HomeMy WebLinkAbout2008-01-22; City Council; Resolution 2008-0191
RESOLUTION NO. 2008-019
2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 CARLSBAD, ACCEPTING THE BID AND AWARDING THE CONTRACT
TO NISSHO OF CALIFORNIA INC., FOR MEDIAN, PARKWAY AND
4 LANDSCAPING MAINTENANCE SERVICES, BID NO. 08-9, FOR AN
AMOUNT NOT-TO-EXCEED $654,730 IN THE INITIAL TWO YEAR
K AGREEMENT TERM, AND AUTHORIZING AN INCREASE TO THED PREVIOUS TWO YEAR AGREEMENT TERM COMPENSATION
AMOUNT BY 20% IN EACH SUBSEQUENT TWO YEAR AGREEMENT6 TERM TO A MAXIMUM COMPENSATION AMOUNT OF $2,383,217
OVER THE SIX AVAILABLE YEARS OF THE AGREEMENT, AND
7 AUTHORIZING THE PUBLIC WORKS DIRECTOR OR HIS
DESIGNATED REPRESENTATIVE TO ADD ADDITIONAL
8 MAINTENANCE LOCATIONS AND INCREASE MAINTENANCE
FREQUENCIES UP TO THE LIMITS AUTHORIZED FOR EACH TWO
g YEAR AGREEMENT TERM.
10 WHEREAS, the City of Carlsbad requires the services of a median, parkway and
A A landscape services contractor; and
WHEREAS, proper bidding procedures have resulted in the City's receipt of a bid from a
qualified contractor, Nissho of California, Inc.; and
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WHEREAS, a best value evaluation consistent with Carlsbad Municipal Code Section
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3.28.050 was performed by staff and has resulted in staff's determination that the bid submitted by
15 Nissho of California, Inc., at $272,804 per agreement year is the best value to the City of Carlsbad;
16 and
^ WHEREAS, staff recommends Council approve an additional $109,122 in funding for the
18 bid from Nissho of California, Inc., in the initial two year agreement term to ensure that funds are
19 available to add work during the two year agreement term as infrastructure is completed and
20 accepted by the City and to ensure that funds are available in the event that the actual work totals
21 exceed the estimates indicated in the bid documents; and
WHEREAS, staff recommends award of the contract for Bid 08-09 Median, Parkway and
Landscape Maintenance Services to Nissho of California, Inc., in an amount not-to-exceed
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$654,730 in the initial two year agreement term; and
24
WHEREAS, staff recommends Council authorize an increase of 20% in funding in each
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subsequent two year agreement period to a maximum compensation amount of $2,383,217 during
pc
the maximum six year life of the agreement to ensure that funds are available to add work during
97 the agreement year as infrastructure is completed and accepted by the City, to ensure that funds
28
1 are available in the event that the actual work totals exceed the estimates indicated in the bid
2 documents, and to ensure that sufficient funds are available to fund increases in compensation to
3 the contractor in an amount not-to-exceed the Consumer Price Index for San Diego County in the
4 preceding two year term; and
c WHEREAS, staff recommends Council authorize the Public Works Director, or his
fi designated representative, increase the services provided, add additional maintenance locations
from the current or future inventory, or increase service frequencies to the limits authorized during
the course of each agreement year to allow day to day management of median, parkway and8
landscape maintenance operations. Bi-annually, for a maximum six year agreement term, a formaly
amendment will be processed for City Manager approval, indicating the actual service totals and
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the maximum compensation for the next two year agreement term; and
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WHEREAS, sufficient appropriations are available in the Parks Maintenance Operating
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Budget - General Fund and the Medians Assessment District Maintenance Budget to fully fund the
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agreement.
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NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
15 California, as follows:
16 1. That the above recitations are true and correct.
17 2. The bid of Nissho of California, Inc., 1902 S. Santa Fe Avenue, Vista, CA 92083,
1 ft is the best value.
19 3. The bid of Nissho of California, Inc., is hereby accepted.
20 4. That an additional $109,122 in funding is authorized in the initial two year term
21 and increases of 20% in funding in each subsequent two year agreement period are authorized.
22 5. That the maximum compensation amount will not exceed $2,383,217 over the
23 maximum six-year period of the agreement.
24 6. That the Public Works Director, or his designated representative, is authorized
25 increase the services provided, add additional maintenance locations from the current or future
26 inventory, or increase service frequencies to the limits authorized during the course of each
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1 agreement year to allow day to day management of median, parkway and landscape maintenance
2 service operations.
3 7. That bi-annually, for a maximum six year agreement term, a formal amendment
4 will be processed for City Manager approval indicating the actual service totals and the maximum
5 compensation for the next two year agreement term.
6 8. That the Mayor of the City of Carlsbad is hereby authorized and directed to
7 execute an agreement with Nissho of California, Inc. for an amount not-to-exceed $654,730 in the
8 initial two year agreement term, a copy of which is attached, for and on behalf of the City of
9 Carlsbad.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 22nd day of January, 2008, by the following vote to wit:
AYES: Council Members Lewis, Kulchin, Hall, Packard and Nygaard.
NOES: None.
ABSENT: None.
'CLAUDE A LEWIS, Mayor
ATTEST:
T/ORRAINBM. WOOOJCity
/SEAL) U
AGREEMENT FOR MEDIAN, PARKWAY AND LANSCAPE MAINTENANCE SERVICES
Nissho of California, Inc.
— ^ y THIS AGREEMENT is made and entered into as of the o<^3 day of
., 20ft fl . by and between the CITY OF CARLSBAD, a municipal
corporation, ("Coy"), and Nissho of California, Inc., a corporation, ("Contractor").
RECITALS
A. City requires the professional services of a landscape maintenance
contractor that is experienced in maintaining landscaped street medians and parkways.
B. Contractor has the necessary experience in providing professional
services and advice related to landscape maintenance services.
C. Selection of Contractor is expected to achieve the desired results in an
expedited fashion.
D. Contractor has submitted a proposal to City and has affirmed its
willingness and ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this
reference in accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional
care and skill customarily exercised by reputable members of Contractor's profession
practicing in the Metropolitan Southern California Area, and will use reasonable
diligence and best judgment while exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of two-years from the date first
above written. The City Manager may amend the Agreement to extend it for two
additional two-year periods or parts thereof in an amount not to exceed Six Hundred
Fifty-four Thousand, Seven Hundred and Thirty dollars ($654,730) in the initial two year
agreement period and not to exceed Seven Hundred Eighty-five Thousand, Six
Hundred and Seventy-six dollars ($785,676) in the initial two year extension period and
not to exceed Nine Hundred Forty-two Thousand, Eight Hundred and Eleven dollars
($942,811) in the second two year extension period. Total compensation under this
agreement shall not exceed Two Million, Three Hundred Eighty Three Thousand, Two
Hundred and Seventeen dollars ($2,383,217). Payments will be made on a time and
materials basis for actual work performed by the contractor and the total compensation
amounts are not guaranteed. Extensions will be based upon a satisfactory review of
Contractor's performance, City needs, and appropriation of funds by the City Council.
The parties will prepare a written amendment indicating the effective date and length of
Bid 08-09 Median, Parkway and Landscape Maintenance Services
the extended Agreement. Either the City or the Contractor may decline to confirm the
renewal of the contract for any reason whatsoever, which shall render the renewal
option null and void.
If an increase in compensation for service in succeeding option periods is requested,
the Contractor must provide detailed supporting documentation to justify the requested
rate increase. The requested increase will be evaluated by the City, and the City
reserves the right to accept or reject the Contractor's requested compensation increase.
This Agreement's annual compensation terms may be adjusted by a mutually agreeable
amount based on and no greater than the aggregate San Diego Consumer Price Index
changes over the previous agreement period. Requests for price changes must be
made by the Contractor in writing sixty (60) days before the end of the then-current
agreement year and is subject to negotiation or rejection by the City.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The Contractor's landscape maintenance work will be by paid at a fixed cost rate for
scheduled maintenance and at an hourly rate plus parts or an agreed price basis as
indicated in the Contractor's bid The total fee payable for the Services to be performed
during the initial Agreement term will be not to exceed Six Hundred Fifty-four Thousand,
Seven Hundred and Thirty dollars ($654,730) No other compensation for the Services
will be allowed except for items covered by subsequent amendments to this Agreement.
The City reserves the right to withhold a ten percent (10%) retention until City has
accepted the work and/or Services specified in the Contractor's bid.
The Contractor will perform work in accordance with all applicable Carlsbad
Municipal Code sections, California building codes, California codes, OSHA
standards and any other regulatory requirements.
There will be no additional charges such as travel or trip costs allowed. Payment for
service starts when the technician arrives at the City of Carlsbad owned or maintained
properties, and ends at the completion of required service work. Portal to portal
payment is not included in this Agreement.
All parts will be newly manufactured replacement parts or an equal approved by the
Inspector, or his authorized representative. Pricing to City of Carlsbad will be in
accordance with hourly labor cost plus parts markup as indicated in this document.
Invoices must be submitted with request for payment.
The Contractor shall submit invoices to the Inspector, or his authorized representative
by the 5th day of the month for work performed in the previous month under this
contract. The Contractor shall provide detailed records of all work performed and
include all required reports of systems and/or equipment(s) serviced or repaired.
Failure to provide the required documents, invoices, and reports will result in the City of
Bid 08-09 Median, Parkway and Landscape Maintenance Services
Carlsbad withholding payment to the Contractor until all the required documentation,
including supplier invoices for parts, are provided to the City.
Certified payroll documents shall be submitted to the City with each billing.
If an increase in compensation for service in succeeding option periods is requested,
the Contractor must provide detailed supporting documentation to justify the requested
rate increase. The City will evaluate the requested increase, and the City reserves the
right to negotiate, accept or reject the Contractor's requested compensation increase.
This Agreement's annual compensation terms may be adjusted by a mutually agreeable
amount based on and no greater than the aggregate San Diego Consumer Price Index
changes over the previous contract period. Requests for price changes must be made
by the Contractor in writing sixty (60) days before the end of the then-current agreement
year and is subject to negotiation or rejection by the City. Compensation increases will
not be authorized prior to the end of each contract period.
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent
contractor and in pursuit of Contractor's independent calling, and not as an employee of
City. Contractor will be under control of City only as to the result to be accomplished,
but will consult with City as necessary. The persons used by Contractor to provide
services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to the Agreement will be the full and
complete compensation to which Contractor is entitled. City will not make any federal or
state tax withholdings on behalf of Contractor or its agents, employees or
subcontractors. City will not be required to pay any workers' compensation insurance or
unemployment contributions on behalf of Contractor or its employees or subcontractors.
Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers'
compensation payment which City may be required to make on behalf of Contractor or
any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any
balance owing to Contractor.
7. PREVAILING WAGES TO BE PAID
The general prevailing rate of wages for each craftor type of worker needed to execute
the contract shall be those as determined by the Director of Industrial Relations
pursuant to Sections 1770, 1773 and 1773.1 of the Labor Code. Pursuant to Section
1773.2 of the Labor Code, a current copy of the applicable wage rates is on file in the
Office of the City Engineer. The contractor to whom the contract is awarded shall not
pay less than the said specified prevailing rates of wages to all workers employed by
him or her in execution of the contract.
8. SUBCONTRACTING
Bid 08-09 Median, Parkway and Landscape Maintenance Services
Contractor will not subcontract any portion of the Services without prior written approval
of City. If Contractor subcontracts any of the Services, Contractor will be fully
responsible to City for the acts and omissions of Contractor's subcontractor and of the
persons either directly or indirectly employed by the subcontractor, as Contractor is for
the acts and omissions of persons directly employed by Contractor. Nothing contained
in this Agreement will create any contractual relationship between any subcontractor of
Contractor and City. Contractor will be responsible for payment of subcontractors.
Contractor will bind every subcontractor and every subcontractor of a subcontractor by
the terms of this Agreement applicable to Contractor's work unless specifically noted to
the contrary in the subcontract and approved in writing by City.
9. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
10. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials,
employees and volunteers from and against all claims, damages, losses and expenses
including attorneys fees arising out of the performance of the work described herein
caused by any negligence, recklessness, or willful misconduct of the Contractor, any
subcontractor, anyone directly or indirectly employed by any of them or anyone for
whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City
incurs or makes to or on behalf of an injured employee under the City's self-
administered workers' compensation is included as a loss, expense or cost for the
purposes of this section, and that this section will survive the expiration or early
termination of this Agreement.
11. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property
which may arise out of or in connection with performance of the services by Contractor
or Contractor's agents, representatives, employees or subcontractors. The insurance
will be obtained from an insurance carrier admitted and authorized to do business in the
State of California. The insurance carrier is required to have a current Best's Key Rating
of not less than "A-:V".
11.1 Coverages and Limits.
Contractor will maintain the types of coverages and minimum limits indicated below,
unless the City Manager approves a lower amount. These minimum amounts of
coverage will not constitute any limitations or cap on Contractor's indemnification
obligations under this Agreement. City, its officers, agents and employees make no
representation that the limits of the insurance specified to be carried by Contractor
pursuant to this Agreement are adequate to protect Contractor. If Contractor believes
that any required insurance coverage is inadequate, Contractor will obtain such
Bid 08-09 Median, Parkway and Landscape Maintenance Services
additional insurance coverage, as Contractor deems adequate, at Contractor's sole
expense.
11.1.1 COMMERCIAL GENERAL LIABILITY INSURANCE
$1,000,000 combined single-limit per occurrence for bodily injury, personal injury and
property damage. If the submitted policies contain aggregate limits, general aggregate
limits will apply separately to the work under this Agreement or the general aggregate
will be twice the required per occurrence limit.
11.1.2 Automobile Liability
If the use of an automobile is involved for Contractor's work for City, $1,000,000
combined single-limit per accident for bodily injury and property damage.
11.1.3 ANY AUTO COVERAGE
Insurance must cover any vehicle used in the performance of the contract, used onsite
or offsite, whether owned, non-owned or hired, and whether scheduled or non-
scheduled. The auto insurance certificate must state the coverage is for "any auto" and
cannot be limited in any manner.
11.1.4 Workers' Compensation and Employer's Liability.
Workers' Compensation limits as required by the California Labor Code and Employer's
Liability limits of $1,000,000 per accident for bodily injury. Workers' Compensation and
Employer's Liability insurance will not be required if Contractor has no employees and
provides, to City's satisfaction, a declaration stating this.
11.1.5 Additional Provisions.
Contractor will ensure that the policies of insurance required under this Agreement
contain, or are endorsed to contain, the following provisions:
11.2.1 The City will be named as an additional insured on General Liability.
11.2.2 This insurance will be in force during the life of the Agreement and any
extensions of it and will not be canceled without thirty (30) days prior written notice to
City sent by certified mail pursuant to the Notice provisions of this Agreement.
