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HomeMy WebLinkAbout19E - RFP - PARK MAINTREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 16, 2014 TITLE: REQUEST FOR PROPOSALS FOR PROVIDING PARK LANDSCAPE MAINTENANCE SERVICES FOR DISTRICTS 1, 4 AND 5 CITY MANAGE RECOMMENDED ACTION ICI CLERK OF COUNCIL USE ONLY: _ ;* M ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2 n Reading ❑ Implementing Resolution ❑ Set Public Nearing For CONTINUED TO FILE NUMBER Authorize the Parks, Recreation and Community Services Agency to issue a Request for Proposals (RFP) to qualified companies to provide landscape maintenance services at City parks bike trails, and various City properties in districts 1, 4 and 5. The Parks, Recreation and Community Services Agency (PRCSA) is responsible for the landscape maintenance of all City parks and recreational facilities. The landscape maintenance in city parks is divided into four districts plus the Civic Center. PRCSA staff has made the decision to divide districts 1 and 4 into three districts, map attached, to increase solicitation of additional bids from smaller companies that may not bid on the current districts due to their size. Receiving additional bids would help achieve better pricing through increased competition. Implementation of the revised districts will begin February 1, 2015. The request for proposals (RFP) will be advertised through PlanetBids.com. The recommended landscape maintenance companies will be submitted for City Council authorization after the review of proposals has been completed. On August 14, 2014 the City received a letter from Azteca, the landscape maintenance company for district 4, initiating the 90 -day termination clause of their agreement. As a result, staff will request an agreement amendment for the period of November 15, 2014 through January 31, 2015 with a landscape company that is providing service in another district. The amendment will allow the City to complete the RFP process for newly formed districts 1, 4 and 5 that will be effective February 1, 2015. The agreement amendment will be presented at an upcoming City Council meeting. Additionally, PRCSA staff will not be renewing the contract with Landscape West, the landscape maintenance company for district 1, which is scheduled to end on January 31, 2015 and is including this area into the RFP referenced above. 19E -1 Request for Proposals for landscape maintenance service in districts 1, 4 and 5 September 16, 2014 Page 2 STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #6 Community Facilities & Infrastructure, Objective #1, Establish and maintain a Community Investment Plan for all City assets, Strategy b, Equitably maintain existing streets and associated assets in a state of good repair so they are Glean, safe and aesthetically pleasing for all users. FISCAL IMPACT There is no fiscal impact associated with this action. Gerardo Mouet, Executive Director Parks, Recreation and Community Services Agency 19E -2 PROPOSED DISTRICT CHANGE DISTRICT 1 Acres Ballfields • El Salvador 9.00 4 • Fairview Triangle 0.73 Santa Anita Park • Friendship Park 0.10 7.00 1 • Jerome Park 16.00 3 • Riverview 8.00 4 • 17 St. Triangle 0.69 30.89 3 • Windsor Park 10.50 1 • Other Sites • City Yard 4.00 • SAPAAL Facility 0.48 • St Gertrude /St Andrews Bike Crossing 0.05 Total 49.55 12 DISTRICT 4 • Adams Park 6.10 1 • Centennial Park 59.65 2 • Thornton Park 31.50 3 • Bike Trails • Bear Street Bike Trail 0.70 • Greenville Bike Trail 1.04 • MacArthur Bike Trail 0.57 • Raitt Bike Trail 0.69 Total 100.25 7 DISTRICT 5 • Cesar Chavez Campesino Park 7.00 • Edna 2.50 • Rosita Park 8.00 1 • Santa Anita Park 5.00 1 • Heritage Park 7.00 1 • McFadden Triangle 0.83 • Other Sites o Newhope Library 0.56 Total 30.89 3 19E -3 19E -4 19E -5 19E -6 REQUEST FOR PROPOSALS (RFP) FOR LANDSCAPE MAINTENANCE SERVICES - DISTRICTS 1, 4 AND 5 RFP 13 -068 PRCSA KEY RFP DATES: Issue Date: Pre - proposal Conference Proposal Due Date: Projected Award Date: CITY OF SANTA ANA Parks, Recreation and Community Services Agency 20 Civic Center Plaza -M23 Santa Ana, CA 82701 Frank Arroyo Senior Management Analyst (714) 571 -4216 Office farro a santa-ana.org October 1, 2014 October 15, 2014 November 15, 2014 January, 6 2015 Districts 1,4 aft�wktndscai RFP rt NOTICE INVITING PROPOSALS NOTICE IS HEREBY GIVEN that proposals will be received from qualified firms to provide landscape maintenance services in Districts 1, 4 and 5. Responses to the Request for Proposals (RFP) will be accepted until NOVEMBER 15, 2014 at 4:00 p.m. If further information is required, contact Frank Arroyo at (714) 571 -4218 or farroyo @santa- ana.org. All notifications, updates and addenda will be posted on the City's current RFP Bid page at santa- ana.org(bids -rips. Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation, Failure to respond to required updates may result in a determination of a nonresponsive proposal. The successful proposer must possess or obtain a valid California 027 Contractor's license prior to the scheduled award date of this contract. MAILED, DELIVERED BY HAND, or COURIERED proposals will be accepted as follows City of Santa Ana Frank Arroyo, Sr. Management Analyst Parks, Recreation and Community Services Agency -M23 20 Civic Center Plaza, Second Floor, Rm #273 Santa Ana, CA 92701 It is the responsibility of the proposer to ensure that any proposals submitted shall have sufficient time to be received by the City of Santa Ana prior to the proposal due date and time. Questions regarding this Request for Proposals shall be made in writing via e-mail to Frank Hernandez at fhernandez@santa- arta.org. The receiving time in the Parks, Recreation and Community Services Agency -M23, 20 Civic Center Plaza, Second Floor, Rm #273, Santa Ana, CA 92701, will be the governing time for acceptability of proposals. Late proposals will NOT be considered and will be returned to proposer unopened. Telegraphic, electronic, and facsimile proposals will not be accepted. ONLY SEALED RFP RESPONSES ARE ACCEPTABLE. DO NOT E -MAIL RFP RESPONSES. DO NOT FAX RFP RESPONSES. Districts 1, 4 and 5 Park Landscape RFP Page 2 19E -8 CITY OF SANTA ANA REQUEST FOR PROPOSAL FOR LANDSCAPE MAINTENANCE SERVICES — DISTRICTS 1, 4 AND 5 TABLE OF CONTENTS I. INTRODUCTION 5 11. PERIOD OF CONTRACT 5 III. OPTION OF RENEWAL 5 IV. FISCAL NONFUNDING CLAUSE 5 V. PROPOSAL DEPOSIT AND PERFORMANCE BOND 5 VI. SCOPE OF WORKISERVICES 6 VII. GENERAL INFORMATION 6 VIII. COORDINATION 7 IX. PROPOSER RESPONSIBILITIES 7 X. LICENSE REQUIREMENTS 7 XI. INITIATIONWICK OFF MEETING 7 XII. CITY BUSINESS LICENSE 7 XIII, ADDENDA 7 XIV, RULES FOR PROPOSALS 7 XV. PRE - PROPOSAL CONFERENCE 8 XVI. E -MAIL COMMUNICATIONS AND INTERPRETATIONSICLARIFICATIONS 8 XVII. SUBMITTAL INFORMATION AND DEADLINE 8 XVIII. SUBMITTAL REQUIREMENTS 8 XIX. CONTRACTOR SELECTION — PROPOSAL AND EVALUATION 10 XX. PUBLIC RECORDS 11 XXI. PROTESTS 11 EXHIBIT A SCOPE OF SERVICES 12 ATTACHMENT 1 BALL DIAMOND IN -FIELD MAINTENANCE 38 ATTACHMENT 2 ANNUAL COLOR PLANTING AND MAINT. 48 ATTACHMENT 3 TREE PRUNING SPECIFICATIONS 49 ATTACHMENT 4 AGRONOMIC PLAN 62 ATTACHMENT 5 MAPS 63 ATTACHMENT 6 POLICY FOR DRIVING ON PARK PROPERTY 64 ATTACHMENT 7 STA MUCLH & SEED TOPPER TESTING REQUIREMENTS 65 ATTACHMENT 8 APPROVED EQUIPMENT 65 ATTACHMENT 9 2014 -2015 AND 2015 -2016 SPORTIPRIORITY TURF RENOVATION SCHEDULE 67 ATTACHMENT 10 PARK MAINTENANCE INSPECTOR'S MONTHLY SCHEDULE 68 ATTACHMENT 11 SUB - CONTRACTOR PRESSURE WASH MAINTENANCE 69 ATTACHMENT 12 SUB - CONTRACTOR AGRICULTURAL PEST CONTROL 70 ATTACHMENT 12 CITY OF SANTA ANA PARK SERVICES QUALITY STANDARDS 71 EXHIBIT B SAMPLE AGREEMENT 72 EXHIBIT C PROPOSERS CERTIFICATION AND COST PROPOSAL 79 DIstricts 1 and 3 Park Landscape RFP 19E39 EXHIBIT D OFFERERS REFERENCES 81 EXHIBIT E PROPOSERS STATEMENT 82 EXHIBIT F CERTIFICATION OF NONDISCRIMINATION BY CONTRACTOR 83 EXHIBIT G RESPONSIBLE PROPOSER— SUPPLEMENTAL QUESTIONNAIRE 85 EXHIBIT H NONCOLLUSION AFFIDAVIT 88 EXHIBIT I SAMPLE ADDITIONAL INSURED ENDORSEMENT 89 �— Districts 1, 4 and 5 Park Landscape RFP 19 tgelo CITY OF SANTA ANA REQUEST FOR PROPOSAL FOR LANDSCAPE MAINTENANCE SERVICES - DISTRICTS 1, 4 AND 5 The City of Santa Ana is issuing this Request for Proposals (RFP) for landscape maintenance services in Districts 1, 4 and 5, and is interested in receiving proposals from contractors for providing landscape services at the _ parks and other properties listed in Exhibit C. The detailed specification included as Exhibit A describes the quality of work that Is expected from the contractor. II. PERIOD OF CONTRACT Unless earlier terminated as allowed for in the agreement, contract term shall be for a period of 12 months with four one -year options. The contract term is anticipated to commence after City Council award of this contract and upon receipt and approval of all required bonds and insurance documents. The projected contract award date is January 6, 2015 and may be adjusted as necessary. The projected contract start date is February 1, 2015. III. OPTION OF RENEWAL The term of this agreement may include a provision for renewals as set forth in the Scope of Services, attached as Exhibit A. IV. FISCAL NONFUNDING CLAUSE In the event sufficient budgeted funds are not available for a new fiscal period, the City shall retain the right to notify the provider of such occurrence in writing at least thirty (30) days before the end of the current fiscal period and terminate the contract on the last day of the current fiscal period without penalty or expense to the City, V. PROPOSAL DEPOSIT AND PAYMENT BOND A proposal deposit in the amount of five percent (5 %) of the total proposed annual contract amount set forth in Exhibit C shall accompany each proposal. The proposal deposit must be in the form of a bid bond, cashier's check, certified check, bank draft, letter of credit, trust company treasurer's check, or money order. Checks shall be payable to the City of Santa Ana. NO PERSONAL OR COMPANY CHECKS WILL BE ACCEPTED. Proposal deposit of the unsuccessful proposers shall be returned upon award of contract by the City. The successful proposer shall supply a payment bond in the amount of fifty percent (50 %) of the successfully awarded total annual contract amount of the proposal prior to execution of the contract. Upon receipt of the payment bond, the proposal deposit will be returned. The proposal deposit is subject to be forfeited if the successful proposer fails to execute the written contract and Districts 1, 4 and 5 Park Landscape RFP 1 9E 1 furnish the required payment bond, or to satisfy any other conditions present within a reasonable time as determined by the City. The payment bond is to be renewed annually and submitted by the contractor in the amount of 50% of the annual contract amount. VI. SCOPE OF WORKISERVICES The scope of work may include any and all work efforts related to the Landscape Services as set forth in EXHIBIT A - SCOPE OF SERVICES. The contractor shall be an independent contractor capable of providing experienced, knowledgeable and professional staff, The contractor shall be responsive and maintain excellent working relationships with City residents, businesses, government officials and City staff. The contractor shall provide adequate staffing levels at all times and adhere to established schedules. The contractor shall comply with all federal, state and local laws, rules, regulations, ordinances, and statutes. VII. GENERAL INFORMATION A. The term of the contract will begin after the contract award by the City Council and approval of required bonds. B. When determined appropriate, the City will provide information in its possession relevant to preparation of required information in RFP. The City will provide only the staff assistance and documentation specifically referred to herein. C. The proposer shall be responsible for retaining data, records and documentation for the preparation of the required information. These materials shall be made available to the City as requested by the City. D. This RFP does not commit the City to pay costs incurred in preparation of a response to this RFP. All costs incurred in the preparation of the proposal, the submission of additional information, attendance at pre - proposal conference, negotiations with City, and /or any other aspect of a proposal prior to award of a written contract will be borne by the proposer. The City reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety or to waive any informality or technical defect in the proposal. E. All data, documents and other products used, developed, or produced during response preparation of the RFP wilt become property of the City. All responses to the RFP shall become property of the City. Proposer information identified as proprietary information shall be maintained confidential, to the extent allowed under the California Public Records Act. F. The City reserves the right to reject, replace and approve any and all subcontractors. All subcontractor(s) shall be identified in the response to the RFP and the City reserves the right to reject any subcontractor(s). All subcontractors shall complete the new vendors check list (certificate of Insurance, endeavor to clause, W -9 form) and be approved by the City's Finance Department before commencing work. Subcontractors shall be the responsibility of the prime contractor and the City shall assume no liability of such subcontractors. Districts 1, 4 and 5 Park Landscape RFP 19 ttof2 VIII. COORDINATION Coordination by the awarded proposer with the City, other contractors, and agencies will be required to achieve satisfactory and timely delivery of the required services, Coordination may include, but not be limited to, coordination with neighborhood and civic groups, local and /or state agency boards, and attendance at City Commission, Agency, and Council meetings,. The City will decide the manner in which the coordination efforts with be conducted. At the City's option, coordination efforts may be performed by the proposer's direct contact, by the proposer acting through the City or by the City only. When coordination efforts require agreements, such agreements shall be coordinated through the City. IX. PROPOSER RESPONSIBILITIES The selected proposer will assume responsibilities for all services in its proposal. The selected proposer shall identify a sole point of contact with the greatest knowledge in regard to the required service operations and contractual matters, including payment of any and all charges resulting from the Agreement. X. LICENSE REQUIREMENTS In accordance with Section 3300 of the California Public Contract Code, the City has determined that the proposer shall possess a valid California C27 Contractor's license. XI. INITIATIONIKICK OFF MEETING The successful proposer will be required to meet with City staff prior to commencement of services or at any time as required by the City, to discuss and agree on operational issues including transition of services and scheduling. XII. CITY BUSINESS LICENSE The selected proposer and their subcontractors shall be required to obtain a City of Santa Ana Business license within thirty (30) days of selection and must provide a copy to the City projects manager or designee prior to commencing any work in Santa Ana. XIII, ADDENDA Any subsequent changes in the RFP from the date of preparation to date of submittal will result in an addendum or amendment by the issuing office. Notification of such addendum or amendment shall be effected by posting on City's website, as set forth In the Notice Inviting Proposals. XIV. RULES FOR PROPOSALS The signer of the RFP must declare in writing that the only person, persons, company, or parties interested in the proposal as principals are named therein; that the proposal is made without collusion with any other person, persons, company, or parties submitting a proposal; that it is in all respects fair and in good faith without collusion or fraud, and that the signer of the proposal has full authority to bind the proposer (Exhibit H). Districts 1, 4 and 5 Park Landscape RFP 19'EE P, 13 XV. PRE - PROPOSAL CONFERENCE A pre - proposal conference is scheduled for October 15. 2014 at 10:00 a.m. at City of Santa Ana Corporate Yard, Administration Building, 220 S. Daisy Ave., 2nd floor Training Room, Santa Ana, CA 92703. The meeting will include a brief discussion of the specifications and will be followed by a question- and - answer session and job walk. All questions must be submitted in written form. After the pre - proposal conference, City will respond by posting and addendum on the City website (santa- ana.org /bids- rfps). It is highly recommended that proposer operation /field supervisors attend this meeting. XVI. E -MAIL COMMUNICATIONS AND INTERPRETATIONSICLARIFICATIONS To facilitate the RFP process, proposers are required to monitor the City's Bid and RFP page at santa- ana.org /bids -rips. No oral interpretations will be made by the City to any proposer as to the meaning of requirements identified herein, Including the Scope of Services and Terms and Conditions. Every request for such an interpretation must be made in writing via e -mail to the projects manager no fewer than rive (5) calendar days prior to the date and time set for opening of proposals. Significant interpretations or clarification will be made by an addendum to this RFP, which will be posted to the website. Addenda may become part of the agreement documents. XVII. SUBMITTAL INFORMATION AND DEADLINE Proposals are due to the City of Santa Ana, at the date, time, and location set forth on the Notice Inviting Proposals. Faxed and e-mail proposals will not be accepted. XVIII. SUBMITTAL REQUIREMENTS The RFP is intended to assess and evaluate each firm's capabilities as they apply to the proposed project. Submittal of Proposal A. One (1) original of the response to the RFP shall be signed by a company official with the power to bind the company. Six &) copies shall also be provided. C. One (1) Of copy of the submittal on a compact disc, USB flash drive or equivalent. Each firm must address each of the following items in its response to the RFP: A. Statement of Qualifications - In order to maintain uniformity, the Statement of Qualifications must be limited to a MAXIMUM of 20 PAGES (excluding front and back covers, section dividers and exhibits). The page limitation includes all appendices, attachments, and supplemental information. The following Information is required: Cover Letter — A letter signed by a principal or authorized representative who can make legally binding commitments for the entity. 2. Firm and Personnel Experience: A profile of the firm's experience, including the names and experience of personnel, subcontracts and subconsultants who will be providing services. At a minimum, this should Include the project manageriprincipal Districts 1, 4 and 5 Park Landscape RFP 19t- 4 agent, associates in charge when project manager /principal agent is unavailable, key personnel, and an organization chart identifying only those who will perform work for the proposed project and the percentage of each individual's time devoted to this project. The project manager /principal agent shall be the primary contact person to represent your firm and will be the person to conduct the presentation, if invited for an Interview. 3. Implementation Plan: Proposer shall submit a general description of the deliverables and timelines to implement the project. 4. Business Plan: Proposer shall submit a specific description of the number of employees and their job classification specifications, including subcontractors /subconsultants, the number of equipment and their specifications and a list of commodities by name, manufacturer and projected annual quantities. 5. Inlury and Illness Prevention Plan: Proposer shall submit their Injury and Illness Prevention Plan required by the State of California. 