HomeMy WebLinkAbout2023-10-24 - AGENDA REPORTS - LMD CONTR ZONES T-68 T-69O
Agenda Item: 5
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: TAA,/�
DATE: October 24, 2023
SUBJECT: LANDSCAPE MAINTENANCE CONTRACTS FOR LMD ZONES T-
68, T-69
DEPARTMENT: Administrative Services
PRESENTER: Andrew Adams
RECOMMENDED ACTION
City Council:
1. Award a two-year contract to Marina Landscape Services, Inc. to provide landscape
maintenance services for Landscape Maintenance Districts Zone T-68 West Creek, and, if
necessary, other zones for which they are under contract, for a total two-year amount not to
exceed $169,686.
2. Award a two-year contract to Marina Landscape Services, Inc. to provide landscape
maintenance services for Landscape Maintenance District Zone T-69 West Hills, and, if
necessary, other zones for which they are under contract, for a total two-year amount not to
exceed $708,872.
3. 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.
4. Authorize the City Manager or designee to execute all contracts and associated documents,
subject to City Attorney approval.
5. Appropriate an ongoing budget for $7,588 from the Landscape Maintenance District Fund
Balance (Fund 357) to expenditure account 3572463-516110 (West Creek) and $34,787 to
expenditure account 3572462-516110 (West Hills).
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6. 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.
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-23-24-12, for the
maintenance of LMD Zone T-68 (West Creek) and LMD Zone T-69 (West Hills) was published
and circulated via the City's e-procurement system, BidNet, on September 1, 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 657 vendors on BidNet, of which 28 vendors downloaded
the RFP. 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-68 & T-69
PROPOSALS
COMPANY
LOCATION
POINTS
AWARDED
Proposal 1
Marina Landscape
Services, Inc.
Santa Clarita, CA
256
Proposal 2
Oakridge Landscape, Inc.
Santa Clarita, CA
218
Proposal 3
Staygreen, Inc.
Santa Clarita, CA
209
Proposal 4
American Heritage
Landscape
Canoga Park, CA
202
Proposal 5
EMTS, Inc.
Clovis, CA
197
Proposal 6
SGD Enterprises
Van Nuys, CA
184
Proposal 7
JAS Landscape, LLC
Oxnard, CA
102
Proposal 8
Green Garden, Inc.
Winnetka, CA
97
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Marina Landscape Services, Inc. (Marina Landscape) achieved the highest score on the RFP,
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 $42,375, which will
be combined with the funds previously appropriated during the annual budget process. If
approved, the total budget, including additional appropriations, will be $84,843 in Zone T-68
(West Creek) and $354,436 in Zone T-69 (West Hills). This ongoing base adjustment is
reflective of rising fuel and industry labor costs. The recommended contract amounts are
required to ensure Marina Landscape can 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.
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 $42,375 from the Landscape
Maintenance District Fund Balance (Fund 357) to support recurring landscape maintenance costs
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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-23-24-12 LMD T68 & T69 - RFP Docs (available in the City Clerk's Reading File)
LMD-23-24-12 LMD T68 & T69 - Marina Response File (available in the City Clerk's Reading
File)
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REQUEST FOR PROPOSALS
Zones 68 and 69 Landscape
Maintenance
PROPOSAL # LMD-23-24-12
TABLE OF CONTENTS
PROPOSAL # LMD-23-24-12
Zones 68 and 69 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
ATTACHMENT A: MAINTENANCE SCHEDULE EXAMPLE – DAILY – ANNUAL
ATTACHMENT B: MAINTENANCE MAPS (ZONES 68 & 69)
ATTACHMENT C: INVENTORY LISTS
ATTACHMENT D: HOLIDAY SCHEDULE
SECTION A
RFP Information & Instructions
CITY OF SANTA CLARITA REQUEST FOR PROPOSALS
Project Name: Zones 68 and 69 Landscape Maintenance
Proposal #: LMD-23-24-12
Dates Published: September 1, 2023
Last Day for Questions: September 15, 2023 before 11:00 AM (PT)
Proposal Closing: September 22, 2023 before 11:00 AM (PT)
License(s) Required: Class C-27 California Landscaping Contractor License
Project Description: The City is currently soliciting proposals for the LMD Zone T-68 West Creek and
Zone T-69 West Hills. 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.
PROPOSAL INSTRUCTIONS
PROPOSAL # LMD-23-24-12
Zones 68 And 69 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: Fernando Mendoza
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-23-24-12
Zones 68 And 69 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: Fernando Mendoza
Maintenance Agreement
Insurance Required by Contract
W-9 Form
Fringe Benefit Statement
SECTION B
Solicitation Information
SCOPE OF WORK
PROPOSAL # LMD-23-24-12
Zones 68 and 69 Landscape Maintenance
City of Santa Clarita, California
EVENT DATE
Solicitation advertisement September 1, 2023
Last day for questions September 15, 2023
Return of proposals September 22, 2023
Contract award October 24, 2023
*Dates are subject to change at the City’s discretion*
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 is currently soliciting proposals for the LMD Zone T-68 West Creek and Zone T-69 West Hills.
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. GENERAL REQUIREMENTS
1.01 The City of Santa Clarita is soliciting sealed proposals from qualified landscape
maintenance companies for the all-inclusive labor and equipment under the terms of this Request
for Proposal (RFP), to provide for the maintenance services of designated landscaped areas within
the boundaries of LMD Zone T-68 West Creek and Zone T-69 West Hills and may include other
nearby areas within the City of Santa Clarita.
The Contractor shall furnish all labor, equipment, materials, tools, services and special skills, i.e.
Irrigation Specialists, Irrigation Assistants, Foreman, and Supervisors required for 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
maintenance of plant material, hardscape, and irrigation systems. Maintenance of plant material
shall include, but not be limited to: mowing, trimming, edging, hand pruning, fertilization,
application of pre-emergent herbicides, weed control, minor tree lifting, 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.
1.02 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 Deputy City Manager or his qualified
representative, shall herein be described as ‘Special Districts.’
1.03 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, ground cover and turf 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.
1.04 Contractor must provide all-inclusive labor and equipment for landscape, grounds and
irrigation maintenance services including, but not limited to:
a. Maintenance of turf areas;
b. 85% hand pruning and 15% mechanical;
c. Fertilization;
d. Aeration
e. Verticutting
f. Over-seeding
g. Top dressing;
h. Irrigation; minor and major repairs, see sections 17.01g and 22.01 thru 22.09;
i. Hand watering (as necessary);
j. Bleeding of valves necessary during emergencies when automatic systems are not
functioning properly;
k. Pruning of shrubs and trees (first 12’ of trees and as agreed);
l. Trimming of turf, shrub areas, and ground cover;
m. Edging turf and keeping minimum 18” clearance from fence lines behind homes;
n. Disease control;
o. Pest control;
p. Tree maintenance; (first 12’ of trees and as agreed) structural pruning per ANSI Best
Management Practices;
q. Maintenance and repairs of irrigation systems;
r.Mulching (City provided mulch); will be disbursed by the contractor at their expense;
s. Manual weed abatement;
t. Chemical weed control;
u. Maintenance of fire protection/fuel modification areas;
v. Marking underground irrigation lines and other LMD equipment upon Dig Alert
notification and/or other requests;
w. Artificial turf maintenance;
x. Traffic control (per Watch Manual) while working in the public right of way, medians,
and parkways;
y. Litter pickup, doggie litter removal, trash bags removed and replaced from
receptacles (City provided dog waste bags and trash bags – when trash bags are not
provided they are reimbursable at cost +15%);
z. Irrigation Technician, As-Needed Irrigation Assistant, Laborers and Foreman as
proposed and/or as required.
aa. 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.
1.05 Contractor shall not work or perform any operations, particularly during periods of
inclement weather, which may cause unsafe working conditions or destroy/damage turf and
planted areas. The contractor shall work on alternative tasks or locations within the zone as
directed by Special Districts.
1.06 Contractor recognizes that during the course of this Agreement other activities and
operations may be conducted by alternative contracted parties. These activities may include, but
are not limited to:
a. Landscape refurbishment; tree, shrub, and ground cover installation;
b. Irrigation system refurbishment and/or repair;
c. Construction and/or storm related operations;
d. Emergency response operations;
e. Electrical repairs;
f. Tree Trimming / Tree planting / Tree counting;
g. Concrete removal and replacement, block wall and brick repairs;
h. Fence installation and repairs, wood, vinyl, and Crete Rrail;
i. Artificial turf installation;
j. Integrated pest management / Chemical applications to trees;
k. Streetscape furniture cleaning and pressure washing of walkways and appurtenances.
l. Turf removal
At the discretion of LMD, the Landscape Maintenance Contractor may be required to modify or
curtail specific tasks and operations within their maintenance contract.