11.2.3 Prior to City's execution of this Agreement, Contractor will furnish certificates of
insurance and endorsements to City.
11.3 Failure to Maintain Coverage. If Contractor fails to maintain any of these
insurance coverages, then City will have the option to declare Contractor in breach, or
may purchase replacement insurance or pay the premiums that are due on existing
policies in order to maintain the required coverages. Contractor is responsible for any
payments made by City to obtain or maintain insurance and City may collect these
payments from Contractor or deduct the amount paid from any sums due Contractor
under this Agreement.
Bid 08-09 Median, Parkway and Landscape Maintenance Services
11.4 Submission of Insurance Policies.
City reserves the right to require, at anytime, complete and certified copies of any or all
required insurance policies and endorsements.
12. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of
the Agreement, as may be amended from time-to-time.
13. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred
under this Agreement. All records will be clearly identifiable. Contractor will allow a
representative of City during normal business hours to examine, audit, and make
transcripts or copies of records and any other documents created pursuant to this
Agreement. Contractor will allow inspection of all work, data, documents, proceedings,
and activities related to the Agreement for a period of three (3) years from the date of
final payment under this Agreement.
14. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors
pursuant to this Agreement is the property of City. In the event this Agreement is
terminated, all work product produced by Contractor or its agents, employees and
subcontractors pursuant to this Agreement will be delivered at once to City. Contractor
will have the right to make one (1) copy of the work product for Contractor's records.
15. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City
and Contractor relinquishes all claims to the copyrights in favor of City.
16. NOTICES
The name of the persons who are authorized to give written notices or to receive written
notice on behalf of City and on behalf of Contractor under this Agreement.
Bid 08-09 Median, Parkway and Landscape Maintenance Services
For City:
Name Dale A. Schuck
Title Public Works Supervisor Title VP
Department PW/General Services AddressI^[(J£ 5-
City of Carlsbad V/Stfl C/V
Address 405 Oak Avenue Phone No.7ljDT27 -
Carlsbad. CA 92008
Phone No. (760) 434-2949
Each party will notify the other immediately of any changes of address that would
require any notice or delivery to be directed to another address.
17. CONFLICT OF INTEREST
City will evaluate Contractor's duties pursuant to this Agreement to determine whether
disclosure under the Political Reform Act and City's Conflict of Interest Code is required
of Contractor or any of Contractor's employees, agents, or subcontractors. Should it be
determined that disclosure is required, Contractor or Contractor's affected employees,
agents, or subcontractors will complete and file with the City Clerk those schedules
specified by City and contained in the Statement of Economic Interests Form 700.
Contractor, for Contractor and on behalf of Contractor's agents, employees,
subcontractors and consultants warrants that by execution of this Agreement, that they
have no interest, present or contemplated, in the projects affected by this Agreement.
Contractor further warrants that neither Contractor, nor Contractor's agents, employees,
subcontractors and consultants have any ancillary real property, business interests or
income that will be affected by this Agreement or, alternatively, that Contractor will file
with the City an affidavit disclosing this interest.
18. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and
regulations which in any manner affect those employed by Contractor, or in any way
affect the performance of the Services by Contractor. Contractor will at all times observe
and comply with these laws, ordinances, and regulations and will be responsible for the
compliance of Contractor's services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act
of 1986 and will comply with those requirements, including, but not limited to, verifying
the eligibility for employment of all agents, employees, subcontractors and consultants
that the services required by this Agreement.
Bid 08-09 Median, Parkway and Landscape Maintenance Services
19. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations
prohibiting discrimination and harassment.
20. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following
procedure will be used to resolve any questions of fact or interpretation not otherwise
settled by agreement between the parties. Representatives of Contractor or City will
reduce such questions, and their respective views, to writing. A copy of such
documented dispute will be forwarded to both parties involved along with recommended
methods of resolution, which would be of benefit to both parties. The representative
receiving the letter will reply to the letter along with a recommended method of
resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City
Manager. The City Manager will consider the facts and solutions recommended by each
party and may then opt to direct a solution to the problem. In such cases, the action of
the City Manager will be binding upon the parties involved, although nothing in this
procedure will prohibit the parties from seeking remedies available to them at law.
21. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services,
City may terminate this Agreement for nonperformance by notifying Contractor by
certified mail of the termination. If City decides to abandon or indefinitely postpone the
work or services contemplated by this Agreement, City may terminate this Agreement
upon written notice to Contractor. Upon notification of termination, Contractor has five
(5) business days to deliver any documents owned by City and all work in progress to
City address contained in this Agreement. City will make a determination of fact based
upon the work product delivered to City and of the percentage of work that Contractor
has performed which is usable and of worth to City in having the Agreement completed.
Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering ninety (90) days written notice to the other party may
terminate this Agreement. In this event and upon request of City, Contractor will
assemble the work product and put it in order for proper filing and closing and deliver it
to City. Contractor will be paid for work performed to the termination date; however, the
total will not exceed the lump sum fee payable under this Agreement. City will make the
final determination as to the portions of tasks completed and the compensation to be
made.
22. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or
person, other than a bona fide employee working for Contractor, to solicit or secure this
Agreement, and that Contractor has not paid or agreed to pay any company or person,
other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift,
or any other consideration contingent upon, or resulting from, the award or making of
this Agreement. For breach or violation of this warranty, City will have the right to annul
Bid 08-09 Median, Parkway and Landscape Maintenance Services 8
this Agreement without liability, or, in its discretion, to deduct from the Agreement price
or consideration, or otherwise recover, the full amount of the fee, commission,
percentage, brokerage fees, gift, or contingent fee.
23. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to
City must be asserted as part of the Agreement process as set forth in this Agreement
and not in anticipation of litigation or in conjunction with litigation. Contractor
acknowledges that if a false claim is submitted to City, it may be considered fraud and
Contractor may be subject to criminal prosecution. Contractor acknowledges that
California Government Code sections 12650 et seq.. the False Claims Act applies to
this Agreement and, provides for civil penalties where a person knowingly submits a
false claim to a public entity. These provisions include false claims made with deliberate
ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is
entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges
that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor
on any public work or improvement for a period of up to five (5) years. Contractor
acknowledges debarment by another jurisdiction is grounds for City to terminate this
Agreement.
24. JURISDICTIONS AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of
enforcing a right or rights provided for by this Agreement will be tried in a court of
competent jurisdiction in the County of San Diego, State of California, and the parties
waive all provisions of law providing for a change of venue in these proceedings to any
other county.
25. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and
Contractor and their respective successors. Neither this Agreement or any part of it nor
any monies due or to become due under it may be assigned by Contractor without the
prior consent of City, which shall not be unreasonably withheld.
26. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated
by it, along with the purchase order for this Agreement and its provisions, embody the
entire Agreement and understanding between the parties relating to the subject matter
of it. In case of conflict, the terms of the Agreement supersede the purchase order.
Neither this Agreement nor any of its provisions may be amended, modified, waived or
discharged except in a writing signed by both parties.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 9 n
27. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf
of Contractor each represent and warrant that they have the legal power, right and
actual authority to bind Contractor to the terms and conditions of this Agreement.
(print name/title)
"Vr>m <£) nie&lnoca. com
(e-mail address)
ATTEST:
**D... / .tiy- —^-—=~r—^-^>(sign here)
flobu IC^ri-c /City Clerk-'
M.
(print name/title)
(e-mail address)
If required by City, proper notarial acknowledgment of execution by contractor
must be attached. If a Corporation. Agreement must be signed by one corporate
officer from each of the following two groups.
"Group A.
Chairman,
President^jor
^/jce-Presidervt
**Group B.
Secretary,
istant Secretary,
Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or
assistant secretary under corporate seal empowering the offlcer(s) signing to bind the
corporation.
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
By:.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 10
EXHIBIT A
MANNER OF PERFORMING SERVICES
PARTI
GENERAL SPECIFICATIONS
1.00 GENERAL REQUIREMENTS
1.01 The premises shall be maintained with a crisp, clean appearance and all
work shall be performed in a professional, workmanlike manner using
quality equipment and materials.
1.02 CONTRACTOR shall provide the labor, materials, equipment, tools,
services and special skills necessary for the provision of grounds and
landscape maintenance services, except as otherwise specified
hereinafter. The premises shall be maintained to the highest of standards
at no less than the frequencies set forth herein.
1.03 CONTRACTOR is hereby required to render and provide landscape and
grounds maintenance services including, but not limited to; shaping,
trimming and training of trees, shrubs and ground cover plants;
fertilization; cultivation; weed control; control of all plant diseases and
pests; sweeping; irrigation and drainage systems; litter pick up; removal of
illegal dumps; plant replacement and all other maintenance required to
maintain attractive medians and parkways.
1.04 Upon commencement of work under this CONTRACT, CONTRACTOR
shall be fully equipped and staffed; thoroughly familiar with CONTRACT
requirements and prepared to provide all services required. Failure to
provide full services from the first day of work under this CONTRACT may
result in deductions from payment.
1.05 CONTRACTOR shall be responsible to correct any maintenance
deficiencies, which may exist upon commencement of work under this
CONTRACT.
1.06 CONTRACTOR shall, during the term of this CONTRACT, respond to all
emergencies, to the satisfaction of the CONTRACT ADMINISTRATOR,
within one (1) hour of notification.
1.07 The CONTRACTOR shall perform a weekly maintenance inspection
during daylight hours of all areas within the premises. Such inspection
shall be both visual and operational. It shall include operation of all
Bid 08-09 Median, Parkway and Landscape Maintenance Services 11 n
irrigation systems to check for proper condition and reliability.
CONTRACTOR shall take immediate steps to correct any observed
irregularities, and submit a written report regarding such circumstances to
the CONTRACT ADMINISTRATOR.
1.08 CONTRACTOR shall clearly identify and equip each vehicle used at said
medians and parkways with decals on the exterior right and left front door
panels, identifying the CONTRACTOR'S name, address and phone
number.
1.09 CONTRACTOR shall report to the CONTRACT ADMINISTRATOR all
observations of: graffiti and other vandalism; illegal activities; transient
camps; missing or damaged equipment or signs; hazards or potential
hazards.
2.00 MEDIANS AND PARKWAYS TO BE MAINTAINED
2.01 The medians and parkways to be maintained under the provisions of this
CONTRACT are located at the following areas:
MEDIANS
Alga Road Mimosa Dr to Melrose Dr
178,883 SF*
Altisma Way Alicante Rd to Caringa Wy
6,025 SF*
Avenida Encinas 1. Palomar Airport Rd to Cannon Rd
42,416 SF* 2. Poinsettia Ln to crib wall
Aviara Parkway Palomar Airport Rd to Poinsettia Ln
71.145SF*
Cannon Road I-5 to El Camino Real
160,344 SF*
Carlsbad Boulevard 1. Cannon Rd to northern city limits
125,811 SF* 2. Breakwater Rd to Ponto Dr
Carlsbad Village Drive 1. Carlsbad Blvd to Pio Pico Dr
29,986 SF* 2. Tamarack Ave to College Blvd
College Boulevard 1. Palomar Airport Rd to El Camino Real
214,720 SF* 2. Rift Rd to northern city limits
El Camino Real Highway 78 to southern city limits
541,557 SF*-*
Bid 08-09 Median, Parkway and Landscape Maintenance Services 12
Faraday Avenue
53,409 SF*
Grand Avenue
5,569 SF*
La Costa Avenue
88,131 SF*
Las Flores Drive
295 SF*
Madison Street
665 SF*
Melrose Drive
89,131 SF*
Palomar Airport Road
441,365 SF*
Paseo Del Norte
28,667 SF*
Poinsettia Lane
208,745 SF*
Rancho Santa Fe Road /
Olivenhain Road
179.149SF*
Roosevelt Street
693 SF*
Tamarack Avenue
1.928SF*
Cannon Rd to Camino Hills Dr
Carlsbad Blvd to Roosevelt St
El Camino Real to I-5
Las Flores Dr at Elmwood St
Grand Ave to Carlsbad Village Dr
Rancho Santa Fe Dr to Lionshead Ave
I-5 to Business Park Dr
Cannon Rd to Palomar Airport Rd
1. Carlsbad Blvd to Black Rail Rd
2. Black Rail Rd to Ambrosia Ln
3. Mica Rd to Melrose Dr
1. Olivenhain Rd to Calle Acervo
2. El Camino Real to La Costa Ave
3. Melrose Dr to old San Elijo Rd
Carlsbad Village Dr to Grand Ave
Jefferson St to Linmar Ln
Bid 08-09 Median, Parkway and Landscape Maintenance Services 13
PARKWAYS
Arenal Road
9,592 SF*
Avenida Encinas
5,766 SF*
Batiquitos Drive
12,387 SF*
Carlsbad Boulevard
1.359SF*
Carlsbad Village Drive
14,612 SF*
Chestnut Avenue
2,592 SF*
La Costa Avenue
109,481 SF*
Melrose Drive
70,513 SF*
Poinsettia Lane
29,635 SF*
Polly Lane
1.102SF*
Rancho Santa Fe Road
132,205 SF*
El Camino Real to Columbine Dr
(Both sides -10 foot width)
Longberry Dr to Windsor Circle
(NE side - 3 foot width, including crib
wall)
North and south of Poppy Ln
( East side -10 foot width)
Corner of Breakwater Drive
(East side -15 foot width)
1. Highland Dr to Valley St
(South side - 3 foot width)
2. Pontiac Dr to Victoria Ave
(South side - 3 foot width)
3. Carlsbad Village Dr at Concord St
(North side - 3 foot width)
Highland Dr to El Camino Real
(South side - to fence)
I-5 to El Camino Real
(Both sides - 6 foot width)
Corintia St to Rancho Santa Fe Road
(Both sides, including NW corner of
Rancho Santa Fe Rd and NW corner of
of Corintia St)
1. Batiquitos Dr to Sumac Ln
(South side - to fence)
2. Avenida Encinas to railroad tracks
(South side - to fence)
Tamarack Ave to end of street
(West side - 3 foot width)
1. La Costa Ave to Paseo Lupino
(West side - to bottom of slope)
2. Melrose Dr to old San Elijo Rd
Bid 08-09 Median, Parkway and Landscape Maintenance Services 14
(Both sides, including NE corner of
La Costa Meadows Drand SW corner
Me/rose Dr)
Tamarack Avenue 1. Jefferson St to Linmar Ln
9,256 SF* (North side - to fence)
2. Skyline Rd to High Ridge Ave
(Both sides - 20 foot width, including
crib walls)
3. Coastal Rail Trail Entrance
(NE corner- 10 foot width)
Vancouver Street Intersection of Concord St
2,472 SF* (North side - 3 foot width)
* Quantities listed are for estimation purposes only. Investigation and measurement by
CONTRACTOR is mandatory.