6. Street Closure Plans: Proposer shall submit their proposed street closure plans following the most recent version of the California Manual on Uniform Traffic Control Devices for Streets and Highways (MUTCD- www.dot.ca.gov /camutcd). 7. Proposal Deposit (Bid Bond): Five - percent (5 %) of the total proposed annual contract amount of the proposal in Exhibit C. 8. Irrigation Certification: Proposer shall submit one of the acceptable irrigation certifications listed on page 19. B. EXHIBIT C — PROPOSERS CERTIFICATION AND COST PROPOSAL C. EXHIBIT D — REFERENCES — The Proposer shall submit a list of agencies, past and present, for which you have provided work similar to the scope identified in this RFP (Exhibit A) within the last 5 years. D. EXHIBIT E - PROPOSERS STATEMENT E. EXHIBIT F — CERTIFICATION OF NONDISCRIMINATION BY CONTRACTOR F. EXHIBIT G — RESPONSIBLE PROPOSER — SUPPLEMENTAL QUESTIONNAIRE G. EXHIBIT H — NONCOLLUSION AFFIDAVIT H. The proposal must be completely responsive to the RFP. Any deviations to the requirements of this RFP must be included in the proposal. Such exceptions must be included as a separate element of the proposal entitled "Exceptions and Deviations." The Executive Director, in his sole and absolute discretion, may authorize or deny any exceptions. I. The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any contract will be awarded pursuant to this RFP or otherwise. The City reserves the right to waive minor inconsistencies in submitted proposals. Districts 1, 4 and 5 Park Landscape RFP 1 ORE Q15 XIX. CONTRACTOR sELECTION —PROPOSAL AND EVALUATION The criteria for evaluating the proposals submitted will take the following items into consideration: The response to this Request for Proposals should contain documentation of contractor's credentials and expertise in this field. Consideration will be given to contractors with demonstrable and documented experience in similar work. An evaluation committee will review the responses received and interview the companies who submit the most responsive proposals. The following evaluation criteria and weights will be used to evaluate the bids: A. Capability and Experience of Contractor (25 %) 1. Ability of contractor and his/her sub - contractors to obtain the staff, equipment and commodities necessary to perform specifications as outlined in the contractor's business plan. 2. Qualifications of certified irrigation techs assigned to this job, and number of FTE's assigned. Required documentation must be submitted with proposal. 3. Thoroughness of the Proposers implementation plan, business plan, injury and illness prevention plan and MUTCD proposed traffic closure plans. 4. Training programs taken to perform to the quality levels in the specifications. 5. Experience of supervisory and management staff assigned to the contract. 6. The value of any new product or service suggestions or other new Ideas or enhancements List of equipment by manufacturer's name, model number, hours in service and attachments to be used during the agreement period. B. Past Performances (25 %) 1. Past record of performance on contracts of similar size and scope with Santa Ana or other governmental agencies including such factors as reliability, adherence to specifications and compliance with contract terms and conditions. 2. Past record of performance on requests for extra work, including ability to accurately bid jobs, cost competitiveness, and quality of work, 3. Acceptable, verifiable references and site reviews. C. Cost of Proposal (50 %) Cost of base proposal Cost of specialized services Based upon the foregoing criteria, all proposals shall be ranked by score. Only those proposals receiving a score above 70 will be considered for award. The City reserves the right to award the contract to any proposer with a score above 70. FOLLOW -UP OF EVALUATION PROCESS BY CONTRACTOR Contractors may follow up on the evaluation of the proposals by contacting Frank Arroyo via email at farrayo @ santa- ana.org. The proposals will be reviewed by a committee of City team members. The committee will evaluate proposers based on the response to the RFP and the City evaluation criteria set forth above. A final score will be calculated for each submitted proposal and used to rank the proposers. The committee may interview the top tier of proposers and recommend award of the contract to the proposer who will provide the best quality service at minimum cost to the City. The City reserves Districts 1, 4 and 5 Park Landscape RFP 19'111 the right to negotiate pricing and for additional terms. City reserves the right to begin negotiations and enter into a contract without interviews or further discussions. XX. PUBLIC RECORDS Proposals will become public record after award of contract. Proposer information identified as proprietary information shall be maintained confidential, to the extent allowed under the California Public Records Act. XXI. PROTESTS Bidders may file a "protest" of a RFP with the City's Purchasing Department. In order for a Bidder's protest to be considered valid, the protest must: A. Be filed in writing within five (5) business days of either the RFP posted date or before 5:00 p.m. of the 5th business day following the posting of Bid ResultslNotice of Intent to Award Contract on the City's website; B. Clearly identify the specific irregularity or accusation; C. Clearly identify the specific City staff determination or recommendation being protested; D. Specify, in detail, the grounds of the protest and the facts supporting the protest; and E. Include all relevant, supporting documentation with the protest at time of filing. If the protest does not comply with each of these requirements, it will be rejected as invalid. If the protest is valid, the City's Purchasing Manager, or other designated City staff member, shall review the basis of the protest and all relevant information. The Purchasing Manager will provide a written decision to the protestor within fourteen (14) calendar days. The protestor may then appeal the decision of the Purchasing Manager to the Assistant Finance Director within five (5) calendar days of the date of the written decision from the Purchasing Manager. The Assistant Finance Director will provide a written decision to the protestor's appeal. The decision from the Assistant Finance Director is final and no further appeals will be considered. Districts 1, -4 and 5 Park Landscape RFP 191EF- t17 EXHIBIT A CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR LANDSCAPE MAINTENANCE SERVICES - DISTRICTS 1 AND 3 SCOPE OF SERVICES DESCRIPTION AND SCOPE OF WORK The City of Santa Ana is issuing this Request for Proposals (RFP) for landscape maintenance services in Districts 1, 4 and 5. L GENERAL CONDITIONS A. FUNCTIONS AND RESPONSIBILITIES 1. City - Director's Authority The Director's Representative 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's Representative, the changes will be considered to have been made without authority and solely at the risk of the Contractor. In addition, the Director's Representative 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 Director's Representative shall also have the authority to suspend portions of the specifications and withhold the cost of the suspended portion of the agreement at his/her discretion. 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's Representative 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's Representative shall decide all questions, which may arise as to the interpretation of the quality of work, manner of performance, 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. _. Districts 1, 4 and 5 Park Landscape RFP P 19E -it b) Submittals Prior to contract commencement, and by the first of every month thereafter, Contractor shall submit to the Director's Representative for approval: 1) the Excel Park Maintenance Inspector's Inspection Schedule including a detailed annual, monthly, weekly and daily work schedules consistent with task frequencies in Exhibit A; 2) certified payroll of employees assigned to the contract areas; 3) names, titles, schedules and assignments of all persons working on the project; 4) invoices and packing slips of name, type and quantities of commodities purchased; 5) annual /monthly pesticide use report completed on the City's Excel form; and, the proposed monthly pesticide application schedule including date, time, target pest and proposed pesticide. The Information contained in the above referenced documents shall be updated with any new information as changes occur. The Director's Representative shall be immediately notified of any changes to the above Information. Failure to submit a report by the first of each month shall result in a fine of $100.00 per day for each report submitted late. 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, cold weather vests and ANSI approved safety shoes. All uniforms will be marked by patch, silk screen or embroidery with the company name and logo or other form of identification. All equipment shall be clearly identified on both sides and rear of the vehicles as belonging to the Contractor, well maintained, in excellent working condition, be clean in appearance and without extensive visible damage, dirt graffiti etc. In addition, all vehicles shall have the company's name, contractor's license number and contact information clearly identified on both sides and the rear of the vehicle. The Director's Representative reserves the right to direct the Contractor to remove an employee or piece of equipment for not meeting high maintenance and appearance standards. B. SAFETY REQUIREMENTS All work performed under this contract shall be completed with maximum safety as the priority above all other requirements. The Contractor shall be incompliance with his/her companies City approved Illness and Injury Prevention Program. All work performed under this contract shall be performed in strict compliance with all federal, state and local safety laws, regulations or other authoritative mandates that protect workers and the general public, including but not limited to, California MUTCD safety mandates on traffic closure, excavation /trenching /shoring, confined space, hazardous waste identification and transport and pesticide use and reporting. In the event unsafe work is observed by City staff or otherwise reported, the Director's Representative may at his discretion order the Contractor to stop performing and pay all costs and or damages resulting from the delay. In addition, the Contractor shall submit to the Director's Representative each year upon renewal of the agreement his /her updated Illness and Injury Prevention Plan. Districts 1, 4 and 5 Park Landscape RFP 1 9!='f 9 C. SAFETY NOTIFICATION If Contractor identifies a potential safety issue, Contractor shall: 1. Notify the public that potentially unsafe conditions exist by installing yellow "Caution Tape" and "A" frame barricades or equal substitute around the condition. 2. Notify the Director of the condition first by phone and then in writing (e -mail is acceptable) including digital photographs of the potential safety concern. Once the Contractor has notified the City and the public of the condition, as specified above, Contractor shall have no further responsibility regarding the condition. D. UNDERGROUND ALERT SYSTEMS Underground Alert Systems (telephone number 1 -800- 422 -4133) must be notified 48 -hours in advance prior to any excavation work. E. PROPERTY DAMAGE Any damage to private property caused by Contractor shall be immediately reported to the property owner. Contractors shall pay for any damage caused to private property In performing this agreement. 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 without obtaining a no -fee permit from the City. Prior to performing maintenance activities where Contractor employees work immediately adjacent City vehicular lanes or any other situation covered under the California MUTCD, the Contractor shall implement no -fee permitted City approved traffic safety plans to protect the health and welfare of its employees and the general public. I. MONTHLY REPORTS Prior to the first of each month the Contractor shall submit to the Director's Representative for approval; 1) the Excel Park Maintenance Inspector's Inspection Schedule including a detailed annual, monthly, weekly and daily work schedules consistent with task frequencies in Exhibit A; 2) certified payroll of employees assigned to the contract areas; 3) organizational chart or equal listing the names, titles, schedules and assignments of all persons working an the project; 4) invoices and packing slips of name, type and quantities of commodities purchased; 5) annual /monthly pesticide use report completed Districts 1, 4 and 5 Park Landscape RFP P 19ff =40 on the City's Excel form; 6) Irrigation report including, but not limited to, name of park/facllity, location in park /facility, controller letter, station numbers and their description (sporYpriority turf, casual turf, groundcover, shrub, annual color) days of week on /off, run times, start times, water budget percent, weekly ET, percent of ET programmed, a detailed description of system deficiencies and schedule of repairs; and, 7) "green waste" recycling report. The information contained in the above referenced documents shall be updated with any new information as changes occur. The Director's Representative shall be immediately notified of any changes to the above information. Failure to submit a report by the first of each month shall result in a fine of $100.00 per day for each report submitted late, J. WATER COST City will pay for water used by Contractor pursuant to this agreement up to a specified amount detailed in a monthly Estimated Applied Water (EAW) report. Should the amount of water applied exceed the monthly EAW then the Contractor shall pay the cost of the excess water. GROUNDS /LANDSCAPE MAINTENANCE SPECIFICATIONS A. DEFINITIONS 1. "Director's Representative" shall mean the Executive Director of Parks, Recreation and Community Services designated representative. 1 "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. 4. " Hnddscape" shall mean any resilient surface other than turf or planting beds, such as but not limited to curbs, gutters, sidewalks, decomposed pathways, asphalt pavement, mowstrips, etc. 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 shalt 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 /detailing 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, Districts 1, 4 and 5 Park Landscape RFP 19LV=2 1 sport fields, sport courts, playgrounds, plants and all other areas to the quality described in these specifications and interpreted by the Director's Representative. C. EXTRA WORK It is the City's intent to keep parks and other public recreational sites in a beautiful and exceptionally well maintained condition. This specification is designed to continuously improve parks and public recreational sites. It is with this intent in mind that the Director's Representative 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 revlewlapproval by City. The Director's Representative may request that the Contractor submit proposals for extra work in order to repair or improve the grounds- landscape In the contract sites. The Contractor shall submit proposals using the City's Proposal for Authorization for Extra Work (AEW) spreadsheet (see Attachment _ The Contractor shall complete the spreadsheet in its entirety using hislher 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. City will pay up to 10% mark -up on parts. 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 /grounds 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 Representative consent. Landscape /grounds maintenance that generates excess noise cannot begin before 6:00 a.m. b) The Contractor shall establish schedules of "routine work" to be followed In the performance of this contract. In addition to the Contractor submitting the Monthly Park Maintenance Inspector's Inspection Schedule and other required monthly reports, the Contractor shall submit weekly schedules listing the work tasks, crew performing the task, and the projected hours to complete the task. The schedules shall be emailed to Director's Representative by Thursday at 4:OOpm for the upcoming week. Any changes in scheduling shall be reported in writing 48 hours before the proposed change and must be approved by the Director's Representative. The schedule shall Include days of the week and what person /crew will be performing specific work in accordance with the specification. Districts t, 4 and 5 Park Landscape RFP 19Pif-22 2. Work Force Your proposal will be evaluated on the qualifications of this individual and the amount of FTE's you assign to each district. Copy of certificates and qualifications is required with proposal submittal. a) Contractor's supervisory personnel (Supervisors) shall have five years' landscape maintenance experience and have: 1) an Associate in Science degree from Mt. San Antonio College in Ornamental Horticulture, Parks and Sport Turf Management or two Skill Certificates in Landscape Irrigation, Landscape and Park Maintenance, Park Management and Sports Turf Management; 2) Associates in Science from Fullerton College in Landscape Management, Ornamental Horticulture or a Certificate of Proficiency in Landscape Design and Management; 3) Turfgrass Management Certificate from University California Riverside; or 4) an approved equal Associate in Science degree or related certificate 30 units or greater (see Attachment _). Failure of the Contractor to provide a Supervisor who possesses the minimum qualifications listed above shall cause the City to penalize the Contractor up to $300 per day and to hire a consulting Supervisor that meets the qualifications listed above. The cost of hiring the consulting Supervisor shall be withheld from the Contractors monthly invoice. Supervisors shall 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 the appropriate number of Certified Master Irrigation Technicians, Certified Irrigation Technicians and Certified Irrigation Technician Assistants in each district to audit, report, inspect, design, improve, restore, repair, recommend improvements and manage the City of Santa Ana's park irrigation systems using sustainable water conservation methods and practices. The City shall determine what the "appropriate number" of certified staff shall be based upon the existing condition of the irrigation systems and the overall health of the landscapes. Failure of the Contractor to provide the appropriate number of certified staff who possess the minimum certification credentials for each class of irrigation technician shall cause the City to penalize the Contractor up to $300 per day for each number of irrigation technicians not made available to the City and to cause the City to hire certified Irrigation technicians and withhold the cost of hiring irrigation technicians from the Contractors monthly invoice. who possess, at minimum, the qualifications described below: (1) Certified pilaster Irrigation Techs (CMIT) shall be a current Irrigation Association Certified Designers, Certified Landscape Irrigation Auditors and Certified Landscape Water Managers (see Attachment _). The Master Irrigation Techs shall : 1) Conduct annual water audits for each irrigation system per the Irrigation Association Recommended Audit Guidelines and produce an annual report identifying each sites systems deficiencies and providing system design engineering recommendations that restore the system to optimum operating condition including all systems having matching precipitation nozzles and head -to -head coverage and all other recommendations that fully restore systems to optimum operating conditions; 2) record monthly water usage via each parks water meter and Calsense irrigation controller download data. The data collected from each park