HomeMy WebLinkAbout25D - AGMT - DISTRICT A LANDSCAPEREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JUNE 27, 2016
TITLE:
AGREEMENT WITH MIDORI GARDENS
FOR LANDSCAPE SERVICES IN THE CIVIC
CENTER AND STADIUM (DISTRICT A)
(STRATEGIC PLAN NO. 6, 1B)
CITY MAN ERy
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
❑ As Amended
❑ Ordinance on 1" Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
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FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute an agreement with Midori
Gardens to provide landscape maintenance services in the Civic Center and Stadium (District A)
in an annual amount not to exceed $255,605, which includes a 15% contingency, for a term from
July 1, 2016 through June 30, 2018, with two, one -year renewal options, subject to non -
substantive changes approved by the City Manager and City Attorney.
DISCUSSION
On May 4, 2016, Parks, Recreation and Community Services Agency issued a Request for
Proposal (RFP) for the landscape maintenance of District A, which include the Civic Center and
Stadium area. The Agency received four proposals from interested companies.
An evaluation committee consisting of representatives from PRCSA reviewed and rated the
proposals. The proposals were evaluated according to the criteria listed in the RFP, which
includes firm /team experience, relevant project experience, scope understanding, references and
fee. The results of the RFP evaluation were as follows:
DISTRICT A
Score (300 Max)
Ranking
Landscape West Management Services, Inc.
227
3
Mariposa Landscape, Inc.
222
4
Merchants Landscape Services, Inc.
233
2
Midori Gardens
274
1
The City proposes to enter into a two -year agreement with Midori Gardens with two, one -year
renewal options, for the maintenance of District A.
25D -1
Agreement with
June 21, 2016
Page 2
Midori Gardens
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
clean, safe and aesthetically pleasing for all users).
FISCAL IMPACT
Funds will be budgeted in the following accounts for the specified fiscal years:
Stadium (no. 01113210-62320) $44,413 $44,413
Civic Center (no. 07413250-62320) $211,192 $211,192
If renewed funds will be budgeted in the following accounts for the specific years:
Accounting Unit FY 18/19 FY 19/20
Stadium (no. 01113210-62320) $44,413 $44,413
Civic Center (no. 07413250-62320) $211,192 $211,192
L
Gerardo Mouet,
Executive Director
Parks, Recreation and Community Services
Agency
EXHIBIT: 1. Agreement
APPROVED AS TO FUNDS AND ACCOUNT:
Francisco Gutierrez, A-
Executive Director
Finance and Management Services Agency
25D -2
AGREEMENT FOR LANDSCAPE MAINTENANCE SERVICES
CITY OF SANTA ANA (DISTRICT A)
THIS AGREEMENT is made and entered into this 21st day of June, 2016 by and between Midori Gardens,
Inc. ( "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 ("City"),
RECITALS
A. On May 4, 2016, the City issued Request for Proposal No. 16 -063, by which it sought proposals
from qualified firms for landscape maintenance services in District A.
B. Contractor submitted a responsive proposal that was selected by the City. Contractor represents
that it is able and willing to provide the services described in the scope of work that was
collectively included in RFP No. 16 -063 as Attachments 1, 4, 5, 6 and 7, and related addenda, and
that is attached to this Agreement in its entirety as Exhibit A.
C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable
in its field and that any services performed by Contractor under this Agreement will be performed
in compliance with such standards as may reasonably be expected from a professional fimi in the
field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms
and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Contractor shall perform those services as set forth in Exhibit A to this Agreement. Contractor's
proposal is incorporated herein by reference.
2. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services the
rates and charges identified in Exhibit B. The total annual sum to be expended under this
Agreement shall not exceed $255,605 during the term of this Agreement. This annual
amount is comprised of (1) the stun of $222,265 and (2) a 15% contingency of up to
$33,340 for services as may be performed by Contractor at the sole discretion of City.
b. Payment by City shall be made within forty -five of days (45) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
Payment need not be made for work that fails to meet the standards of performance set
forth in the Recitals which may reasonably be expected by City.
I191Oil
This Agreement shall commence on July 1, 2016 and terminate on June 30, 2018, unless tenminated
earlier in accordance with Section 15, below. The term of this Agreement may be extended for two (2)
one -year periods upon a writing executed by the City Manager and the City Attorney.
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4. PREVAILINGWAGES
Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and
1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, or seq„ ( "Prevailing
Wage Laws "), which require the payment of prevailing wage rates and the performance of other
requirements on "public works" and "maintenance" projects. Since the services being performed are
part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws,
and since the total compensation is $1,000 or more, Contractor agrees to fully comply with such
Prevailing Wage Laws. Contractor shall defend, indemnify and hold the City, its elected officials,
officers, employees and agents free and harmless from any claim or liability arising out of any failure or
alleged failure to comply with the Prevailing Wage Laws
5. INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be construed to be an independent
contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to
create an employer- employee relationship, a joint venture relationship, or to allow the City to exercise
discretion or control over the professional manner in which Contractor performs the services which are the
subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in
a manner consistent with all applicable standards and regulations governing such services. Contractor shall
pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes
relating to employees and shall be responsible for all applicable withholding taxes.
6. OWNERSHIP OF MATERIALS
This Agreement creates a non - exclusive and perpetual license for City to copy, use, modify, reuse,
or sublicense any and all copyrights, designs, and other intellectual property embodied in plans,
specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any
tangible medium of expression, including but not limited to, physical drawings or data magnetically or
otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor wider
this Agreement ( "Documents & Data "), Contractor shall require all subcontractors to agree in writing that
City is granted a non- exclusive and perpetual license for any Documents & Data the subcontractor prepares
under this Agreement. Contractor represents and warrants that Contractor has the legal right to license any
and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents
& Data which were provided to Contractor by the City. City shall not be hmited in any way in its use of
the Documents and Data at any time, provided that any such use not within the purposes intended by this
Agreement shall be at City's sole risk.
7. INSURANCE
Prior to undertaking performance of work under this Agreement, Contractor shall maintain and
shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Commercial General Liability Insurance. Contractor shall maintain commercial general
liability insurance naming the City, its officers, employees, agents, volunteers and
representatives as additional insureds) and shall include, but not be limited to protection
against claims arising from bodily and personal injury, including death resulting therefrom
and damage to property, resulting from any act or occurrence arising out of 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 $1,000,000 per occurrence, with $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.
b. Business automobile liability insurance, or equivalent form, with a combined single limit
of not less than $1,000,000 per occurrence. Such insurance shall include coverage for
owned, hired and non -owned automobiles,
C. Worker's Compensation Insurance. In accordance with the California Labor Code,
Contractor, if Contractor has any employees, is required to be insured against liability for
worker's compensation or to undertake self - insurance, Prior to commencing the
performance of the work under this Agreement, Contractor agrees to obtain and maintain
any employer's liability insurance with limits not less than $1,000,000 per accident.
d. 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 $1,000,000 per claim with $2,000,000 in the aggregate.
C. The following requirements apply to the insurance to be provided by Contractor pursuant
to this section:
(i) Contractor shall maintain all insurance required above in fall force and
effect for the entire period covered by this Agreement.
(ii) Certificates of insurance shall be furnished to the City upon execution of
this Agreement and shall be approved by the City.
(iii) Certificates and policies shall state that the policies shall not be canceled or
reduced in coverage or changed in any other material aspect without thirty
(30) days prior written notice to the City,
(iv) Contractor shall supply City with a fully executed additional insured
endorsement.
f If Contractor fails or refuses to produce or maintain the insurance required by this section
or fails or refuses to furnish the City with required proof that insurance has been procured
and is in force and paid for, the City shall have the right, at the City's election, to terminate
this Agreement. Such termination shall not affect Contractor's right to be paid for its time
and materials expended prior to notification of termination, Contractor waives the right to
receive compensation and agrees to indemnify the City for any work performed prior to
approval of insurance by the City.
8. INDEMNIFICATION
Contractor agrees to and shall indemnify and hold harmless the City, its officers, agents,
employees, consultants, special counsel, and representatives from liability: (1) for personal injury,
damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury,
including death, and claims for property damage, which may arise from the negligent operations of the
*b-
Contractor or its, subcontractors, agents, employees, or other persons acting on their behalf which relates
to the services described in section 1 of this Agreement; and (2) from any claim that personal injury,
damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or
effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for
damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been
suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising
from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the
defense of the City, including fees and costs for special counsel to be selected by the City, regarding any
action by a third party challenging the validity of this Agreement, or asserting that personal injury,
damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises
by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions
with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent
Contractor Services are subject to Civil Code Section 2782,8, the above indemnity shall be limited, to the
extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the
negligence, recklessness, or willful misconduct of the Contractor.
9. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed under this
Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred
under this Agreement and any services, expenditures, and disbursements charged to the City for a
minimum period of three (3) years, or for any longer period required by law, from the date of final payment
to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor
shall allow a representative of the City to examine, audit, and make transcripts or copies of such records
and any other docranents created pursuant to this Agreement during regular business hours. Contractor
shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement
for a period of three (3) years from the date of final payment to Contractor under this Agreement.
10. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such information is
reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or
disclose such information except in the performance of this Agreement, and further agrees to exercise the
same degree of care it uses to protect its own information of like importance, but in no event less than
reasonable care, "Confidential Information" shall include all nonpublic information. Confidential
information includes not only written information, but also information transferred orally, visually,
electronically, or by other means. Confidential information disclosed to either party by any subsidiary
and/or agent of the other party is covered by this Agreement. The foregoing obligations of non -use and
nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources;
(b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful
possession of the Contractor an obligation of confidentiality; (d) is required to be disclosed by operation
of law; or (e) is independently developed by the Contractor without reference to information disclosed by
the City.
II. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interests and shall not have interests, direct or indirect,
which would conflict in any manner with performance of services specified under this Agreement.
12, NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be
in writing and shall be deemed to be properly given if delivered in person or mailed by first class or
certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided
in this Section, to the following persons:
To City: Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M -30)
P.O. Box 1988
Santa Ana, CA 92702 -1988
Fax 714- 647 -6956
With courtesy copies to:
To Contractor:
Gerardo Mouet
Executive Director
Parks, Recreation, and
Community Services Agency
City of Santa Ana
20 Civic Center Plaza M -23
P.O. Box 1988
Santa Ana, California 92702
Fax 714 -571 -4211
Midori Gardens, Inc.
3231 S. Main Street
Santa Ana, CA 92707
Attn: Naga Hamamoto, President
City Attorney's Office
City of Santa Ana
20 Civic Center Plaza (M -29)
P.O. Box 1988
Santa Ana, California 92702
Fax 714- 647 -6515
A party may change its address by giving notice in writing to the other party. Thereafter, any
communication shall be addressed and transmitted to the new address. If sent by mail, communication
shall be effective or deemed to have been given three (3) days after it has been deposited in the United
States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by
fax, communication shall be effective or deemed to have been given twenty -four (24) hours after the time
set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth
above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays
shall be excluded.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Contractor
regarding the subject matter therein, and supersedes any and all other agreements, oral or written, between
the parties. In the event of a conflict between the terns of this Agreement and any attachments hereto, the
terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Contractor. The parties agree that any terns or
1 4 ul•
conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms
and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement
acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been
made by any party, or anyone acting on behalf of any party, which are not embodied herein.
14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor,
Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written
consent of the City and any such assigmnent, transfer, delegation or subcontract without the City's prior
written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the
City's ability to have any of the services which are the subject to this Agreement performed by City
personnel or by other consultants retained by City.
15. TERMINATION
This Agreement may be terminated by the City upon thirty (3 0) days written notice of termination.
In such event, Contractor shall be entitled to receive and the City shall pay Consultant compensation for
all services performed by Contractor prior to receipt of such notice of termination, subject to the following
conditions;
a. As a condition of such payment, the Executive Director may require Contractor to deliver
to the City all work product completed as of such date, and in such case such work product
shall be the property of the City unless prohibited by law, and Contractor consents to the
City's use thereof for such purposes as the City deems appropriate.
Payment need not be made for work that fails to meet the standard of performance
specified in the Recitals of this Agreement.
16. NONDISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual
orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the
recruitment, selection, training, utilization, promotion, termination or other employment related activities
or in connection with any activities under this Agreement. Contractor affirms that it is an equal opportunity
employer and shall comply with all applicable federal, state and local laws and regulations.
17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined
and governed by the laws of the State of California. Both parties further agree that Orange County,
California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection
with or by reason of this Agreement,
18. PROFESSIONAL LICENSES
Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, permits,
approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by
the laws and regulations of the United States, the State of California, the City of Santa Ana and all other
governmental agencies. Contractor shall notify the City immediately and in writing of its inability to obtain
or maintain such permits, licenses, approvals, waivers, and exemptions, Said inability shall be cause for
termination of this Agreement.
14. 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 teens of this Agreement,
and shall indemnify City fully, including reasonable costs and attorney's fees, for any
injuries or damages to City in the event that such authority or power is not, in fact, held by
the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth
in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above
written.
ATTEST,
Maria D. Huizar
Clerk of the Council
APPROVED AS TO FORM:
SONIA R, CARVALHO
City Attorney
By: ,
John M. For&
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
t_.
Gerardo Monet
Executive Director
CITY OF SANTA ANA
David Cavazos
City Manager
CONTRACTOR:
Naga Hamamoto
President
Parks, Recreation, and Community Services Agency
*61
Im4• r-
Appendix
ATTACHMENT 1
SCOPE OF WORK
CITY OF SANTA ANA
REQUEST FOR PROPOSALS
FOR
LANDSCAPE MAINTENANCE (DISTRICT A)
RFP NO.: 16 -063
Description of Work
Each morning at the start of the workday the Contractor's Supervisor or their designated
representative shall inspect each site and respond immediately to any malfunctions, vandalism,
hazardous conditions or otherwise abnormal conditions that are inconsistent with the quality
standards specified herein or threaten people and /or property by reporting the condition
immediately to the Director's Representative. Failure to inspect each site daily before 9:00am
will result in a $300 penalty per site.
Routine maintenance shall include but not be limited to the following services performed at the
Work Sites and per the City of Santa Ana Park Services Standards,
1.0 Turf Care
The Civic Center area turf is considered to be all "Priority" turf and therefore the contractor
should follow the specifications for "Priority" turf below. The Contractor shall maintain mowers
that provide a smooth, even cut without ridges or depressions and without tearing of the leaf
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. All visible turf clippings shalt 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.
1A Priority Turf Mowing- All "priority" turf shall be mowed once a week all year. The
Contractor shall mow the 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 a Kubota L5060 tractor
equipped with turf type tires and tractor powered Trimax ProCmS3 -237 91" rotary
mower 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 (see Attachment 7). The Director's Representative shall direct the
Contractor to mow the priority turf lower than J/2", if necessary.
1.2 Edging and Detailing
City of Santa Ana RFP 16.063
Page 11
2 1111
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 or fixed blade stick edger. 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 site 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.
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.
The Contractor shall detail around trees, along walls /fences and other Civic Center
amenities first using a sharpened shovel cut to establish a concentric round circle around
trees, poles, etc, Once the initial detailed circle is established a string trimmer may be
used to maintain the circle. Should the circle begin to deform the Director'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.
The Contractor shall detail turf not greater than 1" away from Civic Center 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 walls /fences that are greater than 1 ".
1.3 Fertilization
Priority Turf - Contractor shall apply fertilizer two tines per year (first week of January
and July) per the City's Agronomic Plan.
1.4 Weed Control
The Contractor shall notify the Director's Representative via email a minimum of 48
hours in advance of any pesticide applications. The required information shall be the
name of the QAL /QAC and company performing the application, the proposed pesticides
to be applied listing the manufacturer /name of the pesticide, the rate(s) of application, the
reentry period and the method of application. Furthermore, the Contractor shall copy the
email to the Agricultural Commissioner's Office, thereby, notifying their Inspectors of
your sub - contractor's or QAL /QAC intent to apply pesticides. Furthermore, Contractor's
sub - contractor or QAL /QAC shall post on A -frame barricades plastic sealed 18 "x24" at
minimum 300' intervals (where applicable) public notification posters listing the
City of Santa Ana RFP 16 -063
Page 12
company performing the application, the proposed pesticides to be applied listing the
manufacturer /name of the pesticide, the rate(s) of application, the reentry period and the
method of application.
