HomeMy WebLinkAbout25A - AGMT - LANDSCAPE MAINTENANCEREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JULY 15, 2013
TITLE:
AGREEMENT WITH AZTECA
LANDSCAPE FOR LANDSCAPE
MAINTENANCE SERVICES IN
DISTRICT FOUR PARK SITES
4?TFYIIMANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 151 Reading
? Ordinance on 2?d Reading
? Implementing Resolution
? Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute an agreement with Azteca
Landscape to provide landscape maintenance services in District Four for an 18-month term with
four one-year renewal options in an amount of $1,174,926.06, with a 10% contingency for
unanticipated work for a total amount not to exceed $1,292,418.67, subject to non-substantive
changes approved by the City Manager and City Attorney.
DISCUSSION
The Parks, Recreation and Community Services Agency (PRCSA) is currently divided into four
park maintenance districts and the Civic Center district. The landscape maintenance contract in
District Four has expired. On May 14, 2013, PRCSA issued request for proposals (RFP #13-010
PRCSA) to 13 landscape maintenance vendors. On May 23, 2013 a pre-proposal conference
was conducted and on June 6, 2013 the City received proposals from five firms: Azteca
Landscape, Mariposa Landscape, Inc., Midori Gardens, Parkwood Landscape Maintenance
Services and Vista Del Verde. Vista Del Verde's proposal was received after the deadline and
was returned unopened.
An evaluation committee consisting of representatives from PRCSA Park Services, PRCSA
Administration, and the City of Anaheim reviewed and rated the four proposals. The proposals
were evaluated according to Capability and Experience of Contractor (25%), Past Performance
(25%), and Cost of Proposal (50%), as listed in the RFP. The highest rated contractor is being
recommended for this contract.
25A-1
Agreement with Azteca Landscape
For Landscape Maintenance Services in District Four
July 15, 2013
Page #2
The results of the RFP evaluation are as follows:
Vendor Location Cost Score
Azteca Landscape Ontario, CA $1,174,926.06 342
Mariposa Landscape, Inc. Irwindale, CA $1,241,352.00 338
Parkwood Landscape Maintenance Services Van Nuys, CA $1,332,642.00 283
Midori Gardens Santa Ana, CA $1,226,810.00 273
400 point max
The City proposes to enter into an 18-month agreement with Azteca Landscape, with four one-
year renewal options, for the maintenance of District Four. District Four is located in the
southwest quadrant of the City and includes landscape maintenance of 16 city properties (nine
park sites, five bike trails, the City Yard and McFadden Technology & Learning Center). See
Exhibit 1. The 18 month base contract cost is $1,174,926.06. An additional 10% contingency of
$117,492.61 is included for unanticipated work, resulting in a total contract amount of
$1,292,418.67. Azteca Landscape is new to PRCSA and has been performing well in other
southern California cities.
FISCAL IMPACT
Funds for this agreement will be included in FY 2013-14 and FY 2014-15 Park Services
Maintenance and Repair Buildings and Grounds account (no. 01113250 62320) and Criminal
Activities Fund - Department of Justice account (no. 02614450 62300 12480901102).
APPROVED AS TO FUNDS AND ACCOUNT:
Gerardo Mouet,
Executive Director
Parks, c. and Com. Svcs.
Carlos Rojas,
Interim Police Chief
Police Department
Francisco Gutierrez,
Executive Director
Finance and Mgt. Svcs. Agency
GM/SC/SC
Exhibit: Map
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LANDSCAPE MAINTENANCE AGREEMENT
THIS AGREEMENT, made and entered into this 15th day of July, 2015 by Azteca
Landscape, Inc., a California corporation (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 4,
as set forth in the Specification for Routine Maintenance, attached hereto as Exhibit A, attached
hereto, in conformance with City's Request for Proposal 13-010 (RFP), dated May 14, 2013 on
file at the Parks, Recreation and Community Services administrative offices and the maps
included therein, and Contractor's Proposal dated June 6, 2013, attached hereto as Exhibit B. All
referenced documents are incorporated in this Agreeement by reference. The Executive Director
of Parks, Recreation and Community Services Agency may order additional services, as set forth
in Section 3.e., below, for unanticipated but necessary services required during the term of this
Agreement.
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,
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the rates and charges set forth in Contractor's proposal, attached hereto as Exhibit C and
incorporated by reference. The amount to be expended for services shall not exceed One Million,
One Hundred Seventy-Four Thousand, Nine Hundred Twenty-Six and 06/100 Dollars
($1,174,926.06), plus a ten percent contingency for unanticipated work required during the 18
month term of this agreement.
b. Invoices.
1. The contractor shall submit a monthly invoice by the fifteenth of the month to the
City for the services rendered in the prior month.
2. All invoices for work performed under this contract shall be submitted in a
format approved by the City. Invoices shall include the following information at
a minimum:
i. Contractor's invoice number
ii. Beginning and ending dates for services
iii. City project number and/or name (if applicable)
iv. Work site address/location (if applicable)
v. Unit cost, subtotals and total for invoice
c. Payment by City shall be made within sixty (60) days following receipt of proper
invoice, subject to City accounting procedures. Payment need not be made for work which fails
to meet the standards of performance of a professional parking control enforcement services.
d. Extra Work. No new work of any kind shall be considered an extra unless a separate
estimate is given for said work and the estimate is approved by the City in writing before the
work is commenced. The contractor will be required to provide detailed information of such
extra work. Documentation of contract compliance may be required on some occasions.
Work performed prior to obtaining written approval of the City shall not be included within
the Scope of Work and may not be paid.
4. TERM
This Agreement shall commence on August 1, 2013 and terminate on January 31, 2015,
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.
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.
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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 and
not-contributory 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.
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7. INDEMNIFICATION
To the fullest extent permitted by law, Contractor shall indemnify, defend and hold
harmless the City, its officers, agents and employees (collectively, the "indemnified parties")
from and against any and all claims for bodily injury, death or damage to property, demands,
obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties,
liabilities, costs and expenses (including without limitation, attorney's fees, disbursements and
court costs) of every kind and nature whatsoever, which may arise from or in any manner relate
to, directly or indirectly, work performed or services provided pursuant to this Agreement,
including without limitation, defects in workmanship and/or materials, or Contractor's presence
or activities conducted performing the work (including the negligent or willful acts or omissions
of Contractor, its principals, officers, agents, employees, vendors, suppliers, contractors and
subcontractors). Notwithstanding the foregoing, nothing herein shall be construed to require
Contractor to indemnify the indemnified parties from any claim arising from the sole negligence
or willful misconduct of the indemnified parties. Nothing in this indemnity shall be construed as
authorizing any award of attorney's fees in any action on or to enforce the terms of this
Agreement. This indemnity shall apply to all claims and liability regardless of whether any
insurance policies are applicable. The policy limits do not act as a limitation on the amount of
indemnification to be provided by the contractor.
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
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25A-8
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax 714-647-6956
With courtesy copies to:
Executive Director of Parks, Recreation and Community Services
City of Santa Ana
26 Civic Center Plaza (M-75)
P.O. Box 1988
Santa Ana, California 92702
Fax 714-571-4211
and City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box 1988
Santa Ana, California 92702
Fax 714-647-6515
To Contractor: Azteca Landscape, Inc.
Attn: Noe Farias
1027 E. Acacia Street
Ontario, California 92716
Fax 909-673-9192
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.
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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. EMPLOYMENT OPPORTUNITIES FOR SANTA ANA RESIDENTS
Contractor shall solicit and advertise employment opportunities to Santa Ana residents.
The City shall inform the contractor of areas to publicize recruitment opportunities, such as work
centers and community centers. Such effort and procedure will be provided to the City for
review.
15. 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.
16. 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
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25A-10
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.
17. 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.
18. 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:
CITY OF SANTA ANA
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
KEVIN O'ROURKE
Acting City Manager
AZTECA LANDSCAPE, INC.
SONIA R. CARVALHO
City Attorney
By:
Laura Sheedy
Assistant City Attorney
NOE FARIAS
Vice-President
25A-11
EXHIBIT A
SPECIFICATION FOR ROUTINE MAINTENANCE
25A-12
EXHIBIT A
SPECIFICATION FOR ROUTINE MAINTENANCE
L GENERAL CONDITIONS
A. FUNCTIONS AND RESPONSIBILITIES
1. City - Director's Authority
The Director is the only person authorized to direct changes in any of the
requirements under the Agreement and, not withstanding any provisions
contained elsewhere in the Agreement, and said authority remains solely in the
Director. In the event that the Contractor effects any such changes at the direction
of any person other than the Director, the changes will be considered to have been
made without authority and solely at the risk of the Contractor. In addition, the
Director shall have the authority to accept/reject materials, workmanship and to
make changes in work or schedule, when the City determines that no extra costs
are involved.
The intent of these specifications is known by the City of Santa Ana. Any
questions relating to the interpretation of these specifications must be addressed,
in writing, prior to the start of work. When the performance of the work or
completion per schedule is determined to be sub-standard, the director may
recommend that all or a portion of payment be withheld. Payment to be withheld
shall be deducted from the next monthly payment due, or if the amount is
insufficient to cover payment, the Contractor shall be liable for said deficiency
and will be billed accordingly.
The Director, or his authorized representative shall decide all questions, which
may arise as to the manner of performance and completion per schedule,
acceptable fulfillment of the Agreement by the Contractor, interpretation of the
specifications, and compensation, including completion of work by alternate
sources.
2. Contractor
a) Local Office
The Contractor shall maintain a physical office within the 714 area code
(local office). The local office shall be open Monday through Friday 8:00
a.m. to 5:00 p.m. with a company representative present at all times.
Answering services or mobile telephones will not be considered a local
office.
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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
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.
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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.
L 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
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City will pay for water used by Contractor pursuant to this agreement up to a
specified amount detailed in a monthly Estimated Applied Water (EAW) report.
Should the amount of water applied exceed the monthly EAW then the Contractor
shall pay the cost of the excess water.
II. GROUNDS/LANDSCAPE MAINTENANCE SPECIFICATIONS
A. DEFINITIONS
1. "Director" shall mean the Executive Director of Parks, Recreation and
Community Services or designated representative.
2. "Pruning" shall mean the practice of removing lateral shrub or tree branches and
may also be referred to as "trimming."
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
25A-16
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
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
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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, the qualifications described in Section
II.E.7. Irrigation Techs shall manage each site's irrigation controller
programming, performance and maintenance including, but not limited to,
performing all irrigation checks/report writing and performing repairs
and/or, modifications to the irrigation system. Your proposal will be
evaluated on the qualifications of this individual and the amount of FTE's
you assign to each district. Copy of certificate is required with
proposal submittal.
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.
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b) The materials and chemicals utilized in furtherance of this Agreement
shall comply with the following standards:
(1) All fertilizers shall be complete, furnishing the required percentage
of nitrogen, phosphoric acid and potash to keep lawns, trees, shrubs
and other plants in a healthy and vigorous growing condition.
