HomeMy WebLinkAbout19C - RFP - PARK LANDSCAPE MAINTENANCE SRVSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
FEBRUARY 22, 2011
TITLE:
REQUEST FOR PROPOSALS FOR
PROVIDING PARK LANDSCAPE
MAINTENANCE SERVICES
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1s` Reading
? Ordinance on 2nd Reading
? Implementing Resolution
? Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the Parks, Recreation and Community Services Agency to issue a Request for
Proposals (RFP) to qualified companies to provide landscape maintenance services at City parks
bike trails, and various City properties.
DISCUSSION
The Parks, Recreation and Community Services Agency (PRCSA) currently contracts with five
landscape maintenance companies to provide landscape maintenance services at all City parks,
bike trails, and various City properties. Staff has been working with our landscape maintenance
contractors to refine the landscape specification to reduce costs while still providing the high level
of landscape maintenance that the community enjoys. The Request for Proposals (RFP) will allow
PRCSA to reduce future maintenance costs and improve inspection efficiencies by grouping
properties in tighter geographic areas by contractor.
The Request for Proposals (Exhibit 1) will solicit proposals from landscape maintenance
companies for the maintenance of all four park maintenance districts and District A, which includes
the Civic Center, Stadium, and the Regional Transportation Center. The RFP will be sent to all five
existing PRCSA contractors, contractors registered with the City's Purchasing Division, and local
landscape companies. The recommended landscape maintenance companies will be submitted
for City Council authorization after the review of proposals has been completed.
19C-1
Landscape Maintenance RFP
February 22, 2011
Page 2
FISCAL IMPACT
There is no fiscal impact associated with this action.
r,
Gerardo Mouet
Executive Director
Parks, Rec. and Com. Svcs. Agency
Exhibit 1: RFP Scope of Work
19C-2
REQUEST FOR PROPOSALS
RFP 11-004 PRCSA
FOR PROVIDING PARK LANDSCAPE MAINTENANCE SERVICES FOR CITY PARKS
KEY RFP DATES:
Issue Date:
Pre-proposal Conference:
Proposal Due Date:
March 10, 2011
March 22, 2011
April 12, 2011
Exhibit 1
19C-3
REQUEST FOR PROPOSAL
Notice is hereby given that sealed proposals will be accepted for providing park landscape
maintenance services for the City of Santa Ana, at the Parks, Recreation and Community Services
Agency, Budget and Accounting Section, 26 Civic Center Plaza. 2"d Floor, Santa Ana, California,
92701 until 4:30 p.m., April 12, 2011. If further information is required, please contact Robert Carroll,
via email at rcarroll@santa-ana.org.
Mailed proposals should be addressed as follows:
Parks, Recreation and Community Services Agency
Budget and Accounting Section M-23
P.O. Box 1988
Santa Ana, CA 92702
Attn: Robert Carroll
or delivery by hand or courier to:
Parks, Recreation and Community Services Agency
Budget and Accounting Section M-23
26 Civic Center Plaza. 2"d Floor
Santa Ana, CA 92701
Attn: Robert Carroll
It is the responsibility of the company submitting a proposal to see that any proposal submitted shall
have sufficient time to be received by the Budget and Accounting Section prior to proposal due date
and time. Late proposals will be returned to the contractor unopened. The receiving time in the
Budget and Accounting Section will be the governing time for acceptability of proposals. Telegraphic,
telephonic and facsimile proposals will not be accepted.
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19C-4
I. REQUEST FOR PROPOSAL TERMS
A. PROPOSAL SUBMISSIONS
Proposals must be submitted to the Budget and Accounting Section in a sealed envelope
labeled with, the name of the company, RFP NO. 11-004 and the proposal due date and time.
An authorized representative of the contractor must sign the proposal.
B. PROPOSAL WITHDRAWAL
Proposals may be withdrawn by written request received before the hour set for the opening.
After that time, the contractor may not withdraw proposals for a period of ninety (90) days
from the date of the opening.
C. LATE PROPOSALS
It is the responsibility of the contractor to see that any proposal submitted shall have sufficient
time to be received by the Budget and Accounting Section prior to the proposal due date and
time. The City shall not be responsible for proposals lost or delayed in the mail. Late
proposals will be returned to the contractor unopened.
D. REQUIRED DOCUMENTS
Contractor must return the following completed documents with their proposal:
• Detailed proposal of services in accordance with the specifications detailed in Exhibit A.
Proposal should include a business plan specifying the resources the contractor will
dedicate to this agreement, including a detailed organizational chart depicting the
organization's hierarchy and each position and number of positions by job classification,
who they report to, different crews, etc. The organizational chart should also depict the ball
diamond infield sub-contractors organizational structure, number of Santa Ana crews,
number of employees, etc. The proposer's business plan should also explain why your
company's organizational structure and number of resources will best be able to improve
the quality of Santa Ana parks.
• The proposal should take into consideration the evaluation criteria included in Section III
and should not exceed 20 pages.
• Proposals should include job qualifications of key contract staff including general manager,
superintendent, supervisor, irrigation specialists, pesticide operators, and lead maintenance
workers.
• Completed Contractor's References form (Section IV);
• Completed Proposal Summary and Deviations from Specifications form (Section V);
• Signed Proposal Form (Section VI);
• Exhibits B, C and D are for reference only, but will be required when a contract is awarded.
Contractor must submit one original and eight (8) photocopies of each proposal offered.
E. RIGHTS RESERVED
The right is reserved by the City of Santa Ana to reject any or all proposals or to waive any
informality or technical defect in a proposal.
F. AGREEMENT
Successful contractor(s) will be required to enter into an agreement with the City of Santa Ana.
The City reserves the right to enter into an agreement with any, all, or none of the contractors
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for a one-year period, with the option of extending the agreement for four additional one-year
terms.
G. SELL OR ASSIGN
The successful contractor shall not have the right to sell, assign, or transfer any obligations
resulting from this proposal without the specific written consent of the City.
H. RECEIVING TIME
The receiving time in the Budget and Accounting Section will be the governing time for
acceptability of proposals. Telegraphic, telephonic and facsimile proposals will not be
accepted.
1. COMPLIANCE WITH LAWS
All proposals shall comply with current federal, state, and other laws relative thereto.
Contractor further agrees that the services proposed comply with all applicable Federal and
State Occupational Safety and Health laws, standards for regulations, and that contractor will
indemnify and hold the City harmless for any failure to conform.
J. REFERENCE TO SUCCESSFUL CONTRACTOR
The terms vendor, supplier, proposer or contractor may be used interchangeably in these
specifications and shall refer exclusively to the contractor(s) with whom the City enters into a
contract.
K. INQUIRIES
Refer inquiries via e-mail to Robert Carroll, rcarroll@santa-ana.org.
L. E-MAIL COMMUNICATIONS
To facilitate the request for proposal process, contractors are required to monitor and respond
to e-mail requests on a daily basis.
M. PRE-PROPOSAL CONFERENCE AND JOB WALK
A pre-proposal conference and job walk will be held at 8:30 a.m. on Tuesday, March 22,
2011 in the Main Library, Meeting Room A, 26 Civic Center Drive, 2nd Floor, Santa Ana, CA.
The pre-proposal conference will last approximately one hour. Immediately following the pre-
proposal conference, staff will conduct a job walk to view key park locations. One follow-up
job walk may be scheduled, if necessary, to address questions submitted via e-mail. Please
RSVP to Robert Carroll, (714) 571-4218, by March 17. All proposers are strongly
encouraged to attend.
N. PRE-QUALIFICATION PROCESS
In addition to submitting all documentation required in this request for proposal, contractors
shall also be required to demonstrate their ability to successfully perform the type of
maintenance work contemplated by this request for proposal, including but not limited to
providing an adequate number of staff, suitable equipment and materials. The contractor shall
be prepared to introduce key staff assigned to carry out the work detailed in the specifications
Exhibit A. Contractor shall also present the contractor's business plan, including the
organizational chart, and prove how the company is the best qualified for this agreement.
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O. SURETY BONDS
Each proposal must be accompanied by a bid bond or a cashier's/ certified check payable to the
City of Santa Ana, in an amount not less than ten percent (10%) of the annual contract price, as
a guarantee that the contractor who submits the successful proposal will enter into the proposed
contract if the same is awarded to him. The successful proposer will also be required to submit
a payment bond an amount not less than fifty percent (50%) of the annual contract price. These
bonds can be broken down by district and only need to be submitted for the districts you are
applying for.
P. REVIEW OF JOB SITE
The Contractor shall be held responsible for carefully reviewing the sites and maps and
verifying all areas of work, prior to proposal submittal.
II. SCOPE
The City is interested in receiving proposals from contractors for providing park landscape services at
the 60 parks and facilities listed in Exhibit F. The detailed specification included as Exhibit A
describes the quality of work that is expected from the contractor. The City reserves the right to
contract with any, all, or none of the contractors who submit base proposals and/or alternate proposals,
and reserves the right to enter into only one agreement with a single contractor.
REQUIRED SUB-CONTRACTORS
Contractor shall enter into separate agreements with one of contractors listed below. These sub-
contractors shall perform specialized maintenance in accordance with the specifications detailed in the
referenced Attachments.
Baseball/Softball Infield Maintenance - Attachment 1
• Major League Softball
621 E. Walnut Ave.
Burbank, CA 91501
(818) 559-8787 office
• Professional Sports Field Maintenance, Inc.
23 Emerald Glen
Laguna Niguel, CA 92677
Phone: (949) 661-0493
Contractor may enter into a separate agreement with an irrigation management and repair company.
This contractor shall perform irrigation management and repair maintenance in accordance with the
specifications detailed in Exhibit A.
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III. EVALUATION OF PROPOSALS
The response to this Request for Proposal should contain documentation of contractor's credentials and
expertise in this field. Consideration will be given to contractors with demonstrable and documented
experience in similar work. An evaluation committee will review the responses received and interview
the companies who submit the most responsive proposals. The following evaluation criteria and
weights will be used to evaluate the bids:
Capability and Experience of Contractor (25%)
1. Ability of contractor and his/her ball diamond infield maintenance sub-contractor to obtain the
staff and equipment necessary to perform specifications as outlined in the contractor's business
plan
2. Ability to provide certified irrigation techs on this job.
3. Training and safety precautions taken to perform specifications
4. Experience of supervisory and management staff assigned to the contract
Past Performances (25%)
1. Past record of performance on contracts of similar size and scope with Santa Ana or other
governmental agencies including such factors as reliability, adherence to specifications and
compliance with contract terms and conditions.
2. Past record of performance on requests for extra work, including ability to accurately bid jobs,
cost competitiveness, and quality of work
3. Acceptable, verifiable references and site reviews
Cost of Proposal (50%)
1. Cost of base proposal
2. Cost of specialized services
FOLLOW-UP OF EVALUATION PROCESS BY CONTRACTOR
Contractors may follow up on the evaluation of the proposals by contacting Robert Carroll, via email
at rcarroll@santa-ana.org.
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IV. CONTRACTOR'S REFERENCES
These sheets must be completed in full and returned with contractor's proposal.
List and fully describe three contracts performed by your company, which demonstrate your ability to
provide services in accordance with the specifications included in this RFP. Attach additional pages if
necessary. The City reserves the right to contact each of the references listed for additional
information regarding your company's qualifications.
Reference No. 1
Customer Name:
Address:
Contact Individual:
Phone Number:
Contract Amount:
Year:
Description of equipment and services provided:
Reference No. 2
Customer Name:
Address:
Contract Amount:
Contact Individual:
Phone Number:
Year:
Description of equipment and services provided:
Reference No. 3
Customer Name:
Address:
Contract Amount:
Contact Individual:
Phone Number:
Year:
Description of equipment and services provided:
19C-9
V. PROPOSAL FORM
The undersigned contractor agrees to provide park landscape maintenance services in accordance with
the specifications. I/We have stated herein the services and fees that I/we will furnish and deliver as
specified. Award shall be based upon the evaluation criteria included in Section III. Where there is a
discrepancy between words and figures, words shall govern.
The City of Santa Ana reserves the right to cancel any agreement in the event that terms of this
agreement are violated.
Name of Contractor
(Person, Firm, Corp.)
Signature of Authorized Rep.
Address
Address
Telephone Number
Name and Title (Please Print)
Date
E-Mail Address
s
19C-10
EXHIBIT A
SPECIFICATION FOR ROUTINE MAINTENANCE
1. GENERAL CONDITIONS
A. FUNCTIONS AND RESPONSIBILITIES
1. City - Director's Authority
The Director is the only person authorized to direct changes in any of the requirements
under the Agreement and, not withstanding any provisions contained elsewhere in the
Agreement, and said authority remains solely in the Director. In the event that the
Contractor effects any such changes at the direction of any person other than the
Director, the changes will be considered to have been made without authority and solely
at the risk of the Contractor. In addition, the Director shall have the authority to
accept/reject materials, workmanship and to make changes in work or schedule, when
the City determines that no extra costs are involved.
The intent of these specifications is known by the City of Santa Ana. Any questions
relating to the interpretation of these specifications must be addressed, in writing, prior
to the start of work. When the performance of the work or completion per schedule is
determined to be sub-standard, the director may recommend that all or a portion of
payment be withheld. Payment to be withheld shall be deducted from the next monthly
payment due, or if the amount is insufficient to cover payment, the Contractor shall be
liable for said deficiency and will be billed accordingly.
The Director, or his authorized representative shall decide all questions, which may
arise as to the manner of performance and completion per schedule, acceptable
fulfillment of the Agreement by the Contractor, interpretation of the specifications, and
compensation, including completion of work by alternate sources.
2. Contractor
a) Local Office
The Contractor shall maintain a physical office within the 714 area code (local
office). The local office shall be open Monday through Friday 8:00 a.m. to 5:00
p.m. with a company representative present at all times. Answering services or
mobile telephones will not be considered a local office.
b) Submittals
Prior to performing, and by the first of every month thereafter, Contractor shall
submit to the Director for approval: 1) a detailed annual, monthly and weekly
work schedule; 2) time sheets of employees assigned to the contract areas; 3)
names and titles of all persons working on the project and their qualifications; 4)
and equipment, materials and/or chemicals to be used on the project. The
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information contained in the above referenced documents shall be updated with
any new information as changes occur. The Director shall be immediately
notified of any changes to the above information.
c) Uniforms and Vehicle Identification
The Contractor shall provide to all field personnel a standard uniform including
but not limited to uniform company hats, collared work shirts, pants, jackets,
vests and ANSI approved safety shoes. All uniforms will be marked with some
form of company logo or other form of identification.
All vehicles and equipment on the project site shall be in operable and working
condition, clean appearance without visible damage, dirt graffiti etc. In
addition, all vehicles shall have the company's name clearly identified on the
right and left side doors.
B. SAFETY REQUIREMENTS
All work performed under this contract shall be completed with maximum safety as the
priority above all other requirements. In the event unsafe work is observed by City staff or
otherwise reported, the Director may at his discretion order Contractor to stop performing
and pay all costs and or damages resulting from the delay.
C. SAFETY NOTIFICATION
If Contractor identifies a potential safety issue, Contractor shall:
1. Notify the public that potentially unsafe conditions exist by installing yellow "Caution
Tape" and "A" frame barricades or equal substitute around the condition.