The Contractor's Agricultural Pest Control sub - contractor or QAL/QAC staff shall
continuously apply Post Emergent Herbicides to keep all turf free of all turf type weeds,
especially Dallis Grass, Goose Grass, Smut Grass, Pon Annua, Nut Sedge, Noddle 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,
Contractor's Agricultural Pest Control sub - contractor or QAL /QAC staff may apply
Dimension pre - emergent herbicide to all turf areas as needed 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.
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's Representative.
1.5 Replanting
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 /sumrner) or Jacklin
Seed Company CSI perennial rye (fall /winter) seed at the manufacturer's recommended
rate and process. The Contractor shall use STA approved ` /n" minus compost seed topper
to cover the seed topper pre mixed with California Organic 7.1 -2 Phyta Boost fertilizer at
a rate of 35 cubic yards per acre.
Should turf die back to the point where soil is visible, the Contractor shall install thick cut
sod to those turf areas using West Coast Turf Bandera Bermuda cropped over with
perennial rye grass (fall /winter) and West Coast Turf Bandera Bermuda
(spring /summer).
The Contractor understands and accepts that at the beginning of the agreement there may
be ex'isti'ng 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.
Contractor also understands and accepts that Civic Center area is very heavily used,
including increased foot traffic, and other uses and, therefore, acknowledges that he /she
will immediately respond to thin or bare areas in turf without delay.
City of Santa Ana RFP 16 -063
Page 13
2 §Ribgi
1.6 Aeration
The Contractor shall aerate priority turf four (4) tunes per year in March, June,
September, and December. Aeration shall be performed by AerWay aerator using shatter
tines. Contractor shall perform multiple passes per the Director's Representatives
direction (in the same direction) in heavier compacted areas.
1.7 Renovation
The Contractor shall have a "Priority Turf Renovation Crew," separate from their
"Routine Maintenance Crews," to perform all aspects of the sport turf renovation process.
The exception to the above requirement shall be the Contractor's scheduling of CMIT's,
CIT's and /or CITA's to audit, repair, improve and manage the priority turf's irrigation
systems.
Renovations shall be a maximum of 12 weeks from date of closure to date of reopening:
during the spring/summer or the fall /winter (as determined by the Director) the
Contractor shall renovate priority turf using:
1.7.1 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;
1.7.2 fall/winter -- Simplot Jacklin Seed Company CSI self - repairing perennial rye seed
at three (3) pounds per 1,000 square feet and Stovers Seed Company Bermuda
Dunes seed at two (2) pounds per 1,000 square feet.
This shall be accomplished by mowing the existing turf down to VV 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 1/4" 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 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 "thick curt" (thickest
available cut) West Coast Turf Bandera Bermuda sod or West Coast Turf Bandera
Bermuda Sod that has been "cropped over" with perennial rye grass, Renovation must be
completed within three months of field closure. The Director's Representative shall
determine the quantity of thick cut sod needed to achieve 100% coverage.
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. The Director's Representative shall have it within his/her authority to
City of Santa Ana RFP 16 -063
Page 14
aggregate several months of overseeding together in lieu of overseeding one time per
month.
1.8 Irrigation Maintenance
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 cure /repair deficiencies.
Contractor shall not schedule irrigation of turf 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.
Under normal conditions the contractor shall not schedule irrigation on Friday and
Saturday rights to avoid wet conditions during weekend usage, Prior approval will be
required to irrigate during weekends to coordinate with reservations.
Turf areas shall be watered as required by weather conditions to provide adequate
moisture for optimurn growth. At no time shall turf areas show a lack of green color or a
loss of resilience due to lack of water, unless approved or directed by the Director's
Representative for water conservation purposes). If Contractor estimates additional water
above and beyond the monthly Estimated Applied Water (EAW) may be needed, he /she
shall request approval from the Director's Representative 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.
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 frorn the
monthly invoice.
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.
Contractor shall ensure that all Certified Irrigation Technicians (CIT) and Certified
Irrigation Technician Assistant (CITA) working on irrigation possess the following
credentials (see Section 2 Workforce):
City of Santa Ana RFP 18 -083
Page 15
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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.
a 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 (CH)
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 (GIRT)
ii.. Certified Irrigation Installer (CIl
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 $500 will be
assessed for liquidated damages.
2.0 Groundcover Care
2.1 Maintenance
The Contractor shall service ground cover /sbrub 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.
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.
2.2 Replanting of Bare Areas
All bare areas in groundcover beds shall be replanted from flats once per month at the
Contractor's expense with like groundcover genus - species at 12" on center.
City of Santa Ana RFP 16 -063
Page 16
2.3 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 1 "-2" 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.
2.4 Replanting -Other
On a monthly basis the Contractor shall, at their own expense, be responsible for the
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.
3.0 Shrub Care
3.1 Maintenance
3.1.1 Bi- weekly Pruning/Trirnming -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 stabs remain. Pruning /trimming shall
be done by hand shears or loppers in a manner to permit plants to grow naturally
in accordance with their normal growth characteristics. "Box hedging" may be
required on some shrubs, as set designated by the Director. "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.
3.1.2 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
City of Santa Ana RFP 16 -063
Page 17
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shall be planted at appropriate spacing so as to achieve complete coverage once
the plant is 2 /3rds mature.
3.2 Mulching of Bare Areas
In all shrub areas where bare soil is visible or where the shrubs are so thin the soil is
visible, the Contractor shall apply US Composting Council STA tested and approved
compost mulch 1 " -2" 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.
4.0 Vine Care
4.1 Maintenance
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.
4.2 Planting
The Contractor shall irrigate the all vines and fertilize as necessary to promote healthy
and vigorous growth. The Contractor will innnediately 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.
5.0 Tree Care
The Contractor shall perform all tree services per the City of Santa Ana Park Services Tree
Services Specifications (PSTSS) up to a height of 15'. All pruning shall be `Complete' per the
PSTSS (see Attachment 5).
5.1 Tree Service
The Contractor shall perform continuous `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 stubs,
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 PSTSS (see Attachment 5). In
addition, the Director's Representative 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
City of Santa Ana RFP 16 -063
Page 18
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
Linder 15" and fallen limbs 80 lbs. or less.
5.2 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.
5.3 Staking, Tying and Guying
All trees requiring staking shall be securely staked at all times with stakes and rubber
cinch ties approved by the Director. Rubber hoses and wire are not permitted ties, All
stakes shall be set perpendicular to prevailing winds unless designated otherwise by the
Director. Tree stakes shall also be set a consistent distance away from the trunk of the
tree (minimum six (6) inches) to reduce abrasion and cell elongation. The tops of all tree
stakes shall be removed approximately three (3) inches above the highest tie to reduce
abrasion of main or lateral branches of the tree.
5.4 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 dispatch their International Society
of Arborist TRAQ Certified Hazardous Tree Professional evaluate the trees and provide a
written report listing findings and recommendations.
5.5 Loss of Trees
The Contractor shall be responsible for the complete removal and replacement of any and
all trees lost due to the Contractor's failure to perform under this agreement. Failure to
perform includes but is not limited to, girdling trees with string trimmers or tree ties,
improper planting of new trees, improper pruning/trimming techniques which disfigure or
destroy the trees natural integrity and shape, or failure to detect and prevent treatable
diseases and insect infestations.
All trees that exhibit the signs of disease or pests, or any other signs of distress shall be
inspected by an International Society of Arborist TRAQ Certified Hazardous Tree
Professional approved by the Director's Representative, Contractor shall provide all
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 TRAQ Certified
Hazardous Tree Professional 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 IRAQ Certified Hazardous Tree Professional
determine that the tree's unhealthy condition or death could have been prevented had the
City of Santa Ana RFP 16 -063
Page 19
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Contractor treated the tree then Contractor shall be responsible for the cost of treatment to
restore the tree to a healthy condition or replace the tree, The latest American Shade Tree
Conference guidelines for value determination will determine the value of the trees lost.