(2) Pesticides including but not limited to: Insecticides, fungicides,
herbicides, algaecides, aviacides, and rodenticides shall be of the
best quality obtainable and available on the market, properly labeled
with guaranteed analysis, and brought to the job site in the
manufacturer's original container.
(3) Tree stakes, tree ties and guy wires shall be of materials matching
those existing at the work site or as specified by the Director.
4. Trash Disposal and Recycling
All organic waste (including leaves, grass clippings, brush, branches, and tree
parts) resulting from work performed under this contract shall be disposed of
pursuant to the requirements of the Santa Ana Municipal Code (SAMC) Chapter
16. Organic waste cannot be taken to a landfill. Every month, the Contractor
shall submit receipts from licensed composters/green waste recycling facilities,
to the Director listing the tons of organic waste recycled and the names and
addresses of the composting or processing companies.
As an alternative, the City will allow Contractor to dispose of green waste and
trash in bins provided by the City. The City will determine the amount of green
waste and trash allowed to be dumped in these bins based on historical amounts.
Any additional disposal fees must be paid by Contractor. At no time will the
contractor be allowed to dispose of trash or green waste that was not collected as
part of this contract. If the City finds that the contractor is disposing of trash
from other contracts, the City will discontinue this service for the contractor and
the contractor will be required to pay for their own trash service.
E. ROUTINE MAINTENANCE
Routine maintenance shall include but not be limited to the following services
performed at the Work Sites listed in Exhibit F.
Turf Care
Turf care shall be differentiated by the two types of turf - "Casual Turf' and
"Sport/Priority Turf (see site maps in Attachment 5 that identify the areas for each
type of turf). The Contractor shall maintain mowers that provide a smooth, even cut
25A-19
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).
c) Edging and Detailing
All edging shall be performed with the use of a McClain's edger or
approved substitute. Stick edgers are not allowed. Contractor shall edge
all turf adjacent to all improved hard surfaces such as concrete,
decomposed granite, asphalted concrete paved areas. Edging/detailing
shall be performed at the same time mowing occurs. Chemical detailing
of turf may occur with the Director's approval. If chemical detailing is
performed, the Contractor shall use the string trimmer to remove the
treated turf within one (1) week after symptoms of phytotoxicity become
recognizable.
(1) The Contractor shall use the McClain's edger, or approved
substitute, to edge straight lines along fences, walls, or long
flowing arcs. The Director's Representative may require the
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Contractor to use string lines to edge straight lines if the
Contractor's staff fails to achieve this quality without this method.
(2) 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.
(3) 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
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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 Contractors 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:
a. Fullerton College Certificate of Proficiency in Landscape
Irrigation
b. UC Riverside Certificate in Landscape Irrigation
c. Irrigator Tech Certificate Program (must possess all of the
following):
i. Certified Irrigation Repair Technician (CIRT)
ii. Certified Irrigation Auditor (CIA)
iii. Smart Water Certified (SWC)
iv. Certified Irrigation Installer (CII)
(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.
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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 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".
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i) Sport/Priority
(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 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.
25A-24
(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 set
designated by the Director. Shear hedging or severe pruning/trimming of
plants, unless authorized by the Director, is not permitted. Topping of
25A-25
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 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, '/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
25A-26
Attachment 3). In addition, the Director may require the Contractor to
remove or prevent encroachment of trees into the public right of way
where the tree blocks vision or is considered undesirable. Low branches
overhanging sidewalks shall be trimmed to a height of nine (9) feet above
finish grade. Young trees needing pruning/trimming, training, and
shaping to develop caliper and a strong structural framework may have
low branching laterals and or appropriate sucker growth. Contractor shall
remove hangers under 15" and fallen limbs 80 lbs. or less.
b) Staking, Tying and Guying
All trees requiring staking shall be securely staked at all times with stakes
and rubber cinch ties approved by the Director. Rubber hoses and wire
are not permitted ties. All stakes shall be set perpendicular to prevailing
winds unless designated otherwise by the Director. Tree stakes shall also
be set a consistent distance away from the trunk of the tree (minimum six
(6) inches) to reduce abrasion and cell elongation. The tops of all tree
stakes shall be removed approximately three (3) inches above the highest
tie to reduce abrasion of main or lateral branches of the tree.
c) Mulching of Bare Areas
In designated tree ring areas where bare soil is visible the Contractor shall
apply 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.
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
25A-27
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
25A-28
All hardscape and landscape areas shall be kept free of weeds at all times.
Weeds shall be removed by hand and/or approved mechanical or chemical
methods. Director may dispatch City staff to remove weeds that reach two
(2) inches or greater and are not removed immediately. In such instance,
the cost will be deducted from the Contractor's monthly invoice.
b) Disease and Pest Control
(1) The Contractor shall inspect on a daily continuous basis all
landscaped areas (turf, trees, shrubs, ground cover, and annual
color) for presence of disease, insect, rodent infestation or any
other pests. If any pests, such as but not limited to, disease, insect,
algae, birds, animals, such as rabbits, squirrels, or rodent
infestation (rodents including rats, gophers, moles, voles, etc.) is
discovered, it shall immediately be controlled by the Contractor at
his/her expense using the safest and most expedient method.
(2) The Contractor is responsible for inspecting all plant material on a
continuous basis and, as necessary, treating plant material to
maintain optimum health of the plants. If any plant material (turf,
groundcover, shrubs, trees) dies without the Contractor diagnosing
the plant and implementing efforts to restore the plant to a healthy
and attractive appearance, the City will assume the Contractor
caused the plant death. Contractor will be required to replace the
plant with like species and size at no extra cost to the City. City is
responsible for cost of replacing plants lost to vandalism; however,
Contractor must prove that it was vandalism that killed the plant.
In the case where turf is lost due to pest damage, the Contractors
shall replace the area of turf lost with Pacific Sod Greg Norman 1
Hybrid Bermuda (during spring/summer) and Pacific Sod Greg
Norman 1 Hybrid Bermuda that has been cropped over with
Perennial Rye grass (during fall/winter).
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.
25A-29
(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 Resorting
(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
25A-30
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 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, and trash.
The City shall approve any equipment that is to be used for cleaning
hardscape. Large trash items in excess of five inches length or width, a
muddle of smaller items, spills, and any material (including tree/plant
material) that creates a safety hazard shall be picked up daily.
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.
25A-31
c) Pavement pressure washing - 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, and paved areas around buildings.
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, 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 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
25A-32
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.
25A-33
(3) Level fence line areas using a rock or leveling rake.
(4) Level and drag warning track areas using nail drag followed by
finishing drag mats. Contractor shall apply new brick dust to fence
lines and warning tracks as necessary to maintain consistent ''/2" layer
of brick dust in these areas.
c) Weekly Maintenance
(1) Contractor will then edge the fence lines and warning track to
achieve crisp straight lines and a smooth crisp arc where the
brickdust warning track meets the sport turf.
d) Annual Maintenance
(1) Top dress outfield turf using Santa Ana mix or approved product.
Apply with an approved top dressing machine that will achieve a
level playing surface. (The "Santa Ana Mix" is sold by AG Organic,
Riverside. The specification is: AG Organic Company Organigro
Seed Topdress premixed w/California Organic Fertilizer, Inc. Phyta
Boost Plant Food 7-1-2 (33cy of Organigro Seed Topdress +700#'s
7-1-2 Phyta Boost per Acre)).
e) Non-recurring maintenance:
(1) During inclement weather the Contractor shall work to reopen
baseball fields as soon as possible. The Contractor shall use
Diamond Dry or an approved equal to warning tracts and fence lines.
In addition, the Contractor shall use hand pumps or any other
reasonable method necessary to drain water off the field.
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 #20 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.
25A-34
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.
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 parking lots, 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.
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
25A-35
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) 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.
(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.
16. City Inspection
a) The Director or his designated representative shall regularly inspect
the parks, playgrounds, fields and all other City property subject to this
Agreement. If said inspection results in discovery of work that is not
performed in the manner, and to the professional degree set forth in the
Specifications, Contractor agrees that the City shall deduct from
Contractor's next monthly payment, the City's actual or estimated cost of
performing the work to bring the property into 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.
25A-36
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 Delhi Park
2.1.1
2.2 Madison Park
2.2.1
2.2.2
One (1) 60' base path Little League diamond with skinned
brickdust infield.
One (1) 60' base path Major Little League diamond with skinned
brickdust infield.
One (1) T-Ball diamond with skinned brickdust infield.
2.3 Memorial Park
2.3.1 One (1) 80'/90' base path Little League Junior/Senior diamond
with skinned brickdust infield.
2.3.2 One (1) 60' base path Little League diamond with combination
turf/brickdust infield.
2.3.3 Two (2) 60' base path Little League diamonds with skinned
brickdust infields.
2.3.4
3.0 Schedule of Work to be Completed
3.1
Delhi Park: 1 day per wk Year round
Madison Park: 5 Days per wk , Feb 1 St to July 15th
3 Day per wk, July 16th to Jan 31St
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Memorial Park: 5 Days per wk, Feb 1St to July 15th
1 Day per wk July 16th to Jan 31st
4.0 Field Composition Mix (Brickdust) To Be Used When Maintaining In-fields.
4.1 Field In General
4.1.1 When adding field composition mix (brickdust) to any City of
Santa Ana ball field, the specific type of material to be used is:
Pro Gold Infield Mix with stabilizer from Gail Materials (951)
279-1095.
4.2 Pitchers Mound/Home Plate/Basepath Areas
When adding a mix with a higher clay composition material to any pitcher's
mound/home plate/base-path area, the specific type of material to be used is: Hill
Topper Home Plate and Mound Mix.
5.0 Equipment
The contractor shall provide and have "on hand" at all times during the brickdust
maintenance operation the following equipment.
5.1 Utility Vehicle
Small tight turn radios (13') vehicle designed especially for this type of work.
This vehicle shall have the capability to make circle and figure eight patterns
completely within the skinned brickdust infield area and not trespass onto
adjacent turf areas. Vehicles manufactured by John Deere, Ryan, Toro and
Daihatsu may be acceptable.
5.2 Drags
5.2.1 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 t/2" in diameter. Pull chain shall be included.
5.2.2 Cutting and Leveling rag: 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.
25A-38
5.2.3 Grooming or Finish Drag: Used to complete dragging procedure
on a daily basis and lighter/gentle movement of brickdust. This
drag shall be galvanized metal "door-mat" link. Pull chain shall be
included. Drag shall be 6' in length by 6' in width.
5.3 Other Equipment
5.3.1 Hand Tamp: 20 lb. variety with 48" min. handle. Used to compact
worn areas around bases, home plate and pitching mound.
5.3.2 Plastic Sheeting and Duct Tape: Used to wrap hand tamp head and
help prevent wet clay from sticking.
5.3.3 Grade or Grooming Rake- Used to rake and fine level areas. Shall
be made of aluminum, 36" wide and a 6' handle.
5.3.4 Heavy Duty Shovels: Used to move material. Round/Square Point
and Scoop shovels.
