HomeMy WebLinkAbout2025-10-14 - AGENDA REPORTS - LMD ZONE T52 CONTRO
Agenda Item: 9
CITY OF SANTA CLARITA
.` AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: October 14, 2025
SUBJECT: LANDSCAPE MAINTENANCE CONTRACT FOR LMD ZONE T52
(STONECREST)
DEPARTMENT: Administrative Services
PRESENTER: Andrew Adams
RECOMMENDED ACTION
City Council:
1. Award a five-year contract to Stay Green, Inc., to provide landscape maintenance services for
Landscape Maintenance District Zone T52 (Stonecrest), for a total contract amount not to
exceed $1,513,908.
2. Appropriate a one-time budget increase in Fiscal Year 2025-26 from the Landscape
Maintenance District Fund Balance (Fund 357) to expenditure account 3572427-516110 in
the amount of $102,276.
3. Appropriate an ongoing budget increase, beginning in Fiscal Year 2026-27, from the
Landscape Maintenance District Fund Balance (Fund 357) to expenditure account 3572427-
516110 in the amount of $169,423, contingent upon the appropriation of funds by the City
Council in the annual budget for each fiscal year.
4. Authorize the City Manager or designee to execute all contracts and associated documents,
subject to City Attorney approval.
5. Find that the award of contract is exempt from the California Environmental Quality Act
pursuant to Article 19 — Categorical Exemptions, Section 15301, Existing Facilities, (h)
Maintenance of Existing Landscaping.
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BACKGROUND
The City of Santa Clarita (City) administers 62 financially independent zones within the
Landscape Maintenance District (LMD), providing landscape maintenance services through
contracts with private companies.
The City conducted a Request for Proposal (RFP) to solicit proposals from qualified vendors for
the maintenance of LMD Zone T52 (Stonecrest). The RFP was published and circulated via the
City's e-procurement system, BidNet, on August 13, 2025. The City transmitted the solicitation
to 1,150 vendors on BidNet, of which 52 vendors downloaded the RFP and 9 companies
provided proposals for consideration.
Unlike a bid procurement, where the recommended contract award is based upon the lowest,
most responsive bid, the RFP procurement approach 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.
These proposals were reviewed and evaluated based on each company's ability to meet the
specific needs of the City. An evaluation panel comprised of staff representing the City's Special
Districts division scored the responses using the following categories of weighted criteria:
• Value Provided - Includes Team Composition/Crew Structure and Rotation
Schedule/Response Times (65%)
• Acknowledgment and Understanding of Specifications (15%)
• References and Certifications (10%)
• Proposal Amount (10%)
The evaluation team scored the responses based on a 100-point system, with the results outlined
below:
COMPANY
LOCATION
POINTS
WEEKLY
AVERAGE
ANNUAL
AWARDED
HOURS
HOURLY
COST
PROPOSED
RATE
Stay Green, Inc.
Santa
94.33
140
$34.99
$ 254,736
Clarita, CA
Marina Landscape
Santa
91.67
144
$39.97
$ 299,280
Services, Inc.
Clarita, CA
Mariposa Landscapes,
Irwindale,
85.66
156
$47.78
$ 387,588
Inc.
CA
American Heritage
Canoga
81.00
76
$40.99
$ 162,000
Landscape
Park, CA
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COMPANY
LOCATION
POINTS
WEEKLY
AVERAGE
ANNUAL
AWARDED
HOURS
HOURLY
COST
PROPOSED
RATE
Oakridge Landscape, Inc.
Santa
80.00
127
$43.94
$ 290,160
Clarita, CA
SGD Enterprises DBA
Van Nuys,
77.33
80
$37.50
$ 156,000
Four Seasons
CA
Landscaping
Specialized Landscape
Simi Valley,
74.00
77
$38.84
$ 155,520
Management Services,
CA
Inc. DBA SLM Services
Venco Western, Inc.
Oxnard, CA
71.33
90
$36.69
$171,731
C&M Landscape, Inc.
Santa
58.66
68
$34.00
$119,400
Clarita, CA
Upon reviewing the proposals, Stay Green, Inc., (SGI) received the highest score from the
evaluation team. The team concluded that SGI's proposal offered the second lowest cost per
labor hour. Moreover, SGI demonstrated an appropriate crew structure, a strong understanding of
the landscaping complexities within the zone and presented a comprehensive rotation schedule
designed to meet the specific maintenance demands of each area.
It is important to note that some of the lower -priced proposals, while appearing more cost-
effective at first glance, do not provide sufficient manpower to meet the maintenance
requirements of Zone T52. For example:
• American Heritage Landscape (81 points, ranked 94) proposed 76 hours per week at an
average hourly rate of $40.99, compared to SGI's 140 hours per week at $34.99/hour.
• SGD Enterprises DBA Four Seasons Landscaping (77.33 points, ranked 96) proposed 80
hours per week at $37.50/hour.
• Specialized Landscape Management Services (74 points, ranked 97) proposed 77 hours
per week at $38.84/hour.
These staffing levels would be insufficient to maintain the zone to City standards and could
result in slower response to irrigation repairs, emergency issues, and continued degradation of
the landscape's appearance and functionality.
To address long-standing concerns regarding the overall aesthetic and upkeep of Zone T52, the
new contract provides for more than double the devoted manpower compared to the previous
contract. This increase is necessary to restore and maintain the landscape to City standards, given
the zone's size and maintenance requirements. Zone T52 includes approximately 45 acres of
irrigated landscaping and 21 acres of non -irrigated brush clearance areas.
As a part of the evaluation process, staff also conducted a due -diligence review of SGI's
professional references and confirmed that their work history meets the City's standards and
performance expectations. Based on the overall evaluation, including scoring and reference
verification, staff recommends awarding the landscape maintenance contract to SGI.
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To support this contract, staff is requesting a one-time budget appropriation of $102,276 in Fiscal
Year 2025-26 specific to LMD Zone T52. In addition, staff is requesting an ongoing budget
increase of $169,423 beginning in Fiscal Year 2026-27, which consolidates projected future
annual increases. The recommended contract amount is essential to ensure SGI can perform
monthly landscape maintenance and repairs, maximize operational efficiencies, and complete
tasks in a timely manner. These tasks include responding to emergencies, irrigation repairs and
replacements, addressing vandalism, and executing one-time beautification enhancement
proj ects.
The increase in expenditure authority granted by the City Council does not guarantee additional
compensation under the terms of the recommended contract. The City retains the discretion to
engage alternative contractors if necessary. Any unscheduled repair work or one-time
enhancement projects performed by SGI under the contract will still require staff review and
prior authorization from the City's Special Districts division. Additionally, to enhance
maintenance standards and enforce accountability, the contract includes provisions for payment
reductions in the event of poor performance if the contractor fails to meet their maintenance
obligations.
The award of this contract is not subject to California Environmental Quality Act (CEQA)
review pursuant to CEQA Guidelines Article 19 - Categorical Exemptions, Section 15301,
Existing Facilities, (h) Maintenance of Existing Landscaping. This contract meets the criteria for
this exemption because the scope of work falls under existing landscape maintenance.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended actions, a one-time budget increase of $102,276 will be
appropriated to Expenditure Account 3572427-516110 (Landscape Maintenance District Fund
357) in Fiscal Year 2025-26. Beginning in Fiscal Year 2026-27, an ongoing budget increase of
$169,423 will be appropriated to the same account, contingent upon appropriation of funds by
the City Council during the annual budget process.
ATTACHMENTS
LMD Zone T52: Published Bid Documents (available in the City Clerk's Reading File)
LMD Zone T-52: Stay Green, Inc. Response File (available in the City Clerk's Reading File)
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25-LMD-106 Zone T52
Landscape Maintenance
PROPOSAL # LMD-25-26-06
TABLE OF CONTENTS
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 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 131: ADDITIONAL PRICING
EXHIBIT 132: ADDITIONAL PRICING CONTINUED
EXHIBIT C: VIOLATION RECORDS
EXHIBIT D: PROACTIVE APPROACH FORM
EXHIBIT E: DESIGNATION OF SUBCONTRACTORS
EXHIBIT F: REFERENCES
EXHIBIT G1: STAFF
EXHIBIT G2: STAFF HOURS
EXHIBIT H: EQUIPMENT REQUIREMENTS
EXHIBIT I: CERTIFICATIONS
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
SECTION E
MAINTENANCE SCHEDULE EXAMPLE — DAILY —ANNUAL
MAINTENANCE MAP(S)
HOLIDAY SCHEDULE
INVENTORY LISTS
SECTION A
RFP Information & Instructions
CITY OF SANTA CLARITA REQUEST FOR PROPOSALS
Project Name: 25-LMD-106 Zone T52 Landscape Maintenance
Proposal #: LMD-25-26-06
Dates Published: August 13, 2025
Last Day for Questions: August 29, 2025 before 11:00 AM (PT)
Proposal Closing: September 12, 2025 before 11:00 AM (PT)
License(s) Required: Class C-27 California Landscaping Contractor License
Project Description: The City of Santa Clarita is soliciting sealed proposals from qualified landscape
maintenance companies 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 LIVID Zone
T52 (Stonecrest). This zone may be arranged into groups and/or may be
awarded as separate contracts.
Prevailing Wage: Yes
Bond Requirements: No
Contact Information: Jaclyn Abston I iabstonC@santaclarita.gov
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-25-26-06
25-LMD-106 Zone T52 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 irregularity 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.
3.5. Proposals and subsequent offers shall be effective/valid for a period of 180 days after the RFP
due date. The City of Santa Clarita may request Proposers to extend the validity of proposals and
offers for the City's acceptance beyond the specified time period.
4. BRAND NAMES, ALTERNATIVES, OR EQUIVALENTS.
4.1. In the bid documents, the use of a specific manufacturer, brand or make does not restrict
Bidders in their proposed solution. When brand names are used, it indicates the quality and
utility of the article desired; thus, the bids submittal shall in all cases propose goods equal in
quality and utility.
4.2. If Materials differing from stated specifications may be considered, provided such differences
are clearly noted and described. The City shall make the final determination of compliance with
the specifications. If proposing an alternative or equivalent product, the Bidder shall provide the
cut sheet/spec sheet or detailed product description for the proposed product via email to
purchasing@santa-clarita.com prior to the last day for questions. 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 clearly identify the item by brand name
(if any), and make/model number, and may include descriptive literature such as illustrations,
drawings, or a clear reference to previously furnished descriptive data or information available
to the City. The proposal shall clearly describe any modifications the Bidder plans to make in a
product to make it conform to the solicitation requirements.
4.3. 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: Daniel Gonzalez
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. PRICING VALIDITY. All proposals, including all pricing, shall be effective/valid for a minimum period
of 180 calendar days after the date of bid closing. In the event a final contract has not been awarded
within this period, the City reserves the right to negotiate extensions to this period.
12. CONTRACT TERM AND PRICING ADJUSTMENT. The term of the contract awarded pursuant to this
RFP shall be five (5) years, with no renewal options. However, annual price adjustments may be
considered upon written request from the contractor, subject to the following conditions:
• Price adjustments shall be based on changes in the Consumer Price Index for All Urban
Consumers (CPI-U), Los Angeles -Long Beach -Anaheim Area, as published by the United States
Department of Labor, Bureau of Labor Statistics —or a comparable index if the CPI-U is
discontinued.
• The base index shall be the CPI published for the month immediately preceding the month in
which the solicitation was advertised.
• Each year, the adjustment amount will be calculated based on the percentage change
between:
o the base index (or most recently used CPI index, if a previous adjustment was
approved), and
o the CPI published for the month that falls 90 days prior to the applicable contract
anniversary date.
• Contractors must submit a written request for a price adjustment no later than 90 days prior
to each contract anniversary. If no request is submitted, the pricing from the previous year
will remain in effect for the next 12-month period.
The final adjusted pricing will be reviewed and determined by City Purchasing staff.
The proposer shall honor the pricing proposed in response to this RFP for one hundred eighty (180)
days from the date of proposal submission, or through the full five-year contract term unless adjusted
in accordance with the provisions above.
13. 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.
14. PREVAILING WAGES. This contract is subject to the State prevailing wage requirements of the
California Labor Code including, but not limited to, Sections 1770, 1771.5, 1773, 1776 and 1777.5.
Contractor shall comply with California prevailing wage laws including, to the extent applicable, Labor
Code Section 1720.9. Pursuant to Section 1773 of the Labor Code, the general prevailing wage rates
in the county, or counties, in which the work is to be done have been determined by the Director of
the California Department of Industrial Relations. These wages are set forth in the General Prevailing
Wage Rates for this project, available from the California Department of Industrial Relations' Internet
web site at http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm. Future effective general
prevailing wage rates which have been predetermined and are on file with the California Department
of Industrial Relations are referenced but not printed in the general prevailing wage rates. A copy of
the prevailing rate of per diem wages shall be posted at thejob site. The Contractor is responsible for
obtaining a current edition of all California statutes and regulations, and adhering to the latest editions
of such.
15. 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.
16. 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-25-26-06
25-LMD-106 Zone T52 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 separatelyfrom the Response File:
o Exhibit A: Cost Proposal
o Exhibit B1: Additional Pricing
o Exhibit 132: Additional Pricing Continued
❑ Exhibit C: Violation Records
❑ Exhibit D: Proactive Approach Form
❑ Exhibit E: Designation of Subcontractors
❑ Exhibit F: References
❑ Exhibit G1: Staff
❑ Exhibit G2: Staff Hours
❑ Exhibit H: Equipment Requirements
❑ Exhibit I: Certifications
❑ Exhibit J: Acknowledgement & Acceptance of Scope of Work
❑ Exhibit K: Notice to Proposers Regarding Contractual Requirements
❑ Maintenance Schedule(s) - Daily, Weekly, Monthly, Semi -Annual, Annual (see examples in
Section E)
❑ Rotation Schedule (Maintenance Map showing frequency of work within designated
areas/sections)
❑ All signed addendums (if any)
The following documents must be provided by the AWARDEE ONLY (With Agreement)
Delivered to City Hall, Attn: Daniel Gonzalez
❑ Maintenance Agreement
❑ Insurance Required by Contract
❑ W-9 Form
❑ Fringe Benefit Statement
SECTION B
Solicitation Information
EVENT
Solicitation advertisement
Last day for questions
Return of proposals
Evaluations of proposals
SCOPE OF WORK
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
*Dates are subject to change at the City's discretion*
SCOPE OF WORK
DATE
August 13, 2025
August 29, 2025
September 12, 2025
September 15-19, 2025
INTRODUCTION
The City of Santa Clarita (City) administers 64 financially independent zones within the Landscape
Maintenance District (LIVID), providing landscape maintenance services for the LIVID operations
through contracts with private companies. Solicitations for proposals to support contract services are
made regularly and often allow an opportunity for multiple zones to take advantage of economies of
scale.