site shall be submitted in a Monthly Park Water Conservation Districts 1, 4 and 5 Park Landscape RFP 1 x'23 Report including but not limited to the amount of water used in relation to MAWA and EWA and recommendations for conserving water the following month (see Attachment _); 3) perform monthly irrigation system tests and submit monthly irrigation system reports including but not limited to: 1) site name; 2) the controllers manufacturer, model and serial number; 3) controller letter /number; 4) run days; 5) start times; 6) station run times; 7) water budget percentage; 8) weekly Et; 9) deficiencies noticed; and, schedule to cure /repair deficiencies; 4) once system deficiencies are discovered trouble shoot the cause of the deficiency and provide recommendations to the Certified Irrigation Techs for remedying the deficiency; and, 5) provide oversight and inspect Irrigation Techs and Irrigation Tech Assistants repairs using City of Santa Ana Park Services specifications and details and accepted irrigation design - audit - management principles and practices. Certified Irrigation Techs (CIT) shall be current Certified Irrigation Technicians per the City of Santa Ana's Irrigation Technician criteria (see Attachment _). Certified Irrigation Techs shall, under the supervision of the Certified Master Tech repair irrigation systems per the City of Santa Ana's Park Services specifications and details. Certified Irrigation Tech Assistants (CITA) shall be current Certified Irrigation Technician Assistants per the City of Santa Ana Irrigation Technician Assistant criteria (see Attachment _). CITA's shall, under the direct supervision of the CIT when assisting the CIT's with the repair of irrigation systems per the City of Santa Ana's Park Services specifications and details. The CITA's may assist the CIT's by preparing the work site for the CIT to perform the improvements or repairs to the irrigation system. The CITA may excavate, expose, clean or otherwise prepare an area needing improvement or repair. The CITA may prepare the work site independently of the CIT. However, the CITA must work in the presence of the CIT at all times improvements or repairs are being made by the CITA, The CITA may make the improvements or repairs only when the CIT is present where the improvement/repair is in progress in order to instruct/train the CITA. Under no circumstances shall the CITA affect the improvement or repair of a system without the CIT immediately present overseeing the CITA work. The CITA may work independently to manually irrigate any planting or turf area that is in stress. c) The Contractor shall provide the appropriate number of Qualified Pest Control Operators who possess a State of California Qualified Applicator License (QAL) or Qualified Applicator Certificate (CAC) in order to apply pesticides. Qualified Applicators shall personally apply all pesticides per the Department of Agriculture Pesticide Laws and Regulations per the specification and the Agronomic Plan. QAL's /QAC's may oversee unlicensed Contractor staff backpack applications of glyphosete. The Contractor shall respond to all City requests for pesticide control of pests within 40 hours of written email notice by the City or the Contractor shall be penalized up to $300 per day. d) The Contractor shall provide the appropriate number of Pressure Wash employees to provide high - quality pressure wash services. Pressure Wash employees must have a minimum of 2 years of experience operating and maintaining the type of commercial pressure wash equipment or equal specified herein. Failure of the Contractor to provide the appropriate number of Pressure Wash employees shall result In a penalty of up to $300 per day for each Pressure Wash employee not made available. The City shall also hire a Pressure Wash company to perform pressure washing as specified herein and withhold the cost from the Contractors monthly invoice. e) The Director's Representative may evaluate each of the Contractor's staff and if he /she finds that a Contractor's employee is not performing to the satisfaction of the Director's Representative, the Director's Representative shall require the Contractor to Districts 1, 4 and 5 Park Landscape RFP 19Lge�4 remove the employee from work sites at his or her discretion within 24 hours of written notice. 3. Materials The Director's Representative shall approve or reject all materials delivered to the work site. In addition, the Contractor shall not apply any materials until the Director's Representative inspects the materials to confirm they are correct per specifications. Note that the Director's Representative may stay at the work site to confirm that all materials are applied correctly and In the quantities specified. Materials applied by the Contractor prior to the Director's Representative inspecting the materials shall be considered not applied. Therefore, the Contractor shall not be given credit towards the quantity of the specified material required to be applied by the specification. The Contractor shall then be required to deliver the specified quantity of material to the work site and, following the Director's Representatives approval, apply the materials in the presence of the Director's Representative: a) Prior to the application or use of any materials the Contractor shall submit to the Director's Representative a minimum 48 hours before delivery to the work site a list of all materials and /or chemicals that may be used pursuant to the terms of this Agreement. The list shall include the name of the product, the products specifications, and the quantity of materials, prescribed method of use /application, Material Safety Data Sheets and chemical analysis where applicable, recommended usage and any other manufacturer's data that may be pertinent. The list must be submitted before any materials /chemicals are used pursuant to this Agreement. b) The materials and chemicals utilized in furtherance of this Agreement shall comply with the following standards: (1) All fertilizers shall be complete, furnishing the required percentage of nitrogen, phosphoric acid and potash to keep turf, 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) Materials shall as specified herein, matching those existing at the work site, or as specified by the Director's Representative. c) All materials delivered to the site shall be accompanied by a packing slip or other form from the vendor indicating the specific commodity delivered and the quantity, 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 composterslgreen 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 may allow Contractor to dispose of green waste and trash in bins Districts 1, 4 and 5 Park Landscape RFP _ 1 9F25 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 Each morning at the start of the workday the Contractor shall inspect each site and respond immediately to any malfunctions, vandalism, hazardous conditions or otherwise abnormal conditions that threaten people or property by reporting the condition immediately to the Director's Representative. Routine maintenance shall include but not be limited to the following services performed at the Work Sites listed In Exhibit C and per the City of Santa Ana Park Services Standards (see Attachment �. 1. Turf Care Turf care shall be differentiated by the two types of turf - "Casual Turf" and "SporVPrlority Turf (see site maps in Attachment 5 that identify the areas for each type of turf). The Contractor shall maintain mowers that provide a smooth, even cut without ridges or depressions and without tearing of the leaf blades (caused by unsharpened mower blades). Mowing shall be performed at the speed the mowers manufacturer specifies to maximize quality of cut. Mowing shall be performed with straight and flowing patterns approved by the Director's Representative. The emphasis will be on quality mowing vs. speed, uneven cuts and unprofessional patterns. All visible turf clippings shall be removed from the site the same day turf care occurs pursuant to SAMC Chapter 16. Furthermore, the Contractor shall prevent turf clippings from leaving the site into streets or any other adjacent properties. From time to time the Director's Representative will direct the Contractor to change mowing patterns to minimize rutting and compaction. a) Casual Turf Mowing All "casual" turf (non- sport(priority turf) shall be mowed: 1) weekly April 1 through October 31 and, 2) every other week November 1 through March 31. The Contractor shall use tractor powered Trimax X -WAM, PegasusS3 Merlin and ProCutS3 rotary mowers for the large turf areas greater than 69" wide and small walk behind rotary detail mowers for areas between trees and other park amenities. The Director's Representative shall determine height of cut. String trimmers are not allowed for mowing turf. Any visible clippings, on the turf or on hardscape 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, on the turf or hardscape, shall be collected and disposed of pursuant to SAMC Chapter 16. The Contractor shall mow the sport/priority turf areas at 1/2 ". In order to achieve a quality cut at this height and not leave clippings the Contractor will perform a first cut using a rotary mower with clipping catching capability followed by using tractor powered Trimax X -WAM, PegasusS3 Merlin and ProCutS3 rotary mowers for the large turf areas greater than 69" wide and a walk behind Jacobsen Eclipse2 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 Districts 1, 4 and 5 Park Landscape RFP 19 "eIC6 Representative shall direct the Contractor to mow the sporVpriority turf lower than 1/2" If necessary. Note that the ball diamond infield maintenance sub - contractor shall be responsible for mowing turf infields, including foul territory turf area, 36" beyond the skinned infield arc, and other designated ball diamond turf areas. (see Attachment 1). c) Edging and Detailing Edging /detailing shall be performed at the same time mowing occurs. All edging shall be performed with the use of a McClain's edger or approved substitute walk - behind edger. Stick edger's are not allowed where turf meets pavement. Contractor shall edge all turf adjacent to all improved hard surfaces such as concrete, decomposed granite, asphalted concrete paved areas, pavers, etc. Edging /detailing may occur with string trimmers around park amenities that are not immediately adjacent paved surfaces. Chemical detailing of turf may occur only with the Director's Representatives approval. If chemical detailing is performed, the Contractor shall spray maximum 3" and use the string trimmer to remove the treated turf within one (1) week after symptoms of phytotoxicity become recognizable. Any visible clippings or soil, on the turf or hardscape, shall be collected and disposed of pursuant to SAW Chapter 16. (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 Contractor to use string or rope 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 out 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's Representative shall direct the Contractor to repeat the detail process. Shovel cut detailing shall be repeated a minimum of every 3 months to maintain crisp evenly round lines. (3) The Contractor shall detail turf not greater than 1" away from park amenities walls or fences. Detail lines shall be made straight and shall be maintained straight. The Contractor shall, at his own cost, supply sandy loam top soil and an approved turf sod to reduce any existing bare soil areas along walls1fences that are greater than 1 ". d) Fertilization (1) Casual Turf - Contractor shall apply fertilizer once per year (first week of January) per the City's agronomic plan (see Attachment 4). (2) Sport /Priority Turf - Contractor shall apply fertilizer three times per year (first week of January, July, 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 Dlstrlcts 1, 4 and 5 Park Landscape RFP 1 227 (1) Contractor shall ensure irrigation schedules are continually monitored to provide adequate moisture in the soil for healthy turf, and avoid excess wet conditions. The Contractor shall visually check all sites each morning and physically check each sites systems monthly indicating in writing the: 1) site name; 2) the controllers manufacturer, model and serial number; 3) controller letter /number; 4) run days; 5) start times; 6) station run times; 7) water budget percentage; 8) weekly Et; 9) deficiencies noticed; and, schedule to curelrepair deficiencies. (2) Contractor shall not schedule irrigation of casual turf or sports fields that would impact programs /events or at least 24 hours prior to the mowing process. During cooler periods of the year avoid irrigating 48 hours prior to the mow procedures to ensure a quality cut of the turf. (3) Under normal conditions the contractor shall not schedule irrigation on Friday and Saturday nights to avoid wet conditions during weekend usage. Prior approval will be required to irrigate during weekends to coordinate with reservations. (4) Turf areas shall be watered as required by weather conditions to provide adequate moisture for optimum growth. At no time shall turf areas show a lack of green color or a loss of resilience due to lack of water. If Contractor estimates additional water above and beyond the monthly Estimated Applied Water (EAW) may be needed, he/she shall request approval from Park Services prior to exceeding the monthly irrigation budget as detailed in the Monthly Water Conservation Report Estimated Applied Water (EAW) requirements. Failure to get approval from Park Services prior to exceeding the monthly irrigation budget will result in the Contractor paying for the excess water. (5) When an irrigation system does not adequately provide water to the turf area in which it is installed, due to any reason Including but not limited to controller failure, valve failure, broken heads, poor system design, etc., the Contractor shall direct their CITA's to immediately 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. Failure to maintain turf in a green and healthy condition will result in deductions from the monthly invoice. (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 Certified Irrigation Master Technicians (CIMT) Certified Irrigation Technicians (CIT) and Certified Irrigation Technician Assistant (CITA) working on Irrigation possess the following credentials: Certified Irrigation Master Technician a. Irrigation Association Certified Irrigation Designer b. Irrigation Association Certified Landscape and Irrigation Auditor c. Irrigation Association Certified Landscape Water Manager _...._.._ Districts 1, 4 and 5 Park Landscape RFP 19Pfeh Certified Irrigation Technician a. Fullerton College Associate in Science Ornamental Horticulture or Landscape Management. Or Certificate of Proficiency in Landscape Irrigation Program totaling over 30 units b. Mt. San Antonio College Associate of Science in Ornamental Horticulture or Park and Sports Turf Management. Or two skilled Certificates in landscape and park management totaling over 30 units. c. UC Riverside Certificate in Landscape Irrigation Certificate Program d. Irrigator Tech Certificate Program (must possess all of the following): i. Certified Irrigation Repair Technician (GIRT) ii. Certified Irrigation Auditor (CIA) iii. Smart Water Certified (SWC) iv. Certified Irrigation Installer (CII) Certified Irrigation Technician Assistant a. 50% completion of Fullerton College Certificate of Proficiency in Landscape Irrigation Program b. 50% completion of UC Riverside Certificate in Landscape Irrigation Certificate Program c. Irrigator Tech Certificate Program (must possess all of the following): i. Certified Irrigation Repair Technician (CIRT) fl. Certified Irrigation Installer(Cil) (8) From time to time City staff will advise contractor of special events occurring in contract areas and contractor will be required to adjust irrigation scheduling to avoid negatively Impacting the event. Should the contractor fail to properly adjust irrigation or otherwise prepare the area for the special event, a failure to perform in the amount of $916 will be assessed for liquidated damages. f) Weed Control -All Turf (1) The Contractor shall keep all turf, casual and sport/priority turf, free of all turf type weeds, especially Dallis Grass, Goose Grass, Smut Grass, Poe Annua, Nut Sedge, Nedd[e 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. Should the Contractor fail to control weeds In turf to the satisfaction of the Director's Representative he/she may hire an agricultural pesticide operator to perform the work and subtract the cost for this work from the Contractor's monthly invoice. (2) Contractor shall apply Dimension pre - emergent herbicide to all turf areas per the Pre - Emergent and Post - Emergent Agronomic Plan In order to control the germination and growth of all weeds in all turf year around. i.e. Dallis Grass, Goose Grass, Crab Grass, Nutsedge, Plantain, Oxalis, etc. (3) Should turf type or broadleaf type weeds germinate, the Contractor shall control the weeds immediately upon recognition by way of selective and /or broad - spectrum post emergent herbicides and methods approved by the Director. Districts 1, A and 5 Park Landscape RFP 1��29 g) Replanting -all turf (1) Should turf begin to stress for any reason, or become thin in appearance, the Contractor shall direct CITA's to begin immediately 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. The Contractor shall use STA approved '/4' minus compost seed topper to cover the seed topper pro mixed with California Organic 7 -1 -2 Phyta Boost fertilizer at a rate of 35 cubic yards per acre. (2) Should turf die back to the point where soil is visible, the Contractor shall install thick cut sod to those turf areas using Greg Norman 1 hybrid Bermuda cropped over with perennial rye grass (fall /winter) and Greg Norman 1 hybrid Bermuda (spring /summer). (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 and, therefore, acknowledges that he /she will immediately respond to thin or bare areas in turf without delay. h) Aeration The Contractor shall aerate all turf areas, casual and sporUpriority turf four (4) times per year in March, June, September, and December. Aeration shall be performed by AerWay aerator using shatter tines. Contractor shall perform multiple passes (in the same direction) in heavier compacted areas. i) Sport /Priority Turf (1) Renovation: Once (1) per year during the spring /summer or the fall /winter (as determined by the Director) the Contractor shall renovate sport /priority turf using: (a) spring /summer - Stovers Seed Company Bermuda Dunes seed at six (6) pounds per 1,000 square feet in bare areas and four pounds per 1,000 square feet where turf exists; (b) fall/winter — Simplot Jacklin Seed Company CSI self- repairing perennial rye seed at three (3) pounds per 1,000 square feet This shall be accomplished by mowing the existing turf down to 1/" followed by verticutting (straight blades spaced 1.25" to 1.50" apart) 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 %. Seeding shall be performed followed Immediately by covering the seed with Santa Ana Mix (STA tested and approved ' /a" minus compost seed topper pre mixed with California Organic 7 -1,2 Phyta Boost fertilizer at a rate of 35 cubic yards per acre using a Dakota Turf Tender or Districts 1, 4 and 5 Park Landscape RFP 19P� =340 approved equal) 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 availabllity /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 1/2" followed by verticutting (straight blades spaced 1.25" to 1.50" apart) 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) Bi- weekly Groundcover Care (1) Every other week the Contractor shall service ground cover /shrub beds. These areas shall be maintained within their intended bounds and edged and/or detailed to keep the beds looking manicured at all times. Groundcovers shall not be allowed to grow into other groundcover beds, shrubs, vines or on trees. All plant material shall be maintained in an attractive and healthy condition. (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 immediately following each edging /detailing, including streets. b) Monthly replanting of Groundcover Beds All groundcover beds shall be replanted from flats once per month at the Contractor's expense with like groundcover genus - species at 12" on center. 