2.02 CONTRACTOR acknowledges personal inspection of the medians,
parkways and the surrounding areas, and has evaluated the extent to
which the physical condition thereof will affect the services to be provided.
CONTRACTOR accepts the premises in their present physical condition,
and agrees to make no demands upon CITY for any improvements or
alterations thereof.
3.00 PAYMENT AND INVOICES
3.01 The CONTRACTOR shall present monthly invoices, for all work performed
during the preceding month. Said invoice shall include all required
certifications and reports as specified hereinafter. The invoice shall be
submitted on or before the fifth (5th) day of each month in the amount of
the compensation to be paid by the CITY for all services rendered by the
CONTRACTOR under the terms and conditions of this CONTRACT. Said
payment shall be made within thirty (30) days upon receiving the invoices,
providing that all work performed during the preceding month has been
inspected and accepted by the CONTRACT ADMINISTRATOR and that
. applicable certifications have been submitted in accordance with the
provisions of this CONTRACT.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 15
3.02 Monthly invoices shall be prepared separately for medians and parkways,
in the following format:
Invoice 1 - Medians:
Location Account Number Monthly Cost
ALGA ROAD
ALTISMA WAY
AVENIDA ENCINAS
AVIARA PARKWAY
CANNON ROAD
CARLSBAD BOULEVARD
CARLSBAD VILLAGE DRIVE
COLLEGE BOULEVARD
1615024-7550
TOTAL MOTHLY COST
$XXX.OO
$ XX.OO
$XXX.OO
$XXX.OO
$XXX.OO$xxx.oo
$xxx.oo$xxx.oo
$x,xxx.oo
Invoice 2 - Parkways:
Location Account Number Monthly Cost
ARENAL ROAD
AVENIDA ENCINAS
BATIQUITOS DRIVE
CARLSBAD BOULEVARD
CALRSBAD VILLAGE DRIVE
CHESTNUT AVENUE
LA COSTA AVENUE
MELROSE DRIVE
1015020-7550
TOTAL MOTHLY COST
SXXX.OO
$XXX.OO
$XXX.OO
$XXX.OO
$XXX.OO
$ XX.OO
$xxx.oo$xxx.oo
$x,xxx.oo
3.03 Invoices for approved Extra Work shall be in a format acceptable to the
CONTRACT ADMINISTRATOR, including attachments, such as copies of
suppliers' invoices, which the CONTRACT ADMINISTRATOR may require
to verify CONTRACTOR'S. billing. Invoices for Extra Work shall be
submitted on separate invoices. Unless otherwise requested by the
CONTRACT ADMINISTRATOR, one invoice shall be submitted for each
discrete and complete item of Extra Work.
3.04 In the event the CITY transfers title or maintenance responsibility of the
premises or a portion thereof, this CONTRACT shall continue in full force
and effect, except said portion, at the discretion of the CONTRACT
ADMINISTRATOR, may be deleted from the premises to be maintained
and the CONTRACT sum shall be reduced accordingly.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 16
3.05 The CONTRACT ADMINISTRATOR may, at his discretion, add new
medians or parkways to be maintained and/or require additional services.
The CONTRACTOR shall be compensated for the additional medians,
parkways or services that are designated after the date of the
commencement of this CONTRACT based on the submission of an
approved maintenance bid, consistent in all respects with this
CONTRACT, and shall contain all information as required in the
REQUEST FOR BIDS. The bid cost shall not exceed the cost to provide
maintenance for similar medians and parkways being maintained under
this CONTRACT.
3.06 Additional compensation may be authorized at the discretion of the
CONTRACT ADMINISTRATOR, subject to CITY budgetary conditions, for
work deemed necessary by the CONTRACT ADMINISTRATOR due to
extraordinary incidents or circumstances.
4.00 ENFORCEMENT. DEDUCTIONS AND LIQUIDATED DAMAGES
4.01 The CONTRACT ADMINISTRATOR shall be responsible for the
enforcement of this CONTRACT on behalf of CITY.
4.02 The CONTRACT ADMINISTRATOR shall prepare and implement an
INSPECTION RATING SYSTEM to be used to verify monthly payments
and deductions from payments (see sample rating system as Appendix A).
This form and system may be modified at the discretion of the
CONTRACT ADMINISTRATOR. The CONTRACTOR agrees to be so
evaluated by said system and bound by the ratings and/or deductions
from payments indicated in the monthly INSPECTION RATING SYSTEM
report. To avoid deductions from payment, CONTRACTOR must receive
a rating of 95 or higher per median or parkway as described in Section
2.01.
4.03 If, in the judgment of the CONTRACT ADMINISTRATOR, CONTRACTOR
is deemed to be non-compliant with the terms and obligations of the
CONTRACT, the CONTRACT ADMINISTRATOR, may, in addition to
other remedies provided herein, withhold the entire monthly payment,
deduct pro-rata from CONTRACTOR'S invoice for work not performed,
and/or deduct liquidated damages. Notification of the amount to be
withheld or deducted from payments to CONTRACTOR will be forwarded
to the CONTRACTOR by the CONTRACT ADMINISTRATOR in a written
notice describing the reasons for said action. The monthly INSPECTION
RATING SYSTEM report shall constitute reason for any deductions so
imposed.
4.04 The parties agree that it will be impracticable or extremely difficult to fix
the extent of actual damages resulting from the failure of the
CONTRACTOR to correct a deficiency within the said specified time
frame. The parties hereby agree that a reasonable estimate of such
Bid 08-09 Median, Parkway and Landscape Maintenance Services 17
damages is One Hundred Fifty Dollars ($150.00) per day per median or
parkway, as described in Section 2.01. CONTRACTOR shall be liable to
CITY for liquidated damages in said amount. Said amount shall be
deducted from CITY'S payment to CONTRACTOR; and/or having given
five (5) working days notice to the CONTRACTOR to correct the
deficiencies, if after said 5 days the CONTRACTOR fails to complete the
required corrections, CITY may correct any and all deficiencies using
alternate forces. The total costs incurred by completion of the work by
alternate forces will be deducted and forfeited from the payment to the
CONTRACTOR.
4.05 The action above shall not be construed as a penalty but as adjustment of
payment to CONTRACTOR to recover cost or loss due to the failure of the
CONTRACTOR to complete or comply with the provisions of this
CONTRACT.
5.00 INSPECTIONS. MEETINGS. & REPORTS
5.01 CITY reserves the right to perform inspections, including inspection of
CONTRACTOR'S equipment, at any time for the purpose of verifying
CONTRACTOR'S performance of CONTRACT requirements and
identifying deficiencies.
5.02 The CONTRACTOR or his authorized representative shall meet with the
CONTRACT ADMINISTRATOR or his representative on each site at the
discretion and convenience of the CONTRACT ADMINISTRATOR, for
walk-through inspections. All routine maintenance functions shall be
completed prior to this meeting.
5.03 At the request of the CONTRACT ADMINISTRATOR, the CONTRACTOR,
or his appropriate representative, shall attend meetings and/or training
sessions, as determined by the CONTRACT ADMINISTRATOR, for
purposes of orientation, information sharing, CONTRACT revision,
description of CITY policies, procedures, standards, and the like.
5.04 CONTRACTOR shall provide to the CONTRACT ADMINISTRATOR such
written documentation and/or regular reports as the CONTRACT
ADMINISTRATOR deems necessary to verify and review
CONTRACTOR'S performance under this CONTRACT and to provide to
the CONTRACT ADMINISTRATOR pertinent information relative to the
maintenance, operation, and safety of the medians and parkways.
6.00 EXTRA WORK
6.01 The CITY may award Extra Work to the CONTRACTOR, or to other
forces, at the discretion of the CONTRACT ADMINISTRATOR. New or
unforeseen work will be classified as "Extra Work" when the CONTRACT
ADMINISTRATOR determines that it is not covered by CONTRACT unit
Bid 08-09 Median, Parkway and Landscape Maintenance Services 18
prices or is significantly different than the CONTRACTOR'S other work
areas. Areas added that are of similar size and scope to the
CONTRACTOR'S current work shall be compensated as indicated in
Section 3.05.
Areas that do not meet the criteria indicated in Section 3.05 are subject to
adjustment in payment in accordance with Extra Work. Extra Work shall
be performed by agreement between the CONTRACT ADMINISTRATOR
and the CONTRACTOR or on a NEGOTIATED PROPOSAL AND
ACCEPTANCE basis in accordance with Section 7.00 or on a TIME AND
MATERIALS basis in accordance with Section 8.00.
6.02 If the CONTRACT ADMINISTRATOR determines that the Extra Work can
be performed by CONTRACTOR'S present work force, CONTRACT
ADMINISTRATOR may authorize modification of the CONTRACTOR'S
Routine Operations Schedule or Annual Calendar in order to compensate
CONTRACTOR for performing said work.
6.03 Prior to performing any Extra Work, the CONTRACTOR shall prepare and
submit a written proposal including a description of the work, a list of
materials, and a schedule for completion. No work shall commence
without written approval of the CONTRACTOR'S proposal by the
CONTRACT ADMINISTRATOR. This proposal is subject to acceptance
or negotiation by the CONTRACT ADMINISTRATOR.
6.04 In the event that CONTRACTOR'S proposal for Extra Work is not
approved, the CONTRACT ADMINISTRATOR reserves the right to
perform such work with other forces or to compel the CONTRACTOR to
perform the work on a TIME AND MATERIALS basis. Invoices for EXTRA
WORK on a TIME AND MATERIALS basis are subject to CONTRACTOR
markup in accordance with the Section 8.00.
6.05 When a condition exists which the CONTRACT ADMINISTRATOR deems
urgent, the CONTRACT ADMINISTRATOR may verbally authorize the
work to be performed upon receiving a verbal estimate from the
CONTRACTOR. However, within twenty-four (24) hours after receiving a
verbal authorization, the CONTRACTOR shall submit a written estimate,
consistent with the verbal authorization, to the CONTRACT
ADMINISTRATOR for approval.
6.06 All Extra Work shall commence on the specified date established and
CONTRACTOR shall proceed diligently to complete said work within the
time allotted.
7.00 NEGOTIATED PROPOSAL AND ACCEPTANCE
7.01 The CITY may award work to the CONTRACTOR, at the discretion of the
CONTRACT ADMINISTRATOR. New work will be awarded on a
Bid 08-09 Median, Parkway and Landscape Maintenance Services 19 ~~~? <—r
negotiated proposal and acceptance basis as when the CONTRACT
ADMINISTRATOR determines that it is appropriate to negotiate a fixed
price for work in lieu of utilizing unit prices. Payment for Work shall be
performed by negotiated agreement between the CITY and the
CONTRACTOR or on a TIME AND MATERIALS basis in accordance with
the Vendor's Proposed Cost of Services chart.
7.02 Prior to performing any work, the CONTRACTOR shall prepare and
submit a written proposal including a description of the work, a list of
materials, and a schedule for completion. No work shall commence
without written approval of the CONTRACTOR'S proposal by the
CONTRACT ADMINISTRATOR. This proposal is subject to acceptance
or negotiation by the CONTRACT ADMINISTRATOR.
7.03 All work shall commence on the specified date established and
CONTRACTOR shall proceed diligently to complete said work within the
time allotted.
8.00 TIME AND MATERIALS
8.01 In the event that the CONTRACT ADMINISTRATOR determines that work
requested is of an unknown duration, not easily quantified or the
CONTRACTOR'S proposal for work is not approved, the CONTRACT
ADMINISTRATOR reserves the right to perform such work with other
forces or to compel the CONTRACTOR to perform the work on a TIME
AND MATERIALS basis.
8.02 The CONTRACT ADMNISTRATOR may direct CONTRACTOR to
proceed by allowing him/her to use the following rates or percentages as
added costs for the markup of all overhead and profits:
1) Labor 15
2) Materials 15
3) Equipment Rental 15
4) Other Items and Expenditures 15
9.00 CONTRACTOR'S DAMAGES
9.01 All damages incurred to existing medians and parkways by the
CONTRACTOR'S operation shall be repaired or replaced, by the
CONTRACTOR or by other forces, all at the discretion of the CONTRACT
ADMINISTRATOR, all at the CONTRACTOR'S expense.
9.02 All such repairs or replacements, which are directed by the CONTRACT
ADMINISTRATOR to be done by the CONTRACTOR, shall be completed
within the following time limits.
A. Irrigation damage shall be repaired or replaced before the next
scheduled watering cycle.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 20
B. All other damages to landscape, turf, medians or parkways shall be
repaired or replaced within five (5) working days.
9.03 Damaged trees and shrubs shall be repaired or replaced in accordance
with the following maintenance practices:
A. Trees: Minor damage such as bark lost from impact of mowing
equipment shall be remedied by a qualified tree surgeon or arborist. If
damage results in loss or significant compromise to the health or quality
of a tree, the damaged tree shall be removed and replaced to comply
with the specific instructions of the CONTRACT ADMINISTRATOR.
B. Shrubs: Minor damage may be corrected by appropriate pruning.
Major damage shall be corrected by removal and replacement of the
shrub.
10.00 COMMUNICATIONS AND EMERGENCY RESPONSE
10.01 The CONTRACTOR shall, during the term of this CONTRACT, maintain a
single telephone number, toll free to a San Diego region area code, at
which the CONTRACTOR or CONTRACTOR'S responsible employee
may be contacted at any time, twenty-four hours per day, to take the
necessary action regarding all inquiries, complaints and the like, that may
be received from the CONTRACT ADMINISTRATOR or other CITY
personnel. For hours beyond a normal 8 AM to 5 PM business day, an
answering service shall be considered an acceptable substitute for full
time twenty-four hour coverage, provided that the CONTRACTOR
responds to the CITY by return call within one hour of the CITY'S original
call.
10.02 Whenever immediate action is required to prevent possible injury, death,
or property damage, CITY may, after reasonable attempt to notify the
CONTRACTOR, cause such action to be taken by alternate work forces
and, as determined by the CONTRACT ADMINISTRATOR, charge the
cost thereof to the CONTRACTOR, or deduct such cost from any amount
due to the CONTRACTOR.