2. Notify the Director of the condition first by phone and then in writing (e-mail is
acceptable) including digital photographs of the potential safety concern. Once the
Contractor has notified the City and the public of the condition, as specified above,
Contractor shall have no further responsibility regarding the condition.
D. UNDERGROUND ALERT SYSTEMS
Underground Alert Systems (telephone number 1-800-422-4133) must be notified 48-hours
in advance prior to any excavation work. .
E. PROPERTY DAMAGE
Any damage to private property caused by Contractor shall be immediately reported to the
property owner. Contractors shall pay for any damage caused to private property in
performing this agreement.
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F. ACCESS TO PRIVATE PROPERTY
Prior to any work involving private property, the Contractor shall notify the City of the
proposed work and obtain all necessary permits and/or consent required from City and/or
property owner.
G. PROTECTION AND RESTORATION OF EXISTING IMPROVEMENTS
The Contractor shall protect City and/or private property adjacent to work areas including
sprinkler systems, drain pipes, lawns, brick work, plantings, masonry work, fences, walls,
sidewalks, street paving, etc., located on either public or private property. Contractor shall,
at its expense, replace any property that is removed or damaged, other than property pre-
approved for removal.
Contractor shall abide by the City's "Policy for Driving on Park Property" (See Attachment
6).
H. TRAFFIC CONTROL
The Contractor will not interrupt traffic flow on City streets. In situations where it is
necessary to restrict traffic flow, the Contractor will contact the appropriate City
department and obtain all necessary permits and/or consent from the responsible public
agency.
1. MONTHLY REPORTS
Prior to the first day of each month the Contractor shall submit the following reports: 1)
employees daily work schedule by location and crew/task(s); 2) pesticide use report that
was forwarded to the Agricultural Commissioner's Office; 3) irrigation report; and, 4)
"green waste" recycling report.
J. WATER COST
City will pay for water used by Contractor pursuant to this agreement up to a specified
amount detailed in a monthly Estimated Applied Water (EAW) report. Should the amount
of water applied exceed the monthly EAW then the Contractor shall pay the cost of the
excess water.
II. GROUNDS/LANDSCAPE MAINTENANCE SPECIFICATIONS
A. DEFINITIONS
1. "Director" shall mean the Executive Director of Parks, Recreation and Community
Services or designated representative.
2. "Pruning" shall mean the practice of removing lateral shrub or tree branches and may
also be referred to as "trimming."
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3. "Weed" shall mean any undesirable or misplaced plant.
B. SCOPE OF WORK
It is the intent of this agreement to continually improve the quality of the facilities. The
Contractor shall provide all labor, training, materials, tools, equipment, transportation,
hauling, dumping, fertilizers, pesticides, chemicals and other items needed to perform high
quality grounds/landscape maintenance pursuant to the terms defined herein. The
Contractor shall provide all grounds/landscape maintenance at work sites listed herein,
including, but not limited to pruning/trimming, shaping and training of trees, shrubs, and
ground cover plants, removing and controlling weeds, controlling plant diseases and pests;
mowing turf, edging turf and ground cover; irrigating plant material; maintaining and
repairing irrigation systems; removing trash and debris; ball diamond maintenance; picnic
area maintenance; tot-lot maintenance; and, other services required to maintain the work
sites in a safe, attractive and useable condition.
The Contractor shall maintain all plant material in a healthy and beautiful condition using
the best industry/ horticultural accepted standards for growth, color, and appearance as
determined by the Director.
Contractor understands that it is assuming maintenance responsibility of the parks/locations
"as is" and is responsible for improving all aspects of the parks, irrigation system,
hardscape, turf, ground cover, plants and all other areas to the quality described in these
specifications.
C. EXTRA WORK
It is the City's intent to keep parks and other public recreational sites in a beautiful and
exceptionally well maintained condition. It is also the City's intent to continuously
improve parks and public recreational sites. It is with these intents in mind that the
Director may consider authorizing extra work. Extra work will not be initiated without
written authorization. In emergency situations, a not to exceed price may be submitted by
contractor via e-mail/Blackberry for review/approval by City.
The Director may request that the Contractor submit proposals for extra work in order to
improve the grounds-landscape in the contract sites. The Contractor shall submit proposals
using the City's Proposal for Extra Work Spreadsheet (see Exhibit E). The Contractor shall
complete the spreadsheet in its entirety using his/her proposed extra work pricing (that is a
part of this agreement) in order for the proposal to be considered. City reserves the right to
requests materials/equipment receipts with invoices. All labor shall be quoted on a "not to
exceed" basis and City will only pay for labor actually incurred.
D. OUTSIDE OF SCOPE
Damage or malfunction to plant material or irrigation system equipment (from valve to
water meter), with the exception of irrigation heads and lateral lines, by any of the
following may be considered outside the scope of this Agreement:
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(1) Acts of God
(2) Civil Disorder
(3) Vehicle Collision (excluding Contractor and its employees and subs)
(4) Excavation or re-surfacing of the street
(5) Power failures
(6) Underground wiring damage
Contractor will not be considered responsible for replacement. Contractor must prove to
the satisfaction of Director that one of the above occurred in order to be excused from
performing under the Agreement.
1. Scheduling of Work - Routine Maintenance
a) The Contractor shall provide landscape maintenance between the hours of 6:00
a.m. and 6:00 p.m., Monday through Sunday. The schedule may be modified
only with the Director's consent. Landscape maintenance that generates excess
noise cannot begin before 8:00 a.m.
b) The Contractor shall establish schedules of "routine work" to be followed in the
performance of this contract. Schedules listing the name and size of specific
crews performing daily, weekly, monthly, annual and periodic maintenance
shall be submitted to the Director each month. A copy of these schedules shall
be provided to the Director prior the performance, and any changes in
scheduling shall be reported in writing and subject to the approval of the
Director. The schedule shall include days of the week and what person/crew
will be performing specific work in accordance with the specification. Each
person/crew will be identified and list the number of employees by job
classification. Once the initial schedule of "routine work" is completed the
Contractor shall notify the Director in writing before any changes are made.
c) The Contractor shall establish a schedule of renovations, pruning/trimming and
other infrequent operations. A copy of this schedule shall be provided to the
Director prior to performance, and any changes in scheduling shall be reported
in writing and subject to the approval of the Director. Once the initial schedule
is completed the Contractor shall notify the Director in writing before any
changes are made.
2. Work Force
a) Contractor's supervisory personnel (Supervisors) shall have a combination of
five years experience or education in Ornamental Horticulture, Landscape
Architecture, Irrigation Technology or related science. Supervisors shall also
possess landscape/grounds management skills required to implement modern
methods and newly developed horticultural and arboriculture procedures and/or
practices. Supervisors shall accompany the Director on weekly inspection tours
of the contract sites. During the tour the Supervisor shall indicate the work
completed the previous week, any changes that were made or are being
contemplated and the work scheduled for the upcoming week and month.
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b) b) The Contractor shall provide a Certified Irrigation Specialists in each district
who possess, at minimum, a Certificate in "Ornamental Horticulture Certificate
of Proficiency Specialization in Landscape Irrigation" or hold a current
California Landscape Contractors Association "Certified Landscape
Technician" certificate to manage each sites irrigation systems controller
programming, performance and maintenance including, but not limited to,
performing all irrigation checks/report writing and to perform repairs and/or,
modifications to the irrigation system. Your proposal will be evaluated on the
qualifications of this individual and the amount of FTE's you assign to each
district.
c) Director may require Contractor to remove any employee from work sites at his
or her discretion.
3. Materials
a) The Contractor shall submit to the Director a list of all materials and/or
chemicals that may be used pursuant to the terms of this Agreement. The list
shall include Material Safety Data Sheets and chemical analysis where
applicable, recommended usage and any other manufacturers data that may be
pertinent. The list must be submitted before any materials/chemicals are used
pursuant to this Agreement.
b) The materials and chemicals utilized in furtherance of this Agreement shall
comply with the following standards:
(1) All fertilizers shall be complete, furnishing the required percentage of
nitrogen, phosphoric acid and potash to keep lawns, trees, shrubs and other
plants in a healthy and vigorous growing condition.
(2) Pesticides including but not limited to: Insecticides, fungicides, herbicides,
algaecides, aviacides, and rodenticides shall be of the best quality
obtainable and available on the market, properly labeled with guaranteed
analysis, and brought to the job site in the manufacturer's original
container.
(3) Tree stakes, tree ties and guy wires shall be of materials matching those
existing at the work site or as specified by the Director.
4. Trash Disposal and Recycling
All organic waste (including leaves, grass clippings, brush, branches, and tree parts)
resulting from work performed under this contract shall be disposed of pursuant to the
requirements of the Santa Ana Municipal Code (SAMC) Chapter 16. Organic waste
cannot be taken to a landfill. Every month, the Contractor shall submit receipts from
licensed composters/green waste recycling facilities, to the Director listing the tons of
organic waste recycled and the names and addresses of the composting or processing
companies.
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As an alternative, the City will allow Contractor to dispose of green waste and trash in
bins provided by the City. The City will determine the amount of green waste and
trash allowed to be dumped in these bins based on historical amounts. Any additional
disposal fees must be paid by Contractor. At no time will the contractor be allowed to
dispose of trash or green waste that was not collected as part of this contract. If the
City finds that the contractor is disposing of trash from other contracts, the City will
discontinue this service for the contractor and the contractor will be required to pay
for their own trash service.
E. ROUTINE MAINTENANCE
Routine maintenance shall include but not be limited to the following services performed at
the Work Sites listed in Exhibit F.
Turf Care
Turf care shall be differentiated by the two types of turf - "Casual Turf' and "Sport/Priority
Turf (see site maps in Attachment 5 that identify the areas for each type of turf). The
Contractor shall maintain mowers that provide a smooth, even cut without ridges or
depressions and without tearing of the leaf blades (caused by unsharpened mower blades).
Mowing shall be performed at the speed the mowers manufacturer specifies to maximize
quality of cut. Mowing shall be performed with straight and flowing patterns approved by
the Director's Representative. The emphasis will be on quality mowing vs. speed and
unprofessional patterns. From time to time the Director will direct the Contractor to change
mowing pattern to minimize rutting and compaction.
a) Casual Turf Mowing
All "casual" turf (non-sport/priority turf) shall be mowed: 1) weekly May 1
through October 31 and, 2) every other week November 1 through April 30 .
The Contractor shall use a tractor powered reverse flail mower for the larger
open turf areas, a 52" mower and a small walk behind mower for areas between
trees and other park amenities. The Director shall determine height of cut.
String trimmers are not allowed for mowing turf. Any visible clippings shall be
collected and disposed of pursuant to SAMC Chapter 16.
b) Priority Turf Mowing
All "sport/priority" turf as described in Attachment No. 5 shall be mowed once a
week all year. Any visible clippings shall be collected and disposed of pursuant
to SAMC Chapter 16. The Contractor shall mow the sport/priority turf areas at
'/4" to 1" using a power driven fairway reel mower and a walk behind reel
mower along skinned infield brickdust areas, turf infields, turf infield foul areas,
soccer/football fields, soccer/football out of bound areas. The Director's
Representative shall direct the Contractor to mow the sport/priority turf lower
than 1/4" to 1" if necessary. Note that the ball diamond infield maintenance sub-
contractor shall be responsible for mowing turf infields and other designated ball
diamond turf areas. (see Attachment 1).
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2. Edging and Detailing
All edging shall be performed with the use of a McClain's edger or approved
substitute. Stick edgers are not allowed. Contractor shall edge all turf adjacent
to all improved hard surfaces such as concrete, decomposed granite, asphalted
concrete paved areas. Edging/detailing shall be performed at the same time
mowing occurs. Chemical detailing of turf may occur with the Director's
approval. If chemical detailing is performed, the Contractor shall use the string
trimmer to remove the treated turf within one (1) week after symptoms of
phytotoxicity become recognizable.
a) The Contractor shall use the McClain's edger to edge straight lines along
fences, walls, or long flowing arcs. The Director's Representative may require
the Contractor to use string lines to edge straight lines if the Contractor's staff
fails to achieve this quality without this method.
b) The Contractor shall detail around trees, along walls/fences and other park
amenities first using a sharpened shovel cut to establish a concentric round circle
around trees, poles, etc. Once the initial detailed circle is established a string
trimmer may be used to maintain the circle. Should the circle begin to deform
the Director shall direct the Contractor to repeat the detail process.
c) The Contractor shall detail turf not greater than 10" away from walls or
fences. Detail lines shall be made straight and shall be maintained straight. The
Contractor shall, at his own cost, supply top soil and an approved turf seed to
reduce any existing bare soil areas along walls/fences that are greater than 10".
d) Fertilization
(1) Casual Turf - Contractor shall apply fertilizer once per year (first week
of February) per the City's agronomic plan (see Attachment 4).
(2) Sport Turf - Contractor shall apply fertilizer twice per year (first week of
February and with annual renovation) per the City's Agronomic Plan"
(see Attachment 4). If no summer renovation occurs, the second
application shall be applied the first week of July.
e) Irrigation-all turf
(1) Contractor shall ensure irrigation schedules are continually monitored to
provide adequate moisture in the soil for healthy turf, and avoid excess
wet conditions.
(2) Contractor shall not schedule irrigation of sports fields at least 24 hours
prior to the mowing process. During cooler periods of the year avoid
irrigating 48 hours prior to the mow procedures to ensure a quality cut of
the turf.
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19C-18
(3) Under normal conditions the contractor shall not schedule irrigation on
Friday and Saturday nights to avoid wet conditions during weekend
usage. Prior approval will be required to irrigate during weekends to
coordinate with reservations.
(4) Turf areas shall be watered as required by weather conditions to provide
adequate moisture for optimum growth. At no time shall turf areas show
a lack of green color or a loss of resilience due to lack of water. If
Contractor estimates additional water above and beyond the monthly
Estimated Applied Water (EAW) may be needed, he/she shall request
approval from Park Services prior to exceeding the monthly irrigation
budget as detailed in the Monthly Water Conservation Report Estimated
Applied Water (EAW) requirements. Failure to get approval from Park
Services prior to exceeding the monthly irrigation budget will result in
the Contractor to pay for the excess water.
(5) When an irrigation system does not adequately provide water to the turf
area in which it is installed, due to any reason including but not limited
to controller failure, valve failure, broken heads, poor system design,
etc., the Contractor shall provide supplemental irrigation at no extra cost
to the City. The Contractor may use any reasonable means necessary to
uniformly irrigate turf areas.
(6) Should the Contractor not respond to signs of turf stress immediately, the
Director, in his sole discretion, may dispatch his own staff to remedy the
stress and deduct the cost form the monthly invoice submitted by
Contractor.
(7) Automatic irrigation shall be conducted between the hours of 10:00 p.m.
and 4:00 a.m. and shall be programmed not to exceed the EAW. In the
event that Contractors water consumption exceeds the EAW City may
deduct said overages from the Contractor's monthly invoice.
(8) Contractor shall ensure that all staff working on irrigation possess one of
the following certifications:
a. California Landscape Contractor's Certified Landscape Technician
Program
b. Fullerton College Certificate of Proficiency in Landscape Irrigation
c. UC Riverside Certificate in Landscape Irrigation
f) Weed Control-all turf
The Contractor shall keep all turf, casual and sport/priority turf, free of all turf
type weeds, especially Dallis Grass, Goose Grass, Poa Annua, Neddle Grass and
broadleaf weeds at all times. The Contractor shall, along with the monthly
Pesticide Use report, submit a written schedule for weed abatement in turf
specifying the method, day and location where weed abatement will be
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19C-19
performed. The Director's Representative will review and approve written
schedule taking into consideration the park's use.
