HomeMy WebLinkAbout25E - AGMT - PARK MAINTENANCE SRVSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JUNE 6, 2011
TITLE:
AGREEMENTS FOR PARK LANDSCAPE
MAINTENANCE SERVICES
7
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1St Reading
? Ordinance on 2"d Reading
? Implementing Resolution
? Set Public Hearing For_
CONTINUED TO
FILE NUMBER
1. Authorize the City Manager and Clerk of the Council to execute the attached one-year
agreement, with four one-year renewal options, with Master Landscape & Maintenance, Inc.
to provide park landscape maintenance services in District 1 in an annual amount not to
exceed $244,596 and approve a 10% contingency for unanticipated work for a total annual
amount not to exceed $269,056, subject to non-substantive changes approved by the City
Manager and City Attorney.
2. Authorize the City Manager and Clerk of the Council to execute the attached one-year
agreement, with four one-year renewal options, with DMS Facility Services, LLC to provide
park landscape maintenance services in District 2, in an annual amount not to exceed
$350,820, and approve a 10% contingency for unanticipated work for a total annual amount
not to exceed $385,902, subject to non-substantive changes approved by the City Manager
and City Attorney.
3. Authorize the City Manager and Clerk of the Council to execute the attached one-year
agreement, with four one-year renewal options, with Pinnacle Landscape Company to
provide park landscape maintenance services in District 3, in an annual amount not to
exceed $334,932, and approve a 10% contingency for unanticipated work for a total annual
amount not to exceed $368,425, subject to non-substantive changes approved by the City
Manager and City Attorney.
4. Authorize the City Manager and Clerk of the Council to execute the attached one-year
agreement, with four one-year renewal options, with Marina Landscape, Inc. to provide park
landscape maintenance services in District 4, in an annual amount not to exceed $609,142,
and approve a 10% contingency for unanticipated work for a total annual amount not to
exceed $670,056, subject to non-substantive changes approved by the City Manager and
City Attorney.
25E-1
Park Landscape Maintenance Agreements
June 6, 2011
Page 2
5. Authorize the City Manager and Clerk of the Council to execute the attached one-year
agreement, with four one-year renewal options, with Midori Gardens to provide park
landscape maintenance services in District A, in an annual amount not to exceed $238,476,
and approve a 10% contingency for unanticipated work for a total annual amount not to
exceed $262,324, subject to non-substantive changes approved by the City Manager and
City Attorney.
DISCUSSION
The Parks, Recreation and Community Services Agency (PRCSA) currently divides the City into
five separate park maintenance districts. On March 10, 2011, PRCSA issued a request for
proposals (RFP) to 18 landscape maintenance vendors. On March 23, 2011 a pre-proposal
conference was conducted, and on April 12, 2011 seven proposals were submitted for
consideration. Master Landscape and Maintenance, DMS Facility Services, Pinnacle Landscape
Company, Marina Landscape, Midori Gardens, Mariposa Landscapes, and Merchants Landscape
Services each submitted proposals for consideration.
An evaluation committee consisting of representative from PRCSA Park Services, PRCSA
Administration, Public Works Agency, and the City of Anaheim reviewed and rated the seven
proposals. The proposals were evaluated according to the evaluation criteria listed in the RFP,
including Capability and Experience of Contractor (25%), Past Performance (25%), and Cost of
Proposal (50%). The highest rated contractor was awarded the largest contract by dollar volume.
The results of the RFP evaluation were as follows:
DMS Marina Mariposa Masters Merchants Midori Pinnacle
Capability and
Experience
81
94
85
81
56
76
88
Past Performance 89 93 85 77 46 69 85
Cost of Proposal 180 172 85 145 177 156 162
400 point max 350 359 255 303 279 301 335
Rank 2 1 7 4 6 5 3
District 2 4 NA 1 NA A 3
The City proposes to enter into a one-year agreement with Master Landscape, with four one-year
renewal options, for the maintenance of District 1. District 1 is located in the northwest quadrant of
the City and includes six properties, including El Salvador, Riverview and Rosita parks. The
annual base contract cost is $244,596. An additional 10% contingency is included for
unanticipated work, resulting in a total annual contract amount of $269,056. Master Landscape
has been providing landscape maintenance services for the City since 2007 and is performing
satisfactorily.