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 US Composting Council STA tested and approved compost mulch 2 " -3" minus by 2" thick minimum twice per year (third week of January and July) and as necessary to maintain uniform and complete coverage. Leaf litter and other organic materials other than mulch shall be removed on a continuous basis, d) Fertilization The Contractor shall fertilize all groundcover areas once per year using California Organic Phyla Boost 7 -1 -2 fertilizer at 700 pounds per acre, California Organic Compel compost at 800 pounds per acre and California Organic Phyta -Grow Worm Castings at 400 pounds per acre (first week in April) per the City's agronomic plan (Attachment 4). e) Monthly Replanting On a monthly basis the Contractor shall, at their own expense, be responsible for the Districts 1, 4 and 5 Park Landscape RFP 1 se=31 replanting of ground cover of the same genus- species lost due to vandalism, normal attrition or due to Contractor's failure to perform under the terms of this Agreement. The Contractor shall plant the groundcover from 64 count flats at 12" on center to fill all bare areas in the groundcover /shrub bed. 3. Bi- weekly Shrub Care a) Pruning /trimming All shrubs shall be serviced every other week. 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's Representative. Dead or damaged limbs shall be removed so that no projections or stubs remain. Pruning /trimming shall be done by hand shears or toppers 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, "Box hedged" plants will be required to have all three sides level and straight to the satisfaction of the Director's Representative. In order to achieve straight and level lines of shrubs the Contractor shall run string lines to assure straight pruning. Shear hedging or severe pruning /trimming of plants, unless authorized by the Director's Representative, is not permitted. Topping of plants whose natural growth stems from the base of the plant is not permitted. Should the Contractor top, shear hedge or severely prune plants and disfigure or damage the plants, the Contractor shall be responsible for replacing those plants with like kind and size, subject to approval by the Director's Representative. The Contractor may be requested from time to time to raise the bottom of the shrubs for security reasons, b) Monthly Shrub Replanting On a monthly basis the Contractor, at his own expense, be responsible for the complete removal and replacement of poor looking or unhealthy shrubs, In addition the Contractor shall, at his own expense replace missing shrubs or shrubs lost due to normal attrition or due to Contractor's failure to perform under the terms of this Agreement. The shrubs shall be planted at appropriate spacing so as to achieve complete coverage once the plant is 2 /3rds mature, 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 US Composting Council STA tested and approved compost mulch 2"-3" minus by 2" thick minimum twice annually (third week of January and July) and as necessary to maintain uniform and complete coverage. Leaf litter and other organic materials other than mulch shall be removed on a continuous basis. d) Fertilization The Contractor shall fertilize all groundcover areas once per year using California Organic Phyla Boost 7 -1 -2 fertilizer at 700 pounds per acre, California Organic Compel compost at 800 pounds per acre and California Organic Phyta -Grow Worm Castings at 400 pounds per acre (first week in April) per the City's agronomic plan (Attachment 4). Districts 1, 4 and 5 Park Landscape RFP 19E-;32 4. Tree Care The Contractor shall perform all tree services Tree Services Specifications (PSTSS) up to `Complete' per the PSTSS (see Attachment 3). a) Monthly Tree Service per the City of Santa Ana Park Services a height of 15'. All pruning shall be The Contractor shall perform monthly 'Complete' tree pruning service including but not limited to raising tree branches to a safe and functional height for the type of activity beneath or around the tree (see Director's Representative for appropriate heights per activity beneath or around trees). In addition, the Contractor shall remove damaged, diseased or dead branches from trees. 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 'Complete' pruned as set forth in the City of Santa Ana Tree Services Specifications (see Attachment 3). In addition, the Director may require the Contractor to remove or prevent encroachment of trees into the public right of way where the tree blocks vision or is considered undesirable. Low branches overhanging sidewalks shall be trimmed to a height of nine (9) feet above finish grade. Young trees needing pruning /trimming, training, and shaping to develop caliper and a strong structural framework may have low branching laterals and or appropriate sucker growth. Contractor shall remove hangers under 15" and fallen limbs 80 lbs. or less. b) Annual Tree Evaluation Report In November of each year the Contractor shall have an International Society of Arborist TRAQ Certified Hazardous Tree Professional evaluate all District trees and provide a written report by park site listing findings and recommendations by priority of which trees need; 1) immediate service; 2) service within six months; or 3) service within one year; or, 4) service within two -four years c) 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 (minimurn 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. 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 N Dlstrlcts 1, 4 and 5 Park Landscape RFP 19F-S3 to perform includes but is not limited to, girdling trees with string trimmers or tree ties, improper planting of new trees, improper pruning /trimming techniques which disfigure or destroy the trees natural integrity and shape, or failure to detect and prevent treatable diseases and insect infestations. All trees that exhibit the signs of disease or pests, or any other signs of distress shall be inspected by a Certified Arborist approved by the Director's Representative. 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 tricuspidate (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 400 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's Representative, The Contractor shall also prune the vine back to the wall to reduce the width and weight of the vine one -time per year in May. The Contractor shall keep vines off telephone poles or other non -wall surfaces at all times, 6. Weeds, Disease and Pest Control —All Areas Agricultural pest control services shall be performed by a licensed agricultural pest control sub - contractor (see Attachment 12). a) Weed Control 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. The Director's Representative may dispatch City staff or other contractor's to remove /eradicate weeds that reach two (2) inches or greater or when weeds exist in turf areas and are not removed /eradicated immediately. In such instance, the cost will be deducted from the Contractor's monthly invoice. Districts 1, 4 and 5 Park Landscape RFP 19Piff-3g4 Contractor, in accordance with the Agronomic Plan — Pre - Emergent shall apply Dimension and Gallery to all turf areas (accept sport/priority fields due for renovation within twelve weeks) and Snapshot two times per year minimum to all groundcover /shrub areas, Note that when applying Snapshot Contractor shall take precaution not to overlap the application on to adjacent turf. Should damage occur to adjacent turf the Contractor shall remove the damaged turf and replace the affected area with Greg Norman 1 Hybrid Bermuda thick cut sod to the satisfaction of the Director's Representative. Beginning In April all turf shall be sprayed /applied with post - emergent herbicides Revolver (16 -17 oz /acre), Speedzone non -Ionic surfactant and ferrous oxide pre -mixed In a tank, per the agronomic pre- emergent plan. All applications shall be applied by a state licensed Qualified Applicator using a calibrated boom sprayer with appropriate nozzles. Following the initial application of post - emergent herbicide the Contractor shall continuously apply post emergent herbicides to eradicate all turf of turf and broadleaf weeds. Following the eradication of turf type weeds the Contractor shall overseed with Stovers Bermuda Dunes at six pounds per 1,000 square feet (spring /summer) and Simplot .facklin Seed Company CSI Perennial Rye at 3 pounds per 1,000 square feet. b) Disease and Pest Control (1) The Contractor shall inspect on a daily basis in the morning 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, rats, 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. Note that rodents, such as rats, if found in the landscape, regardless of whether or not they inhabit adjacent buildings, are considered agricultural pests and shall be treated as a part of this agreement, (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 for any reason the Contractor will be required to replace the plant with like species and size at no extra cost to the City. In the case where turf is lost due to pest damage, the Contractors shall replace the area of turf lost with thick cut Pacific Sod Greg Norman 1 Hybrid Bermuda (during spring /summer) and thick cut 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 Master Irrigation Technician (CMIT) shall program all automatic 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 immediately dispatch Certified Irrigation Technician Assistants (CITA) to provide alternate /supplemental irrigation with full and proper coverage to all areas in the work site at no extra cost to the City. Failure of the Contractor to respond immediately by dispatching CITA's to Districts 1, 4 and 5 Park Landscape RFP 19E-15 provide alternate /supplemental irrigation to stressed plant material and /or turf areas shall result in up to a $300 per day penalty to the Contractor. Stressed turf or plant material Is not acceptable unless approved by the Director's Representative. (2) Contractor's Certified Irrigation Technicians (CIT) shall be under the direction of the CMIT and assist the CMIT In making repairs to the irrigation system per the City of Santa Ana Park Services specifications and details. (3) Contractor's Certified Irrigation Technician Assistants (CITA) shall be under the direction of the CMIT and CIT and shall assist the CMIT and CIT by preparing an irrigation system for repair. The CITA may trench, clean, prepare the job by bringing the proper tools to the site, bring pipe and fittings to the site, and otherwise assist the CMIT and CIT in job preparation. To allow the CITA to gain training he /she may perform repairs of the irrigation system only in the direct presence of the CMIT and/or CIT. The CMIT and /or CIT must be present at all times to direct/train the CITA in the art of professional quality irrigation system repairs. Should the CITA be found performing repairs without the presence of the CMIT and /or CIT a penalty of up to $500 will be issued to the Contractor b) Operation of Automatic Irrigation Controllers Where the operation of automatic irrigation controllers is required, the Contractor's CMIT 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's Representative 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's Representative. (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 Master Irrigation Technician (CMIT) shall meet once a month with the Director's Representative to review the 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. ^� Districts 1, 4 and 5 Park Landscape RFP Pa e 30 19 - 36 d) Inspection and Reporting (1) The Certified Irrigation Master Technicians shall physically inspect the operation of all irrigation systems once a month and prepare a written report specifying park name, controller location /name, start times, run times, program name, station number, water budget percent, weekly Et and deficiencies. All deficiencies shall be cured /repaired within two working days or the Director's Representative shall impose penalties for failure to respond and/or hire a Certified Irrigation Technician to remedy the system. The Contractor shall maintain all sprinkler systems using City standard irrigation products and details. All repairs shall be to City of Santa Ana Park Services 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. All repairs shall be performed by Certified Irrigation Technicians and shall be "tagged" using the City of Santa Ana Park Services "tagging" system noting the Company and Irrigation Tech that performed the repair, the date of the repair and the Contractor's and Irrigation Technicians contact information. All repairs shall be warrantied for two years from the date of the approved repair. All head and lateral lines shall be repaired within two days of discovery of malfunction /repairs needed. All other irrigation repairs shall be performed immediately following approval of the work. (2) The CMIT shall perform a daily visual inspection of all irrigated areas first thing each morning. 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's Representative will be responsible for repairs to the irrigation system from the valve to the water meter. 8. Hardscape Maintenance All non - pedestrian parking lots, curb gutters, stamped or other enriched hard roadway surface areas, shall be thoroughly cleaned once per week. The Contractor shall hire a sub - contractor specializing in parking lot cleaning. The work shall be performed by the sub - contractor in the early morning hours or at a time of day that will not disturb residents. If the work is to be performed during the day, the sub - contractor shall develop a strategy to close off parking lots to prevent people from parking so he /she may clean the entire parking lot. 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 sub - contractor and removed from the site. Debris and litter that shall be cleaned includes, but is not limited to, leaves, twigs, branches, loose rock, sand and trash. The City shall approve any equipment that is to be used for cleaning parking lots. Large trash Items in excess of MmmMDistricts 1, 4 and 5 Park Landscape RFP 19L� 37 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. Pressure washing services shall be performed by a qualified pressure washing sub- contractor (see Attachment 11). a) Daily Pressure Washing - Picnic shelters, drinking fountains, picnic shelter concrete pads, trash receptacles, concrete or asphalt areas with stains around trash receptacles, park security lights, park benches, walls, ball diamond backstops, ball diamond dugouts, ball diamond and other sport concession areas /patiostperimeter areas and ball diamond bleachers and the pavement beneath them and other park amenities shall be pressure washed daily using commercial pressure washing equipment and boiler specified herein. b) Bi- weekly Sport Court, Patio, Pool Deck & Skate Park Pressure Washing — All sport courts, patios, pool decks and the Centennial Skate Park (inside and out) shall be pressure washed clean every other week (see Section 12 below). c) Weekly Tennis Court Pressure Washing —All tennis courts shall be pressure washed clean weekly being careful to prevent damaging court surfaces and court amenities. d) Priority Hardscape Pressure Washings — The Contractor shall perform pressure washing quarterly (second week of July, October, January, and April) to remove dirt, grime, algae, stains, gum, tar, etc, from all paved pedestrian surfaces within 50 feet of all park buildings, all areas within 50' of parking lots, and areas between parking lots and park buildings to achieve a consistently clean surface, free of all stains and foreign material, etc. e) Daily Site Amenity Blowing & Cleaning — Contractor shall maintain site amenities, patios, pool decks and pedestrian paved areas free of debris, slap tags, tape, string, nails, push pins, wire, etc. such as but not limited to, picnic tables, park benches, skate park, walls, planters, pool decks, raised curbing, railing, exterior of buildings, overhead shelters, etc. (1) All picnic amenities (picnic tables, BBQ, picnic shelters, trash receptacles etc.) and park benches /amenities shall be cleaned daily Monday through Sunday to assure that all trash, stains, spills, debris, glass, staples, nails, tape, wire, etc. is removed. (2) All barbecues shall have ashes, charcoal or any other materials removed once a week. Contractor shall paint the exterior of the BBQ's and the post with heat and rust resistant flat black paint whenever rust appears. f) 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's Representative, the flag Is not be in good condition (faded, discolored, torn and /or having holes) the Contractor shall immediately request from the Director's Representative a new flag. Contractor shall raise the new flag immediately upon receipt from the Director's Representative. g) 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 Districts 1, 4 and 5 Park Landscape RFP 19if =it 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) Daily Maintenance - The playgroundltot -lots shall be blown free of debris, sand /wood chips on play equipment, rubberized fall areas and surrounding concrete areas 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) Weekly Maintenance - The Contractor shall loosen compacted sand /wood chip areas, re -grade 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, and remove exposed filter fiber and dispose of. c) Bi- weekly Pressure Washing - The Contractor shall pressure wash playground equipment, rubber surfaces and surrounding concrete areas to remove dust, grime, stains, gum, etc. every other week. d) Annual Turf Berm Renovation - The Contractor shall eliminate berms (including pre- existing) in the turf surrounding or in the vicinity of playground /tot -lots by sod cutting /removing existing turf berms a minimum of three rows wide of sod, leveling to the appropriate grade, re- sodding with thick out Greg Norman 1 Hybrid Bermuda sod and rolling the sod with a 1.5 ton asphalt roller used for sod compaction. e) The City shall be responsible for all playground equipment and tot -lot area safety inspections. 10. Ball Diamond Maintenance The Contractor shall retain a City approved sub - contractor to provide ball diamond infield and warning track maintenance as set forth in Attachment 1. The Contractor shall also establish a Sport Turf Management crew to specifically perform specified sport fieldlturf maintenance. a) Daily 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 to remove brick dust, stains and /or all other foreign material, such as sunflower seeds or peanut shells, so that all areas, including bleachers, backstops, pavement and landscape areas, are 100% free and clean. All debris mentioned above shall be collected and dispose of. Blowing debris into turf or adjacent areas is not acceptable. 