts Office.
11.2.Contractor shall submit revised schedules when actual performance differs substantially from
planned performance. The Contractor is provided the opportunity and procedure for adjusting
scheduling requirements. The Contractor has also been provided the opportunity and procedure
for adjusting schedules to meet special circumstances and inclement weather. Said revisions
shall be submitted to Special Districts for review and approval within three (3) working days prior
to scheduled time of work. A written copy of the current City approved schedule must be kept
in the site foreman’s vehicle at all times and be available upon request of City Staff or the City’s
contracted Landscape Monitor.
11.3.Contractor shall notify Special Districts, in writing, at least one (1) week prior to the date and
time of all the following maintenance operations:
Fertilization;
Micro-Nutrients/Soil Amendments;
Spraying of Trees and Shrubs;
Aesthetic/Structural Tree and Shrub Pruning;
Preventative disease control;
Transplanting of small and medium sized plants;
Lane closures notification for median or parkway maintenance is required;
Other Items as Determined by Special Districts
11.4.Failure to complete the work as scheduled or as specified herein may result in the following
actions:
a)A sum of up to five hundred dollars ($500.00) per day will be deducted and forfeited from
payment to the Contractor for each instance where an item of work is not completed in
accordance with the schedule or any portion of the specifications herein.
b)Deficiencies: An additional amount equal to the cost incurred by completion of the work
by an alternate source, whether it be City forces or separate private contractor, even if
it exceeds the contract unit price, will be deducted from the Contractor’s invoice.
c)These actions shall not be construed as penalty but as adjustment of payment to the
Contractor for only the actual work performed or as the cost to the City for inspection
and other related costs from the failure by the Contractor to complete the work
according to the schedule or specifications.
12.CONTRACTOR’S STAFF
12.1.Contractor shall provide sufficient 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 proposal. Contractor must
perform all work in accordance with the specifications set forth herein. Contractor's employees,
whether assigned to any one Zone or as part of a crew serving any number of Zones shall include
at least one individual crew foreman who speaks and comprehends the English language.
12.2.Special Districts may at any time give Contractor written notice to the effect that the conduct or
action of a designated employee of Contractor is, in the reasonable belief of Special Districts
Staff, detrimental to the interest of the public using the premises, Contractor shall meet with
representatives of Special Districts to consider the appropriate course of action with respect to
such matter and Contractor shall take reasonable measures under the circumstances to assure
Special Districts that the conduct and activities of Contractor's employees will not be detrimental
to the interest of the public patronizing the LMD covered under this Agreement.
12.3.LMD 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
LMD. 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 LMD staff as necessary.
13.SIGNS/IMPROVEMENTS
13.1.Contractor shall not post signs or advertising matter upon the premises or improvements
thereon, unless prior approval therefore is obtained from LMD Special Districts.
14.UTILITIES
14.1.Special Districts shall pay for all utilities associated with the maintenance of the LMDs. However,
water usage shall not exceed the amount required to comply with irrigation schedules
established by the Contractor and approved by Special Districts. Contractor will be required to
manage the scheduling of the controllers. Contractor shall pay for all excessive utility usage due
to Contractor's failure to monitor irrigation system malfunctions or unauthorized increases in
the frequency of irrigation. These activities may include, but are not limited to watering during a
rain storm and/or watering the day after rain and/or watering during a special event. The excess
cost will be determined by comparing current usage with historical usage for the same time
period. The excess to be deducted from payments to Contractor from Special Districts will be
presented to Contractor by Special Districts prior to actual deduction to allow for explanations.
15.NON-INTERFERENCE
15.1.Contractor shall not interfere with the public use of the LMD areas covered under this
Agreement, and shall conduct its operations as to offer the least possible obstruction and
inconvenience to the public or disruption to the peace and quiet of the area within which the
services are performed.
16.USE OF CHEMICALS
16.1.The application of chemicals such as herbicides and pre-emergent will be at the contractor’s
expense inclusive of this contract. 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 in
compliance with all Federal, State, and local laws and will be accomplished by a Certified
Applicator under the direction of a Licensed Pest Advisor. Contractor, in complying with the
California Food and Agricultural Code, shall provide a copy of a valid Pest Control Operator's
License and valid Pest Control Advisor's License, or a copy of said licenses from a sub-contractor
to Special Districts prior to using chemicals within the area.
16.2.A listing of proposed chemicals to be used including; commercial name, application rates, and
type of usage shall be submitted to Special Districts for approval. The listing will be accompanied
by copies of Material Data Sheets (MDS) for all chemicals that may be used in binder or booklet
form. No work shall begin until written approval of use is obtained from Special Districts. 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.
16.3.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.
16.4.Records of all operations stating dates, times, methods of application, chemical formulations,
applicators names and weather conditions shall be made and retained in an active file for a
minimum of three (3) years. Contractor shall provide a chemical use report and a copy of the PCA
recommendation to Special Districts for each application (site specific) made during each month.
This shall be in addition to the copy of the usage summary that is provided to the Agricultural
Commissioner.
16.5.All chemicals requiring a special permit for use must be registered with the County Agricultural
Commissioner's Office and a permit obtained with a copy to Special Districts.
16.6.All regulations and safety precautions listed in the "Pesticide Information and Safety Manual"
published by the University of California shall be adhered to.
16.7.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.
17.STORAGE FACILITIES
17.1.Special Districts shall not provide any storage facilities for the Contractor. Any Contractors
storage facilities must be located outside of the boundaries of the Zone for which landscape
maintenance services are performed, unless Special Districts determines it would be in the best
interests of Special Districts to waive this restriction.
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 shrubs throughout the year to encourage healthy growth
habits, and to encourage growth to the natural shape of the plant according to its species
and appearance with the exception of roses, which shall be pruned no later than the end
of January. Periodic pruning may be required to maintain consistent size, structure,
and/or appearance of large groupings of the same species. All shrubs shall be free of
dead wood, weak, diseased, insect infested and damaged limbs at all times. Removal of
all clippings will be completed the same day pruning occurs. Pruning will not be
completed while plants are flowering, during the emergence of new growth, or when
high temperatures are present during the hottest time of the year (typically July-August)
unless directed by Special Districts. No balls, squares or unusual shapes are permitted
under this RFP. Selective pruning is required following the natural habit of the particular
plant. Dead shrubs, not a result of third-party negligence, will be removed by contractor
at their cost. Shrubs to be pruned to stay below a height that is consistent with
specifications or as directed by Special Districts.
Trimming: The growth of shrubs and ground cover will be restricted to areas behind curbs
and walkways, and within planter beds by trimming, as necessary, or upon notice by
Special Districts. All trimming practices are subject to change as directed by Special
Districts.
Disease and Insect Control: All LMD areas are to be maintained free of disease and insects
and treated when needed pursuant to Section 22.
Weed Control: All ground cover and shrub beds are to be kept weed free at all times.
Methods for control shall incorporate the following:
a.Mulch application to 3” layer maximum. (Removal on an as needed basis of
existing/spent mulch may be required to insure the level of grade is kept below
surrounding hardscapes and/or at an acceptable height as determined by LMD
staff. Such removal will be considered an extra and will require submittal of a
proposal and approval by LMD staff.)
b.Hand removal
c.Cultivation
d.Chemical eradication using non-residual herbicides
Shrub and Ground Cover Replacement: All damaged, diseased (untreatable), or dead
shrubs and ground covers whose damage occurred due to natural conditions/causes, will
be replaced under the terms of “additional work” as described in Section 4 and/or Exhibit
B2: Additional Pricing. All shrubs shall be guaranteed to live and remain in healthy
condition for no less than ninety (90) days and trees for a period of one (1) year from the
date of installation of the plants or trees.
Fertilization: Application of an LMD approved fertilizer a minimum of two (2) times per
year to provide a healthy color in all plants with foliar feedings. The fertilizer shall be
applied once during the months of March or April and once during the months of
September or October. Contractor will cultivate around plants as needed. Fertilizer shall
be appropriate for plant type and season (time of year) and approved by LMD staff prior
to installation. The Contractor shall provide a fertilization schedule two (2) weeks prior
to the proposed fertilization.
Irrigation: Irrigation, including hand watering and manual bleeding of valves, is required
in the event of an emergency situation and/or where automatic systems are not
functioning as required. Irrigation practices described in Section 25 shall apply to trees,
shrubs, and ground cover.
Diversion Requirements: In keeping with State mandated requirements, the LMD 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 above referenced
zones. Contractor requirements for this program shall include a Vermeer 1500 chipper
or equivalent for use on site at a minimum of twice per week.
Recycling: Recycling of plant debris by composting and/or maintaining a minimum 2- inch
layer of mulch under all trees and around all shrubs/groundcover. A minimum 3- inch
layer in all open areas is strongly encouraged. Mulch purchased by the LMD will be
disbursed with the above specifications by the contractor who will provide the labor
at the contractor’s expense.
Renovation: Renovate ground covers according to prescribed practices in the industry as
needed to maintain a healthy vigorous appearance and growth rate. When ground
covers and perennials have grown where they completely fill the space in which they
were planted and have started to deteriorate, i.e., less flowering, dying out, smaller
plants, they shall be renovated. (Renovation shall include removing said plants,
amending the soil, dividing plants as necessary and replanting to maintain a healthy,
vigorous appearance and growth rate.)
19.TREE CARE
19.1.Contractor under the terms of this agreement shall perform the following services:
Tree Maintenance
a.All trees in the Zone, regardless of the overall stature, from the base up to the
first twelve (12) feet shall be maintained free of all dead, diseased and damaged
branches back to the point of breaking as per contract. Wound dressings are
never used on any tree pruning cuts.
b.All sucker growth is to be removed from trees as it occurs.
c.Maintain an 8-foot clearance for branches overhanging walkways and public
sidewalks.
d.Report insects and tree diseases to Special Districts Inspector.
e.Stake and support all replacement trees and replace stakes which have been
broken or damaged on existing trees.
f.Tree stakes shall be pentachlorophenol 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.
g.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.
h.Stakes and ties will be placed so no chafing of bark occurs and shall be checked
frequently and retied to prevent girdling.
i.Broken branches are to be removed immediately whether they are in the tree or
on the ground.
j.All tree wells in sidewalks within the maintenance areas’ boundaries to be kept
weed free and mulched where applicable.
Fertilization: May be required at the direction of Special Disricts to apply fertilizer within
drip line at least once per year (during the months of March or April) to provide a healthy
color in all plants. Fertilizer should, at the direction of LMD, be a balanced organic 10-6-
4 ratio with trace element. Contractor shall provide Special Districts with two (2) weeks
notification prior to the fertilizer application.
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 6 with the identical species
of tree existing previously, unless otherwise notified in writing by Special Districts. The
need for and the size of replacement will be determined by Special Districts at the
monthly maintenance inspection meeting or upon written notification. Size of the
replacement shall be of a like size. Substitutions will require prior written approval by
Special Districts. Original plans and specifications should be consulted to insure correct
identification of species.