1.07 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 11.02 for consequences for failure to comply.
1.08 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.
1.09 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.
1.10 The contractor is required to have a minimum of five (5) years’ experience in the
landscape maintenance field. The contractor is required to have experience 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.
1.11 Contractor’s irrigation technicians and representatives shall be thoroughly trained and
experienced in the computer based central operating systems of WeatherTrak and Calsense
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.
1.12 Contractor shall provide cellular communication to each crew foreman and have the
ability to connect to City Monitors and Special Districts representatives.
1.13 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 a need basis. The Contractor must submit copies of the licenses, and
certificates or subcontractor information sheets, indicating licenses held at the time of proposal
submission.
1.14 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.
1.15 Contractor and employees are required to complete and pass, by start date of contract, a
SCRRA Third Party Construction and Utility Workers Safety Training Program if the LMD Zone up
for proposal includes a SCRRA right of way.
2. LANDSCAPED AREAS TO BE MAINTAINED
2.01 The LMD areas to be maintained under the provisions of this Agreement are specifically
identified in Attachments C1 through D3 (Inventory Lists and Area Maps).
2.02 Contractor must acknowledge personal inspection of the Zone’s irrigation system and
planted areas. Contractor must also evaluate the extent which the physical condition thereof will
affect the services to be provided. Contractor accepts the premises in their present physical
condition, and agrees to make no demands upon 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.
2.03 Estimated square footages are provided by LMD for all areas to be maintained on the
attached Attachments C1 & C2 (Inventory Lists). However, these estimates are for reference only
and it is the responsibility of Contractor to verify by inspection and observe the various areas’
characteristics.
3. CERTIFICATIONS/REPORTS/RECORDS
3.01 Payroll and Prevailing Wage Report: Contractor shall complete a Payroll and Prevailing
Wage Certification Report which shall be made available to 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.
3.02 Maintenance Function Report: Contractor shall maintain and keep current a report that
records when all Periodic, Seasonal, and Additional Work maintenance functions performed by
Contractor's personnel were completed. Said report shall be in a form and content acceptable to
Special Districts and will be made available to Special Districts upon request. The monthly
payment may not be made if such report is requested and not made available or is in a form that
is unacceptable to Special Districts.
3.03 Certification of Specialty Type Maintenance: When applicable, Contractor shall include
with the monthly invoice those specialty type maintenance items completed. The following
information shall include but not be limited to:
a. Quantity and complete description of all commercial and organic fertilizer(s) used.
b. Quantity and label description of all grass seed used.
c. Quantity and complete description of all soil amendments used.
d. A valid licensed California Pest Control Advisor's recommendations and copies of
corresponding Agricultural Commissioners Pesticide Use Reports signed by a licensed
California Pest Control Operator for all chemical, disease and pest control work
performed. The report shall be accompanied by a listing of each material used,
quantity used, and the location of use, the date used, the applicators name and the
license number.
3.04 Company Financial Records: The contractor may be required to supply the City with their
financial records through a reputable independent auditor, such as Dunn & Bradstreet.
3.05 Violation Records: The awarded contractor shall not have two (2) or more Cal-OSHA
sustained complaints or four (4) or more California State Contractor Board sustained complaints
within the past four (4) years. A proposal response from the awarded vendor that does not meet
these requirements may be considered a non-responsive proposal, and the City of Santa Clarita
will proceed to the next qualified bidder. Please supply this information on Exhibit C (Violation
Records).
4. ADDITIONAL WORK
4.01 Special Districts may arrange for additional Contractor personnel to cover additional work
needed due to extraordinary incidents such as vandalism, Acts of Nature or third-party negligence
for which Contractor will be compensated. Regularly occurring “bad weather” is not considered
an Act of Nature for the purposes of this contract.
4.02 Prior to performing any 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 contractor’s cost.
4.03 When a condition exists wherein there is imminent danger of injury to the public or
damage to property, Special Districts may verbally authorize the work to be performed upon
receiving a verbal estimate from Contractor. However, within 24 hours after receiving such verbal
authorization, Contractor shall submit a proposal to be approved by Special Districts.
4.04 All 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.
5. CONTRACTOR'S LIABILITIES
5.01 All damages resulting from Contractor's operation within the LMD areas shall be repaired
or replaced at Contractor's expense within 48 hours.
5.02 All such repairs or replacements shall be completed within the following time limits.
a. Irrigation damage shall be repaired or replaced prior to the next regularly scheduled
watering event or as agreed upon with Special Districts.
b. All damages to shrubs, trees, or ground cover shall be repaired or replaced within five
(5) working days or sooner as directed by Special Districts.
c. All concrete walkway, block walls, light poles, or any appurtenances, shall be repaired
within a reasonable timeframe agreed upon by LMD staff.
5.03 All repairs or replacements shall be completed in accordance with the following
maintenance practices.
a. Trees Minor damage such as bark lost from impact of mowing equipment shall
be remedied by a qualified tree surgeon or arborist. If damage results in loss of a
tree, the damaged tree shall be removed and replaced at Contractor’s expense to
comply with the specific instructions of Special Districts.
b. Shrubs Minor damage may be corrected by appropriate pruning as required in
Section 18, "Shrub and Ground Cover Care," of the Specifications. Major damage shall
be corrected by removal of the damaged shrub and replacement to comply with the
provisions in Section 18 "Shrub and Ground Cover Care" of the Specifications.
c. Chemicals Any damage resulting from chemical operations, either spray-drift or
lateral-leaching shall be corrected in accordance with the aforementioned
maintenance practices. Any soil damaged from chemical application shall be
reconditioned or replaced.
6. INTERPRETATION OF THE MAINTENANCE SPECIFICATIONS
6.01 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.
6.02 The Disputes Review Panel will be appointed by Special Districts and will be composed of
not less than three (3) Qualified personnel or representatives having experience in the
administration of grounds maintenance contracts. The panel will convene within one (1) week of
appointment in order to hear all matters related to the dispute. The hearing will be informal and
formal rules of evidence will not apply. The Panel will submit its recommendation to Special
Districts for consideration, within one (1) week following the conclusion of the hearing. Special
Districts shall render an interpretation based upon review of the Panel's recommendation. Special
Districts’ decision shall be final.
7. OFFICE OF INQUIRIES AND COMPLAINTS
7.01 Contractor shall at all times, have some responsible person(s) employed by 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.
7.02 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.
7.03 Contractor shall maintain a written log of all complaints, the date and time thereof, and
the action taken pursuant thereto or the reason for non-action. The log of complaints shall be
available for inspection by Special Districts at all reasonable times.
7.04 All complaints shall be addressed as soon as possible after notification; but in all cases
within 24 hours, to the satisfaction of Special Districts. If any complaint is not resolved within 24
hours, Special Districts shall be notified immediately of the reason for not resolving the complaint
followed by a written report to Special Districts within five (5) days. If the complaints are not
resolved within the time specified or to the satisfaction of Special Districts, Special Districts may
correct the specific complaint and the total cost incurred will be deducted from the payments
owing to the Contractor from Special Districts.
8. SAFETY
8.01 Contractor agrees to perform all work outlined in this Agreement in such a manner as to
meet all California Landscape Industry Standards for safe practices during the maintenance
operation for medians and parkways and to safely maintain stored equipment, machines, and
materials or other hazards consequential or related to the work; and agrees additionally to accept
the sole responsibility for complying with all local, City, State or other legal requirements including
but not limited to, full compliance with the terms of the applicable O.S.H.A. and CAL-O.S.H.A.
Safety Orders at all times so as to protect all persons, including Contractor's employees, agents of
the City, vendors, members of the public or others from foreseeable injury, or damage to their
property. Contractor shall inspect all potential hazards at the LMD areas covered by this
Agreement and keep a log indicating date inspected and action taken.
8.02 It shall be Contractor's responsibility to inspect, and identify, any condition(s) that renders
any portion of the 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:
a. filling holes in turf, planting areas, and paving;
b. using barricades, signs, caution tape or traffic cones to alert patrons of the existence
of hazards;
c. replace valve box covers so as to protect members of the public or others from injury.
During hours of operations, Contractor shall obtain emergency medical care for any member of
the public who is in need thereof, because of illness or injury occurring on the premises.