(1) Contractor shall apply approved pre-emergent herbicides to all turf areas
in order to control the germination of noxious weeds i.e. Dallis Grass,
Goose Grass, Crab Grass, Nutsedge, Plantain, Oxalis, etc.
(2) Should turf type or broadleaf weeds germinate, the Contractor shall
control the weeds immediately upon recognition by way of selective
and/or broad-spectrum post emergent herbicides approved by the
Director.
g) Replanting-all turf
(1) Should turf begin to stress for any reason, Contractor shall begin
applying supplemental water and shall overseed these turf areas using La
Prim XD (spring/summer) or Stover Seed Grand Slam perennial rye
(fall/winter) seed at the manufacturer's recommended rate and process.
(2) Should turf die back to the point where soil is visible, Contractor shall
sod these turf areas using Greg Norman 1 hybrid Bermuda.
(3) The Contractor understands and accepts that at the beginning of the
agreement there may be existing turf areas that are thin or bare. The
Contractor, by entering into the agreement, shall routinely and at no
extra cost to the City, repair thin or bare turf areas by overseeding or
sodding with approved seed or sod until a thick healthy stand of turf is
established.
(4) Contractor also understands and accepts that Santa Ana is a very heavily
used park system, including increased foot traffic, athletic play, and
other uses.
h) Aeration
The Contractor shall aerate all turf areas, casual and sport/priority turf four (4)
times per year in March, June, September, and December. An aerator that will
remove soil plugs and deposit the cores on the surface of the turf shall perform
aeration. Cores shall be pulled to a depth of 6".
i) Sport/Priority Turf
(1) Renovation: Once (1) per year during the spring/summer or the
fall/winter (as determined by the Director) the Contractor shall renovate
sport/priority turf using:
(a) spring/summer - Stovers Seed Company Bermuda Dunes
seed at six (6) pounds per 1,000 square feet in bare areas and four
(4) pounds per 1,000 square feet where turf exists;
(b) fall/winter - Stover Seed Company Grand Slam see at eight
(8) pounds per 1,000 square feet
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19C-20
This shall be accomplished by mowing the existing turf down to '/4"
followed by verticutting (straight blades) to remove thatch. Prior to
seeding the contractor shall have the irrigation system functioning
properly and have a plan to provide supplemental irrigation as necessary
to germinate the seed to 100%. The field shall be top dressed prior to
seeding to provide a 100% flat playing surface.
The Contractor shall guarantee uniform germination/ 100% coverage free
of non-germinated areas within 10 weeks from the time the first
application of seed or will sod any thin or bare areas with Pacific Sod
Greg Norman 1 Hybrid Bermuda sod or Pacific Sod Greg Norman 1
Hybrid Bermuda Sod that has been "cropped over" with perennial rye
grass. Renovation must be completed within three months of field
closure. Director shall determine sod based on availability/season.
(2) Overseeding: Once per month the Contractor shall overseed with at a
rate of one (1) pound per 1,000 square feet by mowing the existing turf
down to 3/4" followed by verticutting (straight blades) to remove thatch.
This overseeding occurs on all priority turf regardless of whether or not a
renovation was completed.
3. Ground Cover Care
a) Edging and Detailing
(1) Ground cover beds shall be maintained within their intended bounds and
edged and/or detailed the first week of every month to keep the beds
looking manicured at all times.
(2) Ground cover shall not encroach into lawns, shrubs, adjacent desirable
bare areas, curbs, wall fixtures, furniture, beneath and/or into other
plants, etc. All sites shall be cleaned following each edging/detailing,
including streets.
b) Mulching of Bare Areas
In all groundcover areas where bare soil is visible or where the groundcover is
thin so the soil is visible, the Contractor shall apply Aguinaga Black Forest
Floor Mulch or approved equal, ''/z" thick minimum quarterly (every third week
of January, April, July, and October) and as necessary to maintain uniform and
complete coverage. Mulch is to be removed and completely replaced with fresh
mulch every July.
c) Fertilization
The Contractor shall fertilize all groundcover areas once per year (first week in
April) per the City's agronomic plan (Attachment 4).
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19C-21
d) Replanting
The Contractor shall be responsible for the complete removal and replacement
of ground cover lost due to normal attrition or due to Contractor's failure to
perform under the terms of this Agreement. City is responsible for cost of
replacing plants lost to vandalism; however, Contractor must prove that it was
vandalism that killed the plant. The plans shall be planted at appropriate
spacing so as to achieve complete coverage once the plant is 2/3rds mature.
Any plants planted by City/others must be maintained by contractor. Contractor
must notify City within 30 days if plants planted by City/others begin to decline.
4. Shrub Care
a) Pruning/trimming
All shrubs growing in the work areas shall be pruned such that the plants remain
in a healthy growing condition. Plant growth shall be maintained to prevent
overgrowth into passageways, walks, streets, view of signs or in any manner
deemed objectionable by the Director. Dead or damaged limbs shall be
removed so that no projections or stubs remain. Pruning/trimming shall be done
by hand shears or loppers in a manner to permit plants to grow naturally in
accordance with their normal growth characteristics. "Box hedging" may be
required on some shrubs, as set designated by the Director. Shear hedging or
severe pruning/trimming of plants, unless authorized by the Director, is not
permitted. Topping of plants whose natural growth stems from the base of the
plant is not permitted. Should the Contractor top, shear hedge or severely prune
plants and disfigure or damage the plants, the Contractor shall be responsible
for replacing those plants with like kind and size as and subject to approval by
the Director.
The Contractor may be requested from time to time to raise the bottom of the
shrubs for security reasons.
b) Replanting
The Contractor shall be responsible for the complete removal and replacement
of shrubs lost due to normal attrition or due to Contractor's failure to perform
under the terms of this Agreement. City is responsible for cost of replacing
plants lost to vandalism; however, Contractor must prove that it was vandalism
that killed the plant. The plans shall be planted at appropriate spacing so as to
achieve complete coverage once the plant is 2/3rds mature. Any plants planted
by City/others must be maintained by contractor. Contractor must notify City
within 30 days if plants planted by City/others begin to decline.
c) Mulching of Bare Areas
In all groundcover areas where bare soil is visible or where the groundcover is
thin so the soil is visible, the Contractor shall apply Aguinaga Black Forest
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19C-22
Floor Mulch or approved equal, ''/z" thick minimum quarterly (every third week
of January, April, July, and October) and as necessary to maintain uniform and
complete coverage. Mulch is to be removed and completely replaced with fresh
mulch every July.
d) Fertilization
The Contractor shall fertilize all shrub areas once per year (first week in April)
per the City's agronomic plan (Attachment 4).
5. Tree Care
a) Height/Quality of Pruning
In the first week of August of each year the Contractor shall routinely Class 1
prune all trees up to a height of fifteen (15) feet. All trees within the scope of
work shall be maintained to keep the natural integrity and shapes of the trees.
Pruning shall be accomplished in a manner that will ensure that each individual
tree is Class I pruned as set forth in the City of Santa Ana Tree
Pruning/trimming and Stump Removal Specifications (see Attachment 3). In
addition, the Director may require the Contractor to remove or prevent
encroachment of trees into the public right of way where the tree blocks vision
or is considered undesirable. Low branches overhanging sidewalks shall be
trimmed to a height of nine (9) feet above finish grade. Young trees needing
pruning/trimming, training, and shaping to develop caliper and a strong
structural framework may have low branching laterals and or appropriate sucker
growth. Contractor shall remove hangers under 15" and fallen limbs 80 lbs. or
less.
b) Staking, Tying and Guying
All trees requiring staking shall be securely staked at all times with stakes and
rubber cinch ties approved by the Director. Rubber hoses and wire are not
permitted ties. All stakes shall be set perpendicular to prevailing winds unless
designated otherwise by the Director. Tree stakes shall also be set a consistent
distance away from the trunk of the tree (minimum six (6) inches) to reduce
abrasion and cell elongation. The tops of all tree stakes shall be removed
approximately three (3) inches above the highest tie to reduce abrasion of main
or lateral branches of the tree.
c) Mulching of Bare Areas
In designated tree ring areas where bare soil is visible the Contractor shall apply
Aguinaga Black Forest Floor Mulch or approved equal '/2" thick minimum
quarterly (every third week of January, April, July, and October) and as
necessary to maintain uniform and complete coverage. Mulch is to be removed
and completely replaced with fresh mulch every July.
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19C-23
d) Hazardous Tree Reporting
In the event the Contractor detects any tree displaying roots heaving or girdling
(either by roots or a foreign material), leaning, broken or hanging limbs, or if
Contractor determines that potential safety hazard may exist Contractor shall
notify the Director by phone within twenty-four (24) hours.
e) Loss of Trees
The Contractor shall be responsible for the complete removal and replacement
of any and all trees lost due to the Contractor's failure to perform under this
agreement. Failure to perform includes but is not limited to, girdling trees with
string trimmers or tree ties, improper planting of new trees, improper
pruning/trimming techniques which disfigure or destroy the trees natural
integrity and shape, or failure to detect and prevent treatable diseases and insect
infestations.
All trees that exhibit the signs of disease or pests, or any other signs of distress
shall be inspected by a Certified Arborist approved by the Director. Contractor
shall treat any tree in decline at no additional cost to City. Should the Certified
Arborist determine that the tree had a terminal disease that the Contractor could
not have treated or prevented, the Contractor shall not be responsible to replace
the tree. However, should the Certified Arborist determine that the tree's
unhealthy condition or death could have been prevented had the Contractor
treated the tree then Contractor shall be responsible for the cost of treatment to
restore the tree to a healthy condition or replace the tree. The latest American
Shade Tree Conference guidelines for value determination will determine the
value of the trees lost.
By entering into agreement with the City the Contractor acknowledges that they
accept the condition of each tree and should a tree go into decline or expire the
Contractor agrees to replace the tree with like species and size or agree that the
City shall withhold payment equal to the value of the tree.
6. Vine Planting, Establishment and Maintenance
a) Planting
Contractor shall continuously plant throughout the year at its own expense 1
gallon Parthenocissus tricuspidata (Boston Ivy) vines at 15' on center along
property walls, building walls, and any other park owned walls until the vines
mature and cover the walls. Note that the Contractor shall irrigate the vines and
fertilize as necessary to promote healthy and vigorous growth. The Contractor
will immediately replace any vine at the Contractor's expense that is lost for any
reason including but not limited to lack of water, vandalism, accidental post
emergent spraying, etc. Planting of vines shall not exceed 300 per year per
district.
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19C-24
b) Contractor shall trim the vine once it reaches the top of the wall or at a specific
height on the wall, as determined by the Director. The Contractor shall keep
vines off telephone poles or other non wall surfaces at all times
7. Weeds, Disease and Pest Control
a) Weed Control
All hardscape areas shall be kept free of weeds at all times. Weeds shall be
removed by hand and/or approved mechanical or chemical methods. Director
may dispatch City staff to remove weeds that reach two (2) inches or greater and
are not removed immediately. In such instance, the cost will be deducted from
the Contractor's monthly invoice.
b) Disease and Pest Control
(1) The Contractor shall inspect on a daily continuous basis all landscaped
areas (turf, trees, shrubs, ground cover, and annual color) for presence of
disease, insect, rodent infestation or any other pests. If any pests, such
as but not limited to, disease, insect, algae, birds, animals, such as
rabbits, squirrels, or rodent infestation (rodents including rats, gophers,
moles, voles, etc.) is discovered, it shall immediately be controlled by
the Contractor at his/her expense using the safest and most expedient
method.
(2) The Contractor is responsible for inspecting all plant material on a
continuous basis and, as necessary, treating plant material to maintain
optimum health of the plants. If any plant material (turf, groundcover,
shrubs, trees) dies without the Contractor diagnosing the plant and
implementing efforts to restore the plant to a healthy and attractive
appearance, the City will assume the Contractor caused the plant death.
Contractor will be required to replace the plant with like species and size
at no extra cost to the City. City is responsible for cost of replacing
plants lost to vandalism; however, Contractor must prove that it was
vandalism that killed the plant. In the case where turf is lost due to pest
damage, the Contractors shall replace the area of turf lost with Pacific
Sod Greg Norman 1 Hybrid Bermuda (during spring/summer) and
Pacific Sod Greg Norman 1 Hybrid Bermuda that has been cropped over
with Perennial Rye grass (during fall/winter).
8. Irrigation System Maintenance
a) General Responsibilities
(1) Contractor's Certified Irrigation Specialist shall use automatic or
mechanical irrigation systems to irrigate all landscape areas detailed in this
Agreement. In the event the existing irrigation system fails to provide full
and proper coverage, the Contractor shall provide alternate irrigation with
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19C-25
full and proper coverage to all areas in the work site at no extra cost to the
City.
(2) Newly planted trees, shrubs, ground cover and turf shall receive adequate
water to promote normal healthy growth. Proper berms or basins shall be
maintained during plant establishment period.
b) Operation of Automatic Irrigation Controllers
Where the operation of automatic irrigation controllers is required, the
Contractor shall:
(1) Not duplicate any coded City key furnished by the Parks, Recreation and
Community Services Agency for access and operation of the controller.
(2) Surrender all keys furnished by the Parks, Recreation and Community
Services Agency at the end of the contract period or at any time deemed
necessary by the Director to prevent serious loss to the City of Santa Ana.
(3) Protect the security of City property by keeping controller cabinet and
building doors locked at all times.
(4) Refrain from using locked premises for storage of materials, supplies or
tools, except as approved by the Director.
(5) Program normal irrigation between the hours of 10:00 p.m. and 4:00 a.m.
unless alternative hours are approved by City.
c) Water Conservation
(1) The Contractors Certified Irrigation Specialist shall meet once a month
with Park Services to review the City's Monthly Water Conservation
Report to discuss water conservation strategies. These discussions may
include, but not be limited to, the Contractor turning off irrigation systems
during periods of rainfall and times when suspension of irrigation is
desirable to conserve water while remaining within the guidelines of the
EAW.
(2) When Park Services determines that plant material (turf, groundcover,
shrubs, and trees) must be irrigated, all controllers shall be activated within
twenty-four (24) hours.
d) Inspection and Reporting
(1) The Contractor shall physically inspect the operation of all irrigation
systems once a month and prepare a written report specifying park name,
controller location/name, start times, run times, program name, station
number, and repairs needed. The Contractor shall maintain all sprinkler
systems using City standard irrigation products and details. All repairs
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19C-26
shall be to City specifications and details. Repairs to irrigation heads shall
be with matching precipitation nozzles. Contractor shall ensure that
excessive over spray/runoff into street right-of-ways or other areas not
intended to receive irrigation is controlled. The Contractor shall repair at
his own expense any irrigation head and lateral line rendered inoperable or
malfunctioning due to attrition, vandalism, etc.