5.3.5 Heavy Duty Hose: Used to water down skinned area. Shall be
3/4" to 1" top quality construction with 225-psi working pressure.
Leaks of any kind are not permitted. Contractor shall have a
minimum of 175' of hose on hand at all times.
5.3.6 High Pressure Nozzle: Attached to hose. Use to spray down
brickdust and push excess brickdust off turf edges.
5.3.7 Industrial Push Broom: Used to remove excess brickdust from turf
edges. Shall be 24" min. wide with heavy-duty dual weight
bristles.
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.
25A-39
5.4.3 Diamond or Beckson Pump: Used to remove standing water in
brickdust areas. Shall be plastic with flexible piston and value.
5.4.4 Infield Sopper with Wringer and Bucket: Used to collect standing
water in brickdust areas. Sopper shall be geotextile-covered
sponge typical for absorbing chemical spills.
6.0 Meetings
6.1 Contractor shall provide City of Santa Ana staff with a contact person and a
phone number to reach the contact person from the hours of 6:30am - 5:00pm,
Monday - Saturday.
6.2 Contractor shall appoint and identify to City of Santa Ana staff a "site
supervisor". This site supervisor shall meet with staff 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.
25A-40
7.2.3 The Contractor shall rake/shovel loose material from high spots
back into low spots/worn areas on running paths, sliding zones,
and any other low spots/worn areas appearing on the field before
any watering or dragging shall take place
7.3 Home Plate Area/Batters Box Area Holes
7.3.1 Sweep/Rake away all loose brickdust.
7.3.2 Wet area until moist.
7.3.3 Scarify area (`s) [batters box hole(`s)] with shovel. This will help
the mix bind better.
7.3.4 In a 5 gallon bucket mix "mound mix" with water to desired
consistency. Do not use infield mix for this purpose.
7.3.5 Backfill "mound-mix" material into hole(`s).
7.3.6 Tamp the area firmly with steel tamp.
Note: The tamp will be most effective if you cover the
bottom with plastic. Tape the plastic to the tamp
handle. The plastic keeps the clay from sticking to
the tamp's bottom.
7.3.7 After tamping and compacting the "mound mix" covers areas with
infield brick dust.
7.4 Pitcher's Mound
7.4.1 Follow same procedure for repair of home plate/batters box area
utilizing dry "mound mix" for this purpose. Do not cover with
infield mix.
7.4.2 Add to the above the following: Rake all loose material from
bottom to top and cover with "Mound Mix".
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.
25A-41
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.If in the determination of City staff, an unsafe lip
situation exists (an unsafe lip is 1/2" 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.
25A-42
7.6 Final Watering
7.6.1 This is the most time consuminy, and a very important element of
the procedure.
7.6.2 The contractor shall final water the skinned brickdust to a depth of
'/4" minimum.
8.0 Rainy Weather/Wet Field Procedure
8.1 On the next scheduled working day after a rainfall, the following procedure, in the
order listed, shall be adhered to:
8.1.1 Remove all standing water from low spots either by skimming off
excess water and spreading it out to dry areas or using a
pump/sopper system.
8.1.2 Rake out (scarify) wet areas.
8.1.3 Apply Dry Gail Materials "Pro Gold with Stabilizer" Brickdust
Materials from stock to all Wet Areas and Rake Out.
9.0 Work to be Completed "BI-MONTHLY"
9.1 To maintain levelness of all fields, contractor shall, once every two months,
scarify drag built up amounts of materials at high spots and cut and level drag the
scarified material to low spots. The Contractor shall fill any remaining low spots
with new Gail Materials "Pro Gold with Stabilizer" brickdust from stock and
make level.
Note: Staff shall identify areas to scarify/cut and level
drag to the contractor at weekly meetings with
contractors appointed site supervisor (as per section
6.2 of contract).
9.2 Heavy water scarified and cut and leveled areas to a '/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.
25A-43
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.
10.1.1 Contractor shall laser grade each ball diamond. Contractor shall
scarify drag built up amounts of materials at high spots and cut and
level drag the scarified material to low spots. The Contractor shall
fill any remaining low spots with new Gail Materials "Pro Gold
with Stabilizer" brickdust from stock and make level.
Note: Staff shall identify areas to scarify/cut and level
drag at the November meeting with contractor's
owner (as per section 6.3 of contract).
10.1.2 Contractor shall verify all base distances, pitching rubber distances
and pitching mound heights per the Little League, Pony/Colt
League specifications for each specific field. Contractor shall
repair any specifications not being met on any field.
10.1.3 In addition, contractor shall install 1/2" new Gail Materials "Pro-
gold with Stabilizer" (brickdust) to in-fields at all diamonds
(minimum 26 tons per Girls Softball/Major Little League Field and
minimum 40 tons per Junior/Senior Little League Field). Also, the
contractor shall install a minimum of 1 ton of Turface calcite clay
per Girls Softball/Major Little League Field and 2 tons of Turface
calcite clay to Junior/Senior Little League Fields Responsibility for
and purchase of necessary materials shall be at contractor's
expense.
Note: The City has the right to move brickdust and
Turface materials to other infields under this
agreement should they decide that an infield or
infields do not require additional materials a
particular year.
11.0 Work To Be Completed "AS DIRECTED"
11.1 Replace Base ANCHORS as directed.
Note: City of Santa Ana use's the Roger's Breakaway
base anchoring system. Contractor shall install base
anchors into the ground per manufacturer's
standards. Top of stake shall be approximately 2"
25A-44
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 1/2" and 3/4" per staff s direction.
12.1.3 All turf clippings shall be collected and disposed of.
12.1.4 Edging of infield arc shall be performed by infield sub.
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.
25A-45
12.2.3 Infield turf shall be fertilized two (2) times per year in the first
week of January and April per the agronomic plan.
12.2.4 Contractor shall distribute the fertilizer evenly using a mechanical
broadcaster. No hand distribution will be allowed.
12.2.5 Immediately following fertilization the Contractor shall water in
the fertilizer to avoid chemically "burning" the turf.
12.3 Infield turf shall be aerated using a walk behind piston type aerator as often as
deemed necessary by Staff.
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.
25A-46
ATTACHMENT 2
ANNUAL COLOR PLANTING AND MAINTENANCE SPECIFICATION
Before each annual planting the area should be tilled 8 to 16 inches deep. Organic matter in the
form of nitrified redwood must be incorporated to a depth of 8" of the top soil. The contract
administrator may adjust this if adequate organic matter is already present in the soil but the
successful bidder must be prepared to incorporate this organic matter at every color rotation.
Organic matter must comprise 25% of the soil volume where the roots will be. This requires 2"
of nitrified redwood tilled to an 8" depth. Apply 1.5 pounds of nitrogen per 1000 sq. ft. as a
complete low nitrogen material with a ratio of 1:2:1, l:l:l, 1:2:2 or similar. Do not use a higher
rate of nitrogen as this may result in excessive vegetative growth and a suppression of flowering.
After establishment, fertilize as necessary to maintain a robust appearance and maximum
flowering. After incorporating organic material and other supplements, the beds must be raked
smooth and slightly mounded. Sticks clods and other material must be removed from the bed.
During planting gently crush the root mass with the fingers to stimulate root growth in the
surrounding soil. Begin planting in the center of the bed and keep traffic in the worked soil to a
minimum. Make the hole slightly larger than the root ball and set the plant at the same depth or
slightly higher than it was growing in the container. Smooth out the soil around the plants after
planting, including footprints. Water plants to a depth of 5 inches immediately after planting for
4" plant material (deeper for larger pots).
Plants are to be rotated four times a year and are to be kept disease free and healthy on a
consistent basis. There must be no dead or missing plants at any time and the beds must be kept
in a weed free condition. Plants will be in 4" pots and will be planted in an 8" triangular spacing
pattern. Rows must be in a straight alignment at the time of planting. Plant species that may be
planted at different times of the year may include, but not be limited, to the following annual
bedding plants 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.
25A-47
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.
25A-48
ATTACHMENT 3
TREE PRUNING SPECIFICATIONS
1.0 INTRODUCTION
Trees and other woody plants respond in specific and predictable ways to pruning and
other maintenance practices. Careful study of these responses, has led to pruning
practices, which best preserve and enhance the beauty, structural integrity, and functional
values of trees.
In an effort to promote practices, which encourage the preservation of tree structure and
health, the following policies have been established. These specifications are presented
as working guidelines, recognizing that trees are individually unique in form and
structure, and that their pruning needs may not always fit strict rules.
1.01 OVERVIEW OF SPECIFICATIONS
Any tree work performed in the City of Santa Ana Park and Recreation Facilities
(SAPRF) must be done according to the SAPRF specifications. There are different
criteria for pruning depending on the purpose for the pruning.
a. Complete Prune Specifications are used when circumstances deem the entire tree
needs to be fully pruned.
b. Safety Prune Specifications require less pruning and are used when specific, possibly
hazardous (dead/dying) limbs need removal to eliminate all safety concerns. Safety
pruning may be recommended in some circumstances instead of a complete prune.
Safety pruning specifications are used for "as needed" pruning as outlined above and
address only safety concerns. Safety pruning includes only the basic requirements
and does not include the fine pruning detail work outlined in a complete prune.
c. Power Line Clearance Prune (PLC) Specifications are used for private tree power
line clearance work and for street tree (PLC) pruning when the tree is pruned
between its periodic complete pruning cycles.
d. Palm Pruning Specifications are used when pruning any type of palm.
All specifications are based on International Society of Arboriculture, National Arborist
Association and American National Standards Institute criteria. This guarantees that
SAPRF trees receive the best possible care.
1.02 GENERAL REQUIREMENTS
The following requirements shall be used during any pruning work to be performed on
SAPRF trees:
a. Proper disposal of all tree debris generated.
25A-49
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
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.
25A-50
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.
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.
in. Beneficial animal, bird nests, nesting cavities or other wildlife habitat shall be
preserved and protected whenever feasible, unless doing so would create a hazard.
1.05 COMPLETE TREE PRUNING SPECIFICATIONS
Complete tree pruning shall consist of the total removal of dead or living branches that
may threaten the future health, strength and attractiveness of trees. Specifically, trees
shall be pruned in such a manner as to:
a. Prevent branch and foliage interference with requirements of safe public passage.
Over street clearance shall be kept to a minimum of sixteen (16) feet above the paved
surface of the street, fifteen (15) feet above the curb and eight (8) feet above the
surface of a public sidewalk or pedestrian way. Exceptions are allowed for young
trees, which would be irreparably damaged by such pruning action.
b. Remove all dead and dying branches and branch stubs that are one half (1/2) inch
diameter or larger.
c. Remove all broken or loose branches.
d. Remove any live branches, which interfere with the tree's structural strength, and
healthful development, which will include the following:
25A-51
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
25A-52
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.
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.
25A-53
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.
All volunteer palm seedlings must be removed that are growing within the streets,
parkways, or setback dedicated areas.