Contractor shall cooperate fully with the City in the investigation of any accidental injury or death
occurring on the premises, including a complete written report thereof to Special Districts within
five (5) days following the occurrence.
8.03 Under the circumstance that landscape maintenance work be performed in a Caltrans right
of way; including but not limited to freeway onramps and offramps; the contractor shall adhere
to the safety requirements in the Caltrans Maintenance Manual/Protection of Workers.
9. HOURS AND DAYS OF MAINTENANCE SERVICES
9.01 The hours of maintenance service shall occur Monday thru Friday between 7:00 a.m. to
5:00 p.m. Overtime rates will only apply to work performed outside these hours of maintenance
service or completed on a day specified in (Attachment E) “2018 Holiday Schedule”. A work
schedule shall be provided and approved in advance by Special Districts. No work will be
performed on City Legal Holidays (Attachment E) unless authorized by Special Districts
Administration in advance. Blowers, lawnmowers, chainsaws or other mechanical equipment with
a decibel level above 65 decibels may not be used before 7:00 a.m. within the City of Santa Clarita.
9.02 Contractor shall provide on-site staffing to perform the required maintenance to meet
California Industry Standards anytime between Monday through Friday. Alternate days or any
changes in the days and hours of operation heretofore prescribed shall be subject to approval by
the Special Districts Division.
10. MAINTENANCE SCHEDULES
10.01 Contractor shall submit a work schedule prior to start of contract. Though a work schedule
is requested as part of the response file for 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.
10.02 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.
10.03 Contractor shall notify Special Districts, in writing, at least one (1) week prior to the date
and time of all the following maintenance operations:
a. Fertilization;
b. Turf Aerification;
c. Turf Renovation/Verticutting;
b. Micro-Nutrients/Soil Amendments;
c. Spraying of Trees, Shrubs or Turf;
d. Aesthetic/Structural Tree and Shrub Pruning;
e. Preventative disease control;
f. Transplanting of small and medium sized plants;
g. Lane closures notification for median or parkway maintenance is required;
h. Fire protection of the natural slopes area maintenance. (Contractor at his cost shall
be responsible for all-inclusive weed abatement as specified in Section 20.)
i. Other Items as Determined by Special Districts
10.04 Failure to complete the work as scheduled or as specified herein may result in the
following actions:
a. A sum of up to five hundred dollars ($500.00) per day will be deducted and forfeited
from payment to the Contractor for each instance where an item of work is not
completed in accordance with the schedule or any portion of the 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
11.01 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.
11.02 Special Districts may at any time give Contractor written notice to the effect that the
conduct or action of a designated employee of Contractor is, in the reasonable belief of Special
Districts Staff, detrimental to the interest of the public using the premises, Contractor shall meet
with representatives of Special Districts to consider the appropriate course of action with respect
to such matter and Contractor shall take reasonable measures under the circumstances to assure
Special Districts that the conduct and activities of Contractor's employees will not be detrimental
to the interest of the public patronizing the LMD covered under this Agreement.
11.03 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
12.01 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
13.01 Special Districts shall pay for all utilities associated with the maintenance of the LMDs.
However, water usage shall not exceed the amount required to comply with irrigation schedules
established by 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
14.01 Contractor shall not interfere with the public use of the LMD areas covered under this
Agreement, and shall conduct its operations as to offer the least possible obstruction and
inconvenience to the public or disruption to the peace and quiet of the area within which the
services are performed.
15. USE OF CHEMICALS
15.01 The 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.
15.02 A listing of proposed chemicals to be used including; commercial name, application rates,
and type of usage shall be submitted to Special Districts for approval. The listing will be
accompanied by copies of Material Data Sheets (MDS) for all chemicals that may be used in binder
or booklet form. No work shall begin until written approval of use is obtained from Special
Districts. 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.
15.03 Chemicals shall only be applied by those persons possessing the training in chemical
application or a valid California Applicator's Certificate. Application shall be in strict accordance
with all governing regulations.
15.04 Records of all operations stating dates, times, methods of application, chemical
formulations, applicators names and weather conditions shall be made and retained in an active
file for a minimum of three (3) years. Contractor shall provide a chemical use report and a copy
of the PCA recommendation to Special Districts for each application (site specific) made during
each month. This shall be in addition to the copy of the usage summary that is provided to the
Agricultural Commissioner.
15.05 All chemicals requiring a special permit for use must be registered with the County
Agricultural Commissioner's Office and a permit obtained with a copy to Special Districts.
15.06 All regulations and safety precautions listed in the "Pesticide Information and Safety
Manual" published by the University of California shall be adhered to.
15.07 Chemicals shall be applied when air currents are still; preventing drifting onto adjacent
property and preventing any toxic exposure to persons whether or not they are in or near the
area of application.
16. STORAGE FACILITIES
16.01 Special Districts shall not provide any storage facilities for 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.
17. TURF CARE
17.01 Contractor shall perform the following services under the terms of this agreement:
a. Mowing: Turf to be mowed by a separate mow crew (not to include regular crew
member hours). Adequately sharpened rotary or reel type mower equipped with
rollers must be used, to ensure a smooth surface appearance without scalping.
(1) All warm season grasses (Bermuda and St. Augustine) to be cut at ½ inch
through 1 inch height throughout the year. Subject to change.
(2) All cool season grasses (Blue Grass and Fescues) to be cut at 1 ½ inch and
2 ½ inches during April through November, and at 2 inches during
December to March of each year. Subject to change.
(3) The mowing heights may be adjusted by Special Districts during periods
of renovation.
(4) Unless mulching mowers are used; all grass clippings will be collected and
removed from the site on the same day the area is mowed. All clipping
removed to be properly disposed of in green waste containers only.
(5) A mowing schedule will be established and maintained. This schedule
will provide that all areas will be mowed not less than once a week during
the summer, and once every two weeks during the winter. This schedule
will be submitted to Special Districts for approval. Refer to items 1 and 2
in this section for turf length ranges.
b. Edging: With each mowing, the edge of the grass along sidewalks, curbs, shrub,
flower beds, and walls shall be trimmed to a neat and uniform line. Where trees and
shrubs occur in turf areas, all grass shall be removed 14 to 24 inches from the trunks
of trees and away from the drip line of shrubs by use of power scythe, approved
chemicals, or small mowers as required. Trim around all sprinkler heads as necessary
in order to provide maximum water coverage. Edging will be maintained at all times
and concurrent with each mowing.
(1) The edge of the turf shall be trimmed around valve boxes, meter boxes,
backflow devices, or any structures located within the turf areas.
(2) All turf edges are to be maintained to prevent grass invasion into adjacent
shrub, flower, and ground cover bed areas.
(3) All clippings shall be removed from site the same day area is edged.
(4) After mowing and edging is completed, all adjacent walkways are to be
swept clean by power blower or broom.
(5) Newly planted trees in lawn areas shall have tree guards installed if
necessary to avoid damage.
(6) Trees in lawn areas shall have a minimum of 14 to 24 inches mulched
clearance where applicable.
c. Weed Control: Control turf weeds as needed. Hand removal of noxious weeds or
grasses will be required as necessary. All mulch brought in by the LMD will be
disbursed by the contractor on site to control weed growth.
d. Insect/Disease Control: Eliminate all insect or disease affecting turf areas as they
occur.
e. Aerating: Aerate all turf areas two (2) times annually, once in the spring and once in
the fall prior to the over-seeding operations. Aerate all turf by using ½-inch tines,
removing 2-inch cores of soil with an aerator machine at not more than 6-inch spacing
once over. Special Districts is to be notified at least two (2) weeks prior to the exact
date of aerating.
5
f. Thatch Removal: Verticut all turf areas two (2) times annually, once in the spring and
once in the fall prior to the over-seeding operations. Equipment will consist of
standard renovating or vertical mowing types. Special Districts is to be notified at
least two (2) weeks prior to the exact date of renovation.
g. Irrigation: Irrigation, including hand watering and bleeding of valves during an
emergency situation as required to maintain adequate growth rate and appearance
and in accordance with a schedule most conducive to plant growth. Contractor to
provide Special Districts with a written winter and summer irrigation schedule in
accordance with the recommendations on Attachment A & Section 24 (Irrigation
Program) provided for this purpose. Special Districts shall have the ability to change
the irrigation schedule as the need develops. Adequate soil moisture will be
determined by programming the automatic sprinkler controllers as follows:
(1) Consideration must be given to the soil conditions, seasonal temperatures,
wind conditions, humidity, minimizing runoff, and the relationship of
conditions which affect day and night watering. This may include daytime
watering during winter weather to prevent icy conditions and manual
operation of the irrigation system during periods of windy or inclement
weather. During freezing and/or windy conditions, automatic irrigation
will be discontinued. No watering medians in windy conditions, to avoid
drift and wetting vehicles.