All newly planted trees installed by the Contractor are the responsibility of the
Contractor to maintain and guarantee healthy establishment for a period of one (1)
year. Any trees installed by others will be the responsibility of the Contractor when
special care or accommodations are required during the establishment period.
Olive Tree Spraying: Ornamental olive trees shall be sprayed to prevent fruit set by use
of “Maintain,” "Florel" or other approved product. Two (2) applications shall be required
7-10 days apart. The first application shall be applied when ½ to ¾ of the olive blooms
are open (sometime between April 1 and May 10). Both spray applications shall be put
on using a power sprayer with a minimum of 150 psi. pressure. The Landscape
Maintenance District’s Tree Maintenance contractor will provide most of the chemical
applications to trees. If the landscape contractor provides this service 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. Special Districts will procure Oak
Tree Permits once work is approved.
Tree Pruning/Trimming: All tree trimming/pruning will be done in accordance with the
standards established by the International Society of Arboriculture (ISA) and ANSI 300
Best Management pruning practices.
Street Tree Wells: Contractor is responsible to keep all tree wells within LMD areas weed-
free and maintain tree well irrigation system in accordance with Section 25 of these
Specifications. Mulching of tree wells is required as needed and/or as directed by Special
Districts.
20.NATURAL, BRUSHED, MANUFACTURED, HYDROMULCHED SLOPE CARE
20.1.Natural areas or riparian corridor areas in these zones are open space areas that have minimal
usage due to the sloping character of the land and/or the rugged landscape materials that are
native to the land. Contractor will provide periodic maintenance, according to routine
scheduling, consisting of trash, brush or other debris removal. Contractor at his cost will visually
inspect these areas throughout the year as scheduled, providing pick up and removal of any
debris or trash.
20.2.Contractor at his cost shall be responsible for all inclusive weed abatement, maintaining the
brushed slope areas throughout the year in accordance with the below-identified height of
weeds, dead wood removal in accordance with the 100’ distance from dwellings or structures
requirements pursuant to County fire code. Copy of current requirements can be found at:
https://www.fire.lacounty.gov/.
20.3.These slope areas are hillside areas and are designed to meet the Los Angeles County Ordinances
for fire retardation. These areas generally occur in sloping terrain with gradients ranging 10
percent to 100 percent. Slopes are either manufactured or natural. The natural slopes have been
brushed to remove certain plant materials. Manufactured slopes have been hydromulched or
planted in accordance with applicable County Ordinances. Use of these areas by the residents
should be minimal.
20.4.Contractor shall perform, under the terms of this agreement, 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, and may be up to
200 feet at the request of Special Districts, from a dwelling or structure and all debris
removed from the site.
Dead wood from woody plants shall be removed and/or trimmed when the area is
brushed. May be required at the direction of Special Districts to apply water within the
cleared zone only as needed during fire season to maintain sufficient moisture content
for sustenance of the plants and to inhibit combustion. Remove all debris from this
operation off the LMD property. Weeding shall commence immediately following the
rainy season once the growth of weeds has reached a maximum of 12 inches in height
or when the County Fire Marshall has determined that a fire hazard condition exists.
When weeding or brush removal is required, the required weeding shall be completed
as soon as possible and shall be completed throughout an LMD within a maximum
period of 30 days.
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 this RFP. Contractor at his
expense shall remove weeds to a distance of 30 feet measured from any sidewalk
adjacent to a fire protection area twice a year.
20.5. Where reference is made to weeding, brushing, or clearing within 100 feet (but may be up to
200 feet) of a structure, it is intended that the space between the structure and the private
property line is the responsibility of the owner of the property except where Special Districts has
accepted an easement to maintain a portion of the private lot. As an example, assume a private
residential lot has a depth of 100 feet, the rear or side of which abuts a fire protection slope.
Assume that the structure is set back 20 feet from the property line abutting this slope. 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, Special Districts is responsible for those
areas where an easement has been accepted by Special Districts over a portion of a private lot.
Consult with Special Districts for any questions regarding these areas.
20.6.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 from March through November
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 19 and 20 of these Specifications.
21.USE OF INTEGRATED PEST MANAGEMENT
21.1.Materials (biological insects) shall be at Contractor’s cost plus no more than 15%, as necessary
for integrated pest management (IPM) and contractor at his expense under the terms of this
agreement will provide the labor.
Integrated Pest Management (IPM): Integrated pest management (IPM) is a pest
management strategy that focuses on long-term prevention or suppression of pest
problems with minimum impact on human health, the environment, and non-target
organisms. Preferred pest management techniques include encouraging naturally
occurring biological control; using alternate plant species or varieties that resist pests;
selecting pesticides with a lower toxicity to humans or non-target organisms; adopting
cultivating, pruning, fertilizing, or irrigation practices that reduce pest problems; and
changing the habitat to make it incompatible with pest development. Pesticides are used
as a last resort when careful monitoring indicates that they are needed according to pre-
established guidelines. When treatments are necessary, the least toxic and most target-
specific pesticides are chosen. Implementing an integrated pest management program
requires a thorough understanding of pests, their life histories, environmental
requirements, and natural enemies, as well as establishment of a regular, systematic
program for surveying pests, their damage, and other evidence of their presence. IPM
has been mandated on Federal property since 1996 by Section 136r_1 of Title 7, United
States Code, and is cited in Title 41 of the Code of Federal Regulations (102-74.35) as a
required service for agencies subject to the authority of the General Services
Administration. The Contractor will develop an IPM program for work covered by this
statement of work.
Chemical Application: All work involving the use of chemicals will be accomplished by a
State of California Certified or Licensed pest control operator. A written
recommendation by a person possessing a valid California Pest Control Advisor License
is required prior to chemical application.
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 Special Districts, prior to use. A copy of all forms submitted to the County
Agricultural Commissioner shall be given to Special Districts on a timely basis.
Compliance with Regulations: All regulations and safety precautions listed in the
“Pesticide Information and Safety Manual” published by the University of California will
be adhered to.
Pest Control: Control of ground squirrels, gophers, and other burrowing rodents by
trapping and/or eradication will be provided by Special Districts. Contractor is not
responsible for this service. Whenever holes are visible upon the surface, these holes
shall be filled and securely tamped to avoid moisture runoff entering the holes by the
County Agricultural Department who will provide pest control for Special Districts. This
procedure shall be followed in all areas, especially within all slope areas. Contractor is
responsible for notifying Special Districts upon detecting a need for rodent control.
22.GENERAL CLEAN-UP
22.1.Contractor shall at their sole expense under the terms of this agreement perform the following
services:
Trash Removal: The contractor shall provide a trash pickup schedule for approval by
Special Districts. The contractor shall pick up trash and accumulated debris from the site
on a regularly scheduled rotation approved by LMD staff in advance.
Curb and Gutter Maintenance: Contractor is responsible for removal of weeds and grass
from curb and gutter expansion joints (up to 2’ from curb) at all times.
Fence Clearance: Contractor is responsible for removal of weeds and grass from within
18” of any fence or wall within the areas under Contractor’s maintenance at all times.
Walkway and Crack Maintenance: Walkways, if any, will be cleaned immediately following
mowing and edging and cleaned by use of power sweeping or blower equipment at a
minimum of once per week or as needed. This includes removal of all foreign objects from
surfaces such as:
a.Gum,
b.Animal feces,
c.Grease,
d.Paint,
e.Graffiti,
f.Glass and debris
All walkway cracks and expansion joints shall be maintained weed and grass free 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. This
includes the accumulation of leaves/debris at the base and lower branch structures of
shrubs.
Diversion: The Contractor will be responsible for creating and implementing a written
program to divert a minimum of 85% all green waste from landfills. The program should
include, but not be limited to, mulching and composting. The contractor shall report the
total tons of green waste generated and the number of tons diverted from the landfill
annually to the City’s Environmental Services Office. The goal will be at least 85%
diversion.
Drainage Systems & Maintenance: The following services shall be provided by Contractor
at their expense per Contract Agreement except as otherwise provided for:
a.All drains and catch basins shall be free of silt and other debris at all times. The
Contractor shall insure all drainage devices within LMD are functioning properly
at all times
b.All LMD area surface drains (“V” ditches), shall be kept clear of debris at all times
so that water will have an unimpeded passage to its outlet. Contractor will not
flush dirt or debris into the storm drain system per the City’s National Pollutant
Discharge Elimination System (N.P.D.E.S.) permit. All debris will be collected and
disposed of properly.
c.All LMD area sub-surface drains (except storm drains), shall be periodically
flushed with water to avoid build-up of silt and debris. All inlets to sub- surface
drains shall be kept clear of leaves, paper, and other debris to ensure unimpeded
passage of water. Every attempt will be made to prevent debris from continuing
into the City’s Storm Drain system including the use of sand bags, straw bales or
other Best Management Practices (B.M.Ps)
d.If the sub-surface drainage backs up or is blocked due to lack of periodic flushing
of silt and debris as stated above, the contractor shall be responsible at their
cost for plumbing services to clear the drain.
e.Disposal of green waste or other debris into catch basins, drains or Storm Drains
is prohibited. Such action could result in termination of maintenance contract.
23.MAINTENANCE INSPECTIONS
23.1.The Contractor shall perform a maintenance inspection of all facilities on a weekly basis within
the LMD during daylight hours. Such inspections shall be both visual and operational. The
operational inspection shall include operation of all sprinklers, lighting and other mechanical
systems to check for proper operational condition and reliability. Contractor is required to input
non-contractual service request information into the City’s “Resident Service Center” at:
http://user.govoutreach.com/santaclarita/faq.php
23.2.The Contractor shall be expected to meet on site with an authorized representative of Special
Districts for a walk-through inspection. Said meeting shall be at the convenience of Special
Districts and may include residents of the community. Special Districts may notify the
appropriate local representatives of the time and place of each walk-through inspection at a
minimum of one (1) week prior to the date of inspection. In addition, bi-weekly interim
inspections may be made by Special Districts if deemed necessary by LMD Staff.
24.WATER MANAGEMENT AND IRRIGATION SYSTEM MAINTENANCE OR REPAIR
24.1.All irrigation systems within the LMD areas designated in these specifications will be repaired
and maintained as required for proper operation by the Contractor; excluding programming
which is included in the contract. Irrigation repairs are considered to be additional work or
“extras”. For all irrigation repairs, including main lines, all irrigation parts will be reimbursed at
no more than a 15% mark up over the contractor’s cost. The Contractor must provide invoices
upon request of Special District Staff. Failure to provide copies of invoices may result in delay
of payments to Contractor. The contractor shall adhere to the Irrigation Association, Best
Management Practices (BMP’S) at:
http://www.irrigation.org/uploadedFiles/Standards/BMPDesign-Install-Manage.3-18-14(2).pdf
Scope of Responsibility: The contractor shall maintain (repair and/or replace as
needed) and keep operable all irrigation equipment consisting of:
a.Irrigation Programming
b.Irrigation Station Identification/Location
c.Irrigation Heads
d.Remote Control Valves
e.Flow Sensors
f.Flow Sensor Programming
g.PVC Piping (Including mainline and laterals)
h.Quick Couplers
i.Risers
j.Swing Joints
k.Check Valves
l.Irrigation Booster Pumps
m.Solar Controllers/Valves
n.Battery Operated Controllers/Valves
o.Valve Boxes, Quick Coupler Boxes, Etc.
p.Irrigation Controller Programming and Setup
Replacement Requirements: Replacements will be of original materials or substitutes
approved by Special Districts in writing prior to any installation.