1.09 UNACCEPTABLE PRUNING
The following procedures, or others that will result in tree decline, are not allowed (storm
damage and other extenuating circumstances exempted):
a. Severe cutting back of all growing tips usually referred to as topping, pollarding, or
hat racking.
b. Flush cutting where a cut is made even with the surface of the trunk or limb,
removing the branch collar and branch bark ridge.
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.
25A-54
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.
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.
25A-55
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
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.
25A-56
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
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
25A-57
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.
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.
25A-58
Where the plans or specifications describe portions of work in general terms, but not
complete detail, it is understood that workmanship of the finest quality is to be used.
Unless otherwise specified, the Contractor shall furnish all labor, materials, tools,
equipment and incidentals and do all the work involved in executing the contract.
2.09 CONSTRUCTION EQUIPMENT
The Contractor shall take all necessary precautions for safe operation of his equipment
and the protection of the public from injury and damage from such equipment.
2.10 SOUND CONTROL REQUIREMENTS
The Contractor shall comply with all local sound control and noise level rules,
regulations and ordinances that apply to any work performed pursuant to the Contract.
Each internal combustion engine used for any purpose on the job or related to the job
shall be equipped with a muffler of a type recommended by the manufacturer of such
equipment. No internal combustion engine shall be operated on the project without said
muffler. Full compensation for conforming to the requirements of this section shall be
considered as included in the prices paid for the various contract items of work involved
and no additional compensation will be allowed therefore. Sounds, such as loud music,
that are not related to the project, shall be kept at levels so as to not disturb the general
public.
2.11 TRAFFIC CONTROL
The Contractor shall notify the SAPRF representative of intent to begin the contract work
at least five (5) days before work is begun. The Contractor shall cooperate with local
authorities relative to handling traffic through the areas and shall make arrangements
relative to keeping the working area safe and clear of vehicles.
When entering or leaving roadways carrying public traffic, the Contractor's equipment,
whether empty or loaded, shall in all cases yield to public traffic. All traffic delineation
and work area protection shall conform to the Work Area Traffic Control Handbook
(W.A.T.C.H.) 2000 Edition.
The Contractor shall make every effort to keep commercial driveways open during
working hours. Should this not be possible, Contractor shall coordinate with the property
owners affected to insure that designated times of ingress and egress is available. After
working hours, all driveways shall be accessible with smooth and safe crossings through
any construction area (State of California Traffic Manual).
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.
25A-59
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.
25A-60
ATTACHMENT 4
AGRONOMIC PLAN
FERTILIZATION PROGRAM
Priority Application dates Maintenance Description (unit of Material Units/Measure
Turf measure)
1 January Fertilize turf-use CA Organic 7-1-2 Phyta Boost Plant Food 16#/1,000s.£
Phyta Boost Plant Food 7-1-2
(33c +700#'s/Ac)
2 April Fertilize priotity turf using one Lesco 39-0-0 I#N/1,000 s.f.
pount nitrogen per 1,000 s.f. with
Lesco 39-0-0
3 W/Annual Turf Renovate turf-use AG Organic- AG Organic 'Santa Ana' Seed 16#/1,000s.f.
Renovation Organigro Seed Topdress+CA Topdress Mix
Organic Phyta Boost Plant Food 7-
1-2 (33c +700#'s/Ac)
4 October Fertilize priotity turf using one Nitro King 19-4-4 1#N/1,000 s.f.
pound nitrogen per 1,000 s.f. with
Nitro Kin 19-4-4
Casual Application dates Maintenance Description (unit of Material Units/Measure
Turf measure)
1 January CA Organic Phyta Boost Plant 7-1-2 Phyta Boost Plant Food 16#/1,000s.f.
Food 7-1-2 (33c +700#'s/Ac)
2 July CA Organic Phyta Boost Plant 7-1-2 Phyta Boost Plant Food 16#/1,000s.£
Food 7-1-2 33c +700#'s/Ac)
GC/S Application dates Maintenance Description (unit of Material Units/Measure
measure
I April Fertilize groundcover/shrub/color 8-3-6 Sanctuary Horticulture 12.5
areas using Santuary 8-3-6 Application
(12.5#/1,000s.f.)
Color Application dates
1 At color change Fertilization of seasonal color 19-6-12 Osmocote 25#/1,000s.f.
25A-61
ATTACHMENT 5
MAPS
25A-62
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.
25A-63
EXHIBIT B
CONTRACTOR'S PROPOSAL
JUNE 6, 2013
25A-64
CITY OF SANTA-ANA
REQUEST FOR PROPOSALS
For Providing Park Landscape Maintenance
Services In District 4
# 13-010 PRCSA
PROPOSAL DUE: June, 6 2013 @ 4:00 PM
SUBMITTED BY:
I&BU
LANDSCAPE
1027 E. ACACIA ST., ONTARIO, CA 91761
(800) 794-0063
FAX (909) 673-9192
www.aztecalandscape.com
EXHIBIT B
25A-65
- go
A 2-eYHCA
LANDSCAPE
CL #417003
June 6, 2013
City of Santa Ana
26 Civic Center Plaza
Santa Ana, Ca 92701
Attn: Ron Ono, Administrative Manager
RFP # 13-010
Dear Ron Ono,
Please accept our proposal for RFP #13-010 PRCSA - For Providing Park Landscape
Maintenance Service In District 4.
We have carefully reviewed the Request for Proposal and the site locations. We are
confident that we are qualified for the project. Our company has been in business since
1978, and we have approximately 25 landscape contracts in the counties of Los Angeles,
San Bernardino, Riverside, Orange and Ventura, many of comparable size and service. A
brief list of our current services include: landscape maintenance, large and small scale
mowing services, turf renovation, irrigation adjustment and repair, pest control, and park
janitorial services.
We understand the terms and conditions of this project and are willing to enter into a
contract with the City of Santa Ana.
Sincerely,
Noe Farias
Vice-President/Secretary
NF
1027 E. Acacia Street Ontario, California 91761 909-673-0889 800-794-0063 Fax: 909-673-9192 www.aztecalandscape.com
25A-66
Organization: The Company is structured as follows:
President - Aurora Farias
Vice-President - Finance - Rosa M. Lopez
Vice-President-Operations (Account Manager - Ventura, Los Angeles County - South
Agency Parks) - Noe Farias
Account Managers
• Juan P. Lopez - Beaches
• Roberto Ramirez- Inland Empire
• Raul Farias - Los Angeles
Office Staff
• Contract Administrator - Brian Eddy
• Human Resources - Yesenia Ramirez
• Accounting Clerk - Julia Vasquez
• Administrative Assistant - Rebecca Hernandez
For this project the hierarchy would be as follows:
• Crew and Crew Leader, reporting to supervisor
• The Vice-President-Operations (Noe Farias)
• Management Team (Aurora Farias, Rosa Lopez, Noe Farias }
25A-67
Quality of Experience: Azteca provides a wide range of landscape maintenance
services which include:
• Large-scale mowing of parks and large turf areas
• Complete landscape maintenance of parks including janitorial services
• Maintenance of landscape maintenance districts, medians, parkways, and slopes
• Full service pest control within the landscape
• Full new landscaping installation
• New irrigation installation
• Irrigation system repair and troubleshooting
• Complete maintenance of commercial properties and shopping centers
• Weed abatement of small to medium sized lots
• Trash removal and disposal
• Fertilizer application to turf, shrubs, ground covers, and trees
• Steam and high pressure washing of hardscape
• Ground cover, shrubs, and tree planting
• Baseball and softball field maintenance
• Superior maintenance of high priority and highly visible areas
• Landscape upgrades
• Manual watering with the use of a water truck or trailer
• Pond and lake maintenance and treatment
Staff Experience: Our field staff is experienced in the many facets of city maintenance
projects including public parks, medians, and parkways. This hands-on field experience
coupled with the high standards set forth by our company's maintenance supervisors,
foremen crew leaders, and administrative staff, assures a superior level of service and
reliability.
Aurora Farias, President: Ms. Farias' presidency began in 1998. Since that time, she
has developed a team of highly qualified, competent personnel to help her achieve the
company goals.
Rosa M. Lopez, Vice-President/CFO: Ms. Lopez holds a bachelor's degree in Business
Administration from Cal State Fullerton and a Master of Management from the University
of Phoenix. Rosa has 20 years of experience in financial analysis and has worked in the
landscape industry for over 16 years. She currently oversees all the accounting
procedures, budgeting, bidding, and administration of the overall business. With her
education and managerial background, she has developed new strategies to improve
work performance and improve efficiency. Rosa is currently the Responsible Managing
Officer for the company's C-27 contractor's license.
Noe Farias VP-O erations/Secreta : Mr. Farias has a bachelor's degree in Business
Administration from Cal Poly Pomona. Noe has certification in irrigation which consists of
repair, install, audit, backflow testing, and smart water. Noe has been with the company
since 2005. During that time, he has taken advantage of every learning opportunity
within the business. Currently, his responsibilities include managing resources, filling a
vacant position of Account Manager in Ventura, and implementing various best practices
programs to improve efficiency and streamline costs.
25A-68
To Be Determined, Account Manager (Maintenance Supervisor): This person has
not been identified to date.
Marco A. Ortiz, QAL - Pesticide Technician: Mr. Ortiz has been with our company
since 1996. He is responsible for all pesticide applications. He works closely with our
pesticide vendor to train personnel and obtain recommendations. Further, Marco is
responsible for initiating notices of intent, purchasing chemicals, complying with
agriculture commissioner requirements, and any other duties related to pesticide
applications. Mr. Ortiz holds a Pest Control Qualified Applicator License with categories
ABCDF
Brian Eddy, Contract Administrator/Safety Manager: Mr. Eddy has 20 years of
combined experience in customer service and business management. Brian came to the
company in 2008 in the capacity of Contract Administrator. Since then, he has
completed a certificate program in Horticultural Science through the University of
Riverside becoming a Certified Turfgrass Manager. Additionally, he is certified in
irrigation design and installation through Hunter University. Further, he has taken on the
responsibility of Safety Manager. His strengths in business management, customer
service, and education have enabled him to successfully manage many of our field
projects.
Yesenia F. Ramirez. Human Resources Manager: Ms. Ramirez has been with our
company since 1993 and currently manages all payroll, personnel, risk management,
and workers compensation matters for the company. Yesenia holds an Associate of
Science Degree in Business Administration from Mt. San Jacinto College and a human
resources certification from Chaffey College.
25A-69
Implementation Plan
Azteca Landscape would like to offer the following plan which details how our company will achieve
and fulfill the expectations of this Request for Proposal for the Median Landscape Maintenance Service
in the City of Santa Ana. In working on other projects of similar scope and size, we believe that we will
meet the City's expectations.
We propose the following.
• Assigned staff members will report to the job site at 7:00 am and end their day at 3:30 pm,
daily. The crew members will leave from a yard located in the City with all required equipment
needed to perform their duties.