The City of Santa Clarita is soliciting sealed proposals from qualified landscape maintenance
companies 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 LM D T52 (Stonecrest).
The following general specifications apply to the areas of the City's Landscape Maintenance District,
LIVID Zone T52 Stonecrest.
The term of the Contract will be five (5) years.
The RFP shall be all-inclusive for labor hours and equipment, meaning: Contractor shall at his cost
provide all the labor and equipment necessary for the provision of grounds, irrigation and landscape
maintenance services. Including but not limited to irrigation repairs minor and major, shrub, tree, and
groundcover planting, spreading mulch, all fuel modification and weed abatement, and litter removal.
All supplies and parts will be paid by the LIVID at the Contractor's price plus a maximum markup of
15%.
In striving to meet the statewide diversion goal of 85%, LIVID requires every effort to keep green waste
out of landfills. The contractor shall either mulch green waste material onsite or haul material to a
certified green waste diversion facility for processing. The contractor shall maintain a log and report
method of diversion annually to the LIVID office by providing total tons of green waste generated and
the total tons diverted from the landfill by either reuse on site or recycling through a facility.
Narratives, photographs, weight tickets and diversion reports are acceptable forms of reporting. The
log must be provided upon request at any given time during thecontract.
Refer to the following specifications for requirements at each location. The specifications include
general and special conditions that shall apply to all jobsite locations. Also included in this section are
the Scope of Work instructions which more clearly define the services, scheduling, or special
circumstances for each location to be serviced.
GENERAL REQUIREMENTS
1.1. The Contractor shall furnish all labor, equipment, materials, tools, services and special skills, i.e.
Irrigation Specialists, Irrigation Assistants, Foreman, and Supervisors required executing the
landscape maintenance asset forth in these all-inclusive labor and equipment specifications. The
Contractor will be expected to uphold the highest standards of quality and performance in
maintenance of plant material, natural areas, hardscape, and irrigation systems. Maintenance of
landscape shall include, but not be limited to: mowing, trimming, edging, hand pruning,
fertilization, brush clearance, application of pre -emergent herbicides, weed control, minor tree
lifting, dead plant removal, plant replacements, and cleanup/clearing of drainage systems. All
mulch provided by the City will be disbursed by the contractor on site to control weed growth. It
is the intent of these specifications to provide plant material maintenance methods to keep all
areas weed free, trash free, and in an overall state of good health.
The Landscape Maintenance District (LIVID) 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.
1.2. City of Santa Clarita Landscape Maintenance District (LIVID) administration staff, consisting of the
Landscape Maintenance Specialist, Project Development Coordinator, Landscape Maintenance
Administrator, Special Districts Manager, or the Administrative Services Director, shall herein be
described as 'Special Districts.
1.3. Contractor shall under the terms of this agreement provide the labor, materials, and equipment
necessary for the provision of grounds, irrigation and landscape maintenance services. The
landscape areas include: irrigated and landscaped areas; fire protection slopes and natural areas,
shrubs, trees and ground cover which may be irrigated by electrically controlled automatic or
manual systems. All locations shall be maintained with nothing but the highest of industry
standards at no less than the frequencies provided in the proposal submission bycontractor.
1.4. Contractor must provide all-inclusive labor and equipment for landscape, grounds and
maintenance services including, but not limitedto:
• Select prune shrubs to the natural shape of the plant according to its species throughout the
year to encourage healthy growth habits according horticultural bestpractices;
• Fertilization application;
• Irrigation; minor and major repairs;
• Hand watering (as necessary);
• Bleeding of valves necessary during emergencies when automatic systems are not
functioning properly;
• Pruning of shrubs and trees (first twelve vertical feet measured from the ground);
• Trimming of shrub areas, and ground cover;
• Keeping minimum 18" clearance from fence lines behind homes;
• Disease control;
• Pest control;
• Tree maintenance; (first 12' of trees) structural pruning per ANSI Best Management
Practices;
• Inspection, maintenance and repairs of irrigation systems;
• Mulching (City provided mulch); will be disbursed by the contractor at their expense;
• Manual weed abatement;
• Chemical weed control;
• Maintenance of fire protection/fuel modificationareas;
• Marking underground irrigation lines and other LIVID equipment upon Dig Alert
notification and/or other requests;
• Traffic control (per Watch Manual) while working in the public right of way, medians, and
parkways;
• Litter pickup, doggie litter removal, trash bags removed and replaced from receptacles (City
provided dog waste bags; City -reimbursed trash bags - Contractor's cost plus no more than
15%);
• 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 Al is an example of Maintenance Program Guides. They are to serve as a
guideline for proposal purpose only. The contractor shall submit within their proposal a "Team
Composition" and "Rotation Schedule" that will serve as the expected monthly minimum. The
minimum is only acceptable once all field conditions reflect the expectation of the specifications
herein. The contractor is expected to supply sufficient resources at all time to meet or exceed
expectations. Any additional temporary resources required to meet the contract expectations will
be at the contractor's sole expense.
1.5. Inclement Weather and Adverse Conditions
• Unless determined to be an unsafe working condition, on days of light precipitation and/or
forecasted rain, the contractor shall continue to be present as scheduled performing
alternative tasks, such as but not limited to the following; monitoring of drainage devices,
drain inlet clearing, maintaining/cleaning of walkways, debris removal within planting areas,
hand pruning of shrubs, etc., or as directed by Special Districts.
• During periods of extremely adverse and inclement weather, the Contractor shall be present
with a minimum of two staff members as scheduled performing inspections of the
maintained areas, maintaining drainage devices for proper flow, as well as monitoring the
overall state of the site and reporting any concerns in regards to safety and property during
regular assigned hours.
• Contractor shall report any storm damage or issues related to inclement weather/adverse
conditions to Special Districts within 24 hours of occurrence. All storm damages must be
photo documented prior to any removal or clean up. If remedial work is required beyond
the scope of the contract, it may be paid as additional work upon approval by Special
Districts.
• Contractor shall not perform any operations during unsafe working conditions which may
risk individuals or result in damage to property/landscape.
1.6. Contractor recognizes that during the course of this Agreement other activities and operations may
be conducted by alternative contracted parties. These activities may include, but are not limited to:
• Landscape refurbishment; tree, shrub, and ground cover installation;
• Irrigation system refurbishment and/or repair;
• Construction and/or storm related operations;
• Emergency response operations;
• Electrical repairs;
• Tree Trimming / Tree planting / Tree counting;
• Concrete removal and replacement, block wall and brick repairs;
• Fence installation and repairs, wood, vinyl, and Crete Rail;
• Integrated pest management / Chemical applications totrees;
• Streetscape furniture cleaning and pressure washing of walkways and appurtenances.
At the discretion of LIVID, the Landscape Maintenance Contractor may be required to modify or
curtail specific tasks and operations within their maintenance contract.
1.7. When notified of a landscape or irrigation emergency during the hours and days of maintenance
service as identified in Section 9, 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 10 for consequences for
failure tocomply.
1.8. Contractor shall clearly identify and equip each vehicle used within the City of Santa Clarita with
decals on the exterior right and left front door panels identifying 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.
1.9. Contractor and employees shall at all times dress in a company uniform that identifies their employer
and exhibit good customer service to City staff, City contracted staff, residents, and the general public
throughout the term of this contract. All communication will be professional in manner between all
parties. The City will employ consulting Landscape Maintenance Monitors. These consultant monitors
will be treated the same as other Special District staff. Failure to properly and respectfully
communicate may be cause for contract termination.
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 employees and/or representatives shall be thoroughly trained and experienced in the
computer based central operating systems of WeatherTrak irrigation control systems, and all other
corresponding equipment. Should Special Districts choose a different controller manufacturer, the
contractor shall make available employees or representatives for product training at no additional
cost to City.
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 an
as -needed basis. The Contractor must submit copies of the licenses, and certificates or
subcontractor information sheets, indicating licenses held at the time of proposal submission.
2. LANDSCAPE AREAS TO BE MAINTAINED
2.1. The LIVID areas to be maintained under the provisions of this Agreement are specifically identified
in Attachment B (Maintenance Area Maps).
2.2. Contractor must acknowledge personal inspection of the Zone's irrigation system and planted
areas. Contractor must also evaluate the extent which the physical condition thereof will affect
the services to be provided. Contractor accepts the premises in their present physical condition,
and agrees to make no demands upon LIVID for any improvements or alterations to irrigation,
and landscaped areas thereof. Contractor agrees to possessing the ability to maintain LIVID areas
within the provision of this proposal, to the standards set forth herein, without modification,
improvement, or alteration.
3. CERTIFICATIONS/REPORTS/RECORDS
3.1. Payroll and Prevailing Wage Report: Contractor shall complete a Payroll and Prevailing Wage
Certification Report which shall be made available to LIVID upon request. Contractor shall provide
the required information in a form acceptable to Special Districts. The City is requesting that one
monthly bill be submitted by the contractor to Special Districts for the maintenance.
3.2. Maintenance Function Report: Contractor shall maintain and keep current a report that records
when all Periodic, Seasonal, and Additional Work maintenance functions performed by
Contractor's personnel were completed. Said report shall be in a form and content acceptable to
Special Districts and will be made available to Special Districts upon request. The monthly
payment may not be made if such report is requested and not made available or is in a form that
is unacceptable to Special Districts.
3.3. Certification of Specialty Type Maintenance: When applicable, Contractor shall include with the
monthly invoice those specialty type maintenance items completed. The following information
shall include but not be limited to:
• Quantity and complete description of all commercial and organic fertilizer(s) used.
• Quantity and label description of all grass seed used.
• Quantity and complete description of all soil amendments used.
• A valid licensed California Pest Control Advisor's recommendations and copies of
corresponding Agricultural Commissioners Pesticide Use Reports signed by a licensed
California Pest Control Operator for all chemical, disease and pest control work
performed. The report shall be accompanied by a listing of each material used, quantity
used, and the location of use, the date used, the applicators name and the license
number.
3.4. Company Financial Records: The contractor maybe required to supply the City with their financial
records through a reputable independent auditor, such as Dunn &Bradstreet.
3.5. Violation Records: The awarded contractor shall not have two (2) or more Cal -OSHA sustained
complaints or four (4) or more California State Contractor Board sustained complaints within the
past four (4) years. A proposal response from the awarded vendor that does not meet these
requirements may be considered a non -responsive proposal, and the City of Santa Clarita will
proceed to the next qualified bidder. Please supply this information on Exhibit C (Violation
Records).
4. ADDITIONAL WORK
4.1. Special Districts may arrange for additional Contractor personnel to cover additional work
needed 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 thiscontract.
4.2. Prior to performing any extra work, Contractor shall prepare and submit a written description
of the work with an estimate/proposal 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. For material it shall be Contractor's cost plus no more than 15%. The contractor will
maintain and submit copies of invoices to demonstrate the contractors' cost.
4.3. When a condition exists wherein there is imminent danger of injury to the public or damage to
property, Special Districts may verbally authorize the work to be performed upon receiving a
verbal estimate from Contractor. However, within 24 hours after receiving such verbal
authorization, Contractor shall submit a proposal to be approved by Special Districts.
4.4. All 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.
CONTRACTOR'S LIABILITIES
5.1. All damages resulting from Contractor's operation within the LIVID areas shall be repaired or
replaced at Contractor's expense within 48 hours.
5.2. All such repairs or replacements shall be completed within the following time limits.
• Irrigation damage shall be repaired or replaced prior to the next regularly scheduled
watering event or as agreed upon with Special Districts.
• All damages to shrubs, trees, or ground cover shall be repaired or replaced withinfive
• (5) working days or sooner as directed by Special Districts.
• All concrete walkway, block walls, light poles, or any appurtenances, shall be repaired
within a reasonable timeframe agreed upon by LMDstaff.
5.3. All repairs or replacements shall be completed in accordance with the following maintenance
practices.
• Trees: Minor damage such as bark lost from impact of mowing equipment shall be
remedied by a qualified tree surgeon or arborist. If damage results in loss of a tree, the
damaged tree shall be removed and replaced at Contractor's expense to comply with the
specific instructions of Special Districts.
• Shrubs: Minor damage may be corrected by appropriate pruning as required in Section
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.
• 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 MAINTENANCESPECIFICATIONS
6.1. Should any misunderstanding arise, Special Districts will interpret this Agreement. If the
Contractor disagrees with the interpretation of Special Districts, Contractor shall continue with
the work in accordance with Special District's interpretation. Within 30 days after receipt of the
interpretation, Contractor may file a written request for a hearing before a Disputes Review Panel
as provided hereinafter. The written request shall outline in detail the area of dispute.
6.2. The Disputes Review Panel will be appointed by Special Districts and will be composed of not less
than three (3) Qualified personnel or representatives having experience in the administration of
grounds maintenance contracts. The panel will convene within one (1) week of appointment in
order to hear all matters related to the dispute. The hearing will be informal and formal rules of
evidence will not apply. The Panel will submit its recommendation to Special Districts for
consideration, within one (1) week following the conclusion of the hearing. Special Districts shall
render an interpretation based upon review of the Panel's recommendation. Special Districts'
decision shall be final.
7. OFFICE INQUIRIES AND COMPLAINTS
7.1. Contractor shall at all times, have some responsible person(s) employed by the Contractor to
take the necessary action regarding all inquiries and complaints that may be received from the
Homeowners Associations, property owners, and tenants within said LIVID or from Special
Districts personnel, representatives or patrons using the facility. This person(s) shall be reachable
24 hours per day. An answering service shall be considered an acceptable substitute to full time
coverage, provided Contractor is advised of any complaint within one (1) hour of receipt of such
complaint by the answering service. Neither answering machines nor voicemail are acceptable.