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 trees, 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 specifications exceed such
requirements, the specifications shall govern.
Controllers: The contractor will be responsible for the control of Smart Water
Application Technologies (SWAT) certified weather-based controllers or equivalent,
controller programming through the contractors office via a desk top or any wireless
computer, or hand held device. The LMD will provide a password for access.
Inspections: Landscape Maintenance District Consultants/Inspectors will spot check
controller schedules on each inspection of a district to assure compliance with
irrigation program standards. Contractor shall conduct a complete irrigation system
inspection for each district at minimum of twice a year.
24.2. The contractor will be responsible to complete the following WeatherTrak training through
HydroPoint University: Level 1 – WeatherTrak Basic Systems Training. Proof of completion to
be provided with proposal submission. Additional trainings are available and participation is
encouraged.
24.3. 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.
The contractor will be responsible for the control of Smart Water Application
Technologies (SWAT) certified weather-based controllers or equivalent, controller
programming through the Contractors office via a desk top or any wireless computer,
or hand held device. The LMD will provide a username/password for access.
Response to WeatherTrak Alerts by category shall be made within the time frames
listed below. Failure to comply with response times will be considered a deficiency
and may be subject to a deduction from payment in the amount up to five hundred
($500.00) dollars for each instance where an alert is not resolved within the time
frame.
a.Severe Alerts to be resolved within 24 hours.
b.Major Alerts to be resolved within 5 working days
Contractor will provide their own irrigation remote (receiver and transmitter) for control of
the Rain Master, Calsense, LEIT (solar), WeatherTrak or other industry standard controllers
not listed. The City requires the Promax universal irrigation remote or other “smart phone”
technology for its use in field testing and operation of all irrigation systems for the LMD
areas. Use of this device will conserve water consumption, provide for more cost effective
maintenance of irrigation systems, and assure all parties concerned that the automatic
system is operating at maximum efficiency. Special Districts’ inspectors may use this device
in their inspections to verify that irrigation systems are functioning properly. The bleeding
of valves and hand watering are to be used in emergency or testing situations, not for
normal or day-to- day inspections.
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.
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.
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.).
Contractor shall be responsible for monitoring all irrigation systems within the jurisdiction
of this Specification and correct for coverage, adjustment, clogging of lines, and removal of
obstacles, including plant materials which obstruct the spray. Monitoring shall be scheduled
for all systems at minimum 1x monthly.
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).
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.
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.
When available, copies of controller maps shall be kept in enclosures at all times.
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.
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.
It is the responsibility of the Contractor to keep the plant material alive. If this requires an
extra application of irrigation water, the Contractor is to make the necessary adjustments
and immediately notify The City of Santa Clarita upon doing so.
Only City of Santa Clarita staff, City Monitors, the Contractor Supervisor/ Foreman or
Irrigation Technician will have access to all controllers. Enclosures will be locked/padlocked
at all times.
The Contractor shall test the soil in 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.
The 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
Once the irrigation system has been adjusted to only irrigate the planting areas it was
designed to irrigate, the 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.
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.
In addition to the soils condition, the individual plant material requirements must be taken
into account. As the plant material becomes established, a reduction in the frequency of
watering should be implemented to harden-off the plant material while maintaining it in a
healthy condition.
24.4.Operation of Systems:
As a standard practice, the Contractor shall formally acknowledge receipt of the irrigation
system within the first 60 days of the notice to proceed. It is the Contractors responsibility
to conduct a full-scale irrigation audit/assessment to determine deficiencies in the system
and make recommendations for repair(s).
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 trees,
annuals, perennial plants, and ground covers when automatic systems are not functioning.
Irrigation system will be controlled by Contractor in such a way as not to cause an excessively
wet area which could interfere with the Contractor’s ability to mow/maintain landscaped
areas.
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 LMD for
review.
Contractor shall adjust and clean as necessary all sprinkler heads, valves and pressure
regulators to continue operation at maximum efficiency and performance.
All materials and workmanship will be in accordance with the City Plumbing Ordinances
if/when applicable.
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.
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.
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.
The 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. The 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.
During extremely hot weather, long holiday periods, and during or following breakdown of
systems, the 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, the 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.
Once a year, the 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 LMD office immediately should a backflow prevention device
malfunction occur.
Landscape Maintenance District Consultants/Inspectors/City staff will spot check controller
schedules on each inspection of a district to assure compliance with irrigation program
standards. Contractor shall conduct a complete irrigation system inspection for each district
at minimum of twice a year.
Contractor shall observe and note any deficiencies occurring from the original design and
review these findings with Special Districts, so necessary improvements can be considered.
24.5.Repairs:
All pop-up heads should be assembled on triple swing joints.
When irrigation heads, risers, nozzles, etc. break, they will be replaced with like for like
irrigation heads. Uniformity is of the utmost importance.
All remote-control valves shall be Superior 950DW brass valves unless other(s) are accepted
by LMD staff.
Contractor shall repair all leaking or defective valves immediately upon occurrence, or
within 24 hours following notification from LMD of such a deficiency.
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.
Contractor shall submit itemized irrigation invoices for repairs, per LMD Zone on an as
needed basis.
Repair logs shall be maintained and will include date of repair, nature of repair, and itemized
list of materials for clarity. Site map/photo documentation to illustrate location of repair,
photo of site condition, and work completed shall be included with repair log(s).
24.6.Conversation: The City of Santa Clarita may conduct monthly water management meetings with
the 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 the contractor
to review any penalty charges that were caused by the Contractor’s inability to properly manage
water allocations, when applicable. The Contractor will be responsible for paying all water
penalties incurred on each water meter for all overages exceeding allocation established by the
respective water purveyor. The City of Santa Clarita may waive specific penalties at its sole
discretion.
The City of Santa Clarita takes Water Conservation very seriously and will not tolerate
mismanaged or neglected water delivery systems.
24.7.Water Budgets: In order to ensure efficient and responsible water management with regards to
landscape irrigation, the City of Santa Clarita Special Districts office may require the following:
When water budgets have been established for each individual service area within a
Landscape Maintenance District Zone (specifically water meter and/or point of
connection), CONTRACTOR shall not exceed the Maximum Applied Water Allowance
(MAWA) as established by State Assembly Bill 1881, Model Water Efficient
Landscape Ordinance (MWELO).
http://www.water.ca.gov/wateruseefficiency/landscapeordinance/
When water budgets and/or tiered rate structures are enforced by individual water
purveyors such as; Valencia Water Company, Newhall County Water District, Santa
Clarita Water Division, Castaic Lake Water Agency, or SCV Water, CONTRACTOR shall
not exceed the monthly allocation(s) as set forth by the service provider for each
individual service area within a Landscape Maintenance District Zone, specifically
water meter and/or point of connection.
Failure to comply with water budgets may lead to monetary penalties up to the costs
of the excessive use which exceeds the water budget(s), efficient tier, or any “penalty”
tier the City of Santa Clarita is subjected to.
25.MAINTENANCE AND REPAIR OF HARDSCAPE, SERVICE ROADS, AND DRAINAGE SYSTEMS
25.1.Hardscape surfaces, walkways, service roads and drainage systems if any, shall be maintained by
Contractor so as to keep the integrity of the walking and/or driving surface in a safe, unimpaired
condition. The contractor may not use subcontractors not included with the proposal submission
without written approval of Special Districts Staff. Any unsafe condition of a walkway or service
road shall be reported immediately to the LMD Monitor or directly to City Staff.
Contractor may be responsible for total replacement or repair of hardscaping and/or
plant replacement if damage occurs due to Contractor’s negligence or by accidental
damage within maintenance operation.
Contractor shall be responsible for sweeping/blowing all hardscape surfaces within the
contract boundaries on a regularly scheduled routine approved by LMD Staff or as
requested by Special Districts. All debris must be collected and removed.
Disposal of debris by blowing into roadways, sidewalks, or other areas is prohibited
and may be cause for contract termination or a deduction in payment as described in
Section 11.
26.GRAFFITI ERADICATION AND CONTROL
26.1.Contractor may be responsible to remove small amounts of graffiti (licensed plate size) as it
appears upon any of the walkways, Paseo overpasses and underpasses, walls, fences, or any
appurtenant structures or equipment within the areas under Contractor’s maintenance. Special
Districts Inspector will be informed of all graffiti immediately upon discovery. Contractor is
required to input graffiti information into the City’s reporting system at: http://www.santa-
clarita.com/city-hall/departments/administrative-services/technology- services/egraffiti
26.2.The contractor may be required to remove small amounts of debris which would fit into a small
pick -up truck. In such cases the dump fee may be invoiced to Special Districts. Removal of larger
items would be considered as an “additional work” item and subject to the terms of Section 5.
26.3.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 LMD prior to use.
27.DECOMPOSED GRANITE
27.1.Contractor will be required to keep DG areas and pathways free of soil, litter, debris, and weed
free. Any areas in need of repair or fill should be reported and a proposal provided to bring the
area back to an acceptable condition.
28.FUTURE/ADDITIONAL MAINTENANCE AREAS
28.1.For the maintenance of future/additional maintenance areas that have been accepted by the
City, contractor to provide pricing consistent with the Cost Proposal Template (Exhibit A) and
Additional Pricing (Exhibits B1 & B2) in this document for similar landscape/terrain.
RESPONSE FORMAT AND SELECTION CRITERIA
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
1.RESPONSE FORMAT - The organization of the response and cost files is described in this section of
the RFP. All potential vendors must follow this format.
1.1.RESPONSE FILE:
1.1.1.Introduction – A general introduction and description of the proposal shall be provided.
The format of the introduction is at the discretion of the contractor.
1.1.2.Background – Provide insight to your company and its resources. Explain the company
background and philosophy and what qualifies this company to be a successful
candidate for the City’s contract.
1.1.3.Scope of Work – Describe the work program. Identify how the objectives of the
specifications will be performed. Relate the business practices to the specific tasks
required and explain the proposed method for adhering to the landscape maintenance
requirements. Include contractor’s approach to the areas of pro-activeness,
responsiveness, familiarity with common concerns of the LMD areas, problem
resolution, and any other areas that explain how the work will be performed and
managed.
1.1.4.Schedule – Describe the time schedule for each proposed task and area rotation.
Provide staff descriptions and quantity on daily, weekly, monthly, and seasonal
timelines. Proposed work periods and completion dates, as well as any anticipated
meeting dates, should also be identified.
1.1.5.Personnel, Equipment, and Facilities – Describe the personnel qualifications,
equipment to be provided, and numbers of both dedicated to the areas for this
contract. Explain/show the reasoning for the type, number and composition of staff and
equipment for this contract and how the cost of such provides adequate or superior
value to the contract.