25E-2
Park Landscape Maintenance Agreements
June 6, 2011
Page 3
The City proposes to enter into a one-year agreement with DMS Landscape, with four one-year
renewal options, for the maintenance of District 2. District 2 is located in the northeast quadrant of
the City and includes 15 properties, including Cabrillo, Morrison, Portola and Santiago parks. The
annual base contract cost is $350,820. An additional 10% contingency is included for
unanticipated work, resulting in a total annual contract amount of $385,902. DMS Landscape has
been providing landscape maintenance services for the City since 2010 and is performing
satisfactorily
The City proposes to enter into a one-year agreement with Pinnacle Landscape, with four one-
year renewal options, for the maintenance of District 3. District 3 is located in the southeast
quadrant of the City and includes 10 properties, including Delhi, Madison and Memorial parks. The
annual base contract cost is $334,932. An additional 10% contingency is included for
unanticipated work, resulting in a total annual contract amount of $368,425. Pinnacle Landscape is
a Santa Ana based business and new to PRCSA.
In addition, the City proposes to enter into a one-year agreement with Marina Landscape, with four
one-year renewal options, for the maintenance of District 4. District 4 is located in the southwest
quadrant of the City and includes 16 properties, including Centennial, Jerome, Santa Anita and
Thornton parks. The annual base contract cost is $609,142. An additional 10% contingency is
included for unanticipated work, resulting in a total annual contract amount of $670,056. Marina
Landscape is new to PRCSA and has been performing well in other southern California cities.
Lastly, the City proposes to enter into a one-year agreement with Midori Gardens, with four one-
year renewal options, for the maintenance of District A. District A includes PRCSA's high end
commercial properties including the Civic Center, the Regional Transportation Center and the
Santa Ana Stadium. The annual base contract cost is $238,476. An additional 10% contingency is
included for unanticipated work, resulting in a total annual contract amount of $262,324. Midori
Gardens is a Santa Ana based business and has been performing well for Public Works for many
years.
PRCSA staff solicited input from existing contractors and other cities to develop a high quality, yet
more affordable, specification. The total cost of all five base agreements is over $300,000 less
than what the City is currently paying to maintain the same properties.
FISCAL IMPACT
Funds for these agreements will be included in the FY 2011-12 Park Services M&R Buildings and
Grounds account (no. 01113250 62320), Civic Center M&R Buildings and Grounds account (no.
07413250 62320), Community Development Maintenance Contract Services account (no.
40718842 62300), OES Gang Prevention Contract Services account (no. 15514412 62300), and
Public Works Depot Operations M&R Buildings and Grounds account (no. 06717650 62320),
Gerardo Mouet,
Executive Director
Parks, Rec. and Com. Svcs. Agency
APPROVED AS TO FUNDS AND ACCOUNT:
Francisco Gutierrez
Executive Director `
Finance and Mgt. Svcs. Agency
25E-3
25E-4
LANDSCAPE MAINTENANCE AGREEMENT
THIS AGREEMENT, made and entered into this 6`" day of June, 2011 by , a California
(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 provision 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 consulting firm 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 landscape maintenance services for Santa Ana Parks, District _, as set forth in City's
Request for Proposal 11-004 (RFP), dated March 10, 2011, and the maps included therein. Said RFP is on file at the
Parks, Recreation and Community Services administrative offices, and incorporated to this Agreement by reference.
Contractor shall specifically comply with the Specification for Routine Maintenance, as amended by Addendum 1 and
Addendum 2, attached respectively hereto as Exhibits A, A-1 and A-2, and Contractor's Proposal dated April 12 2011,
attached hereto as Exhibit B.