10.03 All complaints shall be abated as soon as possible after notification; but in
all cases within 24 hours, to the satisfaction of the CONTRACT
ADMINISTRATOR. If any complaint is not abated within 24 hours, the
CONTRACT ADMINISTRATOR shall be notified immediately of the
reason for not abating the complaint followed by a written report to the
CONTRACT ADMINISTRATOR within five (5) working days. If the
complaints are not abated within the time specified or to the satisfaction of
the CONTRACT ADMINISTRATOR, the CONTRACT ADMINISTRATOR
may correct the specific complaint and the total cost incurred by the CITY
Bid 08-09 Median, Parkway and Landscape Maintenance Services 21
will be deducted and forfeit from payments owing to the CONTRACTOR
from the CITY.
10.04 The CONTRACTOR shall maintain a written log of all communications, the
date and the time thereof and the action taken pursuant thereto or the
reason for non-action. Said log of complaints shall be open to the
inspection of the CONTRACT ADMINISTRATOR at all reasonable times.
10.05 CONTRACTOR'S supervisor and foreman shall carry digital pagers with
local San Diego region area code. Supervisor and foreman shall respond
to any page from the CITY within ten minutes at any time, 24 hours per
day. The CITY shall not page CONTRACTOR'S foreman except during
normal working hours or in case of emergency.
11.00 SAFETY
11.01 CONTRACTOR agrees to perform all work outlined in this CONTRACT in
such a manner as to meet all accepted standards for safe practices during
the maintenance operation and to safely maintain stored equipment,
machines, and materials or other hazards consequential or related to the
work; and agrees additionally to accept the sole responsibility for
complying with all CITY, County, State or Federal requirements at all
times so as to protect all persons, including CONTRACTOR'S employees,
agents of the CITY, vendors, members of the public or others from
foreseeable injury, or damage to their property. CONTRACTOR shall
make weekly inspections for any potential hazards at said medians and
parkways, and keep a log indicating date inspected and action taken.
11.02 It shall be the CONTRACTOR'S responsibility to inspect, and identify, any
condition(s) that renders any portion of the premises unsafe, as well as
any unsafe practices occurring thereon. The CONTRACT
ADMINISTRATOR shall be notified immediately of any unsafe condition
that requires major correction. CONTRACTOR shall be responsible for
making minor corrections including, but not limited to; filling holes in
ground, turf or paving; using barricades or traffic cones to alert patrons of
the existence of hazards; replacing valve box covers; and the like, so as to
protect members of the public or others from injury.
11.03 CONTRACTOR shall notify the CONTRACT ADMINISTRATOR
immediately of any occurrence on the premises of accident, injury, or
persons requiring emergency services and, if so requested, shall prepare
a written report thereof to the CONTRACT ADMINISTRATOR within three
(3) calendar days following the occurrence. CONTRACTOR shall
cooperate fully with the CITY in the investigation of any such occurrence.
12.00 TRAFFIC CONTROL
Bid 08-09 Median, Parkway and Landscape Maintenance Services 22
12.01 Prior to any work in the public right-of-way, the CONTRACTOR shall
submit typical traffic control plans for approval for work performed in the
CITY right-of-way. The CONTRACTOR shall submit supplementary traffic
control plans for unusual circumstances that are out of the ordinary for
medians and parkway maintenance. A traffic control system consists of
closing traffic lanes or pedestrian walkways in accordance with the details
shown on the plans, California Manual on Uniform Traffic Control Devices
(FHWA MUTCD 2003 Revision 1, as amended for use in California) The
provisions in this section will not relieve the Contractor from its
responsibility to provide such additional devices or take such measures as
may be necessary to maintain public safety.
12.02 When lanes are closed for only the duration of work periods, all
components of the traffic control system, except portable delineators
placed along open trenches or excavation adjacent to the traveled way,
shall be removed from the traveled way and shoulder at the end work
period. If the Contractor so elects, said components may be stored at
selected central locations, approved by the Engineer, within the limits of
the right-of-way.
12.03 The CONTRACTOR shall comply with all requirements of the City Traffic
Engineer and shall bear all costs of required traffic control including, but
not limited to signs, cones, markers, flagmen, etc.
12.04 Minimum traffic control for routine median work shall consist of the proper
approved high-level advanced warning devices, high visibility traffic cones
(24-inch minimum height) delineating all work areas from occupied traffic
lanes and other supplemental traffic control devices deemed necessary by
the Engineer for the protection of the public and the CONTRACTOR'S
work force.
13.00 HOURS AND DAYS OF MAINTENANCE SERVICES
13.01 The basic daily hours of maintenance service shall be 7:00 a.m. to 4:00
p.m., which shall be considered normal work hours as may pertain to any
other provision of the CONTRACT.
13.02 CONTRACTOR shall provide staffing to perform the required maintenance
services during the prescribed hours five (5) days per week, Monday
through Friday. Any changes in the days and hours of operation
heretofore prescribed shall be subject to approval by the CONTRACT
ADMINISTRATOR.
13.03 The use of power tools is prohibited daily prior to 7:00 a.m. and all day on
Sundays and Holidays.
14.00 MAINTENANCE SCHEDULES
Bid 08-09 Median, Parkway and Landscape Maintenance Services 23
14.01 The CONTRACTOR shall, within thirty (30) days after the effective date of
this CONTRACT, submit work schedules to the CONTRACT
ADMINISTRATOR for review and approval. Said work schedules shall
identify required operations and delineate the time frames for
performance. An Annual Calendar shall include all required operations
that occur less than monthly. A Routine Operations Schedule shall
include all tasks required at least monthly. Sample Annual Calendar and
Routine Operations Schedule formats are included in Appendices B & C.
14.02 The CONTRACTOR shall submit revised schedules when actual
performance differs substantially from planned performance, and from
time to time as requested by the CONTRACT ADMINISTRATOR. Said
revisions shall be submitted to the CONTRACT ADMINISTRATOR for his
review and approval, within five (5) working days prior to the original or
revised scheduled time for the work, whichever is earlier.
15.00 CONTRACTOR'S STAFF AND TRAINING
15.01 The CONTRACTOR shall provide sufficient personnel to perform all work
in accordance with the specification set forth herein.
15.02 CONTRACTOR'S personnel shall possess the minimum qualifications for
the position in which each is working, as set forth in Attachment B.
15.03 CONTRACTOR is encouraged to provide on-going systematic skills
training, and to promote participation in, and certification by professional
associations. CONTRACTOR'S systematic skills training program, and
certifications required by the CONTRACTOR for employees in a given
position, should be noted in the Attachment B.
15.04 Each crew of CONTRACTOR'S employees shall include at least one
individual who speaks the English language proficiently. For the purposes
of this section a crew is understood to be any individual worker or group of
workers who might service any median or parkway without other
CONTRACTOR'S supervisory personnel present.
15.05 The CONTRACT ADMINISTRATOR may at any time give CONTRACTOR
written notice to the effect that the conduct or action of a designated
employee of CONTRACTOR is, in the reasonable belief of the
CONTRACT ADMINISTRATOR, detrimental to the interest of the public
patronizing the premises. CONTRACTOR shall meet with representatives
of the CONTRACT ADMINISTRATOR to consider the appropriate course
of action with respect to such matter and CONTRACTOR shall take
reasonable measures under the circumstances to assure the CONTRACT
ADMINISTRATOR that the conduct and activities of CONTRACTOR'S
employees will not be detrimental to the interest of the public patronizing
the premises.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 24
15.06 The CONTRACT ADMINISTRATOR may at any time order any of the
CONTRACTOR'S personnel removed from the premises when, in the
reasonable belief of the CONTRACT ADMINISTRATOR, said
CONTRACTOR'S personnel is objectionable, unruly, unsafe, or otherwise
detrimental to the interest of the CITY or the public patronizing the
premises
15.07 The CONTRACTOR shall require each of his personnel to adhere to basic
public works standards of working attire including uniform shirts and/or
vests clearly marked with the CONTRACTOR'S company name and
employee name badges as approved by the CONTRACT
ADMINISTRATOR. Sufficient changes shall be provided to present a neat
and clean appearance of the CONTRACTOR'S personnel at all times.
Shirts shall be worn and buttoned at all times. CONTRACTOR'S
personnel shall be equipped with proper shoes and other gear required by
State Safety Regulations. Brightly colored traffic vests or reflectors shall
be worn when personnel are working near vehicular traffic.
16.00 NON-INTERFERENCE-NOISE
16.01 CONTRACTOR shall not interfere with the public use of the premises and
shall conduct its operations as to offer the least possible obstruction and
inconvenience to the public or disruption to the peace and quiet of the
area within which the services are performed.
16.02 In the event that the CONTRACTOR'S operations must be performed
when persons of the public are present, CONTRACTOR shall courteously
inform said persons of any operations that might affect them and, if
appropriate, request persons to move out of the work area.
16.03 CONTRACTOR shall be subject to local ordinances regarding noise levels
with regard to equipment operations. CONTRACTOR shall not use any
power equipment prior to 7:00 a.m. or later than 7:00 p.m. Further, any
schedule of such operations may be modified by CONTRACT
ADMINISTRATOR in order to insure that the public is not unduly impacted
by the noise created by such equipment.
17.00 USE OF CHEMICALS
17.01 All work involving the use of chemicals shall be in compliance with all
Federal, State and local laws and will be accomplished by or under the
direction of a State of California Licensed Pest Control Operator.
17.02 Chemical applications shall strictly conform to all governing regulations.
CONTRACTOR'S staff applying chemicals shall possess all required
licenses and certifications.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 25
17.03 Records of all operations, including applicators names stating dates,
times, methods of application, chemical formulations, and weather
conditions shall be made and retained according to governing regulations.
17.04 All chemicals requiring a special permit for use must be registered with the
County Agricultural Commissioner's Office and a permit obtained.
17.05 Material Safety Data Sheets (MSDS) and sample labels shall be provided
to the CONTRACT ADMINISTRATOR for all products and chemicals used
within the City.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 26
PART II
TECHNICAL SPECIFICATIONS
18.00 MOWING
18.01 Mowing operations shall be performed in a workmanlike manner that
ensures a smooth surface appearance without scalping or allowing
excessive cuttings to remain. Clippings need not be collected unless
clippings are excessive and/or visible, or as directed by the CONTRACT
ADMINISTRATOR.
18.02 Turf shall be mowed with a mower appropriate to the particular turf type
being mowed. Equipment shall be properly maintained, clean, adjusted,
and sharpened.
18.03 All mowing equipment shall be thoroughly washed following each mowing
operation and prior to being transported to any other site.
18.04 Mow turf to the following heights or as directed by the CONTRACT
ADMINISTRATOR:
A. Bermuda: % inch - 1 inch.
B. Cool season turf including bluegrass, perennial rye and fescues: 1 !4
inches - 2 inches.
C. Kikuyu: 3/4 inch - 1 % inches.
18.05 Mowing operations shall be scheduled Monday through Friday.
18.06 Walkways shall be cleaned immediately following each mowing.
18.07 Mowing operations shall be scheduled at times of low public use.
18.08 Mowing frequency shall be one (1) time per week all year.
19.00 TURF AND GROUND-COVER EDGING
19.01 All turf edges shall be kept neatly edged. All grass invasions into adjacent
areas shall be eliminated.
19.02 String trimmers shall not be used to trim around trees. Turf and
groundcover shall be maintained a minimum of one (1) foot from the
trunks of trees by use of appropriate chemicals.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 27 35T
19.03 A 36-inch diameter circle shall be maintained around young trees with
immature bark or caliper of less than 6 inches. Circles may include a
watering basin, and/or a 2-inch deep layer of mulch, where appropriate, as
directed by the CONTRACT ADMINISTRATOR. Circles shall be kept free
of weeds and grasses by use of appropriate chemicals.
19.04 Turf and groundcover shall be trimmed or limited around valve boxes,
meter boxes, backflow devices, park equipment and other obstacles; and
around sprinklers as needed to provide optimum water coverage.
19.05 All groundcover and flower bed areas shall be kept neatly edged and free
of grass invasion.
19.06 Walkways shall be cleaned immediately following each mechanical
edging.
19.07 Frequency of mechanical edging of turf shall be the one (1) time per
week.
19.08 Frequency of ground cover edging shall be one (1) time per week.
19.09 Chemical edging of turf and groundcover boundaries may be performed,
subject to approval of the CONTRACT ADMINISTRATOR, in a manner
that ensures a defined turf edge and limits turf encroachment into beds or
across boundaries where it is impractical to edge mechanically. A twelve
(12) inch barrier width shall be considered normal.
20.00 AERIFICATION
20.01 Aerate all turf areas by using a device that removes cores to a depth of
two (2) inches at not more than six (6) inch spacing.
20.02 CONTRACTOR shall assure that turf areas to be aerified are properly and
evenly moist prior to aerification operation.
20.03 Remove or shred cores so that they are not unsightly or a nuisance.
20.04 CONTRACTOR shall flag all irrigation heads, valve boxes, quick-couplers,
and the like, prior to commencing aeration operations. CONTRACTOR
shall be responsible for any damage to irrigation, boxes, pavement, etc.
from aerifier and other equipment.
20.05 Aerification frequencies shall be as follows:
A. Aerate all turf areas two (2) times per year.
21.00 RENOVATION
Bid 08-09 Median, Parkway and Landscape Maintenance Services 28
21.01 If CONTRACTOR feels that major renovation is needed, he shall notify the
CONTRACT ADMINISTRATOR prior to proceeding.
22.00 WATERING AND IRRIGATION
22.01 All landscaped and turf areas shall be irrigated, as required to maintain
adequate growth and appearance, with a schedule most conducive to
plant growth. The delivery of adequate moisture to the landscaped areas
shall include, but not be limited to: hand watering, operation of manual
valves, proper utilization of automatic controllers and valves.
22.02 CONTRACTOR shall insure that personnel operating irrigation systems
are fully trained in all phases of landscape irrigation systems, thoroughly
familiar with the particular equipment in use, and fully equipped and
capable of performing proper programming and operation of the irrigation
systems.
22.03 CONTRACTOR shall be responsible for performing all specified irrigation
tasks including, but not limited to: testing, adjustments, repairs,
replacements, and supplemental watering. CONTRACTOR shall notify
the CONTRACT ADMINISTRATOR immediately of any deficiencies in
irrigation at these sites.
22.04 Irrigation controllers shall be programmed by CONTRACTOR, with current
schedules provided to the CONTRACT ADMINISTRATOR monthly.or
sooner if modifications are performed.
22.05 Areas not provided with an irrigation system shall be hand watered by the
CONTRACTOR. This includes situations where the automatic system is
inoperable for any reason. The CONTRACTOR shall be responsible for
providing all equipment, such as hoses, couplers and nozzles to
accomplish this task.
22.07 Watering shall be regulated to avoid interference with any use of
roadways, paving or walks.
22.08 Controllers shall be set to operate during the period of lowest wind
velocity, which would normally occur at night or early morning hours.