The telephone of said Contractor shall be on the exchange or exchanges of said District(s) or a
toll -free number, and in no case shall the people of said District(s) be required to pay a toll charge
to telephone said Contractor. During normal working hours, Contractor's Foreman or an
employee of Contractor, at the supervisory level, who is responsible for providing maintenance
services, shall be available for notification by telephone or text communication.
7.2. Whenever immediate action is required to prevent impending injury, death, or property damage
to the LIVID being maintained, Special Districts may authorize such action to be taken by a third -
party work force and shall charge the cost thereof as determined by the Administrator, against
the Contractor, or may deducts uch cost from an amount due to Contractor from Special Districts.
7.3. Contractor shall maintain a written log of all complaints, the date and time thereof, and the
action taken pursuant thereto or the reason for non -action. The log of complaints shall be
available for inspection by Special Districts at all reasonable times.
7.4. All complaints shall be addressed as soon as possible after notification; but in all cases within 24
hours, to the satisfaction of Special Districts. If any complaint is not resolved within 24 hours,
Special Districts shall be notified immediately of the reason for not resolving the complaint
followed by a written report to Special Districts within five (5) days. If the complaints are not
resolved within the time specified or to the satisfaction of Special Districts, Special Districts may
correct the specific complaint and the total cost incurred will be deducted from the payments
owing to the Contractor from Special Districts.
8. SAFETY
8.1. Contractor agrees to perform all work outlined in this Agreement in such a manner as to meet all
California Landscape Industry Standards for safe practices during the maintenance operation for
medians and parkways and to safely maintain stored equipment, machines, and materials or
other hazards consequential or related to the work; and agrees additionally to accept the sole
responsibility for complying with all local, City, State or other legal requirements including but
not limited to, full compliance with the terms of the applicable O.S.H.A. and CAL-O.S.H.A. Safety
Orders at all times so as to protect all persons, including Contractor's employees, agents of the
City, vendors, members of the public or others from foreseeable injury, or damage to their
property. Contractor shall inspect all potential hazards at the LIVID areas covered by this
Agreement and keep a log indicating date inspected and actiontaken.
8.2. It shall be Contractor's responsibility to inspect, and identify, any condition(s) that renders any
portion of the LIVID premises unsafe, as well as any unsafe practices occurring thereon. Special
Districts shall be notified immediately of any unsafe condition that requires major correction.
Contractor shall be responsible for making minor corrections including, but not limited to:
• Filling holes in planting areas, and paving;
• Using barricades, signs, caution tape or traffic cones to alert patrons of the existence of
hazards;
• Replace valve box covers so as to protect members of the public or others from injury.
During hours of operations, Contractor shall obtain emergency medical care for any member of
the public who is in need thereof, because of illness or injury occurring on the premises.
Contractor shall cooperate fully with the City in the investigation of any accidental injury or death
occurring on the premises, including a complete written report thereof to Special Districts within
five (5) days following the occurrence.
8.3. Under the circumstance that landscape maintenance work be performed in a Caltrans right of
way; including but not limited to freeway onramps and offramps; the contractor shall adhere to
the safety requirements in the Caltrans Maintenance Manual/Protection of Workers.
9. HOURS AND DAYS OF MAINTENANCE SERVICES
9.1. The hours of maintenance service shall occur Monday thru Friday between 7:00 a.m. to 5:00 p.m.
Overtime rates will only apply to work performed outside these hours of maintenance service or
completed on a day specified in (Attachment C) "2025 Holiday Schedule". This applies to all
future Holiday Schedules. A work schedule shall be provided and approved in advance by Special
Districts. No work will be performed on City Legal Holidays (Attachment C) unless authorized by
Special Districts Administration in advance. Blowers, lawnmowers, chainsaws or other
mechanical equipment with a decibel level above 65 decibels may not be used before 7:00 a.m.
within City of Santa Clarita limits in accordance with ordinance 11.44.010.
9.2. Contractor shall provide on -site staffing to perform the required maintenance to meet required
California Industry Standards anytime between Monday through Friday. However, if the
contractor can accomplish the same work within a shorter service schedule, then the Special
Districts Division can modify their maintenance schedule. Alternate days or any changes in the
days and hours of operation heretofore prescribed shall be subject to approval by the Special
Districts Division.
10. MAINTENANCE SCHEDULES
10.1.Contractor shall submit a work schedule prior to start of contract. Though a work schedule is
requested as part of the response file for 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 LIVID 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.
10.2.Contractor shall submit revised schedules when actual performance differs substantially from
planned performance. The Contractor is provided the opportunity and procedure for adjusting
scheduling requirements. The Contractor has also been provided the opportunity and procedure
for adjusting schedules to meet special circumstances and inclement weather. Said revisions shall
be submitted to Special Districts for review and approval within three (3) working days prior to
scheduled time of work. A written copy of the current City approved schedule must be kept in
the site foreman's vehicle at all times and be available upon request of City Staff or the City's
contracted Landscape Monitor.
10.3.Contractor shall notify Special Districts, in writing, at least one (1) week prior to the date and
time of all the following maintenance operations when applicable:
• Fertilization;
• Micro-Nutrients/Soil Amendments;
• Spraying of Trees and Shrubs
• Aesthetic/Structural Tree and Shrub Pruning;
• Preventative disease control;
• Transplanting of small and medium sized plants;
• Lane closures notification for median or parkway maintenance isrequired;
• Other Items as Determined by Special Districts
10.4.Failure to complete the work as scheduled or as specified herein may result in the following
actions:
a) A sum of up to five hundred dollars ($500.00) per day will be deducted and forfeited from
payment to the Contractor for each instance where an item of work is not completed in
accordance with the schedule or any portion of the specifications herein.
b) Deficiencies: An additional amount equal to the cost incurred by completion of the work
by an alternate source, whether it be City forces or separate private contractor, even if
it exceeds the contract unit price, will be deducted from the Contractor's invoice.
c) These actions shall not be construed as penalty but as adjustment of payment to the
Contractor for only the actual work performed or as the cost to the City for inspection
and other related costs from the failure by the Contractor to complete the work
according to the schedule or specifications.
11. CONTRACTOR'S STAFF
11.1.Contractor shall provide at a minimum, the proposed number of staff members as indicated in
Exhibit G2 of the proposal, to satisfy daily and/or weekly requirements for high quality landscape
maintenance. Contractor's staff MUST be employees of the contractor except subcontractors
identified in the response to this proposal. Contractor must perform all work in accordance with
the specifications set forth herein. Contractor's employees, whether assigned to any one Zone
or as part of a crew serving any number of Zones shall include at least one individual crew
foreman who speaks and comprehends the English language.
11.2.Special Districts may at any time give Contractor written notice to the effect that the conductor
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 LIVID covered under thisAgreement.
11.3.LMD staff reserves the right to require the Contractor provide alternate staff members to
supplement and/or replace staff that is determined to be performing below the expectations of
LIVID. The City of Santa Clarita will maintain sole authority of determining if and when a staff
members' performance falls below these standards. The request for replacement from City staff
is not limited to field crewmembers but also extends to management, supervisors, and
specialized staff. Upon request, the contractor shall provide appropriately qualified alternatives
for selection by LIVID staff as necessary.
12. SIGNS/IMPROVEMENTS
12.1.Contractor shall not post signs or advertising matter upon the premises or improvements
thereon, unless prior approval therefore is obtained from LIVID Special Districts.
13. UTILITIES
13.1.Special Districts shall pay for all utilities associated with the maintenance of the LMDs. However,
water usage shall not exceed the amount required to comply with irrigation schedules
established by the Contractor and approved by Special Districts. Contractor will be required to
manage the scheduling of the controllers. Contractor shall pay for all excessive utility usage due
to Contractor's failure to monitor irrigation system malfunctions or unauthorized increases in the
frequency of irrigation. These activities may include, but are not limited to watering during a rain
storm and/or watering the day after rain and/or watering during a special event. The excess cost
will be determined by comparing current usage with historical usage for the same time period.
The excess to be deducted from payments to Contractor from Special Districts will be presented
to Contractor by Special Districts prior to actual deduction to allow for explanations.
14. NON-INTERFERENCE
14.1.Contractor shall not interfere with the public use of the LIVID areas covered under this
Agreement, and shall conduct its operations as to offer the least possible obstruction and
inconvenience to the public or disruption to the peace and quiet of the area within which the
services are performed.
15. USE OF CHEMICALS
15.1.The 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 thearea.
15.2.A listing of proposed chemicals to be used including; commercial name, application rates, and
type of usage shall be submitted to Special Districts for approval. The listing will be accompanied
by copies of Material Safety Data Sheets (MSDS) for all chemicals that may be used in binder or
booklet form. No work shall begin until written approval of use is obtained from Special Districts.
The contractor shall consider the effects chemical application has on the environment. The
contractor shall use the least toxic chemicals in the lowest quantity that will be effective in
achieving the needed result.
15.3.Chemicals shall only be applied by those persons possessing the training in chemical application
or a valid California Applicator's Certificate. Application shall be in strict accordance with all
governing regulations.
15.4.Records of all operations stating dates, times, methods of application, chemical formulations,
applicators names and weather conditions shall be made and retained in an active file for a
minimum of three (3) years. Contractor shall provide a chemical use report and a copy of the PCA
recommendation to Special Districts for each application (site specific) made during each month.
This shall be in addition to the copy of the usage summary that is provided to the Agricultural
Commissioner.
15.5.All chemicals requiring a special permit for use must be registered with the County Agricultural
Commissioner's Office and a permit obtained with a copy to Special Districts.
15.6.All regulations and safety precautions listed in the "Pesticide Information and Safety Manual"
published by the University of California shall be adheredto.
15.7.Chemicals shall be applied when air currents are still; preventing drifting onto adjacent property
and preventing any toxic exposure to persons whether or not they are in or near the area of
application.
16. STORAGE FACILITIES
16.1.Special Districts shall not provide any storage facilities for the Contractor. Any Contractors
storage facilities must be located outside of the boundaries of the Zone for which landscape
maintenance services are performed, unless Special Districts determines it would be in the best
interests of Special Districts to waive this restriction.
17. TURF CARE —
17.1.Contractor must Derform the following services under the terms of this agreeme
1) Mowing: Turf to be mowed utilizing adequately sharpened rotary or reel type
mower equipped with rollers, to ensure a smooth surface appearance without
scalping.
a.All warm season grasses (Bermuda and St. Augustine) to be cut at % inch
through 1-inch height throughout the year. Subject to change.
b. All cool season grasses (Blue Grass and Fescues) to be cut at 1
inch and 2% inches during April through November, and at 2 inches
during December to March of each year. Subject to change.
c. The mowing heights may be adjusted by Special Districts during
periods of renovation.
d. 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.
e. A mowing schedule will be established and maintained. This
schedule will provide that all areas will be mowed not less than
once a week during Summer and once every two weeks during
Winter. This schedule will be submitted to Special Districts for
approval. Frequency may be adjusted at Special District's
discretion. Refer to items 1 and 2 in this section for turf length
ranges.
f. Any staining of pathways from mowing operations will be removed
the same day.
2) Edging: With each mowing, the edge of the grass along sidewalks, curbs,
shrub, flower beds, and walls must be trimmed to a neat and uniform line.
Where trees and shrubs occur in turf areas, all grass must 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.
a. The edge of the turf must be trimmed around valve boxes, meter
boxes, backf low devices, or anystructures located within the turf
areas.
b.All turf edges are to be maintained to prevent grass invasion into
adjacentshrub, flower, and ground cover bed areas.
c. All clippings must be removed from site the same day area is edged.
d.After mowing and edging is completed, all adjacent
walkways are to be swept clean by power blower or broom.
e. Newly planted trees in lawn areas must have tree guards installed if necessary
to avoid damage.
f. Trees in lawn areas must have a minimum of 14 to 24 inches
mulched clearance where applicable.
3) Weed Control: Control turf weeds as needed manually or chemically. Hand
removal of noxious weeds or grasses will be required as necessary. All
mulch brought in by the LIVID will be disbursed by the contractor on site to
control weed growth.
4) Insect/Disease Control: Eliminate all insect or disease affecting turf areas as
they occur.
5) Aerating: Aerate all turf areas two (2) times annually, once in the spring and
once in the fall prior to the over -seeding operations. Aerate all turf by using
-inch tines, removing 2-inch cores of soil with an aerator machine at not
more than 6-inch spacing once over. Special Districts isto be notified at least
two (2) weeks prior to the exact date of aerating.
6) 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 mowingtypes. Special Districts
is to be notified at least two
(2) weeks prior to the exact date of renovation.
7) 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 25 provided for this purpose. Special Districts will
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:
a. 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.
b. In areas where wind creates problems of spraying water into private
property or road right-of-ways, the controllers will 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.).
c. Contractor will 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, must
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, must be immediately reported by the
contractor to City staff.
d. 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 LIVID areas
covered under this Agreement.
e. All controllers must be adjusted as needed for optimum
performance considering the water requirements of each remote -
control valve (sprinkler station). "Smart" or "weather based"
controllers will 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
must be customized for the needs of theplant material. Excessive
watering or excessive runoff will not be permitted.
f. Irrigation system will be controlled by Contractor in sucha way as not
to cause an excessively wet area which could interfere with the
Contractor's ability to mow all turf.
g. Contractor must observe and note any deficiencies occurring from
the original design and review these findings with Special Districts,
so necessary improvements can be considered.
h. Contractor must repair all leaking or defective valves immediately
upon occurrence, or within 24 hours following notification from
Special Districts of such a deficiency.
i. A soil probe must be used to a depth of 12 inches to determine the
water penetration by random testing of the root zones
j. Contractor must provide their own irrigation receiver/transmitter for
control of the WeatherTrak or other controllers not listed in the
event they are unable to utilize the manufacturer's mobile phone
application. The use this device is required during inspections to
verify that irrigation systems are functioning properly. The bleeding
of valves and hand watering are to be limited to emergency
situations or when automatic systems are not functioning properly.
8) Fertilization: Turf must be fertilized with a turf type commercial fertilizer at a
minimum of four (4) times a year. All fertilizer used must be granular. Fertilizer
type can be suggested by Contractor, determined by soil analysis or at the
direction of Special Districts. All turf areas fertilized must 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
labor required to apply the fertilizer will be provided by the contractor as part
of this agreement.