(2) In areas where wind creates problems of spraying water into private
property or road right-of-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 7:00 p.m. and 6:00 a.m.).
(3) Contractor shall be responsible for monitoring all irrigation systems within
the jurisdiction of this Specification and execute corrective actions for:
coverage, adjustment, clogging of lines, and removal of obstacles,
including plant materials which obstruct the spray. All water supply
infrastructure, including the meter and backflow, shall be monitored for
proper function and flow. Any and all issues that may arise pertaining to
the water supply infrastructure, regardless of responsibility for repairs,
shall be immediately reported by the contractor to City staff.
(4) Check systems, as needed, for optimum performance and adjust and/or
repair any sprinkler heads causing excessive runoff, including slope areas,
or which throw directly onto roadway paving or walks (where sprinkler
heads can be adjusted) within the LMD areas covered under this
Agreement.
(5) All controllers shall be adjusted as needed for optimum performance
considering the water requirements of each remote-control valve
(sprinkler station). “Smart” or “weather based” controllers shall be
configured to water in the “optimized” or “automatic scheduling engine”
when available. Plant establishment periods do not apply to this
requirement and should be scheduled accordingly. Contractor is
responsible for adjusting the controller parameters/attributes in order to
irrigate efficiently and each valve shall be customized for the needs of the
plant material. Excessive watering or excessive runoff shall not be
permitted.
(6) Irrigation system will be controlled by Contractor in such a way as not to
cause an excessively wet area which could interfere with the Contractor’s
ability to mow all turf.
(7) Contractor shall observe and note any deficiencies occurring from the
original design and review these findings with Special Districts, so
necessary improvements can be considered.
(8) Contractor shall repair all leaking or defective valves immediately upon
occurrence, or within 24 hours following notification from Special
Districts of such a deficiency.
(9) A soil probe shall be used to a depth of 12 inches to determine the water
penetration by random testing of the root zones
(10) Contractor will provide their own irrigation receiver/transmitter for
control of the WeatherTrak or other controllers not listed in the event
they are unable to utilize the manufacturer’s mobile phone application.
The use this device is required during inspections to verify that irrigation
systems are functioning properly. The bleeding of valves and hand
watering are to be limited to emergency situations. (See also Section 24.)
h. Fertilization: Turf shall be fertilized with a turf type commercial fertilizer at a minimum
of four (4) times a year. (Attachment A.) All fertilizer used shall be granular. Fertilizer
type can be suggested by Contractor, determined by soil analysis or at the direction of
Special Districts. All turf areas fertilized shall be thoroughly irrigated immediately
following fertilization. Fertilizer applications must be approved by Special Districts
prior to application. The City of Santa Clarita will pay the contractors price for the
fertilizer plus no more than a 15% mark up. The contractor shall provide the labor to
apply the fertilizer.
i. Turf Reseeding: Contractor shall twice each year, once in the fall and once in the spring,
overseed all turf areas after verticutting (dethatching), aerification and overseed all
bare spots, as needed, throughout the remainder of the year to re-establish turf to an
acceptable quality. (Attachment A) Contractor shall reseed turf areas in the following
sequence; they will aerify, verticut, seed and top dress (evenly distributed over the
entire area at a uniform depth of ¼-inch). Special Districts may require the use of sod
when deemed necessary. Contractor shall be entitled to additional compensation,
(extra) for the cost of the sod only, provided that the loss of turf was not due to the
negligence of Contractor.
Over seeding shall be sown at a rate of 6 pounds per 1,000 square feet and reseeding
of bare areas shall be sown at a rate 8 pounds per 1,000 square feet. The seed used
in over seeding or new turf establishment shall be approved by LMD staff prior to
installation. Typically, Fescue and Fescue blends are required.
18. SHRUB AND GROUND COVER CARE
18.01 Contractor shall perform at his sole expense under the terms of this agreement the
following services:
a. Pruning: Manually select prune shrubs throughout the year to encourage healthy
growth habits, and to encourage growth to the natural shape of the plant according
to its species and appearance with the exception of roses, which shall be pruned no
later than the end of January. Periodic pruning may be required to maintain
consistent size, structure, and/or appearance of large groupings of the same species.
All shrubs shall be free of dead wood, weak, diseased, insect infested and damaged
limbs at all times. Removal of all clippings will be completed the same day pruning
occurs. Pruning will not be completed while plants are flowering, during the
emergence of new growth, or when high temperatures are present during the hottest
time of the year (typically July-August) unless directed by Special Districts. No balls,
squares or unusual shapes are permitted under this RFP. Selective pruning is required
following the natural habit of the particular plant.
b. Trimming: The growth of shrubs and ground cover will be restricted to areas behind
curbs and walkways, and within planter beds by trimming, as necessary, or upon
notice by Special Districts. All trimming practices are subject to change as directed by
Special Districts.
c. Disease and Insect Control: All LMD areas are to be maintained free of disease and
insects and treated when needed pursuant to Section 21.
d. Weed Control: All ground cover and shrub beds are to be kept weed free at all times.
Methods for control shall incorporate the following:
(1) Mulch application to 3” 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.)
(2) Hand removal
(3) Cultivation
(4) Chemical eradication using non-residual herbicides
e. Shrub and Ground Cover Replacement: All damaged, diseased (untreatable), or dead
shrubs and ground covers whose damage occurred due to natural conditions/causes,
will be replaced under the terms of “additional work” as described in Section 4 of this
RFP document. 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.
f. 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.
g. Irrigation: Irrigation, including hand watering and manual bleeding of valves, is
required in the event of an emergency situation and/or where automatic systems are
not functioning as required. Irrigation practices described in Section 23 shall apply to
trees, shrubs, turf, and ground cover.
h. 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.
i. 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 his expense.
j. Renovation: Renovate ground covers according to prescribed practices in the
industry as needed to maintain a healthy vigorous appearance and growth rate. When
ground covers and perennials have grown where they completely fill the space in
which they were planted and have started to deteriorate, i.e., less flowering, dying
out, smaller plants, they shall be renovated. (Renovation shall include removing said
plants, amending the soil, dividing plants as necessary and replanting to maintain a
healthy, vigorous appearance and growth rate.)
19. TREE CARE
19.01 Contractor under the terms of this agreement shall perform the following
services:
a. Tree Maintenance
(1) All trees in the Zone, regardless of the overall stature, from the base up
to the first twelve (12) feet shall be maintained free of all dead, diseased
and damaged branches back to the point of breaking as per contract.
Wound dressings are never used on any tree pruning cuts.
(2) All sucker growth is to be removed from trees as it occurs.
(3) Maintain an 8-foot clearance for branches overhanging walkways and
public sidewalks.
(4)Report insects and tree diseases to Special Districts Inspector.
(5)Stake and support all replacement trees and replace stakes which have
been broken or damaged on existing trees.
(6) Tree stakes shall be 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.
(7) Commercially available tree rubber ties are to be used unless there is a
need for guy wires. All trees tied in two locations – top and bottom.
Stakes will not be placed closer than 12 inches from the top tie on the
tree trunk.
(8) Stakes and ties will be placed so no chafing of bark occurs and shall be
checked frequently and retied to prevent girdling.
(9) Broken branches are to be removed immediately whether they are in the
tree or on the ground.
(10) All tree wells in sidewalks within the maintenance areas’ boundaries to
be kept weed free and mulched where applicable.
b. Fertilization: Apply fertilizer within drip line at least once per year (during the months
of March or April) to provide a healthy color in all plants. Fertilizer should, at the direction
of 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.
c. Permits: If a permit is required for tree pruning, Contractor will obtain a permit prior
to commencement of work by Contractor.
d. Tree Replacement: All trees permanently damaged as a result of action or inaction
by the contractor will be replaced as provided for under Section 5 with the identical
species of tree existing previously, unless otherwise notified in writing by 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.
e. 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”.
f. Fireblight Treatment: Preventative Fireblight treatment for Pyrus Kawakamii to
consist of spray application between October 1 and mid-November. Post treatment
to consist of pruning out dead wood, sterilizing pruning tools after each cut.
Preventative Fireblight treatment for Platanus to consist of two applications and
possibly a third application, depending on the effectiveness of the previous
application. The first application shall occur in February, during the budding stage.