2. CITY INSPECTION
The Executive Director of the Santa Ana Parks, Recreation and Community Services Agency, or his designee,
shall regularly inspect the parks, playgrounds, fields and 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 actual or
estimated costs 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 day, 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 Contractor's fee schedule, attached hereto as Exhibit C, and incorporated by reference. The total sum to be
expended under this Agreement shall not exceed $ , plus a ten percent (10%) contingency for unanticipated
work required, 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 during the prior month, subject to City accounting procedures. Payment need not be made for work which fails
to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.
4. TERM
This Agreement shall commence on July 1, 2011 and terminate on June 30, 2012 unless terminated earlier in
accordance with Section 13, below. 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 four additional
one-year terms on the mutual agreement of the parties.
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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 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. Consultant shall maintain commercial general liability insurance
which shall include, but not be limited to protection against claims arising from bodily and personal injury, including death
resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant'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
therefrom, and property damage, in the total amount of $1,000,000 per occurrence. Such insurance shall (a) name the
City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary with respect to
insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions.
b. 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.
c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code,
Contractor, if Contractor has any employees, is required to be insured against liability for worker's compensation 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.
d. 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.
e. 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 effect 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
Contractor agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, Contractors,
special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial
or equitable relief arising out of claims for personal injury, including health, and claims for property damage, which may
arise from the direct or indirect operations of the Contractor or its contractors, subcontractors, agents, employees, or other
persons acting on their behalf which relates to the services provided by Contractor under this Agreement; and (2) from any
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claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms
of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages,
just compensation, restitution, judicial or equitable relief 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, regarding any action by a third party challenging the validity of this Agreement, or
asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or
property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding.
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
facsimile (714) 647-6956
With courtesy copies to:
and
Executive Director of Parks, Recreation and Community Services
City of Santa Ana
20 Civic Center Plaza (M-75)
P.O. Box 1988
Santa Ana, California 92702
facsimile (714) 571-4211
City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box 1988
Santa Ana, California 92702
facsimile (714) 647-6515
H =_7f 46
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 statement 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 Exhibits or Attachments hereto, the terms of this Agreement shall prevail, followed by the provisions
of Exhibit A. 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 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 party, 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 such
event, 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:
a. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of
this Agreement and the Specifications set forth in Exhibit A.
b. Material Breach: If the Executive Director determines the Contractor has failed in the performance of its duties
and/or schedule as provided, the Executive Director may consider the Contractor in material breach. City may exercise all
remedies in law or equity 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
another contractor at Contractor's expense, as determined by the Executive Director. Contractor shall be responsible for
all costs resulting from 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 the recruitment, selection, training,
utilization, promotion, termination or other employment related activities. Contractor affirms that it is an equal opportunity
employer and shall comply with all applicable federal, state and local laws and regulations.
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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 or arise out of, 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 her inability to obtain or maintain such permits, licenses, approvals, waivers,
and exemptions. Said inability shall be cause for termination of this Agreement.
17. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature hereinbelow 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.
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 D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
JOSEPH STRAKA
Interim City Attorney
By:
Laura Sheedy
Assistant City Attorney
CITY OF SANTA ANA
PAUL M. WALTERS
Interim City Manager
CONTRACTOR
NAME
Title
Tax ID#
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EXHIBIT A
SPECIFICATION FOR ROUTINE MAINTENANCE
1. GENERAL CONDITIONS
A. FUNCTIONS AND RESPONSIBILITIES
1. Citv - Director's Authori
The Executive Director of the Santa Ana Parks, Recreation and Community Services Agency (hereinafter
"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, 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 Director
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 contract commencement, 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 consistent with task frequencies in Exhibit
A; 2) time sheets of employees assigned to the contract areas; 3) names and titles of all persons working on the
project and their qualifications; and 4) equipment, materials and/or chemicals to be used on the project. The
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
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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.