1.1.6.Exhibits – The documents within Section D are required to be submitted with the
proposal response and can be referred to throughout the RFP. However, expansion on
all aspects listed above is strongly encouraged. See Document Checklist for more
details.
1.2.COST FILE:
1.2.1.Statement of Offer and Signature – The proposal shall be signed by an individual
authorized to bind the consultant, shall contain a statement to the effect that the
proposal is a firm offer for a 120-day period, and shall contain a statement that the
proposed work will be performed at the “not-to-exceed” price. This will include all
deliverables and meeting attendance as laid out in the scope of work.
1.2.2.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.
1.2.3.Cost File must be submitted separately from the Response File.
2.PROPOSAL EVALUATION AND CONTRACTOR SELECTION – An evaluation panel comprised of
representatives from the requesting department will evaluate all proposals to determine
responsiveness to the RFP. The panel will recommend the selection of the responsible proposer
whose proposal is most advantageous to the City. Accordingly, the City may not necessarily make
an award to the proposer with the highest technical ranking nor award to the Proposer with the
lowest Cost Proposal if doing so would not be in the overall best interest of the City.
The overall criteria is listed below. As proposals are considered by the City to be more equal in their
technical merit, the evaluated cost or price becomes more important so that when technical
proposals are evaluated as essentially equal, cost or price may be the deciding factor.
2.1.SELECTION CRITERIA:
2.1.1.Team Composition: Contractor qualifications, staff qualifications, and number of staff
provided. (Includes but not limited to Section 12 and Exhibits E & G1-G2)
2.1.2.Rotation Schedule: Use and mobilization of resources. Proposed timeline to service all
areas. (Includes but not limited to as described in Section 12 and Exhibit E)
2.1.3.Acknowledgement & Successful Understanding of 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 LMD areas and problem
resolution. (Includes but not limited to Exhibits D & J)
2.1.5.References(Included but not limited to Exhibits C, F &I)
2.1.4.Cost of services provided (Exhibits A & B1-B2)
2.1.5.Value: Cost in relation to manpower. What makes the contractor the best candidate to
provide the services requested. (Includes but not limited to Exhibits A, B1, B2, D, G1-G2)
During the selection process, the evaluation panel may wish to interview proposers 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
CON-6
Council Approval Date:________
Agenda Item: ________
Contract Amount:________
MAINTENANCE AGREEMENT
BETWEEN
THE CITY OF SANTA CLARITA
AND
FOR
THIS MAINTENANCE AGREEMENT (“Agreement”) is made by and between the CITY OF
SANTA CLARITA, a general law city and municipal corporation (“CITY”) and
(“CONTRACTOR”).
The Parties agree as follows:
CONSIDERATION.
As partial consideration, CONTRACTOR agrees to perform the work listed in the
SCOPE OF SERVICES, below; and
As additional consideration, CONTRACTOR and CITY agree to abide by the terms and
conditions contained in this Agreement; and
A.As additional consideration, CITY agrees to pay CONTRACTOR an amount as set
forth in the attached Exhibit “ ,” which is incorporated by reference, for
CONTRACTOR’s services. CITY will pay such amount promptly, but not later
than thirty (30) days after receiving CONTRACTOR’s invoice.
2.TERM. The term of this Agreement will be from , to . The
Agreement may be renewed upon mutual consent of the parties.
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 perdiem 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 otheramounts
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 theservices 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.
3.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 InsuranceLimits (combined single)
Commercial general liability:$1,000,000/$2,000,000 (aggregate)
Business automobile liability$1,000,000
Workers compensationStatutory requirement
B.Commercial general liability insurance will meet or exceed the requirements of
ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth
above will be a combined single limit of $1,000,000 per occurrence, $2,000,000
general aggregate, 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 ISOBusiness 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:VII.” Certificate(s) must reflect that the insurer will provide
thirty (30) day notice of any cancellation of coverage. CONTRACTOR will require
its insurer to modify such certificates to delete any exculpatory wording stating that
failure of the insurer to mail written notice of cancellation imposes no obligation,
and to delete the word “endeavor” with regard to any notice provisions.
E.Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation
against CITY, its elected or appointed officers, officials, agents, volunteers and
employees for losses paid under the terms of the workers compensation policy
which arise from work performed by CONTRACTOR for CITY.
F.COVID-19. CONTRACTOR shall ensure its insurance coverages cover claims
and/or losses related to the COVID-19 pandemic to the extent such insurance
coverage is available. If such insurance is unavailable, but becomes available during
the life of the contract, CONTRACTOR shall procure a policy and name the City as
additionally insured.
G.Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance
required by this Agreement, City may obtain such coverage at CONTRACTOR’s
expense and deduct the cost of such insurance from payments due to
CONTRACTOR under this Agreement or terminate. In the alternative, should
CONTRACTOR fail to meet any of the insurance requirements under this
agreement, City 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.
I.Additional insured status.General liability, automobile liability, and
umbrella/excess liability insurance policies shall provide or be endorsed to provide
that CITYand its officers, officials, employees, agents, and volunteers shall be
additional insureds under such policies.
J.Primary/noncontributing.Coverage provided by CONTRACTORshall be primary
and any insurance or self-insurance procured or maintained by CITYshall not be
required to contribute with it. The limits of insurance required herein may be
satisfied by a combination of primary and umbrella or excess insurance. Any
umbrella or excess insurance shall contain or be endorsed to contain a provision
that such coverage shall also apply on a primary and non-contributory basis for the
benefit of CITYbefore the CITY’Sown insurance or self-insurance shall be called
upon to protect it as a named insured.
4.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, anysuch 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.
5.INDEMNIFICATION.
CONTRACTORshall indemnify, defend, and hold harmless the CITY, and its officers,
employees, and agents (“City indemnitees”), from and against any and all causes of action, claims,
liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs
of litigation (“claims”), arising out of the Contractor’s performance of its obligations under this
agreement or out of the operations conducted by Contractor, including the Contractor’s active or
passive negligence, except for such loss or damage arising from the sole negligence or willful
misconduct of the CITY. In the event the CITYindemnitees are made a party to any action, lawsuit,
or other adversarial proceeding arising from Contractor’s performance of this agreement the
Contractor shall provide a defense to the CITY indemnitees or at the CITY’S option reimburse the
CITYindemnitees their costs of defense, including reasonable legal counsels’ fees, incurred in
defense of such claims.
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 toexercise a measure of
control over the work means that CONTRACTOR will follow the direction of the CITY as to end
results of the work only.
NOTICES.
All notices given or required to be given pursuant to this Agreement will be in writing and
may be given by personal delivery or by mail. Notice sent by mail will be addressed
as follows:
To CITY:City of Santa Clarita
ATTN: Kenneth W. Striplin, City Manager
23920 Valencia Boulevard, Suite 300
Santa Clarita, CA 91355
To CONTRACTOR:
When addressed in accordance with this paragraph, notices will be deemed given upon
deposit in the United States mail, postage prepaid. In all other instances, notices
will be deemed given at the time of actual delivery.
Changes may be made in the names or addresses of persons to whom notices are to be
given by giving notice in the manner prescribed in this paragraph.
TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a
Taxpayer Identification Number.
WAIVER. A waiver by CITY of any breach of any term, covenant, or condition contained in this
Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other
term, covenant, or condition contained in this Agreement, whether of the same or different
character, nor will it be deemed to constitute a continuing waiver.
CONSTRUCTION.The language of each part of this Agreement will be construed simply and
according to its fair meaning, and this Agreement will never be construed either for or against
either party.
SEVERABLE.If any portion of this Agreement is declared by a court of competent jurisdiction
to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary
in the opinion of the court to render such portion enforceable and, as so modified, such portion and
the balance of this Agreement will continue in full force and effect.
CAPTIONS.The captions of the paragraphs of this Agreement are for convenience of reference
only and will not affect the interpretation of this Agreement.
INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with
the laws of the State of California, and exclusive venue for any action involving this agreement
will be in Los Angeles County.
AUTHORITY/MODIFICATION.This Agreement may be subject to and conditioned upon
approval and ratification by the Santa Clarita City Council. This Agreement is not binding upon
CITY until executed by the City Manager. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written agreement.
CITY’s City Manager may execute any such amendment on behalf of CITY.
ACCEPTANCE OF FACSIMILE SIGNATURES.The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the same
effect as an original signature.
EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity between any
provision of this Agreement, its attachments, the purchase order, or notice to proceed,the provisions
of this Agreement will govern and control.
FORCE MAJEURE. Should performance of this Agreement be preventeddue 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:IF
CORPORATION:
By:By:
Print Name & TitlePrint 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:
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:
Trust Fund Paid to:(Name)
Health and Welfare
Address:
$
Trust Fund Paid To:(Name)
Pension
Address:
$
Trust Fund Paid to:(Name)
Vacation/Holiday
Address:
$
Trust Fund Paid To:(Name)
Training
Address:
$
Trust Fund Paid To:(Name)
Other
Address:
$
Classification:Effective Date:Subsistence or Travel Pay:
Trust Fund Paid to:(Name)
Health and Welfare
Address:
$
Trust Fund Paid To:(Name)
Pension
Address:
$
Trust Fund Paid to:(Name)
Vacation/Holiday
Address:
$
Trust Fund Paid To:(Name)
Training
Address:
$
Trust Fund Paid To:(Name)
Other
Address:
$
Classification:Effective Date:Subsistence or Travel Pay:
Trust Fund Paid to:(Name)
Health and Welfare
Address:
$
Trust Fund Paid To:(Name)
Pension
Address:
$
Trust Fund Paid to:(Name)
Vacation/Holiday
Address:
$
Trust Fund Paid To:(Name)
Training
Address:
$
Trust Fund Paid To:(Name)
Other
Address:
$
Supplemental statement must be submitted during the progress of work should a change in rate of any of the classifications bemade.
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 FBS
(Contractor/Subcontractor)By (Name and Title)eSignature
SECTION D
Exhibits
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
Fill out this form completely and return with your proposal.
Item Column A Column B
Project Site
No. Monthly Maintenance Cost Annual Maintenance Cost
1. LMD Zone T29 (American Beauty) $ _____________x 12 months $
Total (Column B)
Total proposed amount annually, in legibly printed words:
______________________________________________________________________________
EXHIBIT B1: ADDITIONAL PRICING
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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.
Extra/Additional work by the CONTRACTOR, shall not exceed the labor rates as listed:
Pricing and Billing Schedule Detail
Skill Level Hourly Cost After-Hour Emergency
Irrigation Laborer $_____ per hour $_____ per hour
Landscape Laborer $_____ per hour $_____ per hour
QAC/QAL Herbicide and Pesticide Applicator $_____ per hour N/A
Please initial to verify acknowledgement of labor rates: ______________________________
EXHIBIT B2: ADDITIONAL PRICING CONTINUED
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
Fill out this form completely and return with your proposal. Do NOT include this pricing in the cost on
the of your proposal response.