By entering into agreement with the City the Contractor acknowledges that they accept
the condition of each tree and should a tree go into decline or expire, the Contractor
agrees to replace the tree with like species and size or agree that the City shall withhold
payment equal to the value of the tree,
6.0 Weeds, Disease and Pest Control -- All Areas
Agricultural pest control services shall be performed by a state licensed /certified agricultural pest
control sub - contractor or employee,
The Contractor shall notify the Director's Representative via email a minimum of 48 hours in
advance of any pesticide applications. The required information shall be the name of the
company performing the application, the proposed pesticides to be applied listing the
manufacturer /name of the pesticide, the rate(s) of application, the reentry period and the method
of application. Furthermore, the Contractor shall copy the email to the Agricultural
Commissioner's Office, thereby, notifying their Inspectors of your sub - contractor's or
QAL /QAC intent to apply pesticides. Furthermore, Contractor's sub - contractor or QAL /QAC
shall post on A -frame barricades plastic sealed 18 "x24" at minimum 300' intervals (where
applicable) public notification posters listing the company performing the application, the
proposed pesticides to be applied listing the manufacturer /name of the pesticide, the rate(s) of
application, the reentry period and the method of application,
6.1 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.
Contractor, in accordance with the Agronomic Plan — Pre - Emergent may apply
Dimension and Gallery to all turf areas (except sport /priority fields due for renovation
within twelve weeks) and Snapshot two tunes 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 out 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 sub - contractor or QAL /QAC using a calibrated boom
sprayer with appropriate nozzles. Following the initial application of post- emergent
City of Santa Ana RFP 16 -063
Page 20
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 two (2) pounds per 1,000
square feet (spring /summer) and Simplot Jacklin Seed Company CSI Perennial Rye at
three (3) pounds per 1,000 square feet and Stovers Seed Company Bermuda Dunes seed
at two (2) pounds per 1,000 square feet.
6.2 Disease and Pest Control
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 Qualified Applicator sub - contractor or QAL /QAC 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.
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 out West Coast Turf Bandera Bermuda (during spring/summer) and thick
cut West Coast Turf Bandera Bermuda that has been cropped over with Perennial Rye
grass (during fall/winter).
7.0 General Maintenance and Clean-Up
The Contractor shall clean and maintain all site amenities, walls, planters, raised curbing, railing,
exterior of buildings, light standards, patios, walkways and pedestrian paved areas free of debris,
slap tags, tape, string, nails, push pins, wire, etc. Monday through Sunday
The Contractor shall establish a Trash Crew to blow down all paved areas, pick -up trash/debris
and to empty trash receptacles daily. Vacuums, blowers, sweepers, shovels 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 thoroughly cleaned and picked
up /removed from the site.
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 landscape
areas, paved areas, street curb gutters, Stadium parking lot and grounds. The Contractor shall not
blow broken glass or any other potentially hazardous materials into landscape areas. Trash shall
consist of all items 80 lbs. or less. All trash receptacles and lids shall be wiped clean with a
germicidal product.
All non - pedestrian pavement, curb top/bottom, gutters, etc. shall be thoroughly cleaned once per
City of Santa Ana RFP 16 -063
Page 21
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week. Debris and litter that shall be cleaned includes, but is not limited to, leaves, twigs,
branches, loose rock, sand, soil and trash. The City shall approve any equipment that is to be
used for cleaning parking lots. Large trash items in excess of five inches length or width, a
muddle of smaller items, spills, and any material (including tree /plant material) that creates a
safety hazard shall be picked up daily.
The Contractor shall be required to clean trash and large debris in parking lots in the Civic
Center. The work shall be performed in the early morning hours or at a time of day that will not
disturb residents. If the work is to be performed daring the day, the contractor shall develop a
strategy to close off parking lots to prevent people from parking so he /she may clean the entire
parking lot.
All signage, drinking fountains, concrete pads, trash receptacles, concrete or asphalt areas with
stains around trash receptacles, security lights, park benches, walls, and the pavement beneath
them and other Civic Center amenities shall be cleaned daily.
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,
After heavy windstorms or other inclement weather that impacts sites under this agreement, the
Contractor shall bring in extra staff to clean all Civic Center areas within twenty four hours
(24lus.) at no cost to the City. Debris (80 lbs, or less), such as but not limited to, litter, fallen
branches, trash, limbs, branches, soil erosion, etc., shall be removed from the worksites.
Drain inlets shall be checked and if necessary cleaned once per day to avoid flooding of areas
during inclement weather.
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 walkways, between seats and
in the pedestrian tunnels of the Santa Ana Stadium to achieve a consistently clean surface, free of
all stains and foreign material, etc. Contractor shall also pressure wash around park restrooms.
The Plaza of the Flags shall have flags 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. The Contractor shall replace the flags twice a year (January, July) with flags
provided by the City.
Japanese Garden Pagoda shall be cleaned daily of trash and debris.
8.0 Irrigation System Maintenance
8.1 General Responsibilities
Contractor's Certified Irrigation Technician (CIT) shall coordinate with Calsense
Irrigation to establish a central computerized control irrigation management system at the
Contractor's office. The CIT shall have sole responsibility to program all automatic
City of Santa Ana RFP 16 -063
Page 22
r ' _
irrigation systems, either from the central computerized control system or in the field, 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 CIT'sto repair the system from the RCV to the meter and Certified Irrigation
Technician Assistants (CITA) to provide alternate /supplemental irrigation and/or to
repair heads /laterals to achieve full and proper coverage to all areas in the work site at no
extra cost to the City. Failure of the Contractor's CMIT to respond immediately by
dispatching of CIT's and /or CITA's to provide altemate /supplemental irrigation and /or
repair heads /laterals 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.
Contractor's Certified Irrigation Technicians (CIT) shall make repairs to the irrigation
system from RCV to the meter per the City of Santa Ana Park Services' specifications
and details.
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 immediately (physically) 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
8.2 Operation of Automatic Irrigation Controllers
Where the operation of automatic irrigation controllers is required, the Contractor's
CMIT shall:
Not duplicate any coded City key furnished by the Parks, Recreation and Community
Services Agency for access and operation of the controller.
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.
Protect the security of City property by keeping controller cabinet and building doors
locked at all times.
Refrain from using locked premises for storage of materials, supplies or tools, except as
approved by the Director's Representative.
Program normal irrigation between the hours of 10:00 p.m. and 4:00 a.m. unless
alternative hours are approved by City.
83 Water Conservation
City of Santa Ana RFP 16 -063
Page 23
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The Contractors Certified Irrigation Technician (CIT) shall meet when requested 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 EA W.
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.
8.4 Inspection and Reporting
The Certified Irrigation Technicians (CIT) shall physically inspect the operation of all
irrigation systems once a month and prepare a written report specifying 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 five
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, by way of CITA's, any irrigation head and lateral line rendered inoperable
or malfunctioning due to attrition, vandalism, etc. All other repairs, RCV to meter, 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 five days
of discovery of malfunetion/repairs needed. All other irrigation repairs shall be
performed immediately following approval of the work.
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.
8.5 Repairs
The Contractor shall be responsible at his own expense for repairs to all irrigation heads,
swing joints and lateral lines as a part of this agreement. The City will be responsible for
repairs to the irrigation system from the valve to the water meter. The Contractor shall
submit proposals to the Director's Representative for extra work to repair /improve the
irrigation system from the RCV to the meter.
City of Santa Ana RFP 16 -063
Page 24
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9.0 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.
10.0 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 City 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
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. Should the Director's
Representative create Power Point punch lists, essentially performing the Contractor's
Supervisor's responsibilities /duties of determine what work needs to be performed in accordance
with the agreement specifrcaitons, the City shall deduct $300 per Power Point punch list from the
Contractor's monthly invoice.
City of Santa Ana RFP 16 -063
Page 25
ZSD
iTA
Consultant Responsibilities:
1.0 GENERAL CONDITIONS
1.1 Definitions -
1.1.1 "Director's Representative" shall mean the Executive Director of Parks,
Recreation and Community Services designated representative.
1.1.2 "SAPRF" shall mean Santa Ana Park and Recreation Facilities.
1.13 "Pruning" shall mean the practice of removing lateral shrub or tree branches and
may also be referred to as "trimming,"
1.1,4 "Weed" shall mean any undesirable or misplaced plant.
1.1.5 "Hardscape" 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.
1.2 Scheduling of Work -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 8:00 a.m.
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.
13 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.
1.4 Outside the Scope of Work - 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:
-Acts of God
-Civil Disorder
- Vehicle Collision (excluding Contractor and its employees and subs)
- Excavation or re- surfacing of the street
-Power failures
- 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.
City of Santa Ana RFP 16 -063
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2.0 UNIFORMS AND VEHICLES IDENTIFICATION
2.1 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.