9) Turf Reseeding: Contractor may upon direction by Special districts be required
twice each year, once in the fall and once in the spring, overseed all turf areas
after Verticutting (dethatching), aerification and overseed all bare spots, as
needed, throughout the remainder of the year to re-establish turf to an
acceptable quality. (Attachment A) Contractor must reseed turf areas in the
following sequence; they will aerify, verticut, seed and top dress (evenly
distributed over the entire area at a uniform depth of %-inch). Special Districts
may require the use of sod when deemed necessary. Contractor will 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 will be sown at a rate of 6 pounds per 1,000 square feet and reseeding of bare areas will be
sown at a rate 8 pounds per 1,000 square feet. The seed used in over seeding or new turf establishment
must be approved by LIVID staff prior to installation. Typically, Fescue and Fescue blends are required. The
City of Santa Clarita will pay the contractors price for the fertilizer plus no more than a 15% mark up. The
contractor must provide the labor to apply the seed.
18. SHRUB AND GROUND COVER CARE
18.1.Contractor shall perform at his sole expense under the terms of this agreement the following
services:
• Pruning: Manually select prune shrubs throughout theyear to encourage healthygrowth
habits, and to encourage growth to the natural shape of the plant according to its species
and appearance with the exception of roses, which shall be pruned no later than the end
of January. Periodic pruning may be required to maintain consistent size, structure,
and/or appearance of large groupings of the same species. All shrubs shall be free of
dead wood, weak, diseased, insect infested and damaged limbs at all times. Removal of
all clippings will be completed the same day pruning occurs. Pruning will not be completed
while plants are flowering, during the emergence of new growth, or when high temperatures
are present during the hottest time of the year (typically July -August) unless directed by
Special Districts. No balls, squares or unusual shapes are permitted under this RFP. Selective
pruning is required following the natural habit of the particular plant. Dead shrubs, not a
result of third -party negligence, will be removed by contractor at their cost. Shrubs to be
pruned to stay below a height that is consistent with specifications or as directed by Special
Districts.
Trimming: Restrict growth of shrubbery and ground cover to areas behind curbs, walkways,
and within planter beds by trimming, as necessary, or upon notice by special districts. Trim
to allow clearance and access to fire and utility equipment per their respective Agency
guidelines. All trimming practices are subject to change as directed by Special Districts.
Disease and Insect Control: Maintain free of disease and insects and treat when needed
pursuant to Section 22.
• Weed Control: All ground cover and shrub beds are to be kept weed free at all times. Methods
for control shall incorporate thefollowing:
a. Mulch application to 3" layer maximum.
b. Hand removal
c. Cultivation
d. Chemical eradication using non -residual herbicides
• Shrub and Ground Cover Replacement: All damaged, diseased (untreatable), or dead shrubs
and ground covers whose damage occurred due to natural conditions/causes, will be replaced
under the terms of "additional work" as described in Section 4 and/or Exhibit 132: Additional
Pricing. All shrubs shall be guaranteed to live and remain in healthy condition for no less than
ninety (90) days and trees for a period of one (1) year from the date of installation of the plants
ortrees.
Fertilization: Application of an LIVID approved fertilizer a minimum of two (2) times per year
to provide a healthy color in all plants with foliar feedings. The fertilizer shall be applied once
during the months of March or April and once during the months of September or October.
Contractor will cultivate around plants as needed. Fertilizer shall be appropriate for plant type
and season (time of year) and approved by LIVID staff prior to installation. The Contractor shall
provide a fertilization schedule two (2) weeks prior
to the proposed fertilization.
Irrigation: Irrigation, including hand watering and manual bleeding of valves, is required in
the event of an emergency situation and/or where automatic systems are not functioning as
required. Irrigation practices described in Section 25 shall apply to trees, shrubs, and ground
cover.
• Diversion Requirements: In striving to meet the statewide diversion goal of 85% LIVID requires
every effort to keep green waste out of landfills. The contractor shall either mulch green
waste material onsite or haul material to a certified green waste diversion facility for
processing. The contractor shall maintain a log and report method of diversion annually to the
LIVID office by providing total tons of green waste generated and the totalstons diverted from
the landfill by either reuse on site or recycling through a facility. Narratives, photographs,
weight tickets and diversion reports are acceptable forms of reporting. The log must be
provided upon request at any given time during the contract.
• Recycling: Recycling of plant debris by com posting and/or maintaining a minimum 2-inch layer
of mulch under all trees and around all shrubs/groundcover. A minimum 3- inch layer in all
open areas is strongly encouraged. Mulch purchased by the LIVID will be disbursed with the
above specifications by the contractor who will provide the labor at the contractor's
expense.
• Renovation: Renovate ground covers according to prescribed practices in the industry as
needed to maintain a healthyvigorous 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.)
• Ornamental Grass Care: To promote new growth, cut back the foliage to about 4-6 inches
in late winter to early spring before growth resumes.
19. TREE CARE
19.1.Contractor under the terms of this agreement shall perform the following services:
• Tree Maintenance
a. All trees in the Zone, regardless of the overall stature, from the base up to the
first twelve (12) feet shall be maintained free of all dead, diseased and damaged
branches back to the point of breaking as per contract. Wound dressings are
never used on any tree pruningcuts.
b. All sucker growth is to be removed from trees as itoccurs.
c. Maintain an 8-foot clearance for branches overhanging walkways and public
sidewalks.
d. Report insects and tree diseases to Special Districts Inspector.
e. Stake and support all replacement trees and replace stakes which have been
broken or damaged on existing trees.
f. Tree stakes shall be pentachlorophenol treated pole pine, not less than 8 feet in
length for 5-gallon size trees and not less than 10 feet for 15-gallon trees sizes
(two per tree), no galvanized stakes.
g. Commercially available tree rubber ties are to be used unless there is a need for
guy wires. All trees tied in two locations — top and bottom. Stakes will not be
placed closer than 12 inches from the top tie on the treetrunk.
h. Stakes and ties will be placed so no chafing or bark occurs and shall be checked
frequently and retied to prevent girdling.
i. Broken branches are to be removed immediately whether they are in the tree or
on the ground.
j. All tree wells in sidewalk within the maintenance areas boundaries to be kept
weed free and mulched where applicable.
• Fertilization: May be required atthe direction of Special Districts to applyfertilizer within drip
line at least once per year (during the months of March or April) to provide a healthy color in
all plants. Fertilizer should, at the direction of LIVID, be a balanced organic 10-6- 4 ratio with
trace element. Contractor shall provide Special Districts with two (2) weeks notification prior
to the fertilizer application.
• Permits: If a permit is required for tree pruning, Contractor will obtain a permit prior to
commencement of work by Contractor.
• Tree Replacement: All trees permanently damaged as a result of action or inaction by the
contractor will be replaced with the identical species of tree existing previously, unless
otherwise notified in writing by Special Districts. The need for and the size of replacement
will be determined by Special Districts at the monthly maintenance inspection meeting or
upon written notification. Size of the replacement shall be of a like size. Substitutions will
require prior written approval by Special Districts. Original plans and specifications should be
consulted to insure correct identification of species.
• All newly planted trees installed by the Contractor are the responsibility of the Contractor
to maintain and guarantee healthy establishment for a period of one (1) year. Any trees
installed by others will be the responsibility of the Contractor when special care or
accommodations are required during the establishment period.
• Olive Tree Spraying: Ornamental olive trees shall be sprayed to prevent fruit set by use of
"Maintain," "Floret" or other approved product. Two (2) applications shall be required 7-10
days apart. The first application shall be applied when % to % of the olive blooms are open
(sometime between April 1 and May 10). Both spray applications shall be put on using a
power sprayer with a minimum of 150 psi. pressure. The Landscape Maintenance District's
Tree Maintenance contractor will provide most of the chemical applications to trees. If the
landscape contractor provides this service, it will be considered "extra work cost".
• Fireblight Treatment: Preventative Fireblight treatment for Pyrus Kawakamii to consist of
spray application between October 1 and mid -November. Post treatment to consist of
pruning out dead wood, sterilizing pruning tools after each cut. Preventative Fireblight
treatment for Platanus to consist of two applications and possibly a third application,
depending on the effectiveness of the previous application. The first application shall occur
in February, during the budding stage. The second treatment shall occur in March, during the
juvenile growth stage of the leaf. The third application shall occur in April if there is evidence
of blight after mature growth of leaf. Materials used shall be of an approved type by the
County Agriculture Department. If the landscape contractor provides this service, it will be
considered "extra work cost".
• Oak Tree Pruning Permit: All cuts over 2 inches in diameter on Oak Trees will be done by the
Landscape Maintenance Tree Maintenance contractor. All other cuts on Oak Trees shall be
made to ISA standards with an Oak Tree Pruning Permit per City Municipal Code by the
landscape contractor or their subcontractor. Special Districts will procure Oak Tree Permits
once work is approved.
• Tree Pruning/Trimming: All tree trimming/pruning will be done in accordance with the
standards established by the International Society of Arboriculture (ISA) and ANSI 300
Best Management pruning practices.
• Street Tree Wells: Contractor is responsible to keep all tree wells within LIVID areas weed -
free and maintain tree well irrigation system in accordance with Section 25 of these
Specifications. Mulching of tree wells is required as needed and/or as directed by Special
Districts.
20. NATURAL, BRUSHED, MANUFACTURED, HYDROMULCHED SLOPE CARE-
20.1 Natural areas or riparian corridor areas in these zones are open space areas that have
minimal usage due to the sloping character of the land and/or the rugged landscape materials
that are native to the land. Contractor will provide periodic maintenance, according to
routine scheduling, consisting of trash, brush or other debris removal. Contractor at his cost
will visually inspect these areas throughout the year as scheduled, providing pick up and
removal of any debris or trash. Waste disposal costs will be allowed for larger items as
determined by Special Districts.
20.2 Contractor at his cost shall be responsible for all inclusive weed abatement, maintainingthe
brushed slope areas throughout the year in accordance with the below identified height of
weeds, dead wood removal in accordance with the clearance from dwellings or structures
requirement or as otherwise pursuant to Los Angeles County Fire Code. A copy of current
requirements can be referenced at the following website: https://www.fire.lacounty.gov/.
20.3 These slope areas are hillside areas and are designed to meet the Los Angeles County
Ordinances for fire retardation. These areas generally occur in sloping terrain with gradients
ranging 10 percent to 100 percent. Slopes are either manufactured or natural. The natural slopes
have been brushed to remove certain plant materials. Manufactured slopes have been hydro
mulched or planted in accordance with applicable County Ordinances. Use of these areas by the
residents should be minimal.
20.4 Contractor shall perform, under the terms of this agreement, at their sole expense, the
following services for the maintenance of the natural slopes, which requires that the weeds and
native brush be:
1. Clipped to a height of 2 to 4 inches for a distance of at least 100 feet or as required by Los
Angeles Fire Code from a dwelling or structure and all debris removed from the site at
Contractor's cost.
2. Dead wood from woody plants shall be removed and/or trimmed when the area is
brushed. May be required at the direction of Special Districts to apply water within the
cleared zone only as needed during fire season to maintain sufficient moisture contentfor
sustenance of the plants and to inhibit combustion. Remove all debris from thisoperation
off the LMD property. Weeding shall commence immediately following the rainy season
once the growth of weeds has reached a maximum of 12 inches in height or when the
County Fire Marshall has determined that a fire hazard condition exists.
3. When weeding or brush removal is required, the required weeding shall be completed as soon
as possible and shall be completed throughout an LIVID within a maximum period of 30days.
20.5 Where reference is made to weeding, brushing, or clearing within 100 feet of a structure, it is
intended that the space between the structure and the private property line 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. Contractor's responsibility is within the portion or
balance of the 100 feet outside of the private property boundary, or, in this case, 80feet. However,
Special Districts is responsible for those areas where an easement has been accepted by Special
Districts over a portion of a private lot. Consult with Special Districts for any questions regarding
these areas.
20.6 The maintenance of the manufactured slopes requires that the planted slopes be weeded on a
regular basis throughout the year. Planted slopes which were not hydroseeded shall be kept weed
free at all times and the use of chemicals is permitted. Planted slopes that were hydroseeded
require weed removal by hand as the use of chemicals or machines (such as trimmers) are not
permitted. The removal of weeds by hand shall be performed throughout the term of the
maintenance contract. Contractor shall program the irrigation system to deliver sufficient moisture
within the root zone of trees and shrubs to sustain growth. Contractor shall be responsible for any
damage to slope areas caused by excessive watering practices or to plant material caused by lackof
water. Plants and trees shall be fertilized in accordance with the requirements of Sections 18 and 19
of this Scope of Work.
21. USE OF INTEGRATED PEST MANAGEMENT
21.1. Materials shall be at Contractor's cost plus no more than 15%, as necessary for integrated pest
management (IPM) and contractor at his expense under the terms of this agreement will
provide the labor.
• Integrated Pest Management (IPM): Integrated pest management (IPM) is a pest
management strategy that focuses on long-term prevention or suppression of pest
problems with minimum impact on human health, the environment, and non -target
organisms. Preferred pest management techniques include encouraging naturally
occurring biological control; using alternate plant species or varieties that resist pests;
selecting pesticides with a lower toxicity to humans or non -target organisms; adopting
cultivating, pruning, fertilizing, or irrigation practices that reduce pest problems; and
changing the habitat to make it incompatible with pest development. Pesticides are used
as a last resort when careful monitoring indicates that they are needed according to pre-
established guidelines. When treatments are necessary, the least toxic and most target -
specific pesticides are chosen. Implementing an integrated pest management program
requires a thorough understanding of pests, their life histories, environmental
requirements, and natural enemies, as well as establishment of a regular, systematic
program for surveying pests, their damage, and other evidence of their presence. IPM
has been mandated on Federal property since 1996 by Section 136r_1 of Title 7, United
States Code, and is cited in Title 41 of the Code of Federal Regulations (102-74.35) as a
required service for agencies subject to the authority of the General Services
Administration. The Contractor will develop an IPM program for work covered by this
statement of work.
• Chemical Application: All work involving the use of chemicals will be accomplished by al
State of California Certified or Licensed pest control operator. A written
recommendation by a person possessing a valid California Pest Control Advisor License
is required prior to chemical application.