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.
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11. 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."
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. This specification is designed to continuously improve parks and public recreational sites. It is with this
intent 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 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
request 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:
(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
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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. Contractor may be required to use schedule template
provided by City. 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.
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
site's 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.
Proposals will be evaluated on the qualifications of this individual and the amount of FTE's assigned 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.
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(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.
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 its 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.
1. 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 3/4" 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 3/4"
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).
2. Edging and Detailing
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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 twice per year (first week of January and July) per the City's
agronomic plan (see Attachment 4).
(2) Sport/Priority Turf - Contractor shall apply fertilizer four times per year (first week of January, April, October
and with annual renovation) per the City's Agronomic Plan" (see Attachment 4). If no summer renovation
occurs, the application shall be applied as determined by the Director.
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.
(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 paying 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. Contractor may also submit AEWs with
engineered drawings to improve these areas of the system.
(6) 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 Contractor's water consumption exceeds the EAW
City may deduct said overages from the Contractor's monthly invoice.
(7) Contractor shall ensure that all staff working on irrigation possess one of the following certifications:
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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
(8) From time to time City staff will advise Contractor of special events occurring in contract areas and
Contractor will be required to adjust irrigation scheduling to avoid negatively impacting the event. Should the
Contractor fail to properly adjust irrigation or otherwise prepare the area for the special event, a failure to
perform in the amount of $916 will be assessed for liquidated damages.
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 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 Stovers Seed Company Bermuda Dunes (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 third week 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". The Director, in his sole
discretion, may also approve solid tine aeration upon inspection of the proposed equipment to be used.
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 pounds per 1,000 square feet where turf exists;
(b) fall/winter - Stover Seed Company Grand Slam seed at eight pounds per 1,000 square feet
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 eradicate all weeds and have the irrigation
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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 100% uniform germination 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 sport fields 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 sport turf regardless of whether or not a renovation was
completed.
2. 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 AG Organics, Inc. AG203 Nutri Mulch 2"- 3" minus 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).
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 plants 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.
3. 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 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, subject to approval by the
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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 AG Organics, Inc. AG203 Nutri Mulch 2"-3" or approved equal, 1/2" 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.
d) Fertilization
The Contractor shall fertilize all shrub areas once per year (first week in April) per the City's agronomic plan
(Attachment 4).
4. 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 feet 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 AG Organics, Inc. AG203 Nutri
Mulch 2"-3"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.
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.
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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 provide an exact location and separate evaluation/report for
each tree in decline. 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.
5. 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 200 per year per district.
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
6. 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
215E.11(946
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).
7. 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 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 shall be to City specifications and details. Repairs to irrigation
E1??46
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.
8. 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 planters, 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.
(1) All picnic amenities (picnic tables, b.b.q.s, picnic shelters, concrete picnic pads, etc.) and park benches shall
be wiped clean 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.
f) 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
2 e1'' 446
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.
9. 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 accumulate 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.
10. 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 Stovers Bermuda Dunes 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
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
2 1046
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 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:
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.
11. 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 Stovers Bermuda Dunes 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.
12. 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.
13. 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 (80 lbs. or
less), such as but not limited to, litter, fallen branches, trash, limbs, branches, soil erosion, etc., shall be
removed from the worksites.
20=126346
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.
14. 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.
15. 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.
(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 and dust 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 as needed
to maintain a clean, debris free appearance.
(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) times 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.
(9) All turf in the Civic Center area is considered priority turf.
2 2284,46
(10) 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.
(11) Fertilization: Cyads and Palms shall be fertilized two (2) times per year (first week in March and
September).
b) 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.
(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 dust appear.
(5) All turf in the Stadium area is considered priority turf.
(6) All surfaces within the Stadium (including tunnels, bleacher area, all walkways, seats) shall be high
pressure washed quarterly (the third Monday of the months of July, October, January and April) to remove
all stains, gum, candy, etc.
c) 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 dust appear.