• Those assigned to this project are:
o (1) Manager (Noe Farias) will be on site to oversee the project. He will prepare work
orders and proposal. He will meet with the city monitors and discuss any issues that
might arise.
o (1 ) Supervisor (Roberto Gorge) - will work forty (40) hours a week and will prepare
reports, schedules, and manage day-to-day operations. Further, he will meet with the
City Inspector to discuss work schedule, give recommendations, etc.
o (3) Crew Leaders - will work forty (40) hours a week. They will be in charge of directing
their two to four member crews, providing materials and supplies necessary to
complete daily task in addition to performing maintenance tasks.
o (2) Irrigation Technicians - will work forty (40) hours a week. These employees will
inspect, troubleshoot, and repair irrigation systems. Furthermore, they will complete
weekly and monthly reports.
o (1) Pesticide Technician - will work eight (8) hours a month. He will perform all pre-
emergent, pest, and rodent control.
o (3) Mower Operators - will work forty (40) hours a week. This team will perform all
mowing operations for the City.
o (3) Maintenance Gardeners - will work forty (40) hours a week. These crews will perform
all daily landscape maintenance tasks.
All hours proposed are estimates. If unexpected events occur, additional hours will be added to meet
the specifications.
Equipment
• (1) 72" Exmark mower
• (1) 60" Exmark mower
• (1) Jacobsen 12 foot reel mower
• (1) Jacobsen 12 foot HR 9016 rotary mower
• (3) Backpack blowers
• (3) line trimmer
25A-70
• (3) hedge trimmer
• (2) edger
• (2) pole trimmer
• (1) Shattertine Aerator
• (1) Top Dresser
• (1) Turf Slit Seeder
If any piece of equipment is broken or damaged and cannot complete the day's work. A replacement will
be given to the project temporarily until the machine is fixed. The down time on a piece of equipment is
about one week.
The machine is taken to our mechanic shop in Pomona California and there our mechanic will inspect
the unit and fix any issue it might have. After, the unit is fixed it is then transported back to the project
and put back into use.
Trucks
• (3) Chevy Colorados
• (1) Chevy 1500 Silverados
• (2) Chevy 3500 Silverados
A vehicle that is broken or needs service will be taken care of by Azteca mobile mechanic. He will service
and repair the truck at the project site. If the truck needs to be taken to our mechanic yard a temporary
vehicle will be provided until the one assigned is brought back.
Orientation
First week
• Potential employees fill out applications
• Those most qualified are then interviewed by the supervisor (Roberto Gorge) and the manager
(Noe Farlas)
• Employees then watch all of Azteca Landscape safety/training videos.
• Drivers also watch a driving with trailer video and take a physical test afterwards
• The final day of week the employees are ready to be moved into the field
Second week
• The employees will be given powered equipment and trained
• Employees will familiarize themselves with the project
Retraining
• Every three months evaluation are conducted
• If needed retraining will be given to those that do not use the equipment properly
25A-71
0 Azteca Landscape has yearly training
If an employee's quits or is let go the supervisor and manager will interview potential candidates and
have them go through our orientation program which takes two weeks.
Best Practices
Azteca Landscape implements best practices. By adopting Best Practices enables us to provide the best
Quality Control in the industry. We achieve this by training all of our employees. Our Supervisors are
encouraged to mentor employees that he demonstrate the necessary tools to aspire to become a
supervisor themselves. Our Irrigation Technicians also mentor their assistants who are interested in the
trade. In-house training and mentoring program enables us to promote and provide qualified employees
to new projects that might be awarded to us.
A second practice that Azteca has in place is employee identification. Therefore, we have implemented
a strict uniform policy. The uniform consists of a ball cap, shirt, and identification badge. All are
imprinted with our company logo .
Chemical usage - only on an as needed basis, and only by a trained applicator. If any hazardous
chemical is required to be applied our Qualified Applicator will be present at the time of application or
spraying the product himself. All chemicals will be applied with a backpack sprayer or by our truck
mounted sprayer. The City will be provided with a 24-Notice of Intent followed by monthly reports of all
pesticides applied .
Azteca Landscape has an effective IIPP. Our Safety Administrator conducts on-site inspections, no less
than once a month. Furthermore, he oversees all that all employees attend bi-weekly tailgate meeting
and strictly enforces safety rules. Finally, Azteca supports road safety and follows the WATCH program.
Our supervisors will strongly enforce a safe work environment for its employees on the road and
monitor the sites to make sure that signs, cones, and arrow boards are present at all time while working
in the streets.
Equipment training programs are implemented for all new hires. Once a year for any other employees
that handle powered equipment. New hires will be observed by the supervisor, after three month the
supervisor will determine if employee is comfortable with the equipment. If any injury does occur the
employee will be retrained and monitored. All paperwork will be completed by the supervisor and
turned into the main office for keeping.
Lastly, Azteca Landscape has established an effective management group. Our management team
employees only supervisors that believe in providing quality control and have a high level of integrity
and responsibility toward our customers for over 30 years.
25A-72
State Of California
CONTRACTORS STATE LICENSE BOARD
Connimmer ACTIVE LICENSE
Affal rt ..
?...?.., 4.17003 E-, CORP
aw...w . AZTECA LANDSCAPE
Cxatcaeors, C27
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This license is nottransferrable, and shall be returned to the Registrar
upon demand when suspended, revoked, or invalidated for any reason.
This pocket card Is valid through the expiration data only.
ff found, drop in any mailbox.
Postage guaranteed by.
Contractors State License Board
p .°a. 2600. Sacramento CA 05826
Licensee Signature
25A-73
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RFP No. 13-010
Addendum No. 2
Page 1 of 1
June 4, 2013
ADDENDUM NO.2
REQUEST FOR PROPOSAL
FOR PROVIDING PARK LANDSCAPE MAINTENANCE SERVICES
FOR DISTRICT 4
RFP REFERENCE NO: 13-010
DATE DUE: JUNE 6, 2013, 4:00p.m.
Notice is hereby given that the City of Santa Ana, Parks, Recreation and Community Services
Agency has made certain modifications, additions, and/or deletions, in the specifications to RFP
NO: 13-OIOFOR PROVIDING PARK LANDSCAPE MAINTENANCE SERVICES FOR
DISTRICT 4. This addendum shall become a part of the original Request for Proposal due by
4:00 p.m. on June 6, 2013. This RFP addendum provides clarifications to specific sections and
answers to questions received at and subsequent to the pre-proposal conference conducted on
May 23, 2013.
Section Specific Clarification / General Questions & Answers
In an effort to foster the best possible response to the RFP, specific sections have been modified
to clarify language by adding or deleting specific text. Added text is underlined (i.e., add and
deleted text is striked-through (i.e., delete). Specific sections are as follows:
CORRECTION: Addendum 1, Q31-10 TONS
Q31: Can you please provide the quantity of warning track mix you will
require per field or per year for all of the fields in District 4?
A: 1) Section 4.1 of Attachment No. I (on page 30) states,
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: ''/a" of new
Stabilizer Solutions Stabilizer Warning Track Mix (with stabilizer). A
minimum of 6-5 10 TONS OF MATERIAL per warning track.
New 1) The correction on Exhibit C deletes "Aamal Cost" and adds "11
Elhibit C: month Cost" for each column heading for each location.
Certification
and Cost 2) In addition, under "Specialized Services" please see new line 9,
Proposal requiring "Renovation Cost Mr Acre". Renovation cost should not be
included in the General Maintenance annual cost. The revised
Exhibit C is attached.
Should you have any question, or require additional information, you may reach Ron Ono by
email at rono(a)santa-ana.org or voicemail at 714.571.4220.
25A-79
EXHIBIT D
CITY OF SANTA ANA
REQUEST FOR PROVIDING PARK LANDSCAPE MAINTENANCE SERVICES IN
DISTRICT 4
REFERENCES
List and describe fully the contracts performed by your firm which demonstrate your ability to provide the
supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if
required. The City reserves the right to contact each of the references listed for additional information
regarding your firm's qualifications.
Reference
CustomerNamer-ity of Thousand Oaks
Address: 1993 Rancho Conejo Blvd
Newberry Park, CA 91319
Contract Amount: 9 6 9, 0 5 4. 6 0
Contact Individual: Sandie McKnight
Phone Number: 805-449-2499
Facsimile Number: 805-498-4941
Year: 2008-2013
Description of supplies, equipment, or services provided:
Landscape maintenance of median & parkways
Reference
Customer Name:City of Long Beach
Address: 2760 Studebaker
Long Beach, CA 90812
Contract Amount: 1, 64 7, 219 .12
Description of supplies, equipment, or services provided:
Year: 2008-2013
Landscape maintenance fore medians. parkways, and parks
Reference
Customer Name:City of Rialto
Address:150 South Palm Ave
Rialto, CA 92376
Contract Amount: 4 58 , 02 0 .4 4
Contact Individual: Sam S.
Phone Number: 909-820-2525
Facsimile Number: 909-820-2698
Year: 2007-2013
Description of supplies, equipment, or services provided:
LMD and grounds landscape maintenance and park mowing
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
District 4 Park Landscape RFP
Page 62
Contact Individual: Ramon Arevalo
Phone Number: 562-570-1535
Facsimile Number: 562-570-1535
25A-80
EXHIBIT E
CITY OF SANTA ANA
REQUEST FOR PROPOSALS FOR PROVIDING PARK LANDSCAPE MAINTENANCE SERVICES IN
DISTRICT 4
PROPOSER'S STATEMENT
Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted
by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City
only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and
official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly
authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its
execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United
States Postal Service properly addressed to the proposer with the correct postage affixed thereto.
Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City
all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and
City's legal holidays), or the funds, check, draft, or proposer's bond substituted in lieu thereof accompanying this
proposal shall become the property of the City and shall be considered as payment of damages due to the delay
and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly
agreed that the proof of damages actually suffered by City is difficult to ascertain: otherwise said funds, check
drafts, or proposer's bond substituted in lieu thereof shall be returned to the undersigned.
Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the
RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract
will be based upon the actual quantities of work satisfactorily completed.
All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required
insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of
this RFP.
Firm Azteca Landscape
Signed and Printed Name: Noe Farias A4,ftto
Title Secretary
Date 6/6/13
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
District 4 Park Landscape RFP
Page 63
25A-81
EXHIBIT F
CITY OF SANTA ANA
REQUEST FOR PROPOSALS FOR PROVIDING PARK LANDSCAPE MAINTENANCE SERVICES IN
DISTRICT 4
CERTIFICATION OF NONDISCRIMINATION BY CONTRACTOR
The undersigned contractor or corporate officer, during the performance of this contract, certifies as follows:
The contractor shall not discriminate against any employee or applicant for employment because of race,
color, religion, sex, or national origin. The contractor shall take affirmative action to ensure that applicants
are employed, and that employees are treated during employment without, regard to their race, color,
religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment,
upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or
other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to
post in conspicuous places, available to employees and applicants for employment, notices to be provided
setting forth the provisions of this nondiscrimination clause.
2. The contractor shall, in all solicitations or advertisements for employees placed by or on behalf of the
contractor, state that all qualified applicants will receive consideration for employment without regard to race,
color, religion, sex, or national origin.