22.09 Irrigation shall be controlled in such a way as not to cause any excessively
wet area, which could be damaged by mowing or other traffic.
22.10 No irrigation shall be done during periods of measurable rain without prior
approval of the CONTRACT ADMINISTRATOR.
22.11 The CONTRACTOR shall be responsible for replacing all plant materials
that die or are permanently damaged due to excessive or insufficient
watering.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 29
23.00 IRRIGATION MAINTENANCE. REPAIR and TESTING
23.01 CITY shall provide, or reimburse the CONTRACTOR for irrigation parts,
heads, and other irrigation system equipment replacements that exceeds
$350 per month.
23.02 CONTRACTOR shall provide labor and equipment (CITY shall provide
parts, heads, or other equipment replacements, as described in Section
23.01) for maintenance of the irrigation system including repairs and
replacements (whether due to damage, malfunction, vandalism, normal
wear, or other cause) of all components except the following:
A. main lines
B. valves (control valves, ball valves and the like, not including quick-
couplers)
C. pumps
D. automatic controllers and appurtenant devices (ET and rain gauge,
antenna and the like)
E. backflow devices
F. pressure regulators.
These items shall be repaired or replaced by the CONTRACTOR as Extra
Work, or by other forces, at the discretion of the CONTRACT
ADMINISTRATOR.
23.03 CONTRACTOR shall notify CONTRACT ADMINISTRATOR of any
damaged, deficient or inoperable irrigation component indicating the
location, valve station number, problem, size, and type of irrigation
equipment.
23.04 Repair or replacement of irrigation components that are identified as the
CONTRACTOR'S responsibility shall be completed within two (2)
working days of determining damaged or inoperable irrigation
component, or sooner to prevent damage to turf or landscaping, or if the
repair is otherwise deemed urgent by the CONTRACT ADMINISTRATOR.
23.05 Replacements of irrigation equipment shall be with originally specified
equipment of the same size and quality or substitutes approved by the
CONTRACT ADMINISTRATOR prior to any installation thereof.
23.06 CONTRACTOR'S Irrigation Technician shall be fully trained in all phases
of landscape irrigation systems, thoroughly familiar with the particular
equipment in use; and fully equipped and capable of identifying and
isolating problems and performing the proper programming, inspection,
Bid 08-09 Median, Parkway and Landscape Maintenance Services 30
testing, repair and maintenance of the irrigation systems. All of
CONTRACTOR'S personnel working on irrigation systems, shall be
appropriately trained and under the direct supervision of a qualified
Irrigation Technician.
23.07 CONTRACTOR'S Irrigation Technician shall be equipped with Calsense
Radio Remote hand-held remote valve actuator.
23.08 Prior to testing a system, CONTRACTOR shall inspect all irrigated areas;
note and mark with a flag marker any dry or stressed areas. During the
course of the irrigation test, CONTRACTOR shall determine the cause of
the noted deficiency and make needed repairs.
23.09 CONTRACTOR shall sequence controller(s) to each station to check the
function of all facets of the irrigation system.
23.10 During irrigation testing CONTRACTOR shall:
A. Adjust all sprinkler heads to provide correct coverage, uniform
precipitation, prevention of runoff and erosion, and prevention of
excessive overspray onto adjacent areas.
B. Check for, and correct all leaks, including pipes, risers, seals, turrets,
etc.
C. Clean, flush, adjust, repair or replace any equipment, head or
component that is not functioning to manufacturer's specifications.
D. Adjust valves and heads to keep all systems operating at manufacturer's
recommended operating pressures. Valve throttling and pressure
gauging shall be employed to prevent excessive fogging.
E. Check valve boxes and covers. Repair or replace as needed. Replace
and secure cover bolts as needed.
F. Check for low-head drainage. Clean, repair or replace malfunctioning or
missing anti-drain devices including in-head check devices.
23.11 Any unresolved system malfunction, damage, or deficiency shall be
reported, including effected valve station(s) and other pertinent details, to
the CONTRACT ADMINISTRATOR. Said reporting may be verbal or in
writing at the discretion and to the satisfaction of the CONTRACT
ADMINISTRATOR
23.12 In addition to regular testing, all irrigation systems shall be tested and
inspected as necessary when damage is suspected, observed or reported.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 31 5 /
23.13 CITY shall be responsible for performing the annual certification of
backflow devices.
23.14 All valve boxes shall be identified with heat-branded markings as directed
by the CONTRACT ADMINISTRATOR.
23.15 CONTRACTOR shall submit as-built drawings of all modifications to
irrigation systems, including, piping, relocation of equipment or sprinkler
heads, replacement of heads with another make or model, changes in
nozzles and the like. As-built changes shall be complete to the
satisfaction of the CONTRACT ADMINISTRATOR. As-built drawings shall
be made neatly and legibly on a blue-line copy of the irrigation drawings
supplied by the CONTRACT ADMINISTRATOR, and shall be submitted
within 2 working days of completion of the work.
23.16 Frequencies of irrigation testing shall be two (2) times per month or
more frequently if problems or conditions indicate a need.
24.00 FERTILIZATION
24.01 Products and rates of application shall be determined by the CONTRACT
ADMINISTRATOR.
24.02 CONTRACTOR shall include scheduling of fertilizations on Annual
Calendar.
24.03 CONTRACTOR shall give written notice to the CONTRACT
ADMINISTRATOR at least two City business days in advance of fertilizer
application at a given site.
24.04 CONTRACTOR shall have all materials delivered to the site in properly
labeled, unopened bags. All bags shall be retained on the site for the
CONTRACT ADMINISTRATOR'S inspection and shall be removed
promptly following inspection.
24.05 Application of fertilizer shall be done in sections, determined by the areas
covered by each irrigation system. Adequate irrigation shall immediately
follow the application of fertilizer to force fertilizer material to rest directly
on the soil surface.
24.06 Turf, shrubs and groundcover areas shall be fertilized at least four (4)
times per year. Trees shall be fertilized at least two (2) times per year.
25.00 WEED CONTROL
25.01 All areas shall receive diligent control of weeds by employing all industry-
recognized, legal methods, as approved by the CONTRACT
ADMINISTRATOR.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 32
25.02 The following areas shall be kept weed free: shrub areas, ground cover
beds, planters, cracks in paved areas, including sidewalks, curbs, asphalt,
all hardscape and areas covered with ornamental rock.
25.03 All turf, shrub beds, planters, and other landscaped areas shall be
maintained weed free.
25.04 Chemical applications shall be done as needed. Weeds, which grow from,
or spread by, underground stolons, tubers, and the like, such as Bermuda
Grass, Nutgrass, and Ragweed, shall be controlled using appropriate
chemical controls. Said weeds shall not be physically removed until
chemical action is complete.
25.04 Inspect, spot treat or mechanically remove weeds as necessary. Hand
weeding or spot treatment of all areas is to be performed at least one (1)
time per week.
25.05 Apply appropriate pre-emergent herbicides to prevent germination of
known problem weeds. Target weeds shall include but are not limited to
Kikuyu, Bermuda, Nutgrass, Crabgrass, Ragweed, Poa, Spurge, Oxalis,
annual weeds and grasses.
25.06 Pre-emergent herbicide materials to be used shall be as approved by the
CONTRACT ADMINISTRATOR. Materials to be used shall be those best
suited to the control of the target weeds in the given planting.
25.07 Pre-emergent herbicide applications shall be carefully scheduled as
approved by the CONTRACT ADMINISTRATOR, and shall be made per
label instructions for optimum control. Scheduling of pre-emergent
herbicide applications shall be reflected on the annual calendar along with
notation identifying material name and target weeds.
25.08 Pre-emergent herbicide applications shall be made annually and as
required for optimum control of target weeds.
26.00 TREE. SHRUB AND GROUNDCOVER MAINTENANCE
26.01 CONTRACTOR is responsible for tree work within fifteen (15) feet of the
ground.
26.02 Trimming and pruning of trees and shrubs for vehicular and pedestrian
clearance, visibility, access, plant health and appearance shall be done as
needed.
26.03 All pruning and tree tying shall conform to International Society of
Arboriculture (I.S.A) Standards and the specific directions of the
Bid 08-09 Median, Parkway and Landscape Maintenance Services 33
CONTRACT ADMINISTRATOR. CONTRACTOR shall not allow any
tree to be topped.
26.04 Clearance: Maintain trees to provide a fourteen (14) foot clearance for
branches overhanging beyond curb line into the paved section of
roadways. Lower branching may be appropriate for trees in background
and ornamental areas. Prune plant materials where necessary to maintain
access and safe vehicular visibility and clearance and to prevent or
eliminate hazardous conditions.
26.05 Shearing: Only those plants specifically designated by the CONTRACT
ADMINISTRATOR shall be sheared. These plants may also require
additional thinning to maintain a healthy condition.
26.06 Tree pruning shall be performed with the intent of developing healthy,
structurally sound trees with natural form and proportion, symmetrical
appearance, and proper vertical and horizontal clearance.
26.07 Prune shrubs to encourage healthy growth habits, natural form and
proportion. Restrict growth of shrubbery to area behind curbs and within
planter beds by pruning. Under no circumstances shall hedge shears be
used as a means of pruning.
26.08 Tree stakes, two (2) per tree, shall be pentachlorophenol treated lodge
pole pine. Stakes shall be place vertically; 8 to 10 inches from the tree
trunk; shall not rub against any part of the tree during windy conditions;
shall be tied using materials and methods as approved by CONTRACT
ADMINISTRATOR.
26.09 Plant ties shall be checked frequently and either retied to prevent girdling
or removed along with the stakes when no longer required.
26.10 Periodic staking and tying shall be done as needed.
26.11 All structural weaknesses such as split crotches or limbs, diseased or
decayed limbs, or severe damage above fifteen (15) feet in height from
the ground shall be reported to the CONTRACT ADMINISTRATOR.
26.12 Groundcover
A. Groundcover shall be renovated as needed. Renovation of groundcover
shall include thinning and/or shearing of groundcover and fertilization;
and may include bed cultivating and/or mulching, as appropriate to the
species and conditions and as directed by the CONTRACT
ADMINISTRATOR.
B. All dead, diseased and unsightly branches, vines or other growth shall
be removed as they develop.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 34 , /
4 A
C. All groundcover areas shall be pruned to maintain neat but natural (not
sheared) edges.
D. Except as specifically directed by the CONTRACT ADMINISTRATOR,
groundcover plants shall be prevented from climbing utilities, shrubs,
trees, and the like.
26.13 Remove all dead shrubs and trees. CONTRACT ADMINISTRATOR shall
be notified 48 hours in advance of the removal of any tree or shrub. Trees
to be removed shall have a caliper of five (5) inches or less measured
twelve (12) inches above the ground level. Trees measuring over this
caliper may be removed as Extra Work at the discretion of the
CONTRACT ADMINISTRATOR.
26.14 All trimming and debris shall be removed and properly disposed of
immediately.
26.15 Flowering plants, including, but not limited to, Pelargonium, Gaura,
Hemerocallis, Limonium, Tulbaghia, and Strelitzia, shall be maintained
free of excessive spent blooms, flower stalks and the like. Plants shall be
renovated following peak bloom, and as needed, to produce optimum
color production and plant health. Renovation methods and timing shall
be as approved by the CONTRACT ADMINISTRATOR.
27.00 MULCHING
27.01 A minimum three (3) inch layer of approved mulch shall be maintained in
all tree, shrub, and groundcover areas. Mulch shall be placed in such a
manner as to present a neat appearance, cover all bare soil, and shall not
cover plant material or the bases of trees or shrubs.
27.02 All areas to receive mulch shall be free of weeds prior to mulching.
27.03 Mulch shall be maintained free of litter and foreign matter.
27.04 CONTRACTOR shall replenish mulch as required to maintain conditions
specified in Section 27.01 .
27.05 CITY shall pay the actual cost of mulch material(s) and delivery to CITY
designated stockpile site(s) without markup for materials, labor and
equipment. CONTRACTOR shall supply, at its expense, all equipment
and labor required to move mulch from the stock-pile site(s) and to place
mulch in required areas.
27.06 CONTRACTOR shall submit specifications for mulch type(s) indicating
material included in mixture, admixtures, or additives for approval by the
CONTRACT ADMINISTRATOR. CONTRACTOR shall indicate in this
Bid 08-09 Median, Parkway and Landscape Maintenance Services 35
submittal the actual delivered cost of mulch type(s) to the designated
stockpile site.
27.07 Mulching operation shall be accomplished in a timely manner, so that all
material is removed and stock-pile site is left clean and level, all to the
satisfaction of the CONTRACT ADMINISTRATOR. The CONTRACTOR
shall implement appropriate and effective BMP'S to insure storm water
pollution prevention compliance for all aspects of mulching operations at
the designated storage site(s) and at mulching areas in the field.
27.08 CITY reserves the right to purchase and provide mulch to the
CONTRACTOR. All other provisions of Section 27.00 shall be adhered to
by the CONTRACTOR for CITY provided mulch.
28.00 DISEASE and PEST CONTROL
28.01 All landscaped areas shall be maintained free of disease and insects that
could cause or promote damage to plant materials including but not limited
to trees, shrubs, groundcover and turf.
28.02 The CONTRACT ADMINISTRATOR shall be notified immediately of any
disease, insects or unusual conditions that might develop.
28.03 A disease control program to prevent all common diseases from causing
serious damage shall be provided on an as needed basis. Disease
control shall be achieved utilizing materials and rates recommended by a
licensed California Pest Control Advisor.
28.04 CONTRACTOR shall eradicate or remove bees, ants, rodents and other
pests, which the CONTRACT ADMINISTRATOR deems to be a public
hazard or nuisance. CONTRACTOR shall arrange for and assume the
expense of such operations, if not under its immediate capabilities, within
a 48-hour period after notification from the CONTRACT
ADMINISTRATOR.
28.05 Gophers and other rodents shall be eliminated immediately by
appropriate, approved exterminating techniques (traps, poison, etc.).
28.06 Frequency of disease and pest control operations shall be daily as
needed.
29.00 PLANT MATERIALS
29.01 Plant materials shall conform to the requirements of the Landscape Plan
of the area and to "Horticultural Standards" of American Association of
Nurserymen as to kind, size, age, etc.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 36
29.02 Plans of record and specifications should be consulted to ensure correct
identification of species. Substitutions may be allowed but only with the
prior written approval of the CONTRACT ADMINISTRATOR.
29.03 Quality
A. Plants shall be sound, healthy and vigorous, free from plant disease,
insect pest or their eggs, and shall have healthy normal root systems
and comply with all state and local regulations governing these matters,
and shall be free from any noxious weeds.