(2) Contractor shall perform a visual inspection of all irrigated areas once per
week. All areas receiving marginal coverage shall receive supplemental
irrigation by being irrigated by a portable irrigation method. The
contractor shall furnish all portable hoses, nozzles, sprinklers, etc.,
necessary to accomplish this additional irrigation. Care shall be exercised
to prevent a waste of water, erosion, and/or detrimental seepage into
existing underground improvements or structures.
e) Repairs
The Contractor shall be responsible for repairs to all irrigation heads, swing
joints and lateral lines as a part of this agreement. The Director will be
responsible for repairs to the irrigation system from the valve to the water meter.
9. Hardscape Maintenance
a) All paved areas, including but not limited to paved parking lots, curb gutters,
pool decks, stamped or other enriched hard surface areas, shall be thoroughly
cleaned once every other week between Monday and Friday. Vacuums,
blowers, sweepers or other approved equipment may be used to clean hardscape
areas. Debris shall not be blown or swept onto adjacent streets or property. All
debris must be picked up by the Contractor and removed from the site. Debris
and litter that shall be cleaned includes, but is not limited to, leaves, twigs,
branches, trash, sand gravel, and worn asphalt. The City shall approve any
equipment that is to be used for cleaning hardscape.
b) Picnic facilities and park benches, including but not limited to picnic tables,
barbecues, benches, concrete pads and shelters shall be continuously maintained
in a safe and clean condition.
c) Pavement cleaning - Contractor shall perform pressure washing quarterly
(second week of January, April, July and October) to remove dirt, stains, gum,
tar, etc. from all paved pedestrian surfaces including sport courts, sidewalks,
picnic pads, paved areas around buildings, pedestrian crosswalks in streets that
are concrete or pavers, etc.
d) Site amenity cleaning - Contractor shall perform pressure washing of site
amenities, such as but not limited to, picnic tables, park benches, skate park,
walls, planters, raised curbing, railing, exterior of buildings, overhead shelters,
etc.
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19C-27
(1) All picnic amenities (picnic tables, b.b.q.s, picnic shelters, concrete picnic
pads, etc.) and park benches shall be cleaned every day Monday through
Sunday to assure that all trash, stains, spills, debris, glass, staples, nails,
tape, wire, etc. is removed.
(2) All picnic concrete paved areas and b.b.q.'s, park bench areas, patio areas,
and areas adjacent building entrances shall be cleaned once a month using
high pressure cleaning equipment.
(3) All barbecues shall have ashes, charcoal or any other materials removed
once a week. Contractor shall paint the exterior of the b.b.q.'s and the post
with heat and rust resistant flat black paint whenever rust appears.
e) All parks with flagpoles shall have an American flag displayed at all times. The
Contractor shall visually inspect the flag every day to assure it is in good
condition. Should, in the opinion of the Director, the flag not be in good
condition (faded, discolored, torn and/or having holes) Contractor shall
immediately request from the Director a new flag. Contractor shall raise the
new flag immediately upon receipt from the Director.
0 Drinking fountains shall be cleaned, sanitized and unplugged on a continuous
basis. The Contractor shall use approved germicidal cleaner and products to
assure that drinking fountains are clean and polished. The Contractor shall
remove all mineral build up, algae, stains, etc. The Contractor shall achieve this
level of quality using a combination of cleansers, metal polish product, hand
and/or power tools. Should the drinking fountain be so plugged that dismantling
the fountain is required the Contractor shall notify the Director immediately so
City staff can make the repair.
10. Playground/Tot-Lot Areas
a) The Contractor shall provide maintenance of all playground/tot-lot sand and
rubberized areas once a week. Maintenance shall include, but not limited to,
loosening of compacted areas, re-grading sand/wood chips areas to level
condition (eliminating ruts, depressions, build up areas, etc.), sifting of
sand/wood chips to assure that debris and any other foreign objects are
removed, removal of weeds, removing sand/wood chips on sidewalks
surrounding the playground/tot-lot, eliminating berms (including pre-existing)
in the turf surrounding the playground/tot-lots (high pressure water blasting or
sod cutting, leveling and re-sodding are approved methods), and trash and other
undesirable material. Rubberized fall areas shall be cleaned of sand/wood chips
and debris daily. Any sand/wood chips that accumulates on the rubberized
surface shall be reused. Sand/wood chips and debris on the playground
equipment shall be removed.
b) The City shall be responsible for all playground equipment and tot-lot area
safety inspections.
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19C-28
11. Ball Diamond Maintenance
The Contractor shall retain a sub-contractor to provide ball diamond infield
maintenance as set forth in Attachment 1.
a) Baseball Perimeter Maintenance
Ball diamond perimeter maintenance shall be performed daily. Ball diamond
perimeter maintenance shall be defined as all areas outside the field of play and
sideline/dugout areas where coaches, players and others associated with the
game gather. Ball diamond perimeter maintenance areas shall include but is not
limited to grandstands, areas around concession stands, fence lines, warm-up
areas, etc. The work that shall be performed on a daily basis shall include
picking up trash and debris, blowing off areas/hosing down areas using a high
pressure nozzle to remove brick dust, stains and/or all other foreign material,
such as sunflower seeds or peanut shells, so that all areas, including pavement
and landscape areas, are 100% free and clean.
b) Daily Outfield Maintenance
(1) Irrigation checks and repairs to assure that irrigation heads are at the
proper grade to avoid injury to players who may fall on them and that no
"slippery" areas exist.
(2) Fill in of divots and depressions and all uneven areas with #20 white silica
sand, organic compost mixed with LaPrima XD Bermuda grass seed
during the spring/summer and Stover Grand Slam perennial rye grass seed
during the fall winter to re-establish the areas.
(3) Level fence line areas using a rock or leveling rake.
(4) Level and drag warning track areas using nail drag followed by finishing
drag mats. Contractor shall apply new brick dust to fence lines and
warning tracks as necessary to maintain consistent %2" layer of brick dust
in these areas.
c) Weekly Maintenance
(1) Contractor will then edge the fence lines and warning track to achieve
crisp straight lines and a smooth crisp arc where the brickdust warning
track meets the sport turf.
d) Annual Maintenance
(1) Top dress outfield turf using Santa Ana mix or approved product. Apply
with an approved top dressing machine that will achieve a level playing
surface. (The "Santa Ana Mix" is sold by AG Organic, Riverside. The
specification is: AG Organic Company Organigro Seed Topdress
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19C-29
premixed w/California Organic Fertilizer, Inc. Phyta Boost Plant Food 7-1-
2 (33cy of Organigro Seed Topdress +700#'s 7-1-2 Phyta Boost per Acre)).
e) Non-recurring maintenance:
(1) During inclement weather the Contractor shall work to reopen baseball
fields as soon as possible. The Contractor shall use Diamond Dry or an
approved equal to warning tracts and fence lines. In addition, the
Contractor shall use hand pumps or any other reasonable method necessary
to drain water off the field.
12. Soccer /Football Field Maintenance
a) All soccer/football fields shall be inspected every day, Monday through Friday.
Contractor shall look for divots, depressions, debris, and other turf marring
conditions. If discovered, the Contractor shall fill in divots and depressions
with 420 white silica sand mixed with LaPrima XD Bermuda grass seed during
the spring/summer and Stovers Grand Slam perennial rye grass seed during the
fall winter to re-establish the areas.
b) Areas of the field where turf has been worn away due to play shall be raked,
dragged and leveled each day to provide a level-playing surface free of divots,
depressions and uneven surfaces. The Contractor shall add approved topsoil to
these areas as necessary to keep the areas level and safe.
c) Annually, the Contractor shall top dress outfield turf using Santa Ana mix or
approved product. Apply with an approved top dressing machine that will
achieve a level playing surface.
d) The Dan Young Soccer Complex and Santa Ana Stadium Field Synthetic Turf:
Contractor shall remove all debris from synthetic turf fields daily. City crews
will provide the daily field grooming.
13. Sport Court Maintenance
a) All sport courts shall be blown off weekly . Courts and fence lines shall be
completely free of dirt, debris, etc.
b) All tennis courts shall be washed down every other week to remove dust, gum
and stains. The courts shall have water removed immediately following the
washing down.
c) All basketball and volleyball courts shall be washed down monthly to remove
dust, gum and stains. The courts shall have water removed immediately
following the washing down.
d) Contractor shall replace tennis and basketball nets when they become worn.
The City shall furnish nets.
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19C-30
14. General Maintenance and Clean-up For All Parks and Contracted Sites
a) All trash and debris on the ground or in trash receptacles shall be removed
from all worksites each day Monday through Sunday before 12:00 p.m. This
includes all landscape areas, paved areas, street curb gutters, flood control
channels, etc. Trash shall consist of all items 80 lbs. or less. All trash
receptacles and lids shall be wiped clean continuously as stains appear.
b) The contractor shall rake, hand remove, or vacuum leaves that are not
absorbed by planting. This shall be done as often as required to maintain a neat
appearance.
c) After heavy windstorms or other inclement weather that impacts sites under
this agreement, the Contractor shall bring in extra staff to clean all parks areas
within two (2) days at no cost to the City. Debris, such as but not limited to,
litter, fallen branches, trash, limbs, branches, soil erosion, (80 lbs. or less) etc.,
shall be removed from the worksites.
d) The Contractor shall keep sidewalks and all other paved areas swept and free
of any debris, dirt, glass, weeds, leaves, etc. at all times.
e) Drain inlets shall be checked and if necessary cleaned once per day to avoid
flooding of areas during inclement weather.
15. Other Requirements
a) Work Not Scheduled
The Director may delete a portion of or the entire work site from contractual
maintenance during a construction period or any period where the Director
determines that work cannot be scheduled. The deletion of this portion of work
will be reflected as a reduction in the monthly payment to the Contractor. The
amount of reduction will be based on the percentage of area involved and will
be determined by the City.
16. Special Maintenance
In addition to the standard Grounds-Landscape Specification the following special
maintenance shall be performed.
a) Downtown Civic Center Grounds and Landscape - The Downtown Civic
Center Area is the home of federal, state, county and city government for
Orange County. The classification of maintenance required at this site is
considered "high-end commercial."
(1) All pedestrian hardscape areas, including but not limited to, plazas,
malls, sidewalks, pedestrian street crossing, vehicular drop-off areas, etc.
shall be blown and/or swept clean daily Monday - Friday. Contractor
is not responsible for blowing parking lots, only litter removal.
Contractor is not responsible for pressure washing.
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19C-31
(2) All site amenities, including but not limited to, signage, benches,
hand railing, electrical boxes, public telephones, newspaper machines, ,
cigarette urns, light bollards, etc. shall be completely wiped clean with a
germicidal cleanser and polished continuously as stains and dust appear.
(3) All trash receptacles shall be emptied daily seven (7) days per week
and replaced with new trash liners. The Contractor shall install trash
liners so as not to be seen on the exterior of the receptacles. The
Contractor shall be responsible for replacing missing trash receptacle lids
and interior waste receptacles when missing. Lids and interior waste
receptacles shall be provided by the City. Lids shall be completely
wiped clean with a germicidal cleanser and polished continuously as
stains appear.
(4) All cigarette urns shall be sifted daily Monday, Wednesday and
Friday. The sand in the cigarette urns shall be fresh and leveled.
Contractor shall replace cigarette urn sand with #20 white silica sand
once per month.
(5) All drinking fountains shall be completely wiped clean with a
germicidal cleanser and polished to a high luster with an approved
product on Monday, Wednesday and Friday of each week.
(6) All trees below 15' shall be pruned four (4) time per year (first week
in January, April, July, and October) using hand shears and loppers. The
intent is to prune the plant material without the average lay person
noticing the cuts.
(7) All shrubs requiring hedging shall be trimmed every two weeks.
(8) Replace all 52 state flags in the Plaza of the Flags the first week of
January and July of each year. Flags to be provided by City.
b) All turf in the Civic Center area is considered priority turf.
c) Perennial/Annual Color
All perennial/annual color beds shall be maintained and planted/rotated
three (3) times per year (first week of January, May and September) as
detailed in Attachment 2.
d) Fertilization
(1) Cyads and Palms shall be fertilized two (2) times per year (first week
in March and September).
d) Santa Ana Stadium - The historic Santa Ana Stadium is a premier youth
football and soccer venue. In addition to the standard Grounds-Landscape
Specification the following special maintenance shall be performed.
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(1) All pedestrian hardscape areas, including but not limited to,
grandstand bleachers, ramps, tunnels, and sidewalks, shall be blown
and/or swept clean daily seven (7) days per week.
(2) All parking lots, safe dispersal areas, vehicular drop-off areas, etc.
shall be blown and/or swept clean once per week (Thurdays). Trash
shall be picked daily.
(3) All site amenities, including but not limited to, signage, player
benches, hand railing, , public telephones, etc. shall be completely wiped
clean with a germicidal cleanser and polished to a high luster with an
approved product on Friday of each week.
(4) All grandstand bleachers shall be inspected continuously and wiped
clean as stains and dirt appear.
(5) All turf in the Stadium area is considered priority turf.
e) City of Santa Ana Corporation Yard - The Corporate Yard is the city's
maintenance operation center. In addition to the standard Grounds-Landscape
Specification the following special maintenance shall be performed.
(1) All trash receptacles shall be emptied daily five (5) days per week
Monday - Friday and replaced with new trash liners. The
Contractor shall install trash liners so as not to be seen on the exterior
of the receptacles. The Contractor shall be responsible for replacing
missing trash receptacle lids and interior waste receptacles when
missing. Lids and interior waste receptacles shall be provided by the
City. Lids shall be completely wiped clean with a germicidal cleanser
continuously as stains and dirt appear.
(2) All cigarette urns shall be sifted Tuesday and Thursday. The sand
in the cigarette urns shall be fresh and leveled. Contractor shall
replace cigarette urn sand with #20 white silica sand once per month.
f) Regional Transportation Center - In addition to the standard Grounds-
Landscape Specification the following special maintenance shall be performed.
g) Santiago Nature Reserve Area - In addition to the standard Grounds-
Landscape Specification the following special maintenance shall be performed.
17. City Inspection
a) The Director or his designated representative shall regularly inspect the
parks, playgrounds, fields and all other City property subject to this Agreement.
If said inspection results in discovery of work that is not performed in the
manner, and to the professional degree set forth in the Specifications, Contractor
agrees that the City shall deduct from Contractor's next monthly payment, the
City's actual or estimated cost of performing the work to bring the property into
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19C-33
conformance with the specifications. Additionally, City shall impose liquidated
damages of up to $300.00 per inspection, per park, per day not meeting the
specifications during any such inspection.
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ATTACHMENT NO. 1
SUB-CONTRACTOR
BALL DIAMOND IN-FIELD MAINTENANCE
1.0 Scope of Work
1.1 State of California Licensed C-27 Contractor specializing in Ball Diamond In-Field
Maintenance shall provide in-field brickdust maintenance for thirty two (32)
Baseball/Softball Diamonds per the specifications and conditions listed below:
2.0 Ball Diamond Locations and Quantities/Types of Diamonds at Each Site
2.1 Adams Park
2.1.1 One (1) 60' base path Little League diamond with skinned brickdust
infield.
2.2 Cabrillo Park
2.2.1 One (1) 80'/90' base path Little League Junior/Senior diamond
with skinned brickdust infield.
2.3 Centennial Park
2.3.1 Two (2) 60' base path Girls Softball/Major Little League diamond
with skinned brickdust infields.
2.4 Delhi Park
2.4.1 One (1) 60' base path Little League diamond with skinned brickdust
infield.