2.2 All equipment shall be clearly identified on both sides and rear of the vehicles as
belonging to the Contractor, well maintained, in excellent wonting 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,
2.3 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.
3.0 SAFETY REQUIREMENTS
3.1 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.
3.2 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,
excavation/trenching /shoring, blood borne pathogens, hazardous waste identification and
transport and pesticide use and reporting.
33 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.
3.4 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 and update
OSHA safety training records and employee safety training certificates.
4.0 SAFETY NOTIFICATION
4.1 If Contractor identifies a potential safety issue, Contractor shall:
4.1,1 Notify the public that potentially unsafe conditions exist by installing yellow
"Caution Tape" and "A" frame barricades or equal substitute around the
condition.
4.1.2 Notify the Director's Representative 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.
City of Santa Ana RFP 16 -063
Page 27
5.0 UNDERGROUND ALERT SYSTEMS
5.1 Underground Alert Systems (telephone number 1- 800 - 422 -4133) must be notified 48-
hours in advance prior to any excavation work.
6.0 PROPERTY DAMAGE
6.1 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.
7.0 ACCESS TO PRIVATE PROPERTY
7.1 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
8.0 PROTECTION AND RESTORATION OF EXISTING IMPROVEMENTS
8.1 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 4),
9.0 TRAFFIC CONTROL
9.1 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 prior to comrmencement of the agreement.
10.0 MONTHLY REPORTS
10.1 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 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; 6) irrigation report including, but not limited
to, name of park/facility, location in park/facility, controller letter, station numbers and
their description (priority turf, groundcover, shrub, annual color) days of week on/off, run
times, start times, water budget percent, weekly ET, percent of ET programmed, a
City of Santa Ana RFP 16 -063
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r
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.
11.0 WATER CONSERVATION & PROGRAMMING OF CONTROLLERS
11,1 The City shall be responsible for programming irrigation controllers and conserving
water. The Contractor shall be responsible for all repairs and performing the weekly
visible irrigation checks and the providing a monthly written irrigation test report by
park /controller /station.
12.0 SPECIFICATIONS INTERPRETATION
12.1 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 are at the sole discretion of the Director's Representative,
and the Contractor shall abide by all such interpretations
13.0 PROTECTION OF EXISTING FACILITIES AND STRUCTURES
13.1 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, Santa Ana Park and Recreation Facilities (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 Director's
Representative shall make the determination of fault. The Director's 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.
13.2 If the Directors Representative requests or directs the Contractor to perform work in a
given area, it will be the Contractor's responsibility to verify and locate any underground
systems (i.e. utility lines) and take responsibility for taking reasonable precaution when
working in these areas.
133 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 Director's 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 Director's Representative for a timely resolution of the problem.
14.0 SUBSTITUTIONS
T City of Santa Ana RFP 16.063
Page 29
0.1
14.1 Whenever a specific type of material is specified, no substitutions shall be allowed
without written consent of the SAPRF representative.
15.0 CERTIFICATION & APPLICATION OF MATERIALS
15.1 All materials shall be delivered on the site in original containers. Materials shall be
subject to inspection by the Director's Representative. The Director's Representative
will not approve materials not meeting the SAPRF standards, and Contractor shall return
any such non - satisfactory items at his/her cost.
152 No materials shall be applied prior to the Director's Representative verifying the
specified quantities of materials. Furthermore, should the Contractor apply materials
before the Director's Representative verifies correct materials and quantities, the
Contractor shall not receive credit for the applied materials. The Contractor shall then
reorder and deliver the materials, thereby not receiving credit for the applied materials.
16.0 CONTRACTOR NEGLECT
16.1 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.
17.0 CONSTRUCTION EQUIPMENT
17.1 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.
18.0 SOUND CONTROL REQUIREMENTS
18.1 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.
19.0 INQUIRIES AND COMPLAINTS
19.1 The Contractor shall maintain an office at some fixed place and shall maintain a
telephone thereat, listed in the telephone directory in his own name or in the firm name
by which he is most commonly known. Furthermore, the Contractor shall, at all times,
have some responsible person(s), employed by the Contractor, to take the necessary
action regarding all inquiries and complaints that may be received from the City of Santa
Ana, Director's Representative, and /or private citizens during normal working hours.
City of Santa Ana RPP 16 -063
Page 30
� -MI 1
Whenever immediate action is required to prevent impending injury, death or property
damage to the facilities being maintained, the Director's 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
Director's Representative may deduct such cost from any amount due to Contractor.
All complaints shall be abated as soon as possible after notification, to the satisfaction of
the City of Santa Ana and/or Director's Representative, If any complaint is not abated
within a reasonable time, the Director's Representative shall be notified immediately of
the reason for not abating the complaint followed by a written report to the Director's
Representative within five (5) days. If the complaints are not abated within the time
specified or to the satisfaction of the Director's Representative, the Director's
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
20.0 NOTIFICATION OF LOCATIONS OF WORK
20.1 The Contractor shall notify the Director's Representative when the contractor's crews
will be working within the SAPRR 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.
21.0 WORKFORCE
21.1 The Director's Representative may evaluate each of the Contractor's staff and if he /she
finds that a Contractors employee or sub - contractor's employee is not performing to the
satisfaction of the Director's Representative, the Director's Representative shall require
the Contractor to remove the employee from work sites at his or her discretion within 24
hours of written notice,
22.0 MATERIALS
22.1 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:
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.
Momm
City of Santa Ana RFP 16 -063
Page 31
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.
22.1.1 The materials and chemicals utilized in furtherance of this Agreement shall
comply with the following standards;
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.
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.
Materials shall as specified herein, matching those existing at the work site, or as
specified by the Director's Representative.
22,12 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,
23.0 TRASH DISPOSAL AND RECYCLING
All organic waste (including leaves, grass clippings, brush, branches, and tree parts) resulting
from work performed under this contract shall be disposed of pursuant to the requirements of the
Santa Ana Municipal Code (SAMC) Chapter 16. Organic waste cannot be taken to a landfill.
Every month, the Contractor shall submit receipts from licensed composters /green waste
recycling facilities, to the Director listing the tons of organic waste recycled and the names and
addresses of the composting or processing companies.
As an alternative, the City may allow Contractor to dispose of green waste and trash in bins
provided by the City. The City will determine the amount of green waste and trash allowed to be
drunped 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 fords 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.\
Citv Responsibilities
1.0 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's Representative. 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
City of Santa Ana RFP 16 -063
Page 32
and solely at the risk of the Contractor. In addition, the D'irector'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
or not on schedule, the Director's Representative may recommend that all or a portion of
payment be withheld. In addition, the Director's Representative shall have the option to hire
another qualified contractor to perform any portion of the work specified and withhold payment
in the amount of the cost to hire the qualified contractor. Payment to be withheld shall be
deducted from the next or subsequent 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.
Special Requirements
See - ATTACHMENT 4: ADDITIONAL PROVISIONS
( ity of Santa Ana RFP 16 -063
Page 33
2 §R p
APPENDIX
ATTACHMENT 4: ADDITIONAL PROVISIONS
1. TERM
This Agreement shall commence on upon execution of the agreement through June 30, 2018 with the
option for the City to grant up to two one -year renewal options, at the same fee structure identified in
Attachment 3 -6 Fee Schedule, exercisable by the City Manager and the City Attorney, unless terminated earlier
in accordance with Section 15, below,
2. ADDITIONAL SERVICES
The City reserves the right to request additional services associated landscape maintenance. Prior to
performance of any work the City will negotiate scope /pricing and the contractor must provide a quotation for
the requested work that is to be approved in writing by the City. City written approval may be in the form of an
"Authorization for Extra Work" form,
3. ANNUAL COLOR PLANTING AND MAINTENANCE SPECIFICATION
Before each annual planting the area should be tilled 8 to 16 inches deep, Organic matter in the form of
nitrified redwood must be incorporated to a depth of 8" of the top soil. The contract administrator may adjust
this if adequate organic matter is already present in the soil but the successful bidder must be prepared to
incorporate this organic matter at every color rotation. Organic matter must comprise 25% of the soil volume
where the roots will be. This requires 2" of nitrified redwood tilled to an 8" depth. Apply 1.5 pounds of
nitrogen per 1000 sq. ft, as a complete low nitrogen material with a ratio of 1:2:1, 1:1:1, 1:2:2 or similar. Do
not use a higher rate of nitrogen as this may result in excessive vegetative growth and a suppression of
flowering. After establishment, fertilize as necessary to maintain a robust appearance and maximum flowering.