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. Districts 1, 4 and 5 Park Landscape RFP 19M 339 (2) Fill in of divots and depressions and all uneven areas with USGA mix, organic compost mixed with Stovers Bermuda Dunes grass seed during the spring /summer and Stover Grand Slam perennial rye grass seed during the fall winter to re- establish the areas. (3) Level fence line areas using a rock or leveling rake. c) Weekly Maintenance (1) Contractor shall edge ball diamond fence lines achieve crisp straight lines and a smooth crisp arc where the fence meets the sport turf. All turf detail shall be 1 "from fence lines. d) Annual Sport/Prlority Turf e) Annually, the Contractor shall renovate skin lines to eliminate berms and drop off areas by sod cutting infield skin and warning track lines (where turf meets brickdust) and laying thick cut Greg Norman 1 Bermuda sod minimum three rows wide. Sod shall be level and rolled with a 1.5 ton asphalt roller used for turf. In addition, the Contractor shall import sandy loam soil, level, thick cut sod and roll (same specification as above) any existing fence lines whose turf is more than 1" away from fence lines. f) 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 The Contractor shall establish a Sport Turf Management crew to specifically perform specified sport field /turf maintenance. a) Daily Sport Field Perimeter Maintenance Sport field perimeter maintenance shall be performed daily. Sport field perimeter maintenance shall be defined as all areas outside the field of play and sideline /out of bounds areas where coaches, players and others associated with the game gather, Sport field 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 to remove brick dust, stains and /or all other foreign material, such as sunflower seeds or peanut shells, so that all areas, including bleachers, backstops, pavement and landscape areas, are 100% free and clean. All debris mentioned above shall be collected and dispose of. Blowing debris into turf or adjacent areas is not acceptable. b) Daily Sport Turf Maintenance (Monday through Friday) (1) 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 approved USDA mix mixed with Stovers Bermuda Dunes grass Districts 1, 4 and 5 Park Landscape RFP 199-40 seed during the spring /summer and Stovers Grand Slam perennial rye grass seed during the fall winter to re- establish the areas. (2) 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. (3) 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. (4) Level fence line areas using a rock or leveling rake. c) Weekly Maintenance (1) Contractor shall edge fence lines achieve crisp straight lines and a smooth crisp arc where the fence meets the sport turf. All turf detail shall be 1" from fence lines. d) Annual SporUPriority Turf e) Annually, the Contractor shall renovate fence lines to eliminate berms and drop off areas by sod cutting fence lines (where turf meets fencing) and laying thick cut Greg Norman 1 Bermuda sod to fill the area between the existing turf line and fence to within V. Sod shall be level and rolled with a 1.5 ton asphalt roller used for turf. f) Non- recurring maintenance: (1) During inclement weather the Contractor shall work to reopen baseball fields as soon as possible. The Contractor shall use Diamond Dry or an approved equal to warning tracts and fence lines. In addition, the Contractor shall use hand pumps or any other reasonable method necessary to drain water off the field. 12. Sport Court Maintenance a) All sport courts shall be blown off daily. Courts and fence lines shall be completely free of dirt, debris, etc. b) All tennis courts shall be pressure washed down weekly to remove dust, gum and stains. The courts shall have water removed immediately fallowing the washing down. c) All basketball and volleyball courts shall be pressure washed down bi- weekly to remove dust, gum and stains. The courts shall have water removed immediately following the washing down. d) Contractor shall continuously replace tennis and basketball nets when they become worn or vandalized. The City shall furnish nets. 13. General Maintenance and Clean -Up For All Parks and Contracted Sites The Contractor shall establish a trash crew to blow down all paved areas, pick -up Districts 1, 4 and 5 Park Landscape RFP 1 ORES 941 trash /debris and to empty trash receptacles daily. Daily Maintenance a) All trash and debris (twigs, branches, sand, gravel, rock, wood chips, glass, metal, paper, etc.) on the ground or in trash receptacles shall be blown- off /removed from all worksites landscaped and paved areas 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. The Contractor shall not blow broken glass or any other potentially hazardous materials into landscape areas. Trash shall consist of all items 80 Ibs. or less. All trash receptacles and lids shall be pressure washed /wiped clean with a germicidal product. 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 Ibs. 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 clean and free of any debris, dirt, glass, weeds, leaves, etc. at all times. e) Drain inlets shall be checked and if necessary cleaned once per day to avoid flooding of areas during inclement weather. 14. Other Requirements a) Work Not Scheduled The Director's Representative 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. City Inspection The Director's 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, The Contractor agrees that the City shall; 1) withhold from Contractor's next monthly payment, the City's actual or estimated cost of performing the work; or, 2) hire a contractor or Ctty staff to perform the work not performed and then withhold from the Contractor's next monthly payment the City's actual cost for 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 item specified herein not performed, per day not meeting the specifications during any such inspection. Furthermore, It is not the Director's Representatives responsibility to inform the Contractor when work specified in the specifications was not performed or that deficiencies exist. It is the Districts 1, 4 and 5 Park Landscape 19Pfe42 Director's Representatives responsibility to inspect the properties to verify that work was performed to the specified level of quality and time frame followed by reporting that the work was performed satisfactorily or not. It is the Contractor's responsibility to provide adequate supervision and staffing to perform all aspects specified in this agreement. Districts 1, 4 and 5 Park Landscape RFP 19E 43 ATTACHMENT NO. 1 SUB - CONTRACTOR BALL DIAMOND IN -FIELD MAINTENANCE DISTRICTS #1 AND 3 1,0 Scope of Work 1.1 The City of Santa Ana Park Services elects to require the landscape general contractor to hire a sub - contractor whose specialty is maintaining baseball /softball infields and warning tracks. The City has researched the average price for a sub - contractor to maintain infields and warning tracks at high level specified in this specification and has determined it is willing to pay a sub- contractor $75.00 per prep for prolcollegethigh school diamonds and $60.00 per prep for other diamonds. This being known, the landscape general contractor may select one of the three required sub - contractors listed below without prejudice of price. 1.2 State of California Licensed C -27 Contractor specializing In Ball Diamond In -Field Maintenance shall provide in -field and warning track brickdust maintenance for Baseball /Softball Diamonds per the specifications and conditions listed below. 1.3 REQUIRED SUB - CONTRACTORS Contractor shall enter into separate agreements with one of the contractors listed below. These sub - contractors shall perform all ball diamond specialized maintenance in accordance with this specification. Major League Softball 621 E. Walnut Ave. Burbank, CA 91501 (818) 559 -8787 office Professional Sports Field Maintenance, Inc. 23 Emerald Glen Laguna Niguel, CA 92677 Phone: (949) 661-0493 Elite Infield Maintenance linda @eliteinfields,com Other ball diamond subcontractors that can demonstrate a history of providing equal quality bail diamond maintenance services in other cities may be considered. 2.0 Ball Diamond Locations and Quantities /Types of Diamonds at Each Site District 1 2.1 El Salvador Park 2.11 Two (2) 60' base path Little League diamond with skinned brickdust Infields, 2.1.2 Three (3) base path T -Ball diamonds with skinned brickdust infields. Districts 1, 4 and 5 Park Landscape RFP P e 38 19 -44 2,2 Riverview Park 2.2.1 One (1) 60' base path Major Little League diamond with skinned brickdust infield. 2.2.2 One (1) 60' base path Major Little League diamond with sport turf and brickdust infield. 2.2.3 One (1) Minor Little League diamond with sport turf and brickdust infield. 2.2.4 One (1) T -Ball Little League diamond with sport turf and brickdust infield. District 4 2.3 Adams Park 2.3.1 One (1) 60' base path Little League diamond with skinned brickdust infield. 2.4 Centennial Park 2.4.1 Two (2) 60' base path Girls Softball /Major Little League diamond with skinned brickdust infields. 2.5 Jerome Park 2.5.1 One (1) 80'190' base path Little League Junior /Senior diamond with skinned brickdust infield. 2.5.2 Two (2) 60' base path Little League diamond with skinned brickdust infields. 2,6 Thornton Park 2.6.1 Three (3) 60' base path Girls Softball diamond with skinned brickdust infield. District 5 27 Heritage Park 2.71 One (1) 60' base path Girls Softball/Major Little League diamond with skinned brickdust Infield. 2.8 Rosita Park 2.8.1 One (1) 60' base path Major Little League diamond with sport turf and brickdust infield. 2.9 Windsor Park 2.9.1 One (1) 60' base path Girls Softball diamond with skinned brickdust infield. �..__ D[stricts 1, 4 and 5 Park Landscape RFP T _ 1 9L=45 3.0 Schedule of Work to be Completed 3.1 Adams Park: 5 Days per wk, Feb 151 to July 15tn 3 Day per wk, July 16" to Jan 315t 3.2 Centennial Park: 5 Days per wk Feb 1"to April 31 st 3 Day per wk May 1 st to Jan 31st 3.3 El Salvador Park: 5 Days per wk, Feb 1st to July 15" 3 Day per wk, July 1611 to Jan 3191 3.4 Heritage Park: 1 1 Day per wk Year round 3.5 Jerome Park: Field #1 5 Days per wk, Feb 19t to July 15'" 3 Day per wk, July 16`1 to Jan 31st Field #2 P #3 1 Days per wk Year round 3.6.1 Riverview Park: 5 Days per wk, Feb 19'to July 15" 3 Day per wk, July 16t1 to Jan 315' 3.7 Rosita Park: 5 Days per wk, March 1't to July 31" 3 Day per wk, July 30" to Feb 28" 3.8 Thornton Park: 5 Days per wk Year round 3.9 Windsor Park: 3 Days per wk Feb 1" to July 15th 1 Day per wk July 16t" to January 319t 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 infield, the specific type of material to be used is: Stabilizer Solutions Stabilizer Gold Infield Mix (with stabilizer). 4.2 Pitcher's Mound /Home Plate /Basepath Areas 421 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. 4.3 Warning Track 4.3.1 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. Districts 1, 4 and 5 Park Landscape RFP 19t -36 5.0 Equipment The contractor shall provide and have "on hand" at all times dur[ng the brickdust maintenance operation the following equipment. 51 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 ('a). Digging teeth shall be hardened and pointed and be 1/2" In diameter. Pull chain shall be included. 5.2.2 Cutting and Leveling Drag: Used to level and backfill low spots in the skinned area. The leveling drag and cutting blades shall be made of galvanized steel. This drag shall feature cutting blades that are adjustable and capable of cutting down dirt build -up (high spots) and depositing dirt into holes (low spots) creating a smooth and level playing surface. Pull chain shall be included. 5.2.3 Grooming or Finish Drag: Used to complete dragging procedure on a daily basis and lighter /gentle movement of brickdust. This drag shall be galvanized metal "door -mat" link, Pull chain shall be included. Drag shall be 6' in length by 6' in width. Nail Drag: Used to lightly roughen Infield surface. Use True Pitch Mound Nail Drag or approved equal 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 V 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. Dlstrlcts 1, 4 and 5 Park Landscape RFP 1 ge 47 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 pushlsqueeze water off wet areas or into dry areas or drains. Shall be 24° to 36" wide with neoprene blade and magnesium /aluminum head. 5.4.2 "Super Sopper": Used to collect standing water in brickdust areas. Shall be drum type with exterior sponge and arm holding drum. 5.4.3 Diamond or Beckson Pump: Used to remove standing water in brickdust areas. Shall be plastic with flexible piston and value. 5.4.4 Infield Sopper with Wringer and Bucket: Used to collect standing water in brickdust areas. Sopper shall be geotextile- covered sponge typical for absorbing chemical spills. 6.0 Meetings 6.1 Contractor shall provide City of Santa Ana staff with a contact person and a phone number to reach the contact person from the hours of 6:30am — 5:00pm, Monday — Saturday. 6.21 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 desfgnated site supervisor, to discuss and outline schedules for "Annual Renovations" (listed in Section 10.0), 7.0 Daily Infield & Warning Track 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 clean and weed free condition. Dugouts shall be cleaned daily and be free of brickdust, stains, weeds and other debris. Dugouts shall be hosed down weekly so they are completely free of any brickdust or other stains /gum, sunflower seeds, etc. 7.1.3 Contractor shall hose and/or sweep and hose out all dugouts so they are 100% free of brickdust, brickdust stains 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. Districts 1, 4 and 5 Park Landscape RFP P 19 -48 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 /Batter's Box Area Holes. 7,3.1 Sweep /Rake away all loose brickdust -mound mix - calcine clay. 7.3.2 Wet area until moist. 7.3.3 Scarify area ('s) [batter's 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 Wet area until moist using a hose and power nozzle. Cover areas with calcified clay. 7.4 Pitcher's Mound 7.4.1 Follow same procedure for repair of home plate /batter's 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 Stabilizer Solutions Stabilizer Gold Infield Mix (with stabilizer). brickdust from stock and make level. 7.5,2 The contractor shall clean all excess brickdust beneath or next to the backstop; dugout chain link fencing and /or infield chain link fence lines so that the infield brickdust is level with the dugout pavement and pavement outside the infield. 7.5.3 Lightly water entire infield before dragging. Note: Watering shall penetrate brickdust to a minimum depth of 1/8" deep min. This process is crucial to keeping brickdust in place and not going air borne. 7.5.4 Drag infield utilizing small utility vehicle as specified with "grooming or finishing drag ". Circular or figure eight drag patterns shall be used (see details 1 -A & 1 -B). Alternate drag patterns or reverse direction of drag patterns daily to avoid ruts and high /low areas. Speed of drag procedure shall not exceed 7 mph. Districts 1, 4 and 5 Park Landscape RFP 19 --at 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 /z" or greater) in any turf/brickdust border area infield to brickdust, base -paths or brickdust to outfield), contractor will be required to remove or level the soil build -up with a sod cutter and re- establish the in -field boundaries with a string line or suitable method and re -sod up to the border to remedy the situation at contractors expense. Pre - existing conditions shall be corrected during contract start -up. 7.6 Final Watering 7.6.1 This is the most time consuming and a very important element of the procedure. 7.6.2 The contractor shall final water the skinned brickdust to a depth of 1/4" minimum. 8.0 Rainy WeatherNVet 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 pumplsopper system. 8,1.2 Rake out (scarify) wet areas. 8.1.3 Apply Stabilizer Solutions Stabilizer Gold Infield Mix (with stabilizer) from stock to all Wet Areas and Rake Out. Cap with calcified clay Turface. 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 Stabilizer Solutions Stabilizer Gold Infield Mix (with stabilizer) brickdust from stock and make level. Cap with calcified clay Turface. 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 Y2° min. depth and allow settling in before play on field. Districts 1, 4 and 5 Park Landscape RFP 19PEe00 Note: Due to heavy watering and its need to settle before play, staff shall provide a schedule of bi- monthly scarify /cut and level drag dates to contractor. 10.0 Work to be Completed "ANNUALLY" 10.1 Each year, the following renovation is to be done on all fields in conjunction with the City's Annual Sports Turf Renovation Schedule. Fields renovated may change from year to year. 10.1.1 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 Stabilizer Solutions Stabilizer Gold Infield Mix (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 and maintain all base distances, pitching rubber distances and pitching mound specifications per the Little League, Pony /Colt League specifications for each specific field. Contractor shall repair any specifications not being met on any field, In addition, contractor shall install 1/2" new Stabilizer Solutions Stabilizer Gold Infield Mix (with stabilizer) to in- fields at all diamonds (minimum 25 tons per Girls Softball /Major Little League Field and minimum 40 tons per JuniorlSenior 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 JuniorlSenior 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, 10.1.3 Contractor shall rebuild pitcher's mound and batters boxes to MLB specifications for high school/college /senior- junior diamonds and Little League specifications for Little League major diamonds using Hill Topper Mound Mix capped with calcified clay by Turface. 11.0 Work To Be Completed "AS DIRECTED" 11.1 Replace Base ANCHORS as directed. Note: City of Santa Ana uses the Hollywood Breakaway base anchoring system. Contractor shall install base anchors Into the ground per manufacturer's standards. Top of stake shall be approximately 2" below the surface grade so that the base sits level and flush against the surface on all sides. 11.2 Replace Bases as directed. Note: City of Santa Ana shall be responsible for supplying all necessary base anchors and/or bases to the contractor as needed. 11.3 Replace or Remove /Level /Re- Install home plates as directed. Home plate shall be 1" above finish grade of batters circle. Districts 1, 4 and 5 Park Landscape RFP _ 1 gor-118-10111 1 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 and warning track brickdust skin linelarc. Infield and warning track turf shall be mowed and edged two (2) times per week on Monday and Friday. 12.11 Contractor shall use a Jacobsen Eclipse2 "greens" reel mower to provide "putting green" quality finish cut. 12.1,2 Infield turf shall be out between %2" and 3YV per staffs 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. Straight lines shall be edged by running a string line to assure lines are edged perfectly straight. 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 as often as necessary to assure the correct amount of water is applied to the infield sport turf. 12,2.2 Contractor shall provide any areas of the turf supplemental watering using a garden hose on an as needed basis to assure a high quality turf infield. 12.2.3 Infield turf shall be fertilized two (3) times per year in the first week of January and April and when the field is renovated each year per the agronomic plan. The Contractor shall use California Organic products 'Phyta- Boost' 7 -1 -2 fertilizer at 700 pounds per acre, `Compel' compost at 800 pounds per acre and 'Phyta -Grow Worm Castings' at 400 pounds per acre. 