• Permits: All chemicals requiring a special permit for use must be registered by the
Contractor with the County Agricultural Commissioner's Office and a permit obtained
with a copy to Special Districts, prior to use. A copy of all forms submitted to the County
Agricultural Commissioner shall be given to Special Districts on a timelybasis.
• Compliance with Regulations: All regulations and safety precautions listed in the
"Pesticide Information and Safety Manual" published by the University of California will
be adhered to.
• Pest Control: Control of ground squirrels, gophers, and other burrowing rodents by
trapping and/or eradication will be provided by Special Districts. Contractor is not
responsible for this service. Whenever holes are visible upon the surface, these holes
shall be filled and securely tamped to avoid moisture runoff entering the holes by the
County Agricultural Department who will provide pest control for Special Districts. This
procedure shall be followed in all areas, especially within all slope areas. Contractor is
responsible for notifying Special Districts upon detecting a need for rodentcontrol.
22. GENERAL CLEAN-UP
22.1.Contractor shall at their sole expense under the terms of this agreement perform the
following services:
• Trash Removal: The contractor shall provide a trash pickup schedule for approval by
Special Districts. The contractor shall pick up trash and accumulated debris from the site
on a regularly scheduled rotation approved by LMD staff in advance.
• Curb and Gutter Maintenance: Contractor is responsible for removal of weeds and grass
from curb and gutter expansion joints (up to 2' from curb) at all times.
• Fence Clearance: Contractor is responsible for removal of weeds and grass from within
18" of any fence or wall within the areas under Contractor's maintenance at all times.
• Walkway and Crack Maintenance: Walkways, if any, will be cleaned immediately following
mowing and edging and cleaned by use of power sweeping or blower equipment at a
minimum of once per week or as needed. This includes removal of all foreign objects from
surfaces such as:
a. Gum,
b. Animal feces,
c. Grease,
d. Paint,
e. Graffiti,
f. Glass and debris
All walkway cracks and expansion joints shall be maintained weed and grass free at all
times.
• Removal of Leaves: Accumulations of leaves that cannot be incorporated into mulch
layers shall be removed and properly disposed of not less than once per week. This
includes the accumulation of leaves/debris at the base and lower branch structures of
shrubs.
• Diversion: The Contractor will be responsible for creating and implementing a written
program to divert a minimum of 85% all green waste from landfills. The program should
include, but not be limited to, mulching and composting. The contractor shall report the
total tons of green waste generated and the number of tons diverted from the landfill
annually to the City's Environmental Services Office. The goal will be at least 85%
diversion.
• Drainage Systems & Maintenance: The following services shall be provided by Contractor
at their expense per Contract Agreement except as otherwise provided for:
a. All drains and catch basins shall be free of silt and other debris at all times. The
Contractor shall insure all drainage devices within LIVID are functioning properly
at all times
b. All LIVID area surface drains ("V" ditches), shall be kept clear of debris at all times
so that water will have an unimpeded passage to its outlet. Contractor will not
flush dirt or debris into the storm drain system per the City's National Pollutant
Discharge Elimination System (N.P.D.E.S.) permit. All debris will be collected and
disposed of properly.
c. All LIVID area sub -surface drains (except storm drains), shall be periodically
flushed with water to avoid build-up of silt and debris. All inlets to sub- surface
drains shall be kept clearof leaves, paper, and other debris to ensure unimpeded
passage of water. Every attempt will be made to prevent debris from continuing
into the City's Storm Drain system including the use of sand bags, straw bales or
other Best Management Practices (B.M. Ps)
d. If the sub -surface drainage backs up or is blocked due to lack of periodic flushing
of silt and debris as stated above, the contractors ha I I be responsible at their cost
for plumbing services to clear the drain.
e. Disposal of green waste or other debris into catch basins, drains or Storm Drains
is prohibited. Such action could result in termination of maintenancecontract.
23. MAINTENANCE INSPECTIONS
23.1.The Contractor shall perform a maintenance inspection of all facilities on a weekly basis within
the LIVID during daylight hours. Such inspections shall be both visual and operational. The
operational inspection shall include operation of all sprinklers, lighting and other mechanical
systems to check for proper operational condition and reliability. Contractor is required to input
non -contractual service request information into the City's "Resident Service Center" at:
http://user.govoutreach.com/santaclarita/fag.php
23.2.The Contractor shall be expected to meet on site with an authorized representative of Special
Districts for a walk-through inspection. Said meeting shall be at the convenience of Special
Districts and may include residents of the community. Special Districts may notify the
appropriate local representatives of the time and place of each walk-through inspection at a
minimum of one (1) week prior to the date of inspection. In addition, bi-weekly interim
inspections may be made by Special Districts if deemed necessary by LIVID Staff.
24. WATER MANAGEMENT AND IRRIGATION SYSTEM MAINTENANCE OR REPAIR
24.1.All irrigation systems within the LIVID areas designated in this Scope of Work will be repaired
and maintained with all-inclusive labor and equipment required for proper operation by the
Contractor; including programming. 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 attach their material purchase invoices to the irrigation invoice submittals to
the City. 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: https://www.irrigation.org/IA/Resources/Best-Management-Practices/Landscape-
Irrigation- BMPs/IA/Advocacy/Landscape-Irrigation-BMPs.aspx?hkey=cb207d5f-a03a-
4064-a718- 800a76d 1c3bc
• Scope of Responsibility: The contractor shall maintain (repair and/or replace as needed) and
keep operable all irrigation equipment consistingof:
a. Irrigation Programming
b. Irrigation Station Identification/Location
c. Irrigation Heads
d. Remote Control Valves
e. Flow Sensors
f. Flow Sensor Programming
g. PVC Piping (Including mainline and laterals)
h. Quick Couplers
i. Risers
j. Swing Joints
k. Check Valves
I. Irrigation Booster Pumps
m. Solar Controllers/Valves
n. Battery Operated Controllers/Valves
o. Valve Boxes, Quick Coupler Boxes, Etc.
p. Irrigation Controller Programming and Setup
• Replacement Requirements: Replacements will be of original materials or substitutes
approved by Special Districts in writing prior to any installation.
• Extent of Responsibility: Contractor will be responsible for immediate maintenance (repair
or replacement) of all irrigation systems. Contractor will be responsible at all times for
hand watering and the bleeding of valves in emergency situations as required to sustain
and prevent loss of trees, annuals, perennial plants, and ground covers or when automatic
systems are not functioning Properly.
• Ordinances: All materials and workmanship will be in accordance with the applicable City
Plumbing Ordinances. Where the provisions of the specifications exceed such requirements,
the specifications shall govern.
• Controllers: The contractor will be responsible for the control of Smart Water Application
Technologies (SWAT) certified weather -based controllers or equivalent, controller
programming through the contractor's office via a desk top or any wireless computer, or
hand-held device. The LIVID will provide a password for access.
• Inspections: Landscape Maintenance District Consultants/Inspectors will spot check
controller schedules on each inspection of a district to assure compliance with irrigation
program standards. Contractor shall conduct a complete irrigation system inspection for
each irrigation controller at minimum of twice a year.
24.2.The contractor will be responsible to complete the following WeatherTrak training through
HydroPoint University: Level 1— WeatherTrak Basic Systems Training. Proof of completion to be
provided with proposal submission. While Level 1 training is the minimum requirement,
contractors are strongly encouraged to pursue additional training modules offered by
HydroPoint University to enhance their system knowledge and operational efficiency.
24.3. Controllers:
All controllers shall be adjusted as needed for optimum performance considering the
water requirements of each remote -control valve (irrigation station). "Smart" or "weather
based" controllers shall be configured to water in the "AUTO MODE" or "ET MODE" when
available. Plant establishment periods do not apply to this requirement and should be
scheduled accordingly. Contractor is responsible for adjusting the controller
parameters/attributes in order to irrigate efficiently and each valve shall be customized for
the needs of the plant material. Excessive watering or excessive runoff shall not be
permitted.
The contractor will be responsible for the control of Smart Water Application Technologies
(SWAT) certified weather -based controllers or equivalent, controller programming through
the Contractors office via a desk top or any wireless computer, or hand-held device. The
LIVID will provide a username/password foraccess.
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 thetime frame.
a. Severe Alerts to be resolved within 24hours.
b. Major Alerts to be resolved within 5 workingdays
Contractor will provide their own irrigation remote (receiver and transmitter) for control of
the WeatherTrak or other industry standard controllers not listed. The City requires the
Promax universal irrigation remote or other "smart phone" technology for its use in field
testing and operation of all irrigation systems for the LIVID areas. Use of this device will
conserve water consumption, provide for more cost-effective maintenance of irrigation
systems, and assure all parties concerned that the automatic system is operating at
maximum efficiency. Special Districts' inspectors may use this device in their inspections to
verify that irrigation systems are functioning properly. The bleeding of valves and hand
watering are to be used in emergency or testing situations, not for normal or day -to- day
inspections.
• 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 freezingand/or
windy conditions, automatic irrigation shall be paused until normal conditions exist. No
watering medians in windy conditions, to avoid drift and wetting vehicles.
• Contractor shall be responsible for data input with regards to irrigation station reference in
the programming function of the central server or at the controller. Example: Station 1 - SE
Corner of parking lot, NW of restroom, Shrubs on large slope, etc.
• In areas where wind creates problems of spraying water into private property or road right-
of-ways, the controllers shall be set to operate during the period of lowest wind velocity
which would normally occur at night (between the hours of 9:00 p.m. and 7:00 a.m.).
• Contractor shall be responsible for monitoring all irrigation systems within the jurisdiction
of this Specification and correct for coverage, adjustment, clogging of lines, and removal of
obstacles, including plant materials which obstruct the spray. Monitoring shall be scheduled
for all systems at minimum 1xmonthly.
• Check systems, as needed, for optimum performance and adjust and/or repair any sprinkler
head causing excessive runoff, including slope areas, or which throw directly onto roadway
paving or walks (where sprinklers heads can be adjusted.
• Contractor is to maintain the watering schedule in "AUTO" mode which will equal the
evapotranspiration rate based on topography, soil type, plant material, season or climatic
factors. Contractor shall notify The City of Santa Clarita of any schedulechanges.
• Contractor shall utilize "cycle & soak" in programming in order to eliminate excessive
run-off.
• Scheduled operation other than 9:00 p.m. to 7:00 a.m. must be approved by The City of
Santa Clarita.
• When available, copies of controller maps shall be kept in enclosures at alltimes.
• 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) attime of contract award.
• Contractor shall be responsible to notify The City of Santa Clarita of any additional water
requirements to the landscape which is outside of the "AUTO" scheduled program
application.
• It is the responsibility of the Contractor to keep the plant material alive. If this requires an
extra application of irrigation water, the Contractor is to make the necessary adjustments
and immediately notify The City of Santa Clarita upon doingso.
• Only City of Santa Clarita staff, City Monitors, the Contractor Supervisor/ Foreman or
Irrigation Technician will have access to all controllers. Enclosures will be locked/padlocked
at all times.
• The Contractor shall test the soil in groundcover areas and around all trees and shrubs
monthly or as necessary with soil probes to determine that the proper amount of water is
being applied at all times. This information should be used to adjust watering times on the
controller and supplemental hand or deep watering asnecessary.
• The Contractor shall make adjustments to the water programs to compensate for irrigation
heads on each system, soil type and permeability, wind condition, orientation to the sun, air
temperature, season, and logistical considerations
• Once the irrigation system has been adjusted to only irrigate the planting areas it was
designed to irrigate, the contractor shall then monitor the irrigation watering application
time to determine the length of time each system runs until irrigation runs off the landscape
area. This information will then be used to establish "cycle & soak" parameters.
• The maximum run time should then be set a minimum of one minute less than the time it
takes for run off to occur. This will establish the maximum run time for each valve, with full
sun exposure. Adjust valves with partial shade or full shade to have less run time than the
systems in full sun.
• It is required that soil conditions be constantly monitored with a soil probe to ensure that
over -saturation of the soil does notoccur.
• In addition to the soils condition, the individual plant material requirements must betaken
into account. As the plant material becomes established, a reduction in the frequency of
watering should be implemented to harden -off the plant material while maintaining it in a
healthy condition.
24.4.Operation of Systems:
• As a standard practice, the Contractor shall formally acknowledge receipt of the irrigation
system within the first 60 days of the notice to proceed. It is the Contractors responsibility
to conduct a full-scale irrigation audit/assessment to determine deficiencies in the system
and make recommendations forrepair(s).
• Contractor will be responsible for immediate maintenance (repair or replacement) of all
irrigation systems. Contractor will be responsible at all times for hand watering and the
bleeding of valves in emergency situations as required to sustain and prevent loss of trees,
annuals, perennial plants, and ground covers when automatic systems are not functioning.
• Irrigation system will be controlled by Contractor in such a way as not to cause an
excessively wet area which could interfere with the Contractor's ability to mow/maintain
landscaped areas.
• All irrigation systems shall be personally inspected by Contractor a minimum of once per month
to verify effectiveness of sprinkler operation. The appropriate Irrigation Inspection Form must
be filled out per controller and submitted to The City of Santa Clarita LIVID for review.
• Contractor shall adjust and clean as necessary all sprinkler heads, valves and pressure regulators
to continue operation at maximum efficiency and performance.
• All materials and workmanship will be in accordance with the City Plumbing Ordinances if/when
applicable.
• Contractor shall be responsible for trimming plant material and making necessary adjustments
to riser heights as growth rates indicate.
• Contractor shall be responsible for hand -watering any pots not provided with an irrigation
system to maintain plants and promote optimumgrowth.
• Adjustments in operating pressure for spray and rotor type heads shall be followed per
manufacturer's recommendation to provide optimum efficiency unless instructed otherwise by
The City of Santa Clarita.
• Contractor shall be required to walk each site upon request by The City of Santa Clarita
representative a minimum of one time per quarter to inspect the operation of the irrigation
system.
• Plant damage or loss resulting from the failure to promptly report irrigation system failure shall
be considered Contractor negligence and such plant material shall be repaired or replaced at
Contractor expense.
• All hand watering performed with a hose shall require the hose to have a flow control that will
allow the operator to turn the hose off between watering areas to minimize any wasted water.