2.5 El Salvador Park
2.5.1 Two (2) 60' base path Little League diamond with skinned
brickdust infields.
2.5.2 Three (3) base path T-Ball diamonds with skinned brickdust
infields.
2.6 Heritage Park
2.6.1 One (1) 60' base path Girls Softball/Major Little League diamond with
skinned brickdust infield.
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2.7 Jerome Park
2.7.1
2.7.2
2.8 Madison Park
2.8.1
2.8.2
One (1) 80'/90' base path Little League Junior/Senior diamond
with skinned brickdust infield.
Two (2) 60' base path Little League diamond with skinned
brickdust infields.
One (1) 60' base path Major Little League diamond with skinned
brickdust infield.
One (1) T-Ball diamond with skinned brickdust infield.
2.9 Memorial Park
2.9.1 One (1) 80'/90' base path Little League Junior/Senior diamond
with skinned brickdust infield.
2.9.2 One (1) 60' base path Little League diamond with combination
turf/brickdust infield.
2.9.3 Two (2) 60' base path Little League diamonds with skinned
brickdust infields.
2.10 Morrison Park
2.10.1 One (1) 60' base path Girls Softball/ Little League diamond with
skinned brickdust infield.
2.11 Portola Park
2.11.1 One (1) 60' base path Girls Softball/ Little League diamond with
skinned brickdust infield.
2.12 Riverview Park
2.12.1 One (1) 60' base path Major Little League diamond with skinned
brickdust infield.
2.12.2 One (1) 60' base path Major Little League diamond with sport turf and
brickdust infield.
2.12.3 One (1) Minor Little League diamond with sport turf and brickdust
infield.
2.12.4 One (1) T-Ball Little League diamond with sport turf and brickdust
infield.
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2.13 Rosita Park
2.13.1 One (1) 60' base path Major Little League diamond with sport turf and
brickdust infield.
2.14 Santiago Park
2.14.1 One (1) 60' base path Girls Softball diamond with skinned brickdust
infield.
2.15 Thornton Park
2.15.1 Three (3) 60' base path Girls Softball diamond with skinned
brickdust infield.
2.16 Windsor Park
2.16.1 One (1) 60' base path Girls Softball diamond with skinned brickdust
infield.
32 Total diamonds at 16 park sites.
3.0 Schedule of Work to be Completed
3.1 Adams Park:
Cabrillo Park:
Centennial Park:
Delhi Park:
El Salvador Park
5 Days per wk, Feb 1 st to July 15th
1 Day per wk, July 16th to Jan 31St
5 Days per wk, Feb 1St to July 15th
1 Day per wk, July 16th to Jan 31St
5 Days per wk Feb 1 st to April 31 st
1 Day per wk May 1St to Jan 31St
1 day per wk Year round
5 Days per wk, Feb 1St to July 15th
1 Day per wk, July 16th to Jan 31st
Heritage Park: 1 Day per wk Year round
Jerome Park: Field # 1
5 Days per wk, Feb 1St to July 15th
1 Day per wk, July 16th to Jan 31St
Field #2 & #3
1 Days per wk Year round
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Madison Park: 5 Days per wk , Feb 1St to July 15th
3 Day per wk, July 16th to Jan 31St
Memorial Park: 5 Days per wk, Feb 1St to July 15th
1 Day per wk July 16th to Jan 31 st
Morrison Park: 3 Days per wk, Feb 1St to July 15th
1 Day per wk July 16th to Jan 31 St
Portola Park: 3 Days per wk, Feb 1St to July 15th
1 Day per wk, July 16th to Jan 31 st
Riverview Park: 5 Days per wk, Feb 1St to July 15th
3 Day per wk, July 16th to Jan 31st
Rosita Park: 5 Days per wk, March 1St to July 30th
1 Day per wk, July 30th to Feb 28th
Santiago Park: 5 Days per wk Year round
Thornton Park: 5 Days per wk Year round
Windsor Park: 3 Days per wk Feb 1St to July 15th
1 Day per wk July 16th to January 31st
4.0
Field Composition Mix (Brickdust) To Be Used When Maintaining In-fields.
4.1 Field In General
4.1.1 When adding field composition mix (brickdust) to any City of Santa Ana
ball field, the specific type of material to be used is: Pro Gold Infield
Mix with stabilizer from Gail Materials (951) 279-1095.
4.2 Pitchers Mound/Home Plate/Basepath Areas
When adding a mix with a higher clay composition material to any pitcher's
mound/home plate/base-path area, the specific type of material to be used is: Hill
Topper Home Plate and Mound Mix.
5.0
Equipment
The contractor shall provide and have "on hand" at all times during the brickdust maintenance
operation the following equipment.
5.1 Utility Vehicle
Small tight turn radios (13') vehicle designed especially for this type of work. This
vehicle shall have the capability to make circle and figure eight patterns completely
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19C-38
within the skinned brickdust infield area and not trespass onto adjacent turf areas.
Vehicles manufactured by John Deere, Ryan, Toro and Daihatsu may be acceptable.
5.2 Drags
5.2.1 Scarifyin Drag: Used to scratch up or loosen up the skinned area. The
drag shall be made of heavy-duty steel capable of carrying additional
weight (`s). Digging teeth shall be hardened and pointed and be ''/z" in
diameter. Pull chain shall be included.
5.2.2 Cutting and Leveling Drag: Used to level and backfill low spots in the
skinned area. The leveling drag and cutting blades shall be made of
galvanized steel. This drag shall feature cutting blades that are
adjustable and capable of cutting down dirt build-up (high spots) and
depositing dirt into holes (low spots) creating a smooth and level playing
surface. Pull chain shall be included.
5.2.3 Grooming or Finish Drag: Used to complete dragging procedure on a
daily basis and lighter/gentle movement of brickdust. This drag shall be
galvanized metal "door-mat" link. Pull chain shall be included. Drag
shall be 6' in length by 6' in width.
5.3 Other Equipment
5.3.1 Hand Tamp: 20 lb. variety with 48" min. handle. Used to compact worn
areas around bases, home plate and pitching mound.
5.3.2 Plastic Sheeting and Duct Tape: Used to wrap hand tamp head and help
prevent wet clay from sticking.
5.3.3 Grade or Grooming Rake: Used to rake and fine level areas. Shall be
made of aluminum, 36" wide and a 6' handle.
5.3.4 Heavy Duty Shovels: Used to move material. Round/Square Point and
Scoop shovels.
5.3.5 Heavy Duty Hose: Used to water down skinned area. Shall be 3/4" to
1" top quality construction with 225-psi working pressure. Leaks of any
kind are not permitted. Contractor shall have a minimum of 175' of hose
on hand at all times.
5.3.6 High Pressure Nozzle: Attached to hose. Use to spray down brickdust
and push excess brickdust off turf edges.
5.3.7 Industrial Push Broom: Used to remove excess brickdust from turf
edges. Shall be 24" min. wide with heavy-duty dual weight bristles.
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5.4 Wet Conditions Equipment" (Add to equipment above)
During periods of inclement weather or when the areas are wet the contractor shall have
"on-hand" during all brickdust maintenance operations the following items:
5.4.1 Squeegee: Used to push/squeeze water off wet areas or into dry areas or
drains. Shall be 24" to 36" wide with neoprene blade and
magnesium/aluminum head.
5.4.2 "Super Sopper": Used to collect standing water in brickdust areas. Shall
be drum type with exterior sponge and arm holding drum.
5.4.3 Diamond or Beckson Pump: Used to remove standing water in brickdust
areas. Shall be plastic with flexible piston and value.
5.4.4 Infield Sopper with Wringer and Bucket: Used to collect standing water
in brickdust areas. Sopper shall be geotextile-covered sponge typical for
absorbing chemical spills.
6.0 Meetings
6.1 Contractor shall provide City of Santa Ana staff with a contact person and a phone
number to reach the contact person from the hours of 6:30am - 5:00pm, Monday -
Saturday.
6.2 Contractor shall appoint and identify to City of Santa Ana staff a "site supervisor". This
site supervisor shall meet with staff one (1) time per week at a time and place agreed
upon by both parties for as long as the contract is in effect to discuss any
problems/concerns that may arise and any goals for the day/week.
6.3 In November of each year for as long as the contract is in effect, Contractor shall
personally meet with staff, along with the designated site supervisor, to discuss and
outline schedules for "Annual Renovations" (listed in Section 10.0).
7.0 Daily Infield Maintenance
7.1 General
7.1.1 Contractor shall remove all litter, broken glass and hazardous debris
from infield and dugout areas.
7.1.2 Contractor shall keep brickdust and dugout areas in a weed free
condition.
7.1.3 Contractor shall hose and/or sweep and hose out all dugouts so they are
100% free of brickdust or any other debris.
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19C-40
7.2 Maintenance Procedure
7.2.1 Retain smooth and level playing surface, using the following daily
procedure. The contractor shall remove all bases before beginning any
work on in-field and re-install after all work on in-field is completed.
7.2.2 After removing all bases, the contractor shall scrape/wire brush all base
post anchors and base inserts. This will help facilitate the base removal
and installation.
7.2.3 The Contractor shall rake/shovel loose material from high spots back
into low spots/worn areas on running paths, sliding zones, and any other
low spots/worn areas appearing on the field before any watering or
dragging shall take place
7.3 Home Plate Area/Batters Box Area Holes
7.3.1 Sweep/Rake away all loose brickdust.
7.3.2 Wet area until moist.
7.3.3 Scarify area (`s) [batters box hole(`s)] with shovel. This will help the
mix bind better.
7.3.4 In a 5 gallon bucket mix "mound mix" with water to desired consistency.
Do not use infield mix for this purpose.
7.3.5 Backfill "mound-mix" material into hole(`s).
7.3.6 Tamp the area firmly with steel tamp.
Note: The tamp will be most effective if you cover the bottom
with plastic. Tape the plastic to the tamp handle. The
plastic keeps the clay from sticking to the tamp's bottom.
7.3.7 After tamping and compacting the "mound mix" covers areas with
infield brick dust.
7.4 Pitcher's Mound
7.4.1 Follow same procedure for repair of home plate/batters box area utilizing
dry "mound mix" for this purpose. Do not cover with infield mix.
7.4.2 Add to the above the following: Rake all loose material from bottom to
top and cover with "Mound Mix".
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19C-41
7.5 General Brickdust Skinned Infield Areas
7.5.1 After raking/shoveling loose material from high spots back into low
spots/worn areas on running paths, sliding zones, and any other low
spots/worn areas appearing on the field, the Contractor shall fill all
remaining low spots with new Gail Materials "Pro Gold with Stabilizer"
brickdust from stock and make level.
7.5.2 The contractor shall clean all excess brickdust beneath or next to the
backstop, dugout chain link fencing and/or infield chain link fence lines
so that the infield brickdust is level with the dugout pavement and
pavement outside the infield.
7.5.3 Lightly water entire infield before dragging.
Note: Watering shall penetrate brickdust to a minimum depth of
1/8" deep min. This process is crucial to keeping
brickdust in place and not going air borne.
7.5.4 Drag infield utilizing small utility vehicle as specified with "grooming or
finishing drag". Circular or figure eight drag patterns shall be used (see
details 1-A & 1-B). Alternate drag patterns or reverse direction of drag
patterns daily to avoid ruts and high/low areas. Speed of drag procedure
shall not exceed 7 mph.
7.5.5 When dragging the skinned infield, the contractor shall stay away from
all turf edges a minimum of 18". This will help in avoiding lips at
brickdust/turf edges. This 18' gap shall also apply to all backstops and
chain link fence areas.
7.5.6 Contractor shall hand rake all base paths on combination turf/brickdust
infields.
7.5.7 When the dragging process is complete, the contractor shall stop the drag
in a different location daily. This will stop the accumulation of brickdust
in focused areas. At this time roll-up the drag, place it on the vehicle and
remove all debris accumulated in the drag at this snot and rake out
material emptied from drag.
7.5.8 After dragging, hand rake the 18" edges using the "grade or grooming
rake". The rake shall be held at an angle as to not push brickdust
onto/into turf areas.
7.5.9 After raking the 18" edges, the contractor shall clean all excess brickdust
on the turf edges utilizing a high pressure water nozzle or heavy duty
broom. NO brickdust shall be permitted on the turf edges at any time.If
in the determination of City staff, an unsafe lip situation exists (an unsafe
lip is ''/z" or greater) in any turf/brickdust border area infield to brickdust,
base-paths or brickdust to outfield), contractor will be required to
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19C-42
remove or level the soil build-up with a sod cutter and re-establish the in-
field boundaries with a string line or suitable method and re-sod up to the
border to remedy the situation at contractors expense. Pre-existing
conditions shall be corrected during contract start-up.
7.6 Final Watering
7.6.1 This is the most time consuming and a very important element of the
procedure.
7.6.2 The contractor shall final water the skinned brickdust to a depth of '/4"
minimum.
8.0 Rainy Weather/Wet Field Procedure
8.1 On the next scheduled working day after a rainfall, the following procedure, in the order
listed, shall be adhered to:
8.1.1 Remove all standing water from low spots either by skimming off excess
water and spreading it out to dry areas or using a pump/sopper system.
8.1.2 Rake out (scarify) wet areas.
8.1.3 Apply Dry Gail Materials "Pro Gold with Stabilizer" Brickdust Materials
from stock to all Wet Areas and Rake Out.
9.0 Work to be Completed "BI-MONTHLY"
9.1 To maintain levelness of all fields, contractor shall, once every two months, scarify drag
built up amounts of materials at high spots and cut and level drag the scarified material
to low spots. The Contractor shall fill any remaining low spots with new Gail Materials
"Pro Gold with Stabilizer" brickdust from stock and make level.
Note: Staff shall identify areas to scarify/cut and level drag to
the contractor at weekly meetings with contractors
appointed site supervisor (as per section 6.2 of contract).
9.2 Heavy water scarified and cut and leveled areas to a ''/s" min. depth and allow settling in
before play on field.
Note: Due to heavy watering and its need to settle before play,
staff shall provide a schedule of bi-monthly scarify/cut
and level drag dates to contractor.
10.0 Work to be Completed "ANNUALLY"
10.1 Each year, the following renovation is to be done on all fields in conjunction with the
City's Annual Sports Turf Renovation Schedule. Fields renovated may change from
year to year.
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19C-43
10.1.1 Contractor shall laser grade each ball diamond. Contractor shall scarify
drag built up amounts of materials at high spots and cut and level drag
the scarified material to low spots. The Contractor shall fill any
remaining low spots with new Gail Materials "Pro Gold with Stabilizer"
brickdust from stock and make level.
Note: Staff shall identify areas to scarify/cut and level drag at
the November meeting with contractor's owner (as per
section 6.3 of contract).
10.1.2 Contractor shall verify all base distances, pitching rubber distances and
pitching mound heights per the Little League, Pony/Colt League
specifications for each specific field. Contractor shall repair any
specifications not being met on any field.
10.1.3 In addition, contractor shall install 1/2" new Gail Materials "Pro-gold
with Stabilizer" (brickdust) to in-fields at all diamonds (minimum 26
tons per Girls Softball/Major Little League Field and minimum 40 tons
per Junior/Senior Little League Field). Also, the contractor shall install a
minimum of 1 ton of Turface calcite clay per Girls Softball/Major Little
League Field and 2 tons of Turface calcite clay to Junior/Senior Little
League Fields Responsibility for and purchase of necessary materials
shall be at contractor's expense.