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. Districts 1, 4 and 5 Park Landscape RFP 19P -E =92 12.4.2 Any broadleaf and /or turf type 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 with blades 1.25- 1.50" apart; 2) mowed to '/" high immediately following verticutting; 3) overseeded with Stovers Seed Company Bermuda Dunes at a rate of 6 pounds of seed per 1,000 square feet; and, 4) top dressed immediately following seeding by Materials using "Santa Ana Top Dress Mix." 12.7 Infield monthly overseeding 12.7.1 Each month the infield turf shall be verticut using the greens reel mower straight blade reels with blades 1.25' - 1.50" apart and overseeded with Stovers Seed Company Bermuda Dunes at a rate of 1 pound of seed per 1,000 square feet or Simplot's Jacklin Seed Company CSI Perennial Rye at a rate of 1 pound of seed per 1,000 square feet, 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. Districts 1, 4 and 5 Park Landscape RFP 1 ME"3_ `053 ATTACHMENT2 ANNUAL COLOR PLANTING AND MAINTENANCE SPECIFICATION Before each annual planting the area should be tilled 8 to 16 inches deep. Organic matter in the form of nitrified redwood must be incorporated to a depth of 8" of the top soil. The contract administrator may adjust this if adequate organic matter is already present in the soil but the successful bidder must be prepared to incorporate this organic matter at every color rotation. Organic matter must comprise 25% of the soil volume where the roots will be. This requires 2" of nitrified redwood tilled to an 8" depth. Apply 1.5 pounds of nitrogen per 1000 sq. ft, as a complete low nitrogen material with a ratio of 1:2:1, 1;11, 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, Vince rosea (periwinkle) Zinnias FaII/VVinter Iceland poppies, Pansies, Viola, Stock, Snapdragons, Primroses, Ranunculus Vandalism Contractor shall check annual color beds daily (Monday through Friday). If plants are missing or vandalized, the Contractor shall provide the City's representative with a proposal to replace missing /damaged plants. After the City's Representative signs the proposal, the Contractor shall then replant/replace missing /damaged plants within 48 hours. The City's contract administrator shall be the sole judge of whether the above specifications are met. The contract administrator shall also approve the types and combinations of color bedding plants prior to installation. Districts 1, 4 and 5 Park Landscape RFP 19Pf =94 1.0 ATTACHMENT CITY OF SANTA ANA PARKS, RECREATION & COMMUNITY SERVICES TREE SERVI SP Y-CXYIQ�LS Trees and otber 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 and procedures 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. 1.61 OVERVIEW OF SPECIFICATIONS Any tree work perforaned 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. Complete and Aesthetic Specifications are used when circumstances deem the entire tree needs to be fully pruned and in addition shall be reduced on the perimeter of the tree canopy to provide a formal appearance. Examples of when Complete and Aesthetic pruning may occur are govermueut civic centers, commercial - retail centers, and formal landscapes where uniformity in appearance is required. c. 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 prime. 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. d. Power Line Clearance Prune (PLC) Specifications arc 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. e. Palm Pruning Specifications are used when pruning any type of palm. All specifications are based on International Society of Arboriculture, National Arborist Association and Districts 1, 4 and 5 Park Landscape RFP 1911009-85 American National Standards Institute criteria. This guarantees that SAPRF trees receive the best possible care. 1,02 GENERAL REQUIREMENTS The following requirements shall be used during any pruning work to be performed on SAPRF trees: a. Proper disposal of all tree debris generated. b. Assuring good traffic control and minimize disruption of the public. c. Assuring adequate safety of employees and the public. Prior to starting any tree work on an SAPRF tree, the Contractor must contact an authorized SAPRF representative. Contact Mike Lopez, Park Services Superintendent at 714.647.3324 Office or 714.231.6112 cell phone. 1.03 ISA CERTIFICATION REQUIREMENTS The Contractor shall employee a full -time, permanently certified personnel, as accredited by the International Society of Arboriculture. a. The Contractor shall employee an ISA Board Certified Master Arborist',f to oversee the project. The ISA Board Certitled Master Arboristi credential is the highest level of certification offered by ISA. This credential recognizes ISA Certified Arborists© who have reached the pinnacle their profession. In addition to passing an extensive scenario -based exam, candidates must abide by a Code of.Edzics, Which ensures quality of work. Fewer than two percent of all ISA Certified ArboristsV currently hold this certification. b. The Contractor shall cmplayec an ]SA 4:'ertitieci Atborist:R, -Tree Risl< A scssp }ent_Q t(ilication LTR.?, Q) Working /On Site Supervisor to be on site at all times work is in progress to manage the correct pruning of the trees. To cam an ISA C rtitiecl_,1t�borista; credential, you trust be trained and knowledgeable in all aspects of arboriculture. ISA Certified Arbonsvk% have met all requirements to be eligible for the exam, which includes three or more years of full -time, eligible, practical work experience in arboriculture and/or a degree in the field of arboriculture, horticulture, tandscape architecture, or forestry from a regionally accredited educational institute. This certification covers a large number of topics giving the candidates flexibility in the arboricuitural profession. 'I RAQ is an ISA qualification program that trains arborists how to use the methodologies outlined in the ISA Best Management Practices for Tree Risk Assessment. This qualification promotes the safety of people and property by providing a standardized and systematic process for assessing tree risk. The results of a tree risk assessment can provide tree owners and risk managers with the information to make informed decisions to enhance tree benefits, health, and longevity.A Code of Ethics for ISA Certified Arborists& strengthens the credibility and reliability of the work force. This certification is accredited by the American National Standards Institute, meeting and exceeding ISO 17024, c. All Contractor Workiag/On Site Supervisor shall be ISA Certified Tree—Worker Climber S ecialist,l :and/or 'Che ISIr Certif[e_d '1'ree_.tiVot'ker Atrial 1 -Ift Spccialist1t!. To be a ISA Certified Tree Worker_Climbet�5 ei t dtst',T. candidates must have the skill and endurance to climb trees, Lis- demonstrate high regard for safety, and be able to get the job done off the ground. This credential is different from. the other certifications because you ARE tested in both a classroom setting and a field setting. Candidates most have training in aerial rescue, CPR, and First Aid to obtain this certification. d. The Contractor's employees shall be ,ISA Certified Tree Workor Aerial Litt specialist' when working on trees beneath or in the vicinity of utilities. The [SA Certified Tree Worker Aerial Lift requires candidates to demonstrate their ability to perform as a competent aerial lift operator. The knowledge gained with this certification can improve the productivity, quality of care, mm Districts 1, 4 and 5 Park Landscape RFP 19P c5�6 and safety practices of those who earn the credential. Along with proven knowledge of CPR and first aid, candidates have been tested on safety procedures, and must be able to complete thorough truck and tree inspection. 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 wben such remaining limb is vigorous enougb 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 shalt be properly disinfected immediately before and after completing work on such trec. 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 pnining 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 Shalt be pruned with hand tools only. Chain saws will not be permitted on any trees six (6) inches in diameter or less. This is to prevent any unnecessary abrasions to cambial tissue that may predispose a tree to insect and/or disease problems. h. Whenever pruning cuts are to be made, while removing limbs too large to hold securely in one hand during the cutting operation, the limbs shall be cut off first, one (1) to two (2) feet beyond the intended final cut. Then the final cut shall be made in a manner to prevent unnecessary tearing back of the bark and wood. Such cutting back shall not include the removal of any live, healthy limbs in excess of six (6) inches in diameter without prior approval from an authorized SAPRF representative. 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, wbicb 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, 6istrfcts 1, 4 and 5 Park Landscape RFP 1 ��=B7 k. Any defective or weakened trees shall be reported to an authorized SAPRF representative. Specifically, any structural weakness of a tree, decayed trunk or branches, shall be reported in writing, noting the location of the tree by street address and a description of the hazard found in the tree. 1. The use of climbing spurs or spike shoes in the act of pruning trees is prohibited, except palms that are more than sixty -five (65) feet in height. m. Beneficial animal, bird nests, nesting cavities or other wildlife habitat shall be preserved and protected whenever feasible, unless doing so would create a hazard. 1.05 COMPLETE TREE PRUNING SPECIFICATIONS Complete tree pruning shall consist of the total removal of dead or living branches that may threaten the future health, strength and attractiveness of trees. Specifically, trees shall be pruned in such a manner as to: a. Prevent branch and foliage interference with requirements of safe public passage. Over street clearance shall be kept to a minimum of sixteen (16) feet above the paved surface of the street, fifteen (15) feet above the curb and eight (8) feet above the surface of a public sidewalk or pedestrian way. Exceptions are allowed for young trees, which would be irreparably damaged by such pruning action. b. Remove all dead and dying branches and branch stubs that are one half (1/2) inch diameter or iargor. 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: 1) Branches, which rub and abrade amore important branch. 2) Branches of weak structure, which are not important to the framework of the tree. 3) Branches, which if allowed to grow, would wedge apart the junction of anore important branches. 4) Branches forming multiple leaders in a single leader type tree. 5) Branches near the end of a limb, wbich will produce more weight or offer more resistance to wind than the limbs are likely to support. 6) Selective removal of undesirable sucker and sprout growth paying specific attention not to nick or darnago the sprout "burl ". 7) Selective removal of one or more developing leaders where multiple branch growth exists near the end of broken or stubbed limbs. 8) Selective removal of limbs obstructing buildings or other structures or traffic signs. Generally, Districts 1, 4 and 5 Park Landscape RFPrvYm 19Pff =48 limbs closer than five (5) feet to a building or other structure should be removed unless doing so would severely damage a tree. 9) Removal of branches, which project too far outward beyond an otherwise symmetrical form, e. Cut back ends of branches and reduce weight where excessive overburden appears likely to result in breakage of supporting limbs. £ 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 COMPLETE & AESTHETIC TREE PRUNING SPECIFICATIONS Complete and Aesthetic tree pruning shall consist of work performed in accordance with the specifications in 1,05 Complete Tree Pruning Specifications and in addition shall include that trees shall be consistently and concisely premed whereby the canopies are "topiaried" in forms consistent with the species of tree being pruned. In specific cases where a group of same specie trees are present, the group of trees may be required to be "topiaried" all the same size and shape. 1.07 SAFETY TREE PRUNING SPECIFICATCONS 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 paned in such a manner to: a. Prevent branch and foliage interference with requirements of safe public passage. Over street clearance shall be kept to a minimum of sixteen (16) feet above the paved surface of the street, fifteen (15) feet above the curb and eight (8) feet above the surface of a public sidewalk or pedestrian way. Exceptions are allowed for young trees, which would be irreparably damaged by such pruning action. b. Remove dead and dying branches and branch stubs that are two (2) inches in diameter or more. c. Remove all broken or loose branches. d. Removing any live branches, which interfere with the tree's stmetural strength and healthful development, will include the following: Districts 1, 4 and 5 Park Landscape RFP 19110-- 15 9 b. Limbs of weak structure or otherwise hazardous. c. 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. d. 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. 1.08 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, Prtuiing 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 2133.1-1994. Current ANSI specifications will supersede these requirements when they take effect. Any contact with energized lines shall be promptly reported to an authorized SAPRF representative. Access to backyards must be closely coordinated with the property owner, whenever feasible. Spikes may be used for PLC pruning on palms or other trees only when needed for proper safety reasons. 1.09 PALM PRUNING SPECIFICATIONS Palms shall be pruned at the 10:00 and 2:00 o'clock positions. Palm pruning shall consist of the pruning of the following, but not limited to, palms (Syagrus ronianzoffianum (queen palm), Archontophocnix cunningbainiana (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 shaping of the palms "pineapple" beneath the fronds to achieve a consistent and aesthetic appearance. c. The removal of all flowers and fruit parts whether dead or alive. Districts 1, 4 and 5 Park Landscape RFP �^ 19 E-fou d. The use of elinihing spurs or spike shoes in the act of pruning trees is prohibited, excepting palms that are more than sixty -five (65) feet in height. e. Palms, especially, the Canary Island Date Palm (Phoenix Canaricnsis) 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 premed using a sterilized handsaw. The handsaw trust 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. 1.10 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. Plush cutting where a cut is made even with the surface of the trunk or limb, removing the branch collar and branch bark ridge. c. Stub cutting where branch removal results in the base of branch removed protruding more than approximately one fourth (1/4) inch beyond the zone of branch collar and branch bark ridge. d. Removal of a healthy main leader, for reasons other than power line clearance. e. Excessive cutting or lifting that exceeds the International Society of Arboriculture or SAPRF standards. 1.11 DAMAGE TO PUBLIC OR PRIVATE PROPERTY Should any structure or property be damaged during the tree pruning operations, the persons conducting the work shall imrnediately 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. 1.12 WORT{ PERFORNIED 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. Districts 1, 4 and 6 Park Landscape RFP 19 ES1 1.13 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 raider 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. 1.14 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 sueb 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 lets: in a condition equal to or better than that which existed prior to the commencement of tree priming operations. All cuttings, branches, wood chips and other debris shall be cleared from the site and disposed of by the Contractor. The Contractor sball 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. 1.15 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 spccifications. Once the work has commenced, the Contractor shall diligently prosecute the same to completion. 1.1.6 PAYMENTS WITHHELD/13ENALTIES Should the Contractor fail to finish the work as agreed upon in these specifications the Contractor shall Districts 1, 4 and 5 Park Landscape RFP Pan 19E -62 be charged by SAPRF penalties in the amount of five hundred dollars ($500.00) for each calendar day that the work remains incomplete beyond the dates specified. Any amount so charged shall be deducted by the SAPRF from any monies which otherwise are or become payable to the Contractor. In case all the work called for is not completed in all parts and requirements within the time specified, the SAPRF shall have the right to grant or deny an extension of time for completion, as may be seen best to serve the interests of the SAPRF. The Contractor shall not be assessed with penalties during the delay in the completion of the work caused be acts of God or of the Public Enemy, acts of the State, floods, epidemics, quarantine, restrictions, strikes, or unusually severe weather. The SAPRF representative will ascertain the facts and the extent of the delay, and their findings thereon shall be final and conclusive. 1.1.7 SUBCONTRACTORS Subcontractors are not allowed without written approval from the Park Superintendent. 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 pen-nit 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. 1AS 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. 1.19 INSPECTIONS An authorized SAPRF representative will inspect the work performed by the contractor to insure completion of the pruning in accordance with SAPRF Pruning specifications. Should more than two (2) inspections be required on trees needing additional work, the contractor will be billed for SAPRF staff time. 1.20 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) This information is vital, to maintain the city's computerized tree inventory and management system. Invoices shall be sent to: CITY OF SANTA ANA PARKS, RECREATION & COMM. SERVICES AGENCY 20 CIVIC CENTER PLAZA, 2" FLR., RM. 273 SANTA ANA, CA 92701 Districts 1, 4 and 5 Park Landscape RFP 1 9EE'U3 ATTN. FATIMIA LOZANO 2.00 CONTRACTOR QUALIFICATIONS All contractors are required to have a valid appropriate state contractor's Iicense, 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 SPECIFICATIONS INTERPRETATION The intent of these specifications is known by the City of Santa Ana and SAPRF. Any questions relating to the interpretation of these specifications must be addressed, in writing, prior to the start of work. The Contractor agrees that interpretations of this contract after the start of work arc at the SAPR.F sole discretion, and the Contractor shall abide by all such interpretations. 2.03 EXTRA WORK In the event the Contractor is required by the City to perform extra work, the following procedure shall govern such work: a. When rcquircd, by the SAPRF representative, an itemized estimate of cost will be submitted for approval prior to work being performed. The Contractor shall maintain records sufficient to distinguish the difference betwccn direct cost and extra work. He shall famish reports of extra work on forms, agreed upon and approved by the SAPRF representative, itemizing all costs for labor, materials and equipment rental. The report shall include hours worked and be in accordance with the following conditions: 1. Work will be executed wider the direction of the SAPRF on a time and material basis or an agreed lump sum price depending on the nature of the work. 2. The SAPRF representative will issue a work request for such extra work to be performed. 3. Extra work will not be initiated without written authorization, except in emergency call -out situations. The SAPRF representative wilt solely define specific emergency situations. 4. Extra work may include, but is not limited to, the following: a). Repairs to landscaping, sprinkler systems, and /or facilities, unless damaged by Contractor. 2.04 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. [Districts 1, 4 and 5 Park Landscape RFP P 19� =64 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 lanes) 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. 