Please list the unit price for labor, EXCLUDING part/material costs, for the following tasks. These rates
may be used in evaluating cost estimates for additional work requested by the City under this contract.
EXTENDED PRICE
UNIT OF
ITEM
DESCRIPTION QTY UNIT PRICE
(UNIT PRICE X
MEASURE
NO.
QTY)
Price for maintenance of landscaped
SF 500 $ $
1.
with turf.
Price for maintenance of landscape with
2. SF 1,000 $ $
trees, shrubs, and ground cover.
Price for maintenance of landscaped,
3. SF 500 $ $
irrigated slope.
Please list the unit price for all-inclusive labor and material costs, for the following tasks. These rates
may be used in evaluating cost estimates for additional work requested by the City under this contract.
EXTENDED PRICE
ITEM UNIT OF
DESCRIPTION QTY UNIT PRICE (UNIT PRICE X
NO. MEASURE
QTY)
Price for installation of one (1) gallon
4. EA 5 $ $
shrub.
Price for installation of five (5) gallon
5. EA 5 $ $
shrub.
Price for installation of fifteen (15) gallon
6. EA 5 $ $
shrub.
Price for installation of fifteen (15) gallon
7. EA 5 $ $
tree.
Price for installation of twenty-four-inch
8. EA 2 $ $
(24-inch) box tree.
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
1)The last six (6) months of tailgate safety meeting sign-in sheets and topics covered must be made
available UPON REQUEST. (Do not send with proposal submission at this time.)
2)In the year of 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 Class C-27 California Landscaping
Contractor License.
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
EXHIBIT D: PROACTIVE APPROACH FORM
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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 # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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 ½ 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 # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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
_________________________________________________________________________________
N ame and Telephone Number of Person Familiar with Project
_________________________________________________________________________________
Contract Amount Type of Work Date Started Date Completed
3._________________________________________________________________________________
Name and Address of Owner / Agency
_________________________________________________________________________________
N ame 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 # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
5.Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
6.Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
7.Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
8.Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
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______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
14.Name______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
15.Name______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2: STAFF HOURS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
Labor time proposed is time working on site and does not include travel time. Attach additional pages
as necessary for additional personnel.
ZONE: Zone T-29 (American Beauty)
Supervisors
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crew #1
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 #2
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 ____________________
Specialty Positions
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
EXHIBIT H: EQUIPMENT REQUIREMENTS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
Additional equipment requirements for work within proposed Landscape Maintenance District or the
ability of Contractor to rent/lease at no additional cost:
Commercial grade lawn mowers with mulching blade attachment, sufficient in size to cover large
turf areas
Proper equipment required to perform pruning tasks including hand pruners, loppers, saws,
pole pruners and chainsaws
Commercial Grade Battery Powered Leaf Blowers
All maintenance supplies for proper equipment operation
Garden Spading Forks
Shovels
Rakes
Scoop Shovels (various sizes and shapes)
Commercial Grade Chipper
Safety equipment such as head, eye, and ear protection, work boots. Body protection such as
chaps should also be used when operating chainsaws
Irrigation controller remotes and transmitters; particularly WeatherTrak
Irrigation milliamp multimeter
All the required tools and equipment to make minor and major irrigation repairs
All traffic control signs mechanical and stand alone, barricades, cones, vests all equipment and
safety wear shall be Cal-OSHA approved
Please initial to verify acknowledgement of equipment requirements: _______________
Initials
EXHIBIT I: CERTIFICATIONS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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 C-27 License (license number will suffice)
WeatherTrak irrigation manager, flow manager and OptiFlow training completion
1. ___________________________________________________________________________________
2. ___________________________________________________________________________________
3. ___________________________________________________________________________________
4. ___________________________________________________________________________________
5. ___________________________________________________________________________________
6. ___________________________________________________________________________________
7. ___________________________________________________________________________________
8. ___________________________________________________________________________________
9. ___________________________________________________________________________________
10. __________________________________________________________________________________
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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 23-LMD-18 Zones T29
Landscape Maintenance. The Contractor will be expected to perform maintenance practices and uphold
the standards herein to the established specifications throughout the length of the contract.
*Supervisor’s Signature: Date:
*Estimator’s Signature: Date:
*Owner’s Signature: Date:
*All three signatures required
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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 subconsulting agreements and cause its subconsultants to agree to
indemnities and insurance obligations in favor of CITY and other Indemnitees in the exact form and
substance of those contained in this Agreement.
4.INSURANCE
a.Before commencing performance under this Agreement, and at all other times this Agreement is
effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits
complying, at a minimum, with the limits set forth below:
Type of Insurance Limits
Commercial general liability: $1,000,000
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 01 11 85 or 88. The amount of insurance set forth above will be a combined single limit per occurrence
for bodily injury, personal injury, and property damage for the policy coverage. Automobile coverage will
be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto). Liability
policies will be endorsed to name CITY, its officials, and employees as “additional insureds” under said
insurance coverage and to state that such insurance will be deemed “primary” such that any other
insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO
Form No. CG 20 10 11 85 or 88, or equivalent. Such insurance will be on an “occurrence,” not a “claims
made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written
notice to CITY.
c.Professional liability coverage will be on an “occurrence basis” if such coverage is available, or on a
“claims made” basis if not available. When coverage is provided on a “claims made basis,” CONSULTANT
will continue to renew the insurance for a period of at least three (3) years after this Agreement expires
or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect
during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of
any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this
Agreement was in effect.
d.CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance
of the insurance required under this Agreement, including endorsements, and such other evidence of
insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must
be placed with California-admitted insurers with (other than workers compensation) a current A.M. Best
Company Rating of at least “A:VII.”
e.Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation against CITY, its elected
or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of the
workers compensation policy which arise from work performed by CONSULTANT for CITY.
f.Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this
Agreement, CITY may obtain such coverage at CONSULTANT’s expense and deduct the cost of such
insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to
TERMINATION section. In the alternative, should CONSULTANT fail to meet any of the insurance
requirements under this Agreement, City may terminate this Agreement immediately with no penalty.
g.Should CONSULTANT’S insurance required by this Agreement be cancelled at any point prior to
expiration of the policy, CONSULTANT must notify City within 24 hours of receipt of notice of cancellation.
Furthermore, CONSULTANT must obtain replacement coverage that meets all contractual requirements
within 10 days of the prior insurer’s issuance of notice of cancellation. CONSULTANT must ensure that
there is no lapse in coverage.
h.The CITY shall be entitled to any coverage in excess of the minimums required herein.
I have read and understand the above requirements and agree to be bound by them for any work
performed for the City.
Authorized Signature: ______________________________ Date: ___________________
Printed Name: ____________________________________
SECTION E
Attachments A-D
Monthly
–
Weekly
–
ATTACHMENT A1
Daily
(For reference only: Actual maintenance schedules shall comply with maintenance specifications.)
ATTACHMENT A2
EXAMPLE OF TYPICAL MAINTENANCE PROGRAM
Semi-Annual and Annual
(For reference only: Actual maintenance schedules shall comply
with maintenance specifications.)
PROPOSAL #
City of Santa Clarita, California
Inventory List: Zone T-29
Item # DescriptionAPPROXIMATE Estimated Quantity
Square Footage
Irrigated Landscape
1 246,086
Non-irrigated Landscape
2 22,215
Backflow devices
3 1
Irrigation controllers
4 2
Irrigation enclosures
5 2
Paseo pole lights
6 0
7 Trail foot lights 0
8 Bridges over street 0
9 Tunnels and lights 0
10 Monument signs0
11 Tennis courts0
12 Trash containers cement/other0
13 Paseo and Trail walkways 0
14 Drinking fountains 0
15 Playgrounds0
HOLIDAYDATE CELEBRATED
Monday, January 2
New Year’s Day 2023
Monday, January 16
Martin Luther King Jr. Day
Monday, February 20
President’s Day
Monday, May 29
Memorial Day
Monday, June 19
Juneteenth
Tuesday, July 4
Independence Day
Monday, September 4
Labor Day
Monday, October 9
Columbus & Indigenous People’s Day
Friday, November 10
Veterans Day
Thursday, November 23
Thanksgiving Day
Friday, November 24
Day after Thanksgiving
1/2 Day for Christmas Eve
Friday, December 22
Christmas Day
Monday,December 25
1/2 Day for New Year’s Eve
Friday, December 29
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. In addition to the
scheduled holidays identified above, full-time employees receive one floating holiday
granted on January 1. This is a “free” day which may be used at any time before the end of
the calendar year with prior approval ofthe Department Head and/or Division Manager.
City of Santa Clarita
23-LMD-18 Zones T29 Landscape Maintenance
Proposal #LMD-23-24-06
Landscape Maintenance Services Proposal
September 5, 2023
City of Santa Clarita
23920 Valencia Blvd.
Santa Clarita, CA 91355
To Whom It May Concern:
Thank you for allowing Marina Landscape Services, Inc. the opportunity to submit our landscape
maintenance services proposal for 23-LMD-18 Zones T29 Landscape Maintenance Proposal
#LMD-23-24-06.
Marina Landscape Services is a full-service landscape management company dedicated to
providing exceptional customer service in the Southern California sector for over 35 years.
Marina Landscape Services has established the benchmark of quality and service with our
experienced team of professionals and technicians. Our desire is to provide with the most
attentive, reliable and professional landscape maintenance service in the industry. Marina
Landscape Services has been recognized by our clients, as well as, our peers for our quality
landscape management and water management practices.
Our first goal as your service provider will be to conduct a complete irrigation audit and initiate
proper programming and scheduling of the irrigation system. A report will be provided to the
Landscape Maintenance District (LMD) administrator with proactive suggestions and
recommendations to ensure continuous improvements to the irrigation system and landscape at
LMD Zone T-29 (American Beauty). Marina Landscape Services has developed and provided a
detailed maintenance schedule for the landscaped areas in LMD Zone T-29 (American Beauty).
This schedule will serve as an essential communication tool for the LMD administrator to have a
thorough understanding of our service plan. These maintenance routines will be initiated and
reviewed as required to maintain service levels, as well as, to provide a consistent quality and
appearance.
Enclosed, please find our landscape maintenance services proposal for LMD Zone T-29
(American Beauty). Marina Landscape Services, Inc. will furnish all labor, equipment, tools,
services and special skills required to execute the landscape maintenance specifications set
forth in this request for proposal. The services include, but are not limited to; mowing,
trimming, edging, pruning, fertilization, pre-emergent herbicide application, weed control,
minor tree care, plant replacements, and cleanup and clearing of drainage systems and
maintenance of fuel modification areas. These maintenance management practices will be
performed to maintain the landscape in an attractive and healthy condition at all times.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Thank you for your consideration of our services as we look forward to the opportunity to
work with the City of Santa Clarita. I have been a long-time resident and landscape contractor
in Santa Clarita Valley. My team and I feel we have built a strong reputation in the industry
and have established a good working relationship with the projects we manage. We are very
familiar with your project and fully understand the needs and expectations of the project site
and the City of Santa Clarita. We would be delighted to have LMD Zone T-29 (American
Beauty) in our portfolio and work towards establishing a long-lasting working relationship
with the City of Santa Clarita. It will be our goal to provide immediate impact and
improvement and excellent ongoing landscaping services to LMD Zone T-29 (American
Beauty). We look forward in working with the City of Santa Clarita.