The second treatment shall occur in March, during the juvenile growth stage of the
leaf. The third application shall occur in April if there is evidence of blight after mature
growth of leaf. Materials used shall be of an approved type by the County Agriculture
Department. If the landscape contractor provides this service it will be considered
“extra work cost”.
g. Oak Tree Pruning Permit: All cuts over 2 inches in diameter on Oak Trees will be done
by the Landscape Maintenance Tree Maintenance contractor. All other cuts on Oak
Trees shall be made to ISA standards with an Oak Tree Pruning Permit per City
Municipal Code by the landscape contractor or their subcontractor. Special Districts
will procure Oak Tree Permits once work is approved.
h. Tree Pruning/Trimming: All tree trimming/pruning will be done in accordance with
the standards established by the International Society of Arboriculture (ISA) and ANSI
300 Best Management pruning practices.
i. Street Tree Wells: Contractor is responsible to keep all tree wells within LMD areas
weed-free and maintain tree well irrigation system in accordance with Section 24 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
20.01 Natural areas or riparian corridor areas in these zones are open space areas that have
minimal usage due to the sloping character of the land and/or the rugged landscape materials
that are native to the land. Contractor will provide periodic maintenance, according to routine
scheduling, consisting of trash 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.
20.02 Contractor at his cost shall be responsible for all inclusive weed abatement, maintaining
the brushed slope areas throughout the year in accordance with the below-identified height of
weeds, dead wood removal in accordance with the 100’ distance from dwellings or structures
requirements pursuant to County fire code. Copy of current requirements can be found at
https://www.fire.lacounty.gov/.
20.03 These slope areas are hillside areas and are designed to meet the Los Angeles County
Ordinances for fire retardation. These areas generally occur in sloping terrain with gradients
ranging 10 percent to 100 percent. Slopes are either manufactured or natural. The natural slopes
have been brushed to remove certain plant materials. Manufactured slopes have been
hydromulched or planted in accordance with applicable County Ordinances. Use of these areas
by the residents should be minimal.
20.04 Contractor shall perform, under the terms of this agreement, the following services for
the maintenance of the natural slopes, which requires that the weeds and native brush be:
(1)Clipped to a height of 2 to 4 inches for a distance of at least 100 feet, 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.
(2) Dead wood from woody plants shall be trimmed when the area is brushed. Apply
water within the cleared zone only as needed during fire season to maintain
sufficient moisture content for sustenance of the plants and to inhibit
combustion. Remove all debris from this operation off the 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
(3) When the County Fire Marshall has determined that a fire hazard condition exists.
The required weeding shall be completed as soon as possible following its
commencement and shall be completed throughout an LMD within a maximum
period of 30 days.
(4) Contractor shall be responsible for maintaining the brushed slope areas
throughout the year in accordance with the above-identified height of weeds,
dead wood removal and distance from dwellings or structures requirements. This
may require that certain areas will need additional brushing as directed by the
County Fire Marshall. If the Fire Marshall determines additional brushing is
necessary 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.
20.05 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.
20.06 The maintenance of the manufactured slopes requires that the planted slopes be weeded
on a regular basis throughout the year. Planted slopes which were not hydroseeded shall be kept
weed free at all times and the use of chemicals is permitted. Planted slopes that were
hydroseeded require weed removal by hand as the use of chemicals 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 18 and 19 of these Specifications.
21. USE OF INTEGRATED PEST MANAGEMENT (I.P.M.)
21.01 Materials (Biological insects) shall be at Contractor’s cost plus no more than 15%, as
necessary for integrated pest management (IPM) and contractor at his expense under the terms
of this agreement will provide the labor.
a. Integrated Pest Management (IPM): Integrated pest management (IPM) is a pest
management strategy that focuses on long-term prevention or suppression of pest
problems with minimum impact on human health, the environment, and non-target
organisms. Preferred pest management techniques include encouraging naturally
occurring biological control; using alternate plant species or varieties that resist pests;
selecting pesticides with a lower toxicity to humans or non-target organisms;
adopting cultivating, pruning, fertilizing, or irrigation practices that reduce pest
problems; and changing the habitat to make it incompatible with pest development.
Pesticides are used as a last resort when careful monitoring indicates that they are
needed according to pre-established guidelines. When treatments are necessary, the
least toxic and most target-specific pesticides are chosen. Implementing an
integrated pest management program requires a thorough understanding of pests,
their life histories, environmental requirements, and natural enemies, as well as
establishment of a regular, systematic program for surveying pests, their damage, and
other evidence of their presence. IPM has been mandated on Federal property since
1996 by Section 136r_1 of Title 7, United States Code, and is cited in Title 41 of the
Code of Federal Regulations (102-74.35) as a required service for agencies subject to
the authority of the General Services Administration. The Contractor will develop an
IPM program for work covered by this statement of work.
b. Chemical Application: All work involving the use of chemicals will be accomplished
by a State of California Certified or Licensed pest control operator. A written
recommendation by a person possessing a valid California Pest Control Advisor
License is required prior to chemical application.
c. Permits: All chemicals requiring a special permit for use must be registered by 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.
d. Compliance with Regulations: All regulations and safety precautions listed in the
“Pesticide Information and Safety Manual” published by the University of California
will be adhered to.
e. Pest Control: Control of ground squirrels, gophers, and other burrowing rodents by
trapping and/or eradication will be provided by Special Districts. Contractor is not
responsible for this service. Whenever holes are visible upon the surface, these holes
shall be filled and securely tamped to avoid moisture runoff entering the holes by the
County Agricultural Department who will provide pest control for Special Districts.
This procedure shall be followed in all areas, especially within all slope areas.
Contractor is responsible for notifying Special Districts upon detecting a need for
rodent control.
22. GENERAL CLEAN-UP
Contractor shall at his sole expense under the terms of this agreement perform the following services:
a. 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.
b. Curb and Gutter Maintenance: Contractor is responsible for removal of weeds and
grass from curb and gutter expansion joints (up to 2’ from curb) at all times.
c. Fence Clearance: Contractor is responsible for removal of weeds and grass from
within 18” of any fence or wall within the areas under Contractor’s maintenance at
all times.
d. Walkway and Crack Maintenance: Walkways, if any, will be cleaned immediately
following mowing and edging and cleaned by use of power sweeping or blower
equipment at a minimum of once per week or as needed. This includes removal of all
foreign objects from surfaces such as:
(1) Gum,
(2) Animal feces,
(3) Grease,
(4)Paint,
(5) Graffiti,
(6) Glass and debris
All walkway cracks and expansion joints shall be maintained weed and grass free at
all times.
e. Removal of Leaves: Accumulations of leaves that cannot be incorporated into mulch
layers shall be removed and properly disposed of not less than once per week. This
includes the accumulation of leaves/debris at the base and lower branch structures
of shrubs.
f. Diversion: 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.
g. Drainage Systems & Maintenance: The following services shall be provided by
Contractor at their expense per Contract Agreement except as otherwise provided
for:
(1) All drains and catch basins shall be free of silt and other debris at all times.
The Contractor shall insure all drainage devices within LMD are functioning
properly at all times
(2) 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.
(3) 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)
(4) 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.
(5) Disposal of green waste or other debris into catch basins, drains or Storm
Drains is prohibited. Such action could result in termination of maintenance
contract.
23. MAINTENANCE INSPECTIONS
23.01 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
23.02 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
24.01 All irrigation systems within the LMD areas designated in these specifications will be
repaired and maintained as required for operation by the Contractor. For all irrigation
repairs, including main lines, all irrigation parts will be reimbursed at no more than a
15% mark up over 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
a. Scope of Responsibility: The contractor shall maintain (repair and/or replace as
needed) and keep operable all irrigation equipment consisting of:
(1) Irrigation Programming
(2) Irrigation Station Identification/Location
(3) Irrigation Heads
(4) Remote Control Valves
(5) Flow Sensors
(6) Flow Sensor Programming
(7) PVC Piping (Including mainline and laterals)
(8) Quick Couplers
(9) Risers
(10) Swing Joints
(11) Check Valves
(12) Irrigation Booster Pumps
(13) Solar Controllers/Valves
(14) Battery Operated Controllers/Valves
(15) Valve Boxes, Quick Coupler Boxes, Etc.