B. Plant materials shall be symmetrical, and/or typical for variety and
species.
C. Trees shall not have been topped.
D. Roots shall not have been allowed to circle or become bound at any
stage of growth.
E. All plant materials must be provided from a licensed nursery and shall
be subject to acceptance as to quality by the CONTRACT
ADMINISTRATOR.
29.04 Plant Materials Guarantee
CONTRACTOR shall replace, at no cost to the CITY, any plant materials
planted by CONTRACTOR under this CONTRACT which fail to establish,
grow, live and remain in healthy condition , regardless of the reason for
said failure, as follows:
A. All trees shall be guaranteed for one year from the date of acceptance of
the job by the CONTRACT ADMINISTRATOR.
B. All shrubs shall be guaranteed for ninety (90) days from the date of
acceptance of the job by the CONTRACT ADMINISTRATOR.
Nothing in this section shall in any way reduce or remove
CONTRACTOR'S responsibility as specified elsewhere in this
CONTRACT.
29.05 Newly planted areas shall receive special attention until plants are
established. Adequate water shall be applied to promote normal, healthy
growth. Proper berms or basins shall be maintained during the
establishment period.
30.00 LITTER. LEAF, and DEBRIS CONTROL
Bid 08-09 Median, Parkway and Landscape Maintenance Services 37
30.01 Remove all litter, paper, glass, trash, undesirable materials, silt and other
accumulated debris from all areas to be maintained.
30.02 Complete policing, litter pick up and supplemental hand sweeping of
median and parkway edges, corners and other areas inaccessible to
power equipment shall be accomplished to ensure a neat appearance.
30.03 Accumulation of leaves and debris shall be removed, from all landscaped
areas except as specifically directed by the CONTRACT
ADMINISTRATOR.
30.04 Raking should not be used in ground cover or mulched areas except to
remove heavy accumulation of leaves and debris. When raking is
necessary, it should be done lightly, taking care not to damage plants or
displace mulch.
30.05 Increases in frequencies of clean-ups for seasonal plant defoliation or
clean-up after storms shall be the CONTRACTOR'S responsibility.
30.06 Removal of litter shall occur on a daily basis.
30.07 CONTRACTOR shall employ appropriate safety equipment and
procedures for litter removal.
30.08 CONTRACTOR shall remove all private signs advertising garage sales,
real estate, etc. (excluding political/campaign signs) on a daily basis. The
removed signs shall be returned to CONTRACT ADMINISTRATOR.
Posting of such signs are in violation of Municipal Ordinance.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 38
31.00 MAINTENANCE FREQUENCIES
The following maintenance frequencies shall apply to the following tasks:
Irrigation Maintenance
Testing
Turf Maintenance
Mowing
Edging
Trimming
Pruning
Weed Control
Clipping Removal
String Trim
Fertilize
Areate/Thatch
Pest Control
Visual Inspection
Planters & Ground Cover Maint.
Edging
Trimming
Cultivate
Weed Control
Fertilize
Pest Control
Shrub Maintenance
Weed Control
Trimming
Pruning
Fertilize
Pest Control
Tree Maintence
Trim
Fertilize
Restake/Check
Pest Control
Hardscape Maintenance
Gutter.s curbs, sidewalks, roadways,
& misc. asphalt and concrete
Trash and Litter Pickup
2
3
2
2
2
2
2
2
2
6
7
8
2
2
4
5
2
6
8
2
4
4
6
8
7
7
8
8
1
1
1
daily
weekly
bi-weekly
monthly
bi-monthly
quarterly
semi-annually
as needed
1
2
3
4
5
6
7
8
Bid 08-09 Median, Parkway and Landscape Maintenance Services 39
32.00 STORM WATER PROTECTION
32.01 The Contractor shall incorporate and comply with all applicable Best
Management Practices (BMPs) during the completion of this agreement.
All work must be in compliance with the most current San Diego Regional
Water Quality Control Board (RWQCB) permit, Carlsbad Municipal code
and the City of Carlsbad Jurisdictional Urban Runoff Management Plan
(JURMP) incorporated herein by reference.
32.02 The Contractor shall indicate in his proposal methods of compliance,
equipment utilized to insure compliance, training of staff and experience in
compliance with environmental regulations. If in the opinion of the project
manager, the Contractor is not in compliance with this provision City
reserves the right to implement BMPs to the maximum extent practical,
and deduct payment due or back charge the Contractor for
implementation with a 15% markup for administration and overhead.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 40
EXHIBIT B
CONTRACTOR'S WORK FORCE
The CONTRACTOR shall set forth in Attachment B to the proposed CONTRACT:
A. Each labor or supervisory position by title that will make up the
CONTRACTOR'S work force needed to provide the described services.
B. A sufficiently detailed explanation of the minimum qualifications for a person
working in each position title, including any required certifications.
C. The minimum annual man-hours for each position title that the
CONTRACTOR proposes to commit to the performance of the described services.
D. A list and description of the qualifications of other pertinent staff that are not
to be directly committed to this project but who will be available to support, consult,
perform Extra Work, and the like.
E. A description of CONTRACTOR'S systematic skills training program.
The information provided in this attachment is for the purposes of
determining the CONTRACTOR'S commitment and preparedness to perform
the DESCRIBED SERVICES, and assuring that the CONTRACTOR'S bid is
reasonable and complete. Nothing in this Attachment shall in any way be
construed to remove, lessen, or relieve the CONTRACTOR from any
responsibility prescribed by the CONTRACT.
CONTRACTOR may attach additional pages to describe Minimum Qualifications, if
needed. Label any such pages "Attachment B - Additional Information" along with
the appropriate position title(s) corresponding to this form.
A. POSITION TITLE B. MINIMUM QUALIFICATIONS C. TOTAL
ANNUAL
HOURS
Project Manager See Attached 1,300
2.
Foreman See Attached 2,080
3.
Irrigation Technician See Attached 2,080
Bid 08-09 Median, Parkway and Landscape Maintenance Services 41
EXHIBIT B Page 2
CONTRACTOR'S WORK FORCE
(Continued)
A. POSITION TITLE
4.
Advanced Gardener
5.
Leadman
6.
Gardener
7.
Gardener
8.
9.
10.
B. MINIMUM QUALIFICATIONS
See Attached
See Attached
See Attached
See Attached
C. TOTAL
ANNUAL
HOURS
2,080
2,080
2,080
2,080
Bid 08-09 Median, Parkway and Landscape Maintenance Services 42
EXHBITB Page3
CONTRACTOR'S WORK FORCE
(Continued)
D. Other Staff Support
Title Description / Qualifications
1. Maintenance
Office Manager See Attached
2. Maintenance
Administrative Assistant See Attached
3.
Customer Service See Attached
4.
Business Development
Department See Attached
5.
Safety Department See Attached
E. Description of CONTRACTOR'S employee training program
1 . Weekly tailgate meetings
2. Weekly Project Manager and support staff meetings
3. Monthly safety and OSHA Compliance meetings
4. Monthly executive staff meetings improving working environment
Bid 08-09 Median, Parkway and Landscape Maintenance Services 43
EXHIBIT C
GUARANTEE
BID NO. 08-09
To the City of Carlsbad.
The undersigned guarantees the construction and installation of the work
performed as Extra Work included in this project:
Should any of the materials or equipment prove defective or should the work as a
whole prove defective, due to faulty workmanship, material furnished or methods of
installation, or should the work or any part thereof fail to operate properly as originally
intended and in accordance with the Specifications, due to any of the above causes, all
within twelve (12) months after date on which said work of this CONTRACT is accepted
by the CITY, or the CONTRACT termination, whichever is the later, the undersigned
agrees to reimburse the CITY upon demand, for its expenses incurred in restoring said
work to the condition contemplated in said project, including the cost of any such
equipment or materials replaced and the cost of removing and replacing any other work
necessary to make such replacement or repairs, or upon demand by the CITY, to
replace any such material and to repair said work completely without cost to the CITY so
that said work will function successfully as originally contemplated.
The CITY shall have the unqualified option to make any needed placements or
repairs itself or to have such replacements or repairs done by the undersigned. In the
event the CITY elects to have said work performed by the undersigned, the undersigned
agrees that the repairs shall be made and such materials as are necessary shall be
furnished and installed within a reasonable time after the receipt of demand from the CITY.
If the undersigned shall fail or refuse to comply with his obligations under this guaranty, the
CITY shall be entitled to all cost and expenses, including attorneys' fees, reasonably
incurred by reason of the said failure or refusal.
f
CONTRACTOR'S Name
C/|
Address
Name and/TwIe of Signer (Please Type or Print)
Signature Date
Bid 08-09 Median, Parkway and Landscape Maintenance Services 44
Appendix A
CITY OF CARLSBAD
GROUNDS AND LANDSCAPE MAINTENANCE SERVICES
MEDIANS AND PARKWAYS
BID NO. 08-09
INSPECTION RATING FORM
SITE: CARLSBAD BLVD
06/15/08
INSPECTOR: Paul Harrison
Possible Previous Rating This
Category Description Points Period Period
Irrigation Maintenance
Turf Maintenance
Planters & Ground Cover Maintenance
Shrub Maintenance
Tree Maintenance
Hardscape Maintenance
Trash & Litter Pickup
Rating Totals
Deduction Percent
10
25
15
15
5
5
25
100
9
20
15
15
5
5
20
89
10
23
15
15
5
5
19
92
Deduction Percent
Adjusted Payment Formula
Monthly Payment
Deduction Amount
Adjusted Monthly Payment
3
0.03
$1,181.04
$35.43
$1,145.61
Bid 08-09 Median, Parkway and Landscape Maintenance Services 45
CITY OF CARLSBAD
GROUNDS AND LANDSCAPE MAINTENANCE SERVICES
MEDIANS AND PARKWAYS
BID NO. 08-09
INSPECTION RATING FORM
SITE: GENERAL DUTIES INSPECTOR: Paul Harrison
06/15/08
Possible Previous Rating This
Category Description Points Period Period
Safety
Knowledge of Contract Requirements
Staffing
Equipment & Vehicles
Performance of Additional Work
Observation and Reporting
Emergency Response
Response to Requests
Office and Communications
Invoicing
Schedule and Reports
Meeting Preparation and Attendance
Administrative Support
Supervision of Operations
Rating Totals
Deduction Percent
8
6
9
7
7
6
8
8
7
6
7
6
7
8
100
8
6
8
7
7
6
7
6
7
6
7
6
7
8
96
8
6
8
7
7
6
7
6
7
6
7
6
7
8
96
0
Deduction Percent
Adjusted Payment Formula
Monthly Payment
Deduction Amount
Adjusted Monthly Payment
0
0.00
$1,181.04
$0.00
$1,181.04
Bid 08-09 Median, Parkway and Landscape Maintenance Services 46
VENDOR'S PROPOSED COST OF SERVICE
The matrix below describes thirty-six items upon which the City requests a proposal.
Please note that the numbers listed in the "Monthly Bid Price and Units"
categories of the matrix below are estimates only, and will not be used for any
purpose other than to compare proposals received in response to this Request for
Proposal. The actual payments made to the Vendor will be based on the Vendor's
actual work performed for the City consistent with the terms and conditions of the
contract documents.
The undersigned declares he/she has carefully examined the locations of the work, read
the Request for Proposal, examined all specifications, and hereby proposes to furnish all
labor, materials, equipment, transportation, and services required to do all the work in
this Median, Parkway and Landscape Maintenance Agreement in accordance with the
specifications of the City of Carlsbad, and the General Provisions and that he/she will
take in full payment therefore the following unit prices for each item complete, to wit:
MEDIANS
Item No.
A1
A2
A3
A4
A5
A6
A7
A8
A9
Description
Alga Road
Altisma Way
Avenida Encinas
Aviara Parkway
Cannon Road
Carlsbad Boulevard
Carlsbad Village Drive
College Boulevard
El Camino Real
Monthly Bid Price
$ 830.00
$ 185.00
$ 95.00
$ 275.00
$ 840.00
$ 1077.00
$ 180.00
$ 1.440.00
$ 3.440.00
Units
X12
X12
X12
X12
X12
X12
X12
X12
X12
Annual Total
$ 9.960.00
(Extended Amount)
$ 2.220.00
(Extended Amount)
$ 1.140.00
(Extended Amount)
$ 3.300.00
(Extended Amount)
$ 10.080.00
(Extended Amount)
$ 12.924.00
(Extended Amount)
$ 2.160.00
(Extended Amount)
$ 17.280.00
(Extended Amount)
$ 41.280.00
(Extended Amount)
Bid 08-09 Median, Parkway and Landscape Maintenance Services 47
Item No.
A10
A11
A12
A13
A14
A15
A16
A17
A18
,A19
A20
A21
Description
Faraday Avenue
Grand Avenue
La Costa Avenue
Las Flores Triangle
Madison Street
Melrose Drive
Palomar Airport Road
Paseo Del Norte
Poinsettia Lane
Rancho Santa Fe Rd
Roosevelt Street
Tamarack Avenue
Monthly Bid Price
$ 510.00
$ 95.00
$ 275.00
$ 85.00
$ 85.00
$ 850.00
$ 1864.00
$ 275.00
$ 741.00
$ 740.00
$ 85.00
$ 90.00
Units
X12
X12
X12
X12
X12
X12
X12
X12
X12
X12
X12
X12
Annual Total
$ 6.120.00
(Extended Amount)
$ 1.140.00
(Extended Amount)
$ 3.300.00
(Extended Amount)
$ 1.020.00
(Extended Amount)
$ 1.020.00
(Extended Amount)
$ 10.200.00
(Extended Amount)
$ 22.368.00
(Extended Amount)
$ 3.300.00
(Extended Amount)
$ 8.892.00
(Extended Amount)
$ 8.880.00
(Extended Amount)
$ 1.020.00
(Extended Amount)
$ 1.080.00
(Extended Amount)
Total amount of Vendor's bid per agreement year in words for Schedule "A":One
Hundred Sixty-eight Thousand Six Hundred Eighty-four Dollars
Total amount of Vendor's bid per agreement year in numbers for Schedule "A":
$$168.684.00
Bid 08-09 Median, Parkway and Landscape Maintenance Services 48
PARKWAYS
Item No.