After incorporating organic material and other supplements, the beds must be raked smooth and slightly
mounded. Sticks clods and other material must be removed from the bed.
During planting gently crush the root mass with the fingers to stimulate root growth in the surrounding
soil. Begin planting in the center of the bed and keep traffic in the worked soil to a minimum. Make the hole
slightly larger than the root ball and set the plant at the same depth or slightly higher than it was growing in the
container. Smooth out the soil around the plants after planting, including footprints. Water plants to a depth of
5 inches immediately after planting for 4" plant material (deeper for larger pots).
Plants are to be rotated four times a year and are to be kept disease free and healthy on a consistent
basis. There must be no dead or missing plants at any time and the beds must be kept in a weed free condition.
Plants will be in 4" pots and will be planted in an 8" triangular spacing pattern, Rows must be in a straight
alignment at the time of planting. Plant species that may be planted at different times of the year may include,
but not be limited, to the following annual bedding plants as approved by the Director:
Spring /Summer — April through October 1
Alyssum, Lobelia, Salvia, Marigold, Gloriosa Daisy, Penstemon, Cosmos, Dahlia, Impatiens, Begonias,
Double Impatiens, Petunia, Verbena, Vinca rosea (periwinkle) Zinnias
Fall/Winter
Iceland poppies, Pansies, Viola, Stock, Snapdragons, Primroses, Ranunculus
City of Santa Ana RFP 16 -063
Page 50
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.
4. STA SEED TOPPER TESTING REQUIREMENTS (IS THIS NEEDED)
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 US. 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.
5. POLICY FOR DRIVING ON PARI( PROPERTY
Driving on park turf is allowed only when necessary to perform an official City maintenance or business
function, and under the following circumstances:
A. When delivering over 30 lbs, of equipment or supplies to a job site
B. When there is no improved surface within 40 yards of the worksite
C. When emergency personnel are responding to an emergency, or performing other City business
When driving on park turf, employees and contractors must, to the. best of their ability, avoid damage to
sprinkler heads, valve boxes, other irrigation systems components, trees, ground cover and other park amenities.
D. Vehicles weighing in excess of 8,000 lbs. are not allowed on park turf without prior approval of the Park
Services Supervisor. If approved, the Park Services Supervisor or his designee will meet with the
employee or contractor and designate the path in and out of the park that will be the least likely to cause
damage.
E. Employees and contractors must avoid driving on turf any time damage is likely. This includes periods
after rain and heavy watering.
F. Driving on designated DG pathways and other improved pathways is acceptable when performing visual
inspection of park, park projects, and amenities. Driving on turf is not acceptable in these situations.
City of Santa Ana RFP 16 -083
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APPENDIX
ATTACHMENT 5: TREE SERVICE SPECIFICATION
1.0 INTRODUCTION
Trees and other woody plants respond in specific and predictable ways to pruning and other
maintenance practices. Careful study of these responses, has led to pruning practices, which best
preserve and enhance the beauty, structural integrity, and functional values of trees.
In an effort to promote practices, which encourage the preservation of tree structure and health,
the following policies 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.
2.0 OVERVIEW OF SPECIFICATIONS
Any tree work performed in the City of Santa Ana Park and Recreation Facilities ( SAPRF) must
be done according to the SAPRF specifications, There are different criteria for pruning
depending on the purpose for the pruning.
2.1 Complete Prune Specifications are used when circumstances deem the entire tree needs to
be fully pruned.
2.2 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 govermnent civic centers, commercial- retail centers, and formal
landscapes where uniformity in appearance is required.
2.3 Safety Prune Specifications require less pruning and are used when specific, possibly
hazardous (dead/dying) limbs need removal to eliminate all safety concerns. Safety
pruning may be recommended in some circumstances instead of a complete prune.
Safety pruning specifications are used for "as needed" pruning as outlined above and
address only safety concerns. Safety pruning includes only the basic requirements and
does not include the fine pruning detail work outlined in a complete prune.
2.4 Power Line Clearance Prune (PLC) Specifications are used for private tree power line
clearance work and for street tree (PLC) pruning when the tree is pruned between its
periodic complete pruning cycles.
2,5 Palm Pruning Specifications are used when pruning any type of palm.
All specifications are based on International Society of Arboriculture, National Arborist
Association and American National Standards Institute criteria. This guarantees that SAPRF
trees receive the best possible care.
3.0 GENERAL REQUIREMENTS
The following requirements shall be used during any pruning work to be perfonned on SAPRF
trees:
City of Santa Ana RFP 16 -063
Page 52
3.1 Proper disposal of all tree debris generated.
3.2 Assuring good traffic control and minimize disruption of the public.
3.3 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.
4.0 ISA CERTIFICATION REQUIREMENTS
The Contractor shall employee a full -time, permanently certified personnel, as accredited by the
International Society of Arboriculture.
4.1 The Contractor shall employee an ISA Board Certified Master Arborista to oversee the
project. The ISA Board Certified Master ArboristO credential is the highest level of
certification offered by ISA. This credential recognizes ISA Certified Arborists(E who
have reached the pimracle their profession. In addition to passing an extensive scenario -
based exam, candidates must abide by a Code of Ethics, which ensures quality of work.
Fewer than two percent of all ISA Certified Abborists@ currently hold this certification.
4.2 The Contractor shall employee an ISA Certified ArboristO-Tree Risk Assessment
Qualification (IRAQ) Working /On Site Supervisor to be on site at all times work is in
progress to manage the correct pruning of the trees. To earn an ISA Certified ArboristO
credential, you must be trained and knowledgeable in all aspects of arboriculture. ISA
Certified Arborist® 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, landscape architecture, or
forestry from a regionally accredited educational institute. This certification covers a
large number of topics giving the candidates flexibility in the arboricultural profession.
TRAQ 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
Arborists0 strengthens the credibility and reliability of the work force. This certification
is accredited by the American National Standards Institute, meeting and exceeding ISO
17024.
4.3 All Contractor Working /On Site Supervisor shall be ISA Certified Tree Worker Climber
Specialist® and /or The ISA Certified Tree Worker Aerial Lift Specialist& To be a ISA
Certified Tree Worker Climber Specialists, candidates must have the skill and endurance
to climb trees, 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 must have training in aerial
rescue, CPR, and First Aid to obtain this certification.
4.4 The Contractor's employees shall be ISA Certified Tree Worker Aerial Lift Specialist®
when working on trees beneath or in the vicinity of utilities. The ISA Certified Tree
City of Santa Ana RFP 16 -063
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2PxR7
Worker Aerial Lift SpecialistO 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, 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.
5,0 SPECIFIC TREE PRUNING SPECIFICATIONS
5.1 All persons performing tree work on SAPRF trees must be trained according to tree care
standards accepted by the International Society of Arboriculture.
5,2 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.
5.3 When tree pruning cuts are made to a side limb, such remaining limb must possess a
basal thickness of at least one third (1/3) of the diameter of the wound so affected, Such
cuts shall be considered proper only when such remaining limb is vigorous enough to
maintain adequate foliage to produce wood growth capable of callusing the pruning cut
so affected within a reasonable amount of time.
5.4 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.
5.5 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.
5.6 All tools used on a tree known to contain an infectious tree disease shall be properly
disinfected immediately before and after completing work on such tree. All major
diseases and /or pest problems shall be promptly reported to an authorized SAPRF
representative.
5.7 All cutting tools and saws used in tree pruning shall be kept sharpened to result in final
cuts with smooth wood surface and secure bark remaining intact. All trees six (6) inches
in diameter or less shall be pruned with hand tools only. Chain saws will not be
permitted on any trees six (6) inches in diameter or less, This is to prevent any
unnecessary abrasions to cambial tissue that may predispose a tree to insect and/or
disease problems.
5.8 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.
City of Santa Ana RFP 16 -063
Page 54
r
5.9 No more than twenty five (25) percent of the live wood may be removed from the crown
of any tree, without approval of an authorized SAPRF representative, excepting live oaks,
which are limited to no more than ten (10) percent. Resulting in keeping as much of the
crown of the tree as possible.
5.10 Any extraneous metal, wire, rubber or other material (i.e. stakes, ties) interfering with
tree growth shall be removed immediately.
5.11 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.
5.12 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.