If you have any questions, or if I may provide you with any additional information, please do not
hesitate to contact me.
Sincerely,
Marty Stowell
CEO
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Background
About Marina Landscape Services
Marty Stowell, CEO, of Marina Landscape Services started in the landscape maintenance
industry in 1986. Marty built a landscape maintenance and installation company with the primary
focus of servicing Homeowner Associations, Commercial, Public Works, Parks, and Sports Field
maintenance contracts. Our team of qualified professionals are at the top in the Los Angeles
County area currently servicing over 1,500 acres of slopes, turf, planters, irrigation, water, trees
and fuel modification zones.
We are proud of our achievements and we are confident that our customers will attest to our
commitment.
Today, Marina Landscape Services, employs over 200 trained landscape technicians.
Our corporate office is located at 24801 Pico Canyon Rd., Suite 302, Stevenson Ranch, CA
91381. Our office is open Monday through Friday from 7:00 a.m. - 4:00 p.m.
Philosophy
Marina Landscape Services, Inc. is a reputable landscape services company, we take extreme
pride in our work and our team takes proactive measures to ensure the needs our clients are
achieved and exceeded. We understand the needs and challenges of LMD Zone T-29 (American
Beauty). Marina Landscape Services works with our clients to provide solutions.
Marina Landscapes Services, staffs our projects with the most qualified personnel, equips our
team members with essential communication tools, and new vehicles and equipment for better
efficiency and production, implements the latest horticultural practices, and applies advancing
technologies. We believe we provide our team with the proper tools to effectively and efficiently
address the day-to-day needs of our customers to provide an exceptional level of service.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Scope of Work
Marina Landscape Services, Inc. understands the scope of work and the requirements for
landscape maintenance services for LMD Zone T-29 (American Beauty), and the importance
and impact the landscape can have on the overall appearance of the City. The areas will be
maintained at industry standards and all work will be performed in a professional manner and
using proper equipment and tools, and quality materials.
Transition Plan
Marina Landscape Services will work with the City of Santa Clarita Landscape Maintenance
District (LMD) administration staff in advance to determine the current state of the landscape
zones to be taken over. Meetings will be scheduled, as necessary, between LMD representatives
and the Account Supervisor and the Landscape Maintenance Foreman to start a constructive
dialog that will carry over as the project is transitioned over from the departing contractor. A
thorough initial inspection will be made and documented with suggestions for improvement.
Any approved suggestions will be implemented upon the start of contract.
One of the first processes Marina Landscape Services implements on a new contract is an
irrigation audit. Our audit ensures that the irrigation system is operating properly. Ensuring that
the irrigation is properly operating will reduce water cost and usage, while making sure proper
job-site to ensure all the standards are being met to insure maximum water conservation.
Provided below is a sample of our Irrigation System Audit Worksheet. Marina Landscape
Services will follow the maintenance schedule for the landscaped areas at LMD Zone T-29
(American Beauty). These maintenance routines will be initiated and reviewed as required to
maintain service levels, as well as, to provide a consistent quality and appearance.
General Landscape Maintenance Services
Landscape maintenance services will be provided per the contract specifications utilizing
best practices assuring minimum disturbance to the neighbors, visitors, and facility staff.
Marina Landscape Services recognizes that this is an important matter and will diligently
oblige. To ensure that this is achieved, we will rely on up-to-date scheduling and changes
submitted by the City
Irrigation System Maintenance
Marina Landscape Services will inspect the irrigation system to ensure the plant material is
receiving an adequate amount of water, and that the irrigation controllers are set to the proper
specifications and ensure the irrigation components are operational. Our Irrigation Technicians
and Irrigation Specialists recognize that water conversion is crucial and having an efficient
watering practice is the key to optimizing water usage. Efficiency will be achieved by proper
adjustments and by making the necessary repairs to the irrigation. Irrigation inspections will be
performed per the contract specifications and issues will be reported to the LMD administrator.
Our Account Supervisors, Landscape Maintenance Foreman, Irrigation Technicians and
Irrigation Specialists are experienced and trained in the operation of WeatherTrak controllers,
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
and will adhere to the Irrigation Association, Best Management Practices. Marina Landscape
Services will utilize an Irrigation System Audit Worksheet as a guide for our landscape
irrigation inspections.
Water Management
Marina Landscape Services has an established working relationship with the local water agencies
in providing our projects with the latest in water and irrigation product rebates. In a constantly
advancing industry, we are committed to water conservation and resource technologies. By
installing low-water-use plants, retrofitting irrigation systems with industry- advanced
components, and utilizing on-site weather stations, flow sensors, rain sensors has been successful
in saving our customers in water usage. Marina Landscape Services has fully trained personnel
to address all of the irrigation needs. Our Irrigation Specialist and Irrigation Technicians have
vehicles stocked with the necessary irrigation components for all irrigation needs. Our Irrigation
Specialist and Irrigation Technicians are certified in irrigation and management practices and are
experienced with the following irrigation controllers: WeatherTrak, Calsense, RainBird, Irritrol,
Hunter, ET Water, RainMaster, Baseline, and Weathermatic. Another value-add service Marina
Landscape Services employs is a water consumption analysis to enhance the water conservation
goals, as well as, a soil analysis of the landscaped areas for a better understanding of the soil
dynamics. In addition, Marina Landscape Services also has over 20 years of knowledge and
experience in the application of fertigation.
Weed, Disease and Pest Control
To ensure a healthy and well-kept plant community, Marina Landscape Services will implement
preventative measures and when the need arises will take active measures to ensure quality flora.
Our Landscape Maintenance Foreman are trained on a regular basis and will notify the Account
Supervisor of any pests and/or diseases that may be present. Marina Landscape Services
personnel are always observant for target pests, and seasons will always be a consideration.
Prevention consists of reducing plant stress, as many of us know plants are more susceptible to
damage and disease under stressful conditions thereby, we provide proper pruning techniques,
adequate watering practices, mulching, and in addition we will provide well maintained and
clean equipment to execute the work. For weed control, cultivation is our preferred form of
control, however, if chemical application is necessary, Marina Landscape Services with consult
with our team of Qualified Applicators for proper application recommendations.
Storm Preparation Procedures
Marina Landscape Services proactively cleans the storm drains, v-ditches, and inspects the
slopes for erosion issues during our maintenance rotation, as well as, before, during, after
rain activity. During rain and wind events, the Landscape Maintenance Foreman is
monitoring the site and on stand by for emergency responses. Issues will be reported to the
LMD administrator.
Emergency Response Procedures
When notified of a landscape and/or irrigation emergency during the hours and days of
maintenance services, Marina Landscape Services will respond by phone and/or text message to
the LMD administrator within fifteen (15) minutes of notification. When notified of a landscape
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
or irrigation emergency outside of the normal hours and days of maintenance service, Marina
Landscape Services will respond within thirty (30) minutes. If necessary, personnel and
equipment will be provided within two (2) hours. For maintenance and/or irrigation emergencies,
Account Supervisor, Alonzo Aguilar, will be the direct contact and can be reached at (661) 904-
9478. In addition to direct communication with the Account Supervisor, Marina Landscape
Services customer service can also be contacted during business hours at (661) 753-3730.
Damage Prevention
On a daily basis an initial inspection of the work area will be performed by the Landscape
Maintenance Foreman. The purpose of the inspection will be to identify areas that could
potentially be a liability. Findings will be reported to the LMD administrator and a remediation
plan will be developed.
Safety
Safety is a priority at Marina Landscape Services, Inc. Our technicians are very aware of their
surroundings and participate in daily tailgate safety meetings. Every employee of Marina
Landscape Services goes through a safety training program at the beginning of their employment
and our continuing education only strengthens those foundations. Safety training meetings are
monthly. We hold meetings to learn emergency procedures every two months, and training on
-enact the incident
to educate other employees demonstrating how the accident occurred, and what we could do to
prevent it from occurring again. Our employees are equipped with Personnel Protective
Equipment (PPE) that will protect them and others from being injured. The PPE includes safety
glasses, gloves, proper foot wear, long-sleeves and pants, dust masks, ear plugs and reflective
attire/equipment. Marina Landscape Services trains all employees on how to properly operate
and work around all of our maintenance equipment. Employees learn signaling to a vehicle and
wear reflective attire all the time while being in the surroundings of equipment or traffic. Public
safety is heavily regulated. The Account Supervisor will perform a job-site safety analysis to
identify any potential hazards or safety risks, any found will be reported to the Safety Manager
for any that pose immediate risk or hazard to the public this area will be reported to the LMD
administrator.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Irrigation System Audit Worksheet
Project NameDate
Address
City, State Page of
Abbreviation Key: S = Spray, fixed nozzle R = Rotor, including MSMT nozzles I = Impact = Needs correction = Correction
Controller ID/ Name
Controller Station #
Sprinkler type (Choose one)
Station Flow (gpm)
High Pressure (psi)
Low Pressure (psi)
Action Required (Place "" for needs correction, "" when completed")
Broken pipes
Missing/broken heads
Missing nozzles
psi adjustment needed
Clogged nozzle
Heads not turning
Arc misalignment
Low head drainage
Leaking seals/fittings
Spray defelected/blocked
Sunken head
Titled heads
Mismatched heads
Spray/rotor separation
Spacing uneven
Valve malfunction
Observations on Maintenance Frequency
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Schedule
Marina Landscape Services will provide on-site staffing to perform the required maintenance
services between Monday through Friday. The work schedules consist of a Maintenance
Schedule, Rotation Schedule and Maintenance Program and have been included in this proposal.
Please refer to the Maintenance Schedule section of this proposal. The work schedules identify
and delineate the time frames for the required functions set forth in the scope of work. The
Maintenance Schedule outlines which days of the week the LMD zones will be serviced. The
Rotation Schedule illustrates the areas that will be serviced on a monthly rotation basis. The
Maintenance Program outlines daily, weekly, monthly, semi-annual and annual timelines for
landscape maintenance operations. A written copy of the City approved schedule will be kept in
the company vehicle at all times and be available upon
request of LMD administrator. Marina Landscape Services will notify LMD administrator at
least one (1) week prior to the date and time of all the following maintenance operations:
fertilization; turf aeration; turf renovation/verticutting; micro-nutrients/soil amendments;
spraying trees, shrubs or turf; aesthetic/structural tree and shrub pruning; transplanting of small
and medium sized plants; lane closures; fire protection of the natural slopes area maintenance;
and other items as determined by Special Districts.