B1
B2
B3
B4
B5
B6
B7
B8
B9
B10
B11
B12
B13
B14
Description
Arena! Road
Avenida Encinas
Batiquitos Drive
Carlsbad Boulevard
Carasbad Village
Drive
Chestnut Avenue
Elm Wall
La Costa Avenue
Melrose Drive
Polly Lane
Poinsettia Lane
Rancho Santa Fe
Road
Tamarack Avenue
Vancouver Street
Monthly Bid Price
$ 275.00
$ 90.00
$ 365.00
$ 90.00
$ 185.00
$ 95.00
$ 190.00
$ 850.00
$ 1.255.00
$ 90.00
$ 375.00
$ 375.00
$ 185.00
$ 90.00
Units
X12
X12
X12
X12
X12
X12
X12
X12
X12
X12
X12
X12
X12
X12
Annual Total
$ 3.300.00
(Extended Amount)
$ 1.080.00
(Extended Amount)
$ 4.380.00
(Extended Amount)
$ 1.080.00
(Extended Amount)
$ 2.220.00
(Extended Amount)
$ 1.140.00
(Extended Amount)
$ 2.280.00
(Extended Amount)
$ 10.200.00
(Extended Amount)
$ 15.060.00
(Extended Amount)
$ 1.080.00
(Extended Amount)
$ 4.500.00
(Extended Amount)
$ 4.500.00
(Extended Amount)
$ 2.220.00
(Extended Amount)
$ 1.080.00
(Extended Amount)
Bid 08-09 Median, Parkway and Landscape Maintenance Services 49
Total amount of Vendor's bid per agreement year in words for Schedule "B": Fifty-four
Thousand One Hundred Twenty Dollars
Total amount of Vendor's bid per agreement year in numbers for Schedule
"B":$54.120.00
EXTRA WORK
C1 *Extra Work Stipulated
Amount $ 50.000.00
(Annual Amount)
* Extra Work payments made to the CONTRACTOR will be based on the CONTRACTOR'S actual
work performed for the City, consistent with the terms and conditions of the contract documents,
and may be different from the prices estimated above. Extra Work is not guaranteed.
Note: This Agreement is subject to prevailing wage laws, Labor code Section 1770 et seq.
Total amount of Vendor's bid per agreement year in words for Schedule "C": Fifty
Thousand Dollars
Total amount of Vendor's bid per agreement year in numbers for Schedule
"C":$50.000.00
Total amount of Vendor's bid per agreement year in words including Schedule "A",
Schedule "B", and Schedule "C": Two Hundred Seventy-two Thousand Eight Hundred
Four Dollars
Total amount of Vendor's bid per agreement year in numbers including Schedule "A",
Schedule "B", and Schedule "C": $272.804.00
Bid 08-09 Median, Parkway and Landscape Maintenance Services 50
Nksho Of California, Inc.
Maintenance Department Organizational Chart
Vor City of Carlsbad
TnWeStepkcu
Customer Savim
ABftbBltttCmomtrStnlct
Bid 08-09 Median, Parkway and Landscape Maintenance Services 51
58
LANDSCAPE MAINTENANCE - PROJECT MANAGER
JOB DESCRIPTION
RESPONSIBILITIES:
• Manages and supervises assigned crews and projects.
• Reads and understands project contracts while carrying out those agreements
• Interfaces, when applicable, with clients and is always pro-active to meet the projects needs and budget
• Able to maintain project within bid amount while keeping a high standard of landscape appearance
• Must follow company policies and procedures at all times and clarify questions with Director of
Maintenance Operations.
• Must work as a team member at all times
• Must be able to attend Project Board of Directors meetings after normal working hours if necessary
• Completes all punch list items and proposals developed on walk-thrus or meetings within the required or
requested time frame
• Require workers on crews to work in a safe manner at all times.
• Make sure all required paper work is turned in within the required time frame and accurate at all times.
• Must understand all field job descriptions 100%
• Ability to resolve client's urgent matters in a timely fashion
• Must be honest and courteous to clients and other employees at all times
• Must train employees on proper way to maintain projects both hi the field and training classes
• Must communicate with client weekly on any issues they may have and submit report on general status
of project.
• Must visit projects on a weekly basis.
• Develop a relationship with the board of directors on your projects
• Must report to work on tim£ or call the Maintenance Office prior to 7:00 a.m.
• Neat and clean in appearance.
IRRIGATION RESPONSIBILITIES:
• Develop a water management program for each project, around any special needs for that particular
project that could result in water savings.
• Must identify any irrigation and drainage deficiencies, and propose or resolve them immediately.
HORTICULTURAL PRACTICES:
• Ability to identify 70 plants by common name.
• Ability to design proper plant type and lay out for particular areas.
• Ability to choose types of fertilizers and chemicals needed to merge a cost effective and healthy project.
• Ability to recognize and resolve any declining plant health, either by simple means or by bringing in
experts.
MAINTENANCE TECHNIQUES:
• Ability to develop and monitor maintenance schedule for each project.
• Must have the ability to carry out Nissho of California maintenance programs.
1/10/02
Bid 08-09 Median, Parkway and Landscape Maintenance Services 52
MANAGEMENT TECHNIQUES:
• Ability to monitor personal performance and take appropriate action when needed.
• Must conduct performance review for each assigned Foreman and Assistant Project Manager and help
facilitate assigned crew reviews.
• Must show true leadership to employees at all times.
• Ability to handle any tasks or operational requests given to them by Vice President and/or Director of
Maintenance of Operations in a timely manner.
• Must be able to maintain budget for financial for projects and department.
1/10/02
Bid 08-09 Median, Parkway and Landscape Maintenance Services 53 rr\
LANDSCAPE MAINTENANCE - FOREMAN
JOB DESCRIPTION
RESPONSIBILITIES:
* Manages and supervises assigned crew members.
Reports problems to Supervisor (in writing).
Must be able to communicate and write in Spanish and English.
Complete job within established time frame.
Plan and organize work for crew members (per schedule).
Initiate and complete required paperwork in required time frame.
Interface with clients when necessary.
Enforce all safety policies.
Discipline crew members professionally and initiate proper written warnings.
Set up truck daily with all supplies / equipment.
Make sure equipment and truck are in good operating condition.
Comply with company maintenance program and guidelines.
Develop, train and maintain highly motivated and effective crews.
Properly complete and process time sheets daily.
Work as a team member.
Neat and clean in appearance and in uniform.
Calibrate application equipment.
Certified in CPR and in First Aid.
Ability to lift 50 IDS. Frequently.
Ability to identify and report any irrigation problems (in writing).
Ability to identify and report any missing plant material, color, etc.
Must posses a positive attitude at all times.
Has a valid California State driver's license and qualifies to drive company vehicle.
Must report to work on time or call the Maintenance Office prior to 7:00 a.m.
Must have reliable transportation to work each day.
Must conduct performance review for each crew member that has been here 90 days or
longer.
<» Ability to read water meters on a weekly basis, when needed.
MAINTENANCE TECHNIQUES:
* Ability to program irrigation controllers for optimum plant health and water conservation.
* Ability to recognize and address problems or broken components within the irrigation
system in a timely and efficient manner.
* Ability to recognize and document potential hazards within the landscape.
*> Ability to recognize drainage deficiencies and problematic soil conditions.
»J* Ability to implement scope of work specified by client.
••
••
1/11/02
Bid 08-09 Median, Parkway and Landscape Maintenance Services 54
LANDSCAPE MAINTENANCE- FOREMAN
JOB DESCRIPTION (CON'T)
HORTICULTURAL PRACTICES:
<* Ability to identify by common or botanical name (50 plants) and there water requirements.
•> Ability to prune plants aesthetically.
* Ability to calibrate fertilizer application equipment.
•> Ability to perform basic mathematics.
•> Ability to install all size plant material.
* Ability to recognize, diagnose and treat plants in declining health.
* Ability to identify by common name, ten (10) frequently seen weeds and ten (10) frequently
seen pests.
<» Ability to identify types of chemicals to control target pest.
* Ability to apply chemicals safely as per State of California Regulations.
* Ability to be proactive in usage of chemicals to control labor cost and maintain healthy
plant condition.
MANAGEMENT TECHNIQUES:
* Ability to organize, schedule and complete daily work routines.
<* Ability to establish relationships with clientele and co-workers.
•> Ability to praise and reprimand crew members when needed, in a professional manner.
* Ability to improve on management and education skills as well as being CLT certified.
1/11/02
Bid 08-09 Median, Parkway and Landscape Maintenance Services 55 / ^
LANDSCAPE MAINTENANCE - IRRIGATION TECHNICIAN
JOB DESCRIPTION
RESPONSIBILITIES:
•> To provide superior service to all of Nissho of California, Inc. clients and employees.
* Report all problems and complaints to the Supervisors and Office Manager.
* Fill and price out all work orders including all labor and material. Turn in work orders daily
to the Office Manager for billing. If Irrigation Tech is working late on a project, paperwork
must be turned in no later than the next morning.
* Meet with the Dispatcher daily to the next day's projects.
* Completes jobs within established time frame.
* Interfaces and is proactive with clients and staff.
* Obeys all company safety policies.
•:• Inventory and order parts on a monthly basis. Orders are to be turned into the Office
Manager.
* Maintain truck and equipment in good operating condition. Submit Truck Report bi-weekly.
•:• Ability to maintain and operate equipment to make necessary repairs.
•> Properly complete and process time sheets daily.
* Work as a member of the Maintenance Division Team.
* Neat and clean in appearance, and in uniform.
•:• Certified in CPR arid First Aid.
•> Ability to lift 50 Ibs. Frequently.
* Must have a valid California Driver's License and meet Nissho's criteria to drive a company
vehicle.
* Must have reliable transportation to work each day.
* Must report to work on time or call the Maintenance Office prior to 7:00 a.m.
IRRIGATION TECHNIQUES:
* Ability to program all different types of Controllers for optimum plant health and water
conservation.
•> Ability to repair and replace valves and return the landscaping to its original condition.
* Ability to locate and repair worn or broken wiring.
•> Ability to diagnose Controllers, Valves, Wiring and Irrigation problems.
* Ability to recognize improper head layout or coverage problems.
* Ability to make recommendations to add irrigation heads when and where needed.
* Ability to evaluate systems in writing, to be used by office staff in order to prepare an
evaluation, project information book or bid for the client.
* Ability to recognize drainage deficiencies and problematical soil conditions.
* Ability to install different types of controllers and pedestals, including but not limited to,
electrical wiring and valve wires.
MANAGEMENT TECHNIQUES:
* Ability to organize, schedule and complete daily work routines.
* Ability to establish relationships with clientele and co-workers.
»> Ability to have a proactive and positive attitude.
1/11/02
Bid 08-09 Median, Parkway and Landscape Maintenance Services 56
LANDSCAPE MAINTENANCE- LEADMAN
JOB DESCRIPTION
RESPONSIBILITIES:
* Compiles with company policies.
<» Constant awareness of employee and public safety.
•> Reports all unsafe practices / conditions.
* Leads and directs others without supervision.
* Assists in training employees.
<• Reads English.
<» Communicates in Spanish.
* Ability to delegate responsibility.
<» Ability to supervise crew in foreman's absence.
* Ability to set priorities.
•> Return chemicals to proper storage.
•> Work as a team member.
* Is neat and clean in appearance and in uniform.
•:• Has successfully completed training program for the application of chemicals.
* Has a valid California State driver's and qualifies to drive company vehicle.
<• Has reliable transportation to work.
•t* Reports to work qn time or calls in.
* Ability to lift 50 Ibs. Frequently.
•> Must report to work on time or call the Maintenance Office prior to 7:00 a.m.
•> Interface with clients when necessary.
TOOL USE AND EQUIPMENT: The understanding and ability to identify and properly use the
following tools.
*» All tools as stated on "Gardener & Advanced Gardener Job Description".
Chain saw and sharpening tool.
Drive truck w/ trailer.
Root feeder.
Ability to troubleshoot equipment.
•* Measuring wheel.
HORTICULTURAL PRACTICES:
<• Ability to identify by common name (30 plants).
•> Pruning of trees, vines and shrubs.
* Ability to calibrate fertilizer application equipment.
•> Understand the basic elements of fertilizer and their purpose.
«:* Ability to perform basic mathematics.
«> Ability to stake and guy wire trees.
<» Ability to attach vjnes and espaliers.
* Ability to install all sized plant material.
* Understanding of the general needs of plant material.
1/10/02
Bid 08-09 Median, Parkway and Landscape Maintenance Services 57
* Ability to recognize, diagnose and treat plants in declining health.
* Ability to identify by common name, ten (10) frequently seen weeds and ten (10)
frequently seen pests.
* Ability to identify and apply appropriate chemical.
IRRIGATION PRACTICES:
* Ability to identify and understand components of an irrigation system.
* Ability to perform or direct irrigations repairs.
•> Understanding of water management and water meter function.
•> Understanding of irrigation controller programming basic.
1/10/02
Bid 08-09 Median, Parkway and Landscape Maintenance Services 58 £, £7"
LANDSCAPE MAINTENANCE - ADVANCED GARDENER
JOB DESCRIPTION
RESPONSIBILITIES:
*t* Compiles with company policies.
* Constant awareness of employee and public safety.
<• Reports all unsafe conditions.
* Ability to sharpen cutting tools as directed.
* Reports broken, poorly running misused or missing tools or equipment.
* Help keep truck clean and organized.
*> Has reliable transportation to work.
<• Report to work on time or call the Maintenance Office prior to 7:00 a.m.
•J* Neat and clean in appearance and in uniform.
*J» Applies granular chemicals.
* Ability to lift 50 Ibs. Frequently.
TOOLS USE AND EQUIPMENT: The understanding and ability to identify and properly use the
following tools.
All tools as stated on "Gardener Job Description"
Report broken, poorly running or misused tools and equipment.
Soil probe.
De-thatcher.
Aerator.
Post pounder.
Poll pruner.
Ladder.
«> Wheel grinder and file.
* Belly and push spreader.
<* Hedge trimmer.
•!• Reel mower.
HORTICULTURAL PRACTICES:
•*«>
••
Ability to identify by common name (20) plants.
Pruning of trees, vines and shrubs.
Fertilizer application techniques.
Ability to stake and guy wire trees.
Ability to attach vines and espaliers.
Ability to install all plant material up to 24" box specimen.
Understand the general needs of plant material.
Ability to recognize plants in declining health.
Ability to identify by common name, five (5) frequently seen weeds and five (5) frequently
seen pests.
1/11/02
Bid 08-09 Median, Parkway and Landscape Maintenance Services 59
IRRIGATION PRACTICES:
*t* Ability to locate irrigation "point of connection" and understand emergency shutdown
system.
*!* Ability to repair broken pipe or sprinkler heads as directed.
1/11/02
Bid 08-09 Median, Parkway and Landscape Maintenance Services 60 L *•»
LANDSCAPE MAINTENANCE - GARDENER
JOB DESCRIPTION
RESPONSIBILITIES:
**
< >
«>
•«
Complies with company policies.
Constant awareness of employee and public safety.
Reports all unsafe conditions.
Helps load and unload truck.