Note: The City has the right to move brickdust and Turface
materials to other infields under this agreement should
they decide that an infield or infields do not require
additional materials a particular year.
11.0 Work To Be Completed "AS DIRECTED"
11.1 Replace Base ANCHORS as directed.
Note: City of Santa Ana use's the Roger's Breakaway base
anchoring system. Contractor shall install base anchors
into the ground per manufacturer's standards. Top of
stake shall be approximately 2" below the surface grade
so that the base sits level and flush against the surface on
all sides.
11.2 Replace Bases as directed.
Note: City of Santa Ana shall be responsible for supplying all
necessary base anchors and/or bases to the contractor as
needed.
11.3 Replace or Remove/Level/Re-Install home plates as directed.
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19C-44
11.4 Replace or Remove/Level/Re-Install pitching rubbers as directed.
Note: City of Santa Ana shall be responsible for supplying all
necessary home plates and/or pitching rubbers to the
contractor as needed.
11.5 When given direction to complete "as directed" work, contractor shall complete the
directed work on the next working day.
12.0 Infield Turf Maintenance
12.1 Infield turf shall mean all sport turf in the infield, the foul territory of the infield and 36"
beyond the infield brickdust skin line/arc. Infield turf shall be mowed two (2) times
per week on Monday and Friday.
12.1.1 Contractor shall use a "greens" reel mower to provide "putting green"
quality finish cut.
12.1.2 Infield turf shall be cut between ''/z" and 3/4" per staff's direction.
12.1.3 All turf clippings shall be collected and disposed of.
12.2 Infield turf shall be irrigated to maximize healthy growth of the turf while conserving
water. Over watering will not be acceptable.
12.2.1 Contractor shall check and program the automatic irrigation controller
minimum one time per week.
12.2.2 Contractor shall provide any areas of the turf supplemental watering
using a garden hose on an as needed basis to assure a high quality turf
infield.
12.2.3 Infield turf shall be fertilized two (2) times per year in the first week of
January and April per the agronomic plan.
12.2.4 Contractor shall distribute the fertilizer evenly using a mechanical
broadcaster. No hand distribution will be allowed.
12.2.5 Immediately following fertilization the Contractor shall water in the
fertilizer to avoid chemically "burning" the turf.
12.3 Infield turf shall be aerated using a walk behind piston type aerator as often as deemed
necessary by Staff.
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12.4 Infield turf shall be kept weed free at all times.
12.4.1 Any grasses other than the original hybrid Bermuda installed in the
infield shall be eradicated immediately upon notice. The Contractor may
choose the method of eradication, however, may not damage the turf.
12.4.2 Any broadleaf weeds shall be eradicated immediately upon notice. The
Contractor may choose the method of eradication, however, may not
damage the turf.
12.5 Infield turf shall be kept free of disease and rodents at all times.
12.5.1 The Contractor shall be responsible for identifying and treating any
diseases or rodents immediately upon notice.
12.6 Infield turf annual renovation
12.6.1 Each year the infield turf shall be renovated: 1) verticut using the greens reel
mowers straight blade reels; 2) mowed to 1/4" high immediately following
verticutting; 3) overseeded with Stovers Seed Company Sahara Dunes at a rate
of 8 pounds of seed per 1,000 square feet; and, 4) top dressed immediately
following seeding by Materials using "Santa Ana Top Dress Mix."
13.0 General Contract Provisions
13.1 Contractor shall provide and is responsible for all equipment necessary to carry out the
work outlined in the contract. There will be no available storage for equipment.
Contractor will be responsible for bringing in and then removing all equipment
necessary to carry out the work outlined in the contract.
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ATTACHMENT 2
ANNUAL COLOR PLANTING AND MAINTENANCE SPECIFICATION
Before each annual planting the area should be tilled 8 to 16 inches deep. Organic matter in the form
of nitrified redwood must be incorporated to a depth of 8" of the top soil. The contract administrator
may adjust this if adequate organic matter is already present in the soil but the successful bidder must
be prepared to incorporate this organic matter at every color rotation. Organic matter must comprise
25% of the soil volume where the roots will be. This requires 2" of nitrified redwood tilled to an 8"
depth. Apply 1.5 pounds of nitrogen per 1000 sq. ft. as a complete low nitrogen material with a ratio
of 1:2:1, l:l:l, 1:2:2 or similar. Do not use a higher rate of nitrogen as this may result in excessive
vegetative growth and a suppression of flowering. After establishment, fertilize as necessary to
maintain a robust appearance and maximum flowering. After incorporating organic material and other
supplements, the beds must be raked smooth and slightly mounded. Sticks clods and other material
must be removed from the bed.
During planting gently crush the root mass with the fingers to stimulate root growth in the surrounding
soil. Begin planting in the center of the bed and keep traffic in the worked soil to a minimum. Make
the hole slightly larger than the root ball and set the plant at the same depth or slightly higher than it
was growing in the container. Smooth out the soil around the plants after planting, including
footprints. Water plants to a depth of 5 inches immediately after planting for 4" plant material (deeper
for larger pots).
Plants are to be rotated four times a year and are to be kept disease free and healthy on a consistent
basis. There must be no dead or missing plants at any time and the beds must be kept in a weed free
condition. Plants will be in 4" pots and will be planted in an 8" triangular spacing pattern. Rows must
be in a straight alignment at the time of planting. Plant species that may be planted at different times
of the year may include but not be limited to the following annual bedding plants:
• Spring/Summer - April through October 1
Alyssum, Lobelia, Salvia, Marigold, Gloriosa daisy, Penstemon, Cosmos, Dahlia, Impatiens,
Begonias, Double Impatiens, Petunia, Verbena, Vinca rosea (periwinkle) Zinnias
• Fall/Winter
Iceland poppies, Pansies, Viola, Stock, Snapdragons, Primroses, Ranunculus
Vandalism
Contractor shall check annual color beds daily (Monday through Friday). If plants are missing
or vandalized, the Contractor shall provide the City's representative with a proposal to replace
missing/damaged plants. After the City's Representative signs the proposal, the Contractor
shall then replant/replace missing/damaged plants within 48 hours.
The City's contract administrator shall be the sole judge of whether the above specifications are
met. The contract administrator shall also approve the types and combinations of color bedding
plants prior to installation.
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19C-48
ATTACHMENT 3
TREE PRUNING SPECIFICATIONS
1.0 INTRODUCTION
Trees and other woody plants respond in specific and predictable ways to pruning and other
maintenance practices. Careful study of these responses, has led to pruning practices, which
best preserve and enhance the beauty, structural integrity, and functional values of trees.
In an effort to promote practices, which encourage the preservation of tree structure and health,
the following policies have been established. These specifications are presented as working
guidelines, recognizing that trees are individually unique in form and structure, and that their
pruning needs may not always fit strict rules.
1.01 OVERVIEW OF SPECIFICATIONS
Any tree work performed in the City of Santa Ana Park and Recreation Facilities (SAPRF)
must be done according to the SAPRF specifications. There are different criteria for pruning
depending on the purpose for the pruning.
a. Complete Prune Specifications are used when circumstances deem the entire tree needs to
be fully pruned,
b. Safety Prune Specifications require less pruning and are used when specific, possibly
hazardous (dead/dying) limbs need removal to eliminate all safety concerns. Safety
pruning may be recommended in some circumstances instead of a complete prune. Safety
pruning specifications are used for "as needed" pruning as outlined above and address only
safety concerns. Safety pruning includes only the basic requirements and does not include
the fine pruning detail work outlined in a complete prune.
c. Power Line Clearance Prune (PLC) Specifications are used for private tree power line
clearance work and for street tree (PLC) pruning when the tree is pruned between its
periodic complete pruning cycles.
d. Palm Pruning Specifications are used when pruning any type of palm.
All specifications are based on International Society of Arboriculture, National Arborist
Association and American National Standards Institute criteria. This guarantees that SAPRF
trees receive the best possible care.
1.02 GENERAL REQUIREMENTS
The following requirements shall be used during any pruning work to be performed on SAPRF
trees:
a. Proper disposal of all tree debris generated.
b. Assuring good traffic control and minimize disruption of the public.
c. Assuring adequate safety of employees and the public.
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19C-49
Prior to starting any tree work on an SAPRF tree, the Contractor must contact an authorized
SAPRF representative. Contact Mike Lopez, Sr. Park Services Supervisor at (714)571-4212
Office or (714) 231-6112 cell phone.
1.03 CERTIFIED ARBORIST
The Contractor shall employee a full-time, permanently certified arborist, as accredited by the
International Society of Arboriculture. This person is responsible for ensuring that the
Contractor's crews are performing work according to SAPRF specifications.
1.04 SPECIFIC TREE PRUNING SPECIFICATIONS
a. All persons performing tree work on SAPRF trees must be trained according to tree care
standards accepted by the International Society of Arboriculture.
b. All persons performing tree work on SAPRF trees in or around primary electrical lines
must be trained to do so according to the "Electrical Safety Orders" of the State of
California, including all amendments and revisions.
c. When tree pruning cuts are made to a side limb, such remaining limb must possess a basal
thickness of at least one third (1/3) of the diameter of the wound so affected. Such cuts
shall be considered proper only when such remaining limb is vigorous enough to maintain
adequate foliage to produce wood growth capable of callusing the pruning cut so affected
within a reasonable amount of time.
d. All final tree pruning cuts shall be made in such a manner so as to favor the earliest
possible covering of the wound by natural callus growth. Flush cuts, which produce large
wounds or weaken the tree at the cut, shall not be made. The branch collar shall not be
removed.
e. Tree limbs shall be removed and controlled in such a manner as to cause no damage to
other parts of the tree, or to other plants or property.
f. All tools used on a tree known to contain an infectious tree disease shall be properly
disinfected immediately before and after completing work on such tree. All major diseases
and/or pest problems shall be promptly reported to an authorized SAPRF representative.
g. All cutting tools and saws used in tree pruning shall be kept sharpened to result in final
cuts with smooth wood surface and secure bark remaining intact. All trees six (6) inches
in diameter or less shall be pruned with hand tools only. Chain saws will not be permitted
on any trees six (6) inches in diameter or less. This is to prevent any unnecessary
abrasions to cambial tissue that may predispose a tree to insect and/or disease problems.
h. Whenever pruning cuts are to be made, while removing limbs too large to hold securely in
one hand during the cutting operation, the limbs shall be cut off first, one (1) to two (2)
feet beyond the intended final cut. Then the final cut shall be made in a manner to prevent
unnecessary tearing back of the bark and wood. Such cutting back shall not include the
removal of any live, healthy limbs in excess of six (6) inches in diameter without prior
approval from an authorized SAPRF representative.
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No more than twenty five (25) percent of the live wood may be removed from the crown
of any tree, without approval of an authorized SAPRF representative, excepting live oaks,
which are limited to no more than ten (10) percent. Resulting in keeping as much of the
crown of the tree as possible.
j. Any extraneous metal, wire, rubber or other material (i.e. stakes, ties) interfering with tree
growth shall be removed immediately.
k. Any defective or weakened trees shall be reported to an authorized SAPRF representative.
Specifically, any structural weakness of a tree, decayed trunk or branches, shall be
reported in writing, noting the location of the tree by street address and a description of the
hazard found in the tree.
The use of climbing spurs or spike shoes in the act of pruning trees is prohibited, except
palms that are more than sixty-five (65) feet in height.
in. Beneficial animal, bird nests, nesting cavities or other wildlife habitat shall be preserved
and protected whenever feasible, unless doing so would create a hazard.
1.05 COMPLETE TREE PRUNING SPECIFICATIONS
Complete tree pruning shall consist of the total removal of dead or living branches that may
threaten the future health, strength and attractiveness of trees. Specifically, trees shall be
pruned in such a manner as to:
a. Prevent branch and foliage interference with requirements of safe public passage. Over
street clearance shall be kept to a minimum of sixteen (16) feet above the paved surface of
the street, fifteen (15) feet above the curb and eight (8) feet above the surface of a public
sidewalk or pedestrian way. Exceptions are allowed for young trees, which would be
irreparably damaged by such pruning action.
b. Remove all dead and dying branches and branch stubs that are one half (1/2) inch diameter
or larger.
Remove all broken or loose branches.
d. Remove any live branches, which interfere with the tree's structural strength, and healthful
development, which will include the following:
1) Branches, which rub and abrade a more important branch.
2) Branches of weak structure, which are not important to the framework of the tree.
3) Branches, which if allowed to grow, would wedge apart the junction of more
important branches.
4) Branches forming multiple leaders in a single leader type tree.
5) Branches near the end of a limb, which will produce more weight or offer more
resistance to wind than the limbs are likely to support.
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19C-51
6) Selective removal of undesirable sucker and sprout growth paying specific attention not
to nick or damage the sprout "burl".
7) Selective removal of one or more developing leaders where multiple branch growth
exists near the end of broken or stubbed limbs.
8) Selective removal of limbs obstructing buildings or other structures or traffic signs.
Generally, limbs closer than five (5) feet to a building or other structure should be
removed unless doing so would severely damage a tree.
9) Removal of branches, which project too far outward beyond an otherwise symmetrical
form.
e. Cut back ends of branches and reduce weight where excessive overburden appears likely
to result in breakage of supporting limbs.
f. Clear trees of sprout or sucker growth to a minimum height of eight (8) feet above ground
level. Exceptions are allowed for young trees, which would be irreparably damaged by
such pruning action.
g. Obtain a balanced appearance when viewed from the opposite side of the street
immediately opposite the tree, unless authorized by an SAPRF representative to do
otherwise.
h. Remove all vines entwined in trees and on tree trunks. Vine tendrils shall be removed
without injury to said trees.
i. Clear all branches and foliage within ten (10) feet of primary electrical lines and three (3)
to five (5) feet of secondary electrical lines.
j. Clear all branches that interfere with telephone, cable and other utility lines within one (1)
foot of lines, wherever feasible.
1.06 SAFETY TREE PRUNING SPECIFICATIONS
Safety tree pruning shall consist of the total removal of dead or living branches that may
menace the future health, strength and attractiveness of trees. Specifically, trees shall be
pruned in such a manner to:
a. Prevent branch and foliage interference with requirements of safe public passage. Over
street clearance shall be kept to a minimum of sixteen (16) feet above the paved surface of
the street, fifteen (15) feet above the curb and eight (8) feet above the surface of a public
sidewalk or pedestrian way. Exceptions are allowed for young trees, which would be
irreparably damaged by such pruning action.
b. Remove dead and dying branches and branch stubs that are two (2) inches in diameter or
more.
c. Remove all broken or loose branches.
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19C-52
d. Removing any live branches, which interfere with the tree's structural strength and
healthful development, will include the following:
- Limbs of weak structure or otherwise hazardous.
- Selective removal of limbs obstructing buildings or other structures or traffic signs.
Generally, limbs closer than five (5) feet to a building or other structure should be
removed unless doing so would severely damage a tree.
- Clear trees of sprout or sucker growth to a minimum height of eight (8) feet above
ground level. Exceptions are allowed for young trees, which would be irreparably
damaged by such pruning action.