3. The contractor shall send to each labor union or representative of workers with which he has a collective
bargaining agreement or other contract or understanding, a notice to be provided advising the said labor
union or workers' representatives of the contractor's commitments under this section, and shall post copies
of the notice in conspicuous places available to employees and applicants for employment.
4. The contractor shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the
rules, regulations, and relevant orders of the Secretary of Labor.
5. The contractor shall furnish all information and reports required by Executive Order 11246 of September 24,
1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit
access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for
purposes of investigation, to ascertain compliance with such rules, regulations, and orders.
6. In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any
of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or
in part and the contractor may be declared ineligible for further government contracts or federally assisted
construction/services contracts in accordance with procedures authorized in Executive Order 11246 of
September 24, 1965,and such other sanctions may be imposed and remedies invoked as provided in
Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or
as otherwise provided by law.
The contractor shall include the portion of the sentence immediately preceding paragraph 1 and the
provisions of paragraphs 1 through 7 in every subcontract or purchase order unless exempted by rules,
regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of
September 24, 1965, so that such provisions will be binding upon each subcontract or purchase order as the
administering agency may direct as means of enforcing such provisions, including sanctions for
noncompliance; provided, however, that in the event the contractor becomes involved in, or is threatened
with, litigation by a subcontractor or vendor as a result of such direction by the administering agency, the
contractor may request that the United States enter Into such litigation to protect the interests of the United
District 4 Park Landscape RFP
Page 64
25A-82
States.
8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1039, and as amended,
no discrimination shall be made in the employment of persons because of race, religious creed, color
national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except
as provided in Section 1420, and any contractor violating this section is subject to all the penalties imposed
for a violation of the chapter.
Firm Azteca Landscape
Signed and Printed Name:Noe Farias
Title Secretary
Date 6/6/13
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
District 4 Park Landscape RFP
Page 65
25A-83
EXHIBIT G
CITY OF SANTA ANA
REQUEST FOR PROPOSALS FOR PROVIDING PARK LANDSCAPE MAINTENANCE SERVICES IN
DISTRICT 4
RESPONSIBLE PROPOSER - SUPPLEMENTAL QUESTIONNAIRE
1. How many years has your organization been in business in California as a contractor under your present
business name and license number? Name 18y ears License 32 years
If you performed same business under a different business name with same ownership and operation
management and changed name due to, but not limited to, bankruptcy, loss, or license, please complete
an additional and separate questionnaire.
2. What is your firm's average gross revenue for the last three years? $8 million
3. Is your firm currently the debtor in a bankruptcy case? ? Yes x? No
If "yes," indicate the case number, bankruptcy court, and the date on which the petition was filed.
Case Number Bankruptcy Court Date Filed
4. Was your firm in bankruptcy any time during the last five years? (This question refers only to a
bankruptcy action that was not described in answer to Question 2, above.) ? Yes El No
If "yes," indicate the case number, bankruptcy court, and the date on which the petition was filed.
Case Number Bankruptcy Court Date Filed
5. Has any California State License Board license held by your firm or its responsible managing employee
or responsible managing officer been suspended within the last five years? ? Yes ® No
6. At any time in the last five years, has your firm been assessed and paid liquidated damages after
completion of a project, under a services contract with either a public or private owner? Yes ?x No
7. Has your firm ever defaulted on a contract? ? Yes ?x No
If "yes," explain on a separate page.
8. In the last five years has your firm, or any firm with which any of your company's owners, officers or
partners was associated, been debarred, disqualified, removed, or otherwise prevented from bidding on,
or completing, any government agency project for any reason? ? Yes ® No
If "yes," explain on a separate page. State the name of the organization debarred, the year of the event,
the owner of the project, and the basis for the action.
9. In the past five years, has any claim against your firm concerning your firm's work on a project, been filed
in court or arbitration? ? Yes Mx No
If "yes," on a separate page identify the claim(s) by providing the project name, date of the claim, name of
District 4 Park Landscape RFP
Page 66
25A-84
the claimant, the name of the entity the claim was filed against, a brief description of the nature of the
claim, the court and case number, and a brief description of the status of the claim (pending or, if
resolved, a brief description of the resolution.)
10. In the past five years, has your firm made any claim against a project owner concerning work on a project
or payment for a contract, and filed that claim in court or arbitration? ? Yes ?x No
If "yes," on a separate page identify the claim(s) by providing the project name, date of the claim, name of
the claimant, the name of the entity the claim was filed against, a brief description of the nature of the
claim, the court and case number, and a brief description of the status of the claim (pending or, if
resolved, a brief description of the resolution.)
11. At any time during the past five years, has any surety company made any payments on your firm's behalf
as a result of a default, to satisfy any claims made against a performance or payment bond issued on
your firm's behalf in connection with a project, either public or private? ? Yes ?x No
12. In the last five years, has any insurance carrier, for any form of insurance, refused to renew the insurance
policy for your firm? ?x Yes ? No
13. Has your firm or any of its owners, officers, or partners ever been liable in a civil suit, or found guilty in a
criminal action, for making any false claim or material misrepresentation to any public agency or entity?
? Yes ? No
14. Has your firm or any of its owners, officers or partners ever been convicted of a federal or state crime of
fraud, theft, or any other act of dishonesty? ? Yes ? No
If "yes," identify on a separate page, the person or persons convicted, the court case and number, the
crimes and the year convicted.
15. If your firm was required to pay a premium of more than one percent for a performance and payment
bond on any project(s) on which your firm worked at any time during the last three years, state the
percentage that your firm was required to pay. You may provide an explanation for a percentage rate
higher than one percent, if you wish to do so. %
16. During the last five years, has your firm ever been denied bond credit by a surety company, or has there
ever been a period of time when your firm had no surety bond in place during a project when one was
required? ? Yes x? No
17. Has Cal-OSHA cited and assessed penalties against the contractor or its associates for any "serious,"
"willful" or "repeat" violations of its safety or health regulations in the past five years? ? Yes 0 No
(Note: If you have filed an appeal of a citation, and the Occupational Safety and Health Appeals Board
has not yet ruled on your appeal, you need not include information about it.)
If "yes," on a separate page describe the citations, the party against whom the citation was made, date of
citation, nature of the violation, project on which the citation was issued, owner of the project, and the
amount of penalty paid, if any. State the case number and the date of any OSHAB decision.
18. Has the Federal Occupational Safety and Health Administration cited and assessed penalties against the
contractor or its associates in the past five years? ? Yes ® No
(Note: If an appeal of the citation has been filed and the Appeals Board has not yet ruled, or there is a
court appeal pending, you need not include information about the citation.)
District 4 Park Landscape RFP
Page 67
25A-85
If "yes," on a separate page describe the citation, the party against whom the citation was made, date of
citation, nature of the violation, project on which the citation was issued, owner of project, and the amount
of penalty paid, if any. State the case number and date of any decision.
19. During the last five years, has there been more than one occasion in which the General contractor or its
associates have been penalized or required to pay back wages for failure to comply with the federal
Davis-Bacon prevailing wage requirements? ? Yes ? No
If "yes," on a separate page, describe the violator, nature of each violation, name of the project, date of
its completion, the public agency for which it was constructed, the number of employees who were
initially underpaid and the amount of back wages and penalties that were assessed.
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
District 4 Park Landscape RFP
Page 68
25A-86
EXHIBIT H
CITY OF SANTA ANA
REQUEST FOR PROPOSALS FOR PROVIDING PARK LANDSCAPE MAINTENANCE SERVICES IN
DISTRICT 4
NONCOLLUSION AFFIDAVIT
NON-COLLUSION AFFIDAVIT
(Title 23 United States Code Section 112 and
Public Contract Code Section 7106)
To the CITY OF SANTA ANA
In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer
declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership,
company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that
the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham
proposal, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or
anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in
any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the
proposal price of the proposer or any proposer, or to fix any overhead, profit, or cost element of the proposal
price, or of that of any other proposer, or to secure any advantage against the public body awarding the
contract of anyone interested in the proposed contract; that all statements contained in the proposal are true;
and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any
breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not
pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any
member or agent thereof to effectuate a collusive or sham proposal.
Note: The above noncollusion affidavit is part of the proposal. Signing this proposal on the signature portion
thereof shall also constitute signature of this noncollusion affidavit. Proposers are cautioned that making a
false certification may subject the certifier to criminal prosecution.
Signed
State of California, County of San Bernardino
Subscribed and sworn to (or affirmed) before me on this 04 day of June , 2013 , by
Yesenia Farias Ramirez, proved tome on the basis of satisfactory evidence to be the person(s) who
appeared before me.
I! U-
VESINIA WIN W=-
COMM. #193b935
0 Notary Public • California
San Bernardino County
Lamm. Expires June 13, 2016
Notary Public Seal
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
District 4 Park Landscape RFP
Page 69
25A-87
THE AMERICAN INSTITUTE OF ARCHITECTS
l I
A!A DocumentA310
Bid Bond
Bond Number: AZTLA-18
KNOW ALL MEN BY THESE PRESENTS. that we
Azteca Landscape
1027 E. Acacia Street
Ontario , CA 91761
as Principal, hereinafter called the Principal. and
The Ohio Casualty Insurance Company
790 The City Drive South, Suite 200
Orange , CA 92868
a corporation duly organized under the laws of the State of New Hampshire
as Surety, hereinafter called the Surety, are held and finely bound unto
City of Santa Ana
26 Civic Center Plaza, Santa Ana, CA 92701
as Obligee, hereinafter called the Obligee, in the sum of
Five Percent of Amount Bid Dollars ($ 5% of Amount Bid
for the payment of which sum well and truly to be made, the said Principal and the said Surety, bind ourselves, our
heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents.
WHEREAS, the Principal has submitted a bid for:
Providing Park Landscape Maintenance Services in District 4 - RFP13-010 PRCSA
NOW, WHEREFORE, if the Obligee shalt accept the bid of the Principal and the Principal shall enter into a Contract
with the Obligee in accordance with the terms of such bid, and give such bond or bonds as may be specified in the
bidding or Contract Documents with good and sufficient surety for the faithful performance of such Contract and for
the prompt payment of labor and material furnished in the prosecution thereof, or in the event of the failure of the
Principal to enter such Contract and give such bond or bonds, If the Principal shall pay to the Obligee the difference
not to exceed the penalty hereof between the amount specified in said bid and such larger amount for which the
Obligee may in good faith contract with another party to perform the Work covered by said bid, then this obligation
shall be null and void, otherwise to remain in full force and effect.