(2) 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 as needed
to maintain a clean, debris free appearance.
(3) All turf at the Corporation Yard is priority.
d) McFadden Technology Center and Newhope Libraries. In addition to the standard Grounds-Landscape
Specification the following special maintenance shall be performed.
(1) Parking lots, entrance to buildings, City sidewalks immediately in front of the property and all other
hardscape surfaces shall be cleaned free of debris and hosed down with a garden hose and high-pressure
nozzle daily.
(2) Trash enclosures shall be cleaned and hosed down with a garden hose and high-pressure nozzle one time
per week.
(3) Vines shall be trimmed at a height to be determined by the Director to prevent graffiti.
e) P.E. Bike Trail (Chestnut to Bristol). In addition to the standard Grounds-Landscape Specification the
following special maintenance shall be performed.
(1) Adams to Bristol - The contractor shall keep the unimproved areas immediately adjacent the improved
bike trail free of weeds, debris, and otherwise any objectionable item a minimum of 4' from fence lines
and/or to the wall of adjacent buildings.
22X.46
(2) Warner Ave. to Occidental - The unimproved land immediately adjacent (east) of the improved bike trail
is a part of this agreement. The Contractor shall maintain all plant material and keep unimproved areas
free of weeds, trash and debris.
(3) Flower west toward Bristol - This portion of the bike trail has an unimproved portion of property from
Flower St. running west along the bike trail. This property shall continuously be maintained free of weeds,
trash and debris.
f) Regional Transportation Center. In addition to the standard Grounds-Landscape Specification the following
special maintenance shall be performed.
(1) 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.
(2) All exterior trash receptacles and cigarette urns shall be cleaned with a germicidal cleanser as needed.
(3) 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 420 white silica sand as needed to
maintain a clean, debris free appearance.
(4) All turf at the RTC is considered priority turf.
g) Sara Mae Downey Herb Garden. In addition to the standard Grounds-Landscape Specification the following
special maintenance shall be performed.
At no time shall the contractor apply pesticides in the garden. All pests, including insects, weeds, rodents, etc.
shall be controlled by non-pesticide methods agreeable to the Director's Representative.
h) Santiago Park. In addition to the standard Grounds-Landscape Specification the following special
maintenance shall be performed.
(1) Nature Reserve Area: The contractor shall not be responsible for the maintenance of the native
landscape nor the irrigation system that irrigates the native plant material located immediately adjacent the
Nature Center (see Attachment 5 132-14). The contractor shall be responsible for all other maintenance in
the Nature Reserve including but not limited to trash and liter, walkways, roadways/parking lots, turf-
groundcover-shrub and tree maintenance, etc.
(2) Lawn Bowling Greens: The objective for the bowling green is level, smooth and hard with consistent
short vegetation coverage on entire playing surface. The color of the surface should be a combination of
green and brown. Winter months greens will be in brown dormant state. Brushing the surface versus
cutting may be more applicable.
a. Cutting schedule of Monday, Wednesday and Friday. This work to be carried out during the months of
May, June, July, August and September. Tuesday and Thursday only schedule in October, November,
March and April. Weekly cut in December, January and February. Standard Height of cut to be 3/32
in growing season, and 5/32 in winter months. Cutting to be in a different direction each time greens
are cut always on an angle.
b. Grooming of greens to be on an every 3rd week schedule starting in March and ending 2nd week of
September. Groomer to be set at between 1/32 "and 1/I6th above ground level. Grooming to remove
Poa and root crown from Bermuda. There should be a minimal amount of thatch on green surface.
c. Solid 'A tining 3rd week of March and July, alternate years hollow 1/2" tining to 3" depth (July).
d. Scarifying or deep verticutting only as directed by Park Services.
e. Greens to be rolled on Tuesday and Thursday in horizontal (up and down) direction.
f. Water schedule: No irrigation December, January or February. 2 day a week schedule in months other
then July and August (3 day). Deep soak areas were excessive drying occurs.
g. Top dressing to be applied by spreader, also in low areas. Green to be kept as close to 1/16th level
over surface. Sand per USGA green spec Silica.
h. Ditches to be kept level and free of vegetation. Edging to be to ditch face of "Plinth" boards.