2.05 CONTRACTOR'S STAFF The Contractor shall provide sufficient personnel to perform all work in accordance with the specifications set forth herein. A qualified, English speaking supervisor in the employ of the Contractor shall supervise all of the Contractor's personnel. The supervisor shall be available at all times to the SAPRF representative during work operations. The responsibility for all work performed will remain with the full -time certified arborist. The Contractor shall famish 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. The City reserves the right to remove any of the Contractor's staff deemed undesirable without cause. Should a staff member be removed the Contractor shall immediately assign a replacement. 2.06 SUBSTITUTIONS Whenever a specific type of material is specified, no substitutions shall be allowed without written consent of the SAPRF representative. 2.07 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. 2.08 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. 2.09 HOURS OF OPERATION The Contractor shall perform all work between the hours of 7:00 a.m. and 4:00 pan., Monday through Friday. No work shall be performed on weekends or on City recognized holidays without written SAPRF approval. Districts 1, 4 and 5 Park Landscape RFP 1 9E -Eua5 2.10 SPECIFICATIONS AND PLANS The work perfonnQd 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 arid this Specification, this Specification shall take precedence over and be used in lieu of such conflicting portions. Where the plans or specifications describe portions of work in general terms, but not complete detail, it is understood that workmanship of the finest quality is to be used. Unless otherwise specified, the Contractor shall furnish all labor, materials, tools, equipment and incidentals and do all the work involved in executing the contract. 2.11 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. 2.12 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. 2.13 TRAFFIC CONTROL_ The Contractor shall acquire a City permit for all street closures. The Contractor shall abide by the Manual on ITnifonn Traffic Control Devices (MUTCD) approved by the Federal Highway Administrator as the National Standard in accordance with Title 23 U.S. Code, Sections 109(d), I t4(a), 217, 315, and 402(x), 23 CFR 655, and 49 CFR 1,48(b)(8), 1.49(b)(33), and 1.48(e)(2). The California Manual on Uniform Traffic Control Devices (California MUTCD) is published by the State of California, Department of Transportation and is issued to adopt uniform standards and specifications for all official traffic control devices, in accordance with Section 21400 of the California Vehicle Code. This manual is current as of the date of publication on the footer page. However, it may be necessary from time to time to modify, change or adopt new standards and specifications for traffic control devices and /or issue errata or editorial changes to the manual. To ensure that the traffic control device practitioner is accessing the most current information regarding traffic control device topics for California, the practitioner is advised to always reference the California MUTCD web site, The California MUTCD, California Sign Specifications and other publications and related current information is available on the 1ntCrnet at the following web link: http:/,Iwww.dot.ca.gov/hqi'traffops/sifmtech/nlutedsupp/ Addresses for Publications Referenced in the California MUTCD 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 Districts 1, 4 and 5 Park Landscape RFP ff - 19 8ti traffic through the areas and shall make arran. gcmcnts 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), 2.14 INQUIRIES AND COMPLAINTS The Contractor shall maintain an office at some fixed place and shall maintains. telephone thereat, listed in the telephone directory in his own name or in the firm name by which he is most commonly known. Furthermore, the Contractor shall, at all times, have some responsible person(s), employed by the Contractor, to take the necessary action regarding all inquiries and complaints that may be received from the City of Santa Ana, SAPRF, and/or private citizens during normal working hours. Whenever immediate action is required to prevent impending injury, death or property damage to the facilities being maintained, the SAPRF representative may, after reasonable attempt to notify the Contractor cause such action to be taken by the SAPRF work force, All costs of any such action shall be charged against the Contractor, or the SAPRF may deduct such cost from any amount due to Contractor from SAPRF. All complaints shall be abated as soon as possible after notification, to the satisfaction of the City of Santa Ana and/or SAPRF. If any complaint is not abated within a reasonable time, the SAPRF representative shall be notified immediately of the reason for not abating the complaint followed by a written report to the SAPRF representative within five (5) days. If the complaints are not abated within the time specified or to the satisfaction of the SAPRF representative , the SAPRF representative may correct the specific complaint and the total cost incurred by the SAPRF will be deducted and forfeit from the payments owing to the Contractor from the SAPRF. Such cost shall include all SAPRF staff time required to resolve the problem and appropriate overhead charges. 2.15 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. Districts T4 and 5 Park Landscape RFP 19 Eff- 627 ATTACHMENT 4 AGRONOMIC PLAN Districts 1, 4 and 5 Park Landscape RFP 19P = 28 G 0 ns>renp a a E a m sang R 6 p � � uo�suam�q r 9 ;o seog 6 o 6. a uossuam�C u jo spunod to d O 8 E is leampni d a a ay5 � E 0 e i O E a �e � o 'Mp U 30 a y R l7 6 p N & o I{ ❑ 0 R QC N N — E ° � c H � � o n ry U GC y n` E w a 19E -69 E r N a 0 a7 L N d O U 9 �3 l7 E E w � �p N W c u n c Vr N .9 u 9 6 Q � Q 2 w � N y Q 2 o Y .O � N b ✓ n`,nti m m i S N �• uo. aa� i alnpalps u"paapddp D 2 a $ E : o w 7 p 2 9 y ➢ @� u �b nIi y u a M '� 4 alnpaAloS ��: dolxeallddtl aim 4� c rn m N dri r� 5a np o saAJy ry M a N (r1 ppap a!wnH Pfnhll N n N � ppap 31l p!nh!1 ulw eJAd Jo Sind "IWWd la sauld 7 m P FI N [AWOIPJJos!uld viNriw h � IAOn!yd 10 Sl"ld IAUAJIW JO 91u!d auoZ _7777 =S w p m Pads JO 91uld o � auoE paodg to nuld paadg!o s!uld AanlanaJJ JO Swung N n m b sF W N D 2 a $ E : o w 7 p 2 9 y ➢ @� u �b nIi y u a M '� 4 alnpaAloS ��: dolxeallddtl As `eaAp Nnt ails C a" o r 4 qq wpF v 3 „ m x Q E n a Qw,xp?2 a ya A O n L N ` N_ 7 C ry.'ty" 1 g i i $ 2• ¢ s z N F 19E -70 6 u m 4� O h N ry saaap o saAJy N m q N (r1 P!u"ap a!wnH Pmhll N n N � ppap 31l p!nh!1 UIIWWd JO sluld "IWWd la sauld viNriw h � IAOn!yd 10 Sl"ld IAUAJIW JO 91u!d _7777 =S w p m auOZ o � auoE paodg to nuld paadg!o s!uld P b b O N N aanlanaa Jp sanunp vl h u2 a �i As `eaAp Nnt ails C a" o r 4 qq wpF v 3 „ m x Q E n a Qw,xp?2 a ya A O n L N ` N_ 7 C ry.'ty" 1 g i i $ 2• ¢ s z N F 19E -70 6 u AS lealp pnl ails uO!I eddy m 4� O h N ry ry o saAJy ,tip m r.i po 2 N n N � ppap 31l p!nh!1 "IWWd la sauld viNriw h � IAUAJIW JO 91u!d _7777 C °' 7T p m ri .O o m auoE paadg!o s!uld h ut vl h u2 cq �i AanlanaN 10 Sda"np AanlOnaiJ yO saaunp AS lealp pnl ails uO!I eddy Swap Plaap alwn" pinhll ulwalAd fa 91"14 viNriw IAmIW Jo Aum C °' 7T p m ri .O p ai f�l ^I auoE pand5 Jo 4uld h ut 777 Y W m [q AanlanaN 10 Sda"np il 6 a E' u1 c� agn � e c 3 G d s a�E � � 2 max% Sv 9c` a` 9° I a =i 01 °ae�mr�'a sa�oo�o pant W A] o m � -- PaaS le A9 W -- o .1. a'6a seas ie aN � s¢ae io oN F 91'Aaey9ra9 G 22 3 any T ° ® � `� 7 eayllua} a G "o.o Eo 1 GS 11 ✓ W91 /N ° m i5 /a'etl ti nq ado otiti °d d d4d ° eosvSMnl � Jl M $ F>> a9 �SCS'a"So N '2 ® J islam C p o i5 m 091 CC 'ea.<r Pnl 9° I a =i 01 F a °ae�mr�'a sa�oo�o IS,pd°J, o m � -- PaaS le A9 n -- o .1. a'6a seeq io oN � s¢ae io oN F 91'Aaey9ra9 G 22 3 any m ° ® � `� 7 baµ _i N � K ✓ azlq ° m io ql /N IjN a nory'a'd o °a ° is :q oM55o �b a9 �SCS'a"So islam C p o i5 m 091 CC 'ea.<r Pnl a11S F a I a i I a e� 9 d p r E 9 V � 1 a�g °ae�mr�'a sa�oo�o Paas P An o m � -- --- n -- o .1. a'6a seeq io oN q'am!Lai F bay any E 1011IINa1 _i N � K ✓ W 91 /N ° m is /amy a nory'a'd o °a ° is ��``IIOd a11S I a i I a e� 9 d p r E 9 V � 1 a�g °ae�mr�'a sa�oo�o o m � -- --- -- o .1. a'6a M e`ie F e���cY any E _i N � K ✓ ° m 19E -71 i ao y � v g93 W v « sa�oo�o o q, o .1. a'6a M e`ie F E _i N � K ✓ 19E -71 i ao y � v g93 W v « sa�oo�o o q, o .1. ol 19E -72 ATTACHMENT MAPS 1 9E73 19E -74 19E-75 � � � � X z � � m I § (* z 'SN& �� \« m � � &` ^ ^� ^x \t / RN �y v 19E-76 2� / ; | | L, N 19E -77 M a nl -, f l7t 4 T. 19E-78 Ave, '_00 d N 19E -79 12 19E-80 19E -81 Ut Is rA' 19E -82 19E -84 Fl 19E-85 lit y. d N W A r4ln�r. K i ofV Cabe 6Y .. co 0 Avg s: i t e° Alw ¢gry !d:Wi " i ............... ! R \ x!J, . ................. rthur Blvd ...,,, .....,. 19E -86 s 7 A try � q t a a f Q '� a a \ tip ✓' .y �a." a —'^"it hl C7 VIM kq �" r�d'M '•Po 4 ;. ae g � a yY 8 J J C 19E -87 im �i 19E -88 d 19E -89 19E -90 0 X m m Z m N 77 I i'z us 26, VV �Aoarn w Av W' 11"m Ave I m spa x rn 19E-92 0 N AVp, 19E-93 � . | . � ` �2| 19E -94 d Vp N N i J i i /t pr,p j f 3� W � F y n '' tiu4 h f . µ 19E -96 m X m yU C moe.4s MW 19E -97 Z a Z 5 a r w � 19E -98 d IQ J CONTRACTAREA SPORT /PRIORrrYTURF AREA 1 •u,' p flAG D:�iieiN+� ` ^.r'>` P^r'i\a,aw;..,,r`',........, �� r I. AD ti f � an2011�s ttitB& „1:�) � N65Ag0.9,) ✓PL l+dpAY �, (. 7 v i �y ..,..yr �'" r„}., \ An Lill 9».AixeFnN..,I4`� �IXCWIX it �" ` � � ✓<,`�N•M, �3� t' � y,, � `�ps�.+:0.ROw� a 3 AYE e y'� �, '�: U rear`' seogRs,rpom Avg, �r b,3 ::I I.FI.,� i.. \ Oat a•A 19E -99 u I'M LJ Wr �"V - Ap J1.11 QZ 19E-100 w x � 5 b vt�tlJ a p IS :ASAW a �J r w .y .. , A,' r a' 1y � C" Ai` �. •. h N i ` bw1 y h�� 5 w M C 19E -101 N CONTRACT AREA W SP®RT/PPJORITY TURF AREA 1 w..t It, IV Lor .r f 2"Y'��, i} JAV S4 [I' W'� V l,u \ �3 an r iN se„ ..a Z nd .,v .a wJ i. d ',v,• 1. wi 1,d 6 �.i 0.,.�„ 19E -102 Ln i N 4!ulr i`.55tl:R P,,�Y a i cn'S `Q4r VW a) m 'W ictdtlY4Y 1M0..,. -. LI 4R1VtTP, E?1k @T -1 BAPfan Ave Wi tt k .....,.. ............:: ` in ; � -Mac Arthur Blvd 19E -103 G) m z m A N rAIL� 77 Fu 'Is ITZ I . ....... br'm-n' vw Ave 19E-104 . . . ....... W Ado V4 F Nw we N AV iQ ......... ... . .. ..... . . .. .... .. ....... .. . . .. ....... vw Ave 19E-104 . . . ....... W Ado V4 F Nw we 0 19E -105 N W m H 19E -106 vw xudoro�uboae MHVd ONIS3dWV3 a�ao ._Z ow 19E -107 i m cl 7C d N T 11 PRA pmyi& 19E -108 x m 2i m 19E-109 ( � \ . ,� .. // � �\ y / \� \ \ x� > y : lip �/ .... ..... .. k � � 2pt d 19E-110 I , I d r a 19E -111 1 i. I I�� n S [ w n a S T. 19E -112 D a b h N A Z s a �s J ,b in r+ A su r� 19E -113 19E -114 ATTACHMENT 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 D. 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. Districts 1, 4 and 5 Park Landscape RFP �v 19E -115 Districts 1, 4 and 5 Park Landscape RFP m 19E -116 ATTACHMENT STA MULCH AND SEED TOPPER TESTING REQUIREMENTS The purpose of this specification is to assure that compost products, such as mulch and seed topper, are of high quality by evidence of meeting the U.S. Composting Council's Compost Analysis Proficiency Program (CAPTP) requirements. All compost products must meet or surpass all the requirements specified in the CAPTP program, including but not limited to, having compost products tested by a CAPTP certified lab. All products must be tested and approved by a CAPTP certified lab within 30 days of delivery to the City of Santa Ana. The Director's Representative reserves the right to take samples of compost products delivered or used in the City of Santa Ana and submit the samples to a CAPTP certified lab to verify that the compost products meet or exceed the requirements set forth by the CAPTP. Should products delivered or used in the City of Santa Ana not meet the CAPTP compost requirements, the City will consider this as a failure to perform by the contractor. Districts 1, 4 and 5 Park Landscape RFP 19Eull 7 ATTACHMENTS APPROVED EQUIPMENT The purpose of this specification is to assure that all maintenance equipment used in the agreement is appropriate for the performance of the work specified, is well maintained and in safe condition for the operators. The Director has the authority direct the Contractor to remove a piece of equipment deemed unsafe, not in top mechanical condition, performing unsatisfactorily or for any reason deemed necessary. All equipment shall be maintained, at the least, to the manufacturer's requirements or specifications. The Contractor shall possess and maintain the following equipment, or approved equals, for the duration of the agreement. The Contractor shall also show that they have back -up equipment or can acquire back -up equipment within 12 hours from the time a piece of equipment fails due to breaks down and/or is directed to be removed due to it being unsafe and /or is performing unsatisfactorily; Mowers 1. TriMax X -WAM, PegasusS3 Merlin and ProCutS3 rotary mowers for the large turf areas greater than 69" wide 2. Walk - behind Reel Mower _. Jacobsen Eclipse2 reel mower along skinned infield brickdust areas, turf infields, turf infield foul areas, soccer /football fields, soccer /football out of bound areas and pitches. 3. 72" & 60" Rotary Mower — Exmark Lazer Z DS- Series diesel rotary mower with rear discharge for pre- cutting sport fields- picking up clippings prior to mowing with TriMax mower. Turf Sweeper —Toro Rake -O -Vac sweeper 4.75 cubic yard capacity. Turf Verticut Units — KesmaC 5 Gang Vertical Mower with blades 1.25" to 1.5" spacing apart. Aerator — AerWay 3 -Paint Hitch 75" wide Aerator using Shattertine blades. The aerator shall have all blades intact and not be any less than 6" in length in order to achieve 6" penetration into the soil. Top Dress Turf Tender — Turfoo Mete- R- Matic(D XL 60.75 cubic foot Topdresser. Turf Slit Seeder — Land Pride OS 1572 Solid Stand Overseeder. Boom Sprayer — John Deere HD200 SelectSpray three -way folding 15/21ft. spray boom fitted on John Deere 24 HP ProGatcr utility vehicle. Districts 1, 4 and 5 Park Landscape RFP 19t", I 18 ATTACHMENT 2014.2015 AND 20152016 SPORTIPRIORITY TURF RENOVATION SCHEDULE Districts 1, 4 and 5 Park Landscape RFP mm 19EQ-119 Dlstrlcts 1, 4 and 5 Park Landscape RFP 19E -120 r LL wI W 3 dl C% sm I W L a S.. LM i� 1 l" E F d m 9.Ea asd NN m' o a P a' aq c 3 G m c2 S Ek se a ad crl n E5�`zi 6j LSp� y$d I II ;: CI �L 1 +- nt morn, - 1 !--i-�'ir -I + t Tl_ IT r -N L L� M 1111 J�11' LL VA �rFl 11x11 { ,!tl OBI ! :. LORIL R 1 Li L i �i t i r LLI 1 L L &4 4' 1 1 a.v �'if � �M gd=s i d� {nf Fr 1.191 j,11 1 as erY .l j 3— yee19 S rr, & ^'� ))r5!'w p` a a'�.a -� .fir 1���('n�� ,s •. � ,aa,.aw'�f__ ;or, 2 77 A 3 6 �121s @J , d & k�9'u'S ,"ZI E F d m 9.Ea asd NN m' o a P a' aq c 3 G m c2 S Ek se a ad crl n E5�`zi 6j LSp� y$d I II ;: CI a 9 $u joy r� e$ �z s J a A s� �g s 19E -122 4det A� J W L V 0 rj m 0 a► 3 O Ir CL V CL W N I Ln N I V Y I I V fi f� Y �33E: 'ee�3 a E e I =c� 3 I 6 80' 3 � 8HPI 39GZ iS' g ° 3 Ig2i 2, 2 f {s I rrI „it Ia §.'I e'a",�,1 a �rrl _ a a s� � ILi i Lr f 6 wtn asst _ _ _ r- 7 I ` I t ICI I r + t Ff I¢— t rl f 1 11 r 333- -- o r.t uernl Z L_._ �F � fi0pl�fi 4 y I J'- 11 y � x noN'E la(y9E b vtr61 IL �■y; � I E,■�0 Mop. :' Ptpa2f ' 1 1,■ 'I V i 9 � ref d I 1 ig �1 1 �LC1 LL txtl ., vno- x n u.l ' fi z et r 045 ,rev J 1 H� a 4 9! +✓ 1y e N t+ f ifF9 � `� M a — — — c_r, �71 , j -1 v k ra .4'+sr� 3 9 a4 i i—'Y + 1 k�a Inez° +, — ----------- per _ { ----- — t r r- w.. ELI 1 9`��J:�6 E .n vg A I V Y I I V fi f� Y �33E: 'ee�3 a E e I =c� 3 I 6 80' 3 � 8HPI 39GZ iS' g ° 3 Ig2i 2, 2 f {s I �3u } ]5 3 °e eS �a tl9 fag E5 19E -124 ATTACHMENT 10 PARK MAINTENANCE INSPECTOR'S MONTHLY INSPECTION SCHEDULE 19`21 '25 19E -126 P 4l �I CCi 19E -128 W Gl� ,i .3 J 19E -130 ATTACHMENT NO. 11 SUBCONTRACTOR PRESSURE WASH MAINTENANCE DISTRICTS 1 -4 -5 4.0 Scope of Work 4.1 City Business License and Federal Tax Identification Number are required for pressure washing contractors specializing in pavement and surface high - pressure and high -heat cleaning services. 4.2 SUB - CONTRACTORS Contractor shall enter into separate agreements with one of the contractors listed below if they cannot demonstrate possessing the commercial pressure wash equipment and /or expertise In pressure washing. These sub- contractors shall perform all pressure washing- cleaning specialized maintenance In accordance with this specification. BCGR LLC Mark Wetherall 9 Calvados Newport Beach, CA 92657 949.292.7693 • Hydroblast Steve Amman 726 W. Angus Ave, Unit G Orange, CA 92868 714.639.8518 Other companies interested in becoming a subcontractor may do so by demonstrating to the City equal or better equipment, staff and can demonstrate a history of providing equal high - quality pressure - washing - cleaning services in other cities may be considered. 43 EQUIPMENT Contractor shall use a Landa Pressure Washer with the following specifications or greater: • ECOS filtered reclaim water vacuum system • PDHW diesel hot water pressure washer • Delivers 3,500 psi with a 4.7 GPM flow rate • Heater that will deliver over 180 degree water and steam • Kubota electric start engine with tri- plunger belt drive Lance LT pump warrantied for 7 years • 400 gallon water storage tank 1.4 Operators shall have a minimum of 3 years of experience performing quality pressure washing - cleaning services. Districts 1, 4 and 5 Park Landscape RFP 19E431 ATTACHMENT NO. 12 SUB- CONTRACTOR AGRICULTURAL PEST CONTROL MAINTENANCE DISTRICTS 1.4 -5 5.0 Scope of Work 51 City Business License and Federal Tax Identification Number are required for pressure washing contractors specializing in pavement and surface high- pressure and high -heat cleaning services. 5.2 SUB- CONTRACTORS Contractor shall enter into separate agreements with one of the contractors listed below if they cannot demonstrate possessing the commercial boom sprayer specified equipment and /or expertise and licensing in agricultural pest control. These sub - contractors shall perform all agricultural pest control specialized maintenance in accordance with this specification. Pest Options Bryan Thompson 1241 West Collins Ave. Orange CA 92867 Ph: 714- 639 -5137 btho ripson0peato ptions.com Paul Webb RPW Services, Inc. Ph: 714- 412 -4404 pweb@rpwservicesinc.com Other companies Interested in becoming a subcontractor may do so by demonstrating to the City equal or better equipment, staff and can demonstrate a history of providing equal high - quality agricultural pest control services in other cities may be considered. 5.3 EQUIPMENT John Deere HD200 SelectSpray three -way folding 15121ft. spray boom fitted on John Deere 24 HP ProGator utility vehicle. 5.4 Operators shall have a minimum of 3 years of experience performing quality pressure washing - cleaning services. Districts 1, 4 and 5 Park Landscape RFP� 19E"TIt2 ATTACHMENT NO. 13 CITY OF SANTA ANA PARK SERVICES QUALITY STANDARDS 19&133 19E -134 19E -135 19E -136 19E -137 19E -140 1 �S 19E -142 19E -143 19E -145 19E -146 AN _y -4F � m �P 3 _. WA 19E -148 19E -149 19E -150 19E -151 19E -152 19E -153 19E -154 19E -155 19E -157 19E -158 �.�� T����T_ 19E -160 19E -161 19E -162 19E -163 19E -164 19E -165 19E -167 19E -168 19E -169 19E -170 19E -171 19E -172 \§ \�� �: y � /� \ y� y <. d � w \\ 19E -175 19E -176 19E -177 19E -178 19E -179 19E -181 19E -182 19E -183 19E -184 19E -185 19E -186 WA, �27_ fir' x a az fflr I�r 4q 4 TOY U. W.A . W--JF- W�X 4a, 19E -190 19E -191 19E -192 19E -193 19E -194 19E -196 19E -197 19E -198 Districts 1, 4 and 5 Park Landscape RFP 19E -199 EXHIBIT B CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR LANDSCAPE MAINTENANCE SERVICES - DISTRICTS 1 AND 3 SAMPLE AGREEMENT THIS AGREEMENT, made and entered into this X day of XXX, XXXX by and between X (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 1. The City desires to retain a Contractor having special skill and knowledge in the field of landscape maintenance. 2. Contractor represents that Contractor is able and willing to provide such services to the City and is licensed by the State of California to provide landscape maintenance services. 3. 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 landscape maintenance firm. 