1.07 POWER LINE CLEARANCE (PLC) PRUNING SPECIFICATIONS
When trees are in the proximity of overhead energized lines and equipment, reliability of
service, safety, and governmental standards require a reasonable amount of tree pruning to
avoid conductor contacts and grounding of circuits through the trees. Power line clearance
pruning, therefore, shall consist of the removal of tree branches for proper electric line
clearance in order to minimize the likelihood of power outages and improve safety.
Specifically, trees shall be pruned in such a manner as to:
a. Clear all branches and foliage within ten (10) feet of primary electrical lines.
b. Clear all branches that interfere with secondary electric lines within three (3) to five (5)
feet.
c. Protect current tree health, condition and symmetry using Dr. Alex Shigo's book, Pruning
Trees Near Electric Utility Lines as a guide.
During the tree pruning process, all safe minimum working distances for energized conductors
shall be observed. These clearances are defined under ANSI Z133.1-1994. Current ANSI
specifications will supersede these requirements when they take effect. Any contact with
energized lines shall be promptly reported to an authorized SAPRF representative.
Access to backyards must be closely coordinated with the property owner, whenever feasible.
Spikes may be used for PLC pruning on palms or other trees only when needed for proper
safety reasons.
1.08 PALM PRUNING SPECIFICATIONS
Palm pruning shall include, but not be limited to, the pruning of the following palms (Syagrus
romanzoffianum (queen palm), Archontophoenix cunninghamiana (king palm), Phoenix
Canariensis (Canary Island date palm), Phoenix Dactylifera (date palm), Washingtonia filifera
(California fan palm); and Washingtonia Robusta (Mexican fan palm) per these specifications.
a. The removal of all dead fronds and other dead plant parts from the trunk. All loose frond
sheaths shall be removed along the entire length of the palm trunk.
50
19C-53
b. The removal of all flowers and fruit parts whether dead or alive.
c. The use of climbing spurs or spike shoes in the act of pruning trees is prohibited, excepting
palms that are more than sixty-five (65) feet in height.
d. Canary Island date palm (Phoenix Canariensis) trunks shall be cleaned of any weed species.
The immediate area below the green fronds shall be trimmed to a symmetrical (pineapple)
appearance. The shape shall not exceed a minimum of forty-eight (48) inches or a
maximum of sixty- (60) inches length below the green fronds. The trunk when pruning
operations are complete shall be left in a clean, unscathed appearance throughout the entire
length of the palm trunk. Canary Island date palms shall be pruned using a sterilized
handsaw. The handsaw must be cleaned and sterilized before and after pruning each tree.
e. All volunteer palm seedlings must be removed that are growing within the streets,
parkways, or setback dedicated areas.
1.09 UNACCEPTABLE PRUNING
The following procedures, or others that will result in tree decline, are not allowed (storm
damage and other extenuating circumstances exempted):
a. Severe cutting back of all growing tips usually referred to as topping, pollarding, or hat
racking.
b. Flush cutting where a cut is made even with the surface of the trunk or limb, removing the
branch collar and branch bark ridge.
c. Stub cutting where branch removal results in the base of branch removed protruding more
than approximately one fourth (1/4) inch beyond the zone of branch collar and branch bark
ridge.
d. Removal of a healthy main leader, for reasons other than power line clearance.
e. Excessive cutting or lifting that exceeds the International Society of Arboriculture or
SAPRF standards.
1.10 DAMAGE TO PUBLIC OR PRIVATE PROPERTY
Should any structure or property be damaged during the tree pruning operations, the persons
conducting the work shall immediately notify the proper owners and an authorized SAPRF
representative. Repairs to property damaged by the responsible party shall be made within
forty-eight (48) hours, except utility lines, which shall be repaired the same working day.
Repairs on private property shall be made in accordance with the appropriate building code
under permits issued by the City of Santa Ana. Any damage caused by the Contractors
employees shall be repaired or restored by them at their expense to a condition similar or equal
to that existing before such damage or injury, or they shall repair such damage in a manner
acceptable to the City of Santa Ana and/or SAPRF. Special attention is drawn to sprinkler
systems in City landscapes and the need to avoid damage. All damage to irrigation systems
shall be repaired as soon as possible at Contractors expense.
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19C-54
1.11 WORK PERFORMED ON PRIVATE PROPERTY
No SAPRF contracted tree worker shall perform work upon private property without the
written consent of the property owner and an authorized SAPRF representative.
1.12 PUBLIC SAFETY AND COOPERATION
All tree work shall be conducted in a manner as to cause the least possible interference with, or
annoyance to others. Pedestrian and vehicular traffic shall be allowed to pass through the work
areas only under conditions of safety and with as little inconvenience and delay as possible.
Unless the work area is totally barricaded or otherwise kept safe, at least one worker shall serve
to coordinate safe operations on the ground at all times when work operations are in progress.
a. Whenever larger tree sections are being cut in a treetop, which may endanger persons or
property, such sections shall be secured by ropes and lowered safely to the ground in a
controlled manner.
b. All fire hydrants, meter vaults, water and gas shut off valves, backflow devices, irrigation
field controllers and similar facilities must remain accessible during the course of work.
Noise levels, resulting from tree work operations, must be kept to a minimum at all times.
All tree work operations are subject to compliance with all local Noise Restrictions.
Operation of tree work equipment shall not take place between the hours of 9:00 p.m. and
7:00 a.m. weekdays, or between 9:00 pm and 8:00 am on weekends (Saturday and Sunday).
Emergencies are exempt from any time restrictions.
d. All tree work done to SAPRF trees must comply with all tree related safety requirements as
stated in the safety standards ANSI Z133.1-1994 of the American National Standards
Institute, Inc. 1430 Broadway, New York, NY 10018.
1.13 SITE CLEANUP
Cleanup of any debris resulting from any tree pruning operations shall be promptly and
properly accomplished. The work area shall be kept safe at all times until all operations are
completed. Under no circumstances shall the accumulation of debris be allowed in such a
manner as to result in a hazard to the public. All debris from tree operations shall be cleaned
up each day before the work crew leaves the site, unless permission is given by an authorized
SAPRF representative to do otherwise. All lawn areas, parkways, streets and sidewalks shall
be raked and/or blown clean, and all brush, branches, or other debris shall be removed from the
site. Areas are to be left in a condition equal to or better than that which existed prior to the
commencement of tree pruning operations.
All cuttings, branches, wood chips and other debris shall be cleared from the site and disposed
of by the Contractor. The Contractor shall obtain permits required for this purpose. Disposal
expenses will be the Contractor's responsibility. Debris, such as wood chips, shall be left on
property only at the direct and specific request of the owner and an authorized SAPRF
representative. Firewood four (4) inches diameter or larger will be left at the work location in a
safe manner, unless the wood is not usable as firewood. All firewood to be removed (wood
four (4) inches of diameter or larger) must be authorized by an SAPRF representative.
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19C-55
1.14 TIME FOR COMPLETION
If awarded this project, the Contractor agrees to complete the work within the time parameters
jointly agreed upon by the City, SAPRF, and the Contractor prior to work commencement,
unless specific time deadlines are specified elsewhere in these specifications. Once the work
has commenced, the Contractor shall diligently prosecute the same to completion.
1.15 SUBCONTRACTORS
Subcontractors used in the performance of this project shall be listed in the Contractors Bid
Proposal. Subcontractors shall be properly licensed by the State of California as a contractor to
perform work of this specialty and hold a valid business permit and certificate of insurance
with the City of Santa Ana. Should any subcontractor fail to perform the work undertaken by
him to the satisfaction of the SAPRF, said subcontractor shall be removed immediately from
the project upon the request of the SAPRF and shall not again be employed on the project. The
Contractor shall be held liable for the correction of any deficient work.
1.16 ADDITIONS AND/OR DELETIONS OF WORK
The SAPRF representative reserves the right to add and/or delete tree work on this project as
deemed necessary and in the best interest of the SAPRF. Additions and/or deletions shall be
made at the unit price accepted by SAPRF upon award of contract.
1.17 INSPECTIONS
An authorized SAPRF representative will inspect the work performed by the contractor to
insure completion of the pruning in accordance with SAPRF Pruning specifications. Should
more than two (2) inspections be required on trees needing additional work, the contractor will
be billed for SAPRF staff time.
1. 18 BILLING
Contractor shall submit a fully itemized bill listing each tree noting:
a. Address (each tree).
b. Type of tree.
c. Date completed.
d. Person completing the job.
e. Location of tree (front, side right, side left, rear)
2.00 CONTRACTOR QUALIFICATIONS
All contractors are required to have a valid appropriate state contractor's license, current City of
Santa Ana business license, City Attorney approved certificate of insurance and be
knowledgeable in tree pruning and tree care prior to the commencement of any and all work.
2.01 STANDARD SPECIFICATIONS FOR PUBLIC WORKS CONSTRUCTION
The current edition of the "Green Book", Standard Specifications for Public Works
Construction and it's updates, supplements and local addendums, shall be included as part of
these specifications, unless otherwise directed in these specifications.
2.02 PROTECTION OF EXISTING FACILITIES AND STRUCTURES
The Contractor shall exercise due care in protecting from damage all existing facilities,
structures, and utilities, both above surface and underground on the City's property. Any
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19C-56
damage to City, SAPRF, or private property caused by the Contractor's neglect shall be
corrected and paid for by the Contractor at no cost to the City of Santa Ana or SAPRF. The
City of Santa Ana and/or SAPRF shall make the determination of fault. The SAPRF
representative reserves the right to issue a Stop Work Notice if the Contractor does not
promptly repair any damage, within twenty-four (24) hours of the damage incurred.
If the SAPRF representative requests or directs the Contractor to perform work in a given area,
it will be the Contractor's responsibility to verify and locate any underground systems (i.e.
utility lines) and take responsibility for taking reasonable precaution when working in these
areas.
Contractor shall call Underground Alert (800) 422-4133) at least two working days prior to
digging for line locations. Any damage or problems shall be reported immediately to the
SAPRF representative and the City of Santa Ana. If the Contractor discovers something
unexpected or a unique problem occurs, he should stop work and immediately contact an
authorized SAPRF representative for a timely resolution of the problem.
2.03 CONTRACTOR'S STAFF
The Contractor shall provide sufficient personnel to perform all work in accordance with the
specifications set forth herein. A qualified, English speaking supervisor in the employ of the
Contractor shall supervise all of the Contractor's personnel. The supervisor shall be available
at all times to the SAPRF representative during work operations. The responsibility for all
work performed will remain with the full-time certified arborist.
The Contractor shall furnish the necessary competent and key personnel to properly supervise
and direct the work of fully equipped, competent and experienced crews as well as all safety
equipment, including but not limited to, all equipment and work procedures required by ANSI
Z133.1-1994. The Contractor shall secure all timekeeping, bookkeeping and other necessary
clerical and office work required in the performance of the contract.
The Contractor shall be responsible for the supervision of all of his crews. He shall check all of
his crews regularly for proper quantity and quality of work, proper maintenance of tools and
equipment, and safety.
2.04 SUBSTITUTIONS
Whenever a specific type of material is specified, no substitutions shall be allowed without
written consent of the SAPRF representative.
2.05 CERTIFICATION OF MATERIALS
All materials shall be delivered on the site in original containers. Materials shall be subject to
inspection by the ARMD representative. The SAPRF representative will not approve materials
not meeting the SAPRF standards, and Contractor shall return any such non-satisfactory items
at his/her cost.
2.06 CONTRACTOR NEGLECT
Any damage to the City of Santa Ana, SAPRF, or private property, which has been determined
to be due to the Contractor's neglect, shall be corrected at no additional cost to the City of
Santa Ana or the SAPRF.
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19C-57
2.07 HOURS OF OPERATION
The Contractor shall perform all work between the hours of 7:00 a.m. and 4:00 p.m., Monday
through Friday. No work shall be performed on weekends or on City recognized holidays
without written SAPRF approval.
2.08 SPECIFICATIONS AND PLANS
The work performed shall be done in accordance with the Standard Specifications for Public
Works Construction, latest edition, hereinafter referred to as Standard Specifications. In case
of conflict between the Standard Specifications and this Specification, this Specification shall
take precedence over and be used in lieu of such conflicting portions.
Where the plans or specifications describe portions of work in general terms, but not complete
detail, it is understood that workmanship of the finest quality is to be used. Unless otherwise
specified, the Contractor shall furnish all labor, materials, tools, equipment and incidentals and
do all the work involved in executing the contract.
2.09 CONSTRUCTION EQUIPMENT
The Contractor shall take all necessary precautions for safe operation of his equipment and the
protection of the public from injury and damage from such equipment.
2.10 SOUND CONTROL REQUIREMENTS
The Contractor shall comply with all local sound control and noise level rules, regulations and
ordinances that apply to any work performed pursuant to the Contract. Each internal
combustion engine used for any purpose on the job or related to the job shall be equipped with
a muffler of a type recommended by the manufacturer of such equipment. No internal
combustion engine shall be operated on the project without said muffler. Full compensation for
conforming to the requirements of this section shall be considered as included in the prices paid
for the various contract items of work involved and no additional compensation will be allowed
therefore. Sounds, such as loud music, that are not related to the project, shall be kept at levels
so as to not disturb the general public.
2.11 TRAFFIC CONTROL
The Contractor shall notify the SAPRF representative of intent to begin the contract work at
least five (5) days before work is begun. The Contractor shall cooperate with local authorities
relative to handling traffic through the areas and shall make arrangements relative to keeping
the working area safe and clear of vehicles.
When entering or leaving roadways carrying public traffic, the Contractor's equipment, whether
empty or loaded, shall in all cases yield to public traffic. All traffic delineation and work area
protection shall conform to the Work Area Traffic Control Handbook (W.A.T.C.H.) 2000
Edition.
The Contractor shall make every effort to keep commercial driveways open during working
hours. Should this not be possible, Contractor shall coordinate with the property owners
affected to insure that designated times of ingress and egress is available. After working hours,
all driveways shall be accessible with smooth and safe crossings through any construction area
(State of California Traffic Manual).
55
19C-58
2.12 INQUIRIES AND COMPLAINTS
The Contractor shall maintain an office at some fixed place and shall maintain a telephone
thereat, listed in the telephone directory in his own name or in the firm name by which he is
most commonly known. Furthermore, the 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 City of Santa Ana, SAPRF, and/or private citizens
during normal working hours.
Whenever immediate action is required to prevent impending injury, death or property damage
to the facilities being maintained, the SAPRF representative may, after reasonable attempt to
notify the Contractor cause such action to be taken by the SAPRF work force. All costs of any
such action shall be charged against the Contractor, or the SAPRF may deduct such cost from
any amount due to Contractor from SAPRF.
All complaints shall be abated as soon as possible after notification, to the satisfaction of the
City of Santa Ana and/or SAPRF. If any complaint is not abated within a reasonable time, the
SAPRF representative shall be notified immediately of the reason for not abating the complaint
followed by a written report to the SAPRF representative within five (5) days. If the
complaints are not abated within the time specified or to the satisfaction of the SAPRF
representative , the SAPRF representative may correct the specific complaint and the total cost
incurred by the SAPRF will be deducted and forfeit from the payments owing to the Contractor
from the SAPRF. Such cost shall include all SAPRF staff time required to resolve the problem
and appropriate overhead charges.