5.13 Beneficial animal, bird nests, nesting cavities or other wildlife habitat shall be ,preserved
and protected whenever feasible, unless doing so would create a hazard.
6.0 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:
6.1 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.
6.2 Remove all dead and dying branches and branch stubs that are one half (1/2) inch
diameter or larger.
6.3 Remove all broken or loose branches.
6.4 Remove any live branches, which interfere with the tree's structural strength, and
healthful development, which will include the following:
6.4.1 Branches, which rub and abrade a more important branch.
6.4.2 Branches of weak structure, which are not important to the framework of the tree,
6.4.3 Branches, which if allowed to grow, would wedge apart the junction of more
important branches.
6.4.4 Branches forming multiple leaders in a single leader type tree.
6.4.5 Branches near the end of a limb, which will produce more weight or offer more
resistance to wind than the limbs are likely to support.
6.4.6 Selective removal of undesirable sucker and sprout growth paying specific
attention not to nick or damage the sprout "hurt'.
6.4.7 Selective removal of one or more developing leaders where multiple branch
growth exists near the end of broken or stubbed limbs.
City of Santa Ana RFP 16 -063
Page 65
6.4.8 Selective removal of limbs obstructing buildings or other structures or traffic
signs. Generally, limbs closer than five (5) feet to a building or other structure
should be removed unless doing so would severely damage a tree,
6.4.9 Removal of branches, which project too far outward beyond an otherwise
symmetrical form.
6.5 Cut back ends of branches and reduce weight where excessive overburden appears likely
to result in breakage of supporting limbs.
6.6 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,
6.7 Obtain a balanced appearance when viewed fiom the opposite side of the street
immediately opposite the tree, unless authorized by an SAPRF representative to do
otherwise.
6.8 Remove all vines entwined in trees and on tree trunks. Vine tendrils shall be removed
without injury to said trees.
6.9 Clear all branches and foliage within ten (10) feet of primary etectrical lines and three (3)
to five (5) feet of secondary electrical lines,
6.10 Clear all branches that interfere with telephone, cable and other utility lines within one
(1) foot of lines, wherever feasible.
7.0 COMPLETE & AESTHETIC TREE PRUNING SPECIFICATIONS
Complete and Aesthetic tree pruning shall consist of work performed in accordance with the
specifications in 6.0 Complete Tree Pruning Specifications and in addition shall 'include that
trees shall be consistently and concisely pruned 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.
8.0 SAFETY TREE PRUNING SPECIFICATIONS
Safety tree pruning shall consist of the total removal of dead or living branches that may menace
the future health, strength and attractiveness of trees. Specifically, trees shall be pruned in such a
manner to;
8.1 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.
8.2 Remove dead and dying branches and branch stabs that are two (2) inches in diameter or
more.
8.3 Remove all broken or loose branches.
City of Santa Ana RFP 16.063
Page 56
8.4 Removing any live branches, which interfere with the tree's structural strength and
healthful development, will include the following:
8.5 Limbs of weak structure or otherwise hazardous.
8.6 Selective removal of limbs obstructing buildings or other structures or traffic signs.
Generally, limbs closer than five (5) feet to a building or other structure should be
removed unless doing so would severely damage a tree.
8.7 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.
9.0 POWER LINE CLEARANCE (PLC) PRUNING SPECIFICATIONS
When trees arc 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:
9.1 Clear all branches and foliage within ten (10) feet of primary electrical lines.
9.2 Clear all branches that interfere with secondary electric lines within three (3) to five (5)
feet.
93 Protect current tree health, condition and symmetry using Dr. Alex Shigo's book, Pruning
Trees Near Electric Utility Lines as a guide.
During the tree pruning process, all safe minimum working distances for energized conductors
shall be observed. These clearances are defined under ANSI Z133.1 -1994. Current ANSI
specifications will supersede these requirements when they take effect. Any contact with
energized lines shall be promptly reported to an authorized SAPRF representative,
Access to backyards must be closely coordinated with the property owner, whenever feasible.
Spikes may be used for PLC pruning on palms or other trees only when needed for proper safety
reasons.
10.0 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 romanzoffianum (queen palm),
Archontophoenix cunninghamiana (king palm), Phoenix Canariensis (Canary Island date palm),
Phoenix Dactylifera (date palm), Washingtonia filifera (California fan palm); and Washingtonia
Robusta (Mexican fan palm) per these specifications.
10.1 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.
City of Santa Ana RFP 16 -063
Page 57
21PRibil
10.2 The shaping of the palms "pineapple" beneath the fronds to achieve a consistent and
aesthetic appearance.
10.3 The removal of all flowers and fruit parts whether dead or alive.
10.4 The use of climbing spurs or spike shoes in the act of pruning trees is prohibited,
excepting palms that are more than sixty -five (65) feet in height.
10.5 Palms, especially, the Canary Island Date Palm (Phoenix Canariensis) trunks shall be
cleaned of any weed species, The immediate area below the green fronds shall be
trimmed to a symmetrical (pineapple) appearance. The shape shall not exceed a
minimum of forty -eight (48) inches or a maximum of sixty- (60) inches length below the
green fronds. The trunk when pruning operations are complete shall be left in a clean,
unscathed appearance throughout the entire length of the palm trunk. Canary Island date
palms shall be pruned using a sterilized handsaw. The handsaw must be cleaned and
sterilized before and after pruning each tree.
10.6 All volunteer palm seedlings must be removed that are growing within the streets,
parkways, or setback dedicated areas.
IL0 UNACCEPTABLE PRUNING
The following procedures, or others that will result in tree decline, are not allowed (storm
damage and other extenuating circumstances exempted):
11.1 Severe cutting back of all growing tips usually referred to as topping, pollarding, or hat
racking.
11,2 Flush cutting where a out is made even with the surface of the trunk or limb, removing
the branch collar and branch bark ridge.
11.3 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.
11.4 Removal of a healthy main leader, for reasons other than power line clearance.
11.5 Excessive cutting or lifting that exceeds the International Society of Arboriculture or
SAPRF standards.
12.0 DAMAGE TO PUBLIC OR PRIVATE PROPERTY
Should any structure or property be damaged during the tree pruning operations, the persons
conducting the work shall immediately notify the proper owners and an authorized SAPRF
representative. Repairs to property damaged by the responsible party shall be made within forty -
eight (48) hours, except utility lines, which shall be repaired the same working day. Repairs on
private property shall be made in accordance with the appropriate building code under penuits
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
City of Santa Ana RFP 16 -063
Page 58
landscapes and the need to avoid damage. All damage to irrigation systems shall be repaired as
soon as possible at Contractors expense.
13,0 WORK PERFORMED ON PRIVATE PROPERTY
No SAPRF contracted tree worker shall perform work upon private property without the written
consent of the property owner and an authorized SAPRF representative.
14.0 PUBLIC SAFETY AND COOPERATION
All tree work shall be conducted in a manner as to cause the least possible interference with, or
annoyance to others. Pedestrian and vehicular traffic shall be allowed to pass through the work
areas only under conditions of safety and with as little inconvenience and delay as possible.
Unless the work area is totally barricaded or otherwise kept safe, at least one worker shall serve
to coordinate safe operations on the ground at all times when work operations are in progress.
14.1 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.
14.2 All fire hydrants, motor vaults, water and gas shut off valves, backflow devices, irrigation
field controllers and similar facilities must remain accessible during the course of work.
14.3 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.
14.4 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.
15.0 SITE CLEANUP
Cleanup of any debris resulting from any tree pruning operations shall be promptly and properly
accomplished. The work area shall be kept safe at all times until all operations are completed.
Under no circumstances shall the accumulation of debris be allowed in such a manner as to result
in a hazard to the public. All debris from tree operations shall be cleaned up each day before the
work crew leaves the site, unless permission is given by an authorized SAPRF representative to
do otherwise. All lawn areas, parkways, streets and sidewalks shall be raked and/or blown clean,
and all brush, branches, or other debris shall be removed from the site. Areas are to be left in a
condition equal to or better than that which existed prior to the commencement of tree pruning
operations.
All cuttings, branches, wood chips and other debris shall be cleared from the site and disposed of
by the Contractor. The Contractor shall obtain permits required for this purpose. Disposal
expenses will be the Contractor's responsibility. Debris, such as wood chips, shall be left on
property only at the direct and specific request of the owner and an authorized. SAPRF
representative. Firewood four (4) inches diameter or larger will be left at the work location in a
safe manner, unless the wood is not usable as firewood. All firewood to be removed (wood four
(4) inches of diameter or larger) must be authorized by an SAPRF representative.