Marina Landscape Services will assign an Account Supervisor, a team of Field Technicians
consisting of a Landscape Maintenance Foreman, Landscape Maintenance Technicians and
Irrigation Technicians to the project site. The Account Supervisor will direct the Landscape
Maintenance Foreman and meet with City representatives. The Account Supervisor will visit the
job site regularly to ensure all standards are being met. When necessary, the Account Supervisor
will create punch-lists for items requiring attention. Meetings with LMD staff will be scheduled
when needed. The Landscape Maintenance Foreman will be in direct contact with Account
Supervisor, and is responsible for directing and assisting the Landscape Maintenance
Technicians in completing the landscape maintenance operations. The Landscape Maintenance
Technicians will execute the landscape maintenance operations. The landscape maintenance
operations include but not limited to; mowing, trimming, edging, hand pruning, fertilization,
application of pre-emergent herbicides, weed control, minor tree raising, plant replacements, and
cleanup/clearing of drainage systems. The Irrigation Technician and Irrigation Specialist will
oversee the proper operation of the irrigation system. Proper irrigation includes but not limited;
to repair and/or replacement of irrigation components and proper scheduling of the irrigation
controllers.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Personnel, Equipment, and Facilities
Experience and Qualifications
Marina Landscape Services is confident our team of qualified management and field personnel
bring years of valuable knowledge and experience. Our personnel are certified in safety, traffic
control, Occupational Safety Health Act (OSHA) compliance, pest control application, pest
control advising, water management and arbor care.
Management Personnel
Marty Stowell, CEO
Marty has been a State of California licensed C-27 contractor for over 35 years. His expertise is
found in maintaining Homeowner Associations maintenance contracts in Southern California.
His keen eye for scheduling and the utilization of our crews makes our maintenance operation
very efficient and effective. Marty has extensive knowledge in landscape irrigation and
installation, water management, estimating and construction.
Slater Stowell, CFO
Slater has been in the landscape industry since his childhood. Slater brings years of experience
in operations. He brings her expertise in operations and business to help with the daily
operations. Slater oversees all aspects of the office operations from Account Receivable,
Accounts Payable, Human Resources, business and new contracts.
Efrain Lupercio, Jr., Branch Manager/Senior Account Supervisor
Efrain brings years of experience in management of HOA, Commercial, Retail, Amusement
Park, Public Works maintenance contracts, renovation, water management, estimating,
purchasing and contract administration. He holds a C-
Environment Horticultural Science from Cal Poly San Luis Obispo.
Alonzo Aguilar, Account Supervisor
Alonzo has over 27 years in the landscape industry. He is highly knowledgeable and experienced
in managing HOA, Commercial, Retail, Public Works, and Sports Field maintenance contracts,
and water management, and renovations. He is also experienced in estimating, purchasing and
inventory management.
Steven Avelar, Account Supervisor
Steven brings over 15 years of landscape maintenance experience. He has a multitude of
experience in managing HOA, Commercial, and High-end Retail maintenance contracts, and
water management, and renovations. Steven is also experienced in estimating, purchasing and
inventory management.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Juventino Orozco, Account Supervisor
Juventino has over 16 years of landscape maintenance experience. His background in
landscape maintenance has been in field production and management of HOA and Public
Works maintenance contracts, water management and renovations.
Jorge Trinidad, Irrigation Specialist
Jorge has over 15 years of landscape maintenance and irrigation experience. His
specialization is in irrigation and water management. He is certified in irrigation and water
management. Jorge oversees twelve irrigation technicians.
Administrative Personnel
Andrea Aguilar, Office Manager/Customer Service Representative
Andrea focuses on Customer Service, Human Resources and Payroll responsibilities.
Evelyn Trinidad, Office Administrator/Customer Service Representative
Evelyn focuses on Customer Service and Accounts Receivable/Payable responsibilities.
Field Personnel
Our team of field technicians are professional, experienced, well-trained and certified
Landscape Maintenance Foreman, Irrigation Technicians and Landscape Maintenance
Technicians. The landscape maintenance foreman is responsible for managing the landscape
maintenance crew and executing the day-to-day maintenance duties. The landscape
maintenance technicians are responsible for executing the day-to-day maintenance duties. The
irrigation technician performs the necessary adjustments and repairs to achieve maximum high
efficiency of the irrigation system.
Consultant
Craig Crotty, Arbor Culture LLC
Craig Crotty is the consulting ISA Certified Arborist for Marina Landscape Services. He
manages private and public projects within the City of Santa Clarita. Craig has been in the arbor
care industry since 1991. He is well versed in the arbor care industry. Craig holds certifications
from the International Society of Arboriculture. His arborist consulting practice include: Tree
Identification, Preservation Plans and Monitoring for Construction, Risk Assessment, Appraisal,
Diagnosis and Recommendations, Tree Cultural Care and Management Specifications, Insect
and Disease Identification and Energy Conservation Programs.
K2group
Kriss Keogh, Landscape Architect and President, has provided valuable assistance in water
conservation through the practice of water consumption data and analysis services. Kriss has
been called upon to evaluate a variety of client requests to track and monitor water use as it
relates to physical use, as well as, dollars spent. K2group is available to assist the City of Santa
Clarita.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Wildlife Management Professionals
Wildlife Management Professionals will be the weed and pest control applicator for Marina
Landscape Services. Wildlife Management Professionals holds a valid and active and State of
California Department of Pesticide Regulations, Pest Control Business license, and a valid and
active State of California Department of Pesticide Regulations, Qualified Applicator
certification. The applicator will be used as necessary per the Scope of Services.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Organizational Chart
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91381
Equipment
Marina Landscape Services, Inc. is fully equipped with a fleet of new vehicles, power equipment
and tools and also has larger equipment available in house. An outline of the vehicles, equipment
andtools that will beassignedto this project is providedbelow.Marina Landscape Services
employees are uniformed. Uniforms and Personnel ProtectiveEquipment (PPE) shall be properly
exhibited. Our Account Supervisors and Foreman areequipped with smart phone devices allowing
for efficient communication to help partiesexchangeinformation quicklyand help executetasks
promptly.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 913
Equipment
MaintenanceCrewsIrrigationTechnician
VehicleVehicle
1 FordF-250Truck1FordF-150Truck
1LandscapeTrailerSmallTools
Irrigationcontrollerremote&transmitter
PowerEquipmentHandPruners
2BackpackLeafBlowerLoppers
2StringTrimmerShovels(Round,Square&Trench)
2ExtensionHedgeTrimmerToolSet
1ChainsawTrafficControl
1PoleSaw
2Mower
SmallTools
Hand Pruners
Hand Picks
Hula Hoes
Loppers
Shovels(Round,Square&Trench)
Rakes
HandSaws
Garden Spade Forks
PolePruner
Hoses
Quick Couplers
Broom
Trash Cans
FertilizerSpreader
TrafficControl
Available Equipment
Walk-behind Aerators
Walk-behind De-thatchers
BucketTruck
DumpTrucks
Commercial Grade Chippers
DumpTrailers
FrontLoaders
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 913
Facilities
Corporate Office
Our corporate office is located at 24801 Pico Canyon Road, Suite 302, Stevenson Ranch, CA
91381.
Fleet Dispatch Facility -Coltrane
Our Coltrane Fleet Dispatch Facility is located at 23121 Coltrane Avenue, Newhall, CA 91321.
With our local facility in close proximity to the project site, we can ensuremaximumservice
timeand minimumdrivetime.
Fleet Dispatch Facility -Canyon Country
Our Canyon Country Fleet Dispatch Facility is located 28010 Tiffany Lane, Canyon Country,
CA 91387. We can ensuremaximumservicetimeand minimumdrivetime, with our local
facility in close proximity to the project site.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 913
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
Fill out this form completely and return with your proposal.
Item Column A Column B
Project Site
No. Monthly Maintenance Cost Annual Maintenance Cost
1,235.00
1. LMD Zone 17 $ ____________________x 12 months $ 14,820.00
Total (Column B)
Total proposed amount annually, in legibly printed words:
Fourteen thousand eight hundred twenty dollars and zero cents
______________________________________________________________________________
EXHIBIT B1: ADDITIONAL PRICING
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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.
Extra/Additional work by the CONTRACTOR, shall not exceed the labor rates as listed:
Pricing and Billing Schedule Detail
Skill Level Hourly Cost After-Hour Emergency
Irrigation Laborer $_____ per hour $_____ per hour
65.0097.50
50.25
Landscape Laborer $_____ per hour $_____ per hour
33.50
60.00
QAC/QAL Herbicide and Pesticide Applicator $_____ per hour N/A
Please initial to verify acknowledgement of labor rates: ______________________________
EXHIBIT B2: ADDITIONAL PRICING CONTINUED
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
Fill out this form completely and return with your proposal. Do NOT include this pricing in the cost on
the of your proposal response.
Please list the unit price for labor, EXCLUDING part/material costs, for the following tasks. These rates
may be used in evaluating cost estimates for additional work requested by the City under this contract.
EXTENDED PRICE
UNIT OF
ITEM
DESCRIPTION QTY UNIT PRICE
(UNIT PRICE X
MEASURE
NO.
QTY)
Price for maintenance of landscaped
SF 500 $ $ 21.25
1.
0.0425
with turf.
Price for maintenance of landscape with
0.025025.00
2. SF 1,000 $ $
trees, shrubs, and ground cover.
Price for maintenance of landscaped,
0.0250
12.50
3. SF 500 $ $
irrigated slope.
Please list the unit price for all-inclusive labor and material costs, for the following tasks. These rates
may be used in evaluating cost estimates for additional work requested by the City under this contract.
EXTENDED PRICE
ITEM UNIT OF
DESCRIPTION QTY UNIT PRICE (UNIT PRICE X
NO. MEASURE
QTY)
Price for installation of one (1) gallon
4. EA 5 $ $
13.50
67.50
shrub.
Price for installation of five (5) gallon
175.00
5. EA 5 $ $
35.00
shrub.
Price for installation of fifteen (15) gallon
6. EA 5 $ $ 625.00
125.00
shrub.
Price for installation of fifteen (15) gallon
1,125.00
7. EA 5 $ 225.00$
tree.
Price for installation of twenty-four-inch
920.00
8. EA 2 $ $
460.00
(24-inch) box tree.
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
1)The last six (6) months of tailgate safety meeting sign-in sheets and topics covered must be made
available UPON REQUEST. (Do not send with proposal submission at this time.)
2)In the year of 2021, what was the longest stretch of days worked without an accident in the landscape
maintenance division?
182
_________________________________________________________________________________
3)Please provide any sustained complaints made to your company within the past four (4) years to
Cal-OSHA.
N/A
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
4)Please provide any sustained complaints made to your company within the past four (4) years to
the California State Contractor Board in regards to your Class C-27 California Landscaping
Contractor License.
N/A
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
EXHIBIT D: PROACTIVE APPROACH FORM
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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?
Please see attached page
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
*Attach additional pages as necessary.
EXHIBIT D: PROACTIVE APPROACH
Marina Landscape Servicesprides itself in providing the best landscape services in the industry.
Its team of qualified professionals and technicians pride themselves in servicingits customers
withthe most attentive, reliable and professional landscape servicesavailable.Marina supplies
our staff with up-to-date communication tools for communication efficiency, providesthe newest
vehicles and equipment, appliesthe latest horticultural practices and implementsadvancing
technologies for better efficiency and higher production.