(16) Irrigation Controller Programming and Setup
b. Replacement Requirements: Replacements will be of original materials or substitutes
approved by Special Districts in writing prior to any installation.
c. Extent of Responsibility: Contractor will be responsible for immediate maintenance
(repair or replacement) of all irrigation systems. Contractor will be responsible at all
times for hand watering and the bleeding of valves in emergency situations as
required to sustain and prevent loss of turf, trees, annuals, perennial plants, and
ground covers when automatic systems are not functioning.
d. 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.
e. 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 contractor’s office via a desk top or any wireless
computer, or hand held device. The LMD will provide a password for access.
f. Inspections: Landscape Maintenance District Consultants/Inspectors will spot check
controller schedules on each inspection of a district to assure compliance with
irrigation program standards. Contractor shall conduct a complete irrigation system
inspection for each district at minimum of twice a year.
24.02 The contractor will be responsible to complete the following WeatherTrak training
through HydroPoint University. Proof of completion to be provided with proposal
submission. Additional trainings are available and participation is encouraged.
Level 1 – WeatherTrak Basic Systems Training
24.03 Controllers:
a. All controllers shall be adjusted as needed for optimum performance considering the
water requirements of each remote control valve (irrigation station). “Smart” or
“weather based” controllers shall be configured to water in the “AUTO MODE” or “ET
MODE” when available. Plant establishment periods do not apply to this requirement
and should be scheduled accordingly. Contractor is responsible for adjusting the
controller parameters/attributes in order to irrigate efficiently and each valve shall be
customized for the needs of the plant material. Excessive watering or excessive runoff
shall not be permitted.
b. 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.
c. Response to WeatherTrak Alerts by category shall be made within the time frames
listed below. Failure to comply with response times will be considered a deficiency
and may be subject to a deduction from payment in the amount up to five hundred
($500.00) dollars for each instance where an alert is not resolved within the time
frame.
(1) Severe Alerts to be resolved within 24 hours.
(2) Major Alerts to be resolved within 5 working days
d. Contractor will provide their own irrigation remote (receiver and transmitter) for
control of the Rain Master, Calsense, LEIT (solar), WeatherTrak or other industry
standard controllers not listed. The bleeding of valves and hand watering are to be
used in emergency or testing situations, not for normal or day-to-day inspections.
e. Consideration must be given to the soil conditions, seasonal temperatures, wind
conditions, slope, humidity, and the relationship of conditions which affect irrigation.
This may include daytime watering during winter weather to prevent icy conditions
and manual operation of the irrigation system during periods of windy or inclement
weather. During freezing and/or windy conditions, automatic irrigation shall be
paused until normal conditions exist. No watering medians in windy conditions, to
avoid drift and wetting vehicles.
f. Contractor shall be responsible for data input with regards to irrigation station
reference in the programming function of the central server or at the
controller. Example: Station 1 - SE Corner of parking lot, Turf NW of restroom, Shrubs
on large slope, etc.
g. In areas where wind creates problems of spraying water into private property or road
right-of-ways, the controllers shall be set to operate during the period of lowest wind
velocity which would normally occur at night (between the hours of 9:00 p.m. and 7:00
a.m.).
h. Contractor shall be responsible for monitoring all irrigation systems within the
jurisdiction of this Specification and correct for coverage, adjustment, clogging of lines,
and removal of obstacles, including plant materials which obstruct the
spray. Monitoring shall be scheduled for all systems at minimum 1x monthly.
i. Check systems, as needed, for optimum performance and adjust and/or repair any
sprinkler heads causing excessive runoff, including slope areas, or which throw directly
onto roadway paving or walks (where sprinkler heads can be adjusted).
j. Contractor is to maintain the watering schedule in “AUTO” mode which will equal the
evapotranspiration rate based on topography, soil type, plant material, season or
climatic factors. Contractor shall notify The City of Santa Clarita of any schedule
changes.
k. Contractor shall utilize “cycle & soak” in programming in order to eliminate excessive
run-off.
l. Scheduled operation other than 9:00 p.m. to 7:00 a.m. must be approved by The City
of Santa Clarita.
m. When available, copies of controller maps shall be kept in enclosures at all times.
n. Contractor is responsible for maintenance of the interiors of controller enclosures and
shall be kept clean free of debris and pests, regardless of condition(s) at time of
contract award.
o. Contractor shall be responsible to notify The City of Santa Clarita of any additional
water requirements to the landscape which is outside of the “AUTO” scheduled
program application.
p. It is the responsibility of 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.
q. Only The 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.
r. The Contractor shall test the soil in turf and groundcover areas and around all trees
and shrubs monthly or as necessary with soil probes to determine that the proper
amount of water is being applied at all times. This information should be used to adjust
watering times on the controller and supplemental hand or deep watering as
necessary.
s. 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
t. 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.
u. The maximum run time should then be set a minimum of one minute less than the
time it takes for run off to occur. This will establish the maximum run time for each
valve, with full sun exposure. Adjust valves with partial shade or full shade to have less
run time than the systems in full sun.
v. It is required that soil conditions be constantly monitored with a soil probe to ensure
that over-saturation of the soil does not occur.
w. In addition to the soils condition, the individual plant material requirements must be
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.
24.04 Operation of System:
a. 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).
b. Contractor will be responsible for immediate maintenance (repair or replacement) of
all irrigation systems. Contractor will be responsible at all times for hand watering and
the bleeding of valves in emergency situations as required to sustain and prevent loss
of turf, trees, annuals, perennial plants, and ground covers when automatic systems
are not functioning.
c. Irrigation system will be controlled by Contractor in such a way as not to cause an
excessively wet area which could interfere with the Contractor’s ability to
mow/maintain landscaped areas.
d. All irrigation systems shall be personally inspected by Contractor a minimum of once
per month to verify effectiveness of sprinkler operation. The appropriate Irrigation
Inspection Form must be filled out per controller and submitted to The City of Santa
Clarita LMD for review.
e. Contractor shall adjust and clean as necessary all sprinkler heads, valves and pressure
regulators to continue operation at maximum efficiency and performance.
f. All materials and workmanship will be in accordance with the City Plumbing
Ordinances if/when applicable.
g. Sprinkler heads in turf areas shall be kept clear of overgrowth, which may obstruct
maximum operation. No chemical spraying or growth inhibitors around head shall be
allowed.
h. Contractor shall be responsible for trimming plant material and making necessary
adjustments to riser heights as growth rates indicate.
i. Contractor shall be responsible for hand-watering any pots not provided with an
irrigation system to maintain plants and promote optimum growth.
j. Adjustments in operating pressure for spray and rotor type heads shall be followed
per manufacturer’s recommendation to provide optimum efficiency unless instructed
otherwise by The City of Santa Clarita.
k. Contractor shall be required to walk each site upon request by The City of Santa
Clarita representative a minimum of one time per quarter to inspect the operation of
the irrigation system.
l. Plant damage or loss resulting from the failure to promptly report irrigation system
failure shall be considered Contractor negligence and such plant material shall be
repaired or replaced at Contractor expense.
m. All hand watering performed with a hose shall require the hose to have a flow control
that will allow the operator to turn the hose off between watering areas to minimize
any wasted water.
n. 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.
o. 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.
p. Once a year, the contractor shall clean all controller cabinets and valve boxes, remove
intruding soil and replace gravel as needed.
q. Testing, certification and service of the backflow prevention devices on the irrigation
systems shall be done by a certified tester as provided by The City of Santa Clarita.
r. Contractor shall not repair, manipulate or remove backflow devices unless prior
authorization has been received by a City of Santa Clarita representative. However,
Contractor is permitted to make use of shutoff valves located on or near backflow
devices in the event of a mainline break and/or maintenance.
s. Contractor shall notify the LMD office immediately should a backflow prevention
device malfunction occur.
t. Landscape Maintenance District Consultants/Inspectors/City staff will spot check
controller schedules on each inspection of a district to assure compliance with
irrigation program standards. Contractor shall conduct a complete irrigation system
inspection for each district at minimum of twice a year.
u. Contractor shall observe and note any deficiencies occurring from the original design
and review these findings with Special Districts, so necessary improvements can be
considered.
24.05 Repairs:
a. All pop-up heads should be assembled on triple swing joints.
b. When irrigation heads, risers, nozzles, etc. break, they will be replaced with like for
like irrigation heads. Uniformity is of the utmost importance.
c. All remote control valves shall be Superior 950DW brass valves unless other(s) are
accepted by LMD staff.
d. Contractor shall repair all leaking or defective valves immediately upon occurrence,
or within 24 hours following notification from LMD of such a deficiency.
e. Malfunctions of any nature which are deemed to be the fault of materials or
workmanship still covered under original installation guarantee shall be reported
immediately to The City of Santa Clarita.
f. Contractor shall submit itemized irrigation invoices for repairs, per LMD Zone on an
as needed basis.
g. Repair logs shall be maintained and will include date of repair, nature of repair, and
itemized list of materials for clarity. Site map/photo documentation to illustrate
location of repair, photo of site condition, and work completed shall be included with
repair log(s).