Signed and sealed this 3rd day of June, 2013
(ter Ss)
Azteca Landscape 741
(Principal) (Seat)
SeGr?. ry
" (Title)
The Ohio Casualty I0Mxaace_CQmQWy
(witness)
AIA DOCUMENT A310 • BID BOND • AIA S • FEBRUARY 1970 ED • THE AMERICAN
INSTITIrrE OF ARCHITECTS, 1735 N.Y. AVE., N.W., WASHINGTON. D.C. 20006 1
Ayala
25A-88
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
County of Riverside
On 6/3/13 before me, Andrew Waterbury. Notary Public
Date Here Insert Name and Title of the Officer
personally appeared Arturo Ayala
Name(s) of Signer(s)
who proved to me on the basis of satisfactory evidence to
be the person(g) whose name(* is/ate subscribed to the
within instrument and acknowledged to me that hehOw t ey
executed the same in hisftn R*kr authorized capacity(iei),
and that by his/bexfAnk signature(s) on the instrument the
person(s), or the entity upon behalf of which the person(a)
acted, executed the instrument.
ANpM W WAI! 141111i7
4 s?• ccihsm trliiht 7fi2 I certify under PENALTY OF PERJURY under the laws of
11 ?3:? Nt,t,,r1 I'tt' °tt c:. itt°rr , rr the State of California that the foregoing paragraph is true
0i1AW.i cltuNly and correct.
I xper.r. Dcc 31. 201`i 2
Witness my han nd cial s
Signature
Place Notary Seal Above Sig re of Notary Public Andrew waterb
OPTIONAL
Though the information below is not required by law, it may prove valuable to persons relying on the document
and could prevent fraudulent removal and reattachment of this form to another document.
Description of Attached Document
Title or Type of Document: Bid Bond
Document Date: 6/3/13 Number of Pages: One
Signer(s) Other Than Named Above:
Capacity(ies) Claimed by Signer(s)
Signer's Name: Arturo Ayala
? Individual
? Corporate Officer - Title(s):
? Partner --- ? Limited ? General
64 Attorney in Fact
? Trustee M 9:1:1
? Guardian or Conservator Top of thumb here
? Other:
Signer Is Representing:
Signer's Name:
? Individual
? Corporate Officer - Title(s):
? Partner - ? Limited ? General
? Attorney in Fact
? Trustee OF SIGNER
? Guardian or Conservator I Top of th-u-m-blh-ere7
? Other:
Signer Is Representing:
® 2007 National Notary Association • 9350 De Soto Ave., P.O. Box 2402 • Chatsworth, CA 91313-2402 • www.NationalNotary.org Item 115907 Reorder: Call Toll-Free 1-800-876-8827
25A-89
THIS POWER OF ATTORNEY IS NOT VALID UNLESS IT IS PRINTED ON RED BACKGROUND.
This Power of Attorney limits the acts of those named herein, and they have no authority to bind the Company except in the manner and to the extent herein stated.
Certificate No. 5903217
American Fire and Casualty Company Liberty Mutual Insurance Company
The Ohio Casualty Insurance Company West American Insurance Company
POWER OF ATTORNEY
KNOWN ALL PERSONS BY THESE PRESENTS: That American Fire & Casualty Company and The Ohio Casualty Insurance Company are corporations duly organized under the lows of
the State of New Hampshire, that Liberty Mutual Insurance Company is a corporation duly organized under the laws of the State of Massachusetts, and West American Insurance Company
is a corporation duly organized under the laws of the State of Indiana (herein collectively called the 'Companies'), pursuant to and by authority herein set forth, does hereby name, constitute
Daniel Huckaba
Arturo Ayala
Dwight Reilly
Andrew Waterbury
i
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t
,
,
,
an
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appo
,
all of the city of Orange slate of CA each individually if there be more than one named, its true and lawful altomey-inn-fact to make, execute, seat, acknowledge
and deliver, for and on its behalf as surety and as its act and deed, any and all undertakings, bonds, recognizances and other surety obligations, in pursuance of these presents and shall
be as binding upon the Companies as if they have been duty signed by the president and attested by the secretary of the Companies in their own proper persons.
IN WITNESS WHEREOF, this Power of Attorney has been subscribed by an authorized officer or official of the Companies and the corporate seals of the Companies have been affixed
thereto this 191h day of December 1 2012
American Fire and Casualty Company
= The Ohio Casualty Insurance Company
Liberly Mutual Insurance Company 0
" West American Insurance Company
3
y O
= 0a By:
p C STATE OF WASHINGTON ss Gregory .Davenport, Assistant Secretary
C
s E
M COUNTY OF KING A
C
On this 19th day of December 2012 , before me personally appeared Gregory W. Davenport, who acknowledged himself to be the Assistant Secretary of American to FO-
v 0
2 Fire and Casualty Company, Liberty fuhltuat Insurance Company, The Ohio Casualty Company, and West American Insurance Company, and that he, as such, being authorized so to do,
f fn
j . execute the
oregoing instrument for the purposes therein contained by signing on behalf of the corporations by himself as a duly authorized officer. O
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IN WITNESS WHEREOF, t have hereunto subscribed my name and affixed my notarial seal at Seattle, Washington, on the day and year first above written.
`O
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C W By: NULL ?f 6.4
?
E KD Riley, Not44 Public -
0
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This Power of Attorney is made and executed pursuant to and by authority of the following By-laws and Authorizations of American Fire and Casually Company, The Ohio Casualty Insurance to o
y Company, Liberty Mutual Insurance Company, and West American Insurance Company which resolutions are now in full force and effect reading as folbws: O
7fy
.a L
ARTICLE IV-OFFICERS- Section 12. Power of Attorney. Any officer or other official of the Corporation authorized for that purpose in writing by the Chairman or the President, and subject "o'i
O
C a; to such limitation as the Chairman or the President may prescribe, shall appoint such attomeys-in-fact, as may be necessary to act in behalf of the Corporation to make, execute, seal,
7 C acknowledge and deliver as surety any and all undertakings, bonds, recognizances and other surety obligations. Such attomeys-in-fact, subject to the limitations set forth in their respective
powers of attorney, shall have full power to bind the Corporation by their signature and execution of any such instruments and to attach thereto the seed of the Corporation. When so '- m
E executed, such instruments shall be as binding as if signed by the President and attested to by the Secretary. Any power or authority granted to any representative or attorney-in-fact under > -0
the provisions of this article may be revoked at any time by the Board, the Chairman, the President or by the officer or officers granting such power or authority. _ 4D
ARTICLE Xttt - Execution of Contracts - SECTION 5. Surety Bonds and Undertakings. Any officer of the Company authorized for that purpose in writing by the chairman or the president, 100
i and subject to such limitations as the chairman or the president may prescribe, shalt appoint such attorneys-in-fact, as may be necessary to act in behalf of the Company to make, execute,
Ij 3 seal, acknowledge and deliver as surety any and all undertakings, bonds, recognizances and other surety obligations. Such attorneys-in-fact subject to the limitations set forth in thatr = t1Q
Z 0 respective powersof attorney, shall have full power to bind the Company by their signature and execution of any such instruments and to attach thereto the seal of the Company. When so o
executed such instruments shall be as binding as if signed by the president and attested by the secretary. O V-
v
Certificate of Designation - The President of the Company, acting pursuant to the Bylaws of the Company, authorizes Gregory W. Davenport, Assistant Secretary to appoint such ~
ahomeys-in-fact as may be necessary to act on behalf of the Company to make, execute, seal, acknowledge and deNuer as surety any and all undertakings, bonds, recogndzances and
other surety obligaltons.
Authorization - By unanimous consent of the Companes Board of Directors, the Company consents that facsimile or mechanically reproduced signature of any assistant secretary of the
Company, wherever appearing upon a certified copy of any power of attorney issued by the Company in connection with surety bonds, shall be valid and binding upon the Company with
the same force and effect as though manually affixed.
I, David M. Carey, the undersigned, Assistant Secretary, of American Fire and Casualty Company, The Ohio Casualty Insurance Company, Liberty Mutual Insurance Company, and West
American Insurance Company do hereby certify that the original power of attorney of which the foregoing is a full, true and oorrectcopy of the PowerofAttomey executed by said Companies.
is in full force and effect and has not been revoked.
IN TESTIMONY WHEREOF, I have hereunto set my hand and affixed the seals of said Companies this 3rd day of June 20 13
By:
David M. Carey, Assistant Secretary
LMS_ 12873092012 IAA-an 21 of 251
State of California
County of San Bernardino
On June 4. 2013
before me, Yesenia Farias Ramirez, Notary Publi
(Insert name and title of the officer)
personally appeared Noe Farias-----------
who proved to me on the basis of satisfactory evidence to be the p son(`?whose name is e
scribed to the within instrument and aclrnowlVier/their to me thaL:J-he/they executed the same in
is er/their authorized capacity(y?s , and that by signature0} on the instrument the
person(, or the entity upon behalf of which the person( acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing
paragraph is true and correct.
WITNESS r
Signature
r.?? . rES MfA FAR A? RARII EI
• k `? COMM. 01936935
er V1MvCWdLW M ary fthe - California o
<. San Bernardino County
rces .Iunet3.201s
(Seal)
Description of Attached Document
Title or Type of Document: Bid Bond
Document Date: June 3, 2013 Number of Pages:
Signer Other Than Named Above: Arturo Ayala
Capacitiy(ies) Claimed by Signer
Signers Name:
Individual
x Corporate Officer (Title): Secretary
Partner _ Limited _ General
Attorney-in-Fact
Trustee
Guardian or Conservator
Other:
Signer is Representing: Azteca Landscape
3
25A-91
RFP No. 13-010
Addendum No. 1
Page 1 of 6
May 31, 2013
ADDENDUM NO.1
REQUEST FOR PROPOSAL
FOR PROVIDING PARK LANDSCAPE MAINTENANCE SERVICES
FOR DISTRICT 4
RFP REFERENCE NO: 13-010
DATE DUE: JUNE 6, 2013, 4:OOp.m.
Notice is hereby given that the City of Santa Ana, Parks, Recreation and Community Services
Agency has made certain modifications, additions, and/or deletions, in the specifications to RFP
NO: 13-OIOFOR PROVIDING PARK LANDSCAPE MAINTENANCE SERVICES FOR
DISTRICT 4. This addendum shall become a part of the original Request for Proposal due by
4:00 p.m. on June 6, 2013.
This RFP addendum provides clarifications to specific sections and answers to questions
received at and subsequent to the pre-proposal conference conducted on May 23, 2013.
Section Specific Clarification
In an effort to foster the best possible response to the RFP, specific sections have been modified
to clarify language by adding or deleting specific text. Added text is underlined (i.e., ad) and
deleted text is striked-through (i.e., delete). Specific sections are as follows:
1) Section 4.1 of Attachment No. 1 (on page 30) states,
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: '/z" of new Stabilizer
Solutions Stabilizer Warning Track Mix (with stabilizer). Use a minimum
of 65 tons per warnin track.
2) 7.5 General Brickdust Skinned Infield Areas & Warning rack
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 Stabilizer Solutions Stabilizer Gold Infield
Mix (with stabilizer) and Stabilizer Solutions Stabilizer Warning Track
Mix on warning tracks 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, outfield fencing and/or infield chain
link fence lines so that the infield brickdust is level with the dugout
pavement and pavement outside the infield.
25A-92
RFP No. 13-010
Addendum No.