Marina Landscape Services will work with the City of Santa ClaritaLandscape Maintenance
District administration staff in advance to determine the current state of the landscape zones to
be taken over. Meetings will be scheduled as necessary between LMDrepresentativesand the
Account Supervisor and theLandscape Maintenance Foremanto start a constructive dialog that
will carry over as the project is transitioned over from the departing contractor. A thorough
initial inspection will be made and documentedwith suggestions for improvement, as necessary.
Any approved suggestions will be implemented upon the start of contract. One of the first
processes Marinaimplements on a new contract is anirrigationaudit. Our irrigation audit
ensures that the irrigation is operatingproperly. Ensuring that the irrigation is properly operating
will reduce water costand usage, while making sure proper absorption is occurring in the plant
soil.will be visiting the job-site to ensure all thestandards are
being metto insure maximum water conservation.
Marina Landscape Services will takeallproactive measures to ensure that the quality of service
is being met and exceeded.MarinaLandscape Services Account Supervisor, Alonzo Aguilar,
will bein charge ofoverseeing ouron-sitestaffdedicated to this contract.Alonzo has over 27
years ofexperience in the landscaping industry andis very familiar with the LMDZone. We are
certain the transition from contracts will seamless. Aguilar will be visiting the job site frequently
to ensure all standards are being met. When necessary, hewill create punch-lists for anything
that needs attention. Using this proactive method of control, we are able to keep our projects in
excellent condition.
The close proximity of our facility to the project sites ensures there is less drive time to the job,
therefore, resulting in more time spent on the job.
ağƩźƓğ \[ğƓķƭĭğƦĻ {ĻƩǝźĭĻƭͲ LƓĭ.
Serving Santa Clarita Ι Los Angeles Ι Orange County Ι Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 Ι Stevenson Ranch, CA 913
EXHIBIT E: DESIGNATION OF SUBCONTRCATORS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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 ½ 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
As Needed
Craig Crotty Arbor Culture
Location and Place of Business
424 Mesa Lila Road Glendale, CA 91208
Bid Schedule Item No’s: Description of Work
LMD-23-24-06
Certified Arborist
License No. Exp. Date: / / Phone ( )
WE-0749A
06/30/2024(818) 636-4917
Subcontractor DIR Registration No. Dollar Value of Work
As Needed
Wildlife Management Professionals
Location and Place of Business
4505 Industrial St #2A Simi Valley, CA 93063
Bid Schedule Item No’s: Description of Work
Weed and Pest Control
LMD-23-24-06
License No. Exp. Date: / /Phone ( )
151824
1/31/2023
(805) 813-1785
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 # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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.
City of Culver City - Parks, Recreation & Community Services/9770 Culver Boulevard, Culver City, CA 90232-0507
1._________________________________________________________________________________
Name and Address of Owner / Agency
(310) 253-6471
Dani Cullens
_________________________________________________________________________________________
Name and Telephone Number of Person Familiar with Project
Landcape maintenance services and
2018
Current
fuel modification management
$22,440/month
_________________________________________________________________________________
ContractAmount Type of Work Date Started Date Completed
Westridge HOA/Valencia Management Group, 25106 Avenue Tibbitts #100, Valencia, CA 91355
2._________________________________________________________________________________
Name and Address of Owner / Agency
(818) 974-0099
Rob Nakamura
_________________________________________________________________________________
N ame and Telephone Number of Person Familiar with Project
Landscape maintenance services, water
management, fuel modification management,
Current
2009
$54,938/month
and arbor care
_________________________________________________________________________________
Contract Amount Type of Work Date Started Date Completed
Caruso Management Company/101 The Grove Drive, #300, Los Angeles, CA 90036
3._________________________________________________________________________________
Name and Address of Owner / Agency
(818) 637-8011
Julie Jauregui
_________________________________________________________________________________
N ame and Telephone Number of Person Familiar with Project
Landscape maintenance services, water
Current
2018
management, and arbor care
_________________________________________________________________________________$64,670/month
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:
MaxPro Insurance Solutions, 25129 The Old RoadRd #220, Stevenson Ranch, CA 91381 (661) 425-9153 Ext 102
_____________________________________________________________________________________
Lockton Companies, 444 W 47th Street, Suite 900, Kansas City, MO 64112-1906 (844)290-4908
_____________________________________________________________________________________
EXHIBIT G1: STAFF
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
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.
Alonzo Aguilar
Account Supervisor
1. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
Amadeo R.Landscape Maintenance Foreman
2. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
Landscape Maintenance Technician
Angel H.
3. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
Jorge TrinidadIrrigation Specialist
4. Name______________________________________ Job Title________________________________
Level 1-WeatherTrak Basic Systems Training Certified
License/Certificates__________________________________________________________________
Efrain Lupercio, JrBranch Manager
5. Name______________________________________ Job Title________________________________
BS Environmental Horticultural Science & C-27 Licensed Contractor
License/Certificates__________________________________________________________________
Slater StowellCFO
6. Name______________________________________ Job Title________________________________
Level 1-WeatherTrak Basic Systems Training Certified
License/Certificates__________________________________________________________________
7. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
8.Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
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______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
14. Name______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
15. Name______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2: STAFF HOURS
PROPOSAL # LMD-23-24-7
LMD Zone T17 Landscape Maintenance
City of Santa Clarita, California
Fill out this form for the following zone: T17. Labor time proposed is time working on site and does not
include travel time. Attach additional pages as necessary for additional personnel.
ZONE: ___T17____
Supervisors
Account Supervisor
2
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crew #1
Landscape Maintenance Foreman
4
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Landscape Maintenance Technician
4
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crew #2
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Specialty Positions
Irrigation SpecialistAs Needed
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Spray TechnicianAs Needed
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Specialty Positions
Certified Arborist As Needed
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
EXHIBIT H: EQUIPMENT REQUIREMENTS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
Additional equipment requirements for work within proposed Landscape Maintenance District or the
ability of Contractor to rent/lease at no additional cost:
Commercial grade lawn mowers with mulching blade attachment, sufficient in size to cover large
turf areas
Proper equipment required to perform pruning tasks including hand pruners, loppers, saws,
pole pruners and chainsaws
Commercial Grade Battery Powered Leaf Blowers
All maintenance supplies for proper equipment operation
Garden Spading Forks
Shovels
Rakes
Scoop Shovels (various sizes and shapes)
Commercial Grade Chipper
Safety equipment such as head, eye, and ear protection, work boots. Body protection such as
chaps should also be used when operating chainsaws
Irrigation controller remotes and transmitters; particularly WeatherTrak
Irrigation milliamp multimeter
All the required tools and equipment to make minor and major irrigation repairs
All traffic control signs mechanical and stand alone, barricades, cones, vests all equipment and
safety wear shall be Cal-OSHA approved
Please initial to verify acknowledgement of equipment requirements:_______________
Initials
EXHIBIT I: CERTIFICATIONS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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 C-27 License (license number will suffice)
WeatherTrak irrigation manager, flow manager and OptiFlow training completion
California State Contractor's License C-27 #492212, Marina Landscape Services, Inc.
1. ___________________________________________________________________________________
Martin Stowell, CEO, C-27 License #492212, Staff
2. ___________________________________________________________________________________
Slater Stowell, CFO, WeatherTrak Certified, Staff
3. ___________________________________________________________________________________
Alonzo Aguilar, Account Supervisor, Staff
4. ___________________________________________________________________________________
Omar R, Landscape Maintenance Foreman, Staff
5. ___________________________________________________________________________________
Jorge T, Irrigation Specialist, WeatherTrak Certified, Staff
6. ___________________________________________________________________________________
Craig Crotty, Certified Arborist, ISA WE-0749A, Subcontractor
7. ___________________________________________________________________________________
Troy L Spillman, QAL #151824, Subcontractor
8. ___________________________________________________________________________________
9. ___________________________________________________________________________________
10. __________________________________________________________________________________
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91355
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91355
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91355
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 91355
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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 23-LMD-18 Zones T29
Landscape Maintenance. The Contractor will be expected to perform maintenance practices and uphold
the standards herein to the established specifications throughout the length of the contract.
09/05/2023
*Supervisor’s Signature: Date:
09/05/2023
*Estimator’s Signature: Date:
09/05/2023
*Owner’s Signature: Date:
*All three signatures required
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
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 subconsulting agreements and cause its subconsultants to agree to
indemnities and insurance obligations in favor of CITY and other Indemnitees in the exact form and
substance of those contained in this Agreement.
4.INSURANCE
a.Before commencing performance under this Agreement, and at all other times this Agreement is
effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits
complying, at a minimum, with the limits set forth below:
Type of Insurance Limits
Commercial general liability: $1,000,000
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 01 11 85 or 88. The amount of insurance set forth above will be a combined single limit per occurrence
for bodily injury, personal injury, and property damage for the policy coverage. Automobile coverage will
be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto). Liability
policies will be endorsed to name CITY, its officials, and employees as “additional insureds” under said
insurance coverage and to state that such insurance will be deemed “primary” such that any other
insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO
Form No. CG 20 10 11 85 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.
09/05/2023
Authorized Signature: ______________________________ Date: ___________________
Efrain Lupercio
Printed Name: ____________________________________
Maintenance Schedule
LMD ZONE T-29 American Beauty
ZONE CREW SERVICE DAY(S)
T-29Maintenance Wednesday
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 913
Maintenance Program
Designed to your specific horticultural composition our Maintenance Programwill allowus to
properly plan and forecast monthly and seasonal service needs while providing clients auser-
friendlyguideline.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 913
Rotation Schedule
Weekly Maintenance Rotation Schedule assures maximum property coverage while maintaining
budget
ensureoptimum curb appeal. Marina Landscape Services, Inc. will develop an extensive and
customizedDaily,Weekly,MonthlyandQuarterlyactionplantoensuremaximumcoverageand
efficiencies.
Marina Landscape Services, Inc.
Serving Santa Clarita · Los Angeles · Orange County · Northern California
License #492212
Corporate Office: 24801 Pico Canyon Rd., Suite 302 · Stevenson Ranch, CA 913
Addendum No. 1
August 8, 2023
Addendum No. 1
PROPOSAL # LMD-23-24-06
23-LMD-18 Zones T29 Landscape Maintenance
City of Santa Clarita, California
This addendum must be acknowledged via BidNet and should be included with the proposal response.
The purpose of this addendum is to address the following for this Request for Proposals (RFP):
I.BACKGROUND – SECTION 1.3: CONTRACT TERM AND RENEWALS
The initial contract term has been changed from a one (1) year contract with the option of three (3)
annual renewals, to a two (2) year contract with the option of three (3) annual renewals.
END OF ADDENDUM
This addendum must be acknowledged via BidNet and should be included with the response.
09/05/2023
____________________________________ ____________
Contractor’s Representative Date
Marina Landscape Services, Inc.
____________________________________
Company Name
PROPOSAL # LMD-23-24-06