24.06 Conservation: The City of Santa Clarita may conduct monthly water management
meetings with 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.
24.07 The Contractor shall provide WeatherTrak generated reports called “Controller Inventory
Reports” at the request of City Staff. The first report will be due 30 days after the start
of this Agreement and updated every two weeks. At a minimum, the report shall
identify each irrigation controller subject to this Agreement, the location, alert status,
and confirm the controller is “online”. Failure to provide a completed report on time
will be considered an incomplete work item and may be subject to a deduction from
payment in the amount up to five hundred ($500.00) dollars.
24.08 Water Budgets: In order to ensure efficient and responsible water management with
regards to landscape irrigation, the City of Santa Clarita Special Districts office may
require the following:
When water budgets have been established for each individual service area
within a Landscape Maintenance District Zone (specifically water meter and/or
point of connection), CONTRACTOR shall not exceed the Maximum Applied Water
Allowance (MAWA) as established by State Assembly Bill 1881, Model Water
Efficient Landscape Ordinance (MWELO).
http://www.water.ca.gov/wateruseefficiency/landscapeordinance/
When water budgets and/or tiered rate structures are enforced by individual water purveyors
such as; Valencia Water Company, Newhall County Water District, Santa Clarita Water Division,
Castaic Lake Water Agency, or SCV Water, CONTRACTOR shall not exceed the monthly
allocation(s) as set forth by the service provider for each individual service area within a
Landscape Maintenance District Zone, specifically water meter and/or point of connection.
Failure to comply with water budgets may lead to monetary penalties up to the costs of the
excessive use which exceeds the water budget(s), efficient tier, or any “penalty” tier the City of
Santa Clarita is subjected to.
25. MAINTENANCE AND REPAIR OF HARDSCAPE, SERVICE ROADS, AND DRAINAGE SYSTEMS
25.01 Hardscape surfaces, walkways, and service roads, if any, shall be maintained by
Contractor so as to keep the integrity of the walking and/or driving surface in a safe, unimpaired
condition. 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.
a. Contractor may be responsible for total replacement or repair of hardscaping and/or
plant replacement if damage occurs due to Contractor’s negligence or by accidental
damage within maintenance operation.
b. Contractor shall be responsible for sweeping/blowing all hardscape surfaces within the
contract boundaries on a regularly scheduled routine approved by LMD Staff or as
requested by Special Districts. All debris must be collected and removed.
c. Disposal of debris by blowing into roadways, sidewalks, or other areas is prohibited and
may be cause for contract termination or a deduction in payment as described in
Section 10.04 a.
26. GRAFFITI ERADICATION AND CONTROL
26.01 Contractor may be responsible to remove small amounts of graffiti (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
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 4.
26.02 All materials and processes used in graffiti eradication shall be non-injurious to surfaces
and adjacent District property and approved by Cal-OSHA. Materials and processes used must be
approved by LMD prior to use.
27. DECOMPOSED GRANITE
27.01 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.
RESPONSE FORMAT AND SELECTION CRITERIA
PROPOSAL # LMD-23-24-12
Zones 68 and 69 Landscape Maintenance
City of Santa Clarita, California
1. RESPONSE FORMAT - The organization of the response and cost files is described in this section of
theRFP. All potential vendors must follow thisformat.
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 11 and Exhibits E & G1-G3)
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 10 )
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 F)
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-G3)
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 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 calendarweek by each worker employed by him
or her in connection with the Project. The record shall be kept open at all reasonable hours to the
inspection Owner and to the Division of Labor Standards Enforcement.
CONTRACTOR and its Subcontractors must keep accurate payroll records, showing the name,
address, social security number, work classification, straight time and overtime hours worked
each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker,
or other employee employed by him or her in connection with the Work of the Contract
Documents. Each payroll record shall contain or be verified by a written declaration as required
by Labor Code Section 1776.
With each application for payment, CONTRACTOR shall also deliver certified payrolls directly
to the Labor Commissioner in the format prescribed by the Labor Commissioner.
CONTRACTOR shall indemnify, hold harmless and defend (with counsel reasonably acceptable
to CITY) CITY against any claim for damages, compensation, fines, penalties or other amounts
arising out of the failure or alleged failure of any person or entity to pay prevailing wages as
required by law or to comply with the other applicable provisions of Labor Code Sections 1720
et seq. and implementing regulations of the Department of Industrial Relations in connection
with execution of the improvements or any other work undertaken or in connection with the
Public Works project.
PROTECTION OF RESIDENT WORKERS. The City of Santa Clarita actively supports the
Immigration and Nationality Act (INA), which includes provisions addressing employment
eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire
only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.)
and aliens authorized to work in the U.S. The employer must verify the identity and employment
eligibility of anyone to be hired, which includes completing the Employment Eligibility
Verification Form (I-9). The Contractor shall establish appropriate procedures and controls so
no services or products under the Contract Documents will be performed or manufactured by any
worker who is not legally eligible to perform such services or employment.
FAMILIARITY WITH WORK.
By executing this Agreement, CONTRACTOR represents that CONTRACTOR has:
Thoroughly investigated and considered the scope of services to be performed;
and
Carefully considered how the services should be performed; and
Understands the facilities, difficulties, and restrictions attending performance of
the services under this Agreement.
If services involve work upon any site, CONTRACTOR warrants that CONTRACTOR
has or will investigate the site and is or will be fully acquainted with the conditions
there existing, before commencing the services hereunder. Should
CONTRACTOR discover any latent or unknown conditions that may materially
affect the performance of the services, CONTRACTOR will immediately inform
CITY of such fact and will not proceed except at CONTRACTOR’s own risk until
written instructions are received from CITY.
CONTRACTOR represents that the CONTRACTOR agrees to comply with all
applicable federal and state workplace and employment laws including those that
relate to minimum hours and wages, occupational health and safety, workers
compensation insurance and state, county and local orders.
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-23-24-12
Zones 68 and 69 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 T-68 $ ____________________x 12 months $
2.LMD Zone T-69$ ____________________x 12 months$
Total (Column B)
Total proposed amount annually, in legibly printed words:
______________________________________________________________________________
EXHIBIT B1: ADDITIONAL PRICING
PROPOSAL # LMD-23-24-12
Zones 68 and 69 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-23-24-12
Zones 68 and 69 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.
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-23-24-12
Zones 68 and 69 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-23-24-12
Zones 68 and 69 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-23-24-12
Zones 68 and 69 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-23-24-12
Zones 68 and 69 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
EXHIBIT G1: STAFF
PROPOSAL # LMD-23-24-12
Zones 68 and 69 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-23-24-12
Zones 68 and 69 Landscape Maintenance
City of Santa Clarita, California
Fill out this form for each of the following zones: 68 and 69. Labor time proposed is time working on site
and does not include travel time. Attach additional pages as necessary for additional personnel.
ZONE: ______________
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-23-24-12
Zones 68 and 69 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-23-24-12
Zones 68 and 69 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-23-24-12
Zones 68 and 69 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 Zones 68 and 69
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-23-24-12
Zones 68 and 69 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.)
Annual Maintenance Contract for Landscape Maintenance
Zones T-68 (WEST CREEK) & T-69 (WEST HILLS)
INVENTORY LISTS AND EXHIBIT MAPS
Inventory List: Zone T68 – West Creek
Approximate Estimated
Description
Item # Square Footage Quantity
1Paseo walkways 32,440
2Vinyl Fences 1,375
3V-Ditches 2,750
4Controller Enclosures6
5Controllers6
6Backflow Devices6
7Trees (street) 87
8Trees (non-street) 314
9Dog Waste Bag Station 3
10 Turf (overhead irrigation)40,010
11 Slopes (overhead Irrigation)12,130
12 Slopes (point irrigation) 263,171
13 Shrub/Groundcover (Flat terrain) 39,300
14 Fuel Modification/Brushing 151,000
15 Native 800,339
Annual Maintenance Contract for Landscape Maintenance
Zones T-68 (WEST CREEK) & T-69 (WEST HILLS)
INVENTORY LISTS AND EXHIBIT MAPS
Inventory List: Zone T69 – West Hills
Approximate
Item #DescriptionSquare FootageEstimated Quantity
1Paseo walkways56,351
2Vinyl Fences2,665 (linear ft)
3V-Ditches 14,650
4Controller Enclosures10
5Controllers10
6Backflow Devices 10
7Trees (street) 187
8Trees (non-street) 498
9Turf (overhead irrigation)31,488
10 Shrubs (drip Irrigation) 1,560
11 Shrubs (overhead Irrigation) 108,733
12 Slopes (overhead irrigation) 64,938
13 Slopes (point irrigation) 517,435
14 Other Shrub/Groundcover (Flat terrain) 0
15 Fuel Modification/Brushing 294,462
16 Native Areas 724,154
Approximate
Item # Description Square FootageEstimated Quantity
1Paseo walkways 32,440
2Vinyl Fences 1,375
3V-Ditches 2,750
4Controller Enclosures 6
5Controllers 6
6Backflow Devices 6
7Trees (street) 87
8Trees (non-street) 314
9Turf (overhead irrigation)40,010
10 Slopes (overhead Irrigation)12,130
11 Slopes (point irrigation) 263,171
12 Shrub/Groundcover (Flat terrain) 39,300
13 Fuel Modification/Brushing 151,000
14 Native 800,339
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.