Helps keep truck clean and organized.
Has reliable transportation to work.
Reports to work on time or calls the Maintenance Office prior to 7:00 a.m.
Neat and clean appearance and in uniform
Ability to lift 50 IDS. Frequently.
«> Applies granular fertilizer.
* Must use all issued safety equipment at all times
TOOL USE AND EQUIIPMENT: The understanding and ability to identify and properly use the
following tools.
Proper fueling procedures.
36" - walk behind mower.
Mower blade adjustment and changing.
Power edger.
Line trimmer.
Report broken or poorly operating equipment.
Loppers.
Pruning saw.
Power blower.
21 "-mower.
Hedge trimmer.
Wheel grinder and file.
HORTICULTURAL PRACTICES:
•> Ability to identify by common name (10 plants)
•> Basic pruning, cleaning and detailing techniques.
<• Understanding of the basic planting installation of 1 gal., 5 gal., 4" color packs and flatted
plants.
IRRIGATION PRACTICES:
* Ability to report any broken or clogged sprinkler heads to Leadman or Foreman.
*> Ability to report any signs of excessive or lack of water use to Leadman or Foreman.
Bid 08-09 Median, Parkway and Landscape Maintenance Services
1/10/02
61
LANDSCAPE MAINTENANCE- IRRIGATION TECHNICIAN
JOB DESCRIPTION
RESPONSIBILITIES:
* To provide superior service to all of Nissho of California, Inc. clients and employees.
* Report all problems and complaints to the Supervisors and Office Manager.
* Fill and price out all work orders including all labor and material. Turn in work orders daily
to the Office Manager for billing. If Irrigation Tech is working late on a project, paperwork
must be turned in no later than the next morning.
* Meet with the Dispatcher daily to the next day's projects.
* Completes jobs within established time frame.
* Interfaces and is proactive with clients and staff.
* Obeys all company safety policies.
* Inventory and order parts on a monthly basis. Orders are to be turned into the Office
Manager.
* Maintain truck and equipment in good operating condition. Submit Truck Report bi-weekly.
* Ability to maintain and operate equipment to make necessary repairs.
* Properly complete and process time sheets daily.
* Work as a member of the Maintenance Division Team.
* Neat and clean in appearance, and in uniform.
* Certified in CPR and First Aid.
* Ability to lift 50 Ibs. Frequently.
* Must have a valid California Driver's License and meet Nissho's criteria to drive a company
vehicle.
•:• Must have reliable transportation to work each day.
* Must report to work on time or call the Maintenance Office prior to 7:00 a.m.
IRRIGATION TECHNIQUES;
* Ability to program all different types of Controllers for optimum plant health and water
conservation.
* Ability to repair and replace valves and return the landscaping to its original condition.
* Ability to locate and repair worn or broken wiring.
*• Ability to diagnose Controllers, Valves, Wiring and Irrigation problems.
Ability to recognize improper head layout or coverage problems.
Ability to make recommendations to add irrigation heads when and where needed.
Ability to evaluate systems in writing, to be used by office staff in order to prepare an
evaluation, project information book or bid for the client.
* Ability to recognize drainage deficiencies and problematical soil conditions.
* Ability to install different types of controllers and pedestals, including but not limited to,
electrical wiring and valve wires.
MANAGEMENT TECHNIQUES:
* Ability to organize, schedule and complete daily work routines.
* Ability to establish relationships with clientele and co-workers.
•> Ability to have a proactive and positive attitude.
1/11/02
Bid 08-09 Median, Parkway and Landscape Maintenance Services 62
PRINCIPALS, EMPLOYEES, AGENTS, AND SUBCONTRACTORS.
Anyone associated with your job on any given day.
Your Nissho of California. Inc. team
1. Tom Baird, Vice President, Maintenance Division
25 years, landscape maintenance industry and developers
9 years, Nissho of California, Inc.
Hours dedicated to the City of Carlsbad Job per week: 10 hours minimum
2. Pedro Guiterrez, Division/Operations Manager, Maintenance Division
17 years, landscape maintenance industry
8 years Nissho of California, Inc.
Hours dedicated to the City of Carlsbad Job per week: 25 hours minimum
3. Came Wisdom, Business Development Manager
20 years, Customer Service industry
6 years, landscape maintenance industry
6 years, Nissho of California, Inc.
Hours dedicated to the City of Carlsbad Job per week: 20 hours minimum
B.A. Communications
4. Kevin Weiss - Safety Manager
8 years, Occupational, Safety and Health Management
3 years, Nissho of California, Inc.
Certifications:, Ergonomic Coordination Training, Certified
Occupational Safety Specialist, 10 & 30 Hours Construction Industry
Certification, 10 & 30 Hours General Industry Certification,
Additional Training in: Hazardous, Material Training, Pesticide Application
Direct Responsibility for:
Ed Morales, 15 years, Tool and Equipment Department
Chemical Certified Crews: 48 member team
Hours dedicated to the City of Carlsbad Job per week: 10 hours minimum
5. Melissa Niwata, Maintenance Division Billing
15 years, A/P, A/R, HR industry
3.5 years, Nissho of California, Inc.
Hours dedicated to the City of Carlsbad Job per week: 5 hours minimum
6. Brandee Hicks, Maintenance Division Contract Administrator
9 years, Administrative Assistant Industry
2 years, Nissho of California, Inc.
Hours dedicated to the City of Carlsbad Job per week: 5 hours minimum
Bid 08-09 Median, Parkway and Landscape Maintenance Services 63
Nissho Team Continued ...
7. Gregg Fonseca, Maintenance Division, Project Managers
5 years, Landscape Maintenance Industry
3 years, Nissho of California, Inc.
In Charge of the City of Carlsbad Schools Contract
In Charge of the City of Carlsbad Streetscapes Contract, Nissho areas
Hours dedicated to the City of Carlsbad Job per week: 40 hours minimum
8. Kirk Velasco, Maintenance Division, Assistant Project Manager
10 years, Landscape Maintenance Industry
Assistant to Gregg for all City Maintenance Jobs
Hours dedicated to the City of Carlsbad Job per week: 40 hours minimum
9. Jaime Zarinana, Maintenance Division Chemical Spray Team Manager
7 years, Landscape Maintenance Industry
1 year, Chemical Spraying Team Leader
Hours Dedicated to the City of Carlsbad Job per week: 40 hours or as needed
10. Katie Parkhurst, Maintenance Division, Office Manager
4 years, Nissho of California, Inc.
Hours Dedicated to the City of Carlsbad Job per week: 10 hours or as needed
Direct Responsibility for:
Customer Service Department - 40 hours per week to City of Carlsbad
Irrigation Department - 40 hours per week to City of Carlsbad
Irrigation Tech - 2 hours per week or as needed,
- 8 person Tech Staff to pull from
Bid 08-09 Median, Parkway and Landscape Maintenance Services 64
Adrienne Crump
07/25/00
JOB DESCRIPTION
JOB TITLE: Maintenance Department Office Manager
HOURS: 8:00am - 5:00pm (Ihr. lunch)
REPORTS TO: Vice President
General Job Description:
To assist and organize the operation and paper flow in the Maintenance Department. To include all billing for the
Maintenance Department and 90-Day Maintenance
Reporting Relationship:
This position reports to and works directly with the Maintenance Department Vice-President.
General Responsibilities:
1. Answer incoming phone calls
• Evaluate urgency of messages
• Distribute calls / messages accordingly
2. Provide clerical support through typing.
• Work orders, proposals, walk-thru notes, correspondence, contracts, truck reports, forms, etc.
• Monthly Chemical use form & entry
• Cm-Call Schedule
• Weekend equipment repair form
3. Time Sheets
• Review, calculate and post time sheets for Payroll.
• Post daily time sheets for all personnel on a master time sheet for pay roll.
• Update and distribute revised time sheets as needed due to new hires, transfers and terminations
• Report any problems or discrepancies to Supervisors and/or Directors.
• Prepare new hire packets for payroll (check for completeness / signatures / copies of ID)
• Obtain employee numbers on new hires.
. 4. Weekly Truck & Crew Schedule
• Attend weekly meeting (Monday's 7:30am)
• Update & distribute, to Supervisors, weekly changes from Monday meeting
5. Equipment repairs
• Type problem on "master form", email to Minoru
• When repaired, Minoru emails back with action
• File completed form in Equipment Repair Binder
6. Customer Service
Bid 08-09 Median, Parkway and Landscape Maintenance Services 65
Adrienne Crump
07/25/00
• Log all customer service calls and/or faxes in binder and public drive
• Copy for appropriate Supervisor, copy for "open" binder.
• When complete, fax completed information to Property Mngt. Co / Developer
• File in Project file.
7. Truck / Tool / Safety Reports
• Produce, maintain and log all department Truck / Safety / Tool Reports.
• Truck / Safety reports prepared and due back by crews on pay-day Fridays
• Complete truck inspection summary and give copy to fleet Manager / Mechanic (file copy)
• Report driver or truck changes to Truck Coordinator
• Request gas codes, drivers and cards as needed.
• Prepare Tool reports for turn in on opposite Fridays
• Turn in completed forms to tool manager
8. All Maintenance Invoicing
• Review / revise any changes on billing (90day, cancellations, etc.)
• Invoice all contracts, extras and 90-Day billings.
• Prepare back-up (work orders, Po's, change orders, releases, etc.) for billing
• Prepare and fax off all K&B Awp's for current month billings, follow-up on receipt
• Type all releases for Presidents signature
• Mail invoices (White)
• File (yellow) copies in A/R and (pinks) in Accounting
• Track Po's/ contracts t etc. that are pending
• Provide reports on monthly totals to VP's.
9. Contracts.
• Type and review outgoing contracts / proposals
• Maintain a "pending" contract file.
• Keep original contract files updated and current with new contracts
• Keep track of all contract expiration dates; inform Dept. head of upcoming renewal dates.
• Inform Supervisor of any contract changes (increases, decreases, Management changes, cancellations,
etc.)
10. Maintain / update current filing systems.
• File all work orders, walk-thrus and misc. correspondence in current project files
• Expired files to be filed in shed and labeled well.
• The Maintenance Extra / Irrigation binder.
• Maintain all completed maintenance project binders and keep current.
• Keep all form files updated. Make sure there are always an adequate number of forms available in the
file cabinets.
11. Irrigation Department duties.
• Track time and repairs, prepare for billing.
• Keep irrigation "running" stock inventory.
• Order irrigation stock from Hi/low
12. Monthly fertilizer order.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 66
Adrienne Crump
07/25/00
• Order fertilizer monthly (1st of Month).
• Add and delete jobs accordingly
• Review changes.
• Turn into purchasing w/ Director signature.
13. Uniform Management
• Verify uniform invoices for accuracy
• Cancel and add uniforms as approved by payroll
• Collect and report to payroll when employee leaves / terminated.
• Research and report discrepancies in pick-up and delivery.
• Track issue dates and quantities
14. Misc. Duties
Provide misc. administrative support to Supervisor as requested.
Misc. copies and faxing.
Order supplies for Maintenance Dept. through receptionist
Maintain copy room and restroom supplies.
Order repairs for copier, fax, phone, etc. when needed (through receptionist).
15. Job Binders (Bibles) - Currently being completed outside Co.
• Prepare and create job binders.
• Keep binders current and updated
Bid 08-09 Median, Parkway and Landscape Maintenance Services 67
JOB TITLE: Maintenance Department Administrator
HOURS: 8:00am-5:00pm(l hour lunch)
REPORTS TO: Maintenance Office Manager
General Job Description:
To primarily assist and support the Maintenance Department and Office Manager. To assist other departments as
deemed necessary by supervisor.
Reporting Relationship:
This position reports directly to the Maintenance Office Manager.
General Responsibilities:
1. Answer incoming phone calls.
• Evaluate urgency of messages.
• Distribute calls / messages accordingly.
• Report customer issues, complaints, problems, questions, etc.
• Maintain customer service call binder
2. Assist the Office Manager with misc. typing.
• Memos, bids, proposals, walk-thru notes, letters, correspondence, contracts, truck reports, forms, etc.
• Cc: all typing to appropriate Supervisor
3. Maintain / update current filing systems.
• Work orders, purchase orders and misc. correspondence to be filed for current year only.
• Expired files to be filed in shed and labeled well.
• Maintain all Maintenance project binders and keep current.
• Keep all form files updated. Make sure there is always an adequate number of forms available in the
file cabinets.
4. Produce and maintain time sheets for all crews.
• Post daily time sheets for all personnel on a master time sheet for pay roll, (to be completed daily)
• Update and distribute revised time sheets as needed due to new hires, transfers and terminations.
• Prepare payroll (master time) spreadsheet for Maintenance and Irrigation Departments for payroll every
two weeks.
• Report any problems or discrepancies to Supervisor and/or Directors.
• Prepare new hire packets for payroll (check for completeness/signatures/copies of ID)
• Obtain employee numbers from payroll (new hires)
• Give to Supervisor for review prior to turning into payroll.
5. Maintain Maintenance Truck / Crew Schedule.
• Attend weekly meeting (Monday 7:30am)
• Update and distribute to crews and Supervisors weekly (by Monday).
Bid 08-09 Median, Parkway and Landscape Maintenance Services 68
15"
Edna Valenzuela
03/22/00
6. Truck / Tool / Safety Reports
• Produce, maintain and log all department Truck / Safety / Tool reports.
• Reports to be turned in on pay day by all crews.
• Complete Truck inspection summary and turn into fleet manager / mechanic, (file copy)
• Report driver or truck changes to Truck Coordinator.
• Request gas codes, drivers and cards as needed.
7. Uniform management.
• Verify uniform invoices.
• Cancel and add uniforms as approved by Payroll.
• Control temporary uniforms.
• Alert Supervisor as to constant discrepancies.
• Track issue date and quantities.
• Collect and report to payroll when employee leaves / terminated.
8. Billings.
• Assist with billings as needed by Supervisor
9. Meetings.
• Attend all Maintenance Department meetings.
• Notify Supervisors of all Maintenance Department Meetings.
• Take minutes, file and distribute to all attending.
10. Job Binders (Bibles)
• Prepare all job binders
• Keep all binders current and updated.
Bid 08-09 Median, Parkway and Landscape Maintenance Services 69 f\p
Customer Service Department
Job Title: Customer Service
Schedule: Monday through Friday 8:00am - 5:00pm (1 hour Lunch)
General Job Description
Customer Service
Duties and Responsibilities
Calls/Fax/Email
Faxes
Logging customer service spreadsheet
Follow-up
Tracking and faxing
CYOA process
Punch list
Check list
Filing
Bid 08-09 Median, Parkway and Landscape Maintenance Services 70 7 7