2.13 NOTIFICATION OF LOCATIONS OF WORK
The Contractor shall notify the SAPRF representative when the contractor's crews will be
working within the SAPRF. Said notifications will be made on a daily basis by telephone, cell
phone, fax, or by weekly written schedules which specify the entire weeks work locations.
56
19C-59
19C-60
ATTACHMENT 5
MAPS
57
19C-61
19C-62
ATTACHMENT 6
GpTiON
rlvOJ?, `??Sl
I ?1
City of Santa Ana
Parks, Recreation, and Community Services Agency
Policy for Driving on Park Property
Purpose: The purpose of this document is to establish a policy for when it is appropriate for City
employees, contractors, and other organization employees to drive on park turf, paved areas and other
surfaces.
Policy: Driving on park turf is allowed only when necessary to perform an official City maintenance
or business function, and under the following circumstances:
A. When delivering over 30 lbs. of equipment or supplies to a job site
B. When there is no improved surface within 40 yards of the worksite
C. When emergency personnel are responding to an emergency, or performing other City business
When driving on park turf, employees and contractors must, to the best of their ability, avoid damage
to sprinkler heads, valve boxes, other irrigation systems components, trees, ground cover and other
park amenities.
D. Vehicles weighing in excess of 8,000 lbs. are not allowed on park turf without prior approval of
the Park Services Supervisor. If approved, the Park Services Supervisor or his designee will
meet with the employee or contractor and designate the path in and out of the park that will be
the least likely to cause damage.
E. Employees and contractors must avoid driving on turf any time damage is likely. This
includes periods after rain and heavy watering.
F. Driving on designated DG pathways and other improved pathways is acceptable when
performing visual inspection of park, park projects, and amenities. Driving on turf is not
acceptable in these situations.
58
19C-63
19C-64
EXHIBIT "B"
CERTIFICATION OF NON-DISCRIMINATION BY CONSULTANTS
As suppliers of goods or services to the City of Santa Ana, the company listed below certifies that it
does not discriminate in its employment with regard to race, color, religion, sex, or national origin; that
it is in compliance with all federal, state and local directives and executive orders regarding non-
discrimination in employment; and that it agrees to demonstrate positively and aggressively the
principle of equal opportunity in employment.
WE AGREE SPECIFICALLY:
1. To take affirmative steps to hire minority employees with the company.
2. To establish or observe employment policies within affirmative promotion opportunities for
minority persons at all job levels.
3. To communicate this policy to all persons concerned, including all company employees,
outside recruiting services, especially those servicing minority communities, and to the
minority communities at large.
COMPANY
TITLE OF PERSON SIGNING
SIGNATURE
DATE
Please include any additional information available regarding equal opportunity employment programs
now in effect within your company.
59
19C-65
19C-66
EXHIBIT "C"
SAMPLE ADDITIONAL INSURED ENDORSEMENT
Insurance Company
This endorsement modifies such insurance as is afforded by the provisions of Policy #
relating to the following:
1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701; its officers,
employees, agents and representatives are named as additional insured's ("additional
insured's") with regard to liability and defense of suits arising from the operations and uses
performed by or on behalf of the named insured.
2. With respect to claims arising out of the operations and uses performed by or on behalf of
the name insured, such insurance as is afforded by this policy is primary and is not
additional to or contributing with any other insurance carried by or for the benefit of the
additional insured's.
3. This insurance applies separately to each insured against whom claim is made or suit is
brought except with respect to the company's limits of liability. The inclusion of any
person or organization as an insured shall not affect any right which such person or
organization would have as a claimant if not so included.
4. With respect to the additional insured's, this insurance shall not be cancelled, or materially
reduced in coverage or limits except after thirty (30) days written notice has been given to
the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701.
(Completion of the following, including countersignature, is required to make this endorsement
effective.)
Effective
the endorsement form as part of
Policy #
Issued to
Name Insured
Countersigned by
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19C-67
19C-68
EXHIBIT "D"
SAMPLE AGREEMENT
THIS AGREEMENT, made and entered into this day of , 2007 by
(hereinafter "Contractor"), and the City of Santa Ana,
a charter city and municipal corporation organized and existing under the Constitution and laws of the
State of California (hereinafter "City").
RECITALS
A. The City desires to retain a Contractor having special skill and knowledge in the field of park
landscape maintenance services comparable with "high-level" industry practice.
B. Contractor represents that Contractor is able and willing to provide such services to the City.
C. In undertaking the performance of this Agreement, Contractor represents that it is
knowledgeable in its field and that any services performed by Contractor under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional "high-level" contractor in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms
and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Contractor shall perform those services as set forth in the RFP specifications (Exhibit "A"
hereto) and all attachments thereto, as well as the Contractor's Proposal attached to this
Agreement. In the event of a conflict between the terms of this Agreement and any Exhibits or
Attachments hereto, the terms of this Agreement shall prevail followed by the provisions of
Exhibit A.
2. CITY INSPECTION
The Director or his designated representative shall regularly inspect the parks, playgrounds,
fields and all other City property subject to this Agreement. If said inspection results in
discovery of work that is not performed in the agreed manner, and to the professional degree
set forth in the Specifications, Contractor agrees that the City shall deduct from Contractor's
next monthly payment, the City's cost of performing the work to bring the property into
conformance with the Specifications. Additionally, City shall impose liquidated damages of up
to $300.00 per inspection, per park not meeting the Specifications during any such inspection.
3. COMPENSATION
A. City agrees to pay, and Contractor agrees to accept as total payment for its services, the rates
and charges identified in Exhibit F. The total sum to be expended under this Agreement, shall
not exceed the annual amount of $ during the term of this Agreement.
B. Payment by City shall be made within thirty (30) days following receipt of proper invoice
evidencing work performed, subject to City accounting procedures. Payment need not be made
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for work which fails to meet the standards of performance set forth in the Recitals which may
reasonably be expected by City or as otherwise provided in Exhibit A.
4. TERM
This Agreement shall commence on the date first written above and terminate on
unless terminated earlier in accordance with Section 12, below. Additionally, the City may
terminate this Agreement if the Santa Ana City Council fails to approve funding for the
Agreement for any fiscal year covered herein. This Agreement may be renewed for up to three
additional one-year terms in an annual amount not to exceed $ . Such renewal(s)
shall be in a writing executed by the Executive Director of the Parks Recreations and
Community Services Agency and the City Attorney.
5. INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be construed to be an independent
contractor and not an employee of the City. This Agreement is not intended nor shall it be
construed to create an employer-employee relationship, a joint venture relationship, or to allow
the City to exercise discretion or control over the professional manner in which Contractor
performs the services which are the subject matter of this Agreement; however, the services to
be provided by Contractor shall be provided in a manner consistent with all applicable
standards and regulations governing such services. Contractor shall pay all salaries and wages,
employer's social security taxes, unemployment insurance and similar taxes relating to its
employees and shall be responsible for all applicable withholding taxes.
6. INSURANCE
Prior to undertaking performance of work under this Agreement, Contractor shall maintain and
shall require its subcontractors, if any, to obtain and maintain insurance as described below:
A. Commercial General Liability Insurance. Contractor shall maintain commercial general
liability insurance naming the City, its officers, agents, volunteers, and employees as additional
insured(s) and shall include, but not be limited to protection against claims arising from bodily
and personal injury, including death resulting there from and damage to property, resulting
from any act or occurrence arising out of Contractor's operations in the performance of this
Agreement, including, without limitation, acts involving vehicles. The amounts of insurance
shall be not less than the following: single limit coverage applying to bodily and personal
injury, including death resulting there from, and property damage, in the total amount of
$1,000,000 per occurrence. Contractor shall supply City with a fully executed additional
insured endorsement in substantially the form as set forth in Exhibit "C" attached hereto upon
execution of this Agreement. Said endorsement shall be approved in form by the City
Attorney.
F. Business automobile liability insurance, or equivalent form, with a combined single limit of
not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned,
hired and non-owned automobiles.
G. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of
the Labor Code, Contractor is required to be insured against liability for worker's compensation
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or to undertake self-insurance. Prior to commencing the performance of the work under this
Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with
limits not less than $1,000,000 per accident.
H. The following requirements apply to the insurance to be provided by Contractor pursuant to
this section:
(i) Contractor shall maintain all insurance required above in full force and effect for
the entire period covered by this Agreement.
(ii) Certificates of insurance shall be furnished to the City upon execution of this
Agreement and shall be approved in form by the City Attorney.
(iii) Certificates and policies shall state that the policies shall not be canceled or
reduced in coverage or changed in any other material aspect without thirty (30)
days prior written notice to the City.
F. If Contractor fails or refuses to produce or maintain the insurance required by
this section or fails or refuses to furnish the City with required proof that insurance has been
procured and is in force and paid for, the City shall have the right, at the City's election, to
forthwith terminate this Agreement. Such termination shall not affect Contractor's right to be
paid for its time and materials expended prior to notification of termination. Contractor waives
the right to receive compensation and agrees to indemnify the City for any work performed
prior to approval of insurance by the City.
7. INDEMNIFICATION AND HOLD HARMLESS
Contractor agrees to indemnify and hold harmless the City, its officers, agents, employees,
contractors, special counsel, and representatives from liability: (1) for personal injury,
damages, just compensation, lost profits, restitution, judicial or equitable relief or any other
type of damage whatsoever arising out of claims for the same, which may arise from the direct
or indirect actions of the Contractor or its contractors, subcontractors, agents, employees, or
other persons acting on their behalf which relates in any way to the services provided by
Contractor under this Agreement; and (2) from any claim that personal injury, damages, just
compensation, lost profits, restitution, or judicial or equitable relief or any other type of damage
whatsoever is due by reason of the terms of or effects arising from this Agreement or of the
Contractor's actions hereunder. This indemnity and hold harmless agreement applies to all
claims for damages, just compensation, restitution, lost profits or any other judicial or equitable
relief or damages suffered, or alleged to have been suffered, by reason of the events referred to
in this Section or by reason of the terms of, or effects, arising from this Agreement. The
Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the
City, including fees and costs for special counsel to be selected by the City, relative to any
action by a third party challenging the validity of this Agreement, or asserting that personal
injury, damages, just compensation, restitution, lost profits, or judicial or equitable relief or any
other type of damage whatsoever has arisen by reason of the terms of, or effects arising from
this Agreement or Contractor's actions hereunder. City may make all reasonable decisions
with respect to its representation in any legal proceeding.
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8. CONFIDENTIALITY
If Contractor receives from the City information which, due to the nature of such information,
is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall
not use or disclose such information except in the performance of this Agreement, and further
agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include
all nonpublic information. Confidential information includes not only written information, but
also information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is
covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not
apply to any information that (a) has been disclosed in publicly available sources; (b) is,
through no fault of the Contractor, disclosed in a publicly available source; (c) is in rightful
possession of the Contractor without an obligation of confidentiality; (d) is required to be
disclosed by operation of law; or (e) is independently developed by the Contractor without
reference to information disclosed by the City.
9. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interests and shall not have interests, direct or
indirect, which would conflict in any manner with performance of services specified under this
Agreement.
10. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall
be in writing and shall be deemed to be properly given if delivered in person or mailed by first
class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic
communication in the manner provided in this Section, to the following persons:
To City: Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
telefacsimile (714) 647-6956
With courtesy copies to:
Executive Director of Parks, Recreation and Community Services
City of Santa Ana
20 Civic Center Plaza (M-23)
P.O. Box 1988
Santa Ana, California 92702
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and
City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box 1988
Santa Ana, California 92702
telefacsimile (714) 647-6515
To Contractor:
A party may change its address by giving notice in writing to the other party. Thereafter, any
communication shall be addressed and transmitted to the new address. If sent by mail, communication
shall be effective or deemed to have been given three (3) days after it has been deposited in the United
States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent
by telefacsimile, communication shall be effective or deemed to have been given twenty-four (24)
hours after the time set forth on the transmission report issued by the transmitting facsimile machine,
addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state,
County or City holidays shall be excluded.
11. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive agreement between the City and
Contractor, and supersedes any and all other agreements, oral or written, between the parties.
In the event of a conflict between the terms of this Agreement and any attachments hereto, the
terms of this Agreement shall prevail. This Agreement may not be modified except by written
instrument signed by the City and by an authorized representative of Contractor. The parties
agree that any terms or conditions of any purchase order or other instrument that are
inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate
neither Contractor nor the City. Each party to this Agreement acknowledges that no
representations, inducements, promises or agreements, orally or otherwise, have been made by
any party, or anyone acting on behalf of any parties, which are not embodied herein.
12. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor,
Contractor may not assign, transfer, delegate, or subcontract any interest herein without the
prior written consent of the City and any such assignment, transfer, delegation or subcontract
without the City's prior written consent shall be considered null and void. Nothing in this
Agreement shall be construed to limit the City's ability to have any of the services which are
the subject to this Agreement performed by City personnel or by other Contractors retained by
city.
13. TERMINATION AND DAMAGES
This Agreement may be terminated by either party upon ninety (90) days written notice of
termination. In the event of termination by the City, Contractor shall be entitled to receive and the
City shall pay Contractor compensation for all services performed by Contractor prior to receipt of
such notice of termination, subject to the following conditions:
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A. Payment need not be made for work which fails to meet the standard of performance
specified in the Recitals of this Agreement and in the Specifications, Exhibit "A" hereto.
B. Material Breach: If the Director determines the Contractor has failed in the
performance of the duties and/or schedule as provided herein, the Director may consider
the Contractor in material breach. City may exercise all remedies in law or equity for
said breach including, but not limited to: 1) withholding all or a portion of payment
owed relative to any such failure to perform or for any delay in performance, and 2)
directing the work be accomplished by either City employees or a new contractor at
Contractor's expense, as determined by the Director. Contractor shall be responsible
for all costs resulting from any breach, including incidental and consequential damages
In the event of a material breach, which remains uncured after five (5) days notice to
contractor, City may terminate this agreement upon thirty (30) days written notice of
termination.
14. DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by
applicable law, in recruitment, selection, training, utilization, promotion, termination or any
other employment related activity. Contractor affirms that it is an equal opportunity employer
and shall comply with all applicable federal, state and local laws and regulations.
15. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought
by the parties hereto or arises out of, or in connection with or by reason of this Agreement.
16. PROFESSIONAL LICENSES
Contractor shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services
hereunder and required by the laws and regulations of the United States, the State of California,
the City of Santa Ana and all other governmental agencies. Contractor shall notify the City
immediately and in writing of its inability to obtain or maintain such permits, licenses,
approvals, waivers, and exemptions. Said inability may, at the City's discretion, be cause for
termination of this Agreement.
17. MISCELLANEOUS PROVISIONS
A Each undersigned represents and warrants that its signature herein below has the power,
authority and right to bind their respective parties to each of the terms of this Agreement,
and shall indemnify City fully, including reasonable costs and attorney's fees, for any
injuries or damages to City in the event that such authority or power is not, in fact, held by
the signatory or is withdrawn.
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B. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth
in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
MARIA HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
JOSEPH STRAKA
Interim City Attorney
By
Laura Sheedy
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
GERARDO MOUET
Executive Director,
Parks Recreation and Community
Services Agency
CITY OF SANTA ANA:
DAVID N. REAM
City Manager
CONTRACTOR:
By: _
NAME)
TITLE)_
Tax ID #
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