City of Santa Ana RFP 16 -063
Page 59
25xiibJ3
160 TIME FOR COMPLETION
If awarded this project, the Contractor agrees to complete the work within the time parameters
jointly agreed upon by the City, SAPRF, and the Contractor prior to work commencement,
unless specific time deadlines are specified elsewhere in these specifications. Once the work has
commenced, the Contractor shall diligently prosecute the same to completion.
17.0 PAYMENTS WITHHELD /PENALTIES
Should the Contractor fail to finish the work as agreed upon in these specifications the
Contractor shall 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 SAPRR 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.
18.0 SUBCONTRACTORS
Subcontractors are not allowed without written approval from the City. Subcontractors used in
the performance of this project shall be listed in the Contractors Bid Proposal. Subcontractors
shall be properly licensed by the State of California as a contractor to perform work of this
specialty and hold a valid business permit and certificate of insurance with the City of Santa
Ana. Should any subcontractor fail to perform the work undertaken by him to the satisfaction of
the SAPRF, said subcontractor shall be removed immediately from the project upon the request
of the SAPRF and shall not again be employed on the project. The Contractor shall be held
liable for the correction of any deficient work.
14.0 ADDITIONS AND /OR DELETIONS OF WORD.
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.
20.0 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.
City of Santa Ana RFP 16 -063
Page 60
APPENDIX
ATTACHMENT 6: MAP
City of -Santa Ana RPP 16 -063
Page 61
2pxi i bj5
APPENDIX
ATTACHMENT 7: 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. Kubota L5060 tractors equipped with turf type tires and tractor powered Trimax ProCutS3 -237 91"
rotary mowers for priority large turf.
2, Kubota L5060 tractors equipped with turf type tires and tractor powered Trimax Proci tS3 -178
69 "rotary detail mowers for priority turf areas between trees and other site amenities
3. 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.
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 -Point 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 — Turfco Mete- R- MaticO 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 15/21 ft. spray boom fitted on John Deere 24
HP Pro Gator utility vehicle.
Pressure Washer — Landa VNG Series Hot Water Pressure Washer (Electric Powered/Natural Gas Heater)
City of Santa Ana RFP 16 -063
Page 62
May 23, 2015
ADDENDUM NO.1
REQUEST FOR PROPOSAL
FOR LANDSCAPE MAINTENANCE
(DISTRICT A)
RFP REFERENCE NO: 16 -063
DATE DUE: June 1, 2016, 5:00pm
Notice is hereby given that the City of Santa Ana, Parks, Recreation and Community Services
Agency has made certain modifications, additions, and /or deletions, in the specifications to RFP
NO: 16.063 FOR LANDSCAPE MAINTENANCE (DISTRICT A). This addendum shall
become a part of the original Request for Proposal due by 5:00 p.m. on June 1, 2016. (please
provide yourself plenty of time to submit the proposal to allow for parking time, navigating the
civic center area and accessing the building)
This addendum is provided in response to comments made and questions asked through May 23,
2016.
1) Page 19, item 5. 1, Tree Service shall include the following paragraphs:
"All trees below 15' shall be pruned four times per year (first week in January, April, July, and
October) using hand shears and toppers.
Cyads and Palms shall be fertilized two times per year (first week of March and September)."
2) Page 21, item 7.0, General Maintenance and Clean -Up shall include the following:
"All pedestrian hardscape areas, including by not limited to grandstand bleachers, ramps, tunnels
and sidewalks shall be blown and/or swept clean Monday through Sunday.
All site amenities, including but not limited to, signage, benches, hand railing, electrical boxes,
public telephones, newspapers machines, cigarette urns, light bollards, etc... shall be completely
wiped clean with a germicidal cleanser and polished continuously as stains and dust appear.
All cigarette urns shall be sifted Monday, Wednesday and Friday. The sand in the cigarette urns
shall be fresh and leveled. Contractor shall replace cigarette urns sand with #20 white silica sand
as needed to maintain a clean, debris free appearance.
Grandstand bleachers shall be inspected continuously and wiped clean as stains and dust appear."
3) Page 23 second paragraph, last sentence, the following sentence shall be deleted:
"Contractor shall also pressure wash around park restrooms"
4) Page 51 item 3, Annual color planting and maintenance specifications shall be deleted
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_.1 •
Questions received
Question: "Are turf renovations part of the scope ?"
Answer: Per page 14 of the RFP, the contractor shall perform turf renovation.
Question: "Is aeration part of the scope ?"
Answer: Per page 14 of the RFP, the contractor shall perform turf aeration.
Question: "What is the process for moving people in order to mow ?"
Answer: The contractor is responsible for moving people from turf to perform mowing. If
people are unwilling to move, please contact the project manager,
Question: "When is mowing currently occurring ?"
Answer: Mowing is currently done on Tuesdays.
Question: "Is the contractor responsible for event trash ?"
Answer: The contractor is responsible for event trash during and after the events.
Question: "Is the contractor responsible for stadium clean up after an event ?"
Answer: The contractor is responsible for event trash during and after the events.
Question: "What is the current contract amount ?"
Answer: The current contract is for $222,252, but the recommendation is for the proposer to
submit a proposal based on an evaluation of this RFR
Qnestion: "How many staff are currently used ?"
Answer: The city does not monitor the number of staff on the job. This is a performance
based contract and the contractor is expected to have sufficient staffing to perform the service
requested.
Question: "Is irrigation maintenance included"
Answer: Per page 15 and 23 of the RFP, the contractor shall perform irrigation
maintenance.
Question: "Is there a maximum number of pages the proposal submittal should contain"
Answer: Proposals should be a maximum of 30 pages total, including cover letter,
certifications, fee schedule, etc.
Question: "Is the listed equipment required ?"
Answer: Contractor is required to comply with the specifications of the RFP.
Question: "Is the contractor responsible for additional clean up after soccer games ?"
Answer: The contractor is not responsible for additional clean up after small games.
Question: `9s there a schedule of events at the stadium ?"
Answer: Events are based on when reservations are made and schedules may vary from year
to year. For your reference, information from the 2015 football season and a couple of other
large events is shown below,
March 19 -21 & 23
NCAA College Lacrosse Games
June 5 _ v �
Commencement Ceremo�
.Tune 15 -19
Graduations
FOOTBALLSEASON
*Z
Friday
Santa Ana HS
- -• -• -- Bolsa Grande
7pm
3
Saturday
SAC
--- --- Saddleback
6pm
1 000
9
Friday
Santa Ana HS
- - - - - -- Loara
7pm
1,000
10
Saturday
SAC
- - - - - -- Chaffey College
ipm
700
*16
FRIDAY
Meter Del
- - - - - -- St John Bosco
7pm
5,000
17
Friday
SA Sun Devils
- -• - -•- TBA
lst game @9am -Last
1,500
game @ 7pm
23
Friday
Mater Del
Servlte
7pm
9,000
30
Friday
Santa Ana HS
- - - - - -- Westminster
7pm
1000
31
Saturday
SAC
Westminster
1ptn
700
6 Friday Saddleback - - - - - --
7 Saturday SA Sun Devils - - - - - --
19 Saturday SAC - - - - --
3
Estancia 7pm
TBA 1st game @ 9am -last
dame @ 7pm
Palomar fpm
3,000
1,500
700
Question: Is an agronomic plan available ?"
Answer: Attached at the end of the addendum.
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ADDENDUM NO.2
REQUEST FOR PROPOSAL
FOR LANDSCAPE MAINTENANCE
(DISTRICT A)
RFP REFERENCE NO: 16 -063
DATE DUE: June 1, 2016, S :00pm
Notice is hereby given that the City of Santa Ana, Parks, Recreation and Community Services
Agency has made certain modifications, additions, and/or deletions, in the specifications to RFP
NO: I.6 -063 FOR LANDSCAPE MAINTENANCE (DISTRICT A). This addendum shall
become a part of the original Request for Proposal due by 5:00 p.m. on June 1, 2016. (please
provide yourself plenty of time to submit the proposal to allow for parking time, navigating the
civic center area and accessing the building)
Map of District A Attached
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EXI -IIBIT B
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