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-23-24-12
Zones 68 and 69 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 T-68 $ ____________________x 12 months $
2.LMD Zone T-69$ ____________________x 12 months$
Total (Column B)
$
EXHIBIT B1: ADDITIONAL PRICING
PROPOSAL # LMD-23-24-12
Zones 68 and 69 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-23-24-12
Zones 68 and 69 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.
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
0.0425
21.25
SF 500 $ $
1.
with turf.
Price for maintenance of landscape with
25.00
2. SF 1,000 $ $
0.0250
trees, shrubs, and ground cover.
Price for maintenance of landscaped,
12.50
3. SF 500 $ 0.0250$
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 $ $
13.5067.50
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
1,125.00
7. EA 5 $ 225.00$
tree.
Price for installation of twenty-four-inch
8. EA 2 $ $
460.00920.00
(24-inch) box tree.
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD-23-24-12
Zones 68 and 69 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-23-24-12
Zones 68 and 69 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-23-24-12
Zones 68 and 69 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
Location and Place of Business
424 Mesa Lila Road Glendale, CA 91208
Bid Schedule Item No’s: Description of Work
LMD-23-24-12
Certified Arborist
License No. Exp. Date: / / Phone ( )
06302024
(818) 636-4917
WE-0749A
Subcontractor DIR Registration No. Dollar Value of Work
Wildlife Management ProfessionalsAs Needed
Location and Place of Business
4505 Industrial St #2A Simi Valley, CA 93063
Bid Schedule Item No’s: Description of Work
LMD-23-24-12Weed and Pest Control
License No. Exp. Date: / /1231 Phone ( )
2023
(805) 813-1785
151824
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-23-24-12
Zones 68 and 69 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
Dani Cullens (310) 253-6471
_________________________________________________________________________________________
Name and Telephone Number of Person Familiar with Project
Landscae Maintenance services
and fuel modificationmanagement
$22,440/month2018Current
_________________________________________________________________________________
Contract Amount Type of Work Date Started Date Completed
West Hills West Creek/ PMP Management 27220 Turnberry Ln Ste 150, Valencia, CA 91355
2. _________________________________________________________________________________
Name and Address of Owner / Agency
Kelly Rackers (661) 295-4900
_________________________________________________________________________________
N ame and Telephone Number of Person Familiar with Project
Landscape maintenance services,
water management, fuel modification
$72,410.00/monthCurrent
management, and arbor care 2015
_________________________________________________________________________________
Contract Amount Type of Work Date Started Date Completed
Tesoro Del Valle/ FirstService Residential 25115 W Av Stanford, Ste B-200, Santa Clarita, CA 91355
3. _________________________________________________________________________________
Name and Address of Owner / Agency
Sabrina Hart Neve (661) 705-6060
_________________________________________________________________________________
N ame and Telephone Number of Person Familiar with Project
Landscape maintenance services,
water management, fuel modification
$55,165.00/monthCurrent
management, and arbor care 2014
_________________________________________________________________________________
Contract Amount Type of Work Date Started Date Completed
EXHIBIT G1: STAFF
PROPOSAL # LMD-23-24-12
Zones 68 and 69 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__________________________________________________________________
(T-69)
Oscar G.
Landscape Maintenance Foreman
2. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
(T-69)
Landscape Maintenance Technician
Rosario M.
3. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
(T-69)
Mariano G. Landscape Maintenance Technician
4. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
(T-69)
Rudy L. Landscape Maintenance Technician
5. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
(T-68)
Angel L.
Landscape Maintenance Foreman
6. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
(T-68)
Otoniel C. Landscape Maintenance Technician
7. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
(T-68)
Andres M. Landscape Maintenance Technician
8. Name______________________________________ Job Title________________________________
License/Certificates__________________________________________________________________
Jorge TrinidadIrrigation Specialist
9. Name______________________________________ Job Title________________________________
Level 1-WeatherTrak Basic Systems Training Certified
License/Certificates__________________________________________________________________
Efrain LupercioBranch Manager
10. Name______________________________________ Job Title_______________________________
BS Environmental Horticultural Science & C-27 Licensed Contractor
License/Certificates_________________________________________________________________
Slater Stowell CFO
11. Name______________________________________ Job Title_______________________________
Level 1-WeatherTrak Basic Systems Training Certified
License/Certificates__________________________________________________________________
Martin StowellCEO
12. Name______________________________________ Job Title_______________________________
C-27 License #492212
License/Certificates__________________________________________________________________
Certified Arborist
Craig Crotty
13. Name______________________________________ Job Title_______________________________
Certified Arborist
License/Certificates__________________________________________________________________
Troy Spillman Pest Control Applicator
14. Name______________________________________ Job Title_______________________________
QAL
License/Certificates__________________________________________________________________
15. Name______________________________________ Job Title_______________________________
License/Certificates__________________________________________________________________
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2: STAFF HOURS
PROPOSAL # LMD-23-24-12
Zones 68 and 69 Landscape Maintenance
City of Santa Clarita, California
Fill out this form for each of the following zones: 68 and 69. Labor time proposed is time working on site
and does not include travel time. Attach additional pages as necessary for additional personnel.
T-68 & T-69
ZONE: ______________
Supervisors
(T-68 West Creek)
Alonzo Aguilar
2
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
(T-69 West Hills)
Alonzo Aguilar
Crewmember Title _______________________________ Qty. of Weekly Hours ___________________
T-68 West Creek
Crew #1
Landscape Maintenance Foreman
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Landscape Maintenance Technician
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Landscape Maintenance Technician
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crew #2 T-69 West Hills
Landscape Maintenance Foreman
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Landscape Maintenance Technician
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Landscape Maintenance Technician
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Specialty Positions
As Needed
Irrigation Specialist
Crewmember Title _______________________________ Qty. of Weekly Hours ____________________
Spay 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-23-24-12
Zones 68 and 69 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-23-24-12
Zones 68 and 69 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.___________________________________________________________________________________
Efrain Lupercio, Branch Manager, Staff
4.___________________________________________________________________________________
Alonzo Aguilar, Account Supervisor, Staff
5.___________________________________________________________________________________
Oscar G., Landscape Maintenance Foreman, Staff (T-6 West )
6.___________________________________________________________________________________
Angel L., Landscape Maintenance Foreman, Staff (T-6 West )
7.___________________________________________________________________________________
Jorge T, Irrigation Specialist, WeatherTrak Certified, Staff
8.___________________________________________________________________________________
Craig Crotty, Certified Arborist, ISA WE-0749A, Subcontractor
9.___________________________________________________________________________________
Troy Spillman, QAL #151824, Subcontractor
10. __________________________________________________________________________________
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 91381
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 91381
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 91381
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 91381
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK
PROPOSAL # LMD-23-24-12
Zones 68 and 69 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 Zones 68 and 69
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.
09/2/2023
*Supervisor’s Signature:Date:
09/2/2023
*Estimator’s Signature:Date:
09/2/2023
*Owner’s Signature:Date:
*All three signatures required
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
PROPOSAL # LMD-23-24-12
Zones 68 and 69 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.
09/2/2023
Authorized Signature: ______________________________ Date: ___________________
Efrain Lupercio, Jr.
Printed Name: ____________________________________
Maintenance Schedule
LMD ZONE T-68 West Creek and Zone T-69 West Hills
ZONE CREW SERVICE DAY(S)
T-68 Maintenance Wednesday
T-68 Mow Friday
T-69 Maintenance Monday-Friday
T-69 Mow Monday
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.
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 91381
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 91381