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: DEFINITIONS TERMS AND CONDITIONS A. TERM The term of this contract shall commence the date of City Council award and approval of all insurance and bonds, and terminate MONTH, DAY, YEAR, unless earlier terminated as set forth in Section H, below, City is hereby granted an option to renew for up to four (4) additional one - year terms on the terms and conditions set forth herein. Said options shall be exercised in writing at least thirty (30) days prior to the end of the Initial term or any extension thereof. B. CONTINUED FUNDING In the event funding is not allocated for parking control enforcement services during the annual budget approval process, the City shall notify the provider of such occurrence in writing at least thirty (30) days before the end of the current fiscal period, and contract shall terminate on the last day of current fiscal period without penalty or expense to the City C, COMPENSATION City agrees to pay and contractor agrees to accept as total payment for its services, the rates and charges set forth in contractor's proposal, attached hereto and incorporated by Districts 1, 4 and 5 Park Landscape RFP �� T 19 E"-"2'0' reference. The amount to be expended for services shall not exceed (dollar amount) (S ) annually during the term of this agreement. 2. Invoices a, The contractor shall submit a monthly invoice by the fifteenth of the month to the City for the services rendered in the prior month. b. 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 3. 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. 4. Price Adjustments The parties may annually agree to an adjustment of charges (not to exceed 2 %) commencing at the end of the first year of the agreement, utilizing the month of December statistics and supporting documentation, The two Indices which will be used for determining adjustments to services charges shall be the most recent December Consumer Price Index (CPI) for All Urban Consumers for Los Angeles-Anaheim- Riverside CMSA, published by the United States Department of Labor Bureau of Labor Statistics or any relevant successor for the Orange County area (and the December Produce Price Index (PPI). The adjustment formula shall be as follows: The CPI shall be weighted at ninety [901 percent and PPI shall be weighted at ten [10] percent.) All prince increases are contingent upon agency and City Council approval. 5. 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. D. INDEPENDENT CONTRACTOR Contractor shall during the entire term of this contract, be construed to be an independent contractor and not an employee of the City. This contract 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 manner in which contractor performs the services required by this contract. 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. Districts 1, 4 and 5 Park Landscape RFP 19B-201 E. INSURANCE Prior to undertaking performance of work under this contract, contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: Commercial General Liability Insurance. Contractor 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 there from and damage to property, resulting from any act or occurrence arising out of contractor's operations in the performance of this agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of One Million Dollars ($1,000,000) per occurrence, Two Million Dollars ($2,000,000) in the aggregate. 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. A sample additional insured endorsement is attached hereto as Exhibit I. 2. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than One Million Dollars ($1,000,000) per occurrence. Such insurance shall include coverage for owned, hired and no owned automobiles. 3. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, contractor is required to be insured against liability for Workers' Compensation or to undertake self - insurance. Prior to commencing the performance of the work under this contract, contractor agrees to obtain and maintain any employer's liability insurance with limits not less than One Million Dollars ($1,000,000) per accident. 4. If contractor is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than One Million Dollars ($1,000,000) per claim. 5. The following requirements apply to the insurance to be provided by contractor pursuant to this section: Contractor shall maintain all insurance required above in full force and effect for the entire period covered by this agreement. b. Certificates of insurance shall be furnished to the City upon execution of this contract and shall be approved in form by the City Attorney. C. Certificates and policies shall state reduced in coverage or changed in days prior written notice to the City, that the policies shall not be canceled or any other material aspect without thirty (30) 6. 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 contract, Such termination shall not affect contractor's right to be paid for its time and materials expended prior to notification of termination. Districts 1, 4 and 5 Park Landscape RFP 19t''d2 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. F. HOLD HARMLESS/ INDEMNIFICATION To the fullest extent permitted by law, contractor shall indemnify, defend and hold harmless City, its officers, agents and employees (collectively, the "indemnified parties ") from and against any and all claims (including, without limitation, 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 (individually, a claim; collectively, "claims "), which may arise from or in any manner related (directly or indirectly) to any work performed or services provided under this contract (including, without limitation, defects in workmanship and /or materials) or contractor's presence or activities conducted performing the work (including the negligent and /or willful acts, errors and /or omissions of contractor, its principals, officers, agents, employees, vendors, suppliers, contractors, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable for any or all of them). 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 contract. 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 upon the amount of indemnification to be provided by the contractor. G. 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, sent by telefacsimile communication, or via e -mail to the following persons: To City: Clerk of the Council City of Santa Ana 20 Civic Center Plaza (M -30) Santa Ana, CA 92701 Fax 714 - 647 -6956 With courtesy copy to: Parks, Recreation and Community Services Agency City of Santa Ana 26 Civic Center Plaza, Library Second Floor Santa Ana, CA 92701 To Contractor: H. TERMINATION The City reserves the right to terminate the contract as follows: 1. In the event contractor fails or refuses to timely perform any of the provisions of this agreement in the manner required, or if contractor violates any provision of this agreement, contractor shall be deemed in default. City shall provide written notice of such default to contractor's project manager. Contractor shall cure said default within a period of two (2) working days. If such cure is not completed in a timely manner, City Districts 1, 4 and 5 Park Landscape RFP 147M3 may assess liquidated damages or terminate the agreement forthwith by giving written notice to contractor's project manager. City may, in addition to the other remedies provided in this agreement or authorized by law, terminate this agreement by giving written notice of termination. Contractor shall be responsible for all costs incurred by City, including replacement costs of equipment and labor required to provide service during contractor's default. In the event of such termination for cause, City shall pay contractor that portion of compensation specified in the agreement that is earned and unpaid prior to the effective date of termination. Contractor shall not be entitled to any compensation for lost profits it terminated for cause. 2, This agreement may be terminated without cause by City upon thirty (30) days written notice delivered to the contractor either personally or by mail. Upon termination, City shall pay to contractor that portion of compensation specified in the agreement that is earned and unpaid prior to the effective date of termination. 3. In addition to, or in lieu of, remedies provided in this agreement or pursuant to law, City shall have the right to withhold all or a portion of contractor's compensation for contract services if, in the judgment of the projects manager or designee, the level of service falls below appropriate standards and/or contractor fails to satisfactorily perform contract services. City shall have the right to retain funds withheld until the City projects manager or designee determines that contract services are performed as well and as frequently as required by this agreement. CONTRACTOR OPTION FOR TERMINATION The contractor may request termination of the contract when conditions during the contract make it impossible to perform or when prevented from proceeding with the contract by act of God, by law or official action of a public authority or in the event on nonpayment by the City. Such request will require one- hundred eighty (180) days written notice prior to contract termination date requested. In the event of nonpayment of undisputed sums by the City, contractor shall give the City thirty (30) working days to cure the alleged breach. J. LIQUIDATED DAMAGES a) If the City determines that the contractor breaches its promise to provide services in compliance with the Terms and Conditions of applicable laws and regulations, and the Specifications set forth above, it would be impracticable and extremely difficult to determine the damage to City arising from such breach. 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 $100 to $300.00 per inspection, per park, per day not meeting the specifications during any such inspection. K. 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. Districts 1, 4 and 5 Park Landscape RFP 19 tg1'04 L. EMPLOYMENT OF DISPLACED SANTA ANA WORKFORCE The contractor shall extend offers of employment to any displaced City of Santa Ana employee for a minimum of one (1) year and at a rate commensurate to his /her last base salary amount as an employee of the City of Santa Ana. Thereafter, the contractor may pay according to the contractor normal pay structure. Contractor costs should be amortized over the contract period. M. COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS Contractor shall perform all requirements under this contract in strict observance of and in compliance with all applicable environmental, traffic, safety and any other laws, regulations, ordinances, codes and any other legislative or statutory requirements. N. ASSIGNMENT Inasmuch as this contract 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 City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. O. JURISDICTION —VENUE This contract has been executed and delivered in the State of California and the validity, interpretation, performance and enforcement of any of the clauses of this contract shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this contract. FINES The contractor shall be liable for all violation fines levied against the City by federal, state, or local agencies with regulatory authority related to contractor provided services. Q. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 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. Districts 1, 4 and 5 Park Landscape RFP 19'1 -110 5 ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA CARVAHALO City Attorney By: Assistant City Attorney FOR APPROVAL: Gerardo Mouet Executive Director Parks, Recreation and Com. Svcs. Agency CITY OF SANTA ANA KEVIN O'ROURKE Interim City Manager CONTRACTOR Tax ID# Districts 1, 4 and 5 Park Landscape RFP 19 tgik EXHIBIT C CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PARK LANDSCAPE MAINTENANCE SERVICES - DISTRICTS 1 AND 3 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. In addition, add quantities of commodities and staffing levels for all routine work listed in the specifications. ROUTINE MAINTENANCE District 1 Acreage District Monthly Routine Monthly Ball Dla Monthly Total Annual Routine Annual Ball Dia Annual Total 1 Cesar Chavez /Campesino 7.00 1 2 City Yard 11.77 1 3 El Salvador 9.00 1 4 Friendship 0.10 1 5 Jerome 14,00 1 6 Riverview 8.00 1 7 SAPAAL Facility 0.52 1 4 8 Windsor 1100 1 35.00 4 9 17° n Street & SA River Trail 0.69 1 Total All Locations 63.08 1 ROUTINE MAINTENANCE District Acreage District Monthly Routine Monthly Ball Dia Monthly Total Annual Routine Annual Ball Dia Annual Total 1 Adams 7.00 4 2 Bear St Bike Trail 0.73 4 3 Centennial 87.00 4 4 St Gertrude /St Andrew Bike 0.10 4 S Greenville Bike Trail 2.13 4 u6 MacArthur Bike Trail Entrance 1.09 4 7 Raitt St Bike Trail 1.64 4 8 Thornton 35.00 4 Total All Locations 134,69 4 T Districts 1, 4 and 5 Park Landscape RFP 19Lm-0207 ROUTINE MAINTENANCE DistrictS Acreage District Monthly Routine Monthly Ball Dia Monthly Total Annual Routine Annual Ball Dia Annual Total l Edna 2.00 5 4 Lead Certified Tree Worker 5 Irrigation Assistant (Certified Installer & Repair Tech) _ 2 Heritage 8.00 S 7 Pesticide Assistant Operator 8 QAC Pesticide Operator 3 McFadden Triangle 0.94 5 4 New Hope Library 0.56 5 5 Rosita 8.00 5 6 Santa Anita 5.00 5 Total All Locations 24.5 5 SPECIALIZED SERVICES Hourly Wage 1 Landscape Maintenance Worker 2 Landscape Lead Worker 3 Certified Tree Worker 4 Lead Certified Tree Worker 5 Irrigation Assistant (Certified Installer & Repair Tech) 6 Certified Irrigation Technician (as specified) 7 Pesticide Assistant Operator 8 QAC Pesticide Operator LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS BUSINESS ADDRESS OF AUTHORIZED AGENT TITLE SIGNATURE OF AUTHORIZED AGENT DATE E -MAIL ADDRESS FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IF APPLICABLE) LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS BUSINESS ADDRESS PRINTED NAME OF AUTHORIZED AGENT TITLE SIGNATURE OF AUTHORIZED AGENT DATE E -MAIL ADDRESS FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IF APPLICABLE) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL, PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Districts 1, 4 and 5 Park Landscape RFP 19E�-N8 EXHIBIT D CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR LANDSCAPE MAINTENANCE SERVICES - DISTRICTS 1 AND 3 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 Customer Name: Address: Contract Amount: Description of supplies, equipment, or services provided: Reference Customer Name: Address: Contract Amount. Description of supplies, equipment, or services provided: Reference Customer Name: Address: Contract Amount: Description of supplies, Contact Individual; Phone Number: Facsimile Number: Year: Contact Individual: Phone Number: Facsimile Number: Year: Contact Individual Phone Number; Facsimile Number: Year: equipment, or services provided: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Districts 1, 4 and 5 Park Landscape RFP 19EI-2n9 EXHIBIT E CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR LANDSCAPE MAINTENANCE SERVICES - DISTRICTS 1 AND 8 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 Signed and Printed Name: Title Date THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. �mm Districts 1, 4 and 5 Park Landscape RFP 19 a &i 0 EXHIBIT F CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR LANDSCAPE MAINTENANCE SERVICES • DISTRICTS 1 AND 3 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. 7. 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 264 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 Districts 1, 4 and 5 Park Landscape RFP contractor may request that the United States enter into such litigation to protect the interests of the United 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 Signed and Printed Title Date THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL, PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Districts 1, 4 and 5 Park Landscape RFP 19 t9�1 2 EXHIBIT G CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR LANDSCAPE MAINTENANCE SERVICES - DISTRICTS 1 AND 3 RESPONSIBLE PROPOSER — SUPPLEMENTAL QUESTIONNAIRE How many years has your organization been in business in California as a contractor under your present business name and license number? 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. What is your firm's average gross revenue for the last three years? $ _ 3. Is your firm currently the debtor in a bankruptcy case? ❑ Yes ❑ 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 ❑ 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 ❑ No 7. Has your firm ever defauEted on a contract? ❑ Yes ❑ 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 ❑ 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 Districts 1, 4 and 5 Park Landscape RFP 1913 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 ❑ No If "yes," on a separate page identify the claims) 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 ❑ 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? ❑ 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 ❑ 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 ❑ 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.) Districts 1, 4 and 5 Park Landscape RFP 19E-2-14 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, n its completion, the public agency for which it was initially underpaid and the amount of back wages and iture of each violation, name of the project, date of constructed, the number of employees who were 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. Districts 1, 4 and 5 Park Landscape RFP 19E =Z15 EXHIBIT H CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR LANDSCAPE MAINTENANCE SERVICES - DISTRICTS 1 AND 3 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. 0 State of California, County Subscribed and sworn to (or affirmed) before me on this day of , 20 , by , proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me. Notary Public Signature Notary Public Seal THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Districts 1, 4 and 5 Park Landscape RFP 19X -Y16 EXHIBIT I CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR PROVIDING PARK LANDSCAPE MAINTENANCE SERVICES IN DISTRICTS 1 AND 3 SAMPLE ADDITIONAL INSURED ENDORSEMENT FOR COMMERCIAL GENERAL LIABILITY POLICY Insurance Company This endorsement modifies such insurance as is afforded by the provisions of Policy # relating to the following: 1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701; its officers, employees, agents, volunteers and representatives are named as additional insureds ( "additional insureds ") with regard to liability and defense of suits arising from the operations and uses performed by or on behalf of the named insured. 2. With respect to claims arising out of the operations and uses performed by or on behalf of the named insured, such insurance as is afforded by this policy is primary and is not additional to or contributing with any other insurance carried by or for the benefit of the additional insureds. 3. This insurance applies separately to each insured against whom claim is made or suit is brought except with respect to the company's limits of liability. The inclusion of any person or organization as an insured shall not affect any right which such person or organization would have as a claimant if not so included. 4. With respect to the additional insureds, this insurance shall not be cancelled, or materially reduced in coverage or limits except after thirty (30) days written notice has been given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701. (Completion of the following, including countersignature, is required to make this endorsement effective.) Effective , this endorsement form as a part of Policy # Issued to Countersigned by SAMPLE ONLY Insured Authorized Representative Districts 1, 4 and 5 Park Landscape RFP� 19EI217 19E -218