16. City Inspection
2 5E 22646
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 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.
222046
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.
2.7 Jerome Park
2.7.1 One (1) 80'/90' base path Little League Junior/Senior diamond with skinned brickdust infield.
2.7.2 Two (2) 60' base path Little League diamond with skinned brickdust infields.
2.8 Madison Park
2.8. 1 One (1) 60' base path Major Little League diamond with skinned brickdust infield.
2.8.2 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 SE 2AG46
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.
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 (l) 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
Heritage 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 1 st to July 15th
1 Day per wk, July 16th to Jan 31 st
5 Days per wk Feb 1 st to April 31 st
1 Day per wk May 1 st to Jan 31 st
l day per wk Year round
5 Days per wk, Feb 1 st to July 15th
1 Day per wk, July 16th to Jan 31 st
1 Day per wk Year round
25E 2Oa46
Jerome Park: Field #1
Field #2 & #3
5 Days per wk, Feb 1 st to July 15th
1 Day per wk, July 16th to Jan 31 st
1 Days per wk Year round
Madison Park: 5 Days per wk , Feb 1 st to July 15th
3 Day per wk, July 16th to Jan 31 st
Memorial Park: 5 Days per wk, Feb 1 st 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 1 st to July 15th
1 Day per wk, July 16th to Jan 31 st
Riverview Park: 5 Days per wk, Feb 1 st to July 15th
3 Day per wk, July 16th to Jan 31st
Rosita Park: 5 Days per wk, March 1 st 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 1 st to July 15th
1 Day per wk July 16th to January 31 st
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 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.
2246
5.2 Drags
5.2.1 Scarifying 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 1/2" 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 Heaw Duty Shovels: Used to move material. Round/Square Point and Scoop shovels.
5.3.5 Heaw Duty Hose: Used to water down skinned area. Shall be 3/4" tol" 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.
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.
C-0.2&1 46
2
umv_
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 as requested at 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 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.
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.
215E2&246
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".
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 spot 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.lf in the determination of City staff, an unsafe lip situation exists (an unsafe lip is ''/2" or
greater) in any turf/brickdust border area infield to brickdust, base-paths or brickdust to outfield),
contractor will be required to 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
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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 `/2" 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.
10. 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.
2 SE 30446
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.
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 staffs 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.
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12.3 Infield turf shall be aerated using a walk behind piston type aerator as often as deemed necessary by Staff.
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.
%0
UIF- MO.32446
2
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, 1:1:1, 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 as approved by the Director:
• 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.
25E 3-&746
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.
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
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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.
i. 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.
1. 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.
m. 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
c. Remove all broken or loose branches.
25E 3"46
d. Remove any live branches, which interfere with the tree's structural strength, and healthful development,
which will include the following:
1) Branches of weak structure, which are not important to the framework of the tree.
2) Branches, which if allowed to grow, would wedge apart the junction of more important branches.
3) Branches forming multiple leaders in a single leader type tree.
4) 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.
5) Selective removal of undesirable sucker and sprout growth paying specific attention not to nick or damage
the sprout "burl".
6) Selective removal of one or more developing leaders where multiple branch growth exists near the end of
broken or stubbed limbs.
7) 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.
8) 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.
d. Removing any live branches, which interfere with the tree's structural strength and healthful development,
will include the following:
1) Limbs of weak structure or otherwise hazardous.
2) 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.
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3) 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.
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.
2SE3"46
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.
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.
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25E-42
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.
c. 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.
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
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25E-43
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
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
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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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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
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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).
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.
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ATTACHMENT 4
AGRONOMIC PLAN
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ATTACHMENT 5
MAPS
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ATTACHMENT 6
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.
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