Page 2of6
New Disease Centennial Park Eucalyptus Trees have been diagnosed with Lerp Psyllid
Info: and Tortoise Beetle. The cost to treat this forest represents a significant cost
therefore the City elects to waive the pest and disease treatment for these
Eucalyptus trees. The City will treat the Eucalyptus trees outside the scope
of this agreement.
Contractor does not have to treat these Eucalyptus trees as part of base
agreement. However, importantly, the tree specification remains in force
for all other trees within the scope of the agreement.
General Questions & Answers
Q1: Is the contract for a year or 19 months?
A: The City is trying to change the landscaping services cycle and move
contract negotiations to February. The contract is really for 18 months with
four one year extensions.
Q2: How many renovations, two?
A: Potentially two renovations within the first 18 month period (see 2013-2014
Sport/Priority Turf Renovation Schedule). Then one renovation during each
one year extension. Note that the contractor should refer to the Renovation
Schedule for any "short" term closures at which time the contractor will
continue applying the appropriate seed at the rate of one pound per thousand
square feet.
Q3: What is the turf seed specified?
A: Primary sport turf is Bermuda. Stovers Bermuda Dunes Improved Common
Bermuda seed is specified for warm season months and Stovers Grand Slam
Perennial Rye seed is specified for cool season months.
Q4: What will the formal proposal require for original and copies?
A: Original (1), Copies (6), and CD-ROM/DVD (1) or Flash Drive, PDF format
Q5: Must Irrigation Technician have certification qualification prior to bid?
A: No, however City will only allow 6 months to reach certification. Irrigation
Technician must be available on-site for locations and perform all work
related to the irrigation system, including but not limited to: weekly/monthly
inspections and report writing; programming of irrigation systems; repairs to
lateral irrigation lines and heads; and, repairs to all other parts of the
irrigation system. If contractor fails to employ a qualified Irrigation
Technician within the 6 month grace period they must hire a qualified
irrigation technician sub-contractor through available list.
2
25A-93
RFP No. 13-010
Addendum No.
Page 3 of 6
Q6: Is the winner always lowest bidder?
A: No, it is the most responsible and responsive bidder.
Q7: How do you calculate deductions for non-performance?
A: The bidder proposal extra work dollar figures are used to deduct failure to
perform based upon the Director's Representatives professional opinion on
the amount of time necessary to perform the failed work plus materials and
any equipment costs.
Q8: This RFP looks different from previous year for mowing and re-
seeding?
A: This particular specification has been reduced in scope in several areas of the
specification. Contractors should read the specifications carefully to
understand the new overall scope of work. The mowing specification
remains the same with exception of the equipment required to perform the
mowing. The seed variety and frequency is the same.
Qg: Must we use pre-mixed fertilizer?
A: No, however the formula by our vendors is specifically mixed for Santa Ana.
The Contractor could, if they choose, mix the fertilizer with the compost
themselves in the presence of the Director's Representative.
Q10: What is the renovation schedule for Adams Park?
A: Adams Park sport turf renovation is scheduled to begin on Monday, June
24th. The current contractor will stay with this schedule due to the short
window to renovate this field (between the end of Little League Season and
the beginning of Pop Warner Football season). Regretfully there will be
some overlap between the existing agreement term and the new agreement
tern that is proposed to start August 1, 2013. However, it cannot be
avoided.
Q11: When we put down mulch, do we have to give a sample to you?
A: The City retains right to test any soil or material used by contractor.
Q12: How long does contractor have to provide an Irrigation Technician?
A: Six months from the beginning of the agreement. At which time if the
contractor does not have a qualified Irrigation Technician they must sub-
contract with a qualified Irrigation Technician.
Q13: What is minimum or maximum fencing to meet the fencing requirement
if need be, how often is it generally needed?
A: Use Google Earth to measure facilities. Past practice has been to run the
temporary fencing along the boundaries of the turf being renovated. The
25A-94
RFP No. 13-010
Addendum No. 1
Page 4 of 6
City agrees to pay 50% of the contractor's price (not retail and no mark-ups)
to rent the fence. In addition, the City retains the right to contact rental fence
companies to get the best price possible.
Q14: What about aeration?
A: The specification calls for the aeration of the turf four times per year. This is
being changed to aeration of the casual turf two times per year and the
sport/priority turf four times per year.
Q15: What is the compaction relief?
A: Compacted soil occurs by people or equipment in higher than average use
areas, such as but not limited to sport fields. The Director's Representative
may direct the contractor to perform multiple passes with the aerator in
heavier than normal compacted areas.
Q16: What if fields do not germinate?
A: Contractor is responsible for 100% germination within the scheduled
renovation period. If the contractor fails to achieve 100% germination within
two weeks of the end of the scheduled renovation period then the Director's
Representative will direct the contractor to sod the poorly germinated areas
using thick cut sod at the contractors expense.
Q17: Overseeding, can you explain?
A: The contractor is required to follow the specification; this includes
overseeding for annual renovation and the monthly overseeding.
Q18: Must rental fencing be in place from the beginning to the end of the
renovation period?
A: Yes.
Q19: Mulching, two (2) times per year?
A: Yes, two (2) times; used to be 4.
Q20: Removal of mulch, how often?
A: Mulch no longer needs to be completely removed; however the new mulch
must cover the entire area to achieve a consistent appearance of complete
coverage.
Q21: Tree care expertise?
A: The contractor must retain a Certified Arborist to inspect and manage trees.
Q22: What are agricultural pests?
A: Gophers, moles, voles, rats, rabbits, squirrels, etc. are agricultural pests.
4
25A-95
RFP No. 13-010
Addendum No. 1
Page 5 of 6
Q23: What are the expectations on pressure washing?
A: The contractor shall use the appropriate pressure/hot water washing
equipment to remove all stains and foreign materials to achieve a clean
pavement around community centers and to the parking lot.
Q24: For waste water capture, what do you require?
A: National Pollutant Discharge Elimination System (NPDES) requires that no
runoff enter the storm drain system. This should not be a major concern
since most of the work occurs inside the park.
Q25: What is priority hardscape?
A: Tennis and basketball courts are separate. Around building concession and
picnic shelters.
Q26: Is there any specific value for equipment inspections?
A: The City's focus is on work performed, and not on the maintenance of the
equipment. Note however if the equipment is not providing a quality result
the contractor will be asked to begin providing a quality result to avoid any
failures to perform.
Q27: If vendor currently has a contract for another City landscaping District,
will the vendor have to give that up if awarded District 4?
A: Yes.
Q28: When adding field composition mix to ball diamond warning tracks the
specified type of material to be used is: Stabilizer Solutions Stabilizer
Warning Track Mix. Why different composition mix for the ball
diamonds?
A: Infield mix is different than Warning Track mix for a reason. The Warning
Track mix is designed to "warn" the athlete that they are approaching the
home run fence. The product normally has a "crunch" to it so that the
athlete not only feels the material but may even hear it beneath him.
Q29: Are there any expected annual color in District 4?
A: No.
Q30: Can you explain how the fields renovated may change from year to
year?
A: All fields will be renovated each year. The "schedule" of when the
renovation occurs may change year to year.
25A-96
RFP No. 13-010
Addendum No. 1
Page 6 of 6
Q31: Can you please provide the quantity of warning track mix you will
require per field or per year for all of the fields in District 4?
A: 1) Section 4.1 of Attachment No. 1 (on page 30) states,
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: %2" of new Stabilizer Solutions
Stabilizer Warning Track Mix (with stabilizer). A
minimum of 65 tons per warning track.
Should you have any question, or require additional information, you may reach Ron Ono by
email at rono ,santa-ana.org or voicemail at 714.571.4220.
$47 3
6
25A-97
EXHIBIT C
FEE SCHEDULE
25A-98
EXHIBIT C
CITY OF SANTA ANA
REQUEST FOR PROPOSALS FOR PROVIDING PARK LANDSCAPE MAINTENANCE SERVICES IN
DISTRICT 4
PROPOSERS CERTIFICATION AND COST PROPOSAL
Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for
Proposals. I have examined the Scope of Services (Exhibit A) and am familiar with the scope of work
locations. I am familiar with all the existing conditions and limitation that may impact work requests. I
understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for
clarification prior to the submission of my proposal.
Proposal Item Price - Provide costs for maintaining each of the locations and service categories listed below
at the level of quality described in the detailed specifications (Exhibit A and all attachments). Fee must be
inclusive of all costs, including but not limited to, direct and indirect costs for labor, overhead, incidental
supplies, travel, mileage, and fuel. Any special materials will be purchased by the contractor only after
discussed and authorized by the City projects manager or designee in writing.
Location 18 month Cost
Routine Maintenance 18 month Cost Ball
Diamond Maintenance Total 18 month Cost
1 Adams 97, 10 440.00 07 440.00
2 Bear St. bike trail b/w Segerstrom and
MacArthur
40 000.00
0.00
40 000.00
3 Centennial 20 000.00 23 832.00 143,832.00
4 City Yard 11 000.00 00 11, 000.00
5 Friendship 80,000.00 0.00 so I OQO. 00
6 Gertrude/St. Andrew Bike b/w Forest &
Rene
33 000.00
0-00
33,000.00
7 Greenville bike trail b/w Warner and
S rstrom
32, QOO , 00
0.00
32 000.00
8 Heritage 90,00
0
7 110.0 0
7 110.0 0
9 Jerome LQ1.,722,06 38 556.00 140.27?&6
10 MacArthur bike trail entrance 25,000.00 0.00 25,000.00
11 McFadden Center 38,000.00 0.00
0
12 McFadden Triangle Park
-
37,000,00 0.00 37f000-00
13 Raitt St. bike trail b/w Segerstom and
Alton
35 000.00
0.00
35,000
00
14 Santa Anita 78,000.00 0.00 .
78,
15 Thornton 115 000.0 55 080.00 170 080.00
16 Windsor 95 000.00 12 .00 107,186.00
Total All Locations 1 174, 926 . 06
sPEC iALIZED SERWCES
Hourly
wage
1 Landscape Maintenance Worker 25
2 Landscape Lead Worker 35
3 Tree Trimmer 35
District 4 Park Landscape RFP
Dane 60
EX12IW-?8
4 Lead Tree Trimmer 45
5 Irrigation Assistant 35
6 Irrigation Spedaliest (as specified) 45
7 Pesticide Assistant Operator 45
8 QAC Pesticide Operator 65
9 RfbjNQWION COST PER ACRE
84
*** RENOVATION COST SHOULD NOT BE INCLUDED IN THE GENERAL MAINTENANCE ANNUAL COST.
Azteca Landscape 909-673--0889/909-673_9192
LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS
1027 E. Acacia Street Ontario CA 91761
BUSINESS ADDRESS
Noe Farias Secretary
PR D NA OF AUTHORIZED AGENT TITLE -
06/06/13 noe@aztecalandscar)e.com
95-367580 C-27 417003
FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IF APPLICABLE)
sum
District 4 Paris Landscape RFP
Pape 61
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