• The Contractor shall be responsible for monitoring all project irrigation systems and should
correct coverage, head adjustments, clogged lines, loose staking of heads and pipes, and
obstacles, including plant material, which obstruct the spray. Make all necessary adjustments to
heads that spray onto roadways, walks, walls, and patio areas or out of intended area of
coverage. The Contractor shall clean and adjust sprinkler heads as needed for proper coverage.
Each system should be operated via remote control and observed on a regular basis.
• During extremely hot weather, long holiday periods, and during or following breakdown of
systems, the contractor should provide adequate personnel and materials as required to
adequately water all landscaped areas at no extra cost to The City of Santa Clarita. When
breakdowns or malfunctions exist, the contractor should water manually
by whatever means necessary to maintain all plant materials in a healthy condition. Overly wet
or dry conditions should not be permitted to develop.
• Once a year, the contractor shall clean all controller cabinets and valve boxes, remove intruding
soil and replace gravel as needed.
• Testing, certification and service of the backflow prevention devices on the irrigation systems
shall be done by a certified tester as provided by The City of Santa Clarita.
• Contractor shall not repair, manipulate or remove backflow devices unless prior authorization
has been received by a City of Santa Clarita representative. However, Contractor is permitted to
make use of shutoff valves located on or near backflow devices in the event of a mainline break
and/or maintenance.
• Contractor shall notify the LIVID office immediately should a backflow prevention device
malfunction occur.
• Landscape Maintenance District Consultants/Inspectors/City staff will spot check controller
schedules on each inspection of a district to assure compliance with irrigation program
standards. Contractor shall conduct a complete irrigation system inspection for each district at
minimum of twice a year.
• Contractor shall observe and note any deficiencies occurring from the original design and review
these findings with Special Districts, so necessary improvements can be considered.
24.5. Repairs
• All pop-up heads should be assembled on triple swingjoints.
• When irrigation heads, risers, nozzles, etc. break, they will be replaced with like for like
irrigation heads. Uniformity is of the utmostimportance.
• All remote -control valves shall be Superior 950DW brass valves unless other(s) are accepted
by LM D staff.
• Contractor shall repair all leaking or defective valves immediately upon occurrence, or
within 24 hours following notification from LIVID of such adeficiency.
• Malfunctions of any nature which are deemed to be the fault of materials or workmanship
still covered under original installation guarantee shall be reported immediately to The City
of Santa Clarita.
• Contractor shall submit itemized irrigation invoices for repairs, per LIVID Zone on an as
needed basis.
Repair logs shall be maintained and will include date of repair, nature of repair, and itemized
list of materials for clarity. Site map/photo documentation to illustrate location of repair,
photo of site condition, and work completed shall be included with repair log(s).
24.6.Conversation: The City of Santa Clarita may conduct monthly water management meetings with the
contractor to review all controllers with irregular usage and situations where water consumption is
excessively high. All plant stress or loss due to under -watering or over- watering will demonstrate
contractor neglect and cost to replace said material will be at Contractor's sole expense.
The City of Santa Clarita may conduct monthly Water Management Meetings with the contractor to
review any penalty charges that were caused by the Contractor's inability to properly manage water
allocations, when applicable. The Contractor will be responsible for paying all water penalties
incurred on each water meter for all overages exceeding allocation established by the respective
water purveyor. The City of Santa Clarita may waive specific penalties at its sole discretion. The City
of Santa Clarita takes Water Conservation very seriously and will not tolerate mismanaged or
neglected water delivery systems.
24.7. Water Budgets: In order to ensure efficient and responsible water management with regards to
landscape irrigation, the City of Santa Clarita Special Districts office may require the following:
• When water budgets have been established for each individual service area within a
Landscape Maintenance District Zone (specifically water meter and/or point of
connection), CONTRACTOR shall not exceed the Maximum Applied Water Allowance
(MAWA) as established by State Assembly Bill 1881, Model Water Efficient Landscape
Ordinance (MWELO). https://water.ca.gov/Programs/Water-Use-And-Efficiency/Urban-
Water-Use-Efficiency/Model-Water-Efficient-Landscape-Ordinance when water budgets
and/or tiered rate structures are enforced by individual water ourvevors 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 withina
Landscape Maintenance District Zone, specifically water meter and/or point of
connection.
Failure to comply with water budgets may lead to monetary penalties up to the costs of
the excessive use which exceeds the water budget(s), efficient tier, or any "penalty" tier
the City of Santa Clarita is subjected to.
25. MAINTENANCE AND REPAIR OF HARDSCAPE, SERVICE ROADS, AND DRAINAGESYSTEMS
25.1. Hardscape surfaces, walkways, 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 LIVID Monitor or directly to City Staff.
• Contractor may be responsible for total replacement or repair of hardscaping and/or
plant replacement if damage occurs due to Contractor's negligence or by accidental
damage within maintenance operation.
• Contractor shall be responsible for sweeping/blowing all hardscape surfaces within
the contract boundaries on a regularly scheduled routine approved by LIVID Staff or as
requested by Special Districts. All debris must be collected andremoved.
• 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.
26. GRAFFITI ERADICATION
26.1.Contractor may be responsible to remove small amounts of graffiti (licensed plate size) as it
appears upon any of the walkways, Paseo overpasses and underpasses, walls, fences, or any
appurtenant structures or equipment within the areas under Contractor's maintenance.
Special Districts Inspector will be informed of all graffiti immediately upon discovery.
Contractor is required to input graffiti information into the City's reporting system at: City of
Santa Clarita, CA
- Resident Service Center (govoutreach.com)
26.2.The contractor may be required to remove small amounts of debris which would fit into a small
pick-up truck. In such casesthe 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.
26.3.All materials and processes used in graffiti eradication shall be non -injurious to surfaces and
adjacent District property and approved by Cal -OSHA. Materials and processes used must be
approved by LIVID prior to use.
27. DECOMPOSED GRANITE
27.1.Contractorwill be required to keep decomposed granite(DG) areas and pathwaysfreeof
soil, litter, debris, and weeds. Any areas in need of repair or fill should be reported and a
proposal provided to bring the area back to an acceptable condition.
RESPONSE FORMAT AND SELECTION CRITERIA
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
1. RESPONSE FORMAT -The organization of the response and cost files is described in this section of
the RFP. All potential vendors must follow this format.
1.1. RESPONSE FILE:
1.1.1. Introduction —A general introduction and description of the proposal shall be provided.
The format of the introduction is at the discretion of thecontractor.
1.1.2. Background — Provide insight to your company and its resources. Explain the company
background and philosophy and what qualifies this company to be a successful
candidate for the City's contract.
1.1.3. Scope of Work — Describe the work program. Identify how the objectives of the
specifications will be performed. Relate the business practices to the specific tasks
required and explain the proposed method for adhering to the landscape maintenance
requirements. Include contractor's approach to the areas of pro -activeness,
responsiveness, familiarity with common concerns of the LIVID areas, problem
resolution, and any other areas that explain how the work will be performed and
managed.
1.1.4. Schedule — Describe the time schedule for each proposed task and area rotation.
Provide staff descriptions and quantity on daily, weekly, monthly, and seasonal
timelines. Proposed work periods and completion dates, as well as any anticipated
meeting dates, should also be identified.
1.1.5. Personnel, Equipment, and Facilities — Describe the personnel qualifications,
equipment to be provided, and numbers of both dedicated to the areas for this
contract. Explain/show the reasoning for the type, number and composition of staff and
equipment for this contract and how the cost of such provides adequate or superior
value to the contract.
1.1.6. Exhibits — 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 180-day period, and shall contain a statement that the
proposed work will be performed at the "not -to -exceed" price. This will include all
deliverables and meeting attendance as laid out in the scope of work.
1.2.2. All proposals must be submitted according to specifications set forth in this section.
Failure to adhere to these specifications may be cause for rejection of proposal.
1.2.3. Cost File must be submitted separately from the Response File.
2. PROPOSAL EVALUATION AND CONTRACTOR SELECTION — An evaluation panel comprised of
representatives from the requesting department will evaluate all proposals to determine
responsiveness to the RFP. The panel will recommend the selection of the responsible proposer
whose proposal is most advantageous to the City. Accordingly, the City may not necessarily make
an award to the proposer with the highest technical ranking nor award to the Proposer with the
lowest Cost Proposal if doing so would not be in the overall best interest of the City.
The overall criteria is listed below. As proposals are considered by the City to be more equal in their
technical merit, the evaluated cost or price becomes more important so that when technical
proposals are evaluated as essentially equal, cost or price may be the deciding factor.
2.1. SELECTION CRITERIA:
2.1.1. Team Composition: Contractor qualifications, staff qualifications, and number of staff
provided. (Includes but not limited to Section 3 and Exhibits E & GI-G2)
2.1.2. Rotation Schedule: Use and mobilization of resources. Proposed timeline to service all
areas. (Includes but not limited to as described in Section 3 and Exhibit E)
2.1.3. Acknowledgement & Successful Understanding of Scope of Work: Proposed method and
guidelines for adhering to the landscape maintenance requirements to include but not
limited to: Description and clarity of approach in the areas of pro -activeness,
responsiveness, familiarity with common concerns of the LIVID areas and problem
resolution. (Includes but not limited to Exhibits D & J)
2.1.4.References: (Included but not limited to Exhibits C, F & 1)
2.1.5. Cost of services provided (Exhibits A & B1-B2): Cost of Services Provided (Exhibits A &
131-132) Cost proposals will be evaluated based on clarity, competitiveness, and overall
value over the five-year contract term. Given that CPI -based increases are inherently
uncertain, proposers are encouraged to submit pricing structures that include fixed or
scheduled annual increases. Proposals with clear, predictable pricing will enable a more
meaningful cost comparison across all submittals. Cost proposals that rely solely on
future CPI adjustments, without providing a defined structure or ceiling for potential
increases, may be considered less advantageous due to reduced cost certainty.
2.1.6.Value: Cost in relation to manpower. What makes the contractor the best candidate to
provide the services requested. (Includes but not limited to Exhibits A, 131, B2, D, GI-G2)
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 furthercontact.
SECTION C
Sample Agreement
SAMPLE ONLY
MAINTENANCE AGREEMENT
BETWEEN
THE CITY OF SANTA CLARITA
AND
FOR
CON-6
Council Approval Date:
Agenda Item:
Contract Amount:
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 calendar week by each worker employed by him
or her in connection with the Project. The record shall be kept open at all reasonable hours to the
inspection Owner and to the Division of Labor Standards Enforcement.
CONTRACTOR and its Subcontractors must keep accurate payroll records, showing the name,
address, social security number, work classification, straight time and overtime hours worked
each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker,
or other employee employed by him or her in connection with the Work of the Contract
Documents. Each payroll record shall contain or be verified by a written declaration as required
by Labor Code Section 1776.
With each application for payment, CONTRACTOR shall also deliver certified payrolls directly
to the Labor Commissioner in the format prescribed by the Labor Commissioner.
CONTRACTOR shall indemnify, hold harmless and defend (with counsel reasonably acceptable
to CITY) CITY against any claim for damages, compensation, fines, penalties or other amounts
arising out of the failure or alleged failure of any person or entity to pay prevailing wages as
required by law or to comply with the other applicable provisions of Labor Code Sections 1720
et seq. and implementing regulations of the Department of Industrial Relations in connection
with execution of the improvements or any other work undertaken or in connection with the
Public Works project.
PROTECTION OF RESIDENT WORKERS. The City of Santa Clarita actively supports the
Immigration and Nationality Act (INA), which includes provisions addressing employment
eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire
only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.)
and aliens authorized to work in the U.S. The employer must verify the identity and employment
eligibility of anyone to be hired, which includes completing the Employment Eligibility
Verification Form (I-9). The Contractor shall establish appropriate procedures and controls so
no services or products under the Contract Documents will be performed or manufactured by any
worker who is not legally eligible to perform such services or employment.
FAMILIARITY WITH WORK.
By executing this Agreement, CONTRACTOR represents that CONTRACTOR has:
Thoroughly investigated and considered the scope of services to be performed;
and
Carefully considered how the services should be performed; and
Understands the facilities, difficulties, and restrictions attending performance of
the services under this Agreement.
If services involve work upon any site, CONTRACTOR warrants that CONTRACTOR
has or will investigate the site and is or will be fully acquainted with the conditions
there existing, before commencing the services hereunder. Should
CONTRACTOR discover any latent or unknown conditions that may materially
affect the performance of the services, CONTRACTOR will immediately inform
CITY of such fact and will not proceed except at CONTRACTOR's own risk until
written instructions are received from CITY.
CONTRACTOR represents that the CONTRACTOR agrees to comply with all
applicable federal and state workplace and employment laws including those that
relate to minimum hours and wages, occupational health and safety, workers
compensation insurance and state, county and local orders.
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
Commercial general liability:
Business automobile liability
Workers compensation
Limits combined single)
$1,000,000/$2,000,000 (aggregate)
$1,000,000
Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth
above will be a combined single limit 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 subj ect to reduction except
upon thirty (30) days prior written notice to City.
C. Automobile coverage will be written on ISO Business Auto Coverage Form
CA 00 0106 92, including symbol 1 (Any Auto).
D. CONTRACTOR will furnish to City duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement,
endorsements as required herein, and such other evidence of insurance or copies of
policies as may be reasonably required by City from time to time. Insurance must
be placed with insurers with a current A.M. Best Company Rating equivalent to at
least a Rating of "A:VII." Certificate(s) must reflect that the insurer will provide
thirty (30) day notice of any cancellation of coverage. CONTRACTOR will require
its insurer to modify such certificates to delete any exculpatory wording stating that
failure of the insurer to mail written notice of cancellation imposes no obligation,
and to delete the word "endeavor" with regard to any notice provisions.
E. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation
against CITY, its elected or appointed officers, officials, agents, volunteers and
employees for losses paid under the terms of the workers compensation policy
which arise from work performed by CONTRACTOR for CITY.
F. 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.
G. 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.
H. 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.
I. 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 parry 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 parry 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.
SAFETY OF PERSONS AND PROPERTY. CONSULTANT 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, all as may be amended from time to time.
ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE. The Parties agree
that this Agreement may be transmitted and signed by electronic mail by either/any or both/all
Parties, and that such signatures shall have the same force and effect as original signatures, in
accordance with California Government Code section 16.5 and Civil Code section 1633.7.
(SIGNATURES ON NEXT PAGE)
IN WITNESS WHEREOF, the parties hereto have executed this contract on this date of
FOR CONTRACTOR:
Print Name & Title
CORPORATION:
Print Name & Title
Date: Date
FOR CITY OF SANTA CLARITA:
KENNETH W. STRIPLIN, CITY MANAGER
By:
City Manager
Date:
APPROVED AS TO FORM:
JOSEPH M. MONTES, CITY ATTORNEY
By:
City Attorney
Date:
IF
Fringe Benefit Statement
Contract/Proposal No:
Project Name:
Date:
INSTRUCTIONS: Fringe Benefit rates can be used for checking payrolls or applied to Force Account work which may
be done on the above contract the hourly rates for fringe benefits, subsistence and/or travel allowance payment (as
required by collective bargaining agreements) made for employees on the various classes of work are tabulated below.
THIS DOCUMENT CONTAINS PERSONAL INFORMATION AND, PURSUANT TO CIVIL CODE 1796.21, IT SHALL
BE KEPT CONFIDENTIAL IN ORDER TO PROTECT AGAINST UNAUTHORIZED DISCLOSURE.
Classification:
Effective Date:
Subsistence or Travel Pay:
Health and Welfare
$
Trust Fund Paid to:(Name)
Address:
Pension
$
rust un ai To:(Name)
Address:
Vacation/Holiday
$
Trust Fund Paid to:(Name)
Address:
Training
$
Trust Fund Paid To:(Name)
Address:
Other
$
Trust Fund Paid To:(Name)
Address:
Classification:
Effective Date:
Subsistence or Travel Pay:
Health and Welfare
$
Trust Fund Paid to:(Name)
Address:
Pension
$
Trust Fund Paid To:(Name)
Address:
Vacation/Holiday
$
Trust Fund Paid to:(Name)
Address:
Training
$
Trust Fund Paid To:(Name)
Address:
Other
$
Trust Fund Paid To:(Name)
Address:
assi ication:
I Effective ate:
Subsistence or I rave ay:
Health and Welfare
$
Trust Fund Paid to:(Name)
Address:
Pension
$
Trust Fund Paid To:(Name)
Address:
Vacation/Holiday
$
Trust Fund Paid to:(Name)
Address:
Training
$
Trust Fund Paid To:(Name)
Address:
Other
$
Trust Fund Paid To:(Name)
Address:
Supplemental statement must be submitted during the progress of work should a change in rate of any of the classifications be made.
I CERTIFY THAT THE FRINGE BENEFIT PAYMENTS ARE MADE TO THE APPROVED PLANS, FUND OR PROGRAMS LISTED ABOVE.
City of Santa Clarita Form HC-50 FBS
(Contractor/Subcontractor) By (Name and Title) Signature
Ax"MINLI
Exhibits
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 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
LIVID ZONE T52
$ x 12 months
$
(STONECREST)
Total (Column B)
Total proposed amount annually, in legibly printed words:
EXHIBIT B1: ADDITIONAL PRICING
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
Contractor Name:
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 132: ADDITIONAL PRICING CONTINUED
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
Fill out this form completely and return with your proposal. Do NOT include this pricing in the cost on
the of your proposal response.
Please list the unit price for labor, EXCLUDING part/material costs, for the following tasks. These rates
may be used in evaluating cost estimates for additional work requested by the City under this contract.
EXTENDED PRICE
ITEM
DESCRIPTION
UNIT OF
Qn
UNIT PRICE
(UNIT PRICE
MEASURE
QTY)
1
Price for maintenance of landscaped
SF
500
$
$
with turf.
2
Price for maintenance of landscape with
SF
1,000
$
$
trees, shrubs, and ground cover.
3
Price for maintenance of landscaped,
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
DESCRIPTION
UNIT OF
Qn
UNIT PRICE
(UNIT PRICE
MEASURE
QTY)
4
Price for installation of one (1) gallon
EA
5
$
$
shrub.
5
Price for installation of five (5) gallon
EA
5
$
$
shrub.
6
Price for installation of fifteen (15) gallon
EA
5
$
$
shrub.
7.
Price for installation of fifteen (15) gallon
EA
5
$
$
tree.
8
Price for installation of twenty -four -inch
EA
2
$
$
(24-inch) box tree.
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
Contractor Name:
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 2024, 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-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
Contractor Name:
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-25-26-06
25-LMD-106 Zone T52 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 M 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-25-26-06
25-LMD-106 Zone T52 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
Name and Telephone Number of Person Familiar with Project
Contract Amount Type of Work Date Started Date Completed
3.
Name and Address of Owner /Agency
Name and Telephone Number of Person Familiar with Project
Contract Amount Type of Work Date Started Date Completed
The following are the names, addresses, and telephone numbers of all brokers and sureties from whom
PROPOSER intends to procure insurance bonds:
EXHIBIT G1: STAFF
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 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
License/Certificates
2. Name
License/Certificates
3. Name
License/Certificates
4. Name
License/Certificates
5. Name
License/Certificates
6. Name
License/Certificates
7. Name
License/Certificates
Job Title
Job Title
Job Title
Job Title
Job Title
Job Title
Job Title
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
License/Certificates
13. Name
License/Certificates
14. Name
License/Certificates
Job Title
Job Title
Job Title
15. Name Job Title
License/Certificates
*Attach additional pages as necessary for additional personnel.
EXHIBIT G2: STAFF HOURS
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
Fill out this form for each of the following zones: Zone T52 (Stonecrest). Labor time proposed is time
working on site and does not include travel time. Attach additional pages as necessary for additional
personnel.
ZONE T52 — STONECREST
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-25-26-06
25-LMD-106 Zone T52 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:
• Proper equipment required to perform pruning tasks including hand pruners, loppers,
saws, pole pruners andchainsaws
• 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-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
Contractor Name:
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, Level 1— WeatherTrak Basic Systems Training
1.
2.
3.
4.
5.
7.
F1
a
10.
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 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 25-LMD-106 Zone T52
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:
*Owner's Signature:
*All three signatures required
Date:
Date:
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
Contractor Name:
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 011185 or 88. The amount of insurance set forth above will be a combined single limit per occurrence
for bodily injury, personal injury, and property damage for the policy coverage. Automobile coverage will
be written on ISO Business Auto Coverage Form CA 00 0106 92, including symbol 1 (Any Auto). Liability
policies will be endorsed to name CITY, its officials, and employees as "additional insureds" under said
insurance coverage and to state that such insurance will be deemed "primary" such that any other
insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO
Form No. CG 20 10 1185 or 88, or equivalent. Such insurance will be on an "occurrence," not a "claims
made," basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written
notice to CITY.
c. Professional liability coverage will be on an "occurrence basis" if such coverage is available, or on a
"claims made" basis if not available. When coverage is provided on a "claims made basis," CONSULTANT
will continue to renew the insurance for a period of at least three (3) years after this Agreement expires
or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect
during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of
any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this
Agreement was in effect.
d. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance
of the insurance required under this Agreement, including endorsements, and such other evidence of
insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must
be placed with California -admitted insurers with (other than workers compensation) a current A.M. Best
Company Rating of at least "A:VII."
e. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation against CITY, its elected
or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of the
workers compensation policy which arise from work performed by CONSULTANT for CITY.
f. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this
Agreement, CITY may obtain such coverage at CONSULTANT's expense and deduct the cost of such
insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to
TERMINATION section. In the alternative, should CONSULTANT fail to meet any of the insurance
requirements under this Agreement, City may terminate this Agreement immediately with no penalty.
g. Should CONSULTANT'S insurance required by this Agreement be cancelled at any point prior to
expiration of the policy, CONSULTANT must notify City within 24 hours of receipt of notice of cancellation.
Furthermore, CONSULTANT must obtain replacement coverage that meets all contractual requirements
within 10 days of the prior insurer's issuance of notice of cancellation. CONSULTANT must ensure that
there is no lapse in coverage.
h. The CITY shall be entitled to any coverage in excess of the minimums required herein.
I have read and understand the above requirements and agree to be bound by them for any work
performed for the City.
Authorized Signature:
Printed Name:
Date:
SECTION E
Attachments
ATTACHMENT A
SAMPLE — Specialized Maintenance Program
Reference Guide Daily — Weekly — Monthly
OPERATIONS
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
Trash Clean-up
Daily
Daily
Daily
Daily
Daily
Daily
Daily
Daily
Daily
Daily
Daily
Daily
Paseo Clean-up
Dail Y
Dail Y
Dail Y
Dail Y
Dail Y
Dail Y
Dail Y
Dail Y
Dail Y
Dail Y
Dail Y
Dail Y
Weed Elimination between Paseo Cracks
WeeklyWeekly
Y
Weekl Y
Weekly
Y
Weekly
Y
Weekl Y
Weekly
Y
Weekly
Y
Weekl Y
Weekly
Y
Weekly
Y
Weekl Y
Chipping all pruned plants - use for mulching on -site
(recycle green waste)
Monthly
Monthly
Monthly
Monthly
Monthly
Monthly
Monthly
Monthly
Monthly
Monthly
Monthly
Monthly
Mulching
MonthlyMonthly
Y
Monthly
Y
Monthly
Y
Monthly
Y
Monthly
Y
Monthly
Y
Monthly
Y
Monthly
Y
Monthly
Y
Monthly
Y
Monthly
Y
Planting (Turf) - If possible aerate first then seed &
As
As
As
As
As
As
As
As
As
As
As
As
top dress as needed
Needed
Needed
I Needed
Needed
Needed
I Needed
Needed
Needed
I Needed
Needed
Needed
I Needed
Soil Renovation
As
As
As
As
As
As
As
As
As
As
As
As
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Add Soil Amendments to Existing Plants
As
As
As
As
As
As
As
As
As
As
As
As
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Needed
Needed
OPERATIONS
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
Usual Disease Occurrence Treatment (Turf)
Shubbery Pruning (for shape/health appearance)
Fertilization (Shrubbery) Balanced
Seasonal Plantings (materials extra)
)ocuSign Envelope ID: 3F5C14FD-B5A6-45B4-9DD0-9E45DB173F04
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1 `PNYON No
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City
Of SANTA CLARITA
LMD Zone T52
LANDSCAPE
MAINTENANCE
Legend
iEasement
Turf
Irrigated Landscape
Non -Irrigated
Landscape (Weed
Abatement, Fire
Clearance)
Parcel Outlines
Building Footprints
LIVID Zone T52
Boundary
City of Santa Clarita
Boundary
N
A
300 150 0 300 Feet
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ATTACHMENT
2025 Holiday Schedule
New Year's Day
Martin Luther King Jr. Day
President's Day
Wednesday, January 1
Monday, January 20
Monday, February 17
Memorial Day
Monday, May 26
Juneteenth
Thursday, June 19
Independence Day
Friday, July 4
Labor Day
Monday, September 1
Columbus & Indigenous People's
Monday, October 13
Day
Veterans Day
Tuesday, November 11
Thanksgiving Day
Day after Thanksgiving
1/2 Day for Christmas Eve
Christmas Day
1 /2 Day for New Year's Eve
Thursday, November 27
Friday, November 28
Wednesday, December 24
Thursday, December 25
Wednesday, December 31
ATTACHMENT D
Annual Maintenance Contract for Landscape Maintenance
Zone T52 Stonecrest
INVENTORY LISTS
Inventory List: Zone T52 - Stonecrest
Item #
Description
Approximate
Square Footage
Estimated
Quantity
1
Paseos, walkways and trails
3,419
2
Picnic table
1
3
V-Ditches
19,000 L.F
4
Controller enclosures
20
5
Controllers
20
6
Backflow devices
20
7
Trees (LMD)
1,630
8
Dog waste bag station
3
9
Monument landscape areas
3,000
10
Turf
12,051
11
Slopes Irrigated)
1,979,152
12
Median shrub area
700
13
Non -irrigated landscape brush clearance
947,100
14
Monument signs w/ lights
2
15
Gazebos w/ lights
2
Estimates above are for reference only and it is the responsibility of Contractor to verify by
inspection and observe the various areas' characteristics.
Response File
PROPOSAL # LMD-25-26-06
Landscape Maintenance of Zone T-52
Introduction: Staygreen INC. formally submits this proposal for landscape maintenance
services for LIVID Zone T-52
Background: Staygreen INC has been in business for over 50 years and is a leading company
in the landscape industry. We are proud of our long-standing history of work with the City of
Santa Clarita. Our vast resources and experience with LIVID work allow us to most effectively
service the needs of the city. We have managed this zone in the past, and our management
team and crews are extremely familiar with the zones and their unique challenges.
Scope Of Work: Per the bid specs Staygreen INC proposes one three-man maintenance crew
full time for this zone. One irrigation tech will spend sixteen hours per week in this zone. Another
two man crew will spend a total of four hours a week to focus on streetscapes, entrance to the
zone on Soledad, and other high visibility areas. Crew and irrigation tech will report any issues
with the landscaping directly to the production manager and account manager so the city will be
aware of them. An Account Manager and Production Manager will oversee the crew in this LIVID
Zone to assure that all requirements are met for landscape services.
Schedule: As stated above, one three-man crew, plus an additional two man crew, and one
irrigator will work in this zone as per the provided schedule and rotation maps. We are
proposing a 5 week maintenance rotation.
Personnel, Equipment, and Facilities: All our employees are trained in the safe and efficient
use of power equipment, and all required landscape maintenance tools to be used in this Zone.
Our irrigation techs are all irrigation tech certified and go through extensive training annually. All
are Weathertrak Certified as well and proficient in use of the Pro 3 timer. Irrigation techs are
managed by an accredited irrigation manager. We will provide all equipment necessary for
maintenance of this LIVID Zone as spelled out in the RFP.
EXHIBIT G1: STAFF
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 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 Cristopher Hernandez
Job Title Account Manager
License/Certificates CIT, Spray Tech, Recycled Water, WeatherTrak
2. Name Alfredo Mora
License/Certificates Spray Tech, WeatherTrak
3. Name Delfino Alanis
License/Certificates Spray Tech, Irrigation Tech
4. Name Jose Ramirez
License/Certificates Spray Tech
Job Title Production Manager
Job Title Crew Leader
Job Title Gardener
5. Name Rodrigo Rojas Job Title Gardener
License/Certificates Spray Tech
6. Name Sean McCormick
License/Certificates ISA Certified
Job Title Arborist
7. Name Jose Manuel Job Title Irrigation Tech
License/Certificates CIT, Weathertrak
s. Name Jesus Rodriguez Job Title Spray Tech
License/Certificates QAC
9. Name Carlos Aguire Job Title Crew Leader
License/Certificates Spray Tech
10. Name Miguel Ramos Job Title Gardener
License/Certificates Spray Tech
11. Name
License/Certificates
12. Name
License/Certificates
13. Name
License/Certificates
14. Name
License/Certificates
15. Name
License/Certificates
Job Title
Job Title
Job Title
Job Title
Job Title
*Attach additional pages as necessary for additional personnel.
EXHIBIT A: COST PROPOSAL
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
Fill out this form completely and return with your proposal.
Item
Project Site
Column A
Column B
No.
Monthly Maintenance Cost
Annual Maintenance Cost
1
LMD ZONE T52
$ 21 ,228.00 x 12 months
$ 254,736.00
(STON ECREST)
Total (Column B)
254,736.00
Total proposed amount annually, in legibly printed words:
Two hundred fifty-four thousand seven hundred thirty six dollars and zero cents
EXHIBIT B1: ADDITIONAL PRICING
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
Contractor Name: Stay Green Inc.
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
Landscape Laborer
$65.00 per hour
$ 50.00 per hour
QAC/QAL Herbicide and Pesticide Applicator $ 50.00 per hour
Please initial to verify acknowledgement of labor rates: Q Q
$97.50 per hour
$75.00 per hour
N/A
EXHIBIT 132: ADDITIONAL PRICING CONTINUED
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
Fill out this form completely and return with your proposal. Do NOT include this pricing in the cost on
the of your proposal response.
Please list the unit price for labor, EXCLUDING part/material costs, for the following tasks. These rates
may be used in evaluating cost estimates for additional work requested by the City under this contract.
EXTENDED PRICE
ITEM
DESCRIPTION
UNIT OF
Qn
UNIT PRICE
(UNIT PRICE
MEASURE
QTY)
1
Price for maintenance of landscaped
SF
500
$
$ 10.00
with turf.
.02
2
Price for maintenance of landscape with
SF
1,000
$ .195
$ 195.00
trees, shrubs, and ground cover.
3
Price for maintenance of landscaped,
SF
500
$.195
$ 97.50
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.
ITEM
UNIT OF
EXTENDED PRICE
DESCRIPTION
MEASURE
Qn
UNIT PRICE
(UNIT PRICE
QTY)
4
Price for installation of one (1) gallon
EA
5
$12.50
$ 62.50
shrub.
5
Price for installation of five (5) gallon
EA
5
$40.00
$ 200.00
shrub.
6
Price for installation of fifteen (15) gallon
EA
5
$ 120.00
$ 600.00
shrub.
7.
Price for installation of fifteen (15) gallon
EA
5
$ 175.00
$ 875.00
tree.
8
Price for installation of twenty -four -inch
EA
2
$ 400.00
$ 800.00
(24-inch) box tree.
STAYCREE,
THE NATURAL CHOICE
Proposed CPIs
Year 1
$254,736.00
Year 2
$262,378.08
Year 3
$270,249.42
Year 4
$2781356.91
Year 5
$286,707.61
EXHIBIT C: VIOLATION RECORDS
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
Contractor Name: Stay Green Inc.
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 2024, what was the longest stretch of days worked without an accident in the landscape
maintenance division?
365 days
3) Please provide any sustained complaints made to your company within the past four (4) years to
Cal -OSHA.
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.
While no direct complaint against Stay Green has been filed with the CLSB, a
brief suspension of the C-27 license was administered during the appeal of the
Cal -OSHA allegations set forth above. The matter was promptly resolved and the
license was reinstated.
EXHIBIT E: DESIGNATION OF SUBCONTRCATORS
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 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 M of 1 percent, or $10,000 (whichever is greater) of the prime contractor's total bid. If no Subcontractors will be
used fill out the form with NA. Please add additional sheets if needed.
Subcontractor
N/A
DIR Registration No.
Dollar Value of Work
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor
DIR Registration No.
Dollar Value of Work
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No.
Exp. Date: / /
Phone ( )
Subcontractor
DIR Registration No.
Dollar Value of Work
Location and Place of Business
Bid Schedule Item No's:
Description of Work
License No,
Exp. Date: / /
Phone ( )
NOTE: A contractor or subcontractor shall not be qualified to propose on, be listed in a proposal, subject to the requirements of Section 4104 of
the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered
and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. It is not a violation of this section for an unregistered
contractor to submit a proposal that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the
Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 of the Labor Code at the time the
contract is awarded.
EXHIBIT F: REFERENCES
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 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. City of Fontana - Area 3, 16489 Orange Way, Fontana, CA 92335
Name and Address of Owner /Agency
Brian Clements, (909)350-6771
Name and Telephone Number of Person Familiar with Project
$2,120,298.00/yr Landscape Maintenance 02/01/2023 Ongoing
Contract Amount Type of Work Date Started Date Completed
2. City of Palos Verdes, 30940 Hawthorne Blvd, Rancho Palos Verdes, CA 90275
Name and Address of Owner /Agency
Juan Hernandez, (310)544-5221
Name and Telephone Number of Person Familiar with Project
$1,999,000.00/year Landscape Maintenance 02/01/2010
Contract Amount
Type of Work Date Started
Ongoing
Date Completed
3. Jurupa Community Service District, 13820 Schleisman Rd., Eastvale, CA 92880
Name and Address of Owner /Agency
Stacy MacBeth, (951)727-3524
Name and Telephone Number of Person Familiar with Project
$1,182,750.00/yr Frontage Landscape Maintenance 07/01/2010 Ongoing
Contract Amount Type of Work Date Started Date Completed
The following are the names, addresses, and telephone numbers of all brokers and sureties from whom
PROPOSER intends to procure insurance bonds:
Lockton Insurance Brokers, LLC #OF15767
Jennifer G. Ochs, AFSB, Associate Account Executive - Surety
EXHIBIT G2: STAFF HOURS
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
Fill out this form for each of the following zones: Zone T52 (Stonecrest). Labor time proposed is time
working on site and does not include travel time. Attach additional pages as necessary for additional
personnel.
ZONE T52 — STONECREST
Supervisors
Crewmember Title
Account Manager
Qty. of Weekly Hours
2
Crewmember Title
Production Manager
Qty. of Weekly Hours
3
Crew #1
Crewmember Title
Foreman
Qty. of Weekly Hours
40
Crewmember Title
Gardener
Qty. of Weekly Hours
40
Crewmember Title
Gardener
Qty. of Weekly Hours
40
Crewmember Title
Irrigation Tech
Qty. of Weekly Hours
16
Crew #2
Crewmember Title
Foreman
Qty. of Weekly Hours
2
Crewmember Title
Gardener
Qty. of Weekly Hours
2
Crewmember Title
Qty. of Weekly Hours
Crewmember Title
Qty. of Weekly Hours
Specialty Positions
Crewmember Title
Spray Tech
Qty. of Weekly Hours
2
Crewmember Title
Arborist
Qty. of Weekly Hours
1
Specialty Positions
Crewmember Title
Qty. of Weekly Hours
Crewmember Title
Qty. of Weekly Hours
EXHIBIT H: EQUIPMENT REQUIREMENTS
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 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:
• Proper equipment required to perform pruning tasks including hand pruners, loppers,
saws, pole pruners andchainsaws
• 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: DC
Initials
EXHIBIT D: PROACTIVE APPROACH FORM
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
Contractor Name: Stay Green Inc
Please explain what policies or procedures you and your company will provide to ensure your team will
proactively identify deficiencies, suggest solutions, and execute resolution? What makes your company
the best for this service area and how does your company stand out from others?
Stay Green is without a doubt the best choice for the landscape maintenance of T-52. In business for 55
years and worked with the City of Santa Clarita for 37 of those. Stay Green has extensive experience in
maintaining City Zones, both new and old. Our vast knowledge base is unsurpassed, are invaluable to
both the City of Santa Clarita and its residents. Stay Green has maintained zones in the past and is very
very familiar with the scope of work. This background knowledge and experience cannot be understated,
as these areas are high -visibility. In addition to the knowledge base of our field staff, our managerial staff
has decades of combined knowledge in managing City Zones and their many intricacies. Knowing the
high profile of these areas, and the eyes that are on them at all times, means that presentation must
must always be at the forefront of everything we do. Stay Green prides itself in providing the highest
quality standards, with the most skilled employees in the industry. We constantly train all our employees
in OSHA and ANSI safety standards, by holding weekly safety tailgate meetings and yearly equipment
training. Our vehicles are outfitted with the correct markings, lighting, and safety precautions that meet
or exceed the City's public works/traffic requirements. All of our employees are training annually in
chemical application, and are certified spray techs. All crew leaders and irrigation techs are supplied with
the most current smartphones with the ability to call/text information at any time. In addition, they are all
trained in and have the Weathertrak app installed for use at any time. Our irrigation techs go through
annual training in all aspects of irrigation design, installation, and repairs. They are also well versed in all
irrigation controller types, management, and are certified Weathertrak operators, with more than 25 years
of experience.
Our strong management staff includes an Account Manager and a Production Manager, that constantly
*Attach additional pages as necessary.
EXHIBIT D: PROACTIVE APPROACH FORM
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
Contractor Name: Stay Green
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?
see these areas and keep eyes on potential issues before they become one, in taking proactive
approach.
Our constant presence in the SCV at any given time and our well trained staff gives us the ability to
react fast to any situation. We are well versed and experienced in managing the events that often times
require quick reaction to close backflows and/or adjust timers. We believe that these qualities best suit
Stay Green to provide the best possible service and impeccable maintenance for Zone T52.
*Attach additional pages as necessary.
EXHIBIT I: CERTIFICATIONS
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
Contractor Name: Stay Green
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, Level 1— WeatherTrak Basic Systems Training
1. Stay Green CSLB - C27, C-61/D49, License #346620
2. Dave Colburn - Weathertrak (Basic), Recycled Water, QAL #126919, Irrigation Tech, and Spray Tech
3. Jesus Rodriguez - QAC
4. Sean McCormick - Certified Arborist and Tree Risk Assessment Qualification (TRAQ) WE 13274A
5 PCA #73173
6. QAL #98566
7.
F1
a
10.
EXHIBIT J: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 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 25-LMD-106 Zone T52
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: 9/9/2025
*Estimator's Signature: V Date: 9/9/2025
!��*Owner's Signature: Date: 9/9/2025
*All three signatures required
EXHIBIT K: NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS
PROPOSAL # LMD-25-26-06
25-LMD-106 Zone T52 Landscape Maintenance
City of Santa Clarita, California
Contractor Name: Stay Green
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 011185 or 88. The amount of insurance set forth above will be a combined single limit per occurrence
for bodily injury, personal injury, and property damage for the policy coverage. Automobile coverage will
be written on ISO Business Auto Coverage Form CA 00 0106 92, including symbol 1 (Any Auto). Liability
policies will be endorsed to name CITY, its officials, and employees as "additional insureds" under said
insurance coverage and to state that such insurance will be deemed "primary" such that any other
insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO
Form No. CG 20 10 1185 or 88, or equivalent. Such insurance will be on an "occurrence," not a "claims
made," basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written
notice to CITY.
c. Professional liability coverage will be on an "occurrence basis" if such coverage is available, or on a
"claims made" basis if not available. When coverage is provided on a "claims made basis," CONSULTANT
will continue to renew the insurance for a period of at least three (3) years after this Agreement expires
or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect
during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of
any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this
Agreement was in effect.
d. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance
of the insurance required under this Agreement, including endorsements, and such other evidence of
insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must
be placed with California -admitted insurers with (other than workers compensation) a current A.M. Best
Company Rating of at least "A:VII."
e. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation against CITY, its elected
or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of the
workers compensation policy which arise from work performed by CONSULTANT for CITY.
f. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this
Agreement, CITY may obtain such coverage at CONSULTANT's expense and deduct the cost of such
insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to
TERMINATION section. In the alternative, should CONSULTANT fail to meet any of the insurance
requirements under this Agreement, City may terminate this Agreement immediately with no penalty.
g. Should CONSULTANT'S insurance required by this Agreement be cancelled at any point prior to
expiration of the policy, CONSULTANT must notify City within 24 hours of receipt of notice of cancellation.
Furthermore, CONSULTANT must obtain replacement coverage that meets all contractual requirements
within 10 days of the prior insurer's issuance of notice of cancellation. CONSULTANT must ensure that
there is no lapse in coverage.
h. The CITY shall be entitled to any coverage in excess of the minimums required herein.
I have read and understand the above requirements and agree to be bound by them for any work
performed for the City.
Authorized Signature: Date: 9/10/2025
Printed Name: Steve See
NOT'"
STAYG R E E
THE NATURAL CHOICE,
Specialized Maintenance Program - Zone T-52
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sept
Oct
Nov
Dec
Weed Control
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Leaves/Trash/Pruning
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Weekly
Irrigation Inspection
Monthly
Monthly
Monthly
Monthly
Monthly
Monthly
Fertilizer
Spring
Fall
Aeration
Spring
Winter Pruning
Winter
Winter
Winter
Winter
Mowing
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Aphid Treatment
Spring
Summer
Pre -Emergent
Spring
Fall
Mulching
Spring
Spring
Spring
Summer
Summer
Turf Weed Control
N/A
N/A
Spring
Spring
Spring
Summer
Summer
Summer
1.1
IN�Iril■] VT,ra- 6 +a
LANDSCAPE
MAINTENANCE
Legend
iEasement
Turf
Irrigated Landscape
Non -Irrigated
Landscape (Weed
Abatement, Fire
Clearance)
F7
Parcel Outlines
Building Footprints
LIMD Zone T52
Boundary
City of Santa Clariti
Boundary
T-52 Stonecrest Maintenance Rotation
Week 1 Week 2 Week 4 Week 5
Soledad Entrance maintained weekly. Brush clearance to
be maintained throughout the year. Turf mewed weekly
Spring/Summer. Bi-weekly Fall/Winter. Pre emergent
applied 2x per year to slopes per city approval. Drains to
be cleaned per rotation and prior to rain events.